Purchase Order Versions & Approval Upgrades
Take charge of your purchasing processes through use of versions, pdf uploads, approval workflows and controls, and roles.
Purchase Order Versions:
Use ION's prebuilt marketplace automation to manage versions.
Logic: Every time a purchase order is moved to "ORDERED" the purchase order "Version" attribute will be incremented and the cost of that version will be stored in an attribute called "Previous Version Cost." When you move a purchase order to the "ORDERED" status a PDF of the purchase order is generated and uploaded to the file attachments for that purchase order. PDF will be titled with the version attribute at the time of order.
DISCLAIMER: This automation utilizes Carbone for pdf generation. Please see Carbone Disclaimer for more information.
Setup:
Navigate to the integrations page via the arrows on the left-hand side
Search for and locate the integration called "Purchase Order Versions"
Select the integration and press configure
Configure the integration with your ion-api credentials. See API Keys for more information on how to get your credentials.
Add the name of the custom purchase order attributes that you want to show up on the generated pdf. For example:
Configure your organization name so that your pdf is named correctly
Press Finish
ION Actions to Control PO Approval Workflow
The next section documents a set of rules (see ION Actions) and organization settings, to be used in conjunction with the automations above, that will enforce further control around your PO approval process.
Necessary Organization Settings:
Have a role called Manager
Rules:
Rule 1: Prevent purchase order status from moving to in_review based on PO cost or PO cost change. Logic: (If purchase order cost is > $10,000 OR difference between current purchase order cost and previous version cost is > $10,000 OR percent change > 5% of previous version cost) AND no 'manager' role is listed as a purchase order reviewer
Rule 2: Prevent purchase order from going directly from "draft" to "ordered"
Rule 3: Prevent users from being able to remove reviewers other than themselves when purchase order status is "In Review"
Setup:
Navigate to the integrations page via the arrows on the left-hand side
Search for and locate the integration called "ION Actions to Control PO Approval Workflow"
Select the integration and press configure
Configure the integration with your ion-api credentials. See API Keys for more information on how to get your credentials.
Move the enabled boolean to true.
Press finish
Last updated
