Purchase Order Approval Email Templates

Chrome River PURCHASE ORDER customers may choose from three HTML templates for four different types of Purchase Order approval emails, as well as Rush versions of each. These provide variations in formats that are well supported by the majority of email clients.

Email Template Types

Everything Approval Email (Default)

The default HTML Email Template provides comprehensive information about the PO in a concise and easy-to-read format.

• Subject: Contains the vendor name
• Header: All the basic information provided on every PO, including
• Vendor
• Vendor Address
• PO Number
• Date
• Amount
• Reference
• Reason for Assignment: Shows approvers why they were assigned for approval, based on the description stored in the purchase order's routing rule, and may list the specific line items. See Reason for Assignment Configuration, below.
• Prior Approvers: Prior Approvers are listed if the purchase order has been approved by at least one approver in the routing process. The list is ordered with the most recent approver at the top and includes the date of approval.
• Accept/Return: Instructions and links for approving or returning a PO. For more information on customizing the text and formatting in this section, see Configure Puchase Order Approval Email Templates.
• PO Request Notes: Displays compliance warnings and any notes entered by approvers.
• Allocation Details: Displays complete details—including item notes and compliance warnings—for each active line item on the PO record. If there are no active line items, this section is blank.
• Allocation Summary: An overview of essential information for each line item, arranged by the matter or GL number to which they are allocated; matter allocations are listed before GL allocations. Line items that do not have a matter or GL allocation do not appear here.
• Expense Summary: An overview of line-items, listed by Expense Type.
• Footer/Header2: Footer is called "Header2" for the Online notification type.
• Report ID

Medium Approval Email

This template contains the same content as the Everything Approval Email template, minus the Allocation Summary and Expense Summary.

Lite Approval Email

This template contains the same content as the Everything Approval Email template, minus the Allocation Details and PO Request Notes.

Notification Types

There are six different types of email notifications, each of which can be formatted using any of the three templates described above.

• Default: Notifies users that a purchase order has been assigned to them.

• Additional Approver: Notifies users that they have been assigned as an additional approver on a purchase order.

• Return: Notifies users that a purchase order has been returned to them.

• Online: Notifies users that a purchase order must be approved via Chrome River PURCHASE ORDER online because it cannot be approved via email.

• Online Return: Notifies users that a purchase order has been returned to them and advises them they must log in to the application to approve or return it. Use this if you want to require the approver to log in to the application.

• Vendor Notification: Alerts vendors when their purchase orders have been approved within Chrome River. Notifications will be sent only to vendors who have an email address in their Invoice Vendor record. Admins may CC additional recipients from your organization by following these steps.

Rush Requests

Each of the notification types listed above are also available in a "Rush" version for purchase orders that require immediate action.

Reason for Assignment Configuration

By default, the text that appears as the Reason for Assignment is set via the Messages Admin Screen. Users with administrator privileges may customize this text.

For purchase orders that are assigned in parallel to multiple users due to different line-item attributes, your organization may choose to also display the numbers of the specific line items that triggered the assignment. If you wish to have this feature configured, contact us via the Chrome River Help Desk.