Procurement Need Statuses and the Overview Tab
Reference for procurement need statuses (Needs Ordered, On Order, Short, Excess) and the counts and queues on the event Procurement Overview tab.
Every need in a procurement carries a status that compares its quantity with the order lines covering it. The Overview tab under Resourcing, Procurement rolls those statuses, the requests and the orders up into one view of where the event stands.
Need Statuses
A need's status is worked out from the total quantity on order lines that cover it. You never set it by hand.
| Status | Meaning |
|---|---|
| Needs Ordered | Nothing is on an order for this need yet. |
| On Order | The quantity on orders equals the quantity needed. |
| Short | Some, but not all, of the quantity is on orders. |
| Excess | More is on orders than the need asks for. |
A procurement has a status of its own. It reads Needs Ordered while any of its needs is Needs Ordered or Short, and On Order once every need is On Order or Excess. A composite need is ordered through its components, so only the components count.
Need status is about orders only. Whether the units are actually secured, by a confirmed reservation or a confirmed vendor order, is coverage, shown on the Coverage page.
The Overview Tab
The Overview tab opens with a row of counts. Most of them link to the tab where you act on them.
| Count | What it counts |
|---|---|
| Awaiting approval | Requests waiting on an approval. A request waiting on Advance approval is counted once, not again for Resource approval. |
| Ready to translate | Approved requests not yet linked to a need. The same list as the Translation tab. |
| Needs ordering | Procurements with at least one need that is Needs Ordered or Short. |
| Excess | Needs with more on orders than they ask for. |
| Awaiting confirm | Reservations still in Planned, assigned but not yet confirmed. |
| Estimated | The estimated cost of every procurement on the event. |
| Open RFQs | Orders in Draft, Sent or Quoted. Shown to people who can see orders. |
| Fulfilled | The fulfilled cost of the event's orders. It reads Not tracked while there is none, and is dimmed when no order records actual use. Shown to people who can see orders. |
Below the counts, a Coverage chart compares units ordered and units received against units needed, and three queues list the work behind the counts:
- Needs ordering lists procurements with units still to order. Selecting one opens Create order from procurement for it, if you can create orders.
- Needs approval lists each request and which approval it is waiting on.
- Ready to translate lists approved requests and opens the Translation tab.