Overview

Use the Procurement List to review procurement records and continue the appropriate business process. Purchasing officers use this list to locate a procurement record before working with its related Offer or Order. A procurement progresses through Offer, Order, and Delivered; before reaching Offer, it may be missed, regretted, or cancelled, while an Offer or Order may also be rejected, regretted, or cancelled.

An Offer follows the Draft, Awaiting Approval, Approved, Valid, and Ordered lifecycle. You can revert to an inquiry only when all related offers are in Draft status. You cannot revert an Order with binding invoices or un-deliver an Order when a due invoice already exists.

All

The all view contains procurement records across the procurement process. Use this view to locate the record that requires follow-up, such as reviewing an Offer, progressing an Order, or checking a record that has reached Delivered status.

Procurement record

To continue offer work for a selected procurement record, use Go to offer. For offers that must be sent to the client, use Consider Offer As Sent To Client when the required business conditions are met.

Before you start

Ensure that you have access to Purchasing.
Manager action is required when an Offer is Awaiting Approval.

Steps

On the application navigation bar, select Purchasing.
Select All to open the procurement list.
Select the all view to review procurement records.
Locate the procurement record that you need to process. To open its related Offer, select Go to offer.
Continue the record according to its business status:
- For an Offer that requires approval, select Apply Approval For Booking.
- For an Offer that has been sent to the client, select Consider Offer As Sent To Client.
- To return to offer processing where permitted, select Back to Offer.
- To extend an Offer validity period, select Extend Offer Validity.
- To reverse an approval decision where permitted, select Consider as not approved.

Tips & cautions

Note: An Offer awaiting approval requires action by the manager.

Warning: Items labelled Ready for Shipment or Delivered cannot be deleted.

Warning: An Order with binding invoices cannot be reverted. An Order also cannot be un-delivered when a due invoice already exists.

Troubleshooting

Symptom	Likely cause	Fix
You cannot revert a procurement record to an inquiry.	One or more related offers are not in Draft status.	Return all related offers to Draft status before reverting to an inquiry.
You cannot revert an Order to an Offer.	The Order has binding invoices.	Complete processing without reverting the Order.
You cannot un-deliver an Order.	A due invoice already exists.	Process the existing invoice requirement before attempting further order actions.
You cannot delete an item.	The item is Ready for Shipment or Delivered.	Retain the item and continue processing it through the applicable order workflow.

Result

You have opened the Procurement List and can locate a procurement record for further Offer or Order processing.