Orders & Offerslifecycle
Supplier Orders
How do approved purchase requests become orders a supplier can act on?
A supplier order is assembled, not typed: the screen filters approved request lines that still need purchasing — approved, not covered by stock, not yet on any order — and turns the selected lines into an order for one supplier. Contract, priority, and request purpose narrow the pool.
The sequence
5 stepsRequests approved
Requisitions are approved with quantities split between stock coverage and purchase need.
Filter the line pool
Approved, unordered, not-in-stock lines are filtered by supplier, contract, priority, and purpose.
Assemble the order
Selected lines become order details under one supplier header, with quantities and notes per line.
Execute the purchase
Purchasing runs the order through the purchase document and goods acceptance.
Close the loop
Completed and supply-done flags record when ordering closed and the goods arrived.
How it works
The order header carries the supplier, the order date, a unique year-stamped reference, a note, and optionally the purchase contract it runs under — in which case the contract’s agreed delivery days travel with the order. Filtering by contract restricts the line pool to requests whose items belong to that agreement, which is how call-off ordering against a contract works in practice.
Each order line keeps its link back to the request detail it came from, with the ordered quantity and a note — so the requester’s justification, the approver’s approved quantity, and the supply-by date remain one chain. Two status flags track the order’s life: completed when ordering is closed, and supply-done when the goods have arrived. Requests whose items were already in stock never reach this pool at all — approval reserves existing stock instead, and only the quantities genuinely needing purchase appear here.
Worth knowing
- Only what needs orderingThe pool shows approved request lines that are unordered and not covered by stock — nothing is ordered twice, nothing skips approval.
- Contract-restricted orderingFiltering by an active purchase contract scopes lines to the agreement and carries its delivery days onto the order.
- Request-to-order traceabilityEvery order line keeps its foreign key to the request detail, preserving requester, justification, and approved quantity.
- Two-stage statusCompleted and supply-done flags separate “we finished ordering” from “the goods are here.”
- Stock short-circuit respectedRequest lines satisfiable from stock are reserved at approval and never enter the ordering pool.
What this touches
- Purchase requests
Approved requisitions are the only source the ordering pool draws from. - Purchase orders
The purchase documents — currency, customs, freight — that execute the assembled order. - Goods acceptance
Line-level receipt is what turns an order’s supply-done flag true in practice. - Contract lots & items
Contract-scoped ordering draws against the agreement’s priced items. - Stock visibility
Stock coverage and reservations decide which lines need ordering at all. - Finance & accounting
The purchase documents behind the order post to the ledger and payment subledger.
See supplier orders running in continON.
A guided walkthrough on a sanitized demo tenant — this capability inside its module, on the shared platform.