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how-to-review-a-po.md

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Reviewing a Purchase Order

If you need to approve a PO, you'll receive an email from Accrualify alerting you that a PO is in your queue for review and approval. Select Review PO Request to open the PO.

In the pending PO, review the following details:

  1. Vendor: Make sure this is the correct vendor you are requesting a purchase from. If you have outstanding RFPs and unsure which vendor you will select, use the most likely vendor that you will go with. The vendor name can be changed at a later date, if necessary.
  2. Start date and end date: Make sure that the dates accurately reflect the start and completion dates of the service or project being requested.
  3. Department: Validate the department(s) selected reflect where you believe spend should go.
  4. Description: Make sure that the description includes, at the minimum, the following information:
    • Type of Service: Software, consulting spend, contractor etc.
    • Purpose: The reason for requesting spend.
    • Type of Spend: Fixed (same amount every invoice) or variable (amount on the invoices will differ depending on number of hours worked or type of project).
    • Invoice billing frequency: Monthly, quarterly, annually, etc.
  5. Total: Make sure the total amount is correct based on the amount in the related contract or other legal document and is inline with spend.

If you have comments or questions for the requestor or the Finance Team, open the message tool in Accrualify located on the right hand side of the screen. In the Notify user(s) (optional) field select or enter the individual’s Mattermost email. Press Tab on your keyboard to make sure the email is accepted. Then select Send.

Once you've reviewed the PO and are ready to approve, select Approve.

When the PO has been approved, the status will be updated from Open to Pending.

If you need to reject the PO, select Reject.

If you reject the PO it means you disagree with one or more items listed. When you reject the PO, please provide the reason(s) for the rejection in the free text box that appears after you've selected Reject and Next.

If you have any questions on the PO module, you can contact [email protected].