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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

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What Pending Approval Means

Pending approval means the PO is held for internal review. It has not been committed to the vendor, inventory has not been received from it, and normal edit, send, receive, and cancellation actions are paused until the PO is approved, rejected, or withdrawn for revision.

The creator cannot approve their own PO Arcus enforces separation of duties. If you created the PO, another user with purchasing approval permission must approve it.

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Use the Pending Approval Inbox

  1. Go to Purchasing.
  2. Open Pending PO Approvals.
  3. Review the PO number, vendor, requester, amount, requested date, and notes.
  4. Click the PO number or Review to open the PO detail page.
Pending PO Approvals inbox with PO number, vendor, requester, amount, requested date, notes, and Review action

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Review the Approval Banner

The PO detail page shows a manager approval banner when approval is pending. The banner explains the total, why the PO is held, and which actions are available to the current user.

Manager Approval Required banner with Withdraw for Revision, Reject, and Awaiting Another Approver actions

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Approve a PO

  1. Open the PO from the pending approval inbox.
  2. Review the vendor, line items, quantities, costs, notes, and documents.
  3. Click Approve PO.
  4. Arcus returns the PO to the normal purchasing workflow.
  5. The PO can now be emailed to the vendor and received when inventory arrives.
Review before approving Approval should confirm both the purchase decision and the operational details: vendor, quantity, unit cost, receiving expectations, and whether AP should expect a bill.

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Reject a PO

  1. Open the PO from the pending approval inbox.
  2. Click Reject.
  3. Enter the reason the requester needs to revise the PO.
  4. Click Confirm Rejection.
  5. The creator can revise and resubmit the PO.
Manager Approval Required banner with rejection reason field and Confirm Rejection button

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Withdraw for Revision

If you created the PO and need to change it while approval is pending, click Withdraw for Revision. Arcus returns the PO to draft and clears the approval hold so you can edit it. After edits are complete, resubmit the PO when approval is still required.

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What Arcus Tracks

  • Who requested approval and when the request was made.
  • Approval notes or rejection reasons.
  • Which user approved or rejected the PO.
  • Approval history on the PO detail page.
  • Pending approval counts so approvers can see work waiting in Purchasing.
Approval does not receive inventory Approval only releases the PO back into the purchasing workflow. Receiving still happens separately when the goods arrive.

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Common Blocks

  • Approve PO is missing: you may not have purchasing approval permission, or you may be the creator.
  • Awaiting Another Approver appears: the current user created the PO and cannot self-approve.
  • Reject is disabled: enter a rejection reason before confirming.
  • Withdraw for Revision is missing: only the PO creator can withdraw a pending approval request.
  • Email to Vendor is disabled: approve, reject, or withdraw the PO first.
  • Add Item or Receive Items is blocked: the PO is locked while pending approval.
  • The inbox is empty: no purchase orders are currently waiting for approval.
  • Approval fails: refresh the PO. Another user may have already approved, rejected, or withdrawn it.

Create and Manage Purchase Orders

Create POs, add vendor items, receive inventory, and handle approval, cancellation, billing, and close-short blocks.

Reorder Report

Find low-stock products, review vendor grouping, and generate draft purchase orders from reorder settings.

Purchase to Pay

Follow the full PO, receipt, vendor bill, and payment workflow.

User Management

Invite users, manage entity access, roles, permissions, location restrictions, PINs, and MFA reset workflows.

Settings Overview

Understand the admin surfaces, settings groups, and workflow impact areas.