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Finalize and approve a purchase order

Task
Module
Procurement
Menu path
Satın Alma › Sipariş Yönetimi › Satın Alma Siparişleri › sipariş detayı (Procurement › Order Management › Purchase Orders › order details)
Screen route
/erp/procurement/orders/{id}
Required permission
erp-procurement-orders.edit (kesinleştirme, onaya gönderme)
erp-procurement-orders.approve (onay, red)
Prerequisites
  • The order is in Taslak (Draft) status and has at least one item.
  • The supplier and items are still active; if a delivery warehouse is selected, the warehouse is active.

Finalization is the moment the order is placed with the supplier. Approval steps in when the condition of an active template for Satın Alma Siparişi (Purchase Order) in Yönetim › Onay Süreci › Onay Şablonları (Administration › Approval Process › Approval Templates) is met (e.g. "Satın alma siparişi — 50.000 TRY ve üzeri" (Purchase order — 50,000 TRY and above): stage 1 Satın Alma Müdürü (Purchasing Manager), stage 2 Yönetici (Executive)). If there is no template or it is inactive, the order is finalized directly.

Steps​

  1. Open the details of the draft order. If no approval is required, Siparişi Kesinleştir (Finalize Order) is shown in the toolbar; if approval is required, Onaya Gönder (Submit for Approval) is shown.
    OpenSiparişi Kesinleştir
    Draft order — edit and confirm
    1. 1Edit — draft only
    2. 2Confirm Order (Submit for Approval if a rule applies)
    3. 3Cancel Order
    4. 4Output — print, PDF, Excel, e-mail
  2. Click Siparişi Kesinleştir (Finalize Order); in the window, check the order summary and click Siparişi Kesinleştir (Finalize Order) again.
    ClickSiparişi KesinleştirExpected: Status Sipariş Verildi (Ordered); Mal Kabul Gir (Enter Goods Receipt) button; if there is a delivery warehouse, 'Gelen teslimat açıldı: GLT-…' (Inbound delivery opened: GLT-…)
    Confirm purchase order dialog
    1. 1Confirm Order
  3. If approval is required, click Onaya Gönder (Submit for Approval) and confirm Onaya Gönder again in the window.
    ClickOnaya GönderExpected: Status Onay Bekliyor (Pending Approval); 'Sırada 1. aşama: …' (Next: stage 1: …) in the Onaylar (Approvals) section
  4. As the approver, open the order (Yönetim › Onay Süreci › Onayımı Bekleyenler (Administration › Approval Process › Awaiting My Approval) or the order list) and review the stage in the Onaylar (Approvals) section.
    OpenOnaylar
    Order awaiting approval — approver view
    1. 1Status: Awaiting approval — locked
    2. 2Approve — approver of the current stage
    3. 3Reject — back to draft
    4. 4Current stage
    5. 5Stage 1 decision and note
  5. Click Onayla (Approve), optionally fill in the Not (isteğe bağlı) (Note (optional)) field and click Onayla (Approve) in the window. If a correction is needed, click Reddet (Reject) and enter the reason.
    ClickOnaylaValue: Bütçe içinde; PLC stoğu kritik.Expected: Moves to the next stage; after the last stage, Sipariş Verildi (Ordered)
    Approve dialog
    1. 1Note — stored with the decision
    2. 2Approve
Result
The order becomes Sipariş Verildi (Ordered): it is locked, opened for goods receipt, counted as in transit in Malzeme İhtiyaçları (Material Requirements), and the Siparişte (Ordered) quantity of the linked requisition advances. If there is a delivery warehouse, an inbound delivery is opened. Next step: send the order to the supplier and goods receipt.

What you need to know​

  • For an order that requires approval, the Siparişi Kesinleştir (Finalize Order) button is not shown at all; the server also rejects it ("Bu sipariş onay gerektiriyor — doğrudan kesinleştirilemez, onaya gönderin." (This order requires approval — it cannot be finalized directly; submit it for approval.)).
  • An order in Onay Bekliyor (Pending Approval) is locked and no goods receipt is possible. A rejected order returns to Taslak (Draft); when it is corrected and submitted again, a new approval round is opened and the old round remains as a trail.
  • The person who submitted the order for approval cannot approve it; the buttons are shown only to the approver (or delegate) of the stage whose turn it is. If the same person holds the role of several stages, they approve each stage separately.
  • On a finalized order, supplier, item, quantity, unit, price and VAT cannot be changed; for changes, see Change an order.
  • On finalization, the source list, the item status and the units are checked again; example rejection: "'X' için kaynak listesi zorunlu — tedarikçi listede yok (Kaynak Bulma › Tedarikçi Fiyatları'nda tanımlayın)." (A source list is mandatory for 'X' — the supplier is not in the list (define it in Sourcing › Supplier Prices).)