Purchasing

The Purchasing module is the main module for managing requisitions and purchase orders.

General Process

graph TD;
    A[Requisition] --> B[Request for Quotation]
    B --> C
    A -->|direct order| C[Purchase Order]
    C --> D{Awaiting Delivery}
    D -->|not/partially received| C
    D -->|all received/<br>no further items expected| E[Close Purchase Order]

A purchase passes through up to three stages. Not every purchase uses all of them — where the supplier and the price are already settled, a requisition can become a purchase order directly.

Which folder a document sits in follows from its status, and the status changes by itself as the purchase proceeds — see Status changes for what moves where and when.

Two things run alongside all three stages: the Send Queue, which collects documents before they actually go out, and invoicing.

Transaction Numbers (TAN), Transaction Elements and Transaction Stages

Transaction number for each document is built by using a combination of abbreviations, identifiers and running numbers. In most cases the following structure will be used:
[stage]-[vessel]-[costdepartment]-[year]-[runningnumber]
[stage] can have the following values:

If a purchase order needs to be split for sending some order items to one supplier and remaining order items to another, usually the running number of the resulting purchase order TANs will be extended with A, B, C etc.. Examples