How to Set Up Purchase Order Approval Flows in Luminous

Establish approval flows for purchase orders (POs) to meet criteria like total cost or specific conditions, ensuring that high-value POs or certain transactions get the necessary authorizations before proceeding. Here’s Luminous' step-by-step guide to setting up these approval flows.

Step 1. Access System Settings

1. Go to the bottom left corner of Luminous.
2. Click your name and select System Settings.

Step 2. Create an Approval User Template

1. Within System Settings, click Approval User Template Settings.
2. Click Create New 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.

Step 3. Create an Approval Rule

1. 1. Return to System Settings and click Approval Rule Settings.
   2. Click Create Approval Rule.
   3. Configure the approval rule:
      • Name: Provide a clear name (e.g., "PO Over 20k").
      • Model: Select Purchase Order.
      • Template: Choose the approval template you just created.
      • 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

Step 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.

Step 5. Monitor Approval Status

1. Go to the Purchase Orders page in Luminous.
2. Look for the Approval Status column:
   • Pending Approval: Indicates the PO is awaiting approval.
3. 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.