order status

In capture

This status is set if the purchase order is being entered and has not yet been sent to the vendor or an approver. The data of the order can still be changed. In this status, you can delete the purchase order.

Order shipped

The purchase order receives this status when it has been sent to the vendor, possibly after approval.

confirm order

In this status, the purchase order can only be processed by the vendor. He checks them and then sends an order confirmation. The supplier can change the order by changing the order. These changes must be approved or rejected depending on the settings in the order processing workflow. It is informed by e-mail whether the supplier has confirmed or changed the order.

Create delivery note

In this status, the purchase order can only be processed by the vendor. To complete the status, this person must create one or more delivery notes for all items ordered. When the supplier has created the delivery notes, an automatic e-mail is sent. The delivery note is now in the purchase order in the tab Follow-on documents.

Post goods receipt

In this status, the goods receipt must be posted. To post a goods receipt, open the purchase order and select New goods receipt in the pull-down menu. This status is completed when the goods receipt has been posted for all items. The supplier is informed about the booked goods receipt by e-mail. The goods receipt documents can be called up in the follow-on documents tab of the purchase order.

Billing info

In this status, an invoice info must be generated by the vendor. You can find the invoice info under Purchasing, Incoming Invoices, as well as in the tab Follow-on Documents. If the supplier sends an invoice, Onventis sends information about incoming invoices received. The incoming invoices must be confirmed by the responsible user.

Credit advice

In this status, a credit memo must be generated for the vendor. A credit note includes all items of the order, incl. of all shipping costs. After the credit note has been sent, the supplier is informed by e-mail and must then confirm it.

Filed under

If all set order processes have been completed, the order can be archived. Depending on the settings in the order processing workflow, the order is automatically stored and archived. If automatic archiving is deactivated, you can manually store and archive the order using the Store button.

Archived

The order is now complete and can no longer be edited.

Canceled

The order has been cancelled and can no longer be changed. Orders in this status can be copied at any time.

In approval

The purchase order has met the criteria for a purchase order approval workflow. The approver was notified of an order to be approved via email. The approver must approve the purchase order before it can be sent to the vendor. If the purchase order is rejected, it receives the status Rejected by approver. The user who created the order will be informed of the approval or rejection by e-mail.

Rejected by approver

If the approver has rejected the order, the purchaser will be informed by e-mail. The orderer can reset and change the order. The order can then be resent for approval.

Forwarded to representative

The order was not processed in a timely manner by the approver and was forwarded to his representative.