6.3.4 Accept / Reject Purchase Order

This topic provides systematic instructions for a supplier to accept or reject purchase orders to convey the agreement or disagreement to supply the required commodities.

One or more purchase orders can either be accepted or rejected in a single transaction.

Once the transaction is complete, the designated corporate approver is notified, in case an approval flow is set. The approver can either approve or reject the transaction. In case of rejection, the approver can send the transaction back to the corporate user (maker), to make modifications as required, and re-submit for approval.

Note:

1. Only that corporate party with the role of Supplier can accept or reject purchase orders. In addition, only those purchase orders with status as Raised can be accepted or rejected.
2. If the supplier is creating the purchase orders, then they are pre-accepted by default, when raised.

User must have valid corporate login credentials.

To accept / reject purchase order(s):

1. From the Dashboard, click the Toggle Menu, then click Receivables/Payables, then Purchase Order Management, and then Accept/Reject Purchase Order.
   The Accept / Reject Purchase Order screen appears with a list of purchase orders with status as Raised, and where the logged-in party is the supplier.
2. To search for a specific purchase order, specify either the associate party name, or purchase order number, or purchase order amount, or accepted purchase order amount, in the Search field.
3. Click .
   The relevant purchase orders appear.

   Figure 6-32 Accept / Reject Purchase Order

   
   

   
   Description of "Figure 6-32 Accept / Reject Purchase Order"

   
   

   Table 6-24 Accept / Reject Purchase Order - Field Description

   Field Name	Description
   Party Name	Displays the name and ID of the logged-in corporate party.
   Search By	Indicates an option to search for specific purchase orders, by entering either the associate party name, or purchase order number, or purchase order amount, and clicking .
   Purchase Order List	This section displays the Purchase Order List related fields.
   Associated Party Name	Displays the name of the associated party.
   Purchase Order Number	Displays the purchase order reference number as a hyperlink. If you click this link, an image of the physical purchase order appears in an overlay window.
   Purchase Order Date	Displays the date when the purchase order has been created.
   Purchase Order Amount	Displays the amount of the purchase order.
   Accepted Purchase Order Amount	Displays the accepted purchase order amount.
   Status	Displays the status of the purchase order.
   Comments	Specify the remarks if any while accepting / rejecting the purchase order. Note: Remarks are mandatory if rejecting the purchase order.

4. Select the check box(es) beside the purchase order(s) to be accepted/rejected.
5. In the Comments field, enter the remarks if rejecting the purchase order.
6. Click Accept / Reject to accept/ reject the selected purchase order(s). The Review screen appears. Or click Cancel to cancel the transaction.
7. In the Review screen, verify the details and click Confirm. A confirmation message of request initiation of acceptance/ rejection of purchase order(s) appears along with the reference number and status. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the previous screen.

The purchase order is accepted/rejected and sent for authorization.