Purchasing setup · Approvals & order communications

Make purchasing follow your team’s rules.

Set who reviews a request, when approval is required, and what suppliers see on an order. Start with the purchasing controls already available, then scope additional development around a real example.

Book a purchasing rules demo Follow the workflow ↓

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Stockroom operators reviewing a purchase request — RequestApproveOrderIllustrative workflow

01Choose the approval trigger

Set the location’s approval policy.

Require approval for every requisition, or use estimated value, line-item count, and new or unpriced items as triggers. A $1,250 request reaches a configured $1,000 threshold in this example.

Set the policy for the buyer location.
Review estimated value and unpriced items.
Test both sides of the threshold.

The request follows an explicit approval rule.

LineNow

A request reaches its threshold

Illustrative workflow · validate your setup

Request$1,250 estimated
RuleAt least $1,000
ResultApproval required

Illustrative workflow · Example quantities

02Assign the reviewers

Route the request to the right people.

Choose the location’s default approvers and configure requester-specific approvers where needed. Test with the requester and reviewer accounts that will use the process.

Choose default approvers.
Add requester-specific assignments where needed.
Verify both user experiences.

Each role can demonstrate its part of the handoff.

LineNow

Route the request to its reviewer

Illustrative workflow · validate your setup

RequesterLocation member
PolicyDefault / assigned
ReviewerConfigured approver

Illustrative workflow · Example quantities

03Preview the supplier message

Prepare the supplier communication.

Set default purchase-order notes for the business unit. Adjust supported order email subjects and templates, preview the result, and retain the required order information before using it with suppliers.

Set business-unit PO notes.
Edit the supported email template.
Retain required order details.

The supplier receives the instructions your team agreed.

LineNow

Keep instructions with the order

Illustrative workflow · validate your setup

NotesDelivery instructions
TemplateOrder message
PreviewReview before use

Illustrative workflow · Example quantities

Inside LineNow

Review the order that follows the request.

Keep quantities, prices, and notes visible when the buyer prepares the PO. Approval policy and email configuration are separate setup steps to demonstrate with your team.

Explore requisitions and purchasing →

LineNow purchase order workspace with item quantities, prices, and notes — Actual LineNow purchase order workspace. Approval examples on this page are illustrative. View full size ↗

Make it work for your team

Agree what is configuration and what needs development.

Use the exact rule, document, or integration your team needs as the acceptance test.

Walk through your setup →

Available configuration: Location-specific requisition policies, default and requester-specific approvers, default PO notes, and supported order email templates.
A concrete example: Bring one request that should require approval and one that should not. Include an unpriced item and the email the supplier should receive.
Additional development: Arbitrary fields, new screens, custom reports, connectors, and approval patterns outside these settings require a separate feasibility and scope review.
Ownership after setup: Agree who can edit the configuration, what must be retested, and who supports custom work. Confirm cost and delivery scope before committing.

Practical questions

Before you connect the workflow.

Understand the setup, the handoffs, and what your team reviews along the way.

Can different locations have different approval rules?

Can a requester have a different approver?

Can we customize the email sent with an order?

Does LineNow offer the same customization as Odoo Studio?

Connect the rules to daily work.

Inventory connections

Review what each integration reads and updates.

RFQs and quotes

Compare supplier offers for a request.

Purchasing rollout checklist

Prepare roles, suppliers, and the first order.

Walk through your own workflow

Bring the rule your current system cannot handle.

Walk through the request, approval, supplier email, and receipt. Leave with a clear configuration or development scope.

Book a purchasing rules demo

90-day free trial · Guided setup · View plans and pricing

Make purchasing follow your team’s rules.

90-day free trial · No credit card · See pricing

Set the location’s approval policy.

Require approval for every requisition, or use estimated value, line-item count, and new or unpriced items as triggers. A $1,250 request reaches a configured $1,000 threshold in this example.

Set the policy for the buyer location.

Review estimated value and unpriced items.

Test both sides of the threshold.

The request follows an explicit approval rule.

Route the request to the right people.

Choose the location’s default approvers and configure requester-specific approvers where needed. Test with the requester and reviewer accounts that will use the process.

Choose default approvers.

Add requester-specific assignments where needed.

Verify both user experiences.

Each role can demonstrate its part of the handoff.

Prepare the supplier communication.

Set business-unit PO notes.

Edit the supported email template.

Retain required order details.

The supplier receives the instructions your team agreed.