Information on the approval process - Approve or reject orders
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.