Assess orders (procurement department)
If your organization is using this feature, you can find all order requests that need to be reviewed by the Procurement Department in the "Assess" menu section. These orders have already been approved through the configured authorization process. Thus, these orders only need to be reviewed by the Procurement Department.
You can set whether orders need to be reviewed by the Procurement Department through Application Management Procurement / Supplier Groups.
Assessing Order Requests
You can assess an order request by clicking on the row or the hammer icon at the end of the row in the overview. Additionally, you can edit or definitively disapprove the request. To definitively disapprove it, click on the three dots at the end of the row and choose 'Definitively disapprove '. This action permanently disapproves the order and it will only be visible in the archive. Once definitively disapproved, the order cannot be modified or resubmitted.
You can review all order lines simultaneously by clicking on 'Approve', 'Disapprove', or 'On Hold' at the top of the order request under the 'All My Order Lines' section. Alternatively, you can choose to review the entire order and evaluate each order line individually. During the review, you have the following options:
Approve:
Once all order lines are approved by the Procurement Department, the order will be forwarded to the respective supplier depending on the settings.
Disapprove:
If you choose this option, you need to provide an explanation. The order will then be sent back to the requester. This also applies if only one order line is disapproved. The requester can update and resubmit the order request.
On Hold:
If you choose this option, you need to provide an explanation. You can select this option if you want to review the order at a later time, perhaps to gather more information about the order request.
The order request can only be converted into an order once all order lines are approved.
You can also click on the 'In Progress' button at the top. This indicates that someone from the Procurement Department has taken over the order for processing. The explanation you provide will be visible to all users with access to the 'Review' section.
Order Request for Unknown supplier
When creating an order request for a 'custom line,' a buyer (depending on your organization's settings) can put together an order for a product where not all details are known. An option appears in the order request to submit a request to an unknown supplier. This can be used, for instance, when a chair needs to be ordered, but the requester has no idea which supplier to use. When creating this order request, the requester only needs to fill in a limited number of fields. After submission, the request is presented to the Procurement Department for further information. Once the missing details are added by the Procurement Department, the request follows the regular authorization process and will ultimately be sent to the supplier.
In the review overview, you can identify these requests by the status "To Be Completed by Procurement." In a 'Request for Unknown Supplier,' the fields registered by the requester are already filled. You need to review these fields and make necessary adjustments. By selecting the post-it icon next to a field, you can view the original value. Additionally, complete the missing information so that the order can continue through the regular authorization process.
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