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How to Configure PO Approval Routing in Calem

Approval routing of purchase orders (POs) has been added in the the coming release of R2019c. 

  • When a PO is created the status is set to "New". One may add line items to the PO.
  • Calem will transition POs of "New" status to "Ready" in 30 minutes after last updated. One may also manually move a PO into "Ready" status.
  • When a PO reaches the "Ready" status with line items, Calem will calculate the approver or an approval team, and email the approver/team an email to approve the PO based on PO approval levels and the site of the PO.
  • An approver may approve the PO.
  • If a PO is created from an approved REQ directly, or upon approving a REQ, the PO is placed in "Ready" status by Calem.

1. PO Approval Configuration

Approval levels are ranges of dollar amounts.
  • Menu path: Organization | ACL Profiles | PO Level
  • The "From" amount is used to select approvers with the minimum approval level based on the PO amounts.
  • The "To" amount is unlimited if it is a negative value.
Next, approval teams can be configured by the approval levels per site. Individual users can also be configured for backward compatibility.
  • Menu path: Organization | ACL Profiles | PO Approval
  • Set "Site" field for approvers for a site only.
  • Leave "Site" field empty for approvers for all sites.

2. PO Monitor

Set up PO monitor users/teams to receive PO email notifications. When a PO is transitioned to ready state but no approvers can be found, Calem will notify the users/teams with PO Monitor role by email. 

  • Menu path: Organization | ACL Profiles | Monitor User
  • Add a team and select "PO Monitor" and sites.

3. Request Approval Manually

The transition to "Ready" status from "New" triggers approval routing. Alternatively, one may manually transition a PO from "Ready" to "Ready" to request approval. 

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