TABLE OF CONTENTS

• VIM PO Approvers
  • First-Level Approvers:
  • Second-Level Approvers:
• VIM Purchaser Order Life Cycle
  • Manual VPO Stage Changes
  • VIM PO Stage Change notifications
• First-Level VPO Approval 
  • Reject VPO 
  • Send VPO for revision 
  • Approve VPO
• Second-Level VPO Approval like First
• Auto-approval

VIM PO Approvers

The "Purchaser" initiates the Vendor Purchase Order (VPO) approval process by submitting the VPO for approval. By default, the approval workflow is configured as follows:

First-Level Approvers:

• Project Owner – if the project owner and the purchaser are different individuals.
• Build Plan Owner – if the Build Plan owner and the purchaser are also different.

Second-Level Approvers:

• There is no second-level approval configured by default for VIM POs. However, it can be set up upon client request.
• Supervisor approval is not configured for VPOs by default.

VIM Purchaser Order Life Cycle

Manual VPO Stage Changes

• Users in the Administrators, Accountants, and Bookkeepers groups can manually change the VIM PO stage.
• Employees assigned the "Can Force Approve PO" role can change the PO stage directly to Approved, bypassing the standard approval process. To do this, use the Approve button in the VPO card.
• An approved VIM PO cannot be canceled if there are active invoices that are pending, validated, approved, or have already been paid.

VIM PO Stage Change notifications

When a VIM PO moves to the Approved, Rejected, Canceled, or Closed stage, notification events can be configured to send alerts via email, text, or Telegram. Recipients (such as the Purchaser, Build Plan Owner, specific employees, or user groups) can be customized. For configuration support, please contact FCX Support.

First-Level VPO Approval 

1. First-Level Approvers receive an approval task in their inbox.
2. They review the submitted VPO.
3. They take one of the following actions:

Reject VPO 

If the approver rejects the VPO at any stage, the approval job closes, and the VPO moves to the Rejected stage. The Purchaser receives a notification.

Send VPO for revision 

Approvers can request modifications by sending the VPO back for revision. Comments can be added to guide the Purchaser on the required changes. The Purchaser will then receive a task to update the VPO and resubmit it for approval. The Purchaser can also cancel the VPO if approval is no longer necessary.

Approve VPO

Second-Level VPO Approval like First

If second-level approval is configured, a second approval task is sent to the designated approver(s), which follows the same process as the first level.

Once the second-level approver approves the VPO, the Purchaser is notified and can proceed to print or send the VPO to the Vendor.

Auto-approval

VIM PO approval workflows are customizable for each client. In some cases, VIM POs can be set to auto-approve immediately after submission, eliminating the need for manual approval.

If you require additional details on printing, canceling, or closing VPOs short, please refer to this article.