# Approve a Purchase Order

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

URL: https://www.procureflow.ai/docs/purchase-orders/approve-po



<Callout type="info" title="Who can use this?">
  Available to any user assigned as a <GuideRole>PO Approver</GuideRole> on a specific approval step. You only see POs in your own queue. Approvers cannot act on POs assigned to other users.
</Callout>

<Steps>
  <Step>
    Open the approval link from your email [#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.

    <GuideTip>
      **Tip:**

       The link takes you straight to the specific PO. You do not need to log in separately or navigate through the menu.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/purchase-orders/approve-po/01.png" alt="PO approval email notification" caption="Step 1: Email notification with the direct PO approval link" />
  </Step>

  <Step>
    Open the pending PO [#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**.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/approve-po/02.png" alt="PO detail page with Pending Internal Approval status and Approve / Reject buttons" caption="Step 2: The PO detail view. The Approve and Reject buttons appear in the top-right action bar." />
  </Step>

  <Step>
    Review the approval path [#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.

    <GuideTip>
      **Tip:**

       Click 

      **View remarks**

       on any completed step to read the previous approver's comments before you make your decision.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/purchase-orders/approve-po/03.png" alt="Internal Approval Path showing two completed steps and one pending step" caption="Step 3: The Internal Approval Path. Completed steps are green; the current pending step is highlighted in orange." />
  </Step>

  <Step>
    Click Approve (or Reject) [#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.

    <GuideWarning>
      **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.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/purchase-orders/approve-po/04.png" alt="PO detail header showing Approve and Reject buttons in the top-right action bar" caption="Step 4a: The Approve and Reject buttons appear in the top-right action bar of the PO detail page." />

    <GuideScreenshot src="/docs/screenshots/purchase-orders/approve-po/05.png" alt="Approve Purchase Order dialog" caption="Step 4b: Clicking Approve opens the confirmation dialog." />
  </Step>

  <Step>
    Enter remarks and confirm [#enter-remarks-and-confirm]

    Add your remarks, then confirm:

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

    Remarks are optional for approvals but required for rejections.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/approve-po/06.png" alt="Approval dialog with remarks filled in and Confirm Approval button" caption="Step 5: Enter optional remarks, then click Confirm Approval." />
  </Step>

  <Step>
    Approval confirmed [#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**.

    <GuideTip>
      **Tip:**

       Return to 

      **PO Approvals**

       in the navigation to confirm the PO no longer appears in your queue.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/purchase-orders/approve-po/07.png" alt="Approved PO showing Pending Supplier Acceptance status with all approval steps completed" caption="Step 6: After approval. The PO moves to Pending Supplier Acceptance and all approval steps are marked complete." />
  </Step>
</Steps>