Wragby Product VerseWbizManager

Approve a purchase order

Review a purchase order that is waiting for you, then approve it, send it back for changes, or reject it.

For managers and procurement approversUpdated 4 Nov 2026

Before you start

In this article
  1. Steps
  2. What happens next
  3. Cancel your own request
  4. If something goes wrong

When someone sends a purchase order for approval, it waits for each approver in turn. You see the orders waiting for you in two places: Approvals › Workflows (everything waiting for you, from every module) and Purchases › Procurement › Approval › PO Approval (purchase orders only).

You can't approve a purchase order you raised yourself. Only the next approver can.

Steps

  1. Open the PO approval list

    In the menu on the left, select Purchases, then Procurement, then Approval, then PO Approval. The list shows only the purchase orders waiting for your decision. When there are none, it says No purchase orders waiting for you. To follow an order further along its approval, use Approvals › Workflows.

    You can search, or narrow the list with From date and To date.

    1. Purchase Order Approval, also under Approval › PO Approval in the Procurement menu.
    2. The orders waiting for you. Here the list is empty: No purchase orders waiting for you.
    3. Actions: the menu (⋮) on each order.

  2. Read the order

    Open the order's actions menu (⋮):

    • Preview shows a summary: PO ID, Vendor, Vendor Email, Requisition ID, Priority, Date Needed, Delivery Location and the lines.
    • View opens the full order, with the approval buttons at the bottom.
    • View Comments shows what the requester and earlier approvers wrote.

    Check the vendor, the quantities and prices, and the global dimensions before you decide.

  3. Choose your decision

    In the actions menu, or at the bottom of the order when you View it:

    • Approve passes it on, to the next approver or, after the last one, back to procurement. In the Approve Purchase Order window, add Comments if you want to (they're optional), then select Approve Purchase Order. You'll see Purchase order approved.
    • Send Back (Send Back for Changes on the order) returns it to the person who raised it. A Reason is required. You'll see Purchase order sent back for change.
    • Reject stops it. In the Reject Purchase Order window, a Reason is required. You'll see Purchase order rejected.

    You only see the decisions your role allows and the workflow offers at your level.

What happens next

When the last approver approves it, the order's status becomes Approved. Procurement can then select Send to Vendor in the purchase order list to send it to the vendor, and the store can receive the goods against it.

If you sent it back, the requester fixes it and sends it again. A rejected order can't be used.

Cancel your own request

If you sent the order for approval and want it back, open it under Procurement › Purchase Order, select View, then Cancel request. The same option appears in the PO approval list for orders you raised.

If something goes wrong

What you seeWhat to do
The order isn't in your listIt's waiting for another approver, or it was already decided. Check Approvals › Workflows › My Requests, or ask the requester.
You are not authorized to act on this approval request.You aren't the approver at this level. Someone else must decide.
Please provide a reasonType a Reason before you send back or reject.