The archive of procurement

In the procurement archive, you will find an overview of all orders ever assigned to you. Based on your role, you might also be able to find orders from other employees in the archive. You can view the current status of an order here. By clicking on a row, you will be directed to a page with more information about the respective order. Additionally, you can use the search filter on the left side to search specifically within the procurement archive.

Explanation of the most common order statuses

In the archive, you can quickly see the status of an order by the icons provided. When you hover your mouse over an icon, you will see the corresponding status. Below, you'll find an explanation of the key icons and their associated statuses.

Orders with the status "New in cart" are still pending in the customer's shopping cart. These orders have not yet been sent to the reviewer or supplier.

Orders with the status 'In Progress' are currently being worked on by an employee and have not yet been sent to the supplier. Often, these orders need to be reviewed based on the established procurement setup.

Some orders, depending on supplier settings, are not automatically sent. These orders need to be manually sent to the supplier. This is done by the employee selected by the requester in the 'To be ordered by' field. Orders with this status are ready to be sent to the supplier by the employee. Additionally, orders from OCI (Open Catalog Interface) suppliers will have the status 'Ready to order' if the orders cannot be processed by the suppliers due to a connection error. Read more here about common errors when placing an OCI-order. The article also describes how to resolve the error message so that the orders can still be sent.

A truck icon indicates that the delivery or partial delivery of the order can be registered. It is also possible to undo the order receipt by canceling the order.

Orders for which not all products have been registered as received yet will have the status 'Partially received'. This status changes only when the remaining ordered products are delivered or marked as canceled.

 

A green checkmark indicates that the order has been successfully received. The order can still be edited to some extent. This includes adjusting coding or undoing the delivery registration.

Once the order is completed, it is considered fully finished. This means no further changes can be made; the order can only be viewed or possibly copied if it's not an OCI order. The status of this order cannot be altered. In other words, completed means completed.

An order can be copied for quickly and easily reordering a request you want to repeat. Please note that order copying is only possible for orders placed based on the assortment or free order requests. It is not possible to copy an order from an OCI supplier, as prices and product information can be changed by the supplier, potentially leading to incorrect information being sent to the supplier. When you hover your mouse over the respective order, you can then copy the order on the right side (if possible).

Archive at line level

By clicking the 'Archive at line level' button at the top of the overview, the archive will display at the line item level. From this view, you can easily find specific order lines and create an overview of all items ordered for a specific cost center, for example.



Export options within the procurement archive

Within the procurement archive, you have the option to export your search results to a CSV or Excel file. This is useful for quickly looking up specific information in the document and making necessary changes or marking items in the file. Additionally, you can create a PDF export of the search results.

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