What you can do

Task	Where to find it
Request materials for purchase	Procurement > Purchase Requisitions
Invite vendors to bid	Procurement > Requests for Quotation
Review vendor pricing responses	Procurement > Vendor Quotations
Compare vendors and award the business	RFQ detail view > Award Comparison tab
Place an order with a vendor	Procurement > Purchase Orders
Record received materials	Procurement > Goods Receipts
Analyse historical pricing	Procurement > Price History
View procurement tasks	Procurement > Tasks
Configure approval rules and vendor settings	Procurement > Settings
Monitor procurement metrics at a glance	Procurement > Dashboard (company only)

────────────────────────────────────────────────────────────

Key concepts

The procurement flow

A typical purchase passes through a chain of documents, each building on

the previous one:

```

Purchase Request for Vendor

Requisition ---> Quotation ---> Quotations

(PR) (RFQ) (VQ)

| |

| skip bidding v

+---------------> Purchase <--- Award

Order Comparison

(PO)

Goods Receipt

(GR)

Inventory

(arrival journal)

```

Not every purchase follows the full flow. Here are the common paths:

Path	Documents
Competitive bidding	PR > RFQ > VQs > Award > PO > GR
Direct purchase	PR > PO > GR (skip bidding; vendor already known)
Spot purchase	PO (manual) > GR (no requisition needed)
Price enquiry only	RFQ > VQs > Award (no PO created)

Approval gates

Every document passes through an approval step before it can move forward.

Rules are configurable -- you can set up multi-tier reviews, automatic

approvals by amount, and escalation when approvers do not respond. See

[Approval Workflows](10-approval-workflows.md) for the full guide.

Document	Submit action	After approval
Purchase Requisition	Click Send	Approved lines can create RFQs or POs
Request for Quotation	Click Submit	Can be sent to vendors
Vendor Quotation	Click Send to Approval	Can be accepted, rejected, or included in award
Purchase Order	Click Submit	Can be sent to the vendor
Goods Receipt	Click Submit	Can be posted to update inventory

Materials on procurement lines

Two types of materials can appear on procurement lines:

Catalogue materials -- selected from your organisation's Material

Catalogue. These carry full attributes (category, unit, criticality) from

the master record. See [Material Management](../material-docs/01-overview.md).

Temporary materials -- ad-hoc items not yet in the catalogue. You enter

the name, type, unit, category, and part number directly on the line.

Temporary materials can be converted into full catalogue materials later.

Three layers of editability

Document status -- most fields can only be edited in Draft. Once

submitted, configuration fields become read-only.

Authorisation rules -- if rules are configured, only users in the

designated group for a material's category can edit that line.

Line status -- each line tracks its own status independently. An

approved line cannot be changed even if the header is still editable.

────────────────────────────────────────────────────────────

Company vs ship availability

The company application has the full procurement module. The ship application

currently supports Purchase Requisitions only.

Feature	Company	Ship
Purchase Requisitions	Yes	Yes
Requests for Quotation	Yes	--
Vendor Quotations	Yes	--
Award Comparison	Yes	--
Purchase Orders	Yes	--
Goods Receipts	Yes	--
Price History	Yes	--
Dashboard	Yes	--
Approval Workflows	Yes	--
Settings (vendors, payment terms)	Yes	--

Ship-side requisitions share the same form and approval flow as company-side

requisitions, with some differences -- see

[Purchase Requisitions](03-purchase-requisitions.md#ship-side-requisitions).

────────────────────────────────────────────────────────────

How Procurement connects to other modules

```

Material Management Inventory Management

(master data) (stock, journals)

| ^

v |

+-------------------------------------------+

| Procurement |

| (requisitions, quotations, orders, |

| goods receipts, award comparison) |

+-------------------------------------------+

| |

v v

Maintenance Dashboard

(spare-part requests) (procurement widgets)

```

Material Management -- materials, their types, units, and catalogue

classifications are the master data that procurement operates on. See

[Material Management](../material-docs/01-overview.md).

Inventory Management -- when a goods receipt is posted, it automatically

creates an inventory arrival journal that updates on-hand quantities.

Reversing the receipt reverses the arrival. See

[Inventory > Arrival Journal](../inventory-docs/04-arrival-journal.md).

Maintenance -- equipment-linked spare parts can trigger procurement

requisitions when stock falls below thresholds.

Dashboard -- procurement widgets display draft counts, pending approvals,

overdue orders, and spending analytics.

────────────────────────────────────────────────────────────

Navigation (company application)

Menu item	Description
Dashboard	Customisable widgets for procurement KPIs
Purchase Requisitions	All purchase requisitions
Requests for Quotation	All RFQs
Vendor Quotations	All vendor quotation responses
Purchase Orders	All purchase orders
Goods Receipts	All goods receipts
Price History	Historical pricing analytics
Tasks	Procurement tasks grouped by type
Settings
&ensp; Approval Rules	Approval workflow configuration
&ensp; Authorisation Rules	Material category-based edit access
&ensp; Vendors	Vendor management and categories
&ensp; Payment Terms	Configurable payment conditions
&ensp; Incoterms	International delivery terms
&ensp; Freight Terms	Shipping cost responsibility terms
&ensp; Tax Codes	Tax rate definitions
&ensp; User Groups	Groups for approval and authorisation assignment
&ensp; Priorities	Priority reference list
&ensp; Severities	Severity reference list

Navigation (ship application)

The ship application provides a subset of the company navigation:

Menu item	Description
Purchase Requisitions	Create and manage requisitions on vessels

The ship application supports the full requisition workflow -- create, edit, submit for approval, and track status. Downstream documents (RFQ, PO, GR) are managed from the company application.

────────────────────────────────────────────────────────────

Quick Start Guide

This guide walks you through a complete purchase -- from creating a

requisition to receiving goods into inventory. By the end you will have

used every core document in the procurement module.

For the direct-purchase shortcut and the ship-side path, see the

alternative flows at the bottom of this page.

────────────────────────────────────────────────────────────

Step 1 -- Create a purchase requisition

A requisition is your starting point. It is an internal request that says

"we need to buy these materials."

Go to Procurement > Purchase Requisitions and click Create.
Fill in the organisational fields (can only be set while the requisition

is in Draft):

Field	Purpose
Legal Entity	The corporate entity making the purchase
Location	Where the materials will be delivered
Material Catalogue	Determines which materials you can add to lines
Material Type	Further narrows the available materials

Set delivery details: Delivery Date, Delivery Place, Priority,

and Severity.

Add the materials you need:

Click Material Catalogue in the lines toolbar to browse and add

multiple materials at once, or

Click Add Line to create a blank line and select the material manually

For each line, set at least the Quantity. You can also set an estimated

Unit Price, a Fixed Vendor, and any Remarks.

**Tip:** If the material you need is not in the catalogue, enter it as a temporary material directly on the line -- fill in the name, type, unit, category, and part number.

────────────────────────────────────────────────────────────

Step 2 -- Submit for approval

Click the Send button in the toolbar.
The system finds matching approval rules and creates approval tasks --

both at the header level and for individual lines.

The requisition moves to In Review.

What the approver does

The approver opens the requisition and sees Approve, Reject, and

Request Change buttons. They can act on the whole document or on

individual lines using the batch line buttons.

Approver action	Effect
Approve	Lines move to Approved
Reject	Lines move to Rejected
Request Change	Requisition moves to Change Requested

If changes are requested

Edit the flagged fields and click Resubmit to send it back for review.

Alternatively, click Reopen to return to Draft and start the approval

process fresh.

Approval result

Outcome	Header status
All lines approved	Approved
Some lines approved, some not	Partially Approved
All lines rejected	Rejected

────────────────────────────────────────────────────────────

Step 3 -- Create an RFQ (competitive bidding)

If you want competitive bids from multiple vendors:

Open your approved requisition.
Select the approved lines you want to put out for bidding.
Click Create RFQ from the Create dropdown.
On the new RFQ, configure:

Setting	Purpose
Invited Vendors	Which vendors receive the invitation
Submission Deadline	When vendors must respond by
Comparison Currency	Currency for normalising prices during comparison
Alternate Preference	Whether vendors may propose substitutes

Click Submit for Approval and go through the approval flow.
Once approved, click Send to Vendors.

What happens when you send

The system generates a unique portal link for each vendor, creates a Vendor

Quotation record for each (in Draft status), and sends invitation emails.

Vendors respond through the [Supplier Portal](11-supplier-portal.md) --

no login required.

────────────────────────────────────────────────────────────

Step 4 -- Receive and compare vendor quotations

Vendor side

The vendor opens their portal link from the email.
They set their contact person (required before editing).
They fill in pricing: unit price, discount, delivery dates, lead time,

and tax codes.

They click Submit.

Your side

Monitor responses on the RFQ or the Vendor Quotations list.
Optionally, send submitted quotations to internal approval for review.
When all vendors have responded (or the deadline passes), the RFQ moves

to Received.

Open the Award Comparison tab.

Comparing and awarding

Create scenarios -- choose from manual allocation, per-line

optimisation (lowest price, fastest delivery, best value), or

single-vendor optimisation.

Review allocations -- for manual scenarios, allocate quantities to

vendors per line. Automatic scenarios do this for you.

Compare -- review the comparison matrix with price competitiveness

indicators and delivery comparisons.

Select the best scenario and click Apply Scenario.
Click Finalise -- this automatically creates Purchase Orders, one per

awarded vendor, and rejects unawarded quotations.

For the full comparison guide, see [Award Comparison](06-award-comparison.md).

────────────────────────────────────────────────────────────

Step 5 -- Manage the purchase order

After finalisation (or if you created a PO directly from a requisition):

Review the PO -- vendor, lines, pricing, and commercial terms.
Click Submit for Approval and go through the approval flow.
Once approved, click Send -- this generates a portal link and makes

the PO available to the vendor.

The vendor clicks Acknowledge through their portal to confirm receipt.
The PO moves through: Sent > Acknowledged.

────────────────────────────────────────────────────────────

Step 6 -- Record the goods receipt

When the materials arrive:

Open the PO (in Acknowledged or Partially Received status) and click

Create GR.

Lines are pre-populated from the PO with the remaining quantities.
Adjust the received quantities if needed.
Add shipping details: packing slip, bill of lading, shipped date, and

receipt date.

Click Submit for Approval and go through the approval flow.
Once approved, click Post.

What posting does

Posting creates an Inventory Arrival Journal that updates on-hand quantities.

The PO's received quantities are updated, and the PO transitions to

Partially Received or Received depending on how much was delivered. Your

materials are now tracked in inventory. See

[Inventory > Arrival Journal](../inventory-docs/04-arrival-journal.md).

If a mistake was made

Click Reverse on a posted goods receipt. This creates offsetting journal

entries to undo the inventory changes and marks the receipt as Reversed.

────────────────────────────────────────────────────────────

Summary

```

Requisition (Draft > Approved)

+--> RFQ (Draft > Sent) > Vendor Quotations > Award > Finalise

+--> Purchase Order (Draft > Sent > Acknowledged)

+--> Goods Receipt (Draft > Posted > inventory updated)

```

────────────────────────────────────────────────────────────

Alternative flows

Direct purchase (skip bidding)

When you already know the vendor and do not need competitive bids:

Open your approved requisition and select lines that have a fixed vendor.
Click Create PO from the Create dropdown.
Select the target vendor in the modal.
The PO is created with the selected lines pre-populated.

```

Requisition (Approved) --> Purchase Order --> Goods Receipt --> Inventory

```

Ship-side requisition

On the ship application, crew members can create requisitions for materials

needed on board:

Go to Procurement > Purchase Requisitions and click Create.
Fill in the same fields as a company-side requisition. The location is

filtered to the vessel's inventory location.

Submit for approval and track the status.
Once approved, the company procurement team picks up the requisition and

creates downstream documents (RFQ or PO) from the company application.

Ship-side requisitions do not support creating RFQs or POs directly. All downstream procurement actions happen on the company side.

────────────────────────────────────────────────────────────

Purchase Requisitions

A Purchase Requisition (PR) is how you tell your organisation "we need to

buy these materials." It is the starting point for most procurement workflows.

Once a requisition is approved, you can convert its lines into Requests for

Quotation (for competitive bidding) or directly into Purchase Orders (when

you already know the vendor).

────────────────────────────────────────────────────────────

Creating a requisition

Go to Procurement > Purchase Requisitions and click Create.
Fill in the organisational fields -- these are required and can only be

changed while the requisition is in Draft:

Field	Description
Legal Entity	The corporate entity making the purchase (determines reporting currency)
Location	Where the materials will be delivered
Material Catalogue	Determines which materials you can add to lines
Material Type	Further filters the available materials

Optionally set:

Field	Description
Name	User-defined requisition name
Justification	Business justification for the purchase
Delivery Date	Target delivery date
Delivery Place	Specific delivery address or area
Priority	Business importance classification
Severity	Urgency classification
Currency	Document currency (defaults to legal entity currency)

────────────────────────────────────────────────────────────

Adding lines

You can add materials to the requisition in two ways:

Material Catalogue button -- opens a catalogue browser where you can

search, filter, and add multiple materials with quantities in one step.

This is the recommended approach.

Add Line button -- creates a blank line. You then select the material

manually, or enter a temporary material if the item is not in the catalogue.

Line fields

Field	Description
Material	A catalogue material, or a temporary material
Quantity	Requested quantity (required)
Unit Price	Estimated unit price (for budgeting)
Fixed Vendor	Mandatory vendor for this line
Suggested Vendors	Informational vendor preferences
Space	Storage space or compartment reference
Remark	Notes about the line
Attachments	Supporting documents
Date Requested	When the material was requested
Requested By	Who requested it

Temporary materials

If the material you need is not in the catalogue, you can create a temporary

material directly on the line. Enter the name, type, unit, category, and

part number. Temporary materials appear with a visual indicator and can

later be converted into full catalogue material records. See

[Material Management > Materials](../material-docs/02-materials.md).

────────────────────────────────────────────────────────────

Submitting for approval

When the requisition is ready:

Click the Send button.
The system matches the requisition against active approval rules and

creates approval tasks -- both at the header level and for individual lines.

The requisition moves to In Review.

What approvers see

Approvers find the requisition in their "My Pending Approvals" dashboard

widget. They can:

Approve, Reject, or Request Change on the header
Act on individual lines using the batch line buttons (Approve Lines,

Reject Lines, Request Change Lines)

Batch line operations

Approvers can select multiple lines and act on them in a single operation:

Button	Effect
Approve Lines	Moves selected In Review lines to Approved
Reject Lines	Moves selected In Review lines to Rejected
Request Change Lines	Moves selected In Review lines to Change Requested
Resubmit Lines	Resubmits selected Change Requested / Rejected lines

If changes are requested

The requisition moves to Change Requested. You can:

Edit the fields that need changing, then click Resubmit
Or click Reopen to return to Draft (this clears approval history)

Line-level approval

Requisition lines are approved independently from the header. The header

status reflects the aggregate result:

Outcome	Header status
All lines approved	Approved
Some approved, some not	Partially Approved
All lines rejected	Rejected

────────────────────────────────────────────────────────────

Inventory snapshot at approval

When a requisition line is approved, the system captures a snapshot of the

material's current inventory data. This gives approvers and buyers a

point-in-time reference for procurement decisions.

Snapshot field	Description
On-Hand Quantity	Stock level at approval time
Minimum Quantity	Minimum stock level from coverage settings
Optimal Quantity	Optimal stock level from coverage settings
Maximum Quantity	Maximum stock level from coverage settings
Is Critical	Whether the material is marked critical
Criticality	Criticality classification
Valuation	Valuation method
Min Order Quantity	Minimum order quantity
Max Order Quantity	Maximum order quantity
Planned Delivery Days	Planned lead time from coverage settings
Snapshot Date	When the snapshot was taken

See [Inventory > On Hand](../inventory-docs/09-on-hand.md) for how stock

levels are calculated.

────────────────────────────────────────────────────────────

Creating downstream documents

Once the requisition is approved (or partially approved), you can convert

approved lines into purchasing documents.

Create an RFQ (competitive bidding)

Select the approved lines you want to put out for bids.
Click Create RFQ from the Create dropdown.
The system creates an RFQ with the selected materials, quantities, and

specifications.

The selected requisition lines move to In Progress.

Create a PO directly (skip bidding)

Select approved lines -- at least one must have a fixed vendor or

suggested vendors.

Click Create PO from the Create dropdown.
Choose the target vendor in the modal.
The system creates a PO with the selected lines pre-populated.
The selected requisition lines move to In Progress.

────────────────────────────────────────────────────────────

Ship-side requisitions

The ship application supports the full requisition creation and approval

workflow with some differences:

Aspect	Company	Ship
Create requisitions	Yes	Yes
Location filter	All locations	Filtered to the vessel's inventory location
Material Catalogue	Full catalogue browser	Full catalogue browser
Temporary materials	Yes	Yes
Submit for approval	Yes	Yes
Approve lines	Yes	Yes
Create RFQ	Yes	--
Create PO	Yes	--
Downstream documents	All (RFQ, PO, GR)	None (handled company-side)

Ship-side requisitions are visible in the company application, where the

procurement team can create RFQs and POs from the approved lines.

────────────────────────────────────────────────────────────

Header statuses

Status	Colour	Description
Draft	Amber	Being prepared; all fields editable
In Review	Amber	Under approval; approvers can act
Change Requested	Orange	Approver requested modifications
Rejected	Red	All lines rejected; can be reopened
Approved	Green	All lines approved; ready for downstream documents
Partially Approved	Cyan	Some lines approved, some not
Recalled	Red	Recalled by submitter
Partially Fulfilled	Cyan	Some approved lines converted to RFQ/PO
Fulfilled	Green	All approved lines converted to downstream documents
Cancelled	Red	Cancelled

────────────────────────────────────────────────────────────

Toolbar action matrix

Action	Draft	In Review	Change Req.	Rejected	Approved	Partially Approved	Partially Fulfilled	Fulfilled	Cancelled
Edit fields	Yes	--	Yes	--	--	--	--	--	--
Send (submit)	Yes	--	--	--	--	--	--	--	--
Approve	--	Yes	--	--	--	--	--	--	--
Reject	--	Yes	--	--	--	--	--	--	--
Request Change	--	Yes	--	--	--	--	--	--	--
Resubmit	--	--	Yes	--	--	--	--	--	--
Reopen	--	--	Yes	Yes	--	--	--	--	--
Create RFQ	--	--	--	--	Yes	Yes	Yes	--	--
Create PO	--	--	--	--	Yes	Yes	Yes	--	--
Cancel	Yes	--	--	--	Yes	--	--	--	--
Delete	Yes	--	--	--	--	--	--	--	--
Duplicate	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes

────────────────────────────────────────────────────────────

Editability matrix

Field	Draft	In Review	Change Req. / Rejected	Approved / Partially Approved	Partially Fulfilled	Fulfilled / Cancelled
Organisational fields (catalogue, type, entity, loc.)	Edit	--	--	--	--	--
Justification	Edit	Edit	--	--	--	--
Requisition date	Edit	--	--	--	--	--
Name, comments	Edit	Edit	Edit	Edit	Edit	--
Attachments	Edit	Edit	Edit	Edit	Edit	--
Priority, severity	Edit	Edit	Edit	Edit	--	--
Delivery date, delivery place	Edit	Edit	Edit	Edit	--	--
Exchange rates	Edit	Edit	Edit	Edit	Edit	--
Lines (add / remove / edit)	Edit	--	--	--	--	--

Line editing also depends on the line's own status -- only lines in Draft, Change Requested, or Rejected status can be edited. If authorisation rules are in place, you also need to be in the authorised group for the line's material category.

────────────────────────────────────────────────────────────

Line statuses

Status	Colour	Editable?	Description
Draft	Amber	Yes	Being prepared
In Review	Amber	No	Under approval
Change Requested	Orange	Yes	Approver requested changes
Approved	Green	No	Approved; ready for downstream
Rejected	Red	Yes	Rejected (can be resubmitted)
Cancelled	Red	No	Cancelled
In Progress	Blue	No	Downstream documents created (RFQ or PO)
Fulfilled	Green	No	Fully converted to downstream documents

────────────────────────────────────────────────────────────

Lines toolbar

Button	When visible	Disabled when
Add Line	Always	Cannot edit or header not in Draft
Material Catalogue	Always	Header not in Draft
Create RFQ	Header is Approved, Partially Approved, or Partially Fulfilled	No approved lines selected
Create PO	Same as Create RFQ	No approved lines selected, or no vendors
Approve Lines	Header has In Review lines	No In Review lines selected
Reject Lines	Header has In Review lines	No In Review lines selected
Request Change Lines	Header has In Review lines	No In Review lines selected
Resubmit Lines	Header has Change Requested or Rejected lines	No matching lines selected

────────────────────────────────────────────────────────────

Validation rules

Rule	When checked
At least one line must exist	Before submit
Each line must have a material (catalogue or temporary)	Before submit
Each line must have a quantity greater than zero	Before submit
Fixed vendor (if set) must be active	Before submit
Catalogue materials must be active	Before submit

────────────────────────────────────────────────────────────

Request for Quotation

A Request for Quotation (RFQ) lets you invite multiple vendors to bid on

the materials you need. You define what you want to buy and set a deadline,

then vendors respond with their pricing, delivery terms, and commercial

conditions through the [Supplier Portal](11-supplier-portal.md). Once

responses are in, you compare offers using [Award Comparison](06-award-comparison.md)

and award the business to the best vendor.

────────────────────────────────────────────────────────────

Creating an RFQ

From a requisition (recommended)

Open an approved requisition.
Select the approved lines you want to put out for bids.
Click Create RFQ from the Create dropdown.
The system creates an RFQ with the selected materials, quantities, and

specifications pre-populated.

From scratch

Go to Procurement > Requests for Quotation and click Create.
Add lines manually by clicking Add Line in the lines toolbar.

────────────────────────────────────────────────────────────

Configuring the RFQ

Once the RFQ is created, fill in the header fields (editable in Draft only):

Field	Description
Name	User-defined RFQ name
Description	Detailed RFQ description
Legal Entity	Corporate entity for the purchase
Location	Delivery location
Currency	Document currency
Invited Vendors	Vendors you want to receive bids from
Submission Deadline	Date by which vendors must respond
Comparison Currency	Currency for normalising prices during award comparison
Quotation Validity Date	How long vendor quotes remain valid
Requested Delivery Date	Desired delivery date
Incoterm	Default delivery terms
Payment Terms	Default payment conditions
Alternate Preference	Whether vendors can propose substitute materials

Alternate preference options

Option	Meaning
Suggest Alternate	Vendors may suggest alternatives alongside the exact item
Allow Alternate	Vendors may supply alternatives
Disallow Alternate	Vendors must quote the exact material requested

**Tip:** The target price field on each line is for your internal reference only -- vendors never see it. Use it to set a budget benchmark for the award comparison.

────────────────────────────────────────────────────────────

Submitting for approval

Click Submit for Approval.
The system creates approval tasks based on matching rules (header and line level).
The RFQ moves to In Review.

Approvers can approve, reject, or request changes. If changes are requested,

edit the fields and click Resubmit.

────────────────────────────────────────────────────────────

Sending to vendors

Once the RFQ is approved:

Click Send to Vendors.
For each invited vendor, the system:

Generates a unique portal link (JWT token, no login required)
Creates a Vendor Quotation record in Draft status with lines matching

the RFQ

Sends an invitation email

The RFQ moves to Sent.

You can send to additional vendors even after the RFQ is in Sent status -- add the vendor and click Send to Vendors again. Only newly added vendors receive the invitation.

Amendments

If you need to change an RFQ after it has been sent, the system tracks

amendments:

Field	Description
Is Amended	Flag indicating the RFQ has been revised
Amendment Number	Counter incremented on each re-send

Each re-send increments the amendment counter so vendors know a revision

has been made.

────────────────────────────────────────────────────────────

Monitoring vendor responses

After sending:

Track which vendors have responded on the RFQ detail view or the Vendor

Quotations list

When all vendors have submitted (or the deadline passes), the RFQ moves

to Received

The "VQs Awaiting Response" dashboard widget shows outstanding quotes
Vendor quotations that are not submitted before the deadline automatically

expire

────────────────────────────────────────────────────────────

Award and finalise

Once the RFQ is in Sent or Received status:

Open the Award Comparison tab to create scenarios and compare offers.
Select the best scenario and click Apply Scenario.
Click Finalise to award the business. This automatically creates

Purchase Orders (one per awarded vendor) and moves the RFQ to Awarded.

For the full comparison workflow, see [Award Comparison](06-award-comparison.md).

────────────────────────────────────────────────────────────

Header statuses

Status	Colour	Description
Draft	Amber	Being prepared; all fields editable
In Review	Amber	Under approval
Change Requested	Orange	Approver requested modifications
Rejected	Red	Rejected by approver
Approved	Green	Approved; ready to send to vendors
Cancelled	Red	Cancelled
Sent	Blue	Sent to vendors; awaiting responses
Received	Cyan	All responses received or deadline passed
Awarded	Emerald	Award finalised; POs created

────────────────────────────────────────────────────────────

Toolbar action matrix

Action	Draft	In Review	Change Req.	Rejected	Approved	Cancelled	Sent	Received	Awarded
Edit fields	Yes	--	Yes	--	--	--	--	--	--
Submit for Approval	Yes	--	--	--	--	--	--	--	--
Approve	--	Yes	--	--	--	--	--	--	--
Reject	--	Yes	--	--	--	--	--	--	--
Request Change	--	Yes	--	--	--	--	--	--	--
Resubmit	--	--	Yes	--	--	--	--	--	--
Send to Vendors	--	--	--	--	Yes	--	Yes*	--	--
Create Scenario	--	--	--	--	--	--	Yes	Yes	--
Finalise	--	--	--	--	--	--	--	Yes	--
Cancel	Yes	Yes	Yes	--	Yes	--	Yes	Yes	--
Delete	Yes	--	--	--	--	--	--	--	--
Duplicate	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes

\ Send to Vendors in Sent status only sends to newly added vendors.*

────────────────────────────────────────────────────────────

Editability matrix

Field	Draft	All other statuses
All header fields (name, description, currency, etc.)	Edit	--
Invited vendors (add / remove)	Edit	--
Lines (material, quantity, target price, delivery)	Edit	--
Comments	Edit	Edit*
Attachments	Edit	Edit*

\ Except when cancelled.*

Lines in Change Requested or Rejected status can still be edited for resubmission. Lines that have moved to Requested, Quoted, or Awarded status are read-only.

────────────────────────────────────────────────────────────

Line statuses

Status	Colour	Editable?	Description
Draft	Amber	Yes	Being prepared
In Review	Amber	No	Under approval
Change Requested	Orange	Yes	Approver requested changes
Approved	Green	No	Approved
Rejected	Red	Yes	Rejected (can be resubmitted)
Cancelled	Red	No	Cancelled
Requested	Blue	No	Sent to vendors
Quoted	Cyan	No	At least one vendor has quoted this line
Awarded	Emerald	No	Awarded to a vendor after finalisation

────────────────────────────────────────────────────────────

Validation rules

Rule	When checked
At least one line with a valid material and quantity	Before submit
At least one invited vendor (must be active)	Before submit
No blocking header or line validation errors	Before submit

────────────────────────────────────────────────────────────

Vendor Quotations

When you send an RFQ to vendors, the system creates a Vendor Quotation (VQ)

for each invited vendor. The VQ is where the vendor enters their pricing,

delivery terms, and commercial conditions. On the buyer side, you review what

vendors submitted, run it through internal approval if needed, and decide

which offers to accept.

For how vendors fill out their quotation, see

[Supplier Portal](11-supplier-portal.md). For comparing multiple quotations

side by side, see [Award Comparison](06-award-comparison.md).

────────────────────────────────────────────────────────────

How vendor quotations are created

You do not create vendor quotations manually -- they are automatically

generated when you send an RFQ to vendors:

You create an RFQ and invite vendors.
You approve the RFQ and click Send to Vendors.
The system creates one VQ per invited vendor, each in Draft status.
Each VQ gets a unique portal link that the vendor uses to submit their

response.

────────────────────────────────────────────────────────────

Reviewing a submitted quotation

When a vendor submits their quotation:

Go to Procurement > Vendor Quotations or open the VQ from the parent RFQ.
Review what the vendor offered:

Section	What to check
Pricing	Unit price, discounts, freight costs, and tax for each line
Delivery	Proposed delivery date and lead time per line
Commercial terms	Currency, incoterm, payment terms, freight terms
Vendor details	Vendor item numbers, descriptions, and notes
Attachments	Supporting documents the vendor uploaded

Check the Price History master detail on any line to see how the

vendor's price compares to historical purchases for that material.

Expand the price history panel on a VQ line to instantly see whether the quoted price is above or below the historical average for that material and vendor combination. See [Price History](09-price-history.md).

────────────────────────────────────────────────────────────

Sending to internal approval

If your organisation requires internal review of vendor quotations:

Open a submitted VQ and click Send to Approval.
The system creates approval tasks based on matching rules.
The VQ moves to In Review.
Approvers can approve, reject the approval, or request changes.

After approval, the VQ is ready for award consideration.

────────────────────────────────────────────────────────────

Accepting or rejecting a quotation

You can directly act on a submitted VQ:

Reject -- rejects the quotation. Available when the VQ is in

Submitted status.

Cancel -- cancels the VQ entirely. Available from Draft or Submitted

status.

Most commonly, you will use the [Award Comparison](06-award-comparison.md)

tool on the RFQ to compare all quotations and award the business from

there, rather than accepting or rejecting individual VQs.

────────────────────────────────────────────────────────────

Auto-expiry

If a vendor does not submit their quotation before the RFQ's submission

deadline, their VQ automatically expires. Expired VQs move to Expired

status and can no longer be edited or submitted.

────────────────────────────────────────────────────────────

Excel import and export

You can work with VQ pricing data in Excel:

Export

Click Export to download all VQ lines with current pricing to an Excel

file. Available in all statuses.

Import

Click Import to upload an Excel file with pricing data.
The system previews the changes before applying, showing:

Changes -- fields that will be updated
Errors -- invalid data that cannot be applied
Warnings -- data that may need review

Review the preview and click Apply to update the lines.

Import is available in Draft and Change Requested statuses. This is useful

for vendors who prefer to work in Excel, or for bulk reviewing pricing

across many lines. See also [Supplier Portal > Working with Excel](11-supplier-portal.md#working-with-excel).

────────────────────────────────────────────────────────────

Header statuses

Status	Colour	Description
Draft	Amber	Vendor is preparing their response
Submitted	Blue	Vendor has submitted; awaiting buyer review
In Review	Cyan	Under internal approval
Change Requested	Teal	Internal approver requested modifications
Approved	Green	Internally approved; ready for award consideration
Rejected	Red	Rejected by buyer
Expired	Grey	Vendor missed the submission deadline
Withdrawn	Orange	Vendor withdrew their quotation
Cancelled	Grey	Cancelled by buyer
Closed	Purple	Process complete (awarded or finalised)

────────────────────────────────────────────────────────────

Toolbar action matrix

Action	Draft	Submitted	In Review	Change Req.	Approved	Rejected	Expired	Withdrawn	Cancelled	Closed
Send to Approval	--	Yes	--	--	--	--	--	--	--	--
Approve	--	--	Yes	--	--	--	--	--	--	--
Reject Approval	--	--	Yes	--	--	--	--	--	--	--
Request Change	--	--	Yes	--	--	--	--	--	--	--
Resubmit Approval	--	--	--	Yes	--	--	--	--	--	--
Reject	--	Yes	--	--	--	--	--	--	--	--
Cancel	Yes	Yes	--	--	--	--	--	--	--	--
Reopen	--	--	--	--	--	--	--	Yes*	--	--
Copy Link	Yes	Yes	Yes	Yes	Yes	Yes	--	Yes	--	--
Export Excel	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Import Excel	Yes	--	--	Yes	--	--	--	--	--	--

\ Reopen is only available if the parent RFQ is still active and the

submission deadline has not passed.*

────────────────────────────────────────────────────────────

Editability matrix

Field	Draft	Submitted and later
Commercial terms (currency, incoterm, payment, freight)	Edit	--
Line pricing (unit price, quantity, discounts, tax)	Edit	--
Proposed delivery date, lead time	Edit	--
Comments	Edit	Edit*
Attachments	Edit	Edit*
Exchange rate	Edit	Edit**

\ Except when cancelled.*

\\ Except when cancelled, withdrawn, rejected, expired, or closed.

Most VQ editing is done by the vendor through the Supplier Portal, not by the buyer. The buyer primarily reviews, approves, and acts on the quotation.

────────────────────────────────────────────────────────────

Line statuses

Status	Colour	Description
Draft	Amber	Awaiting vendor response
Quoted	Blue	Vendor has provided pricing
Accepted	Green	Accepted by buyer
Rejected	Red	Rejected
Expired	Grey	Deadline passed
Withdrawn	Orange	Vendor withdrew
Cancelled	Grey	Cancelled
Closed	Purple	Processing complete

────────────────────────────────────────────────────────────

Buyer vs vendor actions

Role	Actions
Buyer	Send to approval, approve, reject approval, request changes, resubmit approval, reject, cancel
Vendor (via portal)	Set contact person, fill in pricing and terms, submit, withdraw, reopen after withdrawal

────────────────────────────────────────────────────────────

Award Comparison

The award comparison tool helps you evaluate vendor quotations side by side

and decide how to allocate your purchase across vendors. You create different

award scenarios -- manual or automatic -- compare the results, and finalise

the one that best meets your needs. Finalising an award automatically creates

Purchase Orders for the winning vendors.

────────────────────────────────────────────────────────────

When to use award comparison

Use the award comparison when your RFQ has received responses from multiple

vendors and you need to decide who gets the business. The comparison tab

becomes available on the RFQ once it reaches Sent or Received status.

If you only invited one vendor, or if the decision is straightforward, you

can still use the comparison tool -- but you may find it simpler to accept

a single VQ directly.

────────────────────────────────────────────────────────────

Opening the award comparison

Open your RFQ (in Sent or Received status).
Click the Award Comparison tab.
You will see a toolbar for managing scenarios and a comparison matrix below.

────────────────────────────────────────────────────────────

Creating a scenario

A scenario is a "what-if" allocation plan. You can create multiple scenarios

to compare different strategies, then select the best one.

Click Create Scenario and choose a type:

Manual scenario

Allocate quantities to vendors by hand, line by line. Best when you need

full control over the allocation or when automatic optimisation does not

capture your specific requirements.

Per-line optimisation

The system automatically picks the best vendor for each line independently:

Type	What it optimises
Lowest Price Per Line	Cheapest quote for each line
Fastest Delivery Per Line	Shortest lead time for each line
Best Value Per Line	Balance of price and delivery for each line

Single-vendor optimisation

The system picks one vendor for all lines:

Type	What it optimises
Lowest Total Single Vendor	One vendor with the lowest total cost
Fastest Delivery Single Vendor	One vendor with the shortest overall delivery
Best Value Single Vendor	One vendor balancing price and delivery
Most Complete Single Vendor	One vendor covering the most lines

The Most Complete option is useful when no single vendor quotes everything -- it finds the vendor that covers the widest range of requested materials.

────────────────────────────────────────────────────────────

Allocation modes

For manual scenarios, you allocate quantities to vendors for each line.

Choose an allocation mode:

Mode	How it works	Example
Entire Item	Full quantity goes to one vendor	100 units to Vendor A
Percentage	Split by percentage across vendors	60% to Vendor A, 40% to Vendor B
Quantity	Split by absolute amounts across vendors	60 units to Vendor A, 40 units to Vendor B

For each line, the comparison shows the award status:

Award status	Colour	Meaning
Not Started	Grey	No vendor allocated yet
Partial	Yellow	Some quantity allocated but not fully covered
Complete	Green	Full quantity allocated

────────────────────────────────────────────────────────────

Comparison matrix

The comparison matrix shows all vendor offers side by side with:

Unit prices and line totals per vendor
Price competitiveness indicators -- visual markers showing how each

vendor's price compares to the best offer and the average

Delivery dates and lead times per vendor
Your allocation for the selected scenario

Prices are normalised to the comparison currency (set on the RFQ) so you

can compare vendors quoting in different currencies fairly.

────────────────────────────────────────────────────────────

Stale price detection

The comparison service detects stale prices. When you create an allocation,

the system captures a snapshot of the vendor's unit price and lead time at

that moment. If the vendor's pricing has changed since the snapshot (for

example, due to an RFQ amendment), a warning appears so you can review and

update the allocation.

Snapshot field	Purpose
Snapshot Unit Price	Price at time of allocation
Snapshot Lead Time Days	Lead time at time of allocation
Snapshot Date	When the snapshot was taken

────────────────────────────────────────────────────────────

Selecting and applying a scenario

Review your scenarios.
Click Apply Scenario on the one you want to use. This marks it as

Selected and sets all other scenarios to Not Selected.

Only one scenario can be selected at a time.

You can switch between scenarios before finalising -- selecting a different

one automatically deselects the previous one.

────────────────────────────────────────────────────────────

Finalising the award

When you are satisfied with the selected scenario:

Make sure the RFQ is in Received status and a scenario is selected.
Click Finalise.
The system:

Creates a Purchase Order for each awarded vendor, containing only

their awarded lines and quantities

Updates the awarded vendor quotation lines with award details (awarded

quantity, date, awarded by, notes)

Rejects any vendor quotations that received no awards
Moves the RFQ to Awarded status

Finalisation is irreversible. Once you finalise, the award is locked and the purchase orders are created.

────────────────────────────────────────────────────────────

Scenario statuses

Status	Colour	Description
Draft	Amber	Being prepared; allocations can be edited
Selected	Green	Selected for finalisation
Not Selected	Grey	Not the active scenario

────────────────────────────────────────────────────────────

Scenario management

Action	When available
Create	RFQ is in Sent or Received status
Edit	Scenario is in Draft and RFQ is in Sent or Received
Clone	Any time (creates a copy with all allocations)
Delete	Scenario is in Draft and RFQ is in Sent or Received
Select	Any scenario can be selected
Finalise	RFQ is in Received status and a scenario is selected

Only one scenario can be Selected at a time per RFQ. The award toolbar is

only active when the RFQ is in Sent or Received status.

────────────────────────────────────────────────────────────

Purchase Orders

A Purchase Order (PO) is the formal commitment to a vendor -- it authorises

the purchase of specific materials at agreed prices, quantities, and terms.

POs serve as the contractual document against which goods are received and

invoiced.

────────────────────────────────────────────────────────────

Creating a purchase order

Every purchase that goes through to delivery needs a Purchase Order. POs

can be created in several ways depending on your workflow:

From an award (automatic)

When you finalise an [Award Comparison](06-award-comparison.md), the system

creates one PO per awarded vendor. These POs come pre-populated with the

awarded lines, quantities, pricing, and commercial terms from the vendor

quotation.

From a requisition

Open an approved requisition.
Select lines that have a fixed vendor or suggested vendors.
Click Create PO from the Create dropdown.
Select the target vendor in the modal.
The PO is created with the selected lines pre-populated.

Manually

Go to Procurement > Purchase Orders and click Create.
Set the Vendor, Legal Entity, and Location.
Add lines manually.

────────────────────────────────────────────────────────────

Origin field locking

When a PO is created from an upstream document, certain fields are locked

to preserve data integrity:

Origin	Vendor locked	Currency locked	Payment terms locked	Material fields locked
Manual	No	No	No	No
Requisition	Yes	No	No	Yes
RFQ	Yes	Yes	No	Yes
Vendor Quotation	Yes	Yes	No	Yes
Contract	Yes	Yes	Yes	Yes

Material fields (material, specifications, temporary material details) are locked for all POs created from upstream documents. Only manually created POs allow changing material fields on lines.

────────────────────────────────────────────────────────────

Filling in the purchase order

In Draft status, you can configure:

Header fields

Field	Description
Name	User-defined PO name
Vendor / Vendor Contact	The vendor and their contact person
Vendor Reference Number	Vendor's own reference
Legal Entity	Corporate entity
Location	Delivery location
Currency	Document currency
Payment Terms	Agreed payment conditions
Incoterm	Delivery terms
Freight Terms	Shipping cost responsibility
Lead Time Days	Default lead time
Requested Delivery Date	When you need the goods
Confirmed Delivery Date	Vendor-confirmed delivery date

Line fields

Field	Description
Material	Catalogue material or temporary material
Quantity	Ordered quantity
Unit Price	Agreed price per unit
Discount (% or amount)	Line discount
Tax Code / Tax Amount	Applicable tax
Freight Cost	Line-level freight
Insurance Cost	Line-level insurance
Packaging Cost	Line-level packaging
Customs Duty	Line-level customs duty
Landed Cost Per Unit	Computed: unit price + all cost factors
Requested Delivery Date	Line-specific delivery date
Lead Time Days	Line-specific lead time
Vendor Item Number	Vendor's internal item code
Notes	Line notes
Attachments	Line-level documents

────────────────────────────────────────────────────────────

Submitting for approval

Click Submit for Approval.
The system creates approval tasks based on matching rules.
The PO moves to In Review.

Approvers can approve, reject, or request changes. When all approvals are

complete, the PO moves to Approved. If some lines are approved and others

are not, the PO shows as Partially Approved.

Inventory snapshot at approval

When a PO is approved, the system captures an inventory snapshot on each

line -- recording the on-hand quantity, stock levels, and criticality at

the time of approval. This provides a point-in-time reference for tracking

whether stock situations change between approval and delivery. See

[Purchase Requisitions > Inventory snapshot](03-purchase-requisitions.md#inventory-snapshot-at-approval)

for the full list of snapshot fields.

────────────────────────────────────────────────────────────

Sending to the vendor

Once the PO is approved:

Click Send.
The system generates a portal link (JWT token) for the vendor and records

the send date.

The PO moves to Sent.

The vendor can view the PO through their portal link. Use the Copy Link

button to share the portal URL.

The portal token expires at the confirmed delivery date, or 30 days from sending if no delivery date is confirmed.

Amendments

If you need to resend a PO after changes, the system tracks amendments:

Field	Description
Is Amended	Flag indicating the PO has been revised
Amendment Number	Counter incremented on each resend
Amendment Reason	Explanation for the amendment

────────────────────────────────────────────────────────────

Vendor acknowledgement

The vendor acknowledges receipt of the PO through their portal:

The vendor opens the portal link.
They review the order details.
They set a confirmed delivery date and click Acknowledge.
The PO moves to Acknowledged.

────────────────────────────────────────────────────────────

Creating a goods receipt

Once the vendor has acknowledged the PO and materials arrive:

Open the PO (in Acknowledged or Partially Received status).
Click Create GR.
A Goods Receipt is created with lines pre-populated from the PO.

For full details, see [Goods Receipt](08-goods-receipt.md).

────────────────────────────────────────────────────────────

Fulfilment tracking

Once a PO reaches Sent status, fulfilment columns become visible on lines:

Column	Description
Received Quantity	Quantity received via goods receipts
Invoiced Quantity	Quantity invoiced

The PO transitions automatically based on fulfilment:

Condition	PO status
Some lines received, some pending	Partially Received
All lines fully received	Received
All lines invoiced	Invoiced

────────────────────────────────────────────────────────────

Header statuses

Status	Colour	Description
Draft	Amber	Being prepared; all fields editable
In Review	Amber	Under approval
Change Requested	Orange	Approver requested modifications
Partially Approved	Lime	Some lines approved, some still in review
Approved	Green	Fully approved; ready to send to vendor
Sent	Blue	Sent to vendor; awaiting acknowledgement
Acknowledged	Cyan	Vendor has acknowledged receipt
Partially Received	Cyan	Some goods received via goods receipts
Received	Green	All goods received
Invoiced	Purple	Fully invoiced
Closed	Purple	Processing complete
Cancelled	Red	Cancelled
Rejected	Red	Rejected by approver

────────────────────────────────────────────────────────────

Toolbar action matrix

Action

Draft

In Review

Change Req.

Part. Appr.

Approved

Sent

Acknowledged

Part. Received

Received

Invoiced

Closed

Cancelled

Edit fields

Yes

Submit for Approval

Yes

Approve

Yes

Reject

Yes

Request Change

Yes

Resubmit

Yes

Send

Yes

Create GR

Yes

Copy Link

Yes

Cancel

Yes

Delete

Yes

────────────────────────────────────────────────────────────

Editability matrix

Field	Draft	In Review	Change Req.+	Approved+	Sent+	Cancelled
Configuration (vendor, legal entity, location, currency)	Edit	--	--	--	--	--
Commercial terms (payment, incoterm)	Edit	--	--	--	--	--
Freight terms	Edit	Edit	--	--	--	--
Lines (add / remove / edit)	Edit	--	--	--	--	--
Name	Edit	Edit	Edit	Edit	Edit	--
Comments and attachments	Edit	Edit	Edit	Edit	Edit	--
Exchange rate	Edit	Edit	Edit	Edit	Edit	--
Requested delivery date	Edit	--	--	--	--	--
Confirmed delivery date	Edit	Edit	Edit	Edit	Edit	--
Vendor reference number	Edit	Edit	Edit	Edit	Edit	--

────────────────────────────────────────────────────────────

Line statuses

Status	Colour	Editable?	Description
Draft	Amber	Yes	Being prepared
In Review	Amber	No	Under approval
Rejected	Red	No	Rejected
Change Requested	Orange	No	Changes requested
Open	Green	No	Approved and active
Partially Received	Cyan	No	Some quantity received via goods receipts
Received	Green	No	Full quantity received
Invoiced	Purple	No	Line has been invoiced
Closed	Purple	No	Processing complete
Cancelled	Red	No	Cancelled

────────────────────────────────────────────────────────────

Goods Receipt

A Goods Receipt (GR) records the physical arrival of materials against a

Purchase Order. When you post a goods receipt, the system creates an

inventory arrival journal that updates on-hand quantities and tracks

fulfilment against the PO. This is the final step in the procurement

lifecycle -- after posting, the materials are available in your inventory.

────────────────────────────────────────────────────────────

Creating a goods receipt

From a purchase order (recommended)

Open the PO (in Acknowledged or Partially Received status).
Click Create GR in the toolbar.
A new goods receipt is created with:

Lines pre-populated from the PO, carrying over the material, vendor item

details, and specifications

Quantities set to the remaining amount (ordered minus already received)
Unit prices from the PO lines

Adjust the received quantities if you received fewer items than expected.
Fill in shipping details:

Field	Description
Vendor Packing Slip	The vendor's packing slip number
Bill of Lading	Transport document reference
Shipped Date	When the vendor shipped
Expected Arrival Date	When you expected delivery
Receipt Date	When you actually received the goods

Manually (without a PO)

Go to Procurement > Goods Receipts and click Create.
Set the Vendor, Legal Entity, and Location.
Add lines manually and fill in material, quantity, and pricing details.

────────────────────────────────────────────────────────────

Submitting for approval

Click Submit for Approval.
The system creates approval tasks based on matching rules (header level).
The goods receipt moves to In Review.

Approvers can approve, reject, or request changes. If changes are requested,

edit the fields and click Resubmit.

────────────────────────────────────────────────────────────

Posting the goods receipt

This is the most important action on a goods receipt -- it updates your

inventory.

Make sure the goods receipt is in Approved status.
Click Post.
The system:

Creates an Inventory Arrival Journal that records the material

arrivals and updates on-hand quantities

Updates the received quantity on the corresponding PO lines
May transition the PO to Partially Received or Received, depending on

how much was delivered

The goods receipt moves to Posted.

Your materials are now tracked in inventory and available for use. See

[Inventory > Arrival Journal](../inventory-docs/04-arrival-journal.md) for

how arrival journals work.

Before posting, the system validates that at least one line exists and there are no blocking validation errors.

────────────────────────────────────────────────────────────

Reversing a posted goods receipt

If a goods receipt was posted in error:

Open the posted goods receipt.
Click Reverse.
The system:

Creates offsetting journal entries to undo the inventory impact
Decrements the received quantity on the PO lines
Marks the goods receipt as Reversed

Reversal is handled at the header level through offsetting inventory journal entries. Individual lines do not have a separate "Reversed" status.

────────────────────────────────────────────────────────────

Connection to Inventory Management

Posting and reversing a goods receipt directly affects the Inventory module:

GR action	Inventory effect
Post	Creates an arrival journal; on-hand quantities increase
Reverse	Creates offsetting entries; on-hand quantities decrease

The arrival journal created by posting is linked back to the goods receipt.

You can navigate to the journal from the GR detail view.

If the arrival journal has tracking lines (batch, serial, space, status

dimensions), these are inherited from the PO line and material configuration.

See [Inventory > Journals Overview](../inventory-docs/03-journals-overview.md).

────────────────────────────────────────────────────────────

Header statuses

Status	Colour	Description
Draft	Amber	Being prepared; all fields editable
In Review	Amber	Under approval
Change Requested	Orange	Approver requested modifications
Approved	Green	Approved; ready to post
Rejected	Red	Rejected by approver
Posted	Green	Posted to inventory; arrival journal created
Cancelled	Red	Cancelled
Reversed	Purple	Posted receipt has been reversed

────────────────────────────────────────────────────────────

Toolbar action matrix

Action	Draft	In Review	Change Req.	Approved	Rejected	Posted	Cancelled	Reversed
Edit fields	Yes	--	Yes	--	--	--	--	--
Submit for Approval	Yes	--	--	--	--	--	--	--
Approve	--	Yes	--	--	--	--	--	--
Reject	--	Yes	--	--	--	--	--	--
Request Change	--	Yes	--	--	--	--	--	--
Resubmit	--	--	Yes	--	--	--	--	--
Post	--	--	--	Yes	--	--	--	--
Reverse	--	--	--	--	--	Yes	--	--
Cancel	Yes	Yes	Yes	Yes	--	--	--	--
Delete	Yes	--	--	--	--	--	--	--

────────────────────────────────────────────────────────────

Editability matrix

Field	Draft	In Review	Approved	Change Req.	Posted and later
Shipping details (packing slip, B/L, dates)	Edit	--	--	--	--
Lines (add / remove / edit quantities)	Edit	--	--	--	--
Attachments	Edit	--	--	--	--
Notes	Edit	Edit	Edit	Edit	--
Comments	Edit	Edit	Edit	Edit	--
Exchange rate	Edit	Edit	Edit	Edit	--

────────────────────────────────────────────────────────────

Line statuses

Status	Colour	Editable?	Description
Draft	Amber	Yes	Being prepared; received quantity can be entered
In Review	Amber	No	Under approval review
Change Requested	Orange	Yes	Approver requested changes
Approved	Green	No	Approved; ready for posting
Rejected	Red	No	Rejected
Posted	Green	No	Posted to inventory
Cancelled	Red	No	Cancelled

────────────────────────────────────────────────────────────

Validation rules

Rule	When checked
At least one line must exist	Before submit
Each line must have a material and quantity	Before submit
No blocking header or line validation errors	Before submit
All lines must have a valid material assigned	Before post
All lines must have a non-zero quantity	Before post

────────────────────────────────────────────────────────────

Price History

Price History gives you a view of what you have actually paid for materials

over time, based on posted Goods Receipts. Use it to spot pricing trends,

compare what different vendors charge for the same material, and evaluate

whether a new quote is competitive.

────────────────────────────────────────────────────────────

Where to find price history

Standalone view

Go to Procurement > Price History for a full, filterable view of all

historical pricing data.

Filter	Description
Material	Filter by specific material
Vendor	Filter by vendor
Location	Filter by delivery location
Legal Entity	Filter by corporate entity
Date range	Filter by purchase date

Inside vendor quotation lines

When you are reviewing a vendor quotation, expand the Price History

master detail panel on any line to see historical prices for that specific

material and vendor combination. This gives you instant context -- you can

tell at a glance whether the vendor's quoted price is above or below what

you have paid in the past.

────────────────────────────────────────────────────────────

What feeds price history

Price history data is generated from posted Goods Receipts. Each time a

goods receipt is posted, the line-level pricing data (material, vendor,

quantity, unit price, currency) is recorded as a price history entry.

```

Goods Receipt (Posted)

Price History Entry

Material
Vendor
Quantity
Unit Price
Currency
Date
Location
Legal Entity

```

Only posted receipts contribute to price history. Draft, in-review, or

reversed receipts do not appear.

────────────────────────────────────────────────────────────

Statistics

The price history view calculates summary statistics for each material:

Statistic	Description
Minimum	Lowest price paid for this material
Maximum	Highest price paid for this material
Average	Mean price across all purchases
Trend	Direction indicator (up, down, or stable)

Prices are normalised to your legal entity's reporting currency for fair

comparison across vendors quoting in different currencies.

────────────────────────────────────────────────────────────

How to use price history

Scenario	How price history helps
Evaluating a vendor quote	Compare the quoted price against the historical average for that material and vendor
Negotiating with vendors	Reference their own past pricing to push for better rates
Budget planning	Use trend data to forecast future material costs
Vendor comparison	Compare pricing consistency across vendors for the same material
Audit	Track how prices have changed over time

────────────────────────────────────────────────────────────

Price history on vendor quotation lines

When reviewing a vendor quotation line, the price history panel shows:

Historical purchases for the same material from the same vendor
Historical purchases for the same material from all vendors
The current quoted price relative to the historical average (above/below

indicator)

Minimum and maximum prices for quick benchmarking

This helps you make informed decisions about whether to accept a quoted

price, request a better rate, or explore alternative vendors.

────────────────────────────────────────────────────────────

Cross-module reference

Price history data links back to:

Procurement > Goods Receipts -- the source documents that create

price history entries

Material Management > Materials -- the material records that price

data is associated with. See

[Material Management](../material-docs/02-materials.md).

Inventory Management -- posted goods receipts also create arrival

journals in inventory. See

[Inventory > Arrival Journal](../inventory-docs/04-arrival-journal.md).

────────────────────────────────────────────────────────────

Approval Workflows

The procurement module uses configurable approval workflows to control who

reviews and approves documents before they can move forward. Every

procurement document -- requisitions, RFQs, vendor quotations, purchase

orders, and goods receipts -- passes through an approval gate.

Alongside approval, the module also supports authorisation rules that

control which users can edit specific lines based on material categories.

Authorisation is separate from approval -- it controls editing access,

not review.

────────────────────────────────────────────────────────────

How approval works

When you submit a document for approval:

The system checks all active approval rules and finds those that match

your document (based on document type, legal entity, location, amount,

vendor, and material conditions).

For each matching rule, an approval task is created and assigned to the

specified user group.

Tasks are organised by tier -- lower tiers go first.
Approvers in the active tier can respond with Approve, Reject, or

Request Change.

When all tasks in a tier are resolved, the next tier activates.
When all tiers are complete, the document moves to Approved (or Rejected).

If no approval rules match a document, the Submit button may not be available, or the document may proceed directly depending on configuration.

────────────────────────────────────────────────────────────

Creating an approval rule

Go to Procurement > Settings > Approval Rules and click Create.

Rule properties

Property	Description
Name	Display name for the rule
Indicator	Short code shown in approval task lists
Status	Draft, Active, Inactive, or Deleted
Rule Type	Header (applies to the whole document) or Line (individual lines)
Applies To	Which document types: PR, RFQ, VQ, PO, GR (select one or more)
Approver Group	The user group whose members can approve
Tier	Where this rule sits in the approval hierarchy
Execution Method	How approvals within the tier are handled

────────────────────────────────────────────────────────────

Approval tiers

Each rule operates at a specific tier. When multiple rules match a document,

they are processed in tier order (lower tiers first):

Tier	Scope
Local	Immediate team or department (runs first)
Operational	Operational management
Departmental	Department head level
Organisational	Company-wide or executive level
External	External parties such as classification society (runs last)

How tiers work

All tasks in a tier activate at the same time.
The next tier only activates after all tasks in the current tier are resolved.
If any tier is rejected, the whole workflow is rejected.
When all tiers approve, the document is approved.
Within a tier, multiple rules can create multiple tasks. They all must be

resolved before the tier is complete.

────────────────────────────────────────────────────────────

Execution methods

Method	Description
Any One	One approval from any group member is sufficient
All	Every member of the group must approve; any rejection blocks
Sequential	Members approve one at a time in a defined order; all must approve
Majority	More than half of the group must approve

────────────────────────────────────────────────────────────

Conditions

Rules can be scoped to match only specific scenarios:

Condition type	Description
Material catalogue	Only applies to documents using materials from this catalogue
Material category group	Only applies when materials belong to this category group
Material type	Only applies when specific material types are involved
Specific material	Only applies when a specific material is on the document
Legal entity	Only applies at this legal entity
Inventory locations	Only applies at these specific locations
Amount range	Only applies when the document value falls within min/max
Vendor categories	Only applies for vendors in these categories
New vendors only	Only applies when the vendor is flagged as new

────────────────────────────────────────────────────────────

Escalation and auto-action

Rules can define automatic actions when approvals are not completed within

a timeframe:

Feature	Description
Escalation	Reassign the task to an escalation group after N days
Auto-approve	Automatically approve after N days if no response
Auto-reject	Automatically reject after N days if no response

────────────────────────────────────────────────────────────

Change request behaviour

When an approver requests changes and the submitter resubmits, this setting

controls what happens to existing approvals:

Mode	Effect
Continue	Approval progress is preserved; other approvers can still act
Restart All	All tiers reset; full re-approval required from tier 1
Restart Tier	Only the current tier resets; earlier tiers preserved

────────────────────────────────────────────────────────────

Who can approve

Approval buttons are only enabled for users who:

Are members of the assigned approver group
Have not already responded to the task

For sequential execution, the system enforces response order -- you can only

respond when it is your turn.

────────────────────────────────────────────────────────────

Rule lifecycle

Status	Effect
Draft	Not active; will not be matched against documents
Active	Active; matched when documents are submitted
Inactive	Suspended; not matched but preserved for reactivation
Deleted	Permanently deactivated

────────────────────────────────────────────────────────────

Authorisation rules

Authorisation rules control which users can work with which materials

based on group membership. Unlike approval rules (which gate submission and

posting), authorisation rules restrict editing and line-level actions.

Where to configure

Go to Procurement > Settings > Authorisation Rules.

How authorisation works

An authorisation rule maps a user group to a material category group.

When a rule is active, only users in the specified group can create or edit

lines for materials in the specified category group.

If no authorisation rules exist, all users with the appropriate access rights

can work with all materials.

Creating an authorisation rule

Click Create.
Fill in:

Property	Description
Authorised Group	The user group that gains edit access
Material Category Group	The scope of materials they can edit

Activate the rule.

Authorisation in practice

When a document contains materials subject to authorisation rules:

An amber Authorisation Required banner appears if the current user

lacks authorisation.

Unauthorised users can view the document but cannot edit lines.

────────────────────────────────────────────────────────────

Which documents support what

Document	Header approval	Line approval	Authorisation
Purchase Requisition	Yes	Yes (batch)	Yes
Request for Quotation	Yes	Yes (batch)	Yes
Vendor Quotation	Yes	No	Yes
Purchase Order	Yes	Yes (individual + batch)	Yes
Goods Receipt	Yes	No	Yes

────────────────────────────────────────────────────────────

Approval task statuses

Status	Colour	Meaning
Waiting	Grey	Earlier tiers must complete first
Active	Blue	This tier is currently awaiting approver action
Approved	Green	This tier has been approved
Rejected	Red	This tier was rejected
Escalated	Orange	This tier was auto-escalated due to timeout

────────────────────────────────────────────────────────────

Supplier Portal

The Supplier Portal is how vendors interact with your procurement process --

they respond to quotation requests and acknowledge purchase orders through a

secure web link, without needing a login account.

────────────────────────────────────────────────────────────

How vendors access the portal

When you send an RFQ to vendors or send a PO to a vendor, the system

generates a unique portal link for each vendor. This link contains a secure

token (JWT) that authenticates the vendor automatically -- no username or

password needed.

Vendors receive their portal link by email. You can also copy the link

using the Copy Link button on any VQ or PO and share it directly.

Portal token lifecycle

Document	Token created	Token expires
VQ	When you click Send to Vendors	When the RFQ submission deadline passes
PO	When you click Send	At the confirmed delivery date, or 30 days from sending if no date is set

Expired tokens cannot be used. If a vendor needs renewed access, resend

the document to generate a new token.

────────────────────────────────────────────────────────────

Responding to a quotation request

When a vendor opens their quotation portal link:

Step 1 -- Set a contact person

On first access, the vendor must set their contact person before they can

do anything else:

Field	Required?	Description
First name	Yes	Contact's first name
Last name	Yes	Contact's last name
Job title	No	Contact's job title
Email address	No	Contact's email
Phone number	No	Contact's phone

Step 2 -- Review the request

The portal displays:

Left panel -- identification, commercial terms, and dates
Centre -- lines table with materials, quantities, and specifications
Right panel -- comments and attachments

Step 3 -- Fill in pricing and terms

While the quotation is in Draft, the vendor can edit:

Category	Editable fields
Commercial terms	Currency, incoterm, payment terms, freight terms
Dates	Valid-until date, proposed delivery date, lead time
Line pricing	Unit price, quoted quantity, discount %, discount amount
Line costs	Freight cost, tax code
Line delivery	Proposed delivery date, lead time per line
Line details	Vendor item number, vendor description, notes

Step 4 -- Submit

When the vendor clicks Submit, the quotation moves to Submitted and

becomes visible on the buyer side for review.

Withdrawing and reopening

If the vendor changes their mind, they can Withdraw a submitted

quotation. They must provide a withdrawal reason.

A withdrawn quotation can be Reopened -- but only if the parent RFQ

is still active and the submission deadline has not passed.

────────────────────────────────────────────────────────────

Working with Excel

Vendors can use Excel to fill in pricing data, which is useful for large

quotations with many lines:

Export -- download the current lines to Excel (provides a template

with line numbers and materials pre-populated).

Fill in pricing data in the spreadsheet.
Import -- upload the completed file back into the portal.
The system shows a preview of changes before applying:

Changes -- fields that will be updated
Errors -- invalid data that cannot be applied
Warnings -- data that may need review

Click Apply to update the lines.

Excel import is available while the quotation is in Draft or Change

Requested status.

────────────────────────────────────────────────────────────

Acknowledging a purchase order

When a vendor receives a PO portal link:

They open the link and review the order details -- lines, quantities,

pricing, and delivery dates.

They set the confirmed delivery date.
They click Acknowledge to confirm receipt of the order.
The PO moves from Sent to Acknowledged on the buyer side.

────────────────────────────────────────────────────────────

Portal features

Feature	Description
Density toggle	Vendors can adjust row height and font size for readability
Confirmation dialogs	All actions (submit, withdraw, reopen, acknowledge) require confirmation
No login required	The portal link is the only authentication needed
Excel support	Export and import pricing data via Excel files

────────────────────────────────────────────────────────────

Vendor actions summary

Action	VQ portal	PO portal
Set contact person	Yes	--
Edit pricing/terms	Yes	--
Submit	Yes	--
Withdraw	Yes	--
Reopen	Yes*	--
Export to Excel	Yes	--
Import from Excel	Yes	--
Acknowledge	--	Yes
Set confirmed date	--	Yes

\ Only if the parent RFQ is still active and the deadline has not passed.*

────────────────────────────────────────────────────────────

Dashboard

The Procurement Dashboard gives you an at-a-glance view of what is happening

across your procurement operations. It provides configurable widgets that

show key metrics, status distributions, and items that need your attention.

The dashboard is available in the company application only.

────────────────────────────────────────────────────────────

Available widgets

Requisition widgets

Widget	What it shows	Display types
PR Drafts	Requisitions still in Draft that have not been submitted	Metric, Table
PRs Pending Approval	Requisitions waiting for an approver to act	Metric, Table
PR by Status	Distribution of requisitions across all statuses	Metric, Chart

Quotation widgets

Widget	What it shows	Display types
RFQ by Status	Distribution of RFQs across all statuses	Metric, Chart
VQs Awaiting Response	Vendor quotations where the vendor has not submitted	Metric, Table

Purchase order widgets

Widget	What it shows	Display types
POs by Status	Distribution of purchase orders across all statuses	Metric, Chart
Overdue POs	POs past their delivery date without full receipt	Metric, Table
PO Pending Receipt	Sent or acknowledged POs without a goods receipt	Metric, Table
PO Received Not Invoiced	Received POs still waiting for an invoice	Metric, Table
Spend by Vendor	Procurement spending breakdown per vendor	Chart

Personal widget

Widget	What it shows	Display types
My Pending Approvals	All procurement documents waiting for your approval	Metric, Table

────────────────────────────────────────────────────────────

Widget display types

Each widget can be displayed in one or more formats:

Type	Description
Metric	A single number (e.g., "12 PRs Pending")
Table	A list of documents with clickable links to the detail view
Chart	A bar or pie chart showing distributions

────────────────────────────────────────────────────────────

Filters

Dashboard widgets can be filtered by:

Filter	Description
Legal Entity	Show data for a specific corporate entity
Location	Show data for specific locations
Environment	Company, Ship, or Third Party

────────────────────────────────────────────────────────────

Configuring the dashboard

Each widget has a default size and minimum size. You can arrange widgets on

the dashboard grid by:

Dragging widgets to reposition them
Resizing widgets by dragging their edges
Removing widgets you do not need
Adding widgets from the available list

The layout is saved per user and persists across sessions.

────────────────────────────────────────────────────────────

Settings and Configuration

This chapter covers everything you need to configure before your team can

effectively use the Procurement module: approval workflows, authorisation

rules, vendor management, commercial terms, user groups, and access rights.

────────────────────────────────────────────────────────────

Approval rules

Approval rules define who must approve procurement documents and under

what conditions. For the complete guide to approval rules, tiers, execution

methods, conditions, and escalation, see

[Approval Workflows](10-approval-workflows.md).

Where to configure

Go to Procurement > Settings > Approval Rules.

Quick reference

Property	Description
Name / Indicator	Display name and short code
Rule Type	Header or Line
Applies To	PR, RFQ, VQ, PO, GR (one or more)
Approver Group	User group that reviews and approves
Tier	Local, Operational, Departmental, Organisational, External
Execution Method	Any One, All, Majority, Sequential
Conditions	Material, location, amount, vendor, catalogue
Escalation / Auto-action	Timeout-based escalation or auto-approve/reject

Rule statuses

Status	Effect
Draft	Being configured; not yet active
Active	Active; evaluated during approval
Inactive	Temporarily disabled
Deleted	Permanently removed

────────────────────────────────────────────────────────────

Authorisation rules

Authorisation rules control which users can edit specific lines based on

material category groups. They are separate from approval -- authorisation

controls editing, not reviewing.

Where to configure

Go to Procurement > Settings > Authorisation Rules.

Creating a rule

Click Create.
Fill in:

Property	Description
Authorised Group	The user group that gains edit access
Material Category Group	The scope of materials they can edit

Activate the rule.

When authorisation rules are in place, only users in a matching group can

edit lines whose material belongs to the corresponding category group. If no

authorisation rules exist, all users with general access can edit.

────────────────────────────────────────────────────────────

Vendor management

Vendors are managed as company records in the system. For procurement

purposes:

Property	Description
Status	Active or Inactive. Only active vendors appear in dropdowns
Categories	Vendor categories for grouping and approval rule matching
New vendor flag	Marks first-time suppliers for rules that require extra scrutiny
Contact information	Vendor address, contact person, phone, email

Vendors are associated with the Procurement application. Manage vendors

from Procurement > Settings > Vendors or through the CRM module.

────────────────────────────────────────────────────────────

Payment terms

Payment terms define payment conditions applied to RFQs, vendor quotations,

and purchase orders -- for example, Net 30, Net 60, or Cash on Delivery.

Where to configure

Go to Procurement > Settings > Payment Terms.

Properties

Property	Description
Name	Display name (e.g., "Net 30")
Description	Detailed explanation of the terms
Days	Number of days for payment
Status	Active or Inactive

Payment terms are selected from a configurable list when filling in

commercial terms on a document.

────────────────────────────────────────────────────────────

Incoterms

International Commercial Terms (Incoterms) define delivery responsibilities

between buyer and vendor -- who pays for shipping, who bears the risk, and

where ownership transfers.

Where to configure

Go to Procurement > Settings > Incoterms.

Common incoterms

Code	Name	Description
EXW	Ex Works	Buyer assumes all costs and risks from vendor's premises
FOB	Free on Board	Vendor delivers to the port; buyer takes over from there
CIF	Cost, Insurance, and Freight	Vendor pays for shipping and insurance to the destination port
DDP	Delivered Duty Paid	Vendor delivers goods cleared for import at the buyer's location
FCA	Free Carrier	Vendor delivers to a carrier at a named place
CFR	Cost and Freight	Vendor pays freight to the destination port
DAP	Delivered at Place	Vendor delivers to a named destination; buyer handles import

Incoterms appear on RFQs, vendor quotations, and purchase orders.

────────────────────────────────────────────────────────────

Freight terms

Freight terms define who is responsible for shipping costs.

Where to configure

Go to Procurement > Settings > Freight Terms.

Common freight terms

Term	Description
Prepaid	Vendor pays shipping costs
Collect	Buyer pays shipping costs on delivery
Third Party	A third party is responsible for shipping

Freight terms are set on vendor quotations and purchase orders.

────────────────────────────────────────────────────────────

Tax codes

Tax codes define applicable tax rates for line items on vendor quotations

and purchase orders.

Where to configure

Go to Procurement > Settings > Tax Codes.

Properties

Property	Description
Code	Short identifier
Name	Display name
Rate	Tax rate as a percentage
Status	Active or Inactive

The tax code on a line determines how tax amounts are calculated. Tax can

be applied as inclusive or exclusive, controlled by the "Is Tax Inclusive"

flag on the vendor quotation header.

────────────────────────────────────────────────────────────

User groups

User groups are central to both approval and authorisation:

Usage	Description
Approver groups	Assigned to approval rules to define who reviews documents
Authorised groups	Assigned to authorisation rules to define who can edit lines

Where to configure

Go to Procurement > Settings > User Groups.

Managing groups

Create a group with a name.
Add members -- select users from your organisation.
Reference the group in approval or authorisation rules.

Groups can be based on:

Employee membership -- for company-side users
Crew rank -- for ship-side users (e.g., Chief Engineer, Captain)

────────────────────────────────────────────────────────────

Material catalogues

Material catalogues scope which materials are available for procurement.

They are set on requisition headers (in Draft only) and determine which

materials can be added to lines.

Catalogues can also be used as a condition in approval rules -- for example,

requiring additional approval for requisitions using a specific catalogue.

See [Material Management > Classification](../material-docs/03-classification.md)

for catalogue management.

────────────────────────────────────────────────────────────

Priorities and severities

Requisition headers support priority and severity classifications to

indicate the business importance and urgency of a purchase request.

List	Purpose
Priorities	Business importance (e.g., Normal, High, Critical)
Severities	Urgency level (e.g., Routine, Urgent, Emergency)

These are selected from configurable lists managed in the settings.

────────────────────────────────────────────────────────────

Access rights

Procurement uses access rights to control who can create and edit documents.

These are configured in the Administration module.

Company-side access rights

Access right	Controls
Create/Edit Purchase Requisition	Requisition CRUD
Create/Edit Request for Quotation	RFQ CRUD
Create/Edit Vendor Quotation	VQ review and approval actions
Create/Edit Purchase Order	PO CRUD
Create/Edit Goods Receipt	GR CRUD
Manage Approval Rules	Approval rule configuration
Manage Authorisation Rules	Authorisation rule configuration
Manage Vendors	Vendor management
Manage Settings	Payment terms, incoterms, tax codes

Ship-side access rights

Access right	Controls
Create/Edit Purchase Requisition	Requisitions on vessels

The ship application only supports Purchase Requisitions. All other procurement document types are managed from the company application.

────────────────────────────────────────────────────────────

Status Reference

This document is a quick-reference for every status, toolbar action, and

editability rule in the Procurement module.

────────────────────────────────────────────────────────────

How editability works

Three layers control whether you can edit a field. All three must allow it:

Document status -- the status determines which fields are read-only

(see the editability tables below).

Authorisation rules -- if rules exist on the document, you must be in

the authorised user group matching the line's material category group.

Line status -- each line has its own status. Lines in Draft or

Change Requested are typically editable; lines In Review or Approved

are not.

────────────────────────────────────────────────────────────

Purchase Requisition (PR)

Header statuses

Status	Colour	Description
Draft	Amber	Being prepared; all fields editable
In Review	Amber	Under approval
Change Requested	Orange	Approver requested modifications
Rejected	Red	All lines rejected
Approved	Green	All lines approved
Partially Approved	Cyan	Some lines approved, some not
Recalled	Red	Recalled by submitter
Partially Fulfilled	Cyan	Some approved lines converted to RFQ/PO
Fulfilled	Green	All approved lines converted
Cancelled	Red	Cancelled

Toolbar action matrix

Action	Draft	In Review	Change Req.	Rejected	Approved	Part. Approved	Part. Fulfilled	Fulfilled	Cancelled
Edit fields	Yes	--	Yes	--	--	--	--	--	--
Send (submit)	Yes	--	--	--	--	--	--	--	--
Approve	--	Yes	--	--	--	--	--	--	--
Reject	--	Yes	--	--	--	--	--	--	--
Request Change	--	Yes	--	--	--	--	--	--	--
Resubmit	--	--	Yes	--	--	--	--	--	--
Reopen	--	--	Yes	Yes	--	--	--	--	--
Create RFQ	--	--	--	--	Yes	Yes	Yes	--	--
Create PO	--	--	--	--	Yes	Yes	Yes	--	--
Cancel	Yes	--	--	--	Yes	--	--	--	--
Delete	Yes	--	--	--	--	--	--	--	--
Duplicate	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes

Editability matrix

Field	Draft	In Review	Change Req. / Rejected	Approved / Part. Approved	Part. Fulfilled	Fulfilled / Cancelled
Organisational fields (cat., type, entity)	Edit	--	--	--	--	--
Justification	Edit	Edit	--	--	--	--
Requisition date	Edit	--	--	--	--	--
Name, comments	Edit	Edit	Edit	Edit	Edit	--
Attachments	Edit	Edit	Edit	Edit	Edit	--
Priority, severity	Edit	Edit	Edit	Edit	--	--
Delivery date, delivery place	Edit	Edit	Edit	Edit	--	--
Exchange rates	Edit	Edit	Edit	Edit	Edit	--
Lines (add / remove / edit)	Edit	--	--	--	--	--

Line statuses

Status	Colour	Editable?	Description
Draft	Amber	Yes	Being prepared
In Review	Amber	No	Under approval
Change Requested	Orange	Yes	Approver requested changes
Approved	Green	No	Approved
Rejected	Red	Yes	Rejected (can be resubmitted)
Cancelled	Red	No	Cancelled
In Progress	Blue	No	Downstream documents created
Fulfilled	Green	No	Fully converted

────────────────────────────────────────────────────────────

Request for Quotation (RFQ)

Header statuses

Status	Colour	Description
Draft	Amber	Being prepared
In Review	Amber	Under approval
Change Requested	Orange	Approver requested modifications
Rejected	Red	Rejected
Approved	Green	Ready to send to vendors
Cancelled	Red	Cancelled
Sent	Blue	Sent to vendors
Received	Cyan	All responses received or deadline passed
Awarded	Emerald	Award finalised

Toolbar action matrix

Action	Draft	In Review	Change Req.	Rejected	Approved	Cancelled	Sent	Received	Awarded
Edit fields	Yes	--	Yes	--	--	--	--	--	--
Submit	Yes	--	--	--	--	--	--	--	--
Approve	--	Yes	--	--	--	--	--	--	--
Reject	--	Yes	--	--	--	--	--	--	--
Request Change	--	Yes	--	--	--	--	--	--	--
Resubmit	--	--	Yes	--	--	--	--	--	--
Send to Vendors	--	--	--	--	Yes	--	Yes*	--	--
Create Scenario	--	--	--	--	--	--	Yes	Yes	--
Finalise	--	--	--	--	--	--	--	Yes	--
Cancel	Yes	Yes	Yes	--	Yes	--	Yes	Yes	--
Delete	Yes	--	--	--	--	--	--	--	--
Duplicate	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes

\ Only sends to newly added vendors.*

Editability matrix

Field	Draft	All other statuses
All header fields	Edit	--
Invited vendors	Edit	--
Lines	Edit	--
Comments, attachments	Edit	Edit*

\ Except when cancelled.*

Line statuses

Status	Colour	Editable?	Description
Draft	Amber	Yes	Being prepared
In Review	Amber	No	Under approval
Change Requested	Orange	Yes	Approver requested changes
Approved	Green	No	Approved
Rejected	Red	Yes	Rejected
Cancelled	Red	No	Cancelled
Requested	Blue	No	Sent to vendors
Quoted	Cyan	No	At least one vendor quoted
Awarded	Emerald	No	Awarded to a vendor

────────────────────────────────────────────────────────────

Vendor Quotation (VQ)

Header statuses

Status	Colour	Description
Draft	Amber	Vendor is preparing their response
Submitted	Blue	Vendor has submitted
In Review	Cyan	Under internal approval
Change Requested	Teal	Internal approver requested modifications
Approved	Green	Internally approved
Rejected	Red	Rejected by buyer
Expired	Grey	Vendor missed the deadline
Withdrawn	Orange	Vendor withdrew
Cancelled	Grey	Cancelled by buyer
Closed	Purple	Process complete

Toolbar action matrix

Action	Draft	Submitted	In Review	Change Req.	Approved	Rejected	Expired	Withdrawn	Cancelled	Closed
Send to Approval	--	Yes	--	--	--	--	--	--	--	--
Approve	--	--	Yes	--	--	--	--	--	--	--
Reject Approval	--	--	Yes	--	--	--	--	--	--	--
Request Change	--	--	Yes	--	--	--	--	--	--	--
Resubmit	--	--	--	Yes	--	--	--	--	--	--
Reject	--	Yes	--	--	--	--	--	--	--	--
Cancel	Yes	Yes	--	--	--	--	--	--	--	--
Reopen	--	--	--	--	--	--	--	Yes*	--	--
Copy Link	Yes	Yes	Yes	Yes	Yes	Yes	--	Yes	--	--
Export Excel	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Import Excel	Yes	--	--	Yes	--	--	--	--	--	--

\ Only if RFQ is active and deadline not passed.*

Editability matrix

Field	Draft	Submitted and later
Commercial terms	Edit	--
Line pricing and quantities	Edit	--
Comments	Edit	Edit*
Attachments	Edit	Edit*
Exchange rate	Edit	Edit**

\ Except when cancelled.*

\\ Except when cancelled, withdrawn, rejected, expired, or closed.

Line statuses

Status	Colour	Description
Draft	Amber	Awaiting vendor response
Quoted	Blue	Vendor has provided pricing
Accepted	Green	Accepted by buyer
Rejected	Red	Rejected
Expired	Grey	Deadline passed
Withdrawn	Orange	Vendor withdrew
Cancelled	Grey	Cancelled
Closed	Purple	Processing complete

Buyer vs vendor actions

Role	Actions
Buyer	Send to approval, approve, reject approval, request changes, resubmit, reject, cancel
Vendor (via portal)	Set contact person, fill pricing, submit, withdraw, reopen

────────────────────────────────────────────────────────────

Purchase Order (PO)

Header statuses

Status	Colour	Description
Draft	Amber	Being prepared
In Review	Amber	Under approval
Change Requested	Orange	Approver requested modifications
Partially Approved	Lime	Some lines approved
Rejected	Red	Rejected
Approved	Green	Fully approved
Sent	Blue	Sent to vendor
Acknowledged	Cyan	Vendor acknowledged
Partially Received	Cyan	Some goods received
Received	Green	All goods received
Invoiced	Purple	Fully invoiced
Closed	Purple	Processing complete
Cancelled	Red	Cancelled

Toolbar action matrix

Action

Draft

In Review

Change Req.

Part. Appr.

Rejected

Approved

Sent

Ack.

Part. Recv.

Received

Invoiced

Closed

Cancelled

Edit

Yes

Submit

Yes

Approve

Yes

Reject

Yes

Request Change

Yes

Resubmit

Yes

Send

Yes

Create GR

Yes

Copy Link

Yes

Cancel

Yes

Delete

Yes

Editability matrix

Field	Draft	In Review	Change Req.+	Approved+	Sent+	Cancelled
Configuration (vendor, entity, loc.)	Edit	--	--	--	--	--
Commercial terms (payment, inco.)	Edit	--	--	--	--	--
Freight terms	Edit	Edit	--	--	--	--
Lines (add / remove / edit)	Edit	--	--	--	--	--
Name	Edit	Edit	Edit	Edit	Edit	--
Comments and attachments	Edit	Edit	Edit	Edit	Edit	--
Exchange rate	Edit	Edit	Edit	Edit	Edit	--
Requested delivery date	Edit	--	--	--	--	--
Confirmed delivery date	Edit	Edit	Edit	Edit	Edit	--
Vendor reference number	Edit	Edit	Edit	Edit	Edit	--

Origin field locking

Origin	Vendor locked	Currency locked	Payment terms locked	Material fields locked
Manual	No	No	No	No
Requisition	Yes	No	No	Yes
RFQ	Yes	Yes	No	Yes
Vendor Quotation	Yes	Yes	No	Yes
Contract	Yes	Yes	Yes	Yes

Line statuses

Status	Colour	Editable?	Description
Draft	Amber	Yes	Being prepared
In Review	Amber	No	Under approval
Rejected	Red	No	Rejected
Change Requested	Orange	No	Changes requested
Open	Green	No	Approved and active
Partially Received	Cyan	No	Some quantity received
Received	Green	No	Full quantity received
Invoiced	Purple	No	Invoiced
Closed	Purple	No	Complete
Cancelled	Red	No	Cancelled

────────────────────────────────────────────────────────────

Goods Receipt (GR)

Header statuses

Status	Colour	Description
Draft	Amber	Being prepared
In Review	Amber	Under approval
Change Requested	Orange	Approver requested modifications
Approved	Green	Ready to post
Rejected	Red	Rejected
Posted	Green	Posted to inventory
Cancelled	Red	Cancelled
Reversed	Purple	Posted receipt has been reversed

Toolbar action matrix

Action	Draft	In Review	Change Req.	Approved	Rejected	Posted	Cancelled	Reversed
Edit	Yes	--	Yes	--	--	--	--	--
Submit	Yes	--	--	--	--	--	--	--
Approve	--	Yes	--	--	--	--	--	--
Reject	--	Yes	--	--	--	--	--	--
Request Change	--	Yes	--	--	--	--	--	--
Resubmit	--	--	Yes	--	--	--	--	--
Post	--	--	--	Yes	--	--	--	--
Reverse	--	--	--	--	--	Yes	--	--
Cancel	Yes	Yes	Yes	Yes	--	--	--	--
Delete	Yes	--	--	--	--	--	--	--

Editability matrix

Field	Draft	In Review	Approved	Change Req.	Posted and later
Shipping details (packing slip, B/L, dates)	Edit	--	--	--	--
Lines (add / remove / edit quantities)	Edit	--	--	--	--
Attachments	Edit	--	--	--	--
Notes	Edit	Edit	Edit	Edit	--
Comments	Edit	Edit	Edit	Edit	--
Exchange rate	Edit	Edit	Edit	Edit	--

Line statuses

Status	Colour	Editable?	Description
Draft	Amber	Yes	Being prepared
In Review	Amber	No	Under approval
Change Requested	Orange	Yes	Approver requested changes
Approved	Green	No	Approved
Rejected	Red	No	Rejected
Posted	Green	No	Posted to inventory
Cancelled	Red	No	Cancelled

There is no Reversed status at the line level. Reversal is handled at the header level through offsetting inventory journal entries.

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Award scenario statuses

Status	Colour	Description
Draft	Amber	Being prepared; allocations can be edited
Selected	Green	Selected for finalisation
Not Selected	Grey	Not the active scenario

Only one scenario can be Selected at a time per RFQ. The award toolbar is

only active when the RFQ is in Sent or Received status.

Award status (per line)

Status	Colour	Meaning
Not Started	Grey	No vendor allocated
Partial	Yellow	Partially allocated
Complete	Green	Fully allocated

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Approval task statuses

These are internal statuses on approval tasks, not directly visible as

document statuses:

Status	Colour	Meaning
Waiting	Grey	Earlier tiers must complete first
Active	Blue	This tier is currently awaiting approver action
Approved	Green	This tier has been approved
Rejected	Red	This tier was rejected
Escalated	Orange	This tier was auto-escalated due to timeout

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Approval rule statuses

Status	Matched when documents are submitted?
Draft	No
Active	Yes
Inactive	No
Deleted	No

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Validation rules summary

Document	Rule
Purchase Requisition	At least one line; each line needs material + quantity > 0; active vendor if fixed vendor set
Request for Quotation	At least one line; at least one active invited vendor; no blocking errors
Vendor Quotation	Pricing validation on submit (vendor-side)
Purchase Order	At least one line; each line needs material + quantity; vendor must be set
Goods Receipt	At least one line; each line needs material + quantity; no blocking errors

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Company vs ship feature availability

Feature	Company	Ship
Purchase Requisitions	Yes	Yes
Requests for Quotation	Yes	--
Vendor Quotations	Yes	--
Award Comparison	Yes	--
Purchase Orders	Yes	--
Goods Receipts	Yes	--
Price History	Yes	--
Dashboard	Yes	--
Approval Workflows	Yes	--
Settings	Yes	--

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Glossary

Term	Definition
Amendment	A revision to an already-sent RFQ or PO, tracked by an amendment counter.
Approval rule	A configurable rule defining who must approve a document, under what conditions, at what tier.
Approval task	An instance of a rule applied to a specific document, tracking approver responses.
Approval tier	A level in the approval hierarchy (Local, Operational, Departmental, Organisational, External).
Authorisation rule	A line-level control restricting editing to specific user groups based on material category.
Auto-escalation	Automatic reassignment of an approval task to another group when the timeout is exceeded.
Auto-action	Automatic approval or rejection when no one responds within a configured timeout.
Award scenario	A set of vendor allocations within an RFQ for comparison and selection.
Bill of lading	A transport document from a carrier, recorded on goods receipts.
Catalogue material	A material selected from the Material Catalogue with full master data.
Category group	A grouping of material categories used for authorisation scoping.
Comparison currency	The currency used to normalise vendor prices for fair comparison during award.
Confirmed delivery date	The vendor-confirmed date for delivery, set during PO acknowledgement.
Cost factor	A line-level charge (freight, insurance, packaging, customs duty) added to the unit price.
Execution method	How approval tasks are evaluated: Any One, All, Majority, or Sequential.
Freight terms	Shipping cost responsibility terms (Prepaid, Collect, Third Party).
Fulfilment	The tracking of received and invoiced quantities against a PO.
Goods receipt	A record of materials physically received, which updates inventory when posted.
Incoterm	International terms defining delivery responsibilities (FOB, CIF, EXW, DDP, etc.).
Inventory snapshot	On-hand and stock level data captured on lines at approval time for decision support.
Landed cost	The total cost of a line item including unit price and all cost factors.
Lead time	Days between placing an order and receiving goods.
Legal entity	The corporate entity conducting a procurement transaction.
Location	A physical site (warehouse, vessel, office) where materials are received.
Material catalogue	A curated list of materials available for procurement.
Origin	How a PO was created (Manual, Requisition, RFQ, Vendor Quotation, Contract). Determines field locking.
Payment terms	Agreed payment conditions (Net 30, Net 60, etc.).
Portal token	A JWT token in URLs giving vendors access to VQ or PO documents without login.
Price history	Historical pricing data from posted goods receipts, used for benchmarking.
Purchase order	Formal document authorising a vendor to supply materials.
Purchase requisition	Internal request to procure materials.
Reporting currency	The legal entity's currency for financial reporting.
Request for quotation	Document inviting multiple vendors to submit competitive bids.
Stale price	A vendor price that has changed since an award allocation was created.
Tax code	A code defining the applicable tax rate for a line item.
Temporary material	An ad-hoc material not in the catalogue, with inline name, type, unit, category, and part number.
Tier	A level in the approval hierarchy (Local, Operational, Departmental, Organisational, External).
Vendor quotation	A vendor's response to an RFQ with pricing and terms.

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Last updated: March 2026