This workflow uses the purchase order approval controls in mobile version 1.2 or later. On Multi-Store and Business, only the account owner can turn on Require approval for purchase orders in the mobile Store profile settings while online. Owners and managers can decide on pending orders. Orders completed by an owner or manager skip the approval queue.
For this exercise, stop at the decision. Use the fictional order only and leave supplier messages unsent.
- Staff on phone · Draft → Awaiting approval
- Owner or manager in web cabinet · Awaiting approval → Approved or Rejected
- Staff on phone · Approved → prepare to send · Rejected → new draft
Complete the order on the phone
A staff member creates an order for 24 rolls of packing tape from Ternwhistle Packaging and completes it for the shop that needs the delivery. With the account setting on, the staff order shows Awaiting approval. Sync it so the reviewer can see it. The approval gate on the phone blocks export, sharing, marking the order sent and receiving while it waits.
Review the order in the web cabinet
The owner or manager opens Documents, filters by Awaiting approval and opens the purchase order. Check the order against the shop’s needs before deciding.
- Supplier and store. Is Ternwhistle Packaging the intended supplier, and is this the shop that needs the delivery?
- Item, unit and quantity. Does the line call for 24 individual rolls of packing tape? Check the pack size against the supplier’s terms.
- Need and duplicates. Check the last count and its date, and look for another open order covering the same rolls.
Approve the order and hand it back
Choose Approve in the cabinet. The order moves to Approved and the decision records who approved it and when. Once the phone syncs, the team can export or share the order from the app. Export creates a file. Send it separately through your supplier channel, then use Mark sent to record that step. When the goods arrive, open a separate receiving document against the order and record what actually arrived.
Reject the order if the quantity is wrong
If the shop needs only 12 rolls, choose Reject, add an optional note asking for 12 rolls and confirm. The original stays closed as Rejected. After syncing, staff can use Copy to a new draft on the phone, correct the quantity and complete the new order for review.