Pre-Requisites

Quick view of outstanding purchase orders

There is a Task Management panel available on the Dashboard tab of your IGRIS which gives you visibility of any purchase orders awaiting approval, either for you or by you:

If you haven’t already enabled this, do so as follows:

Click the Maintenance tab

Click the Personal Preferences link under the Personal Settings heading

Select the Dashboard Settings heading

Tick the Tasks Outstanding box

Click the Save Changes button

Your PIN for approving purchase orders

If you’re also going to be responsible for approving purchase orders, you’ll need to set a PIN to carry out your approvals. If you haven’t already done so for staff timesheet approvals:

Click the General heading on the same page

Go to the PIN section near the foot of the page and enter a four-digit pin code that you’ll remember

Click the Save Changes button

Approving a Purchase Order

If someone creates a purchase order and selects you as the approver, then you’ll receive an email and you’ll also see a link to the purchase order on the Tasks Outstanding widget on your Home tab.

Click the Dashboard tab

Any purchase orders awaiting your approval will be listed under the Purchase Orders widget

Click the link to take you to the purchase order for approval

Review the purchase order:

If you’ve been selected as the Project Approver, you should review the contents of the purchase order to make sure that they are valid purchases

If you’ve been selected as the Manager Approver, you should rely on the Project Approver to validate the purchase – your focus is on the expenditure of the Purchase Order

If you’re happy to sign it off:

Click Sign which enable a pop up to enter your PIN where indicated and press Sign 

If you’re not happy to sign it off:

You can click Reject which will enable a pop up to enter your PIN where indicated and a text field to enter a reason for rejecting the PO, then click Reject

If you would rather someone else to do this, click Sign and you will see the other users who have the ability to approve – click the Envelope icon beside a name to pass over the approval