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PO Dynamic Approval Process

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$ 14.01

18.0 0
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Required Apps • Purchase (purchase)
• Invoicing (account)
• Discuss (mail)
Technical Name purchase_approval_route
License OPL-1
Also available in version 18.0 15.0 14.0
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Technical Name purchase_approval_route
License OPL-1
Also available in version v 15.0 v 14.0 v 18.0

Introduction

This module enhances procurement by delivering a dynamic, multi-level approval workflow for purchase orders. Approval routes can be configured based on purchase amount thresholds and tailored by purchasing teams, ensuring orders follow appropriate authorization paths. It supports structured decision-making, hierarchical approval, and policy compliance—ideal for organizations requiring granular control over procurement.

Key Features

  • Supports creation of multiple dynamic approval rules organized by purchasing teams

  • Defines approval steps based on minimum and maximum purchase order amounts

  • Allows optional or mandatory approval workflows based on configuration

  • Locks purchase order total once it receives approval at a defined stage

  • Supports multiple sequential approval levels, adapting to organizational structure

  • Fully compatible with multi-company and multi-currency setups

  • Evaluates conditions using custom expressions to include or exclude specific approvers dynamically

Benefits

  • Ensures purchase order governance with transparent, rule-based approval flows

  • Prevents unauthorized purchases through granular control over approval thresholds

  • Enhances oversight by allowing sequential approvals aligned with company hierarchy

  • Streamlines authorization with configurable, team-based routes that adapt to organizational needs

  • Supports auditability and compliance through enforced order locking and approval traceability

Compatibility & Technical Details

  • Technical Name: purchase_approval_route

  • Required Modules: Purchase Management, Base (including multi-company or analytic modules if applicable)

  • License: OPL-1 (Odoo Proprietary License)

  • Installation Steps:

    1. Ensure foundational purchase-related modules (e.g. Purchase Management) are installed.

    2. Install the purchase_approval_route module.

    3. Configure purchasing teams and define approval rules using amount thresholds, approver roles, and optional lock settings.

    4. Enable the approval process and test with sample purchase orders to validate routing logic.

Dynamic, Customizable and Flexible Approval Process for Purchase Orders

Improve your purchase order process using multi-level approving and validating!
This module helps to create multiple custom, flexible and dynamic approval cycle for purchase orders based on purchase team settings.

Key Features:

  • Purchase Manager can configure unlimited dynamic approval process rules by creating Purchase Teams
  • Approval Cycle can be generated dynamically based on Total Amount of Purchase Order
  • Each Approver can be included to PO approval process depending on the settings of the Minimum or Maximum Amount fields
  • PO Multiple Approval Process can be used optionally or forcibly, depending on the module settings
  • Locking Total Amount of PO after approval from particular approver or after finishing approval route
  • Unlimited level of "step by step" approval process
  • Multi Company and Multi Currency features of Odoo System are supported

How it works:

After module installation new settings block will be displayed:

Purchase Module Config


  • No - approval cycle functionality disabled.
  • Optional - PO approval workflow can be used based on initiator (Purchase Representative) choice.
  • Required - purchase approval cycle is required. It means user should select PO Team on create RFQ.
Each Administrator of the Purchase Module has access to create and manage own Purchase Team.
PO Team Create Way

The form looks like in the screenshot below:
Enter name of the team, select team leader and add approvers. Optionally you can set Minimum or Maximum Amount for each person.

Also you can enter python expression to define custom condition to include/exclude approver to/from PO approval workflow.

PO Team Form

Fields information

Team Leader is the Purchase Module Administrator who is allowed to manage own purchase team.
If Lock Amount Total checkbox is enabled the system prevents updating order lines after confirming order.

As Approver can be selected any User of the Purchase Module . Also, you should enter Role/Position of the Approver. If information is available, system will try to set approver`s Job Title or Job Position in this field.

The system generates multi-level approval route using Total Amount value of PO and Minimum/Maximum Amount for Approver.

  • If Minimum Amount is not set, approver should approve each order.
  • If Minimum Amount is set and Total Amount is less than Minimum Amount , then approver will be skipped.
  • If Maximum Amount is set and Total Amount is greater than Maximum Amount , then the approver will be skipped.

Also you can enable the option Lock Amount Total . If this checkbox is enabled user can not update order lines after approval. An error will be triggered if the system detects a change in the Total. User Error

Purchase Order Form:

New PO

After creating PO user clicks the "Confirm" button. After that a request to approve to the first approver will be sent:

PO sent to approve

Pending - is the status for current approver

Only current approver can see the "Approve" button:

PO Form for Approver

Each approver will be requested to approve PO step by step. After the last approval PO is moving to the "Purchase Order" state and approval process is closing.

PO Approved

Video: 2 cases of using dynamic PO approval process to purchase PC accessories:
  • case 1: purchase order for a small amount
  • case 2: purchase order for a large amount

Watch Video

If you want to display detailed dashboard based on all purchase orders, please look that module: Purchase Dashboard

Please note that to send email notifications to approvers an outgoing email server should be configured.

If your Mail Transfer Agent (MTA) supports SRS (Sender Rewriting Scheme), your users can send and receive notification. However, that is more complex and requires more technical knowledge.

Instead, you can install additional module to Replace "Email From" and "Reply To" parameters of outgoing emails.

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