Searching...
  1. Home
  2. Purchase Module
  3. Purchase Module: Your Orders

Purchase Module: Your Orders

The Your Order section provides you with access to all the orders in the system that are associated with you as a user.

All these orders are categorized into three subsections based on their status which are Orders Waiting for Approval, Approved, or Rejected.

Each subsection has a list of orders that you have created and another list of orders that have been sent for your approval.

  1. On the Purchase module Home page, press the Your Orders widget or Your Orders in the left navigation panel.
  2. The Your Orders subsections are displayed. By default, the Purchase > Waiting For Approval page is displayed if the Your Orders widget is pressed.

For more information, refer to the following sections:

Orders Waiting for Approval

To access the purchase requisitions related to you, whether they are waiting for your approval or your orders that need approval from others, follow the steps below.

  1. On the Purchase module Home page, press the Your Orders widget or Your Orders > Waiting For Approval in the left navigation panel.
  2. The Purchase > Waiting For Approval page is displayed.
  3. The purchase requisitions that are waiting for approval are classified into the following sections:
    • Your Orders Waiting For Approval From Other Users – This section displays all your orders that are waiting for approval from other users.
    • Other Users’ Orders Waiting For Approval From You – This section displays all the orders from other users that are waiting for your approval.

For more information, refer to the following sections:

 

View Details of Orders Waiting for Approval

You can view the details of a purchase requisition that is waiting to be approved in the system using following the steps below.

  1. On the Purchase > Waiting For Approval page, press anywhere in the row of the purchase requisition you wish to view the details.

    Note

    In the following example, we are showing you how to view purchase requisitions under Your Orders Waiting For Approval From Other Users.  You can follow similar steps to view purchase requisitions under Other Users’ Orders Waiting For Approval From You.
  2. The Purchases > View Requisition page is displayed.
  3. You can approve or reject the purchase requisition if the user permission setting allows you to approve a purchase requisition.If you do not have the user’s permission to approve, you can forward it to other approvers.Pressing the forward arrow button in the upper right corner of the order page will redirect you to the next order in the order list.

How to Approve Orders Waiting for Your Approval

You can approve a purchase requisition that is waiting for your approval if the user permission setting allows you to approvea purchase requisition.

To approve a requisition, follow the steps below.

  1. On the Purchase > Waiting For Approval page, press anywhere in the row of the purchase requisition you wish to approve.
    The Purchases > View Requisition page is displayed.
  2. Press Approve to approve the purchase requisition.
    The success notification is displayed and the purchase order is listed in Approved orders section.

How to Approve Orders Via Email

When a requisition  order is generated and requires your approval, you will be notified via your registered email.

You can directly approve the order sent to you for approval via email by following the steps below.

  1. Navigate to your registered email and open the order approval request email from PLANERGY.
  2. The email with the purchase order approval request links is displayed.

You can approve the order using either of the following methods:

You can accelerate the approval process when you are familiar with the order details and the need for review is minimal or null via the approval request email.

  1. Navigate to the email with the purchase order approval request links and press Click Here to Quick Approve with your Password.
    Quick Approval page is displayed where you are prompted for your password.
  2. Enter your PLANERGY account password in Password field.
  3. Press Confirm
  4. The order approval success notification is displayed.

You can approve an order after analysing it thoroughly by logging into your PLANERGY account and accessing the purchase order via the provided link.

  1. Navigate to the email with the purchase order approval request links and press Click Here to Login Approve, Review, or Reject.
    The PLANERGY Login page is displayed if you are not already logged into your account.

    Note

    If you are already logged in, you will be redirected to the order page that requires your approval directly.
  2. Enter your PLANERGY account credentials in the space provided and press Login.You will be directly redirected to the order page that requires your approval.

Thoroughly review the order and perform the necessary approval action.  For more information, refer to the following sections:

Note

Based on your approval action, the order is approved or rejected.

How to Reject Orders Waiting for Your Approval

You can reject a purchase requisition for various reasons that is waiting for your approval if the user permission setting allows you to do so.

To reject a purchase requisition, follow the steps below.

  1. On the Purchase > Waiting For Approval page, press anywhere in the row of the purchase requisition you wish to approve the purchase requisition.The Purchases > View Requisition page is displayed.
  2. Press Reject to reject the purchase requisition.
  3. The Reason for rejection dialog is displayed.
  4. Enter the reason for rejecting the purchase requisition in the dialog.
  5. Press Reject.
  6. The status of the purchase requisition is updated to Rejected and the requisition is moved to the Rejected orders section.

How to Check Budget for Order Waiting for Your Approval

You can check the budget of the department to ensure your spendings are on track before approving any order by following the steps below.

  1. On the Purchase > Waiting For Approval page, in Your Orders Waiting For Approval From Other Users table, press anywhere in the row of the purchase requisition you wish to check the budget.The Purchases > View Requisition page is displayed.
  2. Press Check Budgets.
  3. The Budget information dialog is displayed.The Budget information dialog gives you the details of the total amount of the purchase requisition and the name and code of the department.It also provides information on the total budget of the department including the total approved expenditure amount and the total amount of pending expenditure.

How to Send Orders for Approval

You can send purchase requisitions for approval to other approvers if you do not have the user permission to approve an order or you need multiple approvers to approve the order.

To send the requisition for approval from other users, follow the steps below.

  1. On the Purchase > Waiting For Approval page, press anywhere in the row of the purchase requisition you wish to send for approval.The Purchase > View Requisition page is displayed.
  2. Press the down arrow on the Approve button.The dropdown list is displayed.
  3. Select Get Approval.

    Note

    You can simply press Get Approval on the Purchase > New Order page once you have entered necessary information and follow the steps below.
    The Purchase > Forward For Approval page is displayed.
  4. Select the approver(s) you wish to forward the requisition to from the displayed list.
  5. Enter any comment for the approver in the Comments textbox.
  6. Press Forward.
    The requisition successfully forwarded notification is displayed.

How to Request Amendment

When you receive a purchase requisition for approval that needs to be changed, you can send it back to the requester to amend the requisition.

This helps you to maintain the same requisition number for tracked changes and also allows the requesters to easily update the requisition before re-submitting.

The request amendment workflow is more streamlined compared to the order rejection, reordering, and reapproval, thus saving time for making requisition changes.

  1. On the Purchase > Waiting For Approval page, in Other Users Orders Waiting For Approval From You list, press anywhere in the row of the purchase requisition you to request amendment.The Purchase > View Requisition page is displayed.
  2. Press Requester Amend.

    Note

    You can press the down arrow against the Requester Amend to reject the requisition here.  For more information, refer to How to Reject Orders Waiting for Approval.
    The Reason dialog is displayed.
  3. Enter the reason for requesting amendment in the text box provided.
  4. Press Requester Amend.The requisition is sent back to the requester to amend it and the amend request is displayed.

Approved Orders

The Approved Orders section allows you to review all the orders related to you within the system that are approved and yet to be received.

To view the approved orders, follow the steps below.

  1. On the Purchase > Home page, press Your > Approved in the left navigation panel.The Purchase > Approved page is displayed.
  2. The purchase orders that are approved are classified into the following subsections:
    • Your Orders Approved By Other Users And To Be Received: This section displays all your orders that are approved by other users but are yet to be received.
    • Other Users Orders Approved By You Yet To Be Received: This section displays all the orders from other users that are approved by you but are yet to be received.

For more information, refer to the following sections:

 

View Details of Approved Orders

To view the details of a purchase order approved by you or your orders in the system, follow the steps below.

  1. On the Purchase > Approved page, press anywhere in the row of the purchase order you wish to view the details.

    Note

    In the following example, we are showing you how to view purchase orders under Your Orders Approved By Other Users And To Be Received.  You can follow similar steps to view the purchase order details under Other Users’ Orders Approved By You Yet To Be Received.
  2. The Purchases > View Purchase Order page is displayed.

From here, you can cancel, email, edit, replicate, print, download as PDF, or archive the purchase order as needed.  For more information, refer to the following sections:

How to Email Order

To email a purchase order to the supplier for communication confirmation or documentation purposes, follow the steps below.

  1. On the Purchase > Approved page, press anywhere in the row of the purchase order you wish to email.The Purchase > View Order page is displayed.
  2. Scroll down and enter the supplier email address in the Supplier email field.Note that the supplier email address will auto-populate if it is entered in the details of the supplier in the Control Panel > Suppliers section.
  3. Press Email PO.
  4. The Purchase Order is sent and the status of the purchase order is displayed as Sent.

How to Edit Orders

To edit approved purchase orders, follow the steps below.

  1. On the Purchase > Approved page, press anywhere in the row of the purchase order you wish to email.The Purchase > View Order page is displayed
  2. Scroll down and enter the Reason for editing in the space provided.
  3. Press Edit.
    The Purchase > View Order Pending Changes page is displayed.

    Note

    Make the necessary changes to the required fields. For more information, refer to the Buy Something section.
  4. Press Save.
    The notification that changes to the purchase order are saved successfully is displayed.

    Note


    You can scroll down and press Get Approval to get the changes approved. For more information, refer to How to Send Orders for Approval.
  5. You can scroll down and press Accept Changes button to receive the changes.
    The requisition successfully approved notification is displayed.

    Note

    You can reject the changes by scrolling down and entering the Reason for rejecting in the space provided.
  6. Press Reject Changes.The changes are rejected and the purchase order can be viewed in the Revision History.
  7. Press Revision History.

    Note

    The Revision History tab will be visible only if any updates or changes are made to the purchase order.
    The Revision History section is displayed.You can view the original purchase order or the revised purchase orders by pressing View in the row of the purchase order you wish to view.
    Note that all the revised purchase orders will have a Historic tag displayed on them.
  8. Press the Invoices tab.The Invoices section is displayed.

    Note


    You can view the summary of the purchase order here and also create a new invoice.  You can also close the invoicing for the purchase order from here.
  9. Press Comments.The Comments section is displayed.

    Note

    You can view any comment added to the purchase order and also add more comments if any in the textbox provided.
  10. Press Audit Trail. The audit trail of the purchase order is displayed.

Rejected Orders

The Rejected Orders section displays all the orders associated with you that have been rejected by you or your orders rejected by other approvers.

To review the rejected orders, follow the steps below.

  1. On the Purchase > Home page, press Your Order > Rejected in the left navigation panel.The Purchase > Rejected page is displayed.
  2. The purchase requisitions that are rejected are classified into the following subsections:
    • Your Orders Rejected By Other Users: This section displays all your requisitions that are rejected by other users.
    • Other Users’ Orders Rejected By You: This section displays all the requisitions from other users that are rejected by you.

View Details of Rejected Orders

To view orders that are rejected, follow the steps below.

  1. On the left navigation panel, press Your Orders > Rejected. The Purchase > Rejected page is displayed.
  2. Press anywhere on the row of the order you wish to view.The Purchase > View Requisition page is displayed.

From here, you can add or view comments, view its audit trail, repeat, print, download in PDF format, or archive it.
For more information refer to the following sections:

Updated on December 2, 2024
Was this article helpful?
Yes No

Related Articles