# Purchase job record

## What a Purchase job record is

A Purchase job record is the workspace for shared purchasing information, package items,
and the hand-offs from MRQ through RFQ, quotation, purchase order, and the **Received** stage.
The stage bar identifies the work area you are entering; the focused pages carry the detailed
panel procedures.

```mermaid
flowchart LR
  MRQ[MRQ] --> RFQ[RFQ]
  RFQ --> Offer[Offer]
  Offer --> PO[PO]
  PO --> Received[Received]
```

| If you need to… | Go to |
|---|---|
| Check the information and package area | [Understand the workspace](#understand-the-workspace) |
| Open a new or saved record | [Find and open a Purchase job](#find-and-open-a-purchase-job) |
| Find an existing Purchase job | [Purchase job work lists](doc:purchase-job-work-lists) |
| Find an exception or archived Purchase job | [Purchase job exception lists](doc:purchase-job-exception-lists) |
| Create the MRQ needed before purchasing work | [Create an MRQ](doc:create-mrq) |
| Start ordinary RFQ work | [Manage purchase job RFQs](doc:purchase-job-rfqs) |
| Work with a quotation | [Manage purchase job quotations](doc:purchase-job-quotations) |
| Work with a purchase order | [Manage purchase orders](doc:purchase-job-orders) |
| Create a direct purchase order | [Create a direct purchase order](doc:create-direct-purchase-order) |
| Maintain shared information and package items | [Prepare purchase job information](doc:purchase-job-information) |
| Review attachments and history | [Comments, files, and history on a purchase job](doc:purchase-job-comments-files-and-history) |

## Before you start

Prerequisites

Have the information needed for the shared record fields and know whether you are opening a
new record, a saved record, or the direct-order route. The shared form requires **Purchaser**,
**Product Type**, and **Package Title**; **Branch** is also shown on the form.

The workspace is available when the subscription and page checks pass. Commands that work on a
saved panel require the record to exist, and command availability also depends on the record
stage, record type, edit access, and panel status.

Steps

1. Check that you have a purchaser for the record.
2. Check that you know the required product type.
3. Check that you have the package title.
4. Use a saved-record route before choosing a command that requires an existing panel record.

**Result:** You have the shared record information and the route conditions needed to open the
workspace.

## Find and open a Purchase job

A new Purchase job starts a workspace, a direct purchase order starts the direct variant, and
selecting a saved Purchase job record opens the existing record.

Prerequisites

Choose the route that matches the work you need to begin.

Steps

1. Choose one route:

   | If you need to… | Choose |
   |---|---|
   | Start an ordinary Purchase job | The ordinary Purchase job entry |
   | Start a direct purchase order | The direct purchase-order entry |
   | Open an existing Purchase job | The saved Purchase job record |

2. Confirm that the address ends with the route you selected.
3. Confirm that the stage bar and shared fields appear.

![Identify the shared fields, stage bar, and MRQ product area on a new Purchase job record.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/b19fb969e1c652e283faba8ee06f3d84.png)

**Result:** The selected Purchase job workspace is open.

## Understand the workspace

The workspace has shared record information above the package-item area, a stage bar for MRQ,
RFQ, quotation, purchase-order, and receipt work, and follow-up tabs on a saved record.

The shared fields are **Branch**, **Purchaser**, **Product Type**, and **Package Title**.
The new-record screen shows **Drop shipping** as the Product Type option. The package area is
headed **Products**. The stage bar contains these work areas:

| Work area | Use it to identify |
|---|---|
| **MRQ** | Material requisition work |
| **RFQ** | Request-for-quotation work |
| **Offer** | Quotation work |
| **PO** | Purchase-order work |
| **Received** | Receipt work |

The package area also shows **MRQ product** and **Tickets**.

![Identify the package area and its MRQ product and Tickets links.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/5d1394a58a27a9e84dc7ef7f3b527e17.png)

The MRQ product area draws these headers:

| Header |
|---|
| **Item No.** |
| **Product** |
| **Category** |
| **Group** |
| **MRQ Qty.** |
| **MRQ type** |
| **Qty** |
| **Unit** |
| **Required Receiving Date** |
| **Job no.** |
| **MRQ** |
| **V.L.** |
| **Is limited V.L.** |
| **Stage** |

On a saved record, the follow-up tabs are **Attachment**, **Purchase Invoices**, and **Last
Modifications**. The **Purchase Invoices** tab lists these groups: **All**, **Upcoming**, **Payable**, and
**Paid**. Its visible columns include **Account**, **Created By**, **Job No.**, **Sub-supplier Order No.**,
Payment Due Date, Total Amount, Total Amount (€), Due Amount, Due Amount (€), Paid Amount,
Paid Amount (€), and **Status**.

![Recognize the saved-record tabs and the Purchase Invoices columns.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/66dbceb4239f46c4ec2df3f59fb658c1.png)

The workspace includes record-level save commands and an ordinary procurement hand-off command. A saved record also
shows the **Approved** status control.

**Result:** You can identify the shared fields, package area, stage bar, follow-up tabs, and the
headers visible on the current surface.

## Save the record and choose a hand-off

The workspace commands start the next focused activity; the ordinary hand-off belongs to the
ordinary route, while the direct-order command is available only for the direct-order record type.

Prerequisites

Open the ordinary new route or the direct-order route, and have the shared required fields ready.

Steps

1. Choose the route that matches your next activity:

   | If you need to… | Select or open |
   |---|---|
   | Begin ordinary RFQ work | **+ RFQ** |
   | Save the current workspace | **Save** |
   | Save and leave the workspace | **Save and Close** |
   | Begin direct purchase-order work | **+ Direct P.O.** |

If the ordinary hand-off or direct-order command is unavailable, check the record type, stage, edit
access, saved panel state, and panel status before continuing. These conditions control command
availability.

![Recognize the direct purchase-order command and its stage bar.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/b2a36ffd473bf008313c6dc4cec81a7f.png)

**Result:** The workspace shows the command set for the selected work.

## Choose the ordinary or direct-order path

The ordinary path presents RFQ, quotation, and purchase-order work in sequence. The direct-order
path opens purchase-order work without the ordinary RFQ and quotation path.

| If the record is at… | Use the workspace to… | Continue with |
|---|---|---|
| MRQ or the ordinary opening stage | Start RFQ work | Manage purchase job RFQs |
| Offer | Continue quotation work | Manage purchase job quotations |
| Order through **Received** | Continue purchase-order work | Manage purchase orders |
| Direct order at the opening stage | Continue purchase-order work | Create a direct purchase order |

The inquiry panel is available from the unknown stage through before Offer, and for a deleted
job. The offer panel is available from Offer through before Order. The order panel is available
from Order through **Received**, and for a direct order at the unknown stage. Stage, record type,
edit access, saved panel state, and panel status conditions affect command availability.

On the ordinary new surface, the stage bar showed the rendered purchasing stages, including
**RFQ** and **Offer**, followed by the receipt stage. On the saved record, **RFQ** was not on screen when checked;
the screen continued to show **Offer** and the purchase-order work area.

![Identify the quotation stage on a saved record.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/09bda1bbc55e5ffb5fd51721eaf194d1.png)

**Result:** You know which focused page owns the next panel procedure and which stage labels to
look for before continuing.

## When the workspace rejects an action

The workspace uses validation messages when required package or panel content is missing.

| Message | What to do |
|---|---|
| `Check PO mandatory field(s)` | Check the required purchase-order fields before continuing. |
| `Please insert at least one PO` | Add a purchase-order item before continuing. |
| `Check RFQ mandatory field(s)` | Check the required RFQ fields before continuing. |
| `Please insert at least one RFQ` | Add an RFQ item before continuing. |
| `Please insert at least one product` | Add a product to the package. |
| `Check mandatory field(s)` | Check the required fields on the current workspace or panel. |
| `Package products cannot be empty` | Add a product to the package. |
| `Product package deleted from all inquiries` | The product package was deleted from all inquiries. |
| `Product package deleted from all offers` | The product package was deleted from all offers. |
| `Product package deleted from all orders` | The product package was deleted from all orders. |
| `Item(s) Regretted` | The selected items were regretted. |
| `Item(s) Cancelled` | The selected items were cancelled. |
| `Item(s) Rejected` | The selected items were rejected. |
| `Item(s) Reactivated` | The selected items were reactivated. |
| `Order updated successfully. Undelivered. A draft invoice was deleted` | The order was updated as undelivered and its draft invoice was deleted. |
| `Job reactivated successfully` | The job was reactivated. |
| `Email sent to client. Added to emails list activity` | The email was sent and added to the emails list activity. |
| `Converted to inquiry successfully` | The record was converted to an inquiry. |
| `Converted to offer successfully` | The record was converted to an offer. |
| `Inquiry must have at least one item` | Add an inquiry item. |
| `Offer must have at least one item` | Add an offer item. |
| `Order must have at least one item` | Add an order item. |
| `Items labeled as ‘Ready for Shipment’ or ‘Delivered’ cannot be deleted` | Keep items with either status in the order. |
| `An error occurred while processing your request` | Check the current fields and try the action again. |
| `Invalid input. The value must be greater than 0 and cannot exceed 999,999.00` | Enter a value in the permitted range. |
| `Invalid input. Please enter a non-negative value` | Enter zero or a positive value. |
| `Invalid input. The tax rate must be between 0 and 100` | Enter a tax rate from 0 through 100. |
| `Required Offer Type` | Complete the required offer type. |
| `Required Bid Due Date` | Complete the required bid due date. |
| `Please enter action for each milstone ` | Enter an action for each milestone. |

On the saved record, **RFQ** was not on screen when checked. **Save and Close** was on screen.

**Result:** You can match a workspace validation message to the next correction to make.

## Continue the Purchase job

After the shared workspace is open, continue in the focused page that owns the next activity.

1. Select the focused page for the stage you need to work:

   | If you need to… | Continue with |
   |---|---|
   | Maintain shared information or package items | Prepare purchase job information |
   | Work with an RFQ | Manage purchase job RFQs |
   | Work with a quotation | Manage purchase job quotations |
   | Work with a purchase order | Manage purchase orders |
   | Create a direct purchase order | [Create a direct purchase order](doc:create-direct-purchase-order) |
   | Review attachments or history | Comments, files, and history on a purchase job |

2. Choose one saved-record follow-up:

   | If you need to… | Select |
   |---|---|
   | Review attached files | **Attachment** |
   | Review invoice lists and status groups | **Purchase Invoices** |
   | Review record history | **Last Modifications** |

![Locate the saved-record follow-up tabs.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/473b35798afcff87877c4ff5c5d1ed35.png)

**Result:** The next stage or follow-up activity has a focused page, and the saved record shows
the selected follow-up surface.