Purchase Order Inbox

Module Guide: Purchase Order Inbox

Module Location

Purchasing > Purchase Order > Purchase Order Inbox

Module Objective

The Purchase Order Inbox module serves as the approval center for all Purchase Order (PO) documents that have been created and submitted. This module is used by a superior or manager to conduct a final review and provide approval before a PO is officially sent to the supplier (vendor).

1. Main View (Purchase Order List)

The main page of this module is an "inbox" that displays all POs requiring your action.

View Explanation & Filters

This page provides a summary of all POs that are awaiting approval.

• Filters: You can search for a specific PO by Purchase Order Number, Item Category, or a date range (Date From / Date To).

• Request List: The table below will display all POs awaiting action. The table currently shows "...No Record Found...".

Column Explanation

• Purchase Order Number: The unique number of the submitted PO document.

• Vendor: The name of the supplier who will receive the PO.

• PO Date: The date the PO was created.

• PO Status / Approval: Icons that indicate the document's status and the approval process status.

Button Functions

• Approve : The main action button to approve one or more selected POs.

2. Approval Process Steps

The following is the standard workflow for an approver.

Step 1: Access the Inbox

Open the Purchase Order Inbox module to see the list of POs that require approval.

Step 2: Review the Purchase Order Details

Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the item details, quantity, price, and other purchasing terms.

Step 3: Provide Approval

After you have reviewed and are certain about the submitted PO:

1. Return to the main Inbox page.

2. Check the box in the leftmost column for one or more PO rows you wish to approve.

3. Click the Approve button located in the bottom-left section of the page to process the approval.

3. Workflow & Integrated Business Process

1. Submission: A user (e.g., a purchasing staff) creates a document in the Purchase Order module and clicks [Confirm].

2. Entering the Queue: The confirmed PO automatically enters the queue in this Purchase Order Inbox module.

3. Review & Approval: A manager or approver opens this module, reviews, and provides approval.

4. Further Processing: After approval, the PO becomes an official document that can be printed and sent to the vendor. This document also becomes the reference for the Warehouse team for the Goods Receipt process.