Order Statuses and Overview Columns Explained

Statuses and overview columns explained 

Some of the columns in the grid reflects “Order statuses” and can be arranged in an order that will track an orders life cycle from Draft to Finished. The status columns are as follows

Regular order status columns

        Draft 

             When in draft status items\order lines can still be added to it, by users with the “edit” and “add” user rights in PO. Draft can be created both in the office (Local Office) and onboard (Local Ship). Only users on the side where the draft is created are allowed to approve it.

Ownership can be transferred by using the “transfer owner ship” function found under the “Status” text menu. Drafts can be deleted (if they are not numbered)

       New Requisition 

             Once a draft has been approved it is referred to as a “Requisition”, and it has been given an order number. The users onboard are no longer allowed to add order lines to the requisition, and they can no longer modify its properties. This is normally where the purchasers in the office will pick up the order for further processing.

       In Progress 

             This status column contains multiple statuses, which are mainly “Office” related statuses, and it ii usually being used by the users onboard. Users onboard have little use for a column

for each of these statuses. The users onboard can see the current order status for the order in the grid. Orders with the following status, will be included:  

• “Quotation sent but not approved,  
• Request for quotation,  
• Quotation Received (eCommerce),  •      Supplier selected (but not approved),  
• Supplier Selected and approved.

       Request for Quotation – Pending 

             This is also a status collection column that for all requisitions within the quotation phase, and not yet sent. It will contain the following:

• Request for Quotation
• Quotation Received (eCommerce)
• Quotation Completed
• Supplier Selected (but not approved)
• Supplier Selected and approved

       Quotation Received (eCommerce)* 

             If a request for quotation is sent via a eCommerce portal (IE: ShipServ, Kinnetik or SeaProc) and a quote have been received back from this portal, the order status will be set to this status.  

       Quotation Completed* 

             Once the quotation process is considered completed, it is possible for users to set the order status to “Quotation Completed”. There is no automated function that will set the order in this status, even if quotes have been received for all order lines for all included suppliers. This status is most used if there is someone else than the purchaser, who will consider the quotes and decides which suppliers to use. Then can then “suggest” a supplier or select one of the suppliers included in the order.

        Supplier Selected (but not approved) * 

             When a decision has been made, a user may select one of the included suppliers to be the “Selected Supplier” for the order. When a supplier is selected the quotation details are copied into the order setting the order value, currency, and other details. This is often the status where the “Request for Approval” is made.

        Waiting for final approval 

             When using the approval matrix function, and a request for approval is sent, the order will show in this column until the order has been approved for ordering.

       Supplier Selected and approved*

             Once an order has a selected supplier and an order has been approved, the order will receive this status. It is in this status possible to send the actual order to the supplier.

       Approved Orders  

             This column will list all orders that have been approved, it is technically possible to approve and order before a quote has been received and supplier has been selected.  

       On Order  

             This is a status collection column, it will contain any order that has been set on order, but not yet had any type of receival. It includes

• On Order (Unconfirmed)
• On Order (Confirmed)

       On Order (Unconfirmed)

             When order has been sent to the supplier, the order will be given this status. So, this status will list all the orders that have not yet been confirmed by the supplier.

                        On Order (Confirmed)

             If the supplier sends an order confirmation, by an e-mail or other communication, it is possible to manually confirm the order in TM Master. If the order is sent through an eCommerce portal, the confirmation can be set automatically based on eCommerce portal confirmation.

       Partly/Completely received forwarder

             This column will list all orders that have been fully or partly received by a forwarder. These statuses can be set manually by using the [Receive by forwarder] function, or by an integration with a forwarder. Once an order has been received onboard it will no longer show in this column

       Partly/Completely received warehouse

             This column will list all orders that have been fully or partly received by a Warehouse. These statuses can be set manually by using the [Receive by warehouse] function. Once an order has been received onboard it will no longer show in this column

       Received Agent

             This column will list all orders that have been fully or partly received by an Agent. These statuses can be set manually by using the [Receive by Agent function. Once an order has been received onboard it will no longer show in this column

       Partly Received (On board)

             This column will contain all orders that have only been partly received to stock. The “partly received” status can be set by not receiving all items while using the [Receive to stock] function, and confirming the status should be set to “partly received”

       Completely Received (Onboard)

               This column will contain all orders that have been completely received, but not yet paid.

       Finished Orders

             Once and order has been marked “Completely Received” and marked as “Paid” the status is set to “Finished” and is listed in this column.

       Cancelled orders

             After a draft has been approved and given a number it is not possible to delete the draft\requisition\order, but it can be cancelled. The reason it is not allowed to delete numbered orders is to avoid creating unexplained holes in the order numbering sequence. All cancelled orders will show in this column

       On Hold

             In some cases, it is required to stop processing of certain requisitions\orders, to ensure that no one process the order further it can be set “On Hold”, only users with the

“CanSetOnHold” user right can, set and remove the status. When the “On hold” is removed for a requisition\order it will return to its prior status of the on-hold action. All orders currently “On Hold” will show in this column  

Order properties columns

Some of the columns does not represent a status, but reflect other aspect or property of an order

       Local Office (Orders) 

 This column will list all drafts\requisitions\orders created at the office side of the system. Once the order status is set to “Finished” they will be removed from this column

       Local Ship (Orders) 

 This column will list all drafts\requisitions\orders created at the office side of the system. Once the order status is set to “Finished” they will be removed from this column

        Will be delivered on next arrival 

             In the order head a check box called “will be delivered on next arrival” can be found, if ticked the order will be listed in this column, until either tick is removed, or order has been received onboard

       Orders with reminders 

             It is possible to add reminders to order, both active (pop up notification) and passive reminders. Any orders with a reminder will show in this column

       Orders with due reminders 

             Once an order reminder is due (active and passive) the order, will be listed in this column. Once a reminder is ticked “handled” it will be removed from this column.

       Credit Note 

               Any open credit notes will be listed in this column

       Order needs attention 

             This column is used by integrations only. If there is a problem transferring an order to the integrated system, the order will show up in this column. The reason for the rejection is usually found in the order history, but this might differ depending on the integration

        Orders requiring my attention 

             This column is activated by clicking the toggle button (with the same icon) in the order overview menu bar. This column will list orders that require the logged-on users’ attention. This is orders where I am the next approver, or orders that have been altered after the logged-on user approved it (Change approval).

Additional Optional Columns

Some of the columns are dedicated to specific optional functions, that can be turned on in system the system settings.

        Pending draft approval 

             This status is optional, and the function related to this status need to be activated in the settings to be available. To increase control on what drafts are approved. This function can be activated. Any user can be allowed to create a new draft, but only a limited set of users may “approve” the draft. Users without the “approve draft” user right can tag the drafts “Pending draft approval” enabling the users who can approve it to easily identify them. More details on this function in the chapter: How to request draft approval? 

       Awaiting Office Approval 

             This status is optional, and the function related to this status need to be activated in the settings to be available. The setting if activated will require all “direct orders” to first be approved by a user in the office. The direct orders requiring approval will be listed in this column. More details on this function can be found later chapter in this document.

“How does the Approve direct purchases onshore work?” 

       Approved Requisition 

             This status is optional, and the function related to this status need to be activated in settings to be available. If the requisition is approved, it will appear in this column.  More details on this function can be found later chapter in this document.

       Rejected Requisition 

             This status is optional, and the function related to this status need to be activated in settings to be available. If the requisition is for some reason not approved, due to some reason, details missing items not accepted etc, the requisition can be rejected, and show in this column. The control of the requisition will then be handed back to the unit (if this is where it originated from). Users onboard can amend the requisition (as if it were a draft) and reapprove or cancel it. If Re-approved, it will show up in the “New requisition” column. More details on this function can be found later chapter in this document.

       Awaiting Supplier Suggestion 

             This status is optional, and the function related to this status need to be activated in the settings to be available. Once quotes have been received for an order, a choice of supplier needs to be made. This function will allow multiple people weigh in their suggestion. Any orders where no suggestions have been made will show in this column. More details on this function can be found later chapter in this document. How to “suggest” a supplier? 

       Quotation Completed and Supplier Suggested 

             This status is closely related to the “Awaiting supplier suggestion” described above. Once a suggestion of a supplier has been made the order will show in this column. It is still possible to weigh in a supplier choice also while in this status. More details on this function can be found later chapter in this document. How to “suggest” a supplier?

       Pending Change Requests 

All orders with a pending change request will be listed in this column

       Approved Change Requests 

         All  open orders (Not finished) that have an approved change request will be listed here.         Only the last request is used to determine which column it should be shown under. 

       Rejected Change Requests 

        All open orders (Not finished) that have a rejected change request will be listed here.         Only the last request is used to determine which column it should be shown under.

Last Updated 

This column will show the date and time for the last received replication file from the unit on the row. The date will turn red if it exceeds 7 days since last update the date will turn red.