Purchasing

Line-level approvals for Purchasing

This idea came from you

Gain granular control and faster approvals by letting approvers act at the line level instead of only at the header. This feature ensures that each department, project, or location manager approves only what they own to reduce bottlenecks and improve accuracy.

Key benefits

  • Granular approvals: Approvers can approve or decline individual lines or the entire transaction.

  • Dimension‑based routing: Route lines by Department, Project, or Location for precise accountability.

  • Clear visibility: See per‑line status, including partial approvals or declines.

  • Flexible policies: Combine header‑level and line‑level rules to match real workflows.

Enable notifications so approvers can act promptly. You can also delegate approvals for out-of-office scenarios.

How it works

  1. Go to Purchasing > Setup > Configuration.

  2. Go to the Approvals section and make sure Enable purchasing approval is selected.

  3. To create an Approval policy, select Manage.

  4. Either create a new approval policy or edit an existing one.

  5. Select the Purchasing Transaction definition.

  6. For Rule type, select one of the following options:

    1. Line level approval by Department

    2. Line level approval by Location

    3. Line level approval by Project

  7. Select Save.

  8. Check that Show approvers only relevant transactions is enabled by default.

  9. Select Save.

If your company uses both header-level and line-level approvals, approve transactions and line items in the transaction record.

You can approve transactions in the transactions list only when line-level approvals are not enabled.

  1. Go to Purchasing > All > Approve transactions.

  2. Select View next to the transaction that you want to approve.

  3. In the Entries section, select the line items to approve or decline.

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Permissions and other requirements

Subscription

Purchasing
Regional availability

All regions
User type

Business user with admin privileges

Employee

Project Manager
Permissions

Administration, Purchasing

  • Application Subscriptions: List, View, and Configure.

Purchasing

  • Approve purchase transaction: List

  • Purchasing approval levels: Applicable levels
Configuration

Enable Purchasing approvals on the Configure Purchasing page.

Dependencies or other requirements

In Purchasing, enable these dimensions and assign a manager to each:

  • Department

  • Location

  • Project
Restrictions

If your company uses both header-level and line-level approvals, approve transactions and line items in the transaction record, not in the Approve transactions list.