Overview

Use Purchasing to review and progress purchasing records for jobs and packages. Purchasing officers use this workspace to identify the purchasing record, associated MRQ number, purchaser, job stage, package title, and required receipt date.

The purchase process can begin from an RFQ or a direct purchase order. Offers progress through Draft, Awaiting Approval, Approved, Valid, and Ordered. Use the available offer actions only when the record meets the applicable status and approval conditions.

Before you start

Ensure that you have access to the Purchasing workspace.
Prepare at least one RFQ before progressing an RFQ-based purchase, or at least one purchase order before progressing a direct purchase.
An Offer must contain at least one item.
A manager acts on Offers in Awaiting Approval.

Steps

On the navigation bar, select Purchasing.
Select All to view the purchasing records currently available to you.
Review the purchasing list and identify the record using the available information, including Purchasing no., MRQ no., Purchaser, Job stage, Package title, and the required receipt date.
Select RFQ when you need to work from a request for quotation, or select Direct P.O. when you are proceeding with a direct purchase order.
For an Offer that is still being prepared, keep the Offer in Draft until its items and purchasing information are complete. An Offer requires at least one item.
When the Offer is ready for approval, select Apply Approval For Booking. The Offer then follows the approval path through Awaiting Approval and Approved before it can become Valid and then Ordered.
Where applicable, use the following Offer actions:
- Select Alternative Offer to create another Offer in Draft.
- Select Consider Offer As Sent To Client to consider a Valid Offer as sent to the client.
- Select Extend Offer Validity when the Offer validity requires extension.
- Select Consider as not approved when an Offer must no longer be treated as approved.
- Select Go to offer to open the related Offer.
Continue the purchasing process from Offer to Order, and then to Delivered when the supply has been completed. Do not attempt to reverse a Delivered Order when a due invoice already exists.

All

Purchasing — Purchasing

The All view contains purchasing records across the purchasing workspace. Use the list to locate the correct record by its purchasing number, MRQ number, assigned purchaser, job stage, package title, and required receipt information. This view supports day-to-day monitoring of purchasing work, including records that require quotation activity, direct purchase order activity, approval, or follow-up before receipt.

Tips & cautions

Note: An Offer awaiting approval from a manager remains in Awaiting Approval until the manager acts on it.

Warning: All Offers must be in Draft status before they can be reverted to an inquiry. All Orders must be in Draft status before they can be reverted to an Offer.

Warning: Items labelled Ready for Shipment or Delivered cannot be deleted. A Delivered Order cannot be un-delivered when a due invoice already exists.

Troubleshooting

You cannot progress an RFQ-based purchase → No RFQ has been entered → Insert at least one RFQ.
You cannot progress a direct purchase order → No purchase order has been entered → Insert at least one PO.
An Offer cannot be submitted or progressed as expected → The Offer has no items → Add at least one item to the Offer.
An Order cannot be reverted → The Order has binding invoices → Continue processing the existing Order because it cannot be reverted.

Result

You have reviewed purchasing records and progressed the appropriate RFQ, Offer, or direct purchase order activity through the purchasing lifecycle.