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mightyMacaque
May 28, 2024
Question

Purchase Order Approval Workflow and email

  • May 28, 2024
  • 1 reply
  • 0 views

Hello,

 

We use Quickbooks Desktop Enterprise and I have the PO approval workflow setup so that any PO greater than $1000 needs approval.  Right now, users are still able to email POs to vendors that need to be approved (in Draft state).  This defeats the whole point because the vendors have no idea that the PO is not approved, ad if the PO is rejected, the vendor will still fulfill and ship the product.  Is this normal?  Do I need to change something in the setup?

 

Thanks!

    1 reply

    R
    Rea_M
    May 29, 2024

    I'll ensure you can manage your POs in QuickBooks Desktop (QBDT), mightyMacaque.

     

    With the Approval Workflow, QuickBooks would still save and send a draft PO if your users select the No, save a draft option. You'll need to instruct them to choose Yes, send for approval so the system identifies which ones require approval. 

     

    You can also modify users' roles (for example, giving Partial access to Vendors & Payables activities) so they have limited access to your POs. For more details about this, please see this article: Create and manage users and roles in QuickBooks Desktop Enterprise.

     

     

    Moreover, after recording a purchase order, you can receive inventory with or without a corresponding bill. Doing so updates the quantity on hand for each item, as well as the payable to the vendor.

     

    Keep in touch whenever you have additional questions about your bills and PO Approval Workflow in QBDT. I'll be happy to answer them for you. Stay safe and have a nice day ahead.

    M
    mightyMacaqueAuthor
    May 29, 2024

    Thanks for the reply!  Just so that I understand correctly, a Purchase Order can be saved as draft and emailed to a vendor regardless of whether it is approved or not?  Seems like a big flaw in the workflow and it would be safer for me to disable to approval workflow so we don't have discrepancies in rejected POs and vendor processed orders.

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