Understand the purchase job workflow
A purchase job tracks procurement work from a material requisition (MRQ) through an RFQ, quotation, and purchase order. An MRQ records the material request, an RFQ asks a supplier for an offer, a quotation records the supplier's response, and a purchase order commits the purchase. The purchase-work lists are the starting point; detailed work on each record continues on the focused MRQ, RFQ, quotation, or purchase-order page. The route continues into receiving and warehouse fulfilment.
| If you need to… | Go to |
|---|---|
| Find an MRQ or open the purchase-work entry list | Find the MRQ and purchase work |
| Move an MRQ into RFQ and quotation work | Move an MRQ through RFQ and quotation |
| Continue from a quotation to approval and activation | Hand the quotation to purchase-order approval and activation |
| Find active RFQ, quotation, or PO work | Find active purchase job work |
| Find archived or exception work | Find archived and exception purchase job work |
| Complete the detailed record task | Manage purchase job RFQs, Manage purchase job quotations, or Manage purchase orders |
After purchase-order approval and activation, continue with receiving and warehouse fulfilment.
Before you follow the hand-offs, prepare your session, list access, and starting record.
Before you start
An authenticated session lets you open the MRQ and Purchase Jobs routes. The list content is available when the purchasing feature is included, and the purchase-work list appears after a list layout is available. Your access also controls whether the new-entry links appear.
Prerequisites
| Have this ready | Why it matters |
|---|---|
| An authenticated PAMS session | You are signed in and can open the purchase-work list. |
| The MRQ or package you need to continue | The list row identifies the package, supplier, offer, and order information used to choose the next stage. |
| The relevant work stage | Choose the list that matches the stage you need to continue. |
| The access needed for new work | The RFQ and Direct P.O. links appear only when new-entry access allows them. |
| A saved list layout | The purchase-work list appears when a selected layout is available. |
Do not treat the list as the record editor. Record fields, approval panels, activation panels, quotation details, purchase-order details, and direct-order fields belong to their focused pages.
Find the MRQ and purchase work
Use the MRQ entry when you are starting the procurement route. Purchase Jobs lists the RFQ, quotation, purchase-order, and archived work that follows it.
Prerequisites
- You are signed in.
- You know whether you are starting from the MRQ list or continuing an existing purchase job.
Steps
-
Open the MRQ list when you are starting from the purchase-work entry.
-
Select the work list that matches your next task.
If you need to… Select Review every purchase job All Work on RFQs RFQs Work on supplier quotations Quotations Work on purchase orders POs Review archived work Archived -
Select an MRQ row to open its MRQ record.
-
Select a purchasing row to open its purchasing record with the selected stage, account, and product context.
Result: The list for the selected work stage is on screen, or the related MRQ or purchasing record opens for the next focused task.
Open the MRQ list. All, Quotations, POs, Archived, and MRQs can appear on the purchase-work entry. Select the list that is actually available on your screen.
When the list remains open, read its row headers before moving to the next focused task.
Read the purchase work list
A purchase-work row brings together the package identity, purchasing responsibility, supplier, offer progress, and order progress so you can choose the next record task.
| Reader-facing label | What it helps you identify |
|---|---|
| MRQ no. | Find the requisition row to continue. |
| MRQ type | Distinguish the kind of material request. |
| Title | Identify the requested package. |
| Required receiving date | Check when the requested material is needed. |
| Sales | Relate the request to its sales work. |
| Short vendor list | Review the supplier information shown for the request. |
The columns on the MRQ list come from your selected list layout, so work from the headers you actually see rather than expecting a fixed set of columns. The purchase-work list appears when a selected layout is available.
Result: You can use the visible row headers to identify the package and decide which focused record page to open next.
Move an MRQ through RFQ and quotation
The RFQ and quotation hand-off moves the supplier request into response and purchase-order work.
Prerequisites
- You have opened the relevant MRQ or package row.
- You have the RFQ and supplier information needed by the focused record page.
Steps
- Select RFQ to open the new RFQ form when you need to start RFQ work from the list.
- Complete the RFQ on Manage purchase job RFQs.
- Continue to the quotation page after the RFQ is converted to offer work.
- Complete quotation validation and conversion on Manage purchase job quotations.
When an RFQ has no required purchase item, the page can display Please insert at least one RFQ
or Please insert at least one product. Follow the focused RFQ or quotation page for the
correction.
Result: The work is handed from the MRQ entry to RFQ work and then to the quotation procedure.
Hand the quotation to purchase-order approval and activation
Use the purchase-order page for approval and activation.
Prerequisites
- You have completed the quotation work.
- You are on the purchase-order page for the package.
Steps
- Select Convert To PO from the quotation procedure when the quotation is ready for a purchase order.
- Select Request Approval on the purchase-order page to send the order into approval work.
- Select Approved when the purchase-order approval action is available.
- Select Activate PO after approval to hand the order to activation.
- Open Manage purchase orders when the order reaches
Awaiting activationor the valid purchase-order stage.
The separate direct-order branch starts with Direct P.O. when new-entry access allows that link. Its form belongs to Create a direct purchase order.
Result: The quotation has been handed to purchase-order approval and activation, or you have opened the separate direct-order task.
Recover from a blocked list action
List feedback tells you whether to correct a filter, review the list state, or move to archived and exception work. Record-stage messages belong to the focused record pages.
| What you see | What to do |
|---|---|
Forbidden characters detected. Please remove them and try again. | Remove the forbidden characters from the filter. |
You are about to archive this product. This action cannot be undone. Are you sure? | Review the row before confirming an archive action. |
NO Data to Export | Return to the list. |
Data Importing completed | Continue working with the refreshed list. |
| If RFQs is unavailable | Use the visible work list, then open Find active purchase job work for the active list routes. |
| Archived or exception work needs recovery | Open Find archived and exception purchase job work. |
| If Log in to Pams appears | Sign in again before opening the list. |
| The page is empty and has no controls or buttons | Return to the route after authentication. |
Steps for the empty export result:
- Return to the purchase-work list after
NO Data to Export. - Select a list containing data.
- Select Export.
The list displays the export options after Export is selected.
The focused record pages handle these additional messages:
| Message | Continue with |
|---|---|
Invalid input. The value must be greater than 0 and cannot exceed 999,999.00 | Manage purchase job RFQs |
Invalid input. Please enter a non-negative value | Manage purchase job RFQs |
Invalid input. The tax rate must be between 0 and 100 | Manage purchase job quotations |
Product package deleted from all inquiries | Purchase job information |
Product package deleted from all offers | Manage purchase job quotations |
Product package deleted from all orders | Manage purchase orders |
Order updated successfully. Undelivered. A draft invoice was deleted | Manage purchase orders |
Job reactivated successfully | Purchase job record |
Converted to inquiry successfully | Manage purchase job RFQs |
Converted to offer successfully | Manage purchase job quotations |
Please insert at least one PO | Manage purchase orders |
Please insert at least one RFQ | Manage purchase job RFQs |
Please insert at least one product | Purchase job information |
Items labeled as ‘Ready for Shipment’ or ‘Delivered’ cannot be deleted | Manage purchase orders |
An error occurred while processing your request | Purchase job record |
Package products cannot be empty | Purchase job information |
Required Offer Type | Manage purchase job RFQs |
Required Bid Due Date | Manage purchase job RFQs |
Your request was completed successfully | Purchase job record |
Inquiry must have at least one item | Manage purchase job RFQs |
Offer must have at least one item | Manage purchase job quotations |
Order must have at least one item | Manage purchase orders |
Please enter action for each milstone | Manage purchase orders |
You already have a contact with this name | Contact record |
Result: You know whether to correct the list action, sign in again, or continue in the archived and exception work page.
Continue after the purchase order hand-off
After purchase-order approval and activation, the procurement chain continues into receiving and warehouse fulfilment. The purchase-work page remains the place to locate the package stage; the focused purchase-order and warehouse pages carry the detailed actions.
| Next need | Go to |
|---|---|
| Review purchase-order approval or activation details | Manage purchase orders |
| Review the purchase-job workspace around the hand-off | Purchase job record |
| Maintain shared purchase-job information | Prepare purchase job information |
| Continue with receiving and warehouse work | Warehouse fulfilment flow |
| Review archived or exception outcomes | Find archived and exception purchase job work |
The purchasing row opens the purchasing record with stage, account, and product context. Use that record route when the next task needs record-level information or a panel action.
Result: The purchase-order hand-off is complete in this process map, and you know which focused page continues the work.
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