Approvals for Purchase Requests

In this help document, you’ll learn how to submit, approve, and reject purchase requests in Zoho Procurement.

Submit a Purchase Request

Here’s how you can submit a purchase request for approval to the approver:

Go to My Requests on the left sidebar.
Click the purchase request in the Draft status that you want to submit for approval.
Click Submit in the top right corner.
Select an Approver from the drop down in the Submit Purchase Request pop-up.
Click Submit after selecting an approver.

The status of the purchase request will be changed to Awaiting Approval. Once the approver accepts or rejects the purchase request, its status will change accordingly.

Recall a Submitted Purchase Request

Note:

You can only recall a purchase request in the Submitted status. Once a purchase request is approved or rejected, you cannot recall it.
If you recall a purchase request, your approver will not be able to view it. You will have to re-submit the purchase request after you edit it.

If you have submitted your purchase request to the approver, but would like to edit it, you can do so by recalling the purchase request. Here’s how:

Go to My Requests on the left sidebar.
Open the purchase request you have submitted.
Click Recall in the top right corner.
Click Confirm in the Recall Purchase Request pop-up.
Now, click Edit in the top right corner.
Make the necessary changes.
Click Save.

Once you have recalled and edited your purchase request, you can re-submit it to the approver.

Approve a Purchase Request

Once a purchase request has been submitted for approval, you can review and approve or reject it.

To approve a purchase request:

Go to Approvals on the left sidebar.
Select Purchase Requests from the Transaction Type dropdown.
Click the purchase request you want to consider for approval.
Click Approve in the top right corner.
Confirm your action by clicking Approve again in the Approve Purchase Request pop-up.

Note: Approvers can also approve a purchase request that was previously rejected. To approve a rejected purchase request: Open the purchase request in Rejected status > Click Approve in the top right corner > Confirm your action by clicking Approve in the pop-up.

Reject a Purchase Request

Once a purchase request has been submitted for approval, you can review and approve or reject it.

To reject a purchase request:

Go to Approvals on the left sidebar.
Select Purchase Requests from the Transaction Type dropdown.
Click the purchase request you want to consider for approval.
Click More in the top right corner and select Reject.
Specify a reason for rejecting the purchase request in the Reject Purchase Request pop-up and click Confirm.

Note: Approvers can also reject a purchase request that was previously approved. To reject an approved purchase request: Open the purchase request in Approved status > Click Reject in the top right corner > Specify a reason for rejecting the purchase request and click Confirm in the pop-up.

Re-Submit a Purchase Request

If you re-called a purchase request or if your approver rejected your purchase request, you can make the necessary changes and submit it again to the approver. Here’s how:

Go to My Requests on the left sidebar.
Open the purchase request that has been rejected.
Click Edit in the top right corner.
Make the necessary changes.
Click Save.
Now, click Re-submit in the top right corner.
Select an Approver from the drop-down in the Submit Purchase Request pop-up.
Click Submit after selecting an approver.

Forward a Purchase Request for Further Approval

If you want to forward a purchase request for further approval:

Go to Approvals on the left sidebar.
Select Purchase Requests from the Transaction Type dropdown.
Open the purchase request that you want to forward for further approval.
Click More in the top right corner.
Select Forward from the More dropdown.
Select an Approver, include a message in the Forward Purchase Request pop-up, and click Forward.