Purchase Order Amendment Workflow

Why should we automate purchase order amendments instead of handling them by email?

Handling amendments over email makes it hard to track who reviewed a request, whether the supplier was consulted, and which approval applies. This workflow captures every amendment as a record with a reference number and status, so procurement, finance, and buyers can see exactly where a request stands. It also removes the manual work of routing requests to the right approver based on value, reducing delays and follow-up messages.

What is the ROI of using this workflow compared to manual PO amendment tracking?

The workflow reduces time spent by procurement and finance staff manually chasing approvals or checking amendment status, since tasks are assigned automatically and outcomes are recorded on the record. It also cuts down on rework caused by amendments proceeding without proper review, since procurement review and value-based approval happen before the PO is updated. Because it is template-based, a workspace can start running it within minutes rather than commissioning a custom build.

How does the value-based approval routing work?

When the change in value entered on the request form exceeds $5,000, the workflow routes the amendment to finance for approval. When the change in value is $5,000 or less, it routes to the procurement lead instead. Whichever approver responds, their decision determines whether the amendment proceeds to the PO update step or is marked as rejected.

What happens if procurement rejects the amendment at the initial review stage?

If procurement's review outcome is 'Reject', the amendment record status is set to Rejected and the buyer receives an email explaining the rejection, including procurement's comments. This happens before any supplier confirmation or value-based approval steps run, so rejected requests are closed out quickly. The review result and comments are saved to the record regardless of the outcome.

How is the supplier involved in an amendment, and do they need an account?

If the request form indicates the supplier is affected, the buyer is assigned a task to confirm the change with the supplier and record their response, which is then saved to the amendment record. Suppliers themselves are not assigned tasks directly in this workflow; instead, they receive the amended purchase order details by email once the change is approved and applied. Customers and suppliers interacting with assess.one workflows do so through emailed forms or a public request form, without needing an account.

Who is responsible for updating the purchase order once an amendment is approved?

The buyer is assigned a task to update the purchase order and record the new revision number, which the workflow waits for before proceeding. Once submitted, the revision number is saved to the amendment record and the status is set to Amended. The buyer and the supplier are then each notified by email that the PO has been updated.

Can this workflow be customised for our organisation's approval thresholds or steps?

Yes. A workflow can be changed by describing the desired change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept. This makes it straightforward to adjust the $5,000 approval threshold, add extra review steps, or change who receives notifications, without needing a development project.

What visibility do managers have into pending or completed amendments?

Each amendment is a record with a reference number, a status, and a timeline showing what has happened at each step, including review outcomes, approval decisions, and supplier responses. Table views and dashboards display records grouped by status, making it easy to see which amendments are pending review, awaiting approval, or already amended. Workspace activity is also logged, giving a record of actions taken across the workflow.

What is recorded if finance or the procurement lead rejects the amendment?

If either approver's decision is 'rejected', the amendment record status is set to Rejected and the buyer is notified by email that the amendment was not approved. This applies whether the rejection came from finance for higher-value changes or from the procurement lead for lower-value changes. The relevant approval outcome is captured as part of the record's timeline.