Status changes

A purchase document is never filed by hand — the folder it sits in follows from its status, and the status changes as the purchase proceeds. This page describes what moves where, and when.

For the stages themselves see Purchasing.

Requisition

An open requisition moves to the folder approve once it has been approved. As soon as a request for quotation or a purchase order is created from it, it moves on to closed — its job is done at that point. A requisition that has been rejected in full moves to rejected.

What the list tells you about a requisition:

A requisition marked OoB (open on board) cannot be edited — the vessel is still working on it. Without that mark it can be edited.
Status, the user who last changed it and the date of that change are shown.
Where a document has been set on hold, the details are shown in red.

Request for Quotation

The icon shows how far the quotations have come: as long as any are still outstanding it is a book, and once all of them have been imported it changes to a sheet.

Each individual quotation carries one of three icons:

Icon	Meaning
1	The quotation has been imported or edited.
2	The quotation is missing.
3	The quotation is selected — this supplier is chosen for supply.

Selecting one or more suppliers moves the request for quotation from open to Supplier assigned by itself. Quotations still showing the sheet icon are the ones where no supplier has been picked. Where more than one supplier is selected, the supplier is shown beneath the spare part, and every quotation from an exclusive supplier carries the selected icon.

Create > Create PO (from RfQ) then moves the request for quotation to closed.

Purchase Order

What the list tells you about a purchase order:

Whether it has been sent and whether it has been received.
The status, and who changed it last.
A follow up is shown in green, and also appears in the User Activities.
Everything relevant for warehousing is kept in a separate remark field.
The receiving status is visible from the icon; for detail, look at the individual spare part.

A purchase order changes to closed once everything has been received — but it only moves to the closed folder when Check Closing Status under Actions has been used. The invoicing status is shown by an icon only.

Send Queue

Documents can be collected before they actually go out. Sending a document offers the choice between sending it straight away and putting it in the queue. The queue itself sits in the Queue menu, with two entries: Send Queue sends your own documents, Send complete Queue sends everything in it, including what other users put there.

When the queue icon turns red, there are documents waiting.

Warning

A document put into the queue — requisition, request for quotation or purchase order — is not with the supplier. It moves to the next folder and its history records it as sent, exactly as if it had gone out, but the sending itself still has to happen from the queue. Until then nobody outside the company has seen it.

If documents are still waiting when the system is closed, a prompt points that out.

Invoicing

Invoices can be recorded both in the sent and in the closed area. Everything belonging to it sits under the Invoicing button:

Function	What it does
`Show Invoice Overview`	Lists all invoices.
`Assign Invoice`	Records an invoice against the order — see the three types below.

There are three types:

Type	Use it for
Add complete invoice	The invoice for the whole purchase order has arrived.
Add partial invoice	Only part of the order is to be paid.
Add Credit note	A credit note for the order has been received.

The type is shown on the invoice, together with the information from the purchase order. Update Prices carries the amount over into Total. A remark can be added and a document attached.

The pagination number is unique across all invoices in the system and cannot be changed.