Falaah Falaah AI

Purchase Approvals

Approve or reject purchase requests and purchase orders with the budget left and the fund rules in front of you, on the web or on your phone, and name a delegate while you are away.

Approvals is where purchases that need your decision arrive. Each one shows the budget left and the fund rules, so you can decide without looking anything up.

When you’d use this

  • A purchase request or purchase order is waiting on you.
  • You will be away and someone else should decide for you.
  • You set up who approves which amounts.

Where approvals arrive

  • Muin for Spend > Purchasing > Approvals. The page reads: “Purchases waiting on you, with the budget and fund facts to decide.”
  • Your Inbox. Each approval is a task there too. Deciding in either place is enough.
  • Muin Go on your phone, in the Inbox.

The Approvals page has sections for Purchase requests, Purchase orders and AI-drafted payments.

The facts on each request

  • Requester and Amount.
  • Fund, Program and Grant it is charged to.
  • Budget left for that program.
  • Restriction: the fund or grant rule that applies.
  • Needed by and, on an order, the Vendor.

Approve or reject

  1. Open the item.
  2. Select Approve or Reject.
  3. To approve, add a note if you want. “Your approval is recorded with your name. The buyer can then get quotes or issue the PO.”
  4. To reject, give a reason. The requester sees it, and the purchase stops there. They can start a new request.

After you approve, the page says “Approved. The buyer can now get quotes or issue the PO.” The requester gets a notification naming you.

How routing works

  • Each rule is a tier with an amount. “Up to and including this amount goes to this approver.”
  • A request that no rule covers is held. It is never approved by default. Muin tells the requester “No approval rule covers this request.”
  • A rule can separate duties. Then the person who asked cannot also approve it, and someone else with the approver role must answer.
  • If your organization chose the one-person approval setup (“Small team, where one operator approves their own requests”), requests are approved automatically and the approval is recorded.
  • Each person signs once in a chain. Someone who signed an earlier step cannot sign a later one.

Delegate while you are away

  1. On Approvals, select Delegate while away. The same drawer opens from the Inbox.
  2. Search for the person by name or email.
  3. Pick the start and end dates.
  4. Choose the scope: All approvals, Specific modules or Specific entity types.
  5. Optionally set an amount limit. Leave it empty for no limit.
  6. Save.

What happens:

  • While the delegation is active, your approvals go to your delegate.
  • The history shows who decided, for example “Ana Ruiz on behalf of Omar Haddad”.
  • When the end date passes, open approvals go back to you.

When an approver leaves

When HR offboards an approver, their open approval tasks move to someone who can still act, in the same step. Nothing waits on a login that no longer works.

Approve on your phone

  1. Muin Go sends a notification when a purchase needs your decision.
  2. Open it, or go to the Inbox in Muin Go.
  3. The task shows “The request, its budget left and its fund rules.” You see who requested it, the amount, what it is charged to, the budget left and the amount left after this request, the fund rule and the needed-by date.
  4. Tap Approve, or Decline with a reason.

The phone says “Approved. (Requester) has been told, and the buyer can now get quotes or issue the PO.”

Set it up

  1. Go to Settings > Approvals.
  2. In Procurement approvals, open Purchase request rules: “Who approves a purchase request, by amount.”
  3. Add a tier per approver and amount.
  4. Set the Default quote count: “Quotes required: set by your approval rules, and by the grant’s rules when it is grant-funded.” Enter a whole number in the allowed range.
  5. Save.

If some amounts have no rule, the settings page warns “No rule covers some amounts” and explains that those requests are held.

When it goes wrong

  • “No approval rule covers this request.”: add a rule for that amount in Settings > Approvals.
  • “You submitted this request, and its approval rule separates duties”: someone else with the approver role must decide, or an administrator turns off separation of duties for that rule.
  • “Someone already decided this. Refresh to see the latest.”: another approver acted first.
  • “We could not record your decision. Try again.”: nothing was saved. Try again.
  • Reject without a reason: a reason is required.

Next step

When a request is approved, the buyer gets quotes or creates the purchase order. See Purchase orders and receiving.