Purchase management in the company involves two main stages: Purchasing Workflow and Purchase Orders. These functionalities ensure full tracking of all acquired parts, from request approval to material receipt in stock.
The Purchasing Workflow and Purchase Orders pages are available exclusively on the desktop version. In the app, users can track the purchase status of parts within the Work Order (WO) or through each part’s page.
Purchasing Workflow
The Purchasing Workflow page centralizes all parts being acquired by the company, whether originating from Purchase Requests (PRs) or direct orders.
Parts included in the Purchasing Workflow
Parts from approved PRs: Materials requested through request that have been reviewed and approved.
Single parts (without PR) from Purchase Orders: Parts added directly to purchase orders without being linked to a request.
Managing the Purchasing Workflow
The Purchasing Workflow table displays each part individually, presenting information such as:
Purchase status:
Authorized Purchase
Request for Quotation (RFQ)
Vendor Selection
Purchase Order
Partial Entry
Registered Entry
Requested quantity;
Additional data;
Purchase details of the part.
You can update the purchase status of parts to indicate their progress in the acquisition process:
Authorized Purchase
Request for Quotation (RFQ)
Vendor Selection
Purchase Orders
The Purchase Orders page centralizes all orders generated by the company, allowing detailed tracking of purchases and delivery status.
Data displayed in the Purchase Orders table
Purchase Order ID;
Status:
Order Issued: Status assigned when the Purchase Order is created.
Partial Entry: When the order still has parts pending receipt (status "Purchase Order").
Completed: Automatically updated when all parts in the order have "Completed" status.
Order parts;
Total Cost;
Vendor;
Responsible Purchaser;
Purchase Request;
Contract;
Payment Method;
Payment Terms;
Part Value;
Discounts;
Shipping Type;
Shipping Costs;
Notes;
Files;
Entry (when the Entry was registered);
Who created the Purchase Order;
Creation and update timestamps.
Important note: Purchase Orders can contain parts approved from Purchase Requests as well as single parts added without a request.
Bulk Actions in the Table
You can perform the following actions either individually or in bulk:
Register part entry
Cancel or delete orders, as long as parts have not yet been received.
Important notes:
Orders with full or partial part entry cannot be canceled or deleted.
Orders with full entry cannot have additional entries registered.
Creating a Single Purchase Order
To create a new Purchase Order:
Click on "Create Purchase Order";
Fill in the required information:
Purchase Order Code;
Vendor;
Linked Contracts;
Responsible Buyer;
Payment Method (only if configured by the company);
Payment Terms (only if configured by the company);
Shipping Type (only if configured by the company);
Shipping Value.
In the table, select the order part and enter:
Part quantity;
Unit price;
Total price;
Discount (if applicable);
Delivery date;
Cost Center.
If necessary, add other costs in the "Costs" section.
Editing a Purchase Order
To edit a Purchase Order:
Select the order;
Click "Edit".
Editing rules:
Orders can be edited as long as no part has had full entry.
Parts with partial or full entry cannot be edited.
For parts still in "Order" status, the following fields can be modified:
Unit price;
Discount;
Delivery date;
Cost Center.
If the part is not linked to a PR, the requested quantity can also be edited.
To print a PDF of the order, click the printer icon next to "Register Entry".
In-App Purchase Orders
In the Tractian App, users can view Purchase Orders per part, but editing, deleting, or canceling orders is not available in the app.