# How to raise a purchase order and get it approved in IFS Cloud

In IFS Cloud, create a purchase order with the supplier, lines and prices. Submit it for approval and send it to the supplier only after it is approved.

Raising a purchase order means writing down what you are buying, from whom and at what price and getting sign-off before you order.

## Before you start

- Procurement

## The IFS Cloud way

Where to find it: Purchase requisition and Purchase Order; Purchase Authorization

1. Set up authorizers (individual, group, project role, position, requisitioner or buyer)
2. Create authorization routing templates with step numbers and attach them to purchase requisition or purchase order authorization rules
3. Release the rules (only released rules are used)
4. A purchase order stays Planned until authorized. A requisition line cannot be converted to an order until authorized

## Limits in IFS Cloud

- Purchase order authorization is bypassed if the demand code of the order line is an MRO type
- Changes after authorization are controlled by the Allow Changes after Authorization setting

## Good to know in IFS Cloud

- Steps run in order, lowest step number first

## The Pulsify way

1. Raise and approve the purchase order in IFS Cloud as usual.
2. When the invoice arrives, Pulsify links it to the purchase order and matches the lines.
3. Differences in quantity or price are flagged for review before approval.

Pulsify connects to IFS Cloud. We set up the connection for you.

What Pulsify does not do here:

- Raising and creating POs in Pulsify works with Xero only today. For IFS Cloud, Pulsify matches bills to the POs you raise there.

## Common mistakes

- Forgetting to release the rules. Only released rules are used.
- Expecting authorization on order lines whose demand code is an MRO type.

## Common questions

### Who can be an authorizer?

An individual, group, project role, position, requisitioner or buyer.

### In what order do the steps run?

In order, lowest step number first.

### Which orders skip authorization?

Purchase order authorization is bypassed if the demand code of the order line is an MRO type.

### Does Pulsify email the PO to the supplier?

No. Send the approved PO yourself.

## Sources

- https://docs.ifs.com/ifsclouddocs/25r2/Procurement/AboutPurchaseAuthorization.htm

Source: https://www.pulsify.tech/how-to/raise-a-po-and-get-it-approved-in-ifs-cloud/ (last checked 2026-10-19)