How to Approve Supply Orders
Step-by-step guide for Purchase Managers to review and approve pending supply orders.
What is the Approval Queue?
When stock levels drop below the minimum threshold, SmartSupply automatically creates a supply order and places it in your approval queue. As Purchase Manager, you are the only person who can approve or reject these orders.
You will find the approval queue on your Action Center home screen under "Pending Approvals". Each card shows the supplier name, total cost in INR, number of items, and the supplier's confidence score.
Step 1: Go to the Approvals Page
Login as Purchase Manager. Your Action Center home screen will show a count of pending orders waiting for your review.
Click "Approvals" in the navigation or tap the pending orders card on your home screen.
Step 2: Check the Supplier Confidence Score
Every order shows a confidence score badge next to the supplier name:
🟢 Green (80–100): This supplier has a strong track record. Safe to approve.
🟡 Amber (60–79): This supplier has had some partial deliveries. Review carefully before approving a large order.
🔴 Red (below 60): This supplier has a pattern of short deliveries. Consider whether you need this order urgently, or whether you can source from an alternative.
Step 3: Check the Budget Remaining
The budget widget at the top of the Approvals page shows how much of your monthly budget has been used. The order total is shown on each card in INR.
If approving the order would bring budget utilisation above 85%, you will see a caution banner. You can still approve — the system logs it as an over-budget approval.
Step 4: Click "Approve"
Click the green "Approve" button on the order card. The supplier (Bhavani Enterprise) will receive a WhatsApp notification with the full order details — items, quantities, and requested delivery date.
The order status changes to "Approved" and moves to the Orders tab.
Step 5: Track Order Status
Go to the Orders tab to see all approved orders and their current status. Statuses progress from Approved → Dispatched → Delivered.
You will receive a notification (within quiet hours: 07:00–22:00 IST) when the storekeeper confirms a delivery.
Frequently Asked Questions
Why is the confidence score amber?
An amber score (60–79) means the supplier has had at least one partial delivery recently — they sent fewer items than ordered. The score drops by 20 points when a delivery is short by more than 5%. It recovers when subsequent deliveries are complete.
What happens if I reject an order?
The order status changes to "Rejected" and the supplier is not notified. The products remain low in stock. If the stock level is still below threshold, the system will create a new draft order at the next 15-minute check. You can also manually create an order from the Orders page.
Troubleshooting
Problem: I cannot see any pending orders in the Approvals page.
Solution: This usually means no products have dropped below their reorder thresholds yet, or thresholds have not been configured. Ask your Hospital Admin to check the Thresholds page and confirm that reorder thresholds are set for the products your ward uses.
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