Mobile POs
Written by Rafi Mubarak
Updated at August 8th, 2025
Table of Contents
Mobile purchase orders
From your Mobile App, you can create a purchase order and send this to your Approver. Once approved your purchase order will be sitting in your portal as Approved and will be valid for matching to the incoming invoice from the supplier. To do so simply log in to the mobile app, click on the blue plus button and click on New Purchase Order.
Create a new PO request - entering purchase order details
Once you are on the new purchase order screen. simply follow the steps below -
- Enter in the Supplier name details ( mandatory).
- Update the Description of the PO (optional).
- Add the Reference (optional).
- Update the Date.
- Select whether the amounts on the PO will be shown or hidden.
- The company assigned Approvers will be shown. You may be able to change this and this will be dependent on the Approval workflow your company has.
Create new PO request - supplier details
For all purchase orders, you must allocate a Supplier and then you can update the description field to name the PO. If your chosen supplier is not found in the list you can then enter in the Supplier name, and then simply click “ Click to add Supplier” and then fill in the required information. Once submitted, this will generate a request to A/P to approve the new supplier information. Once the Supplier has been chosen and the claim has been saved the PO number is automatically created. The details required for the new supplier is shown as per below.
Add item/s in quick code view
Once the purchase order details have been added, the system will automatically add in an item line for the purchase order. To do so you will need to simply allocate the appropriate expense type and complete any mandatory fields. They will be outlined in Red if mandatory.
Adding delivery details
If required, you can add delivery information into the Purchase Order and this will be shown on the PO that is sent to the supplier. To view and edit the delivery information, simply click on Delivery Info on the top next to the details Icon. Similarly if you wish to return to the details view/function simply click on Details.
Digital document view
After the first time that you save the Purchase Order in progress, a blue camera icon will appear in the bottom right corner of the screen when viewing the Purchase order. Clicking this icon will allow you to attach a receipt, invoice or purchase order form that has been previously saved in the vault. Or, you can click on the camera icon again to take a picture of a new document.
Submit for approval
When you have completed adding in the items you can submit for Approval. This can be done by clicking on Actions selecting Submit button. If there are any fields that need to be double checked, they will appear in red. If required, a notes field is located above the submit button, to add/review a note for the claim prior to submitting. If the Claim is no longer required then simply click Cancel Claim.
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Approval process
Once submitted the Purchase Order status changes to 'Pending Approval" and the nominated Approver will be contacted via email to approve.
Once the Purchase Order is approved or rejected you will be advised and the PO status will be updated to either 'Approved' or 'Rejected'.
If the PO is 'Approved' there is no further action required of you until the supplier invoice is received and matched to the PO.
Purchase order is rejected
If your purchase order is rejected you will be advised by email. The Rejected purchase order will appear on your home page. You will be able to see any notes left by the approver and will be prompted to take the actions necessary to correct any disputed fields.
Purchase order to supplier
Your Approval email will include the Purchase Order attached. This can be forwarded to the Supplier.
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Recipients and splits on the mobile