Purchasing · Reference

Screens and menus

Every Purchasing menu entry and screen: where to find it, what it is for, what its list shows and which permission it needs.

On this page (28)

Purchase > Dashboard Purchase > Orders Purchase requisitions > open / New Purchase order > Procurement tab Purchase order > Receipts Calls for tenders > open / New Call for tenders > Suppliers and their quotes Reverse auctions > New Reverse auctions > open a row Shop a catalogue > open a cart Purchase > Configuration Purchase agreements > open / New Shipping notices > open / New Purchase > Reporting Purchase > Billing Vendor bill > Matching tab Finance > Payment holds (applies to supplier bills)Purchase > Suppliers Public link (no sign-in): /api/v1/public/supplier-registration/{key}Administration > Applications Supplier portal > Home Supplier portal > Calls for tenders / Auctions Supplier portal > Purchase orders Supplier portal > Shipping notices Supplier portal > Invoices sent Supplier portal > Bills and payments Supplier portal > Early payment offers Supplier portal > My details

Purchase > Dashboard

Purchase dashboard

What it is for: Live buying figures worked from documents: spend, RFQs, open PO value, to receive, to bill, alerts
List: columns and filters: Filters: Vendor, Buyer, period (Today, This Week, MTD, QTD, YTD, Custom). Tiles: Purchase, RFQs, Open PO value, Avg PO value, To receive, To bill. Panels: performance, RFQ pipeline, PO status, vendor insights, receipts, payables, alerts, recent
Buttons and actions: Change filters; no create buttons
Permission needed: dashboard.purchase (menu and API); without it the 'not allowed' panel shows

Purchase > Orders

Purchase requisitions

What it is for: Internal requests to buy, before any supplier is asked
List: columns and filters: Number, Purpose, Requested by, Department, Needed by, Estimate, Status. Tabs: All, Draft, Waiting, Held by budget, Approved, Ordered, Returned. Search number/purpose, sort, paging
Buttons and actions: New (only with purchase.requisition.create); open a row
Permission needed: purchase.view (list); purchase.requisition.create (New)

Requisitions to order

What it is for: Buyer's queue of approved requisition lines not yet on an order
List: columns and filters: Tick box, Requisition, Needed by, Requested by, Product, Description, To order, Estimated price, Suggested supplier
Buttons and actions: Supplier picker, Create RFQ (n)
Permission needed: purchase.view (list); document.draft (Create RFQ)

Requests for quotation

What it is for: Draft purchase documents (an RFQ is a purchase order still in draft)
List: columns and filters: Number, Supplier, Request date, Request total, Status; record rail Request > Approved > Received > Closed; smart buttons Purchase orders, Revisions, Journal entry, Supplier
Buttons and actions: New request, Edit/Save, Approve order, Cancel, Print (Request for quotation), Duplicate, Archive, Delete (draft only)
Permission needed: document.view (list), document.draft (create/edit), document.confirm (Approve order)

Purchase orders

What it is for: Confirmed, received and cancelled purchase orders
List: columns and filters: Number, Supplier, Order date, Order total, Status; smart buttons Bills, Receipts, Payments, Journal entry, Supplier; footer Approval / Receipt / Invoice readings
Buttons and actions: Receive & bill in one step (no receipt only), Cancel, Reset to draft, Print (Purchase order), Duplicate, Archive
Permission needed: document.view, document.cancel, document.invoice (one-step post)

Calls for tenders

What it is for: One request for quotation sent to several suppliers, compared and awarded
List: columns and filters: Number, Title, Closes, Bids (Sealed / Open), Suppliers (quotes in / invited), Status. Tabs: All, Draft, Open, Closed, Awarded. Search, sort, paging
Buttons and actions: New (only with purchase.tender.manage); open a row
Permission needed: purchase.view (list and record); purchase.tender.manage (New, edit, issue, close, cancel, quotes)

Reverse auctions

What it is for: Live bidding between the suppliers of an issued call for tenders
List: columns and filters: Number, Title, Call for tenders, Starts, Ends, Best bid, Bids (count and invited), Status. Tabs: All, Draft, Published, Closed, Awarded
Buttons and actions: New (purchase.tender.manage); open a row
Permission needed: purchase.view (list); purchase.tender.manage (New and every step)

Shop a catalogue

What it is for: Open a supplier's OCI web shop in a new window; the cart comes back as a cart
List: columns and filters: Buttons per active catalogue; carts list: Opened, Catalogue, Lines, Total, Requisition, Status (Shopping, Cart received, Requisition made, Expired)
Buttons and actions: Shop <catalogue>, open a cart
Permission needed: purchase.requisition.create (menu, list, start, make requisition)

Purchase agreements

What it is for: Framework / blanket agreements: agreed prices and ceilings, called off by purchase orders
List: columns and filters: Number, Title, Supplier, Runs to (start to end), Ceiling, Called off, Left, Status. Tabs: All, In force, Draft, Closed. Row buttons Put in force, Close
Buttons and actions: New, open a row, Put in force, Close
Permission needed: purchase.view (list); purchase.configure (New, edit, Close and, at the route, Put in force); purchase.policy.approve (Put in force, service)

Supplier rebates

What it is for: Volume incentives from a supplier: accrue what is due, settle with a debit note
List: columns and filters: Number, Title, Supplier, Period, Basis so far, Rate, Due, Accrued, Status. Tabs: All, In force, Draft, Settled. Row buttons Put in force, Accrue, Settle. Dialog: New supplier rebate
Buttons and actions: New, Put in force, Accrue, Settle
Permission needed: purchase.view (list); purchase.configure (New and, at the route, every action); purchase.policy.approve (Put in force, service)

Shipping notices

What it is for: Advance shipping notices (ASN): what the supplier put on the truck, against which order lines
List: columns and filters: Number, Supplier's notice, Purchase order, Supplier, Shipped, Expected, Days late, Carrier, Status. Tabs: All, In transit, Received, Cancelled
Buttons and actions: New, open a row
Permission needed: purchase.view (list); purchase.asn.manage (New, edit, receive, cancel)

Purchase requisitions > open / New

Purchase requisition record

What it is for: One request: purpose, needed-by date, department, lines; submit, approve, return, cancel
List: columns and filters: Rail: Request, Approval, Approved, Ordered. Smart buttons: RFQs / orders, Budget. Cards: Request, Lines, Ordered on; chatter
Buttons and actions: Edit/Save/Discard, Submit, Approve, Return (reason), Cancel, Back to requisitions
Permission needed: purchase.requisition.create (edit, submit, cancel); purchase.requisition.approve (approve, return)

Purchase order > Procurement tab

Procurement panel

What it is for: Approvals per version, amendments, supplier acknowledgement, delivery schedule, shipping notices, price sources
List: columns and filters: Badge 'Approvals x of y'; tables: approvals (Approved by, When, Version, Total, Counts), schedule, acknowledgements, price sources, earlier versions
Buttons and actions: Approve this version, Amend, Record acknowledgement, Delivery schedule, Record shipping notice, Ship to a customer
Permission needed: document.view (panel); purchase.order.approve (approve); document.draft (others)

Purchase order > Receipts

Goods receipt for a PO

What it is for: The inventory receipt the PO raised on approval: receive all or part, back-order, over-receipt
List: columns and filters: Lines: product, demand, done, damaged, lot/serial, reason; backorder result
Buttons and actions: Validate (with backorder / cancel remainder), Approve over receipt
Permission needed: inventory.operate; over receipt: inventory.receipt.exception.approve

Calls for tenders > open / New

Call for tenders record

What it is for: Write what is asked for, whom to ask, issue it, record quotes, compare per base unit, award
List: columns and filters: Rail: Draft, Open for quotes, Closed, Awarded. Smart buttons: Purchase orders, Quotes in (x / y), Bids (Sealed/Open). Cards: Call for tenders, What is asked for, Suppliers and their quotes, Comparison per base unit; chatter
Buttons and actions: Edit/Save/Discard, Issue, Close for quotes, Award, Cancel (reason), Invite a supplier, Enter quote / New version, Back to calls for tenders
Permission needed: purchase.tender.manage (all steps at the route); purchase.tender.award as well for Award (service)

Call for tenders > Suppliers and their quotes

Supplier's quote dialog

What it is for: Type in a supplier's prices in the supplier's own unit; submit
List: columns and filters: Table: Line, Priced per, Base units in it, Price, Tax %, No bid
Buttons and actions: Save, Save and submit, Close
Permission needed: purchase.tender.manage

Reverse auctions > New

New reverse auction dialog

What it is for: Set times, opening price, minimum drop and anti-sniping extension for one tender
List: columns and filters: Dialog fields only
Buttons and actions: Save as draft, Cancel
Permission needed: purchase.tender.manage

Reverse auctions > open a row

Auction record dialog

What it is for: Watch the ranking live (refresh every 5 seconds), close, cancel, award
List: columns and filters: Status line (times, time left, opening price, drop, extension), Ranking (rank, supplier, lot total, last bid, per-line prices), All bids (history)
Buttons and actions: Publish, Close now (reason), Award (choose winner; reason if not the lowest), Cancel auction (reason), Close
Permission needed: purchase.tender.manage (route); purchase.tender.award as well for Award (service)

Shop a catalogue > open a cart

Cart dialog

What it is for: See what came back from the shop (matched to our products where possible) and make a draft requisition
List: columns and filters: Item, Supplier code, Our product, Quantity, Price, Total, footer Total
Buttons and actions: Make a requisition, Close
Permission needed: purchase.requisition.create (own carts only)

Purchase > Configuration

Punch-out catalogues

What it is for: Each supplier's shop address and our login to it
List: columns and filters: Catalogue, Supplier, Shop address, Login, Status (Active / Off)
Buttons and actions: New, open a row, Save
Permission needed: purchase.configure (menu, create, edit); reading the list needs only purchase.requisition.create

Purchase settings

What it is for: The company's procurement switches (six bill/order rules and supplier self-registration) and the purchase order approval tiers
List: columns and filters: Card 1: Purchase order approval tiers (From amount, Approvals). Card 2: seven check boxes, registration link, last changed by
Buttons and actions: Add a tier, Remove, Save tiers, Save, New link
Permission needed: purchase.view (open), purchase.configure (the switches), purchase.policy.approve (the tiers)

Receipt tolerances

What it is for: How far over / under an order line a supplier may deliver, by company, supplier or product
List: columns and filters: Applies to, Supplier, Product, Over %, Under %, Status
Buttons and actions: New, open a row, Save
Permission needed: purchase.view (list), purchase.configure (change)

Bill matching policies

What it is for: Two-, three- or four-way matching rules with quantity and price tolerance, written as drafts and put in force by a second person
List: columns and filters: Code + version, Name, Applies to, Match, Quantity tolerance, Price tolerance, Order required, Approved by, Status; tabs All / Active / Draft / Superseded / Archived
Buttons and actions: New policy, Edit (draft), Put in force, New version, Archive
Permission needed: purchase.view (list), purchase.configure (write), purchase.policy.approve (Put in force, retire an active policy)

Approved suppliers (supplier qualification)

What it is for: Which suppliers may be committed to, for everything, a category or one product, with dated validity, evidence and exceptions
List: columns and filters: Supplier, For, From, To, Rank, Evidence, Exception until, Approved by, Status (Draft / Approved / Expired / Not yet in force / Blocked / Archived)
Buttons and actions: New, Save draft, Approve, Block (reason), Exception (until + why)
Permission needed: purchase.view (list), purchase.configure (write), purchase.policy.approve (Approve, Block, Exception)

Punch-out catalogues

What it is for: A supplier's online shop (OCI, https) that buyers browse and bring a cart back from
List: columns and filters: Catalogue, Supplier, Shop address, Login, Status
Buttons and actions: New, open, Save
Permission needed: purchase.configure (list and change); purchase.requisition.create (shop)

Supplier portal logins

What it is for: One login per person at a supplier, limited to the portal
List: columns and filters: Supplier, Person, Username, Email, Status (Active / Closed); Close login
Buttons and actions: New, Create login, Close login (reason)
Permission needed: purchase.portal.manage

Supplier applications

What it is for: Applications that arrived through the public registration link, waiting for review
List: columns and filters: Number, Company, VAT number, Trade licence, Contact, Received, Status; tabs Waiting / Approved / Rejected / All
Buttons and actions: Open, Approve as supplier (optional portal username + temporary password), Reject (reason)
Permission needed: purchase.portal.manage (the screen); partner.manage (to approve)

Supplier changes

What it is for: Changes suppliers asked for on their own details (contact data, tax number, new bank account), waiting for a decision
List: columns and filters: Number, Supplier, Changes, Received, Status; tabs Waiting / Approved / Rejected / All; dialog shows Now vs Asked for, bank masked
Buttons and actions: Approve change, Reject (reason)
Permission needed: purchase.portal.manage; partner.manage to approve; partner.bank.reveal to approve a bank account

Purchase agreements > open / New

Agreement dialog

What it is for: Header, agreed price and quantity ceiling per product, call-offs and who wrote / approved it
List: columns and filters: Product, Agreed price, Quantity ceiling, Called off qty; note of call-off orders
Buttons and actions: Save draft (draft only), Close
Permission needed: purchase.configure

Shipping notices > open / New

Shipping notice dialog

What it is for: Write a notice against an order's open lines; receive the goods from it once; cancel
List: columns and filters: Product, Ordered, Still to come, On this shipment, Lot, Expiry (new); Product, Qty, Lot, Expiry (opened)
Buttons and actions: Save notice, Receive the goods, Cancel notice (reason), Close
Permission needed: purchase.asn.manage; Receive also needs inventory.operate

Purchase > Reporting

Inbound shipments

What it is for: The shipping-notice list opened on 'In transit', earliest arrival first, with days late
List: columns and filters: Same columns as Shipping notices; no tabs, no New
Buttons and actions: Open a row
Permission needed: purchase.view

Three-way match exceptions

What it is for: The same list opened on All, including released and cleared holds
List: columns and filters: Same as Bills on hold
Buttons and actions: Release, open the bill
Permission needed: purchase.view; purchase.match.release

Open purchase orders

What it is for: Goods lines on confirmed orders that have not fully arrived (ordered less received, net of vendor returns)
List: columns and filters: Order, Supplier, Ordered on, Product, Ordered, Received, Open, Open value, Promised, Days late; filter 'As at' date; total of Open value; click a row opens the order
Buttons and actions: Change the As at date, list search / filter / group / export
Permission needed: report.view

Overdue supplier receipts

What it is for: The open lines whose promised date has passed, the latest first
List: columns and filters: Same columns as Open purchase orders; only rows with Days late above 0; 'As at' date
Buttons and actions: Change the As at date, export
Permission needed: report.view

Supplier spend

What it is for: Posted vendor bills less posted debit notes per supplier for a period
List: columns and filters: Supplier, Bills, Billed, Credited, Spend, Tax, Share %; From / To dates (default 1 January to today); total Spend
Buttons and actions: Change From / To, export
Permission needed: report.view

Supplier performance

What it is for: On-time and in-full delivery, returns and price holds per supplier for a period
List: columns and filters: Supplier, Receipts, On time %, Out of, In full %, Returned %, Price holds; From / To dates
Buttons and actions: Change From / To, export
Permission needed: report.view

Received not invoiced (GRNI)

What it is for: Goods received and not yet billed (or billed before receipt), tied out to the GRNI ledger account
List: columns and filters: Purchase order, Supplier, Product, Received, Not billed, Value, First received, Age (days), Status (Received not billed / Billed before receipt / Price difference); note with ledger vs lines difference; 'As at' date
Buttons and actions: Change the As at date; click a row opens the order
Permission needed: report.view

Shipping notices (staff side)

What it is for: Advance shipping notices (ASN) from suppliers: what is on the truck, when it arrives, and the receipt taken from it
List: columns and filters: Number, Supplier's notice, Purchase order, Supplier, Shipped, Expected, Days late, Carrier, Status (In transit / Received / Cancelled). Inbound shipments = the In transit list, earliest arrival first
Buttons and actions: New (staff), open a notice, Save, Receive, Cancel (reason)
Permission needed: purchase.view (list), purchase.asn.manage (create, change, cancel, receive), inventory.operate (Receive)

Consignment stock

What it is for: Supplier-owned stock received on consignment orders: used, still the supplier's, billed, to bill
List: columns and filters: Supplier, Product, Ordered, Still the supplier's, Used, Billed, To bill (amber when above 0)
Buttons and actions: Refresh only
Permission needed: report.view

Purchase > Billing

Vendor bills

What it is for: Supplier invoices: raised from an order or typed, matched, posted once
List: columns and filters: Document list (number, supplier, date, due, total, status); record fields Vendor bill number, Vendor bill date; Matching tab
Buttons and actions: New, Save, Confirm, Post, Reverse, Match again, Release (hold), Capitalise freight
Permission needed: document.view / document.draft / document.confirm; posting also runs the match; purchase.match.release; stock.adjust (capitalise)

Debit notes

What it is for: Supplier credits: goods returned, price corrections, rebates, early-payment discounts
List: columns and filters: Document list of kind debit note; record with 'Against bill'
Buttons and actions: New, Save, Confirm, Post
Permission needed: document.view / document.draft / document.confirm

Bills on hold

What it is for: Open holds raised by matching: one row per held bill line
List: columns and filters: Bill, Supplier, Purchase order, Product, Reason, Match, Units held, Price over, Amount, Tolerance, Detail, Owner, Age (days), Released by, Release reason, Status. Tabs: Held, Released, Cleared, All
Buttons and actions: Release (open holds on draft bills), open the bill
Permission needed: purchase.view (list); purchase.match.release (Release)

Retentions held

What it is for: The share of supplier bills held back until work is accepted
List: columns and filters: Vendor bill, Supplier, Orders, Billed net, Retention, Outstanding, Payable now, Due for release, Status. Tabs: Held, Released, All
Buttons and actions: Release (reason), open the bill
Permission needed: purchase.view (list); purchase.retention.release (Release)

Early payments

What it is for: Offer to pay a posted bill early for a discount; supplier answers in its portal
List: columns and filters: Number, Supplier, Bill, Pay on, Due, Rate (annual % and days), Discount, To pay, Status. Tabs: All, Offered, To pay, Paid early, Lapsed
Buttons and actions: Offer early payment, open a row: Settle, Withdraw (reason)
Permission needed: purchase.view (list); payment.prepare (offer, settle, withdraw)

Vendor bill > Matching tab

Bill matching panel

What it is for: Each bill line beside the order and receipts it is matched with, and the holds that stop posting
List: columns and filters: Product, Order, Match (policy level), Billed, Billed before, Ordered, Received, Accepted, May bill, Unit price, Status (Matched, Held, No order); holds table
Buttons and actions: Match again (draft), Release (open hold), Capitalise freight (posted)
Permission needed: purchase.view (read); document.draft (Match again); purchase.match.release (Release)

Finance > Payment holds (applies to supplier bills)

Payment holds

What it is for: Stop one posted bill, or a whole supplier, from being paid
List: columns and filters: On (A bill / A supplier), Supplier, Bill, Reason, Placed by, Status, Released by. Row button Release
Buttons and actions: Place a hold, Release (note)
Permission needed: journal.view (list); payment.prepare (place); payment.approve (release)

Purchase > Suppliers

Suppliers

What it is for: The supplier list: contacts whose type is Vendor or Customer + Vendor (the shared contact list filtered to suppliers)
List: columns and filters: Code, Name, type, phone, e-mail, payment days, status; search, filters, group by, sort, paging, export
Buttons and actions: New supplier, open a supplier, archive / unarchive
Permission needed: partner.view (list), partner.manage (create and change)

Supplier record

What it is for: One supplier: legal name, tax number, payment days, bank accounts (verified by call-back), documents raised for it
List: columns and filters: Tabs of the contact record; smart buttons to its purchase orders and bills; bank numbers masked unless the viewer holds partner.bank.reveal
Buttons and actions: Edit/Save/Discard, archive, add bank account
Permission needed: partner.manage; partner.bank.reveal to see full IBAN / account numbers

Supplier registration form

What it is for: The page a prospective supplier fills in; nothing is ordered from it
List: columns and filters: Fields: legal name, trade licence, VAT, country, city, address, contact, e-mail, phone, what you supply; a hidden trap field
Buttons and actions: Send application
Permission needed: None (the secret key in the link is the access); opened and renewed in Purchase settings

Administration > Applications

Purchasing feature switches and field settings

What it is for: What a company may turn off in Purchasing and which order / requisition fields are hidden, optional or required
List: columns and filters: Switches: Purchase requisitions, Calls for tenders, Purchase agreements, Supplier rebates, Shipping notices (ASN), Retentions on bills, Supplier portal and applications, Reverse auctions, Punch-out catalogues, Early payment offers, Supplier qualification. Always on: Purchase orders and receipts, Vendor bills and three-way match. Field rules: Supplier reference, Requested receipt date (purchase order), Department (requisition)
Buttons and actions: Turn a switch on/off, set a field to Hidden / Optional / Required
Permission needed: Company admin (platform configuration right)

Supplier portal > Home

Portal home

What it is for: The supplier's landing page: counts of open tenders, orders to acknowledge, shipments in transit and shortcuts
List: columns and filters: Signed in as <user> for <supplier>; buttons: Calls for tenders open, Purchase orders (to acknowledge), Shipments in transit, Invoices sent, Bills and payments, My details
Buttons and actions: Shortcut buttons
Permission needed: purchase.portal (login linked to an active supplier)

Supplier portal > Calls for tenders / Auctions

Portal tenders and auctions

What it is for: The supplier's own invitations: enters and submits its quote, or bids in a reverse auction. Sealed tenders show nobody else's price
List: columns and filters: Tenders: Number, Title, Closes, Status, Your quote. Auctions: lots the supplier is invited to, rank / best price per the auction's setting
Buttons and actions: Open, Save draft, Submit quote, Bid
Permission needed: purchase.portal

Supplier portal > Purchase orders

Portal purchase orders

What it is for: Confirmed orders of this supplier only; acknowledge them, announce a shipment, invoice from them
List: columns and filters: Order, Date, Total, Deliver to, Acknowledged. Dialog: lines, Still to send, shipment and invoice quantities
Buttons and actions: Acknowledge order, Send shipping notice, Send invoice (with PDF / photo)
Permission needed: purchase.portal

Supplier portal > Shipping notices

Portal shipping notices

What it is for: The notices this supplier sent and what became of them
List: columns and filters: Number, Your reference, Order, Arrives, Status
Buttons and actions: List only (cancel is on the server, not on this screen)
Permission needed: purchase.portal

Supplier portal > Invoices sent

Portal invoices sent

What it is for: Invoices the supplier sent through the portal and whether they are accepted
List: columns and filters: Your invoice, Our reference, Orders, Date, Total, File, Status (Received - being checked / Accepted / Rejected / Reversed)
Buttons and actions: List only
Permission needed: purchase.portal

Supplier portal > Bills and payments

Portal bills and payments

What it is for: Posted bills of this supplier: total, paid, outstanding, retention held
List: columns and filters: Our reference, Your invoice, Date, Due, Total, Paid, Outstanding, Retention held
Buttons and actions: List only
Permission needed: purchase.portal

Supplier portal > Early payment offers

Portal early payment offers

What it is for: Offers from the buyer to pay a bill early at a discount; the supplier accepts or declines
List: columns and filters: Offer number, Bill, Pay on, Rate, Discount, You receive, Status
Buttons and actions: Accept, Decline
Permission needed: purchase.portal

Supplier portal > My details

Portal My details

What it is for: The supplier's own details as held, masked bank accounts and its change requests; a change is sent for review, never applied directly
List: columns and filters: Fields: Trading name, E-mail, Phone, Mobile, Website, Tax number, Address; banks (masked); requests list
Buttons and actions: Send change, Add bank account, Withdraw
Permission needed: purchase.portal

Updated 3 October 2026