Purchase Order Approval Workflow in DreamzCMMS
The Purchase Order (PO) Approval Workflow Automation feature in DreamzCMMS enables organizations to streamline and control the purchase approval process through multi-level approvals. This ensures that every purchase order goes through predefined approval stages before being finalized.
By enabling workflow automation, businesses can reduce manual intervention, improve accountability, and ensure that purchase approvals follow a structured and transparent process.
This guide will walk you through:
Enabling Purchase Approval Workflow
Creating a multi-level approval workflow
Creating a Purchase Order (PO)
Processing approvals across multiple levels
Overview
The automated purchase workflow allows organizations to define multiple approval levels for purchase orders. Each level is assigned to specific approvers, and the system automatically notifies them when their approval is required.
Key capabilities include:
Configuring multi-level approval hierarchy
Assigning approvers from the employee list
Automatic email notifications for approvals
Tracking approval status at each level
Ensuring complete approval before PO finalization
This ensures better financial control and prevents unauthorized purchases.
Here is a reference video:
Before You Begin
Before setting up the purchase workflow, ensure the following:
You have access to Settings and Workflow Automation modules.
Employees are already configured in the system for approver selection.
Purchase module is enabled and properly configured.
You have permission to create workflows and purchase orders.
Creating an PO Approval Workflow
DreamzCMMS also supports Purchase Order approval workflows, commonly used for processes such as purchase order approvals.
How to Access Workflow Automation
Step 1 – Enable Purchase Approval Workflow
From the left-hand menu, go to Settings.
Navigate to Configuration → System Configuration.
Under the General tab, search for Purchase Settings.
Locate the option “Is PO Approval Workflow Enabled”.
Set this option to Yes.
Click Save.
This will activate the purchase approval workflow feature in the system.
Create Purchase Approval Workflow
1. From the left-hand menu, click on Workflow Automation.
Step 1 – Open Approval Workflows
Click Purchase Order Approval Workflow from the workflow page.
The system will display the PO Approval Workflows screen showing existing approval workflows.
Step 2 – Create a New Workflow
Click Create Workflow to configure a new approval workflow.
You will be asked to enter the following information:
Workflow Name – Name of the approval workflow
Department – Department where the workflow will apply
Active Status – Enable or disable the workflow
Step 3 – Configure Approval Levels
Approval workflows can include multiple approval levels.
Each level defines:
Level Name (e.g., HOD Approval)
Approver (user responsible for approval)
Click + Add Level to add additional approval levels if needed.
Step 4 – Save the Workflow
After configuring all details:
Review the workflow configuration
Click Save Workflow
The approval workflow will now be active and applied to the selected department.
Create a Purchase Order
From the left-hand menu, click on Purchasing.
Select Purchase Orders.
Click on New Purchase Order.
You will notice the status is automatically set to Waiting for Approval.
Enter the required details:
Business
Department (Select: Purchase)
Shipping Address
Invoice/Billing Address
Add an item:
Select Equipment Item
Enter Quantity
Enter Unit Price
The system will automatically calculate the Net Total.
Click Submit.
Once submitted, the approval workflow is triggered automatically.
Step 4: Level 1 Approval
The Level 1 Approver receives an email notification.
Click on View My Pending Approvals from the email.
Log in with the appropriate credentials.
Navigate to the Pending Approvals List.
Review the purchase order details.
Click Approve.
Once approved:
The request is removed from Level 1 pending list
The next approver is notified automatically
Tips for Using Workflow Automation
Use workflows to automate repetitive tasks such as work order creation or department assignment.
Clearly define trigger conditions to avoid unintended actions.
Keep workflows organized with descriptive names for easy management.
Review active workflows periodically to ensure they remain aligned with operational processes.
Workflow automation can significantly improve operational efficiency by eliminating manual steps in routine processes.
Frequently Asked Questions
What is workflow automation in DreamzCMMS?
Workflow automation allows the system to automatically perform actions such as creating work orders, assigning departments, or approving requests when specific events occur.
Can multiple workflows exist for the same event?
Yes. Multiple workflows can be configured for similar triggers, but administrators should ensure they do not conflict with each other.
Can workflows be deactivated without deleting them?
Yes. Workflows can be set to Inactive without deleting them, allowing administrators to disable automation temporarily.
Can approval workflows have multiple levels?
Yes. Approval workflows support multiple sequential approval levels, allowing organizations to implement structured approval processes.
Related Articles
- Import Asset Locations
- How to Add BOM to a Facility/Location
- How to Assign Personnel to a Location/Facility
- Create and Manage Work Orders