Manage purchase orders

Manage purchase orders

A purchase job is the record that contains the purchase-order panel and its current order state. A purchase order is the post-quotation record you use to move that job through approval, award submission, activation, and receipt. It belongs to the Order stage and continues toward Delivered.

The order panel is available after quotation work has produced an order. Direct purchase-order creation is a separate task.

Before you start

Before you start, the purchase order must be saved and attached to a quotation conversion. The fields below determine which information you complete before each order action.

Prerequisites

The order save validates before saving. Leaving with unsaved changes can invoke the page's leave-page protection.

Find and open the purchase job

Open the saved purchase job to reach its purchase-order panel and current order state.

Prerequisites

• Know the saved purchase job you need to work on.
• Sign in before opening the order panel.

Steps

1. Open the saved purchase job.
2. If Log in to Pams appears, enter your details in Email and Password.
3. Select Login.
4. In the purchase-job workspace, open the purchase-order panel beneath the PO stage marker.

Result: The purchase-job record is open at its purchase-order area.

Note: Sign in before opening the purchase-job route.

Understand the purchase-order workspace

The purchase-order workspace combines order information, item rows, state-dependent actions, and supporting tabs. The visible fields and item headers can vary with the page setup.

Order information

The workspace also shows the required record fields Purchaser, Product Type, and Package Title. The item area includes the headers Item No., Product, Category, Group, MRQ Qty., MRQ type, Qty, Unit, Required Receiving Date, Job no., MRQ, V.L., Is limited V.L., and Stage.

The workspace can also provide these order actions:

The state-dependent actions are the controls that move the order through its work. They are available only when the order is saved, has no unsaved changes, the record is editable, and the current state meets the action's condition.

Use these conditions to choose the appropriate action in the next section.

Save the order and request approval

When the order panel is open, complete its information and send it into the approval path.

Prerequisites

• The purchase job exists and the order panel is open.
• Complete the fields your company configuration requires.
• Include at least one order item.

Steps

1. Complete the required order fields, including Delivery Time, Delivery Term, Payment Method, Payment Period, and the configured cost fields.
2. Select Save.
3. If the order is eligible for approval, select Request Approval.

If the order has no item, the page can display Order must have at least one item. If a required order field is empty, it can display Check PO mandatory field(s).

Result: The order is saved, and the approval action is available according to the order's state and your role.

Approve and submit the order award

When the saved order is eligible for approval or award submission, choose the action that matches your role and the order state.

Prerequisites

• The order has an ID and no unsaved changes.
• The job is after Regretted Offer and before Deleted.
• The order state and your approval and mail permissions determine which option is available.

Steps

1. Select the action that matches the state and permission shown on screen.

   If…	Select…
   The approval process is configured and you cannot approve the order	Request Approval
   The approval process is configured and you can approve the order	Approved
   The order is approved and mail permission is available	Send order award to Sub-supplier
   Mail permission is unavailable	Consider PO award as submitted

2. If the approval request is awaiting a decision, select Reject Approval Request to reject it or Cancel Approval Request to withdraw it, according to your permission.

The page can display An error occurred while processing your request when processing fails.

Result: The order is approved, rejected, withdrawn, submitted to the sub-supplier, or marked as submitted according to the control you selected.

Activate the order and record receipt

When the order has reached activation or receipt work, use the action that matches its current state.

Prerequisites

• The order is in Awaiting Activation or Consider As Awaiting Activation for activation.
• For receipt correction, the order is in Delivered.
• The order is saved and has no unsaved changes.

Steps

1. Select the action that matches the current state.

   Current state	Select…
   Awaiting Activation or Consider As Awaiting Activation	Activate PO
   Delivered	Consider as not received

2. Complete the field for the selected action.

   Selected action	Complete…
   Activate PO	Order Activation Date, on or after the order date
   Consider as not received	Received On, no later than Today

3. In the window for the selected action, select the button at the bottom of the window.

The page can display Order updated successfully. Undelivered. A draft invoice was deleted after the undelivered correction.

Result: The order is activated, or the receipt state is corrected with the date entered.

Amend, correct, or close the order

Use the action that matches the order state; these controls correct a state without treating a different state as if it were current.

Prerequisites

• The order is saved and has no unsaved changes.
• The order state is visible in the purchase-order area.
• You have permission to edit or change the order.

Steps

1. Select one action from the table that matches the current state.

   Current state or condition	Select…
   Valid or considered awaiting activation	Order amendment
   Editing is allowed for an approved or activation state	Enable Editing
   The order is rejected	Consider PO acceptance as not rejected
   The order is cancelled	Consider P.O. as not Cancelled
   The order is valid or considered awaiting activation and acceptance must be rejected	Rejected PO acceptance
   The order is not cancelled, rejected, or in the completed-receipt state	Cancel PO
   A non-direct order is below Approved	Back to Offer
   The order is approved in an approval process	Consider as not approved
   The award is in a valid or considered-awaiting-activation state	Consider PO award as not submitted

2. Complete the fields the selected correction window asks for, including Regret Date, Comment, Amount, or Reject Date when they appear.

3. In the correction window, select the button at the bottom of the window.

The page can display Items labeled as ‘Ready for Shipment’ or ‘Delivered’ cannot be deleted if an item deletion is attempted for either of those item states.

Result: The order is amended, returned, rejected, cancelled, reopened for editing, or left in its current state after the selected correction.

If the action produces a message, use the matching row in When order work goes wrong.

When order work goes wrong

Use the message text in the first column to choose the corrective action. Messages owned by another purchase-job stage are listed with that stage so you can continue in the right task.

Out of scope messages

The shared screen can show this message even though the corrective work belongs to another page.

After resolving a message, return to the order action that matches the current state.

What happens next

When the purchase order reaches receipt work, the next operational activity belongs to warehouse receipt and fulfillment. For supporting information, use the purchase-job work lists or the page for comments, files, and history.

Result: You know which purchase-job or warehouse task continues the work from the order's current state.