Approve or reject orders
Within Onventis you have the possibility to define order approval workflows. You can define different criteria for the check and several approval steps.
Purchase orders that meet the criteria of a purchase order approval workflow are not sent to the supplier until they have been fully approved.
As soon as a user sends a purchase order that meets the criteria of a purchase order approval workflow, a notification is displayed:
“Approval request has been sent to <user: last name, name>!”. |
The approver will be notified of the receipt of an approval request via email.
If you are defined as an approver for purchase orders in a purchase order approval workflow, you have the following options for calling it up:
from the to-do list in your dashboard: To-do list → Release list → “X tasks with release request”.
from the release list
from the order list
from the incoming e-mail:
Approval via direct link
Call from the e-mail
Approve purchase order
To approve an order, open the desired order in the order list. The order is approved via the Approve button.
A dialog box appears for you to confirm your entries:
Confirm the approval process by clicking the OK button. If you want to cancel the process, click the Cancel button.
After successful approval you will get an information to whom the order was sent.
If you are the last approver for the purchase order, the purchase order is sent directly to the vendor. In this case, the following information is displayed:
“The purchase order has been submitted in Onventisan to the suppliers <supplier name> “. The order email has been prepared to be sent to <supplier email address> and will be sent shortly.” |
If other approvers need to approve the purchase order after you, the purchase order is sent to the next approver. In this case, the following information is displayed:
“Order approved! Approval request has been sent to <user last name, name>!” |
After the purchase order has been approved, the purchase order is sent to the supplier, depending on the purchase order approval workflow that has been set up.
The customer will be informed about the approval by e-mail.
Decline order
To reject an order, open the desired order in the order list. Before you can reject a purchase order, you must first enter a reason for rejection in the Comment on approval/rejection field.
After entering the reason for rejection, you can reject the order by clicking the reject button.
A dialog box appears for you to confirm your entries:
Confirm the rejection process by clicking the OK button. If you want to cancel the process, click the Cancel button.
If you do not enter a rejection reason, you will receive an error message:
“Please enter a reason for rejection!” |
After the correct rejection you will get a confirmation information:
“Order refused!” |
The customer will be informed about the rejection by e-mail.
Approve and reject individual items
As the approver, you can also approve or reject individual items of a purchase order.
To approve individual items, go to the item list of the purchase order and activate the checkbox for the items you want to approve. In the standard system, all items are activated.
You must deactivate item(s) that you want to reject.
For the item(s) you want to reject, you must enter the reason for the rejection of the item(s) in the Comment for release/rejection field.
The Approve button sends the approved items either to the next approver or to the supplier.
The purchaser will be informed about the approved and rejected positions by e-mail.
Hint: The rejected item is deleted from the purchase order. In the history, which can be called up via the INFO.svg symbol, the positions are displayed as rejected. |
Approve an order via direct link from an e-mail
Depending on the settings in the order approval workflow and in the organization settings, you can approve or reject the orders via direct link, without entering the logon data.
Hint: In the case of approvals via the direct link, only all items are approved or rejected for several purchase order items. If you only want to approve or reject individual items, please use the “To order” link. |
If the settings for direct login are activated, you as the approver will receive an e-mail about the order to be approved.
In the e-mail you can take the user data and the rough data for the order. In addition, you can access the following three links from the email without entering your login details:
Approve order: by clicking on this link you can approve the
order immediately. As soon as you have clicked on the link you will get
the following information:Reject order: by clicking on this link you can immediately
reject the order. As soon as you have clicked on the link you will get
the following information:To the order: by clicking on this link, you will be taken directly to the order, without any action, and you can process it further in Onventis.
E-mail for order approval
If you are to approve an order, you will be notified of each new order by email.
In the e-mail you can see the user and the rough data for the order.
After entering your login data, you can call up and process the order directly via the To order link.
Transfer approval of a purchase order to another approver
Depending on the settings in the purchase order approval workflow, you can forward the approval of a purchase order to another approver.
To forward a purchase order to another approver, first open the desired purchase order.
Click on the Transfer approval to other approver button.
In the new window, you can select another user to approve the order from the drop-down menu.
Confirm your entries by clicking the OK button.
The order is forwarded to the selected approver, and the following information is displayed:
“Approver changed by <user last name, name> to <user last name, name>.” |
The selected approver and the purchaser are informed of the approver change by e-mail.
Order change as approver
As an approver, you can change the order to be approved before it is sent. Prerequisite for this is the activation of the option: User can change orders as approver in your user settings.
To change the purchase order, open the purchase order to be approved.
In the tab Basic data you can change the general data for the order:
Order data
SAP Assignment
Supplier data
Customer data
Conditions
Other
The positions ordered by the user are listed in the Positions tab. To make a change to an item, open the item by clicking on the item in the Item column.
You can change the item data in the Basic data tab of an item:
SAP Assignment
Article data
Conditions
Customs data
Account assignment data
KPIs
Other
Via the Save and Close button, your changes will be saved.
After the changes have been made, you can approve or reject the order.
The purchase order is sent either to the next approver or directly to the vendor, depending on the purchase order approval workflow that has been set up.
Information on the approval process
Within a purchase order, you can track the approval process. If one of your purchase orders has not yet been approved, you can use the approval history to determine which user has already approved or not yet approved the purchase order.
To view the approval status, open the desired purchase order.
Via the track status icon you can see the current status of the order.
Via the message history button, you can view all e-mails sent for the order and resend them if necessary. You can open the messages by clicking on the recipient company, the recipient or the name and see the sent text. To resend a message, activate the checkbox in the left column next to the message in question. Click the Send again button to send the e-mail again. The back symbol takes you back to the status overview of the order.
Object: under Object you see the order number and the order title of the order
Changes area
Created: under Created you can see when and by whom the order was created.
Last modified: under Last modified you can see when and by whom the order was last processed.
Approval workflow area
Step: in the column Step you can see all approval steps that have to be processed before the order can be sent to the supplier.
Type: in the column Type you can see if in this step the order has to be approved or if it is an information. The Information type is only used to inform an approver, the approver does not have to approve the purchase order.
Approver: in the column Approver you see the name of the user who has to approve or has already approved the order. In addition, you can see when the approver received notification of the purchase order approval. Under Reaction on, you can see the date and time when the order was approved, as well as which user approved the order.
Substitute: in the column Substitute, you can see the substitute entered in Onventis, if this has been entered for the approver under User administration. The substitute may take over the order approval if the first approver cannot approve the order due to vacation or illness.
Activated workflow criteria: in the column Activated workflow criteria you can see the workflow conditions for the respective workflow step by clicking on the link “Show workflow criteria”. In the table, you can see the reason for the purchase order approval, the condition set in the workflow for activating the workflow step, and the current value of the purchase order.
The Back button takes you back to the approval history.
Status: In the Status column, you can see the current status of the respective approval step. The following statuses are possible:
Approved: the purchase order was approved in this step
To approve: the user has not yet processed the order approval for this step.
Rejected: the approver has rejected the order.
Not used: the approval step was not used. In this case, the criteria for this approval step were not met.
Area Course
In the History section you can see the entire approval history.
Title: in the Title column, you can see detailed information about the approval process.
Created by: in the Created by column, you can see who edited the associated approval process.
Company: in the Company column you can see the organization that processed the approval process.
Date: in the column Date you can see the time (date, time) when the approval process was processed.
Via the change history button you can see the order changes, if any.
You can close the approval history by clicking the Close button. This will take you back to the order form.
Within Onventis you have the possibility to define order approval workflows. You can define different criteria for the check and several approval steps.
Purchase orders that meet the criteria of a purchase order approval workflow are not sent to the supplier until they have been fully approved.
As soon as a user sends a purchase order that meets the criteria of a purchase order approval workflow, a notification is displayed:
“Approval request has been sent to <user: last name, name>!”. |
The approver will be notified of the receipt of an approval request via email.
If you are defined as an approver for purchase orders in a purchase order approval workflow, you have the following options for calling it up:
from the to-do list in your dashboard: To-do list → Release list → “X tasks with release request”.
from the release list
from the order list
from the incoming e-mail:
Approval via direct link
Call from the e-mail
Approve purchase order
To approve an order, open the desired order in the order list. The order is approved via the Approve button.
A dialog box appears for you to confirm your entries:
Confirm the approval process by clicking the OK button. If you want to cancel the process, click the Cancel button.
After successful approval you will get an information to whom the order was sent.
If you are the last approver for the purchase order, the purchase order is sent directly to the vendor. In this case, the following information is displayed:
“The purchase order has been submitted in Onventisan to the suppliers <supplier name> “. The order email has been prepared to be sent to <supplier email address> and will be sent shortly.” |
If other approvers need to approve the purchase order after you, the purchase order is sent to the next approver. In this case, the following information is displayed:
“Order approved! Approval request has been sent to <user last name, name>!” |
After the purchase order has been approved, the purchase order is sent to the supplier, depending on the purchase order approval workflow that has been set up.
The customer will be informed about the approval by e-mail.
Decline order
To reject an order, open the desired order in the order list. Before you can reject a purchase order, you must first enter a reason for rejection in the Comment on approval/rejection field.
After entering the reason for rejection, you can reject the order by clicking the reject button.
A dialog box appears for you to confirm your entries:
Confirm the rejection process by clicking the OK button. If you want to cancel the process, click the Cancel button.
If you do not enter a rejection reason, you will receive an error message:
“Please enter a reason for rejection!” |
After the correct rejection you will get a confirmation information:
“Order refused!” |
The customer will be informed about the rejection by e-mail.
Approve and reject individual items
As the approver, you can also approve or reject individual items of a purchase order.
To approve individual items, go to the item list of the purchase order and activate the checkbox for the items you want to approve. In the standard system, all items are activated.
You must deactivate item(s) that you want to reject.
For the item(s) you want to reject, you must enter the reason for the rejection of the item(s) in the Comment for release/rejection field.
The Approve button sends the approved items either to the next approver or to the supplier.
The purchaser will be informed about the approved and rejected positions by e-mail.
Hint: The rejected item is deleted from the purchase order. In the history, which can be called up via the INFO.svg symbol, the positions are displayed as rejected. |
Approve an order via direct link from an e-mail
Depending on the settings in the order approval workflow and in the organization settings, you can approve or reject the orders via direct link, without entering the logon data.
Hinweis In the case of approvals via the direct link, only all items are approved or rejected for several purchase order items. If you only want to approve or reject individual items, please use the “To order” link. |
If the settings for direct login are activated, you as the approver will receive an e-mail about the order to be approved.
In the e-mail you can take the user data and the rough data for the order. In addition, you can access the following three links from the email without entering your login details:
Approve order: by clicking on this link you can approve the order immediately. As soon as you have clicked on the link you will get the following information:
Reject order: by clicking on this link you can immediately reject the order. As soon as you have clicked on the link you will get the following information:
To the order: by clicking on this link, you will be taken directly to the order, without any action, and you can process it further in Onventis.
E-mail for order approval
If you are to approve an order, you will be notified of each new order by email.
In the e-mail you can see the user and the rough data for the order.
After entering your login data, you can call up and process the order directly via the To order link.
Transfer approval of a purchase order to another approver
Depending on the settings in the purchase order approval workflow, you can forward the approval of a purchase order to another approver.
To forward a purchase order to another approver, first open the desired purchase order.
Click on the Transfer approval to other approver button.
In the new window, you can select another user to approve the order from the drop-down menu.
Confirm your entries by clicking the OK button.
The order is forwarded to the selected approver, and the following information is displayed:
“Approver changed by <user last name, name> to <user last name, name>.” |
The selected approver and the purchaser are informed of the approver change by e-mail.
Order change as approver
As an approver, you can change the order to be approved before it is sent. Prerequisite for this is the activation of the option: User can change orders as approver in your user settings.
To change the purchase order, open the purchase order to be approved.
In the tab Basic data you can change the general data for the order:
Order data
SAP Assignment
Supplier data
Customer data
Conditions
Other
The positions ordered by the user are listed in the Positions tab. To make a change to an item, open the item by clicking on the item in the Item column.
You can change the item data in the Basic data tab of an item:
SAP Assignment
Article data
Conditions
Customs data
Account assignment data
KPIs
Other
Via the Save and Close button, your changes will be saved.
After the changes have been made, you can approve or reject the order.
The purchase order is sent either to the next approver or directly to the vendor, depending on the purchase order approval workflow that has been set up.
Information on the approval process
Within a purchase order, you can track the approval process. If one of your purchase orders has not yet been approved, you can use the approval history to determine which user has already approved or not yet approved the purchase order.
To view the approval status, open the desired purchase order.
Via the track status icon you can see the current status of the order.
Via the message history button, you can view all e-mails sent for the order and resend them if necessary. You can open the messages by clicking on the recipient company, the recipient or the name and see the sent text. To resend a message, activate the checkbox in the left column next to the message in question. Click the Send again button to send the e-mail again. The back symbol takes you back to the status overview of the order.
Object: under Object you see the order number and the order title of the order
Changes area
Created: under Created you can see when and by whom the order was created.
Last modified: under Last modified you can see when and by whom the order was last processed.
Approval workflow area
Step: in the column Step you can see all approval steps that have to be processed before the order can be sent to the supplier.
Type: in the column Type you can see if in this step the order has to be approved or if it is an information. The Information type is only used to inform an approver, the approver does not have to approve the purchase order.
Approver: in the column Approver you see the name of the user who has to approve or has already approved the order. In addition, you can see when the approver received notification of the purchase order approval. Under Reaction on, you can see the date and time when the order was approved, as well as which user approved the order.
Substitute: in the column Substitute, you can see the substitute entered in Onventis, if this has been entered for the approver under User administration. The substitute may take over the order approval if the first approver cannot approve the order due to vacation or illness.
Activated workflow criteria: in the column Activated workflow criteria you can see the workflow conditions for the respective workflow step by clicking on the link “Show workflow criteria”. In the table, you can see the reason for the purchase order approval, the condition set in the workflow for activating the workflow step, and the current value of the purchase order.
The Back button takes you back to the approval history.
Status: In the Status column, you can see the current status of the respective approval step. The following statuses are possible:
Approved: the purchase order was approved in this step
To approve: the user has not yet processed the order approval for this step.
Rejected: the approver has rejected the order.
Not used: the approval step was not used. In this case, the criteria for this approval step were not met.
Area Course
In the History section you can see the entire approval history.
Title: in the Title column, you can see detailed information about the approval process.
Created by: in the Created by column, you can see who edited the associated approval process.
Company: in the Company column you can see the organization that processed the approval process.
Date: in the column Date you can see the time (date, time) when the approval process was processed.
Via the change history button you can see the order changes, if any.
You can close the approval history by clicking the Close button. This will take you back to the order form.