Approval Groups

Approval groups are the sign-off rules used when a purchase order or estimate is submitted. They decide who needs to approve, in what combination, and when extra approvers are required.

Where approval groups fit

Area How approval groups are used
Purchase Orders Draft purchase orders are submitted to an approval group before they can be approved.
Estimates Estimates use the same approval group system before a supplier is chosen.
Recurring POs Recurring POs are submitted to an approval group before they start issuing purchase orders.

Create an approval group

  1. Go to Purchasing → Approval Groups.
  2. Click Create Approval Group.
  3. Enter the Group Name.
  4. Under Base Approval Logic, click Add Logic Block.
  5. Choose whether that block should use AND or OR logic.
  6. Add the users who belong in that block.
  7. Add more logic blocks if the group needs more than one stage.
  8. Under Conditional Approvals (IF), click Add Condition if extra approval is needed above a certain purchase order total.
  9. Enter the amount and choose the required approver or approvers for that condition.
  10. Click Create Group.

Change an approval group

  1. Go to Purchasing → Approval Groups.
  2. Open the group you want to change.
  3. Click Edit.
  4. Update the logic blocks, conditions, or group name.
  5. Save the group.

Control who can submit to an approval group

  1. Go to Purchasing → Visibility Matrix.
  2. Find the approval group you want to manage.
  3. Turn visibility on or off for the roles that should see that group.
  4. Add or remove user-specific overrides where needed.

Review pending approvals

  1. Go to Purchasing → Approvals.
  2. Open the item you need to review.
  3. Approve it if it should go ahead.
  4. Reject it if it should not.

Things to know

  • AND means every user in that block must approve.
  • OR means one approval from that block is enough.
  • Conditional approvals are based on the purchase order total.
  • A group only appears at submission time if the user is allowed to see it.
  • Approval delegation is supported, so another user can approve on someone's behalf during a live delegation period.
  • A user must hold the PO approval permission before they can remain in an approval group. If you remove that permission, OpsOS prompts you to remove them from the affected approval groups first.
  • The same guard applies when deactivating or hard-deleting a user. Remove them from active approval groups before the user record can be deleted.

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