Purchase Order Approval Check Lists v.12

The tool to make sure a purchase order is ready for the next stage


The tool does not require extra dependencies beside standard Odoo apps.
Current version:

Procurement is a complex and vulnerable process. It assumes various required steps and usually involves a number of users from different departments. Any error might lead to drastic money losses and reputation damages. This tool is to make sure that a purchase order is always ready to the next stage and all intermediary actions are approved. The app let you prepare a check list per each procurement step, force users to confirm all points, and control approval by responsible managers.

Check lists per order state and company

Checklists are defined for a company in general. Purchase managers specify what and on which order state should be done and approved. A set is unlimited, might reflect custom stages, and it is as unique as you want.
As a result when a purchase order of this company gets its state updated, a check list would be automatically prepared.

How check list points might be missed

Often an order state change does not require fulfilment of all requirements. For example, when you cancel a purchase it seems unreasonable to approve vendor prices.

In such a case you should merely define states moving to which doesn't need confirmation. It is possible to do right under the check list settings on a checklist form.

One of important use cases is also the state 'RFQ sent'. Sometimes, approval is required for an order confirmation but not for contacting a vendor. This step might be even missed. In that situation you should define the same check points for the states 'RFQ' and 'RFQ Sent', while 'RFQ Sent' should be added as a no-checklist-required step.


Procurement checklist settings per company

Check list per company and order state

Check list is unique per order state and a company

Approval points per RFQ state

Purchase multi approval flow

In order to move an order to a new state, a purchase manager needs to enter all confirmation points and should get approval for those he doesn't have a right to confirm.
Since the tool let assign user groups for each checklist line, you may force various employees from different departments to take part in procurement. In such a way it is guaranteed that all actions are done and carefully checked.

When Odoo would warn purchase users to confirm check lists

Odoo will scan check lists as soon as a user tries to change an order state. In particular it happens when:

  • A user tries to confirm an order ('RFQ' > 'Purchase Order' and 'RFQ Sent' > 'Purchase Order').
  • An order is triggered for approval ('RFQ' > 'Approval' and 'RFQ Sent' > 'Approval').
  • A user locks ('Purchase order' > 'Locked') or unlocks ('Locked' > 'Purchase order') a purchase.
  • A user prints or sends an RFQ ('RFQ' > 'RFQ Sent').
  • A user cancels an order (any state > 'Cancelled') or re-set cancelled RFQ ('Cancelled' > 'Draft').

Surely, you are not obliged to have a check list for each state. Scanning of empty checklist is always considered as successful.

Besides, if you had custom stages, transitions to those would be also taken into account.


Purchase approval involves various user roles

Check point security access

Order state can't be changed until checklist is confirmed

Check list mist be done to move an RFQ further

Odoo scans check list progress for any attempt of state update

Send by email button check list

Approval history

If a user marks a check point as done or as not done, the action is carefully recorded in the history. Thus, you always can investigate who and when makes a purchase order approval. It guarantees transparency and employees commitment.

Indicative checklist to-do

Not yet done check points are shown right on the tree of purchase orders or request for quotations. You may distinguish those by colors and always search them by key words.


Check lists to-do on tree views

Orders tree with check items

RFQ search by approval activities

Search by purchase check lists

Super checklist user

In any workflows you may encounter exceptions. Sometimes purchase users would reasonably like to move an order forward although not everything is done. For example, when the special prices are valid for a short period.
In such a case you should assign the super check list access level for yourself or for any responsible manager. A user with such rights would be able both to change an order sate without approving check list and confirm any check point disregarding security restrictions.


Super checklist user has full rights for any check list

Check list super access level

Frequently Asked Questions about Purchase Order Approval Check Lists Odoo v.12

According to the current Odoo Apps Store policies:

  • every module bought for the version 12.0 and prior gives you an access to the all versions up to 12.0.
  • starting from the version 13.0, every version of the module should be purchased separately.
  • disregarding the version, purchasing a tool grants you a right for all updates and bug fixes within a major version.

Take into account that Odoo Tools team does not control those policies. By all questions please contact the Odoo Apps Store representatives directly.

The easiest approach is to use the Odoo store built-in workflow:

1. Open the module’s page and click the button Deploy on odoo.sh

2. After that, you will be redirected to the GitHub page. Login to your account and click ‘Create a new repo’ or use the existing one. Please, make sure, that your repository is private. It is not permitted to publish the apps under the OPL-1 license. If necessary, create a new repo for your Odoo.sh project

3. Then, go to odoo.sh and click on the deploy button, submit the decision in the pop-up window and click ‘Continue’. The action will trigger the installation process.

These steps would install the app for your project production branch. If you wanted to deploy the apps for other branches or update the module, you should undertake the following actions:

1. Upload the source code for the app from the Odoo store

2. Commit the module to a required GitHub repository. Make sure that none of the app folders/files are ignored (included in the .gitignore of your repo). Repositories are automatically created by odoo.sh, which might add by default some crucial items there (e.g. /lib). You should upload all module directories, subdirectories, and files without exceptions

3. Deploy a target branch of the odoo.sh project or wait until it is automatically built if your settings assume that.

  1. Unzip source code of purchased tools in one of your Odoo add-ons directory

  2. Re-start the Odoo server

  3. Turn on the developer mode (technical settings)

  4. Update the apps' list (the apps' menu)

  5. Find the app and push the button 'Install'

  6. Follow the guidelines on the app's page if those exist.

Yes, sure. Take into account that Odoo automatically adds all dependencies to a cart. You should exclude previously purchased tools.

Regretfully, we do not have a technical possibility to provide individual prices.

Yes, all modules marked in dependencies are absolutely required for a correct work of our tool. Take into account that price marked on the app page already includes all necessary dependencies.  

No, third party apps can not be used on Odoo Online.

Red / orange warning itself does not influence features of the app. Regretfully, sometimes our modules do not pass standard automatic tests, since the latter assumes behavior which is in conflict with our apps goals. For example, we change price calculation, while standard Odoo module tests compare final price to standard algorithm.

So, first of all, please check deployed database features. Does everything work correctly?

If you still assume that warning influences real features, please contact us and forward full installation logs and the full lists of deployed modules (including core and third party ones).

Odoo demonstration databases (live previews)

For this app we might provide a free personalized demo database.

No phone number or credit card are required to contact us: only a short email sign up which does not take more than 30 seconds.

By your request we will prepare an individual live preview database, where you would be able to apply any tests and to check assumptions during 14 days.

Bug reporting

In case you have faced any bugs or inconsistent behavior, do not hesitate to contact us. We guarantee to provide fixes during 60 days after a purchase, while even after this period we are strongly interested to improve our tools.

No phone number or credit card are required to contact us: only a short email sign up which does not take more than 30 seconds.

Please include in your request as many details as possible: screen shots, Odoo server logs, full description of how to re-produce your problem, and so on. Usually it takes a few business days to prepare a working plan by an issue (if a bug is confirmed) or provide you with guidelines what should be done (otherwise).

Public features request and module ideas (free development)

We are strongly motivated to improve our tools and would be grateful for any sort of feedback. In case your requirements are of public use and might be efficiently implemented, the team would include those into our to-do list.

Such to-do list is processed on a regular basis and does not assume extra fees. Altough we cannot promise deadlines and final design, it might be a good way to get desired features without investments and risks.

No phone number or credit card are required to contact us: only a short email sign up which does not take more than 30 seconds.

New features and extra Odoo services (individual development)

Each of our apps might be customized and extended to suit your specific requirements.

Our customization team fulfills not only such jobs but it also provides a full range of Odoo services. From simple modifications and consultations to complex enterprise projects. The team has completed over 100 implementations since 2012, and might help with any technical or business needs.

No phone number or credit card are required to contact us: only a short email sign up which does not take more than 30 seconds.

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