Overview

Use the Purchasing list to review purchasing records and identify the purchasing work that requires attention. Purchasing officers use this list when monitoring packages, related Sales job numbers, assigned purchasers, Offer types, Bid due dates, and sub-suppliers.

A purchasing job progresses from an inquiry through an Offer and an Order to Delivered. Before an Offer can progress, the Offer must complete its internal lifecycle from Draft through Awaiting Approval, Approved, Valid, and Ordered. Before an Order can progress, the Order must complete its internal lifecycle from Draft through Awaiting Approval, Approved, Awaiting activation, Valid, Ready for shipment, and Delivered.

Before you start

You must have access to the Purchasing area. Use the list when you need to review planned purchasing work or purchasing work that must be ordered.

Steps

On the main navigation bar, select Purchasing.
Select the work queue that matches the records you need to review:
- Select Planned (BOM) to work with planned bill-of-material purchasing records.
- Select To Order (MRQ) to focus on records requiring ordering.
- Select All to return to the complete purchasing list.
Review the records in the list. Use the displayed columns to identify the required purchasing record, including Package no., Sales job No., Purchaser, Offer type, Bid due date, and Sub-suppli.
Use the list to determine where the record is in the purchasing process before continuing the work. An Offer must complete the approval and validity stages before it can become Ordered. An Order must complete its approval, activation, validity, and shipment stages before it becomes Delivered.

Tips & cautions

Tip: Review Bid due date together with the assigned Purchaser to identify purchasing records that require timely follow-up.

Warning: All offers must be in Draft status before they can be reverted to inquiry.

Warning: Items marked Ready for Shipment or Delivered cannot be deleted. A Delivered order cannot be un-delivered when a due invoice already exists, and an order with binding invoices cannot be reverted.

Troubleshooting

A purchasing record cannot be reverted to inquiry → One or more offers are not in Draft status → Return the applicable offers to Draft status before reverting to inquiry.
An order cannot be reverted → The order has binding invoices → Keep the order in its current state and process the related invoice obligations.
A Delivered order cannot be un-delivered → A due invoice already exists → Process the due invoice; the order cannot be returned from Delivered.
A record cannot be deleted → The item is Ready for Shipment or Delivered → Retain the record and continue processing it through the applicable purchasing workflow.

Result

You have reviewed the Purchasing list and identified the purchasing record and lifecycle stage requiring action.