Purchase Orders & Receipt

Manually create a purchase order by entering a header (supplier, wanted delivery date, site) and one or more purchase order lines specifying part and quantity. Supports inventory purchase parts, non-inventory registered purchase parts and no-number parts, plus charge/no-charge material provision to the supplier.

Authorize a purchase order (and PO change order) before it can continue in the procurement flow. Authorization rules and routing templates determine which orders require approval, by whom and in what sequence; a PO stays in Planned status until authorized.

Handle the purchase order after creation: release it (whether manually created or system-generated), print/send it to the supplier, await or enter an order confirmation, send reminders for delayed confirmations, and run delivery surveillance. Includes automatic order processing and work-copy printing in the extended flow.

Manage changes to an existing purchase order through a purchase order change order. The change order is released and, where an authorization rule applies, must be authorized before the changes update the purchase order. Change authorization can use delta amounts and can restrict which changes are allowed after authorization.

Create a purchase order by releasing against a blanket purchase order (supplier agreement). Users retrieve the blanket PO, specify site and quantity, and the system creates a released purchase order with one line - no supplier confirmation is needed because terms were negotiated in the blanket agreement.

Report the arrival of goods from a supplier against a purchase order, assign serial/lot/W-D-R numbers, optionally inspect (arrival or QA location), then move parts into stock. Receive case and inspection code drive the flow; the PO line closes when received quantity is within closing tolerance.

IFS Cloud supplier agreements come in two forms: a purchase agreement that sits in the background and supplies the price for all applicable purchase order lines, and a blanket purchase order that is a long-term authorised commitment released with supplier agreement releases. Agreements carry owning site and valid sites, validity periods with maximum amounts and an Exceed With Warning / Exceed Without Warning / Do Not Exceed control, plus part, part assortment and supplier assortment pricing with step pricing and detailed price elements. Contract flowdown of prime-contract clauses (for example DFARS clauses, quality notes and specification revisions) is not a documented IFS Cloud feature in the sources reviewed here and is normally carried as agreement and purchase order text plus attached documents.

Awards HVAC work to an approved subcontractor and gets a compliant job sheet back. Covers contractor selection against agreement and coverage, issue and acceptance of the contractor order within the acceptance window, allocation to a named operative, work execution and reporting of time, materials and expenses, return of the job sheet with certificates, photographs and signature, and conversion of reported work into payment lines ready for authorisation.

Covers rental demand that own fleet cannot satisfy by renting the equipment in from an external or internal supplier, which in IFS Cloud is the Rent In process embedded in the procurement cycle. Purchase requisitions, purchase orders and change orders carry a Rental Part Line tab with the planned rental dates and duration, arrivals set the ownership to Supplier Rented with the PO header supplier as owner, and supplier invoices are matched against the generated rental transactions. Sub-hire returns and exchanges are driven from the same Manage Rentals page as the outbound hire.