# Review a Purchase Request

When a Purchase Request is submitted and the approver has approved it, the PR moves to the Procurement Approval step. You will be assigned as the approver and receive an email notification. This guide walks you through acting on that notification and approving the PR.

URL: https://www.procureflow.ai/docs/purchase-request/review-pr



<Callout type="info" title="Who can use this?">
  Available to all approvers.
</Callout>

<Steps>
  <Step>
    Open the email notification and click the link [#open-the-email-notification-and-click-the-link]

    ProcureFlow sends you an email when a PR requires your approval. The email shows the PR number and the requester's name.

    Open the PR one of two ways:

    * Click the link in the email to go straight to the approval page.
    * Use the **View Purchase Request** link below it to open the full PR.

    <GuideTip>
      **Tip:**

       The link takes you straight to the approval detail page. No need to navigate through the menu.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/purchase-request/review-pr/01.png" alt="ProcureFlow notification email: click the approval link to go directly to the PR approval page" caption="ProcureFlow notification email: click the approval link to go directly to the PR approval page" />
  </Step>

  <Step>
    Review the PR on the approval page [#review-the-pr-on-the-approval-page]

    The approval detail page shows the full PR:

    * General info
    * Supplier
    * Line items
    * Cost breakdown
    * The multi-step approval path

    Scroll through to verify the items, amounts, and cost center before taking action.

    The **Reject** and **Approve** buttons are at the top right.

    <GuideScreenshot src="/docs/screenshots/purchase-request/review-pr/02.png" alt="PR approval detail: full PR info with Reject and Approve action buttons at top right" caption="PR approval detail: full PR info with Reject and Approve action buttons at top right" />
  </Step>

  <Step>
    Click Approve and enter your remarks [#click-approve-and-enter-your-remarks]

    1. Click the **Approve** button. An approval dialog appears.
    2. Enter your remarks explaining the reason for approval. For example, 'Approved for procurement. Items verified and budget confirmed.'
    3. Click **Confirm Approval**.

    <GuideTip>
      **Tip:**

       Always add a brief remark. It becomes part of the permanent audit trail visible to all stakeholders.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/purchase-request/review-pr/03.png" alt="Approval dialog: enter remarks then click Confirm Approval to complete the step" caption="Approval dialog: enter remarks then click Confirm Approval to complete the step" />
  </Step>

  <Step>
    Verify the PR is Closed [#verify-the-pr-is-closed]

    After confirming, two things happen:

    * The Procurement Approval step in the approval path is stamped with your name and the approval date and time.
    * The PR status changes to **Closed**, indicating all approval steps are complete and the PR is ready for a Purchase Order.

    <GuideScreenshot src="/docs/screenshots/purchase-request/review-pr/04.png" alt="PR approved: Procurement Approval step stamped with date; overall PR status is now Closed" caption="PR approved: Procurement Approval step stamped with date; overall PR status is now Closed" />
  </Step>

  <Step>
    (Alternative) Reject the PR [#alternative-reject-the-pr]

    If the PR should not proceed, reject it instead:

    1. Click the **Reject** button. A rejection dialog appears prompting you to provide a reason.
    2. Enter your reason. For example, 'Price too high'.
    3. Click **Confirm Rejection**.

    The requestor will be notified and can resubmit or amend the PR.

    <GuideTip>
      **Tip:**

       Always give a clear reason for rejection so the requester knows what needs to change.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/purchase-request/review-pr/05.png" alt="Reject Purchase Request dialog: enter a reason and click Confirm Rejection" caption="Reject Purchase Request dialog: enter a reason and click Confirm Rejection" />
  </Step>

  <Step>
    Verify the PR is Cancelled [#verify-the-pr-is-cancelled]

    After confirming the rejection:

    * The PR status changes to **Cancelled**.
    * The approval path highlights the steps that did not complete.
    * The requestor will receive a notification with your rejection reason and can create a new PR if needed.

    <GuideScreenshot src="/docs/screenshots/purchase-request/review-pr/06.png" alt="PR status is now Cancelled: approval path shows incomplete steps; requestor is notified of the rejection" caption="PR status is now Cancelled: approval path shows incomplete steps; requestor is notified of the rejection" />
  </Step>
</Steps>