Filters and states in procurement

The filters gives you an overview about the cases or activities that you like to process.

Procurement_My_Filters

1.Go to menu "Procurement" > "Procurement".

2.Select a filter .

See descriptions of available filters below.

3.Choose a case or activity to process or refine your search .

Procurement cases or activities that belong to vessels which you have not selected in "My profile" > "Vessels" are never displayed. For further information about the vessel selection see "Manage available vessels".

Procurement Case Filters
My cases	Cases where I am set as owner in the case details.
Urgent cases	Cases that are marked in the section "Case details" as "Urgent".
Wait for offer approval	Cases that at least one offer is not yet approved
Wait for order approval	Cases with an order that is not approved yet (only available if order approval is active in your companies pre-settings). This activity is for purchasers, who have an Order limit , to be aware about orders above their limit which are at the superintendent for approval.
Pending request/offer cases	All cases with a purchase request, request template or request that is not ordered, rejected or closed yet.

The activity filters below are only shown if there are objects with in the respective status. Some activities may never appear dependent on the procurement pre-settings of your company (e.g. the different approval functions that may be activated).

Procurement Activity Filters	shows
Handle order rejection	orders that are rejected by a supplier
Approve purchase request	purchase requests (PRs) that are not approved yet (only available if PR approval is active in your companies pre-settings).
Process purchase request	PRs that are approved (if necessary) but the request or a direct order are not sent yet
Wait for offer	sent requests where there is not any offered entered by supplier or by buyer on behalf
Notice request rejection	requests that were rejected by the supplier
Process offer	offers not yet released for approval or order
Process order	orders that are not approved, not released for approval or not yet sent
Prepare for approval	offers that have to be prepared for an approval by the superintendent (only available if the functionality offer approval is active in your company's pre-settings)
Handle offer rejection	offers rejected by the superintendent (only available if the functionality offer approval is active in your company's pre-settings)
Approve order	orders that are not approved yet (only available if order approval is active in your companies pre-settings and if there are orders within your order limit ).
Continue approved order	orders that were approved by superintendent or superiors. Purchaser can continue finalizing and sending the order.
Wait for order confirmation	orders where we wait for suppliers confirmation (or rejection). Confirmation and rejection can also be done by purchaser on behalf of supplier.
Accept order modification	suppliers can modify orders based on a company parameter before he confirms the order. Once the supplier has modified an order, purchaser can see this in "Accept order modification" filter.
Delivery pending	orders with a delivery country, port and ETA selected (port organized) but without goods receipt note (GRN) information.
Handle order approval rejection	orders that are rejected by superintendent (only available if order approval is active in your companies pre-settings).
Continue approved order	orders that are approved but not yet sent (only available if Order approval is active in your companies pre-settings).
Handle order approval rejection	orders that where rejected by a superintendent (only available if Order approval is active in your companies pre-settings.
Organize port	orders sent where no parts are received yet.
Handle partial deliveries	orders sent where some but not all parts are received.
Process invoice	invoices was sent from a supplier through MESPAS SBM (only available if the respective option in Procurement Administration is activated). Those invoices have to be transferred to "Bookable" status by purchaser

States in procurement

There are different kind of states in MESPAS procurement:

•There is a manual status that can be selected on case level by any procurement user. The states available in the respective drop down field are defined by the procurement administrator of your company (see in chapter "Add procurement case manual status").

•There is a automatic status on case level that depends on the progress of a procurement case. These states are listed in the chapter "Search section" as they can be used to search or filter for cases.

•There are several kind of states related to the shipment and delivery of goods that are listed in the chapter "Order tracking".

•And there are different states that apply not to the procurement case but to the individual procurement objects, i.e. Purchase requests, Request templates, Requests (RFQ), Offers, orders and Invoices. These states are listed below:

Purchase Request states
	To be approved	The purchase request has to be approved by a superintendent before it can be further processed (only applies if PR approval is activated for your company).
	cancelled	The purchase request was rejected by a superintendent and is cancelled.
	In work	The purchase request has been approved (if PR-approval is activated for your company) and is being edited in the office.
	RFQ sent	A request for quotation was sent to at least one supplier.
	Ordered	An order based on the purchase request was sent.
	Order rejected	The order for this purchase request was rejected by the supplier.
	Order cancelled	The order for this purchase request was cancelled by a superintendent.
	Order confirmed	The order for this purchase request was confirmed by the supplier.

Request states
	In work	A request for quotation was created but not yet sent.
	Sent	A request for quotation was sent to at least one supplier.
	Offered	One or more offers were received on this request.
	Rejected by supplier	The request was rejected by the supplier. Right click on the icon to notice the rejection.
	Rejected	The request was rejected by the supplier and the rejection was noticed in the office.
	Ordered	One or more orders were placed on this request.
	Order confirmed	The order for this request was confirmed by the supplier.
	Order rejected	The order for this request was rejected by the supplier.
	Order cancelled	The supplier has cancelled the order for this request.
	Closed	The request was manually cancelled in the office.

Offer states
	In work	The offer was manually created in the office and has to be released for further processing.
	Prepare approval	The supplier offered and you may add or edit data before releasing it to approval (only applies if Offer approval is activated for your company).
	To be approved	The offer has to be approved or rejected by a superintendent (only applies if Offer approval is activated for your company).
	Offer approval rejected	The offer approval was rejected by a superintendent (only applies if Offer approval is activated for your company).
	Offer released	The offer was released (by the supplier or in the office). An order can be placed on this offer.
	Order created	An order on this offer was created but not yet sent.
	Closed	The request for this offer was closed.
	Offer replaced	The offer was replaced by a new offer.
	Ordered	An order on this offer was placed.
	Order rejected	The order on this offer was rejected by the supplier.
	Order confirmed	The order on this offer was confirmed by the supplier.
	Order cancelled	The supplier has cancelled the order on this offer.

Order states
	In work	The order has been created but was not yet sent to the supplier. There may be mandatory information that was not yet entered.
	Editing Manual order	A Manual order has been created. There is mandatory information that was not yet entered.
	To be approved	The order has to be approved (only applies if order approval is activated for your company).
	Approved	The order has been approved (only applies if order approval is activated for your company).
	Approval rejected	The order approval has been rejected (only applies if order approval is activated for your company).
	Sent	The order was sent to a supplier. In this status a confirmation, modification or rejection from supplier side is awaited.
	Confirmed	The supplier has confirmed the order.
	Received (order modification)	The supplier has modified the initially sent order. The initial order is in status "Replaced".
	Replaced	When the supplier modifies an order the initial order is converted to status "Replaced".
	Cancelled	The order was cancelled.
	Rejected	The order was rejected by the supplier.
	Rejection confirmed	The order was rejected by the supplier and the rejection was confirmed in office or the order was rejected in office on behalf of the supplier.

Invoice states
Entering	The invoice was entered or its approval was rejected and it can be edited or released.
To be approved	The invoice is released and has to be approved (only applies if invoice approval is activated for your company).
Bookable	The invoice was approved and can be cancelled or exported to an accounting tool (only applies if an interface to an accounting tool is in use).
Exported	The invoice was exported to an accounting tool (only applies if an interface to an accounting tool is in use).
Cancelled	The invoice was cancelled and cannot be edited anymore.