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How re-approval works

An approval covers the document as it was when it was approved. If someone later changes it in a way that matters, such as a higher total or a different supplier, SKU.io asks for approval again. This page explains which changes count, what you can still do while the new approval is pending, and what happens to a request that's still waiting when its document changes. For how approval works in the first place, see How approvals work.

Which changes ask for approval again​

Each kind of document has its own rules. A change that isn't listed here never asks again.

DocumentAsks again when you…Never asks again when you…
Purchase orderchange the supplier or the currency, add a line, or raise the total by more than the policy's tolerance or into a higher tierlower the total, remove lines, or change notes, tags, dates, the shipping method, the warehouse or attachments
Vendor depositchange the supplier or the currency, or raise the amount at all, while the deposit is waiting for approvalchange anything else. Once a deposit is approved, its amount, supplier, currency and bank details are locked, so nothing can ask again.
Bill paymentchange the supplier or the currency, or raise the outstanding balance above what's approvedlower the balance, for example with a credit note

Changes that come from other actions​

Editing the purchase order isn't the only way its total changes. These actions are checked the same way, so any of them can put an approved purchase order into re-approval:

  • choosing a different Pricing Tier for its lines
  • Apply Tax Rate or Apply Discount on its lines
  • adding lines, or changing their quantities or prices
  • Update PO prices on a bill's 3-Way Match tab, which copies the bill's prices to the purchase order
  • an import that updates the purchase order

The purchase order tolerance​

For purchase orders only, the Re-approval rule sets how far the total can rise before SKU.io asks again. It reads "Ask again when an approved PO's total rises by more than", followed by a percentage. The default is 0%, so any rise asks again. Whatever the tolerance, a rise that moves the purchase order into a higher tier always asks again. To change it, see Set approval rules.

Deposits and bill payments have no tolerance setting, so any increase asks again.

A few details apply to every document:

  • The approved amount is the benchmark. SKU.io compares the new amount with the amount that was approved. If you lower a purchase order's total and later raise it back, it asks again only once the total goes above what was approved, plus any tolerance.
  • Exchange rates don't count on their own. A document in another currency is compared at the exchange rate used for its approval, so a rate refresh never asks for approval again.

What happens to an approved purchase order​

Suppose Priya approved an $8,000 purchase order that Dana raised. Dana then adds lines that bring the total to $12,000. That's a rise of 50%, and it moves the purchase order into the Over $10,000 tier, so SKU.io raises a new request straight away, and it goes to Sam only.

The purchase order stays Open, and you see:

  • the chip Re-approval needed in the header and on the purchase orders list
  • an amber banner: "Re-approval needed. The total rose from $8,000.00 to $12,000.00 (+50.0%) after Priya Shah approved it. Re-sending to the supplier and new deposits are blocked until it's re-approved. Receiving is still allowed."
  • the line Re-approval raised automatically: amount increased on the Approval card. For other changes it reads supplier changed, currency changed or lines added.

While the re-approval is pending:

BlockedStill allowed
Re-sending the purchase order to the supplierReceiving stock against it
Creating new deposits against it, including Record PI / Add Deposit and Create Deposit on its Deposits tabRecording bills against it

This applies to closed purchase orders too. A closed purchase order with unapproved changes can't carry those changes out if it's reopened.

Once Sam approves, the block clears.

If the re-approval is rejected or withdrawn​

If Sam rejects the change, or Dana withdraws the request before anyone approves it, the purchase order stays Open and the edits stay in place. Re-sending and new deposits stay blocked, and a banner in the header says what happened:

  • after a rejection, in red: "The changes since approval were rejected by Sam Turner — revert them or request approval again."
  • after a withdrawal, in amber: "Re-approval withdrawn by Dana Reyes — revert the changes or request approval again."

The Submit button's tooltip explains the block too, for example "The changes since approval weren't approved — revert them or request approval again before re-sending." After a withdrawal it reads "The re-approval was withdrawn — revert the changes or request approval again before re-sending."

You have two ways forward:

  • Undo the changes. Edit the purchase order back within what was approved: the same supplier and currency, none of the new lines, and a total no higher than the approved amount plus any tolerance. As soon as you save it, the purchase order is unblocked, with no new request needed.
  • Ask again. Click Request Approval to send the changes for approval in a new request. See Request approval for a purchase order.

What happens to a deposit​

A deposit's amount, supplier and currency can be changed only while it's a Draft or Payment Requested, and its payee bank details only while it's a Draft. Once it's approved, all of them are locked: only details such as the dates, the supplier's invoice number and date, the reference and the notes stay editable. So an approved deposit never goes back for approval. To change the amount of an approved deposit, record a refund or a write-off.

While a deposit is Payment Requested, a change of supplier or currency, or any increase in the amount, replaces the waiting request with a new one. Its bank details can't be changed while the request waits: withdraw the request first, edit them, and send it again. Marking the details as verified doesn't count as a change. To approve and pay deposits, see Request and approve a vendor deposit payment.

What happens to an approved bill payment​

An approved bill payment gives the bill an Approved to pay amount, which partial payments use up. Changes work like this:

  • The balance rises after approval. SKU.io raises a new request for the bill's full outstanding balance, not only the extra amount, so the tier is matched on the whole balance. With a policy of several tiers, a bill approved at $9,000 that rises to $12,000 goes to the tier that covers $12,000. Meanwhile, whatever is left of the earlier approval stays payable, and the bill shows how much still needs approval. Once the new request is approved, the approved amount becomes the full balance. If it's rejected or withdrawn, the earlier approval still stands.
  • The balance rises while a request is pending. The pending request is replaced by a new one for the new balance.
  • The supplier or currency changes after approval. The approved amount is cancelled and a new request is raised. Until it's approved, paying the bill shows: "The bill's supplier or currency changed since its payment was approved — it needs approving again before it can be paid."

To approve bill payments and pay within the approved amount, see Request and approve a bill payment.

When the document changes while a request is waiting​

If someone changes a document in a way that matters while its request is still pending, SKU.io replaces the request with a new one under today's policy:

  • Approvals already given on the old request are cleared, and every step must be approved again.
  • The old request shows Superseded in the document's approval history, marked "superseded by a material change".
  • Anyone who tries to act on the old request sees "The document changed and needs a new approval — review the new request."
  • In Orders → Approvals, a warning says: "This request was replaced by a newer one after the document changed — review it before deciding."

If the change lands at the moment someone approves, the approval doesn't count, and the approver sees a message that the document "changed after this approval was requested — it needs a new approval."

The new request can go to different people. If Dana raises a pending $8,000 purchase order to $12,000 before Priya approves it, the new request goes to Sam only.

Next steps​

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