Approve a Purchase Order

Review and approve or reject a purchase order that is awaiting internal approval.

Who can use this?

Available to any user assigned as a PO Approver on a specific approval step. You only see POs in your own queue. Approvers cannot act on POs assigned to other users.

Open the approval link from your email

When a Purchase Order requires your approval, ProcureFlow sends an email notification to your inbox with the subject "PO [number] needs your approval".

Click the blue link in the email to open the PO approval page directly in ProcureFlow.

Tip: The link takes you straight to the specific PO. You do not need to log in separately or navigate through the menu.

PO approval email notification — Step 1: Email notification with the direct PO approval link

Open the pending PO

Click the blue PO reference number (e.g. PO-260600000033) to open the full Purchase Order.

The page loads with all order details: supplier, cost centre, line items, shipping address, and the approval path. The status badge at the top reads Pending Internal Approval.

PO detail page with Pending Internal Approval status and Approve / Reject buttons — Step 2: The PO detail view. The Approve and Reject buttons appear in the top-right action bar.

Review the approval path

Scroll down to the Internal Approval Path section to see where this PO sits in the workflow:

Completed steps: a green checkmark with the approver's name and timestamp.
Your pending step: an orange clock icon with "No date yet".

Review the PO line items, amounts, and shipping details before deciding.

Tip: Click View remarks on any completed step to read the previous approver's comments before you make your decision.

Internal Approval Path showing two completed steps and one pending step — Step 3: The Internal Approval Path. Completed steps are green; the current pending step is highlighted in orange.

Click Approve (or Reject)

Once you have reviewed the PO, scroll back to the top of the page. The Approve and Reject buttons are in the action bar on the right side of the PO header.

Choose one:

Click Approve to open the confirmation dialog.
Click Reject to return the PO. Rejection requires a mandatory reason.

Note: This action is permanent. Once approved, the step cannot be undone. If you are the final approver, the PO advances to Pending Supplier Acceptance immediately.

PO detail header showing Approve and Reject buttons in the top-right action bar — Step 4a: The Approve and Reject buttons appear in the top-right action bar of the PO detail page.

Approve Purchase Order dialog — Step 4b: Clicking Approve opens the confirmation dialog.

Enter remarks and confirm

Add your remarks, then confirm:

Optionally type your approval remarks in the text field. These are recorded in the audit trail and visible to other approvers via View remarks.
Click Confirm Approval.

Remarks are optional for approvals but required for rejections.

Approval dialog with remarks filled in and Confirm Approval button — Step 5: Enter optional remarks, then click Confirm Approval.

Approval confirmed

A success toast notification confirms the approval, and the page refreshes:

The Approve / Reject buttons are replaced by Not awaiting your approval.
Once all approval steps are complete, the PO status changes to Pending Supplier Acceptance. The PO has been internally approved and is now awaiting the supplier to acknowledge it.
The Internal Approval Path shows all steps ticked with a completion label Internally Approved.

Tip: Return to PO Approvals in the navigation to confirm the PO no longer appears in your queue.

Approved PO showing Pending Supplier Acceptance status with all approval steps completed — Step 6: After approval. The PO moves to Pending Supplier Acceptance and all approval steps are marked complete.