Viewing Purchase Orders

By clicking on the icon   in the sidenav, the User is redirected to the ODA section, where they can view a list of Purchase Orders (ODA) already registered on the platform. Below is an example screenshot of the page:

In detail, the fields present are:

• ID: A unique identifier from the portal associated with the Purchase Order.
• Object: Displays the name assigned to the Purchase Request during its creation.
• Status: Indicates the status of the Purchase Order on the platform. It can have the following values:

• Draft: The User has created a new Purchase Order, saved it before completing all the required data, and chosen to save the information for future completion.
  • IMPORTANT: If there is no approval workflow configured (see Settings → Add-On Section → Add-On – Approval Workflow), upon completing all mandatory data, the Purchase Order will move from "Draft" to "Approved."
  • IMPORTANT: If an approval workflow is configured (see Settings → Add-On Section → Add-On – Approval Workflow), upon completing all mandatory data, the Purchase Order will move from "Draft" to "In Approval."
• In Approval: If an approval workflow is active and has been matched with the Purchase Order, the process is ready to be reviewed by the Portal User with the Approver + Cost Center Manager role, who can either approve (Approved), reject (Rejected), or request changes (Rejected with Reserve).
  • If multiple Approvers + Cost Center Managers are involved, the order will move between approval steps only after each previous approver has completed their review.
• Approved: The Purchase Order has been approved by all involved approvers, and no further approvals are necessary.
• Rejected: The order has been rejected by at least one of the involved approvers, and no further actions can be taken.
  • A rejected order is no longer editable.
  • A rejection can occur in the following cases:
    • A User rejects a price increase after a negotiation cycle between the Buyer and Supplier.
• Rejected with Reserve: The order has been conditionally rejected and can be modified by the User in all its parts.
• Canceled: The User started a new Purchase Order but decided to cancel it before completing all the required fields.
  • A canceled order is no longer editable.
• Sent: Once an order has been approved, it can be manually sent to the Supplier, who can either accept (status: Accepted), reject (status: Rejected), or request changes through the ODA negotiation feature.
• Accepted: The order is marked as accepted when the Supplier agrees to the terms specified.
  • An order can reach the "Accepted" state in the following cases:
    • Direct acceptance by the Supplier after the first submission.
    • Acceptance following an ODA negotiation process between the Supplier and ORBIT user.
• Rejected: If the Supplier refuses to accept the order details, it moves to the "Rejected" status.
  • IMPORTANT: A rejected order is no longer editable.
  • Rejection can occur either upon first submission or after negotiation.
• Negotiation: The order enters this status when the Supplier requests modifications during the ODA negotiation cycle.
• Negotiation in Approval: If modifications result in a price increase, the order enters this state and requires formal approval from designated approvers.
• Completed: The order is manually marked as "Completed" once the ORBIT user decides to close it.
  • IMPORTANT: Once an order is completed, no further actions can be taken on it.

• Supplier: Displays the Supplier's name.
• Cost Center: Indicates the cost center associated with the Purchase Order.
• Reference Location: Displays the location linked to the Purchase Order.
• Request Date: Shows the request date set by the ORBIT User.

• If the request date is in the past, the Purchase Order is automatically marked as "Completed."
• If the date is current, the status changes follow the standard platform workflow.

• Total Value: Shows the total value of the order, calculated by summing the value of each position and expressed in the currency selected for the order (e.g., '€' or '$').
• Active Alerts: Graphically represents any alerts about delivery dates based on configured parameters in the ODA Alerting section.

•  indicates that the critical window has not been reached.
•    indicates that the critical window has been reached, calculated as "x" days before the closest delivery date.
  • IMPORTANT: The number next to the symbol  shows how many positions are within the critical window.
•   indicates that the delivery date has been exceeded.
  • IMPORTANT: The number next to the symbol  shows how many positions have passed their delivery date.

•  indicates a correctly created order or an order approved by a user with the appropriate role.
  • IMPORTANT: Multiple icons  can appear if multiple approvers are required.
•  indicates that the order is pending approval.
  • IMPORTANT: This icon  can also appear if the order is "Rejected with Reserve."
•  indicates the order was rejected by a user with the authority to do so.

• …
  1. More Options (Three Dots): This menu opens additional actions, such as:

• View: Allows the user to view the details of the Purchase Order.
• Export the list of Purchase Orders directly from the button .