Restrict Purchase Order Number Generation FAQs

Introduction: This article outlines an optional setting in Profitz that changes when Purchase Order (PO) numbers are generated. This feature aligns the system with strict procurement workflows by delaying the creation of a PO number until after the order has been formally approved.

What does this feature do?

By default, Profitz generates a PO number as soon as a record is created. When this restriction is enabled, the system will not generate or display a Purchase Order Number until the order has successfully passed the approval process.

How does the workflow change?

With this setting enabled, the process for raising a purchase order is as follows:

1. Create the Purchase Order (no PO Number will be visible yet).
2. Click Submit to send the order for approval.
3. The designated approver reviews and clicks Approve.
4. Once approved, the Purchase Order Number is generated and becomes visible.
5. You can now provide this number to your supplier.

Why would I use this setting?

This setting is designed for organizations with strict purchasing controls. It prevents staff from providing a valid PO number to a supplier before the expenditure has been authorized. It ensures that every active PO number in your system represents an approved financial commitment.

How do I enable this feature?

This is an optional system configuration. If you wish to enforce this workflow, please contact Profitz Support to have the restriction enabled.

Additional information:

• Purchase Orders Feature in Profitz
• How to Add or Edit a Purchase Order Header

For further assistance, please contact Profitz Support.