When your finance team wants to approve purchase quotes, the PQs may also require the e-signature of the approver. Peakflo will also automatically convert the PQ into a PO, with the approver's signature on the PO PDF.
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2. Approve and e-sign the purchase order
Create a purchase order
Go to the "Approved" tab under the "Purchase Quotes" section.
Click on the purchase quote that you want to turn into a PO. A pop-up window will appear. Click on "Create PO".
A draft PO will be created with all the details from the PQ.
To send the PO to the vendor after full approval, remember to fill out the vendor contact in the "Notify Vendor" field.
You have the option to implement custom rules that automatically populate the details of the PO. For instance, if the PO requestor is Sam, then the Location custom field will automatically be set to New York. To add custom rules, check out: What are custom rules and how to set them up for accounts payable?
After the PO is approved, an automatic email will be sent to the vendor contact with the PO details. You can see the information in your PO Timeline.
Approve and e-sign the purchase order
1. Go to the "Pending approval" tab on the "Purchase Order" section.
2. Open the purchase order that is pending your approval and click on "Approve".
3. Once you click on "Approve", a new window will open up asking for your confirmation to add the e-signature to your purchase order.
To enable e-signing, follow this article: How to enable PO signature from the company configuration?
4. Then click on the approved purchase order and the three dots on the top right side of the purchase order. Click on "Download PDF".
The e-signature will appear on the purchase order PDF along with PO details, PO creator and requester as well as custom fields, like the one below:
Related Article: How to edit my profile and upload my e-signature?
5. You can check the PO timeline details to see the signatory as well as the date and time the PO was e-signed.
FAQ
How can I determine if the Purchase Order has been synced to my ERP/accounting system?
To verify whether the Purchase Order (PO) has been successfully synced to your ERP or accounting system, you can check the "Sync Status" column associated with the PO in your Peakflo Purchase Order view. This column will provide real-time updates on the syncing process.
Is it possible to create a duplicate of a Purchase Order?
Yes, it is possible to create a duplicate of a Purchase Order once it has been approved. To do this, click on the approved PO, then select the three-dot menu button located at the top right corner of the pop-up box, and choose "Clone PO." A new draft PO will be generated, preserving all the original details for your convenience.
