Intermediate - How to Configure and Use Approval Settings in Purchase Orders (PO)
1.0 What is approval setting
In general, "approval setting" refers to the configuration or process by which a request, action, or change must be reviewed and approved before it proceeds. The term is often used in business, software applications, and workflow management systems.
Depending on the context, "approval setting" can mean:
1. In a Software or IT System (e.g., Microsoft Power Automate, SAP, or ServiceNow):
Configuration that defines who must approve a task or document.
Conditions under which approvals are triggered.
Sequential or parallel approval processes.
Time limits or escalation rules if an approver does not respond.
2. In Business Processes:
Rules established to ensure compliance, quality control, or managerial oversight.
Example: An expense claim might require approval from a supervisor if it is over $500.
3. In HR or Finance Systems:
Setting up roles and thresholds for approval of leave requests, purchases, budgets, etc.
2.0 Approval setting in Xilnex
You can access the Approval Setting by following these steps:
- Click on the Menu
- Select System Configuration
- Under the General section, click on Approval Setting
This will open the approval settings for further configuration.
3.0 Example of approval setting
Here’s an example of an Approval Setting for a single Purchase Order (PO):
Document Type: Purchase Order
User Group: Admin
Total No. Of Approval: 1
Approval Type: Compulsory
Criteria: Per Single Purchase Order
Condition:
- Level = 1
- Min. Approval Value ≥ RM10,000
Description:
This setting ensures that any single purchase order meeting the criteria above must go through a multi-level approval process to ensure proper oversight and control.
(You can refer to the image below for a visual example of this configuration.)
In the Purchase Order (PO) module:
If the total amount is equal to or exceeds RM1,500,
an approval process will be triggered when the user attempts to confirm the PO.
This ensures that higher-value orders are reviewed and approved before proceeding.
This message will automatically prompt when the user clicks Confirm on the PO:
After clicking “Space”, a second notice will appear to formally request approval.
This prompt notifies the user that the PO is now pending approval and cannot proceed until it’s approved by the assigned approver.
After clicking Yes, the system will prompt you to save the PO.
Once the PO is saved, the approval validation message will appear, indicating that the PO has entered the approval process based on the configured criteria. Click “Space”, again to proceed.
Next, your Purchase Order (PO) will be in Saved status, and the Approval Status will show as Pending.
This means the PO is now waiting for the assigned approvers to review and take action.
4.0 How to check all approval lists created
You can check the approval list by going to Approval Listing under the Approval List menu.
Here, you’ll see all POs that are pending, approved, or rejected based on their status.
5.0 How to approve the PO
There are two ways to approve the Purchase Order (PO):
- From Approval List:
- Go to the Approval List,
- Double-click the PO you want to approve,
- Then proceed to approve it.
- From the PO Screen:
- Open the specific PO,
- Click on Function > Approval > Approve.
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