# Procurement

_User Guide › Procurement_

![Procurement](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/61a5f77e856c587d574db7b7b191868b.png)
*procurement*

## Overview

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

1. In the main navigation, select **Purchasing** and open the Procurement form.

2. Select **RFQ** when you need to work with a request for quotation for the procurement record.

3. 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 record](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/3456e7fe4763db16418f6af618a2cb7f.png)
*Procurement record*

4. Select **Save** to save the procurement record. Select **Save and Close** when you have completed the work on the form.

5. 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.

## Related pages

- [Getting Started with Procurement](doc:procurement-getting-started)
- [Procurement — Overview](doc:procurement-overview)
- [Procurement — Learning Path](doc:workflows-procurement)
- [Send Inquiry to Suppliers](doc:task-send-inquiry-to-suppliers)
- [Convert Offer to Purchase Order](doc:task-convert-offer-to-purchase-order)
- [Initiate Goods Receiving](doc:task-initiate-goods-receiving)
- [Procurement List](doc:procurement-list-view-record)
- [Material Requisition](doc:procurement-material-requisition-edit-record)
- [For Internal Use](doc:procurement-material-requisition-for-internal-new)
- [List Material Requisitions](doc:procurement-material-requisition-list-view)