Luminous allows you to establish approval flows for purchase orders (POs) based on criteria such as total cost or other conditions. This ensures that high-value POs or specific transactions require authorization before proceeding. Here’s a step-by-step guide to setting up approval flows.

Step-by-Step Instructions

1. Access System Settings

  1. Go to the top right corner of Luminous.
  2. Click your name and select Settings.

2. Create an Approval User Template

  1. Within Settings, under Approvals, click Approval User Templates.
  2. Click Create Approval User Template.
  3. Name the template (e.g., "High-Value PO Approvals").
  4. Select the users who need to approve the action:
    • Example: Add Jared and Lucas as approvers.
  5. Click Save to finalize the template.

3. Create an Approval Rule

  1. Return to Settings and, under Approvals, click Approval Rules.
  2. Click Create Approval Rule.
  3. Configure the approval rule:
    • Name: Provide a clear name (e.g., "PO Over 20k").
    • Model: Select Supplier Purchase Order.
    • Approver User Template: Choose the approval template you just created.
    • Logical Operator: Specify the condition (e.g., "or" for multiple approvers).
    • Condition: Set the criteria for the rule, such as:
      • Total Cost: Greater than $20,000.
  4. Click Save to activate the rule.

4. How Approval Flows Work

Once the rule is active:

  • Any PO meeting the specified criteria (e.g., over $20,000) will trigger the approval flow.
  • Emails will be sent to the designated approvers (e.g., Jared and Lucas).
  • Approvers can review the PO and click Approve Order directly from the email.

5. Monitor Approval Status

  1. Go to the Purchase Orders page in Luminous.
  2. Look for the Approval Status column (if it is hidden, enable it from the Columns menu):
    • Pending Approval: Indicates the PO is awaiting approval.
    • Approved: Indicates the PO has been approved.

Key Benefits of Approval Flows

  • Ensures high-value or critical POs are reviewed before being sent to suppliers.
  • Streamlines the approval process with email notifications and clear status updates.
  • Improves oversight and accountability in purchasing workflows.

By setting up approval flows, you can maintain control over significant purchases and ensure compliance with company policies.