Note: Only users granted specific authority by your finance department can approve or reject order forms.
The system tells you when a buyer has submitted an order form for you to approve. An email will be sent to you.
To view the order form, click on either of the links in the email for desktop access or mobile access to the order form.
Note: Mobile access is available for iPhone, Blackbery and Android devices. Organisations can contact PROACTIS if they would like this functionality added to their service.
You can also view any order forms awaiting approval by logging in as normal and clicking on the arrow icon next to PO Approvals in the side menu.
Any order forms awaiting PO (purchase order) approval are then displayed.
You can click on the more link to view more details about the order forms. Fuller details are then displayed.
You can open any order form by clicking on its number on the left.
The order form is then displayed. Note how the breadcrumb area at the top of the screen shows the progress of the order form so far.
Scroll down the page to see all the information entered when the order form was submitted.
Header information
Click on Comments and Attachments to read any messages or attachments intended for your organisation or suppliers. See how to enter Header information for more details on how to add your own messages or attachments.
Billing information
Click on Show details for information on who will be invoiced within your organisation,
Accounting information
An account code may be displayed here. But if multiple account codes have been assigned, these will appear further down the page next to individual items.
Delivery information
Click on Show details to see where the order will be delivered. But if multiple delivery locations have been requested, these will appear further down the page next to individual items.
More information is displayed further down the page - about the specific items on the order form.
You can see more details about each item by clicking one of the arrow icons. Alternatively, the Expand all button shows details about all items.
When expanded, the order line shows more information about our first item.
Information about the item (in this instance, some highlighter pens) appears at the top alongside the VAT rate.
The item's specific account code is shown here (and not earlier under Accounting information). This is because the buyer purchased several items with different account codes within the same order form. If you click the Split account codes button, you can assign different quantities of this item to different codes. For more information, see how to split account codes.
Let's look at the second item in the order form (some paper).
Here, quantities of paper have been split already between different account codes. You can click the Cancel split button to assign the order to one code. You could then click the Split account codes button to assign packs of paper to different account codes. For more information, see how to split account codes.
Let's look at the third item in the order (some files).
Like the other items in our order form, this item is being delivered to a single location.
However, if a request had been made for items to go to different locations, then two buttons would appear here below the item.
This would indicate that 5 items were going to one address, the other 5 to another location. You could cancel this instruction by clicking the Cancel split button. By clicking Split delivery, you could then provide new delivery instructions. See how to split a delivery to multiple locations for more information.
Now let's look at the bottom section of the approval page.
The total value of the order form is shown. Before rejecting or accepting the order form, you can write a message (eg. giving reasons why an order form has been accepted/rejected) in the box beneath the total value.
Notes can also be added to the History of the order form. Enter any text in the space along the bottom before clicking Add a note.
Approve an order form
If you click the Approve button to accept the order form, it will be sent to the supplier(s). The buyer will also be notified.
The page refreshes and shows new information.
The Order Status shows the order form has been processed with Financial Approval given by you.
The order form has now become an order. It has a Purchase Order Number and its status is showing as Sent to supplier.
On the right are two Actions. Clicking the first icon lets you open a PDF copy of the order. The arrow icon lets you resend the order to the supplier.
Reject an order form
If you click the Reject button to reject the order form, it will not be sent to the supplier(s). The buyer will be notified by email.
If you wish, you could leave a message in the box above the button, explaining the reason to others in your organisation, or add a note in the History section beneath.
The page refreshes and shows new Order Status information.
A record of your decisions can be found if you click on Orders in the menu bar. Your Order History is then displayed.
The Status of each order form appears on the right. You can open and view an order at any time by clicking on its number (on the left).
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