Depending on the pre-defined workflows at your company, you may be given the right to approve purchase requests submitted by your team members.
As a result, when a purchase request is submitted, you will automatically receive a notification in your Payhawk Inbox. If a document related to the purchase request, such as a draft contract, quote, or email from the supplier, has already been uploaded, you will be able to see it in the request too.
Specifics
When returning a purchase request to the employee or rejecting and deleting it, the reason for the action you pointed out will be logged as a comment and can be viewed from the Activity > Comments tab.
The return-to-employee or reject-and-delete action will also be logged as an activity and can be viewed from the Activity > Workflow tab.
Accessing approval requests for purchase requisitions
You can access a purchase request from your phone or computer from the email request notification you have received.
Alternatively, open the Payhawk mobile app on your phone or log in to the Payhawk web portal in your browser, and access the request from your Payhawk Inbox.
Approving purchase requests in the app
To approve a purchase request from the Payhawk mobile app:
Tap Inbox.
Under Pending, select the desired purchase request by tapping it.
Tap Approve.
Declining purchase requests in the app
To decline a purchase request from the Payhawk mobile app:
In the Payhawk mobile app, go to Inbox.
Select the desired purchase request by tapping it.
Tap Decline. As a result, the Decline this request screen opens. Now, you have to select whether to return the purchase request for the reporter to update, or reject and delete the purchase request altogether.
To return the purchase request for the employee to update and re-submit:
Tap the Return to employee option.
Under Note, enter the reason for declining with the additional details the employee needs to provide.
Tap the Return button to confirm.
To reject and delete the purchase request:
Select the Reject and delete option.
In the dialog that opens, under Note, enter the reason for your rejection.
Tap the Reject button to reject and delete the purchase order.
Approving purchase requests in the portal
To approve a purchase request from the Payhawk web portal:
In the Payhawk web portal, go to Inbox.
Select the desired purchase request by clicking on it.
Click on Approve.
Declining purchase requests in the portal
To decline a purchase request from the Payhawk web portal:
In the Payhawk web portal, go to Inbox.
Select the desired purchase request by clicking on it.
Click on Decline. As a result, the Decline this request screen opens. Now, you have to select whether to return the purchase request for the requester to update, or reject and delete the purchase request altogether.
To return the purchase request for the employee to update and re-submit:
Click on the Return to employee option.
Under Note, enter the reason for declining with the additional details the employee needs to provide.
Click on the Return button to confirm.
To reject and delete the purchase request:
Select the Reject option.
Under Note, enter the reason for your decision.
Click on the Reject button to confirm.
