Setting Up Purchase Order Limits for BigChange Web Users

This article provides a step-by-step guide on how to set up purchase order limits for web users on BigChange. This feature is crucial in managing financial controls within your organisation, ensuring that purchase orders created above a user's limit either can't be created or require manager approval.

Understanding Purchase Order Limits

Purchase order limits are financial controls set for each user in the BigChange system. These limits determine what happens if a purchase order is created above the user’s limit. The system can be set to either prevent the creation of the document or allow its creation but require manager approval.

Setting Up Purchase Order Limits

You must have created at least one Purchase Order Series within BigChange before you can set purchase order limits. Should you not have any series setup, the financial tab within Web User profiles will not be visible. To create a Purchase Order Series, go to Account Settings > Settings > Financial Documents & Sales Opportunities > Purchase Order > Edit > Series > Add.

To set up purchase order limits, follow these steps below.

1. Navigate to Account Settings > Settings > Web Users.
2. Find the user you wish to edit and select to open their pop-up.
3. Select the Financial tab.
4. On either an existing series or a new one, you will find the options for if the purchase order is above their limit.

Managing Purchase Order Approval

When a document is in the status 'Pending' it will be highlighted to users as it will be displayed in lists in an orange colour similar to cancelled documents being grayed out.

When editing a document in the status pending the document will display an orange banner explaining the document is pending and requires manager approval.

Documents created as Pending can be filtered for by selecting status of “Pending or rejected” in the financial docs list view.

If a Manager wishes to approve a document with the status pending, they will need to click on the document and select 'Approve'.

This will only work if the Manager has sufficient Purchase Order Max Value (ie they do not also have a lower max value than the document being approved). If the Manager has no Purchase Order Max Value, they will NOT be able to approve.

Alerts can be created for when Purchase Orders are in the status of 'Pending' for X days.

These alerts will only trigger once a day.