The Approve Purchase Request module allows eligible users, such as managers, HR personnel, or assigned approvers, to review, approve, or reject submitted purchase requests.
This module helps organizations manage purchase approvals in a structured, transparent, and traceable way.
Approval Flow Behavior #
Approval Flow: If your organization has a multi-step workflow configured for purchase requests, all submissions will follow this workflow. If no workflow is configured, purchase requests will default to the admin or designated approver.
Only users who are assigned as approvers in the applicable approval flow step can take action on the purchase request.
Permission Requirement #
Approve and reject actions are controlled by both approval flow eligibility and user permission.
A user can approve or reject a purchase request only when both conditions are met:
- The user is assigned as an approver in the relevant approval flow step.
- The user has the required permission for the action.
Required permissions:
- Approve Purchase Request (For All) — required to approve purchase requests.
- Reject Purchase Request (For All) — required to reject purchase requests.
Being included in the approval flow alone is not enough. The approver must also have the required permission.
Similarly, having the permission alone is not enough if the user is not part of the applicable approval flow step.
If either condition is missing, the Approve or Reject action will not be available.
Permissions can be managed from:
Dashboard → Admin → Permission → Employee Permission / Team Permission
Action Options for Approvers #
Eligible approvers can perform the following actions based on their approval flow assignment and permissions:
- Approve
Approves the purchase request. If a multi-step approval flow is configured, the request moves to the next approver. If it is the final approval step, the purchase request becomes Approved. - Reject
Rejects the purchase request. The approver can add comments explaining the reason for rejection. Once rejected, the purchase request status becomes Rejected. - View
Opens the purchase request details so the approver can review the full request information before taking action.
What Approvers Can View #
From the purchase request details page, approvers can review:
- Equipment or service details
- Estimated cost
- Priority
- Currency
- Requester or employee details
- Attachments submitted with the request
- Approval workflow progress
- Approval history
- Comments
Comments & Communication #
Approvers can add comments to purchase requests to:
- Provide instructions or feedback to the requester
- Ask for clarification regarding the request
- Explain the reason for rejection
- Track communication during the approval process
All comments are logged and visible in the purchase request history for transparency.
Summary #
The Approve Purchase Request module ensures that purchase requests are reviewed accurately, efficiently, and according to company policy.
Approval and rejection are controlled by both the Approval Flow and user permissions. Only users assigned as approvers in the relevant approval flow step and holding the required Approve Purchase Request (For All) or Reject Purchase Request (For All) permission can take action.
This keeps the purchase approval process secure, transparent, traceable, and auditable.