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How to Create a Project Level Purchase Order Authorisation Matrix

The Purchase Order Authorisation Matrix controls who can approve purchase orders within a project and the maximum value each person is authorised to approve. Multiple authorisation levels can be configured, with a primary authoriser and additional authorisers assigned at each level.

 Navigate to the Project

  1. From the dashboard, open the navigation panel.
  2. Select Project.
  3. Search for and select the project you want to configure.

Open the PO Request Authorisation Matrix

  1. Within the selected project, select PO Request Auth Matrix.
  2. Select Edit to make changes to the matrix.

 Open the PO Request Authorisation Matrix

  1. Within the selected project, select PO Request Auth Matrix.
  2. Select Edit to make changes to the matrix.

Configure the Authorisation Levels

Each authorisation level should be configured individually.

Add Level 1

  1. Add Level 1 to the matrix.
  2. Enter the approval limit for the level. This is the maximum Purchase Order value that can be authorised at this level.
  3. Select the Primary Authoriser for the level.
  4. Add any Secondary Authorisers required for the level.

For example, Level 1 could have an approval limit of £1,500 with one Primary Authoriser and 3 Secondary Authorisers.

Add Additional Levels

Repeat the same process for each additional authorisation level required:

  1. Add the next level.
  2. Enter the approval limit for that level.
  3. Select the Primary Authoriser.
  4. Add any Secondary Authorisers required.

The number of levels and approval limits should reflect the authorisation structure required for the project.

Primary and Secondary Authorisers

The Primary Authoriser receives the initial notification when a Purchase Order Request requires approval at their level.

Secondary Authorisers can approve Purchase Order Requests at the same level if the Primary Authoriser is unavailable, for example due to annual leave or sickness.

Note: Secondary Authorisers do not receive the initial Purchase Order Request notification. They should check Outgoing Purchase Orders within the Finance section or review Finance Tasks with all filters cleared to identify requests awaiting approval.

Review and Save the Matrix

Once all required levels have been configured, review the matrix and double check that the information is correct.

Select Save when the configuration is complete.

A confirmation message will be displayed when the Purchase Order Authorisation Matrix has been successfully updated.