Check E-Procurement Purchase Orders

After placing an E-Procurement order through IRIS Financials Purchasing, before posting it to IRIS Financials, the order details must be checked and any required additional information entered.

To check and add required additional details of an unconfirmed E-Procurement order at a later date, close the Basket tab. To find the order again, go to E-Procurement, then select OK.

If you close the Basket tab after completing some of the required additional details, any changes are not saved.

When completing the order details, if you find you cannot enter details, your IRIS Financials Purchasing session might have expired. To check, select the IRIS Financials Purchasing tab, log in again, then return to the Basket tab.

On the Basket page:

  1. Check all the ordered items are displayed, and if not already completed, enter the following:

    • Supplier Location
    • Delivery Location

    • Recipient Name — Enter the details of who the order is being sent to or who should deal with it when it arrives

      If your organisation uses an FAO or F.A.O userfield, the Recipient Name is automatically copied to the userfield but it is not displayed in the Basket.

    • Document Date — Change the date and period as required

    • Comments — If the purchase order must be approved, enter any details to share with the approver

      If userfields have been set up in IRIS Financials Purchasing, enter the relevant details for each one, as required.

    For each ordered item and shipping line:

    • VAT Code — Only if not automatically populated
    • Nominal — Select the nominal the item line must be posted to in IRIS Financials

    • Account — Select the account the item line must be posted to in IRIS Financials

      If additional information is to be displayed in the userfields for each item, select the expand arrow icon at the end of the line, then complete the relevant details for each one, as required.

      For IRIS Financials Purchasing version 6.0.359 or later, if Detail Analysis Fields (DAFs) are required for any of the item lines, a warning is displayed. To enter the information for DAFs, select Enter Additional Information.

  2. After completing all the required details, to send the order to the supplier for processing and confirmation, either: 

    • To skip checking the details against an assigned budget, select Send Order for Approval.

    • To check the details against the budget before confirming the order, select Check Budget, then Proceed.

      For IRIS Financials Purchasing version 6.0.359 or later, Check Budget also allows the budget to be checked against Detail Analysis Fields (DAFs) for each line. To check the budget against a DAF, for the relevant line, select DAF Budgets.

    If your organisation requires purchase orders to be approved first, the document is sent to your assigned approver, and is only automatically sent to the supplier after it has been approved.