How to Control Purchase Orders to Not Compliant Trades

💡Purchase Order Controls let you decide what happens when someone tries to send a Purchase Order to a trade that isn't compliant. You can block it completely, or allow it with an override reason and either notify your team by email or require approval first. It gives you oversight of who you're engaging, without slowing down work for compliant trades. Nothing changes until you choose an option. By default, no Not Compliant Controls are selected and Purchase Orders work exactly as they do today

Steps

Choose your Not Compliant Controls

1. Go to Settings and select Purchase Order Controls under **Default Settings.

2. Under Not Compliant Controls, choose one of the two options:

Restrict Purchase Orders to Not Compliant Trades - stops users from assigning a Purchase Order to a Not Compliant trade.
Allow Override When Sending Purchase Order to Not Compliant Trade - lets users send to a Not Compliant trade, but they must give an override reason.

If you chose Allow Override, select what should happen when a Purchase Order goes to a Not Compliant trade:

Send Email Notification: choose the users who should be emailed.
Require Purchase Order Approval: choose the users who can approve it.

Click Save.

💡if you change between Send Email Notification and Require Purchase Order Approval after setting it up, Loop asks you to confirm first. The recipient or approver list is cleared when you switch, so you'll need to choose the users again.

What your team sees when Restrict is on

1. Open a job and create a Purchase Order.

2. In Assign To, only trades that are Compliant or Compliant Pending appear.

3. Not Compliant trades aren't shown, so they can't be selected.

What your team sees when Allow Override is on

1. Open a job and create a Purchase Order.

2. In Assign To, all trades are available, whatever their compliance status.

3. Select a Not Compliant trade. You'll be asked to enter an Override Reason. This only appears for Not Compliant trades.

4. Depending on your setting:

Send Email Notification: select who should receive the email, then send the Purchase Order. The email goes to the selected users and includes the override reason.
Require Purchase Order Approval: select the approver and click Submit for Approval.

Approving a Purchase Order to a Not Compliant trade

1. Open the Purchase Order. It shows what's still waiting for approval. This can be Not Compliant, Send Limit, or both.

2. If you're an eligible approver, you'll see a separate Approve button for each one.

3. Click Approve for each approval you're responsible for. Each approval clears once it's done.

4. If anyone rejects the Purchase Order, the whole Purchase Order is rejected, including any other pending approvals.

5. To see why a Not Compliant trade was chosen, hover over the trade on the Purchase Order. The override reason is shown.

FAQ

What happens if I don't select either option?

Nothing changes. Purchase Orders to Not Compliant trades work as normal, with no extra controls.

Does this replace Send Limits?

No. Send Limits still apply. A Purchase Order can need a Not Compliant approval, a Send Limit approval, or both.

Do the Send Limit approver and the Not Compliant approver have to be different people?

No. They can be different users, or the same person.

Will I be asked for an override reason for every trade?

No. The Override Reason only appears when you select a Not Compliant trade. Compliant and Compliant Pending trades don't need one.

When is the email notification sent?

After the Purchase Order is Created or Sent. If the Purchase Order is still waiting for a Send Limit approval, the email is sent once that approval is done.

Can I change the controls later?

Yes. You can switch to a different option at any time. If you move from Allow Override to Restrict, no approval is needed for Not Compliant trades. The Assign To list simply stops showing them.

❓ Need Help

If you have questions or need assistance, use the chat box in the bottom-right corner to contact the Loop Logics support team or email support@looplogics.com