--- title: Taking the order description: How a purchase order is checked against its quotation, and how changes after issue are held. sidebar: label: Taking the order order: 12 --- 8 rules, in register order, from R113 to R128; numbers do not run in sequence. [Back to the index](/business/business-rules). ## R113 — A purchase order is compared with the quotation version it accepts The version is the one a person chose. Otherwise FlowOS looks at the versions the email is linked to or the PO cites, or, when there are none, at every version issued before the PO arrived, and takes the one the PO's lines match best: most lines paired, then fewest differences in the model number, then most quantities agreeing. Of revisions of one quotation that match equally, the newest wins. When two quotations fit equally, no version is chosen and a person picks. A later issued revision is shown, not compared. "Issued" stands for "sent" until sends are recorded. ## R114 — What a purchase order does not state is not a difference **Not stated** reads apart from a mismatch and never holds up the order. A quoted line the PO leaves out reads **Not ordered**, and a line ordered in a smaller quantity reads **Fewer units**; both are notes and do not hold up the order. ## R115 — A purchase order that states deemed acceptance shows the date The date is the close of the day, in India Standard Time, that many days after the earlier of the PO's date and the day it was received. Working days skip Sundays only when the PO says working days; holidays always count. The date is shown on the check, red once it has passed. No alert is sent. ## R116 — An Office Head's decision on a purchase order is recorded with the check it was taken on The decision is Accept, Accept with deviations or Ask for amendment, and needs `sales-order:approve`. A note is required, except to accept a PO that has a check. A later decision replaces the earlier one. When the check has changed since, the decision reads "Check changed since". ## R118 — A change a client asks for after a quotation was issued waits on that quotation's revision list It is listed against the issued version the email answers, with the client's words. Someone who may edit the quotation can accept or decline it on an issued version, or reopen it, and the decision names them. A change whose email arrived after the version's validity, or that is against an older revision than the latest issued one, is marked. A change held after a purchase order has no decision. ## R119 — Accepting a change marks it for the next revision, which writes it in when it gives one plain value Revising an issued quotation, or adding to its draft from a revision request, records the accepted changes no revision carries yet as carried by the draft. A change whose words give one plain value is written into the draft: a line's quantity, the line's removal (with the reason "Removed at the client's request"), a discount (on the line it names, else the overall discount), the validity in days or weeks, and the warranty in whole years. A price, payment, delivery or other term, a specification or material, and wording that is relative ("one more", "additional 2%") or names several figures are edited by hand. Where two emails set the same value, the later email's is written. A carried change cannot be reopened, declined or accepted again. Discarding the draft clears what was written into it, so the next draft writes it again. ## R120 — A line a client adds in writing, before a quotation is issued, becomes a new line of the enquiry's requirements It is read like the lines of the first email, under the product category its own details point to, which may be one the enquiry has no lines of yet, added after the last line, and awaits review like any new line. The enquiry's earlier lines, their fields and their review are not touched, and a file the client sends again unchanged is not read a second time, and neither is a line the enquiry already holds, such as one in a forwarded original. The client's changes are then shown as applied, when at least as many lines were gathered as they asked for, each with at least three fields filled; otherwise they stay to confirm, as they do for a product the catalogue does not have or a line described only as "like item 2". Nothing is gathered while gathering is switched off or does not cover the email's mailboxes; the change then waits to be confirmed. After a quotation is issued or an order is placed, an added line waits on the revision list or is held, as any change does (R118). ## R128 — A revised document is read against the lines the enquiry already holds, and every difference is a client change A document the client sends later is a revised document when it is a revision of a document already read: its file name carries a revision mark (R and a single digit from 1 to 9, Rev with a number above 0, revised or updated, as a whole word) and, without the mark, is the name of a file the client sent earlier on the enquiry, or a heading line outside a table carries the mark beside a document number an earlier file also carries as a whole number (a number inside a longer one does not match). A mark with number 0, such as R0 or Rev 0, a revision column in a title block, and the word updated in running text do not count. An email read as a purchase order produces no document change. It is read like the lines of the first email, then each line is paired with a line of the enquiry's requirements: by tag, then by category and wording, and for a revised document, by position within a category that has as many lines on each side. Nothing on a line is changed. A paired line whose quantity differs gives one quantity change, and each stated field whose value differs gives one field change, on that line; a field the document does not state is left alone, and figures are compared in the standard unit they were converted to, so the same flow in litres per second and in cubic metres per hour is no change, and a figure that could not be converted is compared as written; text is compared ignoring case and spacing. A line the revised document no longer holds gives a removal change, only for a document marked as a revision. A line it holds that the enquiry does not is a new line before a quotation is issued (R120), and an added-line change on the revision list after (R118). Before a quotation is sent the changes wait to be confirmed; after one is sent they wait on its revision list; after an order they are held (R118). A document with no revision mark is read only before any quotation is issued, and then only adds lines and differences; after an issue it is not read. A file the client already sent, our own quotation sent back, and a PDF the client typed comments on are not read as revised documents. Nothing is gathered while gathering is switched off or does not cover the email's mailboxes.