Working on a Purchase Order

Once a Purchase Order (PO) is created, users with the necessary privileges can manage and process it further. The PO record opens in a pop-up window containing four tabs that provide different views and actions related to the PO.

PO Details

Summary

Displays all information entered during PO creation, including:

• Basic Details – Order name, vendor, department, currency, delivery date, etc.

• Item & Cost Details – Item name, category, quantity, pricing, discount, tax, and total cost breakdown.

Asset Received

This view shows a detailed summary of assets associated with the PO. It helps track order progress, including the number of items ordered, received, and pending.

Label	Action	Description / Example
Category	Select from the drop-down.	Choose the asset type linked to the PO. Options include IT Asset or Fixed Asset. Example: Selecting "IT Asset" will filter the list to only display IT-related items in the PO.
Search	Enter text in the input field.	Allows users to search for specific assets in the PO list. Example: Enter "Laptop" to quickly locate all laptop assets in the PO.
Sort By	Select from the drop-down.	Sort asset records in ascending or descending order based on selected criteria. Available criteria include Hostname, Asset Name, Asset ID, Criticality, Operational Status, Status, Device Down, etc. Example: Sorting by “Operational Status” in ascending order will group active devices at the top.

Attachments

Users can classify and organize files for clarity and compliance when uploading attachments to a Purchase Order.

Label	Action	Description
Upload Area	Drag and drop / Browse to upload	Upload files (Formats: PNG, JPEG, PDF, DOCX, XLSX, etc., Max size: 20MB).
Category*	Select from the drop-down	Choose a category to classify the attachment: Default Category Quotation Terms & Conditions Invoiced and Receipts Payment and Financial Documents
Description	Enter text	Provide a brief note or context about the uploaded attachment.
Upload	Click to confirm	Uploads the selected file(s) to the PO record.
Cancel	Click to abort	Closes the pop-up without saving the changes.

Activity Log

The Activity Log provides a detailed history of all actions and updates related to a Purchase Order (PO). It captures every modification authorized users make, including updates to terms and conditions, vendor details, billing/shipping addresses, currency, department, payment terms, and expected delivery dates.

Each log entry is time-stamped and tagged with the user who acted, making monitoring and auditing PO activities easy. The log is organized chronologically, with the most recent changes displayed at the top for quick reference.

State/ Status

The State / Status indicator reflects the current Purchase Order (PO) stage within its lifecycle. It helps users quickly identify whether a PO is still being drafted or is awaiting approval.

PO Workflow | Basic Details

Status / Stage	Description
Draft (Creation)	When a PO is initially created, it enters the Creation stage and is automatically marked with the status Draft. The PO is still being prepared, and details can be reviewed or edited before proceeding to the next stage.
Waiting for Approval/ Approval	Once the order process is ready to begin, users can advance the PO to the Approval stage. Upon doing so, a pop-up window will appear, prompting the user to define the type of approval and select the appropriate approver(s) — either a team or an individual manager. Send to Reporting Manager: By default, the approval request is set to be sent to a team. When toggled on, the system switches to manager-based approval, allowing the user to select a specific reporting manager to approve the PO. Select Team / User: Depending on the approval type, select the team or individual approver from the drop-down list. An approval email is sent to all designated owners if a team is selected. If a manager is selected, the system sends the approval notification exclusively to that individual. Example: Selecting Procurement Team will notify all procurement approvers; selecting Finance Manager—John Smith will notify only that manager.
Received Quotes (Creation)	Procurement team records vendor quotes directly in the PO module. Each quote includes price, delivery timelines, and warranty terms and is stored for selection and audit in Infraon.
Negotiation (Execution)	After vendor discussions, procurement or the requesting department updates the PO with revised prices, delivery terms, or SLA changes. All changes are logged in the PO history.
Send to Supplier / Vendor (Execution)	The approved PO is sent to the selected vendor from the PO module. Vendor acknowledgement and expected delivery date are updated in the PO record.
Form Request and Confirmation (Execution)	Confirms final PO details, links any related PR, and performs compliance checks before execution.
Waiting for Quotation Approval (Execution)	PO remains in this stage until all threshold-based approvals are completed within the configured PO workflow in Infraon.
Waiting for Delivery (Execution)	Tracks vendor shipment status. Users can mark items as Received and view the Received Product History in real-time.
Received (Execution)	Items are verified against the PO in the Asset or Fixed Asset module. Received items are linked to asset records in Infraon CMDB.
Waiting for Invoice (Execution)	The vendor invoice is uploaded or linked to the PO. Finance validates invoice details against the PO and received assets.
Waiting for Payment (Execution)	Finance schedules payment according to the PO payment terms. Status is tracked until payment completion.
Payment Done (Execution)	Payment reference details are recorded in the PO record.
PO Close (Close)	PO is closed once all deliveries, invoices, and payments are completed. All related records remain searchable for reporting and audits.

Approval of Purchase Orders

Infraon Infinity supports Purchase Order approval through both the application UI and email-based approval actions. Once the Purchase Order reaches the configured approval stage, authorized approvers can review and approve or reject it according to the configured workflow.

Approve from the Edit Page

Authorized approvers can directly approve or reject a Purchase Order from the Purchase Order Edit page.

To approve a Purchase Order from the Edit page:

• Navigate to Purchase Order.

• Open the required Purchase Order that is in Waiting for Approval status.

• Click Edit to open the Purchase Order Edit page.

• Move to the Terms and Conditions step in the stepper.

• Click Approve.

• In the approval window:

  • Enter comments in the Comment section.

  • Add or select a signature if signature approval is enabled in the workflow.

• Click:

  • Accept to approve the Purchase Order.

  • Reject the Purchase Order.

After the approval action is completed:

• The Purchase Order status is updated automatically.

• Approval or rejection comments are recorded in the recent activity/history section.

• For multi-level approvals, the next approver in the workflow can continue the approval process.

Approval through Email Action

Infraon Infinity also allows approvers to approve or reject Purchase Orders directly from email approval actions.

When a Purchase Order is submitted for approval, approval emails are automatically sent to the approvers configured in the workflow.

To approve a Purchase Order through email:

• Open the approval email received for the Purchase Order.

• Click Take Action from the email notification.

• Review the Purchase Order details in the approval page.

• Enter comments if required.

• Add or select a signature if signature approval is enabled.

• Click:

  • Accept to approve the Purchase Order.

  • Reject the Purchase Order.

• After the action is completed:

• The Purchase Order workflow status is updated automatically.

• Approval comments and signature details are recorded in the approval history.

• If multi-level approval is configured, the request is forwarded to the next approver in the workflow.