Use the Procurement form to maintain procurement work and support the business process from an initial inquiry through Offer, Order, and Delivered. Purchasing officers use this form when they need to work with an RFQ (request for quotation), review procurement item information, and save the record.
An Offer follows the lifecycle Draft, Awaiting Approval, Approved, Valid, and Ordered. Use the available procurement actions only when the record is at the appropriate point in its lifecycle.
Before you start
Ensure that you have access to the Purchasing area.
Prepare at least one procurement item before progressing an Offer. An Offer must contain at least one item.
Prepare the required RFQ and purchase order information where applicable.
Steps
In the main navigation, select Purchasing and open the Procurement form.
Select RFQ when you need to work with a request for quotation for the procurement record.
Review the procurement item information in the Procurement record. The record displays item-related details, including item number, product category, group, MRQ quantity, MRQ type, quantity unit, and required information.
Procurement recordProcurement record
Select Save to save the procurement record. Select Save and Close when you have completed the work on the form.
Progress the related Offer according to its business lifecycle:
Use Apply Approval for Booking when the Offer requires approval processing.
Use Consider Offer As Sent To Client when the Offer is sent to the client.
Use Go to offer or Back to Offer when you need to work with the related Offer.
Use Extend Offer Validity when the Offer validity period requires extension.
An Offer that is awaiting approval is acted on by the manager. When the Offer is approved and valid, it can continue toward an Ordered outcome.
Tips & cautions
Warning: An Offer must contain at least one item. Add the required procurement item information before attempting to progress the Offer.
Note: To revert to an inquiry, all Offers must be in Draft status.
Warning: You cannot reverse a Delivered order when a due invoice already exists. An order with binding invoices also cannot be reverted.
Troubleshooting
The Offer is awaiting approval → The Offer is awaiting manager approval → Allow the manager to act on the approval request.
The Offer cannot be reverted to an inquiry → One or more Offers are not in Draft status → Return all Offers to Draft before reverting to an inquiry.
An item cannot be deleted → The item is labelled Ready for Shipment or Delivered → Retain the item because items in these states cannot be deleted.
The system requests an RFQ or purchase order → Required procurement information is missing → Insert at least one RFQ or at least one purchase order, as required.
Result
The procurement record is saved and ready to support RFQ, Offer, Order, and Delivered processing.
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