When a purchase request is created in Limble, it goes through a mandatory approval process. After a purchase request is approved, it automatically becomes a purchase order (PO). This streamlines the entire purchasing flow by removing the need to create a separate PO.
The purchase approval process has four major components:
This article will explain each step of the purchase approval process.
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Purchase Request Notifications
When a technician submits a purchase request, the person designated as the approver in the purchasing budget gets a notification. The approver can open the PO from the email link, push notification, or in-app notification that is automatically sent to them.
(Note: we recommend keeping email and push notifications enabled to receive alerts outside of the Limble app! If a user is not receiving notifications, be sure to check their settings on the Manage Users page.)
The approver can also view the request in the POs page by going to Locations > Select Your Location > Purchasing > POs.
This page shows all purchase requests and POs, and the status of each request.
The Different PO Statuses
The purchasing process involves several different stages, including:
Setup: A PO has been created and is in the initial setup stages.
Setup – Requested: A Limble user has submitted a purchase request that needs approval.
Ready to Receive: A purchase request or PO has been approved and sent to the vendor.
Partially Received: The PO has been partially fulfilled and you are waiting on the remaining parts or services.
Fully Received – Pending Payment: All items on the PO have been received and the PO has now become a Bill.
Closed: Payment has been sent to the vendor and the PO / bill has been marked as paid.
Closed – Disapproved: Applies only to purchase requests. This status appears when a purchase request has been disapproved.
When the approver receives a notification and opens the request, they can see who submitted it, the reason for the request, and the associated task.
Disapproving a Purchase Request
To disapprove a purchase request, the approver would click "Disapprove Purchase Request."
A new window will appear and require the approver to explain why the purchase request is being rejected. Once satisified with the entry, click "Disapprove."
Once a purchase request is disapproved, the status changes to “Closed – Request Disapproved.”
A notification will be sent to the requester letting them know why the purchase request was disapproved. The requester can also see the reason why it was disapproved in the associated task.
Delaying Approval with Reminder Notification
If a PO cannot be approved at the time of the request, the approver can set a reminder to review the request at a later time. This is commonly used when additional funds will be available in the budget at a future date.
Within the purchase request, select the bell icon.
In the new window, the user can create a custom message and select a time and date to be reminded to review the request. Once satisfied with the message, click "Set."
Reopening a Disapproved Purchase Request
A purchase request can be reopened by opening the purchase request and selecting the green “Reopen Purchase Request” button.
In the pop-up card, the requester will be required to document why the purchase request was reopened. This changes the request status back to “Setup - Requested.”
The approver will receive a notification that the purchase request was reopened and the purchase request will move back to the "Setup - Requested" state.
From here the approver will have the option to approve it or disapprove it again.
Approving a Purchase Request
To move forward with the purchase request, the approver would make any desired changes to the request and then click “Start Next Step: Ready to Receive.”
Once a purchase request is approved, it automatically becomes a PO and moves into a “Ready to Receive” phase. At this stage, the approver can generate a PDF of the PO and email it directly to the vendor.