[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"doc-seo-338904-105":3,"detail-sidebar-cat-1-en-105":84,"doc-detail-338904-en":130},{"code":4,"msg":5,"data":6},0,"ok",{"site_id":7,"language":8,"slug":9,"title":10,"keywords":11,"description":12,"schema_data":13,"social_meta":77,"head_meta":79,"extra_data":81,"updated_unix":83},105,"en","purchase-order-form-instructions-submission-and-approval-workflow","Purchase Order Form Instructions - Submission and Approval Workflow","","Purchase order form instructions outline how goods purchasing requests move through an organization. The requestor completes the form, attaches documentation, and submits it via the MCLA portal so the department head can sign. The department head reviews the amount, account code, and purpose, with the ability to reject and require the requestor to revise or cancel; rejection triggers an email notification and a resend. If VP/Pres approval is required, the department head routes the form for VP/Pres review and possible rejection, after which the approved form proceeds to Admin & Finance for verification and processing.",{"@graph":14,"@context":76},[15,34,55],{"@type":16,"itemListElement":17},"BreadcrumbList",[18,23,27,31],{"item":19,"name":20,"@type":21,"position":22},"https://docshare.wps.com","Home","ListItem",1,{"item":24,"name":25,"@type":21,"position":26},"https://docshare.wps.com/template/","Template",2,{"item":28,"name":29,"@type":21,"position":30},"https://docshare.wps.com/template/forms/","Forms",3,{"item":32,"name":10,"@type":21,"position":33},"https://docshare.wps.com/template/purchase-order-form-instructions-submission-and-approval-workflow/338904/",4,{"url":32,"name":10,"@type":35,"image":36,"author":41,"headline":10,"publisher":44,"fileFormat":47,"inLanguage":8,"description":12,"dateModified":48,"datePublished":49,"encodingFormat":47,"isAccessibleForFree":50,"interactionStatistic":51},"DigitalDocument",{"url":37,"@type":38,"width":39,"height":40},"https://docshare.wps.com/thumbnails/purchase-order-form-instructions-submission-and-approval-workflow/338904.png","ImageObject",442,249,{"name":42,"@type":43},"Sophia Brooks","Person",{"url":19,"name":45,"@type":46},"DocShare","Organization","application/pdf","2026-09-27","2026-09-21",true,{"@type":52,"interactionType":53,"userInteractionCount":22},"InteractionCounter",{"@type":54},"ViewAction",{"@type":56,"mainEntity":57},"FAQPage",[58,64,68,72],{"name":59,"@type":60,"acceptedAnswer":61},"Who can approve or reject a purchase order, and what are their roles?","Question",{"text":62,"@type":63},"The department head and VP can both approve or reject the order. The requestor completes and submits the form, while Admin & Finance verifies and processes the final approved submission.","Answer",{"name":65,"@type":60,"acceptedAnswer":66},"What should the requestor include when completing the purchase order form?",{"text":67,"@type":63},"The requestor must provide vendor information (including address and phone), choose the order method (fax, email, or online), enter delivery details in the “Attn:” field, and attach supporting files such as quotes or screenshots. They must also select up to 3 funding accounts and fill in the amount for each.",{"name":69,"@type":60,"acceptedAnswer":70},"What happens if the department head or VP rejects the form?",{"text":71,"@type":63},"If rejected, the requestor is notified through email and the form must be revised or canceled. The requestor makes the necessary corrections and resends the form for signature to the department head (and again to VP/Pres if required).",{"name":73,"@type":60,"acceptedAnswer":74},"How is the form routed after approval?",{"text":75,"@type":63},"After the department head approves and signs, the form is directed to the appropriate VP for signature when needed, then to Admin & Finance for verification and processing. All signers can access the form status through Dynamics Forms.","https://schema.org",{"og:url":32,"og:type":78,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":80,"canonical":32},"index,follow",{"doc_id":82,"site_id":7},338904,1790473839,{"code":4,"msg":85,"data":86},"success",[87,92,97,102,107,112,116,121,126],{"id":88,"doc_module":22,"doc_module_name":25,"category_name":89,"show_sort_weight":90,"slug":91},11,"Presentations",90,"presentations",{"id":93,"doc_module":22,"doc_module_name":25,"category_name":94,"show_sort_weight":95,"slug":96},12,"Resumes",80,"resumes",{"id":98,"doc_module":22,"doc_module_name":25,"category_name":99,"show_sort_weight":100,"slug":101},14,"Invoices",70,"invoices",{"id":103,"doc_module":22,"doc_module_name":25,"category_name":104,"show_sort_weight":105,"slug":106},15,"Posters",60,"posters",{"id":108,"doc_module":22,"doc_module_name":25,"category_name":109,"show_sort_weight":110,"slug":111},16,"Social Media",50,"social-media",{"id":113,"doc_module":22,"doc_module_name":25,"category_name":29,"show_sort_weight":114,"slug":115},17,40,"forms",{"id":117,"doc_module":22,"doc_module_name":25,"category_name":118,"show_sort_weight":119,"slug":120},18,"Letters",30,"letters",{"id":122,"doc_module":22,"doc_module_name":25,"category_name":123,"show_sort_weight":124,"slug":125},21,"Paper Templates",5,"papers-templates",{"id":127,"doc_module":22,"doc_module_name":25,"category_name":128,"show_sort_weight":4,"slug":129},158,"General","general-158",{"code":4,"msg":85,"data":131},{"doc_id":82,"user_id":132,"nickname":42,"user_avatar":133,"doc_module":22,"category_id":113,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":134,"file_id":135,"file_url":136,"file_type":137,"file_size":138,"view_count":30,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":33,"language":139,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":140,"faqs":141,"seo_title":142,"seo_description":12,"update_tm":143,"read_time":26},962084925636,"https://ap-avatar.wpscdn.com/davatar_994ba38a5ba835b3df7d355c54d3ed8d","Overview:  \nThe purchase order form will be used for purchasing goods. All purchases must be approved by the department head and/or VP (per the purchasing policies) . Please contact the A&F office if there are any questions.  \nRequestor  \n• completes form  \n• attaches documentation  \nDept Head  \n• can reject  \n• approves  \nVP  \n• can reject  \n• approves  \nA&F Office  \n• can reject  \n• verifies  \n• processes  \nThe requestor will be able to access the form via the MCLA portal, under Forms, my forms. The form is completed and then sent along to the appropriate department head to sign. The department head and the VP have the option to reject the order. In this instance the requestor will be notified through email and the form will need to be revised or canceled. Once the department head approves and signs, the form is directed to the appropriate VP, then to A& F to be verified and processed. All signers will have access to the form and its status via Dynamics Forms.  \nClick the link to open the purchase order form or access through MCLA portal, Forms, My Forms (Dynamics Forms), Admin & Finance.  \nComplete the vendor information including the address, and phone number. Then choose the order method – fax, email, online. You will then need to add in the fax number, email address, or vendor website.  \nNext Enter the MCLA Dept and to whom the items shall be delivered in the “Attn:” field. There is an option to attach files such as quotes or screenshots of shop carts, i.e. amazon orders.  \nNext choose the number of accounts by which the purchase will be funded. Up to 3 accounts may be selected. Be sure to fill in the amount for each funding line selected. If there are any questions on account codes please contact the Admin & Finance office.  \nApprovals  \nSelect the appropriate Department Head using the drop down. Then click to sign as the requestor. (if you are the department head, you’ll need to select yourself and sign again as department head) . Click Submit Form button at the bottom of the form. The payment form is now routed to the Department Head for signature. If the payment requires a VP signature, the department head will select the VP Signature needed and route the form to the appropriate VP.  \nDepartment Head Instructions:  \nYou will receive an email asking for your approval for a purchase order [from](from mcla-forms@mcla.edu)[ mcla-forms@mcla.edu](from mcla-forms@mcla.edu). Click the link or access the forms in the portal. Please take this opportunity to look at the request, be sure the amount, account code, and purpose is appropriate. You have the option to reject the request by clicking the button at the bottom. If the request is rejected you will be prompted to complete an email back to the last office (the requestor) stating the reasons for the rejection. The requestor will need  \nto make the necessary corrections and resend to Department Head for signature. You also have the option to fill in a different amount approved if necessary.  \nIf the request is approved, then sign as the department head and choose if the request requires VP/PRES signature, then choose the appropriate VP. Click submit. The form is now routed to the VP/Pres.  \nVP/Pres Instructions:  \nYou will receive an email [from](from mcla-forms@mcla.edu)[ mcla-forms@mcla.edu](from mcla-forms@mcla.edu) stating that your signature is required for approval. Click the link or access the form in the portal. Please take this opportunity to look at the request, be sure the amount, account code, and purpose is appropriate. You have the option to reject the request by clicking the button at the bottom. If the request is rejected you will be prompted to complete an email back to the last office (the department head) stating the reasons for the rejection. The Department Head will then need to reject the form back to the requestor to correct. The requestor will need to make the necessary corrections and resend to Department Head for signature. If the request is approved","cbCaikqopShu8ph5","https://ap.wps.com/l/cbCaikqopShu8ph5","pdf",117004,"English","# Overview\n## Roles and approval steps\n# Submitting the form\n## Vendor, delivery, and funding information\n## Selecting accounts and amounts\n# Approvals\n## Department Head instructions\n## VP/Pres instructions\n# Tips & Tricks","[{\"question\":\"Who can approve or reject a purchase order, and what are their roles?\",\"answer\":\"The department head and VP can both approve or reject the order. The requestor completes and submits the form, while Admin \\u0026 Finance verifies and processes the final approved submission.\"},{\"question\":\"What should the requestor include when completing the purchase order form?\",\"answer\":\"The requestor must provide vendor information (including address and phone), choose the order method (fax, email, or online), enter delivery details in the “Attn:” field, and attach supporting files such as quotes or screenshots. They must also select up to 3 funding accounts and fill in the amount for each.\"},{\"question\":\"What happens if the department head or VP rejects the form?\",\"answer\":\"If rejected, the requestor is notified through email and the form must be revised or canceled. The requestor makes the necessary corrections and resends the form for signature to the department head (and again to VP/Pres if required).\"},{\"question\":\"How is the form routed after approval?\",\"answer\":\"After the department head approves and signs, the form is directed to the appropriate VP for signature when needed, then to Admin \\u0026 Finance for verification and processing. All signers can access the form status through Dynamics Forms.\"}]","Purchase Order Form Instructions - Submission and Approval Workflow | PDF",1790026448]