Orders Module

Source file: 2026-06-08-user-manual-orders-module.html

User Manual

Field	Value
Document Type	User Manual
Portal	GRINEA – Internal Operations Portal
Module	Orders Module
Version Number	1.0
Document Date	May 20, 2026
Prepared by	Christian Canlubo

Version History

Version Number	Version Details	Author	Date Published
1.0	Initial Version	Christian Canlubo	May 20, 2026

1.0 Introduction

This section provides an overview of the purpose, scope, and intended audience of this document. Platform users are encouraged to review this document in full before proceeding to the other manuals to ensure they understand how this document applies to their roles and responsibilities within the organization and within the platform.

1.1 Purpose of the Document

This document serves as the official user manual for the Orders Module of the GRINEA Internal Operations Portal. It provides clear, step-by-step guidance on how authorized personnel can view, process, and track Purchase Orders (Orders) across their full lifecycle, from auto-generation through to supplier sending and delivery tracking.

The Orders Module is the operational stage that follows supplier selection within an approved RFQ. When a supplier selection receives final approval, the platform automatically generates an Order artifact for that supplier. The Order captures the full purchase context, including the approved line items and pricing, delivery schedule, supplier identity, and associated project details. The Buyer then completes a structured pre-send process before the Order is dispatched to the supplier.

This manual aims to ensure that all users responsible for processing, reviewing, or tracking Orders can independently perform their role, understand the pre-send steps required before an Order is sent to a supplier, navigate the Order detail tabs, and use the search, filter, and status tab tools to manage the Orders list efficiently.

This document is intended to complement, not replace, any organization-specific procurement policies, project governance frameworks, or system administration guidelines.

1.2 Scope of the Document

This document covers all aspects of the Orders Module on the GRINEA Internal Operations Portal. The scope is limited to Order creation, the pre-send process, lifecycle management, the Order schedule view, and the Order inbox. It does not extend to the Fulfillment Module or the Supplier Portal, which are addressed in separate module-specific user manuals.

Specifically, this document covers the following areas:

• Navigating to the Orders Module from the Internal Operations Portal
• Understanding how Orders are auto-generated from approved RFQ supplier selections
• Viewing and searching the Orders list, including columns, pagination, and status tabs
• Filtering the Orders list by Timing, Net Amount range, and Fulfillment Rate
• Opening an individual Order page and navigating its tabs
• Completing the three-step pre-send process: generating an Impuls PO number, exporting the PO document, and uploading the signed PO
• Sending an Order to the supplier and understanding the resulting status transition
• Reviewing Order Details tab content, including Order Metadata, Order Notes, Supplier panel, Primary Documents, and Currency Conversion
• Reviewing the Line Items tab
• Using the Schedule tab to view delivery location cards, delivery details, and the Fulfillment History log
• Communicating with the supplier via the Inbox tab
• Cancelling an Order and understanding Order statuses across the full lifecycle
• Understanding Supplier Acceptance status and its behavior

The following areas are out of scope for this document:

• Fulfillment Module workflows covering delivery receiving, partial and complete deliveries, rejections, and delivery instance management
• Supplier Portal – Order Acceptance Workflow
• RFQ creation, quotation evaluation, and supplier selection
• Purchase Requisition creation and approval workflows
• User account provisioning, RBAC role assignment, and permission configuration
• ERP integration with Impuls and system-to-system synchronization
• IT infrastructure, network access, and device management policies

1.3 Intended Audience

Buyer

The Buyer is the primary actor in the Orders Module. The Buyer is responsible for completing the pre-send process for each Order: generating the Impuls PO number, exporting and preparing the signed PO document, uploading the signed PO, and sending the Order to the supplier. The Buyer also uses the Inbox tab to communicate directly with the supplier throughout the order period. The Buyer must be assigned to the project linked to the Order in order to access and act on it.

Site Manager / PR Creator

The Site Manager acts as a secondary actor in the Orders module once the Buyer has sent the Order to the Supplier. The Site Manager has view access to Orders associated with their assigned project and delivery locations, and uses the Schedule tab to monitor upcoming deliveries and the Fulfillment History log to track received deliveries. The Site Manager is also responsible for recording delivery receipts or delivery rejections within the Fulfillment module. The Site Manager does not perform pre-send activities and cannot send or cancel Orders. For project-based Purchase Requests (PRs), the Site Manager performs the receiving activities. For non-project PRs, these activities are performed by the PR Creator.

2.0 Module Overview

2.1 Description

The Orders Module is the stage of the procurement lifecycle that follows approved supplier selection on an RFQ. It is accessed from the platform navigation under Internal Operations Portal > Orders. Every Order on the platform corresponds to exactly one approved supplier selection on an approved RFQ: when the RFQ supplier selection receives final approval, the platform automatically creates an Order artifact in IN PROCESS status for that supplier.

When a user opens the Orders Module, they see the Orders list table as the default landing page. Backoffice users see every Order on the platform; Frontoffice users only see Orders linked to projects they are assigned to, or Orders they are directly linked to. The list defaults to 100 rows per page, and the page size can be changed from the bottom of the page. Users can search by Order ID, PO Number, Supplier Name, Project Short Name, Project ID, or Item Name. Status tabs across the top of the list allow users to filter the view by Order status in a single click.

2.2.1 Orders List (Landing Page)

The Orders list is the default landing page of the Orders Module. It displays all Orders visible to the current user in a table format. Backoffice users see every Order on the platform; Frontoffice users only see Orders related to projects they are assigned to as part of the Project Working Team, or Orders they are directly linked to.

The list defaults to 100 rows per page. Pagination size is configurable from the bottom of the table. Each row displays the following columns: Order ID, PO Number, Supplier Name, Net Amount, Timing, Order Status, Supplier Acceptance, Fulfillment %, and Project.

Clicking the Order ID hyperlink opens the full Order page. Status tabs above the table — All, In Process, Ready to Send, For Supplier Acceptance, Awaiting Delivery, Pending Delivery, Partial Delivery, Partially Delivered, Delayed Delivery, Rejected Delivery, Delivered, Fully Delivered, Cancelled, Closed — allow users to filter the list by status in a single click.

[Screenshot: Orders List Landing Page]

2.2.2 Searching and Filtering the Orders List

The Orders list provides a search field and a filter drawer to help users locate a specific Order quickly. The search field accepts: Order ID, PO Number, Supplier Name, Project Short Name, Project ID, and Item Name.

The filter drawer, opened from the Filter button on the list toolbar, provides the following criteria:

• Timing — filter by On Schedule or Delayed status
• Net Amount — filter by a minimum and maximum amount range
• Fulfillment Rate — filter by a fulfillment percentage threshold

Applied filters are shown as active filter chips on the list toolbar. The filter drawer includes a Reset action that clears all applied filters in a single action.

2.2.3 Order Auto-Creation from RFQ Approval

Orders are not created manually by users. When an RFQ receives final approval on its supplier selection, the platform automatically generates one Order artifact for the approved supplier. This happens immediately on approval and the new Order appears in the Orders list in IN PROCESS status.

The relationship is one-to-one: one approved supplier selection on an RFQ produces exactly one Order. The Order inherits the following data:

• Line items and quantities, with unit costs reflecting the supplier's accepted offer
• Delivery schedule from the originating PR and RFQ
• Supplier identity, company name, and contact details
• Project context including Project ID and Project Short Name
• Linked PR ID and RFQ ID for traceability
• Buyer assignment, Budget Owner, and payment terms

The Buyer assigned to the RFQ is automatically the Buyer on the resulting Order. The Order remains in IN PROCESS status until all three pre-send steps are completed.

2.2.4 Order Page Navigation

Clicking any Order ID on the Orders list opens the individual Order page. The Order page has four tabs: Order Details, Line Items, Schedule, and Inbox. The Order Details tab is shown by default. Header action buttons and an Action menu are displayed at the top of the Order page; their availability depends on the current Order status and the user's RBAC permissions.

Users without Order editing permissions see the Order content in read-only form; header action buttons are not displayed for read-only users.

[Screenshot: Order Page – Tab Navigation and Header]

2.2.5 Pre-Send Process

Before an Order can be sent to the supplier, the Buyer must complete three sequential steps. Until all three are completed, the Order remains in IN PROCESS status and the Send Order to Supplier button is disabled.

Step 1 — Generate Impuls PO Number

The Buyer clicks the Generate Impuls PO Number button on the Order page header. A confirmation modal opens. On confirmation, the platform calls the Impuls API, retrieves a PO number, and assigns it to the Order. Once generated, the Export PO Document button becomes enabled.

If the Impuls API call fails, the platform logs the failure and queues a retry automatically. The platform admin will be notified if generation cannot be completed. Once an Impuls PO Number is generated, the platform also auto-generates a DAD PDF file for each delivery instance on the Order.

[Screenshot: Generate Impuls PO Number – Confirmation Modal]

Step 2 — Export PO Document

After the Impuls PO number has been generated, the Buyer clicks the Export PO Document button. The platform generates a PO document in PDF form from the Order data and downloads it to the user's machine. The Buyer must complete the signing process of this document outside the platform.

Step 3 — Upload Signed Primary Document

The Buyer uploads the manually signed PO document back to the Order via the Primary Documents area on the Order Details tab. On successful upload, the field Signed PO Upload Date is auto-populated. Once uploaded, the Send Order to Supplier button becomes enabled and the Order transitions to READY TO SEND status.

[Screenshot: Uploading the Signed PO Document]

2.2.6 Sending an Order to the Supplier

When an Order is in READY TO SEND status, the Buyer clicks the Send Order to Supplier button in the header. The Order is dispatched to the supplier via the platform's email integration. On sending, the PO Sending Date is populated on the Order Details tab. The Order status transitions from READY TO SEND to PENDING DELIVERY immediately after sending. The supplier receives an email notification and can view and respond to the Order from the Supplier Portal.

2.2.7 Order Details Tab

The Order Details tab is the default view when opening an Order. It displays all metadata, documents, and notes associated with the Order.

Order Metadata

The Order Metadata section contains all core information fields inherited from the RFQ and the pre-send process. All fields are read-only and cannot be edited after Order creation. Fields displayed include: Order Generation Date, Impuls PO Number, PO Generation Date, Signed PO Upload Date, PO Sending Date, Project ID, Project Short Name, Budget Owner, PR ID, RFQ ID, Buyer, Payment Terms, Guarantee of Proper Performance, and Supplier Name. Clicking the Supplier Name link opens a panel displaying the full supplier profile details.

Order Notes

The Order Notes section is the only editable section on the Order Details tab. Users with Order editing access can enter and save free-text content in this field. Saved notes are visible to any user with view access to the Order on subsequent visits.

Primary Documents

The Primary Documents section lists all documents uploaded to the Order as primary records. The signed PO document uploaded during the pre-send process appears here and is available for download.

Currency Conversion

The Currency Conversion section appears only when the Order was generated from a supplier quotation submitted in a currency other than PLN. When displayed, it shows: Original currency, Converted PLN value, Conversion rate, and Conversion date. For PLN-denominated quotations, this section is not displayed.

2.2.8 Line Items Tab

The Line Items tab displays all line items included in the Order. The tab is read-only; no edit controls are available. The table displays: Item Name, Quantity, Unit, Unit Cost, Net Total, and Gross Total. Unit Cost values reflect the pricing from the supplier's accepted quotation. Each row is expandable to display further detail. Summary totals are shown at the bottom of the table.

[Screenshot: Order Line Items Tab]

2.2.9 Schedule Tab

The Schedule tab displays the delivery schedule for the Order, organised by delivery location and delivery instance. The tab is read-only for all users except Buyers. When an Order has been sent to a supplier, Buyers retain the ability to update delivery details directly from this tab. For Material Items, Buyers may update Delivery Schedule and Quantities. For Service Items, Buyers may update the Service Schedule.

Note: Each delivery instance corresponds to one DAD document. Any edit made by a Buyer triggers automatic regeneration of the associated DAD immediately upon confirmation.

Location Cards

At the top of the Schedule tab, one Location Card is displayed per delivery location linked to the Order. Clicking a Location Card opens the full delivery details for that specific location.

Delivery Details Table (Material Line Items)

Lists all material line items and their delivery breakdown. Columns include: Item Name, Delivered Quantity, Expected Quantity, Unit, and one column per delivery instance. Each delivery instance cell reflects one of three states: Pending Delivery (no record yet), Partial Delivery (quantity received is less than expected), or Complete Delivery (full expected quantity recorded).

Schedule Details Table (Service Line Items)

Displayed for service line items, using the same structural format as the Delivery Details table.

Fulfillment History Log

The Fulfillment History section at the bottom of the Schedule tab lists every delivery record submitted by the receiving team. Columns include: Delivery ID, Date of Fulfillment, Location, Receiver, and Status (Rejected, Partial, or Complete). Expanding a row reveals line item detail including expected quantity, received quantity, rejection reason where applicable, delivery documents, delivery media, and reason for partial fulfillment.

[Screenshot: Schedule Tab – Location Cards and Fulfillment History]

2.2.10 Inbox Tab

The Inbox tab provides a direct messaging channel between the Buyer and the supplier for the specific Order. The conversation is linked to the Order and persists throughout its lifecycle. It is accessible to the Buyer on the Internal Operations Portal and to the supplier on the Supplier Portal.

The Inbox tab is only visible once the Buyer has sent the Order to the supplier. Prior to that point, all communication continues through the RFQ Inbox associated with the originating quotation. Once the Order is sent and the Inbox becomes active, any existing RFQ-stage conversation between the Buyer and the supplier is copied into the Order Inbox to preserve continuity. The RFQ Inbox for that supplier is disabled at this point.

The Buyer can perform the following actions from the Inbox tab:

• Send messages to the supplier
• Upload attachments
• Download attachments received from the supplier
• View the unread message count

Unread messages are indicated by a count on the Inbox tab. Users with read-only access, such as Backoffice viewers, can view the conversation but cannot send messages.

[Screenshot: Order Inbox Tab]

2.2.11 Cancelling an Order

An Order can be cancelled at any active lifecycle status. To cancel, the Buyer opens the Action menu in the Order page header and clicks Cancel Order. A confirmation modal is displayed. On confirmation, the Order status transitions to CANCELLED and the Order appears under the Cancelled tab on the Orders list.

Once cancelled, a banner is displayed on the Order viewing page. The banner includes an action that allows the Buyer to resend the Order to a different supplier. When clicked, a supplier selection modal is displayed. The available supplier options are limited to suppliers who submitted offers for all line items in the Order during the RFQ stage. After selecting a supplier and confirming, the system sends the same Order to the newly selected supplier.

[Screenshot: Cancel Order – Confirmation Modal]

2.2.12 Supplier Acceptance Status

Once an Order is sent to the supplier and transitions to PENDING DELIVERY status, the platform tracks whether the supplier has accepted or rejected the Order from the Supplier Portal. The Supplier Acceptance Status is visible in two places: the Supplier Acceptance column on the Orders list and the Supplier Acceptance field on the Order Details tab.

Status	Description
PENDING	Default status set immediately when the Order transitions to Pending Delivery. No acceptance date is displayed.
ACCEPTED	Set when the supplier accepts the Order from the Supplier Portal. The acceptance date is displayed on the Order Details tab.
REJECTED	Set when the supplier rejects the Order from the Supplier Portal. Does not block delivery tracking. The Order lifecycle continues and delivery instances are still tracked. The Cancel Order action remains available.

2.3 Order Status Lifecycle

#	Status	Description
1	IN PROCESS	The initial status set automatically when the RFQ supplier selection is approved. The Buyer must complete all three pre-send steps. The Order cannot be sent to the supplier until the Impuls PO number has been generated, the PO document exported, and the signed PO uploaded.
2	READY TO SEND	All three pre-send steps have been completed. The Order is ready to be dispatched to the supplier. The Send Order to Supplier button is enabled. The Order remains in this status until the Buyer clicks Send Order to Supplier.
3	FOR SUPPLIER ACCEPTANCE	The Order has been sent to the supplier portal. The PO Sending Date is recorded and the platform is awaiting the supplier's formal acceptance or rejection response. This status is set automatically when the Buyer clicks Send Order to Supplier.
4	AWAITING DELIVERY	The supplier has accepted the Order. Delivery schedule instances are confirmed. The Order is waiting for the first delivery submission from the supplier.
5	PENDING DELIVERY	The Order is in an active delivery phase. The supplier has initiated one or more deliveries and the receiving team is processing them. Delivery instances are tracked on the Schedule tab.
6	PARTIAL DELIVERY	A delivery instance submitted by the supplier is under review by the receiving team. The delivery has not yet been confirmed or rejected. This is a transitional state prior to PARTIALLY DELIVERED or REJECTED DELIVERY.
7	PARTIALLY DELIVERED	At least one delivery instance has been confirmed by the receiving team, but not all ordered quantities have been received. The Fulfillment % column reflects the proportion of total ordered quantity received.
8	DELAYED DELIVERY	The scheduled delivery date for one or more delivery instances has elapsed without confirmed receipt. The platform flags the Order as delayed. The Order remains active and the receiving workflow continues.
9	REJECTED DELIVERY	A delivery submission has been rejected by the receiving team. The Order remains open; the supplier may re-submit a corrected delivery or the Buyer may initiate resolution steps.
10	DELIVERED	All ordered quantities have been submitted by the supplier. The receiving team's final confirmation is pending before the status advances to Fully Delivered.
11	FULLY DELIVERED	All ordered quantities across all delivery instances have been received. The Fulfillment % displays 100%. This is a terminal status; the Order is closed for further delivery activity.
12	CANCELLED	The Order has been cancelled. The cancellation is recorded against the Order and the corresponding PO in Impuls is updated.
13	CLOSED	The Buyer has manually closed the Order from the Partially Delivered status. This action is available to Buyers when full delivery cannot be completed. Once closed, the Receive Delivery and Reject Delivery actions are disabled and no further delivery activity can be recorded against the Order. The Order appears under the Closed tab in the Orders list.

3.0 Error Handling and Troubleshooting

This section lists the most common scenarios users may encounter while working with the Orders Module, the typical underlying cause, and the recommended resolution. Issues that persist after the suggested resolution should be escalated to the system administrator.

Scenario	Possible Cause	Resolution
Order does not appear in the user's Orders list	The user is not assigned to the project linked to the Order, or does not have View access to the Orders Module via RBAC. Backoffice users see every Order; Frontoffice users only see Orders for projects they are assigned to.	Confirm with the Project Manager that the user is a member of the Project Working Team. Verify with the system administrator that the user has the appropriate RBAC View access.
Generate Impuls PO Number fails or no PO number appears	The Impuls ERP API is unavailable or returns an error. The platform queues a retry automatically, but persistent failures indicate a connectivity or configuration issue.	Wait for the platform retry to complete. If the PO number does not appear within a reasonable time, escalate to the system administrator to review the Impuls integration logs.
Send Order to Supplier button remains disabled	One or more of the three pre-send steps has not been completed. The button only becomes active when all three steps are done.	Confirm that the Impuls PO Number, PO Generation Date, and Signed PO Upload Date fields are all populated on the Order Details tab. Complete any outstanding steps before attempting to send.
Currency Conversion section is not visible on the Order Details tab	The Order was generated from a supplier quotation submitted in PLN. The Currency Conversion section is only displayed for non-PLN quotations.	This is expected behavior. No action is required.

4.0 FAQs

Question	Answer
How are Orders created on the platform?	Orders are not created manually. The platform automatically generates an Order when an RFQ receives final approval on its supplier selection. One approved supplier selection produces exactly one Order. The Order inherits line items, pricing, delivery schedule, and all project context from the RFQ and the accepted quotation.
What does the Supplier Acceptance status mean after an Order is sent?	Once an Order is sent and moves to Pending Delivery status, the Supplier Acceptance field tracks whether the supplier has responded from the Supplier Portal. Pending is the default until the supplier acts. Accepted means the supplier confirmed the Order. Rejected means the supplier declined, but this does not block delivery tracking or cancel the Order automatically. The Cancel Order action remains available.
What happens to an Order if the supplier rejects it from the Supplier Portal?	The Supplier Acceptance status updates to Rejected. The Order status and delivery instances are not affected. The Buyer can cancel the Order via the Action menu, after which a banner on the Order page provides the option to resend to a different supplier. Available suppliers are limited to those who submitted offers for all line items during the RFQ stage.

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