PO request and matching

This is only available for EIS and VIS users!

There are 3 types of users available for performing the PO request:

• PO requestors: creators of PO requests
• PO approvers: in charge of approving the PO requests, sent by the PO requestors
• PO post-control users: in charge of checking the PO requests after they were approved by the PO approvers

1 PO request document type

See "Select a document type" for how to choose the PO request document type.

If you don't see this document type, please contact us to provide you with it

1.1 Available header fields

• Supplier: the supplier for which the PO request is intended
• Supplier contact: the name of the contact for the supplier
• Supplier mail address: the e-mail address for the contact for the supplier
• Payment term: the payment term which should be used for this PO request
• Currency: the currency which should be used for this PO request
• Net amount: the calculated net amount of the request (quantity x unit price). This field is read-only and cannot be edited
• PO category: the category for the PO request. Possible values are:
  • Goods of sales
  • MRO
• PO nr.: the number of the PO
• Description: enter a value for this if you want to add a description to the PO request
• Your reference: your own reference number
• Est delivery date: the estimated delivery date of the goods
• PO status: the current status of the PO. Possible values are:
  • Open
  • Partial
  • Complete
  • Cancelled
• Receipt status: the status of the receipt. Possible values are:
  • Open
  • Partial
  • Complete
  • Cancelled

1.2 Available posting line fields

• Quantity: the number of item you want to order
• Item code: the code for the item you want to order
• Item description: the description of the item you want to order
• Unit price: the price for one unit of the items you want to order
• Unit of measure: the measuring unit for the items
• Line net amount: the calculated line net amount (quantity x unit price). This field is read-only and cannot be edited
• Account: the account that needs to be used for this line
• Cost place: the cost place that needs to be used for this line
• Cost sort: the cost sort that needs to be used for this line
• Cost unit: the cost unit that needs to be used for this line
• Remark: enter a value here if you want to add a remark for this line

1.3 Available technical fields

None of these fields can be edited.

• Company: the company for which the PO request is created
• ID: the ID of the PO request inside the 1Archive system
• Workflow status: the current technical status of the PO request
• Assignments: the users who are currently assigned to this PO request
• Incoming date: the date when the PO request entered the system
• PO delivery date: This field is currently not in use
• PO requestor: the user who created the PO request
• PO request date: the date on which the PO was sent into the approval flow
• Purchaser: the user who printed/e-mailed the PO request
• PO purchase date: the date on which the PO was printed/e-mailed
• Receiptor: This field is currently not in use
• PO receipt date: This field is currently not in use

1.4 Available action buttons

1.4.1 For all users

• "Close": close the current opened document

If there are unsaved changes, these will be lost!

• "Save": save the changes you made in the document

1.4.2 For PO requestors

• "Cancel document": cancel the current PO request
• "Manual flow": define the flow manually for the document. For more information see "Approval manual"
• "Auto flow": send a document in the automatic flow. For more information see "Approval manual"

1.4.3 For PO approvers

• "Approve": approve the PO request after reviewing the entered data
• "Reject": reject the PO request after reviewing the entered data and send it back to the requestor
• "Forward": forward the PO request to another approver
• "Informative": send the PO request informative to another user
• "Side-step": send the PO request in a side-step to another approver. For more information see "Approval manual"
• "Park": set the PO request on hold

1.4.4 For PO post-control users

• "Cancel document": cancel the current PO request. This is only available when the PO request was not yet printed/e-mailed
• "Mail PO to supplier": create the image of the PO request and send it with an e-mail to the supplier
• "Print PO": create the image of the PO request and print it out
• "Purchase order reception": enter the reception for the PO request. This is only available when the PO request was already printed/e-mailed

2 Reception

When the PO request enters status "Ended" and is completely processed, it is possible to add receptions to it. This can be done by clicking the "Purchase order reception" button in the "My documents" section.

• Reception status: enter the status for the reception. For now only "FULLY" is available
• Reception date: enter the date for the reception. Default value is the date of today
• Reception comment: enter a comment for the reception

Receptions can be viewed by using the "Reception" tab in the document view.