In Odoo, the Purchase Order approval process involves reviewing and authorizing purchase orders before they are sent to vendors. This ensures compliance with company policies, budget constraints, and financial goals. Managers can assess and approve or reject orders that exceed budgets or deviate from expected expenses. In this blog, we will explore how to efficiently manage purchase order approvals in Odoo 18.
Configuration
Go to Purchase module settings. There is an option Purchase Order Approval in the Orders section. When the boolean for this field is activated, another field appears: Minimum amount. When the purchase amount reaches the minimum amount specified here, the Purchase Order Approval feature becomes accessible for use.
User Access
The RFQ can only be validated by the Administrator; a company user cannot validate the RFQ. In Odoo18, the purchase module has two alternative access rights: User and Administrator. Select one of the users and set the Access permissions for the Odoo18 Purchase module to User.Now that the access rights for the user Faaz have been set, log out of Admin’s profile and log in as Faaz. Thus, the user attempts to establish a PO that exceeds the limit and requires administrator approval.
Creating an RFQ
Navigate to the purchase module and generate a new RFQ using Faaz’s profile. Also, ensure that the order exceeds 5,000AED.This purchase order has a purchase amount of 6,440.AED After adding the order details to the RFQ, click the confirm button to finalise the buy order.When the confirm button is hit, the RFQ is moved to the To Approve status.
The user is then unable to take any further action on the RFQ. Once the RFQ reaches the To Approve stage, the administrator should approve it, and only the user can take further action on it. So, log in as an administrator and approve it.When the administrator accesses the buy application, he may quickly identify purchase orders in the To Approve state.Open the RFQ. Then there will be an Approve Order button. The administrator can click the Approve Order button, which will shift the RFQ from the To Approve to the Purchase Order state. The RFQ’s remaining procedures can be completed by either the Administrator or the user. Log in as Faaz, and they will see the current status of the RFQ.
Conclusion
Managing purchase order approvals in Odoo 18 helps businesses maintain control over expenditures, ensure policy compliance, and streamline procurement workflows. By implementing an approval process, companies can prevent unauthorized spending, improve financial oversight, and enhance operational efficiency. With Odoo’s flexible approval settings, businesses can customize workflows to meet their specific needs, ensuring a smooth and controlled purchasing process.
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