TABLE OF CONTENTS

• Who is involved
• f) Approve
  • From the approval task
  • Force Approve on the web card
• g) Send back for changes (revalidation)
• i) Revise (while Open)
• j) Re-approve after revise
• k) Approve the revision — then invoice
  • Create / allocate a Vendor Invoice against the PO
• How PO balance works
• Stages after first approval
• FAQ
• Next in the set

After Send for Approval, the Vendor PO waits for approvers. When the current revision is Approved, the PO is Open — ready to print, email the vendor, revise, or allocate Vendor Invoices.

Who is involved

Default first-level approvers often include Project / Build Plan owners when they are not the Purchaser. Second-level (and auto-approve) depend on your company’s PO approval setup — ask Fieldclix Support if you need the matrix changed.

f) Approve

From the approval task

Assigned approvers get an approval task (inbox / notifications). Open the PO, review header, lines, S&T, and documents, then Approve.

• Levels run in order when more than one level is configured.  

• When the last required approval succeeds, the revision is Approved and the PO lifecycle becomes Open (or returns to Open after a revise cycle).

Force Approve on the web card

Employees with Can Force Approve PO see Approve on the PO toolbar while the revision is still Pending or Under Approval. That action force-approves the working revision (history records a force approve). Use only when company policy allows it.

g) Send back for changes (revalidation)

An approver who needs fixes sends the PO back for revision from the approval task (comments explain what to change).

• The working revision returns to Pending so the Purchaser can edit.  

• Lifecycle shows Draft (first cycle) or Pending Changes (after the PO was already Open and revised).  

• The Purchaser updates lines / documents, SAVE, then Send for Approval again.

This is not the same as Revise on an Open PO (that creates a new candidate revision — below).

i) Revise (while Open)

When the PO is Open and you need a new version (amount change, extra lines, corrected S&T):

1. Open the PO card.

2. Click Revise and confirm.

3. Fieldclix adds a candidate revision (new revision number) in Pending.

4. Lifecycle becomes Pending Changes.

Edit the candidate revision (header / lines / S&T / documents as allowed), then continue with Send for Approval.

You cannot revise while another candidate revision is already in progress. Finish or remove that candidate first.

j) Re-approve after revise

On the candidate revision:

1. Show Approvers if you want to confirm the list.

2. Send for Approval → lifecycle Changes Under Approval.

3. Approvers approve (or send back again).

Until the candidate is approved, the previous approved revision remains the billing baseline for Open behavior rules.

k) Approve the revision — then invoice

When the candidate revision is approved:

• It becomes the current approved revision.  

• Lifecycle returns to Open (unless billing rules move it to Fully Invoiced).  

• Older revisions stay on the card for history (revision selector).

Create / allocate a Vendor Invoice against the PO

1. Create or open a Vendor Invoice (Create Vendor Invoices / Process Vendor Invoices).

2. Turn on Use PO Distribution when the bill should consume PO lines.

3. Use FILL FROM PO or FILL FROM PO LINES.

4. Validate and approve the invoice as usual.

On the PO card, the Allocated Invoices tab lists bills already tied to this PO. Line Billed / Line Balance columns update as those invoices move through stages.

How PO balance works

On each PO line:

At PO header level:

• Total Billed = sum of line Approved + Paid  

• PO Balance = PO total − Total Billed

You cannot lower a line Amount below what is already billed across Pending + Validated + Approved + Paid. When PO Balance reaches zero on an Open PO, Fieldclix can move it to Fully Invoiced automatically — Print, Send to Vendor, and Close Short.

Stages after first approval

FAQ

Q: Why don’t I see Approve on the card?
A: Regular approvers act from the approval task. The card Approve button is for Can Force Approve PO.

Q: Approver sent it back — what do I click?
A: Edit the PO (Pending / Pending Changes), fix lines, SAVE, then Send for Approval again.

Q: Can I cancel an Open PO that already has invoices?
A: Active invoices block ending the PO early. Finish or clear in-process bills first; use Close Short only when rules allow (no blocking in-process invoices). See Print, Send to Vendor, and Close Short.

Next in the set

→ Print / Send / Close Short: Print, Send to Vendor, and Close Short.

← Create / fill steps: Create a Vendor Purchase Order.