Purchase order approval by e-signature

Who signs what

Glenrowan Civil Contractors' authorising manager, first

Signature in the Authorised for Glenrowan Civil Contractors block · Name, filled from the recipient row · Position, typed · Date, stamped · Email link

Tanner Steel Supplies, acknowledges second

Signature in the Order acknowledged for Tanner Steel Supplies block · Name, filled from the recipient row · Position, typed · Date, stamped · Optional note on the delivery dates, typed · One-time code by email

The signing journey

1. Step 1

   Two blocks, fields on the printed lines

   The order already prints who raised it, Kate Ferreira, purchasing officer, and its cost code, 14-STRUCT-02 for Bandon Road stage 2, so neither is a field. Each of the two blocks at the foot gets a signature, a name, a typed position and a date, and the supplier also gets an optional text field for a delivery date problem. Sign in order is on.

2. Step 2

   The authoriser signs

   Glenrowan's manager opens the link, reads the five lines, the $38,209.60 total and the six terms of purchase, types a position into the Position line and signs. The date stamps itself, and only now is the supplier's invitation generated.

3. Step 3

   The invitation goes missing, so the sender resends

   With the supplier's email lost in a crowded inbox, the sender presses Resend beside the supplier's name. That rotates the signing token, kills the old link, resets the viewed status and appends an Invitation resent event. The fresh link goes to the same stored address.

4. Step 4

   The supplier verifies and acknowledges

   Tanner Steel's contact requests the six digit code, reads the order, types a position, and signs the acknowledgement. The order says to raise a date that cannot be met on the acknowledgement itself, so the optional note field is where that goes; left empty, it prints nothing.

5. Step 5

   The acknowledged order is certified

   The listener stamps both blocks, certifies the file, and emails the completed order to both signers and the sender. Under term 1 the order is accepted when the supplier acknowledges it, so the certificate's timestamp for that signature is the moment the contract formed.

What the signed order and certificate show

The foot of the order carries both blocks, Authorised for Glenrowan Civil Contractors and Order acknowledged for Tanner Steel Supplies, each with a name, a typed position and a stamped date, above the printed Raised by and Cost code lines that were on the order from the start. The certificate lists the authoriser with Email link and the supplier with Email link + emailed one-time code, and its event log includes the resent event between the supplier's first invitation and the opening of the fresh link.

How to adapt this envelope

A higher value order that needs a second internal approval adds another recipient ahead of the supplier, with a block of its own; an envelope holds up to 25 recipients. An order where the cost code is chosen at approval rather than printed gets a required text field in the authoriser's block instead of the printed line. And where the supplier will only acknowledge by despatch, the envelope can stop at the authorisation, since term 1 treats despatch as acceptance too.

What makes this signing flow work

Questions people ask

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