Internal Purchase Order Applet

Purpose and Overview

The Internal Purchase Order Applet is designed to streamline the full purchase order lifecycle within your organization. It supports creating and editing purchase orders, managing suppliers and line items, approval workflows, stock replenishment, file import/export, and reporting—all in one place. It is used by procurement and purchasing staff, approvers and managers, finance and operations, and system administrators.

Key Features Overview

Who Benefits from This Applet?

Procurement & Purchasing:

• Create and edit purchase orders with supplier, billing/shipping address, and line items
• Add line items from BPO, PQ, PR, or existing PO where applicable
• Track POs through draft, submitted, and approved states
• Use file import for bulk creation

Approvers & Managers:

• Process approval requests in Approval Request
• View approval history and monitor pending items
• Configure approval settings and conversion rules

Finance & Operations:

• Link POs to payments and contra documents
• Run PO Line with GRN KO and Closed Queue KO reports
• Manage intercompany transactions
• Export data for reconciliation

Administrators:

• Configure workflow, default selections, and application settings
• Manage branch settings, email templates, and printable formats
• Set up permissions (permission wizard, permission set, user permission, role permission)
• Use release notes and audit trail for support and audit checks

What Problems Does This Solve?

The Manual Purchase Order Problem:

Managing POs with spreadsheets and email leads to:

• Inconsistent formats and missing data
• Delayed approvals and poor visibility
• No single place for supplier and line-item details
• Difficult reporting and audit trails

The Internal Purchase Order Applet Solution:

• Structured PO creation — Header, supplier, addresses, line items, payments, and attachments in one flow
• Approval workflow — Submit for approval, act in Approval Request, and review history
• Supplier and item management — Select supplier, billing/shipping address, and add line items (including from BPO/PQ/PR)
• Bulk operations — File import and file export for many POs
• PO replenishment and reporting — Replenishment runs/templates/events, PO Line with GRN KO, and Closed Queue KO
• Configuration — Workflow, branches, email templates, printable format, and permissions in Settings

Feature Navigation

Key Concepts

Purchase Order Flow

PO Statuses Explained

Main Views (Routes)

• Purchase Order — Default view: listing, then create or edit
• Line Items — Dedicated line-items management
• PO Line with GRN KO — Report linking PO lines to GRN/KO
• Closed Queue KO — Closed queue reporting view
• PO Replenishment — Parent menu for replenishment features
  • Replenishment Runs
  • Replenishment Events
  • Replenishment Template
• File Import — Bulk import POs
• File Export — Export POs
• Intercompany — Manual intercompany transactions
• Purchase Order Queue — PO open-queue tracking (PO to GRN/KO context)
• Multi-PO — Work with multiple POs
• Approval Request — Approval action workspace (Approve/Reject)
• Approval History — View past approvals
• PO Free Gift — Free-gift handling
• Settings — All configuration (see Configuration & Settings)

Quick Start Guide

Get up and running quickly with these essential workflows.

For Procurement: Create Your First Purchase Order

Goal: Create a purchase order with supplier, addresses, and line items in a few steps.

1. Navigate: Go to Purchase Order from the sidebar (default view when you open the applet).
2. Create header: Click "+" (Create) → Create Purchase Order opens.
3. Enter main details:
   • Select Purchaser (if your setup requires it).
   • Select Supplier (or create a new one from the list).
   • Set Billing Address and Shipping Address (or select shipping entity).
4. Add line items:
   • Open the Lines tab.
   • Click "+" (tooltip: Create) to open Add Item.
   • Enter or select Item, Quantity, Price, and any other required fields, then click ADD.
   • If your flow uses document-based sourcing, use Search Document and its tabs: Search Blanket Purchase Order, Search Purchase Quotation, Search Purchase Requisition, or Search Purchase Order.
5. Optional: Add Payment terms, Contra documents, or Attachments as needed.
6. Review: Check all details are correct.
7. Submit: In the PO (edit) screen, open the Submit Approval section and click Submit For Approval.
8. Confirm next state: Open Approval Request to confirm the document is ready for approver action.
9. Save strategy (optional but recommended): If the PO is not ready for approval, use SAVE in edit mode to keep progress and continue later.

What happens next? Approvers act in Approval Request (Approve/Reject). Purchase Order Queue is typically used to track PO open-queue linkage (for downstream GRN/KO flow).

Pro Tip: Use File Import for many similar POs. If certain menus are hidden, ask your admin to review your permission and menu visibility setup.

For Approvers: Process Approval Requests

Goal: Review and approve (or reject) purchase orders in 4 steps.

1. Check pending: Go to Approval Request from the sidebar. Open a pending request to view details.
2. Review details:
   • Check header, supplier, line items, amounts, and any attachments.
   • Confirm the request matches your organization’s policy.
3. Decide: Use the Approve or Reject button at the top of the screen.
   • Approve: Click Approve → the PO moves to the next step; requester may be notified.
   • Reject: Click Reject → enter approval remarks when prompted → requester is notified and can correct and resubmit.
4. Track decisions: Use Approval History to review previous actions and remarks.

Need handover coverage? Ask your administrator to review Approval Settings, Approval Monitor, and Branch Designation so approval routing stays correct during leave periods.

Core Feature Walkthrough (Client Onboarding)

Goal: Validate the applet’s core capabilities in one guided pass after initial setup.

1. Queue visibility check: Open Purchase Order Queue and confirm users can see the expected open-queue records.
2. Bulk import check: Open File Import, upload a small test file, and verify records are created/updated as expected.
3. Bulk export check: Open File Export, apply filters (for example date range and branch), and export for reconciliation.
4. Replenishment check: Open PO Replenishment and verify access to Replenishment Runs, Replenishment Events, and Replenishment Template.
5. Reporting check: Open PO Line with GRN KO and Closed Queue KO, then confirm filters and result rows load correctly.
6. Operational check: Open Intercompany and Multi-PO to confirm your team can access the operational views required by your process.
7. Role check: Validate menu visibility and actions for at least three roles:
   • Procurement user: create/edit flow
   • Approver: Approval Request with Approve/Reject actions
   • Admin: Settings, permissions, and branch/approval controls

For Admins: Initial System Setup

Goal: Get the Internal Purchase Order applet ready for your users in a few steps.

Step 1: Branch setup (Settings > Branch Settings and Settings > Branch Designation)

• Configure branches so POs can be assigned to the right locations.

Step 2: Workflow (Settings > Workflow Settings)

• Define who approves POs and in what order (e.g. Manager → Finance).
• Set any conditions (e.g. POs above a certain amount need extra approval).

Step 3: Default selection (Settings > Default Selection)

• Set default branch, supplier, or other values so users get sensible defaults when creating POs.

Step 4: Application settings (Settings > Application Settings)

• Control which fields are required or visible on the PO and line item forms.

Step 5: Printable format (Settings > Printable Format Settings)

• Configure how POs look when printed or exported to PDF.

Step 6: Email templates (Settings > Email Template)

• Set up notifications for approval, rejection, and other events.

Step 7: Approval controls (Settings > Approval Settings, Settings > Approval Monitor)

• Configure approval levels and document-conversion rules.

Step 8: Permissions (Settings > Permission Wizard, Permission Set, User Permission, Role Permission)

• Assign who can create, edit, or approve POs.

Step 9: Test

• Create a test PO as a procurement user, approve it as an approver, and confirm the full flow works.

File Import and Export

File Import — Open File Import from the sidebar when you need to create or update many POs at once. Upload an Excel or CSV file and follow the on-screen steps to map columns to PO fields. Use this when migrating data or entering a large batch of orders.

File Export — Open File Export to download PO data for reporting, reconciliation, or use in other systems. Apply filters (e.g. date range, supplier, branch) and choose the format your administrator has configured (e.g. Excel, CSV).

PO Replenishment

Use PO Replenishment to manage stock-driven procurement actions. In this menu:

• Replenishment Runs handles run/listing workflows for replenishment output.
• Replenishment Events handles event-based replenishment tracking.
• Replenishment Template stores reusable replenishment templates.

Typical use: set minimum levels and reorder logic so purchase orders can be created or suggested when stock is low.

Reporting

• PO Line with GRN KO — See how each PO line links to Goods Received Notes (GRN) and related documents (KO). Use this to track what was ordered vs what was received and to reconcile with suppliers.
• Closed Queue KO — Review closed queue records for operational follow-up and audit checks.

Use the filters and columns in each report to narrow by date, supplier, branch, or status.

Configuration & Settings

Access Settings from the sidebar to configure how the Internal Purchase Order applet behaves for your organization. The table below summarizes the main options; configure them to match your procurement and approval policies.

Configure these according to your organization’s procurement and approval policies.

Permissions (Source-Verified)

The applet behavior is controlled by both server-side permission inquiry targets and client-side menu visibility permissions.

Server-side permission targets

Client-side menu visibility permissions

These permission codes are evaluated together with applet hide/show settings:

• SHOW_LINE_ITEMS_MENU
• SHOW_PURCHASE_ORDER_QUEUE_MENU
• SHOW_MULTI_PURCHASE_ORDER_MENU
• SHOW_PURCHASE_ORDER_REPLENISHMENT_MENU
• SHOW_FILE_IMPORT_MENU
• SHOW_INTERCOMPANY_MENU
• SHOW_FILE_EXPORT_MENU
• SHOW_PURCHASE_ORDER_LINE_WITH_GRN_KO_MENU
• SHOW_CLOSED_QUEUE_KO_MENU
• SHOW_APPROVAL_REQUEST_MENU
• SHOW_APPROVAL_HISTORY_MENU

If a user still cannot see a menu, review both permission assignment and the related applet setting (for example HIDE_* menu toggles).

Audit

• Use Settings > Release Notes to track applet updates relevant to business users.
• Use Settings > Audit Trail to review logged applet actions for support and audit checks.

Personalization

If enabled for your tenant, use personalization features to maintain your preferred defaults (for example, personal default selection and sidebar behavior).

FAQ

Q: Why can’t I see some menus (Line Items, File Import, Approval Request, etc.)?
A: Menu visibility can depend on both permissions and applet settings. Ask your administrator to review your permission assignment and menu visibility configuration.

Q: I see “Purchase Order needs to be converted from Purchase Requisition” when I click + or try to submit for approval. What do I do?
A: Your organization has document conversion turned on for this flow: the system expects the PO to have been created from a Purchase Requisition (PR) before you can submit for approval. You can fix it in one of two ways:

• Option 1 (recommended if your policy requires PR first): Create a Purchase Requisition first (in the Purchase Requisition applet). In the PO flow, open Lines → click + (Create) → use Search Document / Search Purchase Requisition to add PR-based lines. That creates the PR→PO link. Save the PO, then open Submit Approval and click Submit For Approval.
• Option 2 (if your org allows POs without a PR): An administrator turns off the requirement in Approval Monitor—see How do I set Option 2 (disable document conversion required)? below.

Q: Why is the + (Create) button disabled in Submit Approval?
A: This usually happens when document conversion is required but the PO is not linked from Purchase Requisition. Follow the conversion guidance above or ask your admin to review Approval Monitor.

Q: Can I edit a PO after I’ve submitted it for approval?
A: It depends on your setup. If the PO is still in Submitted (pending approval), some tenants allow you to recall or edit it. Once Approved, changes may be restricted. Check with your admin or try opening the PO—if Edit is available, you can change it.

Q: My PO was rejected. What do I do?
A: Open the PO and read the rejection reason (your approver should have entered it). Correct the details—e.g. wrong supplier, amount, or missing attachment—then resubmit for approval. If the reason is unclear, contact the approver.

Q: Where do I find POs waiting for my approval action?
A: Use Approval Request. That is where Approve and Reject actions are performed. Use Approval History to review completed decisions.

Q: What is Purchase Order Queue used for, then?
A: Purchase Order Queue is generally used for PO open-queue tracking context (for downstream GRN/KO linkage), not as the main approve/reject workspace.

Q: How do I add line items from an existing BPO, PQ, PR, or PO?
A: In the PO flow, open Lines, click + (Create), then use Search Document tabs (Search Blanket Purchase Order, Search Purchase Quotation, Search Purchase Requisition, Search Purchase Order) to pull lines.

Q: Which permissions usually control why I can read but not create/edit (or vice versa)?
A: Commonly: Read uses TNT_API_DOC_INTERNAL_PURCHASE_ORDER_READ_TGT_GUID, Create uses TNT_API_DOC_INTERNAL_PURCHASE_ORDER_CREATE_TGT_GUID, and Edit/Save uses TNT_API_DOC_INTERNAL_PURCHASE_ORDER_UPDATE_TGT_GUID. Tenant admin/owner (TNT_TENANT_ADMIN, TNT_TENANT_OWNER) can override these checks.

Q: Can I export POs for the whole year?
A: Yes. Open File Export, set the date range to cover the full year (and any other filters you need), then run the export. The exact format and filters depend on how your administrator has configured the applet.

Q: Why are Approve/Reject buttons disabled in Approval Request?
A: Buttons are disabled when no row is selected, or when the selected request status already prevents that action (for example, already approved/rejected).

Q: How do I set Option 2 (disable “document conversion required”) so POs don’t need to be created from a PR?
A: An administrator with access to the Internal Purchase Order applet Settings can do this:

1. Open the applet and go to Settings in the sidebar.
2. Open Approval Monitor. You’ll see a list of conversion rules with columns From, To, and Remarks.
3. Find the row where From = INTERNAL_PURCHASE_REQUISITION and To = INTERNAL_PURCHASE_ORDER. Click that row to open Edit Approval Monitor.
4. On the edit screen, uncheck the box “Is Document Conversion Required”.
5. If there is an Update or Save button, click it to save. If the Edit screen has no update action available in your setup, you can instead:
   • Click Back, then use Delete from the listing or edit screen to remove the existing rule (only if you’re sure no other process needs it), then
   • Click + (Create) to Add Approval Monitor and create a new rule with From: INTERNAL_PURCHASE_REQUISITION, To: INTERNAL_PURCHASE_ORDER, Remarks as needed, and leave “Is Document Conversion Required” unchecked. Click ADD to save.

After the rule is updated or recreated with the checkbox off, users can submit POs for approval even when the PO was not created from a Purchase Requisition.