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 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