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Approve a supplier order
When to use it
Confirm an ordinary order is ready for dispatch.
Before you start
- You need access to the approval action and supplier-order add/edit rights. The order must be New Order and unapproved.
What this changes
The order is marked approved and can proceed to dispatch. Approval can also send an order notification to the supplier.
A supplier order sets up a purchase. Receiving it records stock and a bill; approval, dispatch, receipt and payment are different stages.
Steps
- Open Sourcing → Supplier Orders and find the order.
- Use View to check the supplier, products, grades, units, quantities, prices, sourcing date, and instructions.
- Return to the list and select Approve. This approves the order immediately, so finish your checks before clicking.
- Reopen the order and check its approval status.
Screenshot to add: Approve a supplier order. Show Supplier Orders → Approve action, with the controls described above visible. Capture filename: images/approve-supplier-order.png.
Restrictions and help
- Approve is unavailable for ordinary orders that are already approved or are no longer New Order.
- Excess and different-grade orders use their own validation action; do not treat them as ordinary orders.
If something went wrong
If approval is uncertain, reopen the order and check its approval status before selecting Approve again.
If you approved the wrong order or wrong purchase details, tell the Sourcing reviewer before dispatch. An approved ordinary order cannot be edited, and there is no unapprove control in this guide. For an order not yet dispatched or completed, review Cancel an unused supplier order and confirm cancellation before creating a corrected replacement. If it has already been dispatched, follow Dispatch recovery.
Check the correction
Check approval and cancellation status on the original and any replacement. Confirm the supplier has the correct instructions; cancelling an order does not recall the approval notification.