How to Manage Purchase Order Approvals in Odoo 18

Efficiently managing purchase order approvals is crucial for small business owners, operations managers, and procurement managers aiming to streamline operations. With the release of Odoo 18, handling purchase orders has been made smarter and more accessible, especially when you involve the expertise of an Odoo Consultant. This step-by-step guide will walk you through managing purchase order approvals in Odoo 18 while highlighting key features that simplify the process.

Why Purchase Order Approvals Matter

Purchase order approvals are essential to maintaining control over your procurement process. They help ensure that spending decisions align with your budget and strategic goals. By setting up an approval flow in Odoo 18, your business can:

• Prevent unnecessary expenses.

• Maintain accurate records.

• Streamline internal procurement policies.

When properly managed, purchase order approvals minimize bottlenecks and boost collaboration between departments.

What’s New in Odoo 18 for Purchase Approvals?

Odoo 18 introduces enhanced purchase management features like customizable workflows and automated approvals. Whether you want simple configurations or complex approval hierarchies, Odoo 18 offers incredible flexibility. With the help of an experienced ERP Consultation, you can set up approval systems tailored to your specific business needs.

Now, let’s break down the steps for managing purchase order approvals in Odoo 18.

Step-by-Step Guide to Managing Purchase Approvals in Odoo 18

Step 1. Set Up Purchase Order Approval Rules

Before enabling approvals, you’ll need to establish the rules that govern them. These rules help define when a purchase order requires manual approval and who is responsible for approving it.

1. Navigate to the “Purchase” module in Odoo 18.

1. Click on Configuration > Settings.

1. Under the Approvals section, enable the option to Activate Approvals for Purchases.

1. Define conditions for requiring approvals, such as:

• Purchase order amount exceeding a certain limit.

• Supplier-specific approvals.

1. Save your changes.

This step ensures that your approval workflow is ready to handle custom rules that fit your organization’s needs.

Step 2. Create Approval Teams

Odoo 18 allows you to assign specific team members as approvers. This makes it possible to route purchase orders to the right person quickly.

1. Go to Settings and select Users & Companies > Users.

1. Assign roles to users, like “Purchase Approver” or “Procurement Manager.”

1. Define each team member’s approval authority. For example:

• Approvers can handle orders up to $10,000.

• Managers review larger orders.

1. Regularly update team roles as business operations evolve.

Align these roles with your organization’s hierarchy, simplifying decision-making and accountability.

Step 3. Configure Purchase Workflow

With Odoo 18’s Workflow Configurator, you can define operational sequences that automate part of the approvals process.

1. Access the Purchase Workflow settings in the “Purchase” module.

1. Customize triggers for approval notifications:

• For amounts exceeding pre-set limits.

• For specific product categories (e.g., high-value inventory).

1. Implement conditional automation:

• Automatically approve recurring orders.

• Route unique or risky purchases for manual checks.

This ensures that only relevant purchase orders reach the approval stage, reducing operational noise.

Step 4. Submit a Purchase Order for Approval

Once you’ve set up your rules and workflows, you’re ready to test the system with a new purchase order.

1. Create a new purchase order by selecting the supplier, products, and quantities in the Purchase module.

1. Confirm the details and click Submit for Approval.

1. The system will automatically detect if approval is required based on your configured rules.

1. Approvers will receive an in-app notification or email to review the order.

Step 5. Approvers Review and Finalize

Approvers can review pending purchase orders in just a few clicks.

1. Access the “To Approve” list in the Purchase module.

1. Review key details of the order, including:

• Supplier name.

• Order value.

• Product specifications.

1. Approve or reject the order with your comments.

Encourage your approval team to use the provided commenting feature to ensure transparency and accountability.

Step 6. Track and Audit Approvals

Tracking your approval history is critical for accountability and compliance. Odoo 18 provides a comprehensive audit trail for every purchase order.

1. Use the Reporting tab to view all purchase orders and their statuses.

1. Filter orders based on criteria like date, supplier, approver, or status (approved, pending, rejected).

1. Export data for reporting or regulatory requirements.

These capabilities offer full visibility into your procurement processes, helping you identify patterns and areas for improvement.

Why Work With an Odoo Consultant?

Configuring Odoo 18’s purchase order approval system can seem complex—especially if you’re dealing with highly specific business needs. This is where an Odoo Consultant can make the difference. With their expertise, you can:

• Save time by skipping manual trial-and-error workflows.

• Implement advanced automation features to improve efficiencies.

• Ensure compliance with industry or legal standards for procurement.

• Get tailored configurations based on your company’s structure.

An Odoo Consultant adds value by seamlessly integrating your approval process into existing modules, making your operations smoother and more scalable.

Tips for Success with Purchase Order Approvals

Here are some key takeaways to ensure success with Odoo 18’s approval system:

• Train Your Team: Ensure all approvers know how to use the tools effectively through workshops or online tutorials.

• Regularly Review Rules: Business needs change, and so should your approval rules. Schedule periodic checks to keep them up to date.

• Monitor Performance: Leverage Odoo’s built-in reporting tools to assess whether the approval system is positively impacting your procurement timelines and budgets.

Final Thoughts

Odoo 18 brings an intuitive and customizable purchase order approval system that streamlines procurement workflows while offering flexibility to cater to diverse business operations. By following these steps, you’ll have a robust process that ensures accountability, transparency, and efficiency.

Want to take your success even further? Partnering with an experienced Consultant can help you unlock the full potential of Odoo 18. With their guidance, you can fine-tune workflows, integrate automation, and customize features based on your unique goals.

Get the most out of Odoo 18 by investing in the expert support you deserve!