Bypass Approval Levels (Bypass Function)

The bypass function allows authorized users to make changes to P.O.s, invoices, or documents without restarting the approval process from Level 1. Previously completed approvals are skipped, while all changes remain fully traceable. This feature is activated in the user profile and should only be assigned to authorized roles.

Why use the bypass function?

Time savings: Avoids a full re-approval process after changes.
Control & security: Only designated users (e.g., project management, accounting) can trigger the bypass.
Process integrity: Prevents unnecessary repeated approvals while maintaining full transparency.

Behavior when changes are made

If a P.O., invoice, or top sheet is modified after it has been fully approved, the document automatically returns to the predefined approval level. This level corresponds to the position of the responsible or leading role (e.g., project management, accounting), typically located in the middle or at the end of the workflow.

User-specific settings

This option is not global; it is configured individually for each user.

Whether a user may skip approval levels can be set per person.

Default: “Do not bypass”
Recommendation: Assign this permission only to senior or responsible roles (e.g., project management, accounting) to ensure workflow security and traceability.

How to activate the bypass function

Go to Administration → Users
Click the pencil icon next to the desired user
Open the Approval Levels tab
Under Approval Bypass, you will find the bypass options for:

P.O.s
Invoices
Expenses

Select the desired setting:

To the user’s lowest approval level → ideal for short approval chains.
To the user’s highest approval level → ideal for long approval chains.

A detailed Bypass video can be found on our website.

Example – To the User’s Highest and Lowest Approval Level

Special Notes for Purchase Orders

For P.O.s, any user with the permission to “Amend” can make changes, provided that the Bypass Approval Levels option is activated in their user profile

Important:

The creator of the P.O. automatically changes to the user who performed the amendment
After the amendment, only the users who still need to approve will be displayed

First Approval Round

Level 1 → Approved
Level 2 → Approved
Level 3 → Approved
Level 4 → Approved or not approved (User with permission to Amend)
Level 5 → Approved or not approved
Level 6 → Approved or not approved

Amendment Round

Level 1 → Automatically skipped, as it was already approved in the first round
Level 2 → Automatically skipped, as it was already approved in the first round
Level 3 → Automatically skipped, as it was already approved in the first round
Level 4 → Makes the changes and approves
Level 5 → Must always approve
Level 6 → Must always approve

Special Notes for Invoices

The bypass of approval levels only works if the original creator of the invoice performs the amendment themselves. As a result, after the amendment, only the users who still need to approve will be displayed.

First Approval Round

Level 1 → Approved
Level 2 → Approved
Level 3 → Approved (User with permission to amend and creator of the invoice)
Level 4 → Approved or not approved
Level 5 → Approved or not approved

Amendment Round

Level 1 → Automatically skipped, as it was already approved in the first round
Level 2 → Automatically skipped, as it was already approved in the first round
Level 3 → Makes the changes and approves
Level 5 → Approves again (this level always approves last)
Level 6 → Approves again (this level always approves last)

Any Questions?

Our support team is happy to help:

Email: support@digitalpurchaseorder.com

Phone: +1 888 376 7254

Or schedule a free demo – we look forward to hearing from you.

Updated on: 12/01/2026

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