Overview Open POs

Function	Description	Further Information
Edit PO	Edit details.	Edit Details
Show	Show official report.
Update Quotation Number	An update of Quotation number can be given.
Approve	Approve purchase order. Any approval level will be checked. PO slides from “open” folder to “approved” folder.
Approve & Send	Only available if company decides to have no “approved” folder. Approving and sending PO to supplier in one step.
Back to RQ	As long as PO has not been edited and no RfQ is available you can undo creation of PO. Related RQ will be set as “approved” and will slide from “closed” folder back to “approved” folder. PO will be deleted.
Back to RfQ	As long as PO has not been edited and no RfQ is available you can undo creation of PO. Related RfQ will be set as “approved” and will slide from “closed” folder back to “approved” folder. PO will be deleted. A reason for undo has to be given.
Reject	Reject purchase order. PO will remain in system in folder “rejected”.
Delete	Delete purchase order. Please note: PO and all relevant documents (attachments, history, eventually created RfQs, requisition etc.) will be deleted completely from system and will no longer be available.
Set as Standing Order	Set the PO to the standing order list.	Copy from standing order
Distribute	Only available for POs (currently). Allows to copy PO to other/same ship. If no equivalent spare part is found on the destination site, all ship specific spare parts will be copied as free line item.
Switch Items to existing RQ	Only available for PO (not for SO). Switch selected items to existing requisition for same site. You can either copy or move items.	Switch Items
Split PO	Split selected items to new sub purchase order.
Switch Items to existing PO	Only available for PO (not for SO). Switch selected items to existing purchase order for same site. You can either copy or move items.	Switch Items
Rate Supplier	You can rate supplier assigned to PO directly from purchase module.
Show History	Access to the whole history of the selected purchase document including all associated documents (for instance, if you want to see the history of a purchase order, you have access to the history of the associated requisition too). The history is divided into several tabs for a better overview.
Create Data Transfer (without attachments)	Generates an unscheduled immediate data transfer without available attachments.
Create Data Transfer (with attachments)	Generates an unscheduled immediate data transfer with available attachments.
Attachments -> Attach	Add documents to requisition.	Add Documents
Attachments -> Show/Delete	Show all assigned documents with possibility to delete attachments.	Show/Delete Documents
Add Remark to History	Add remark manual to history of selected document.
Link to Dry Dock Job Card	You can link requisition to selected dry dock job card. Requisition will remain in open status – only a link between job card and requisition will be stored. Link information is available in requisitions HTML overview.
Remove Link to Dry Dock Job Card	Remove link between dry dock job card and requisition.
Follow up / Pin to User Activities -> Follow up	Follow up for PO can be given.
Follow up / Pin to User Activities -> Clear Follow up	Follow up for PO can be deleted.
Rearrange Position
Hold until sending
Check POs for merging

Approving Purchase Orders

As long as a purchase order isn't approved you are able to edit it.

Whether an order needs someone else's approval depends on the purchase approval level — the amount up to which a user may release an order on their own. The level is held per user and compared in USD. A user may also be marked as unlimited.

Which level counts depends on how the order came about.

Order created straight from a requisition. Only the level of the person creating the order counts. If it is high enough, the order is approved in the same step. If not, someone with a sufficient level has to approve it.

Order created from a quotation. Two levels are checked in turn:

1. The level of the person creating the order. High enough → done.

2. Otherwise the level of the person who released the request for quotation — in practice the superintendent who picked the offer. High enough → done as well. The purchaser may create and send the order even though their own level would not cover it.

3. Only if neither is sufficient does the order have to be approved by someone with a higher or unlimited level. Sending it out is then done by purchasing again.

The reasoning behind step 2: if a superintendent with a sufficient level chose the offer, the decision about the amount has already been made by someone entitled to make it. The purchaser merely carries it out and should not have to find another approver for it.

Only users who have both the right to approve purchase orders and a sufficient level are offered for selection. If nobody qualifies, the step stops with a message — a system administrator then has to adjust the levels.

The selected approver is recorded as the responsible person on the order. They are not notified; they see the order through the Responsible view filter or on their start page.