Purchase orders

• Approved requisitions. When the Buyer sets the conversion path to direct order, lines are grouped by supplier and one draft order is created per supplier. The requisition’s GL accounts and project codes are carried onto the lines.
• RFQ awards. The awarded response becomes a draft order priced at the quoted lines.
• Blanket releases. A release against a master agreement generates an order already priced at the agreement.

A Buyer can also raise an order by hand. An eligible configured Buyer-limit policy can authorise an original hand-raised order without requisition, award or release backing. Mandatory competition and pricing controls still apply; other orders follow the applicable matrix.

Each line carries its category, item or free-text description, quantity, unit, unit price, need-by date, GL account and project code. It also carries the contract rate it was matched to and the contract price as a snapshot. Each line has its own status from Open through partially received and Received to Closed. Net accepted fulfilment and the open quantity live on each line. Gross arrivals and rejected units remain separate receipt evidence.

Draft → pending approval → Approved → Sent → Acknowledged → partially received → Received → Closed, with Cancelled available before receipt.

• pending approval freezes the submitted revision for authority and pricing checks.
• Approved queues the configured accounts-payable handoff; delivery acknowledgement remains separate evidence.
• Sent is the Buyer’s action: the approved revision goes through the configured PDF or EDI channel to the supplier.
• Acknowledged is the supplier’s action, through the portal or an EDI 855, and stamps the date and the revision acknowledged. Orders still in Sent on the Open Purchase Orders view are the ones the Buyer chases for acknowledgement.
• Closed requires resolved delivery, return and match obligations, with current-revision accounts-payable evidence covering all expected invoices and credits.

Spend approvals record the prior decision and approved revision; spend approval lines define its scope. Commitment allocations reserves the amount and quantity consumed by each order line. Reuse checks the remaining authority, tolerance, department, cost centre, category and item. Requisition conversion preserves that evidence. An RFQ award supplies the selected offer but grants no spending authority alone.

Without valid reusable authority or an eligible Buyer-limit decision, the order routes on its total through all applicable matrix rules. Every required step retains its assigned person and rule. Submitted commercial fields are frozen; a revised draft invalidates the earlier calculation and requires new routing.

A line that fails the guardrail or sits off contract in a category that requires one holds the order regardless. Procurement Manager records the exception decision and reason. Clearing that hold does not substitute for the required spend approval.

Changes after sending are recorded as change orders rather than edits. A change order records the type (quantity revision, price revision, need-by reschedule, line add, line remove, cancellation), the reason, and one line per affected PO line with the old and new values. Routing checks the proposed order total and cumulative gross increases against the original approved baseline. Positive line increases accumulate before netting; another line’s reduction cannot offset them for routing. The routing amount is the greater of the proposed total and original approved total plus cumulative gross increases; the configured threshold adds any required higher tier. Added lines include item or description, category, unit, coding, quantity, price and date. Price changes on partly received lines split the unfulfilled portion, preserving fulfilled value at its original price. On approval the new values are applied to the lines, the order’s revision number increments and is stamped on the amendment, and the supplier is asked to acknowledge the new revision. The same change updates authority consumption and any agreement commitment before it takes effect. Cancellation releases unfulfilled value while retaining fulfilled history.

My Open Orders gives Supplier access to its own issued orders and amendments. Acknowledgement identifies the accepted revision. Changed dates require an approved amendment; a supplier message alone cannot alter the issued obligation.

• Approved Requisitions To Convert as the intake queue.
• POs Pending Approval for the Procurement Manager and approvers, and Pending My Approval for the steps assigned to each person.
• Open Purchase Orders for everything sent and not yet fully received, with sent and acknowledged dates.
• My Open Orders for the supplier.
• Open Commitment Lines for the Controller: every open line with its value and GL account.