In Odoo 19, the approval of purchase orders is a critical process that involves a comprehensive review and validation of the order prior to its submission to a supplier or vendor. This procedure is designed to ensure that the order is not only accurate and properly authorized but also compliant with the organization's procurement policies. By obtaining approval for purchase orders, businesses can ensure that their purchasing activities are aligned with financial objectives and budgetary constraints. Orders that exceed established budget limits or allocated expenditures are subject to managerial scrutiny, where they may be approved or rejected based on organizational guidelines.
The "Purchase Order Approval" functionality is available in the Orders section of the Configuration Settings in the Purchase application. Upon activation of the corresponding boolean, a "Minimum amount" field will be presented. This feature is applicable when the purchase amount exceeds the established minimum threshold. To ensure that all modifications to the Settings are preserved, please click the save button after enabling the Purchase Order Approval option.
In this situation, the RFQ can only be confirmed by the Administrator; corporate users do not have the permission to do so. User access rights can be modified in the General Settings of Odoo 19. You can find a "Users" submenu under "Users & Companies" in the General Settings.
By clicking on the "Users" submenu, you can view all internal users associated with the organization.
The purchase module in Odoo 19 provides two different access levels: "User" and "Administrator." As shown in the screenshot below, select a user and change their access rights to "User" for the Odoo 19 Purchase module.
Don’t forget to save the modifications afterward.
After modifying the access rights for the user Marc demo to the User level, please log out of the Mitchell Admin account and sign in as Marc demo. The user will then proceed to create a purchase order that surpasses the limit, which will necessitate approval from an administrator.
To initiate a new purchase order, please access the profile of Marc Demo. If the total order value is less than $5,000, Marc Demo is empowered to verify the order and issue an invoice. However, for orders exceeding $5,000, it is imperative to obtain managerial authorization prior to the generation of any invoice.
Navigate to the purchase section and sign in with Marc's demo credentials to generate a new RFQ. Make sure the total order amount remains under $5,000.
The organization has requested 2 cabinets with doors from the vendor Gemini Furniture. The total price is provided below.
The purchase order totals $2000, which is under the approval threshold. To proceed with the RFQ validation, please click the confirm button.
To collect your products, press the "Receive product" button and confirm the receipt to finalize your order.
Place a new buy order with the same user, ensuring that the order total exceeds $5,000.
The amount for this purchase order is $7,000. After the order details have been submitted to the RFQ, please click the confirm button to complete the purchase order validation.
Once the confirm button is clicked, the RFQ will transition to the "To Approve" status. At this point, the user will be unable to make any further changes to the RFQ. The administrator is required to approve the RFQ in this stage before the user can continue with the process.
Thus, sign in as the administrator and give your approval.
In the screenshot provided, the administrator can easily spot the purchase orders marked as "To Approve" when accessing the buying application. Simply select and open the relevant RFQ.
Once the administrator clicks the "Approve Order" button, the RFQ will transition from the "To Approve" phase to the Purchase Order phase.
The final steps of the RFQ can be completed by either the administrator or the user. To check the latest RFQ status, they can log in using the credentials of Marc Demo.
To receive the product listed in the purchase order, simply click the Receive button. After that, confirm the receipt by selecting the validate option.
The employee with User access is restricted to confirming and receiving the order only after obtaining the manager's approval, which is determined by the specified amount.
In summary, Odoo 19's purchase order approval feature enhances the procurement process by automating and standardizing approvals. This functionality empowers organizations to manage their expenditures effectively while ensuring compliance and transparency throughout the process. By leveraging Odoo 19's comprehensive approval system, companies can boost efficiency, minimize delays, and make better purchasing decisions.