Lab Managers can click on the Approve button on the Orders page or click “View” to see the Order Request page, where they will see the Approve and Cancel Order action buttons (see below for information on cancelling orders).
Note: If the Inventory has set up an automatic approval level for orders below a certain price, requested items that are below the threshold will be automatically approved and will skip the “Requested” state and display the “Approved” status. To learn more about Automatic Approval see How to Create Settings.
After clicking the Approve button, the Lab Manager sees the Approve confirmation box where they see information on the item requested and can enter a note for the requester. Click on Approve to approve the request. Click on Cancel or the “X” in the box to return the prior screen. Note: This cancel is different from the Cancel Order option described below.
To approve multiple Order Requests at once:
‘Requested’ must be checked (under the Status filter). Once this is selected, check boxes will appear to the left of Order Request names. You can select multiple check boxes at one time and select all by clicking the top most check box. After you choose at least one item, you will see an ‘Update Orders’ option appear.
When you click ‘Update Orders’, this window will appear where you can Add Notes and select ‘Approve All’ or ‘Cancel’.
Mark Ordered
Once an item has been approved, the status will show as Approved and Lab Managers will see the next action option: Mark Ordered. This option will be displayed on the Orders page itself and on the Order Request page, along with the date of the status update.
Lab Managers can use the Approved filter to see the list of all items that are ready to be ordered and can use the Export Orders option to create a “shopping list” to place the order in lab’s ordering or procurement system. Once items have been ordered in the external ordering system, the status can be updated in Inventory.
After clicking the Mark Ordered button, the Lab Manager sees the Mark Ordered confirmation box where they see information on the approved item and can update information on the amount ordered and price and enter a note for the requester.
Click on Mark Ordered to update the status of the request. Click on Cancel or the “X” in the box to return the prior screen. Note: this cancel is different from the Cancel Order option described below.
Orders with the Approved status can also be cancelled using the Cancel Order Option on the Order Request page.
To mark multiple Order Requests as Ordered:
‘Approved’ must be checked (under the Status filter). Once this is selected, check boxes will appear to the left of Order Request names. You can select multiple check boxes at one time and select all by clicking the top most check box. After you choose at least one item, you will see an ‘Update Orders’ option appear.
When you click ‘Update Orders’, this window will appear where you can Add Notes and select ‘Mark All as Ordered’ or ‘Cancel’.
Cancel Order
Order requests can be cancelled by Lab Managers at either the Requested, Approved, or Ordered status. Lab Members can view and cancel their own orders, but only before the order status is Approved. To cancel an Order Request, click on the "Cancel Order" button.
After clicking on the Cancel Order, the Cancel Order confirmation box opens where the name of the item is listed along with an option to enter a note for the requester. This can used to provide information on why the ordered was cancelled.