Submit, approve, reject, issue and acknowledge

Where: open a purchase order.
Who: the command-specific permissions in Access. A manual approver must differ from the submitter.

Status journey

Submit the draft

1. Check the supplier, terms, dates, quantities and grand total.
2. Select Submit.
3. Select Route to approval queue if you want human review even when policy would allow automatic approval.
4. Select Confirm and check the resulting status.

The order becomes Approved when policy permits auto-approval and the queue option is off. Otherwise it becomes Pending approval. Submission validates required procurement references and live supplier eligibility.

When human approval is required

These are the current default policy rules, expressed in base currency units, not a conversion to a particular national currency.

Trigger	Recorded minimum approval level
Base total up to and including 5,000, with no other trigger	Automatic approval possible
Base total greater than 5,000 but below 50,000	1
Base total 50,000 or more	2
Order type Capital, Subcontract or Blanket release	1
Procurement method Quotation, Contract, Tender or Emergency	1
Priority Urgent	1
Emergency flag or supplier compliance review condition	2
Supplier hold escalation condition reaching the policy	2; hard supplier eligibility blocks still stop commitment

The highest applicable level wins. This records the review level and reasons; it does not implement two successive approval signatures or separate manager/director buttons. The emergency flag itself is not a separate field in the current browser editor.

Examples at the boundaries

Purchase	Result when submitted without forcing the queue
Routine Standard / Direct / Normal order for 800	Auto-approved if supplier conditions permit.
Same routine order for exactly 5,000	Auto-approval still possible.
Same routine order for 5,000.01	Human review, level 1.
Order for exactly 50,000	Human review, level 2.
Order for 800 with Quotation and reference NW-Q-204	Human review, level 1.
Routine 800 order with Route to approval queue selected	Pending approval even without another trigger.

Approve independently

1. Nadia opens the submitted order and reviews the current revision, commercial details and supplier snapshot.
2. Select Approve, optionally enter Approval note, then Confirm.
3. Check status Approved and use Load approvals to review the recorded decision.

If Omar submitted the order, Omar's manual approval is refused: Submitter cannot approve their own purchase order. Automatic approval at submission is a separate policy outcome.

If the revision changed, the dialog stops retrying and refreshes the order. Close the dialog, inspect the refreshed details and reopen the action. Retained text is not evidence that the earlier decision still applies.

Reject and correct

Select Reject, enter Reason and choose whether to Permit correction.

• With Permit correction selected, the result is Draft for correction.
• Without it, the result is Rejected. The detail offers Reopen for correction; the editor also permits editing a rejected order, with a successful save returning it to Draft.

Correct the order, save, then submit it again. Read the actual returned status after reopening rather than assuming an old page reflects the new state.

Example reason: Quoted delivery is after the shop refit; agree a revised date before resubmitting.

Issue and acknowledge

Action	From state	Dialog field	Result
Issue	Approved; legacy Confirmed is also supported	Issue reference, e.g. PO-SENT-017	Issued
Acknowledge	Issued	Acknowledgement reference, e.g. NW-ACK-204	Acknowledged

Select the action, enter the reference if available and Confirm. These actions record the workflow; arrange supplier communication through your normal process. They do not send email or place an order through an external supplier system.

Legacy Confirmed and Submitted records may be visible, but the normal browser path is Submit → Approved/Pending approval. There is no legacy Confirm button on the current order detail.