Purchase request statuses
Status management allows you to know the stage of a purchase request.
- In preparation: Either the request is in the process of being made by the requestor and cannot be validated yet, or it has been rejected by the validator. This is the Status for PRs created automatically via a work order.
- Pending validation: The request is completed and can be validated by a manager. The PR can be created directly with the "Pending validation" status.
- To be processed: The request has been taken into account and, if the order module is present, must give rise to an order. Certain fields can no longer be changed.
- Processed: The corresponding order has been created (only if the [POs] function is available).
- Receiving: The PR is in the receiving process; items have been delivered.
- Closed: All the items of the PR have been delivered. If the profile so authorizes, a PR not completely received may be closed. The lines will then be considered as completely delivered and the quantity will be updated.
- Canceled: The request shall no longer be taken into account. This status is irreversible.
To change the status of a purchase request, see Changing the status of an element.
Purchase request workflow
Sending the request
A user discovers a need for an item or service as part of inventory reordering (for an item), a work order, or for some other reason.
Consequently, the user creates a purchase request generated by Inventory, a User, or a Work order. In the particular case of a purchase covered by a Contract, the PR will be Contract generated.
Work order supply:
The work order preparer can specify necessary items on the list of supplies or services on the list of services
→ In this case, when the work order is validated (or recorded, if the work order is already validated), CARL Source will automatically generate a purchase request for all the items (those for which the warehouse is not specified) and services.
Once the requestor has entered their purchase request, they then records it. It has the "In preparation" status.
Once the request is deemed complete, he/she changes it to the "Pending validation" status with the [Request approval] action.
In the meantime, if its need is no longer valid, the request may be cancelled.
If his/her profile allows, the issuer may create the PR directly with the "Pending validation" or even "Validated" status."
Validating the request
The purchasing manager takes into account purchase requests (PRs) that are pending validation:
- If the PR is justified, the purchaser changes it if necessary, then validates it. The PR then changes to the "to be processed" status.
- If the PR is not compliant, he/she rejects it and the PR changes to the "In preparation" status.
The purchaser's profile may authorize the purchaser to cancel a PR to be processed.
Sending an order
If you have the [POs] function, the purchaser will create POs in CARL Source to process PRs; see PO statuses. Otherwise, the process goes outside CARL Source.
The order may be created or updated:
- From a PR, "Convert into an order" in the actions menu
. - From the [POs] function by selecting the lines of the PR; see Creating an order.
One order may contain several PRs.
Once al the PR lines have been incorporated into an order, the PR changes to the "Processed" status and follow-up is done with the [POs] function.
Receiving items
The items or services are then delivered by the supplier.
Upon each delivery, you enter the quantities received with the [Receiving] function.
With the first delivery, the PR changes to the "Received" status."
Closing a PR
Once all the lines of the PR have been received, the PR can change to the "Closed" status:
- By a user action,
- Automatically once receipt is total,
- As soon as the order is closed.
(The action depends on the Settings of CARL Source)