How to Approve or Decline a Purchase Request

Only users whose role includes Review Purchase Requests (or an equivalent procurement approver role, depending on your tenant) can use Approve or Decline on this screen. If those actions are missing from the row menu, ask an administrator to check Admin Portal → Roles and the permission reference for Purchase Request.

In UniCMMS, Approve does not only flip a flag: it opens a Purchase Order (PO) workflow so you can assign a supplier, confirm commercial and logistics fields, then Submit. The system creates the PO automatically when that form is submitted successfully. Decline rejects the purchase request from the list menu without that PO step.

Approve — from the list to the PO form

1. Navigate

Go to Procurement → Purchase Requests.

The list shows Code, Name, Description, Status, Priority, Needed By Date, Reviewed At, and Reviewed By. Use Search by name, + Create, Filters, Columns, or Export as needed.

2. Choose a reviewable row

Look for requests that are still awaiting your decision, typically In Process or Pending (labels depend on your workflow). Reviewed At / Reviewed By stay empty until the review path is completed.

3. Open Approve

On the row, click ⋯ (more).
Choose Approve.

Purchase Requests list with row menu showing Edit, Approve, Decline, Delete — ⋯ → **Approve** to start the PO finalization flow.

4. Full-screen overview after Approve

After Approve, you land on a Purchase Order preparation screen. At the top you will see Cancel and Submit. The body is organized into blocks—first General and Supplier Information, then Products (and Shipping Information when you scroll).

PO form after Approve: Cancel and Submit, General and Supplier Information sections — Upper part of the PO form — **General** and **Supplier Information**.

PO form Products table and Shipping Information section — Lower part — **Products** and **Shipping Information**.

The next subsections zoom in field by field so each block is easy to follow.

Purchase Order form — section by section

Many values are pre-filled from the purchase request and from your registry (businesses, parts catalog, accounting defaults). You must still complete required fields (marked with *) and verify totals before Submit.

General

Field	Description	Required?
Name *	PO title (often prefilled, e.g. from the request). Character limit shown in the UI (e.g. 250).	Yes
Budget Account *	Dropdown — charge the spend to the right budget line.	Yes
Charge Department *	Dropdown — department responsible for the cost.	Yes
Teams in charge	Optional team assignment.	No
Description	Longer notes (optional, with a character limit such as 1000).	No

Supplier information

Field	Description	Required?
Supplier *	Searchable dropdown of Businesses / vendors. Picking a supplier fills address, phone, and fax when that data exists on the business record.	Yes
Supplier Address	Auto-filled from the supplier profile when available; you may override.	No
Supplier Phone	Same pattern as address.	No
Supplier Fax	Same pattern as address.	No
Comments or Special Instructions	Free text for the supplier (large limit, e.g. 3000 characters).	No

Products

Element	Description
New product	Adds another line to the PO.
Type	Line category (e.g. Part).
Product	Catalog selection (carried from the PR when applicable).
Specification	Optional line detail.
Quantity / unit	Amount and unit of measure (e.g. 20 L).
Unit price	Price per unit; drives line Total with tax rules on your build.
Tax rate (%)	Enter when your process requires tax on the line.
Total	Calculated line amount (read-only or derived in the UI).
Trash	Removes the line.

Shipping information

Field	Description
Shipping address	Where goods should be sent; may prefill when supplier or site defaults apply—always editable.
Shipping phone / Shipping fax	Contact for delivery; same idea as address.
Expected delivery date	Date picker for when you expect receipt.

Submit — automatic Purchase Order creation

Complete every required field (*) and review Products totals and Supplier / Shipping details.
Click Submit (primary action at the top of the form).

On success, UniCMMS creates the Purchase Order automatically from this screen. The originating purchase request is updated as resolved in your workflow (for example Approved), and Reviewed At / Reviewed By reflect the reviewer once the operation completes—exact labels and timing follow your tenant configuration.

Use Cancel to leave without creating a PO (behavior may discard or keep a draft depending on your version).

Decline (from the list)

Decline is handled from the same ⋯ row menu as Approve. It does not open the Purchase Order form—it opens a confirmation step so you can record why the request is rejected. That feedback is intended for the requester (for example so they can adjust quantity, timing, or justification and resubmit if your process allows).

Step 1 — Choose Decline on the row

Go to Procurement → Purchase Requests.
Find the request (use Search by name if needed). It should still be in a reviewable state (for example In Process).
Click ⋯ at the end of the row.
Choose Decline.

Step 2 — Confirm decline and add a reason

UniCMMS shows a Confirm Decline dialog. The message explains that your reason will be shared with the requester to help them understand what to change.

Control	Description
Reason (large text area)	Enter clear feedback (placeholder Enter text here). A character counter is shown (for example 0 / 3000).
Cancel	Closes the dialog without declining— the PR stays as it was.
Submit	Confirms the decline with your text and completes the action.

Confirm Decline modal with reason text area and Cancel and Submit buttons — **Confirm Decline** — enter feedback, then **Submit** or **Cancel**.

After you submit the decline

Status moves to Declined (or your tenant’s equivalent).
The requester receives the decline outcome and your reason (subject to your notification and visibility settings).
Reviewed At and Reviewed By are stored for accountability, consistent with an approval audit trail.