Approval Hub_
Helps keep Quotes and Purchase Orders under control by ensuring they are reviewed by the right person before they are sent or authorised.
It provides a simple approval workflow by sending approval requests, recording decisions, and keeping everyone informed through Current RMS discussions.
How it works
• Configure Quote and Purchase Order approvers in Hub Settings.
• Optionally set a pre-tax Purchase Order value limit for individual users.
• Users can create and manage Purchase Orders up to their limit without requiring additional approval.
• If the pre-tax Purchase Order total exceeds the owner’s limit, they can still create and edit it, but it must be approved by an approver with sufficient authority before it can continue.
• If an already authorised Purchase Order is changed and exceeds its owner’s limit, it is automatically unauthorised and must go through Approval Hub.
• Value limits are optional and are off by default. Users without a value limit continue to follow the normal Approval Hub workflow.
• Submit a Quote or Purchase Order for approval directly from the Approval Hub panel.
• Hub sends a discussion notification to the selected approver with a direct link back to the Quote or Purchase Order.
• The approver can approve or reject the request, with an optional message explaining their decision.
• Approval and rejection notifications are automatically sent back to the original user.
• On Quotes, any document template containing the word “QUOTATION” is greyed out until the Quote has been approved.
• Once a Quote has been approved, its pricing is locked to prevent accidental changes.
• If the Quote pricing is changed after approval, the approval is automatically removed and the Quote must be submitted for approval again.
• Approved Quotes and Purchase Orders can continue through the normal workflow.
• Rejected requests must be reviewed and submitted again.
• If the Purchase Order owner is also the assigned approver, Hub automatically bypasses the approval process and allows the Purchase Order to continue as normal, provided it is within any value limit assigned to them.
To use it
• Enable Approval Hub in Hub Settings.
• Choose who can approve Quotes and Purchase Orders.
• If required, select Set user limits and enter each user’s maximum pre-tax Purchase Order value.
• Open a Quote or Purchase Order.
• Click Submit for Approval when approval is required.
• Add an optional message for the approver.
• The approver reviews the request and chooses Approve or Reject.
• If approved, continue sending the Quote or authorising the Purchase Order.
💡 Why it’s useful:
Approval Hub gives your team a consistent approval process without relying on emails or verbal confirmation. Approval requests, decisions, and comments are recorded in Current RMS discussions, making it easy to see who approved a Quote or Purchase Order, when it was approved, and any feedback provided.
Optional Purchase Order value limits allow users to create and prepare higher-value orders themselves while ensuring that appropriate approval is obtained before those orders continue. This avoids requiring a senior colleague to recreate the entire Purchase Order simply because its value exceeds the original user’s authority.
Automatic document control and price locking help prevent Quotes or Purchase Orders from continuing with unapproved pricing, while ensuring that relevant pricing or value changes trigger a fresh approval.
