Setting Purchase Order Limits

Overview

Gearbox can restrict Standard Users to individual purchase order expenditure amount. If a users creates a Purchase Order that exceeds their limit, Gearbox users with Admin or Manager permissions in the Parts module will receive an email notification requesting them to approve the Purchase order.

Setting Purchase Order Limits

1. Click on your User Icon (1) then click on Users (2) 

Setting Purchase Order Limits - User Icon

2. Click on Users (3)

Setting Purchase Order Limits - Users

3. Click on the User (4) you wish to set a limit for  

Setting Purchase Order Limits - Active Users

4. Click on Purchase Orders (5) then in the Value (6) for 'This user can approve Purchase Orders up to' enter in a purchase order limit. Once completed click Updated User (7)

Setting Purchase Order Limits - Purchase Order Limit

If a user has a Purchase Order limit of $1000 and creates a Purchase Order that exceeds that amount, the user will not be able to print or view a Purchase Order report. Instead, the user will be advised that the Purchase Order is awaiting approval, and Gearbox will send an approval request email to the Users with Manager permission levels in Inventory.

The Pending purchase order will have the Purchase Order number concealed, and will be listed on the Awaiting Approval page. When a manager views the Purchase Order, they will have the ability to Approve the Purchase Order

Setting Purchase Order Limits - Purchase Order Approval

Once approved, the Purchase Order number is visible to all users and the Purchase Order may be printed

Setting Purchase Order Limits - Approved Purchase Order

Sample Purchase Order:

Setting Purchase Order Limits - Purchase Order