24. Parcels, mailroom and purchasing

Screenshots show the Turkish interface of Prozence with fictional "Örnek Teknoloji A.Ş." data; the English interface has the same layout.

When a parcel, envelope, food, flowers or an official notice arrives for you, reception records it at the mailroom (muhaberat); you get a notification and a 4-digit pickup code. When you must send something for the company, you open a parcel or courier request and follow the four steps of your shipment (Requested → At the mailroom → In transit → Sent) in the app. When something must be bought for work, you open a Purchasing request: the request goes through management approval, and then the purchasing officer places the order.

This chapter is for employees, mailroom (reception) staff, purchasing approvers and purchasing officers. For settings, see 31. Request, mailroom, purchasing and fixed asset management.

Who: Employee · Mailroom staff · Purchasing approver · Purchasing officer

In this chapter

Parcels (employee)

• Parcels and mail box
• Picking up a delivery for you
• If a delivery you did not receive shows as handed over: I did not receive it
• Requesting a parcel or courier shipment
• Following your shipment and marking it delivered

Mailroom (staff)

• Opening the mailroom desk
• Logging an incoming delivery
• Logging from a label photo (AI)
• Handing over a delivery
• Handing over without a code (mailroom supervisor)
• Delivery details: correcting, cancelling, returning and undoing a handover
• Processing outgoing shipping requests
• Mailroom log: incoming and outgoing

Purchasing

• Purchasing box
• Opening a purchase request
• Adding alternatives and why this was chosen
• Purchasing without approval (if you are authorized)
• Following and cancelling your request
• Answering the approver's question
• Approving or rejecting as an approver
• Additional approval: a purchase request above the amount threshold
• Procurement list: order and receipt
• Partial receipt and delivery note
• All purchase requests and CSV

Before you start: The Mailroom and Purchasing modules are turned on separately in the company; both are off by default. If you do not see the Parcels and mail or Purchasing box, that module is not on in your company. The screens in this chapter use data from the fictional "Örnek Teknoloji A.Ş.".

Parcels and mail box

Who: Employee · Where: My Space → Services → Parcels and mail (on a computer, Board → Services)

What it does: Shows the deliveries that arrived for you and wait for pickup, your pickup code and your own shipping requests.

1. Tap My Space in the bottom menu and select Services in the strip at the top.
2. Go to the Parcels and mail box.
3. If a delivery waits for you, its card shows a title for its type (e.g. Your flowers have arrived), and below it the carrier, type, arrival time and Pickup point. The Pickup code shows in large characters on the card.
4. Under the Past and outgoing parcels heading, the deliveries you picked up and the shipping requests you opened are listed.

Delivery types and notification titles:

Result: If nothing waits for you, the box shows "No parcels for you. When one arrives you’ll get a notification and a pickup code."

Tip: Deliveries that wait for your pickup also show in the Waiting for you list (e.g. "Your food has arrived and is waiting for you"; see 09. Notifications).

Picking up a delivery for you

Who: Employee · Where: Parcels and mail → Pickup code

What it does: Your delivery is given only to you, with the pickup code.

1. Tap the "Your parcel has arrived" notification (or "Your food has arrived" etc., by type), or open the Parcels and mail box.
2. Go to the Pickup point shown on the card.
3. Tell the staff member the 4-digit Pickup code shown on the card.

Result: When the staff member enters the code, the delivery is handed over and you get the notification "Your item was handed over"; the notification shows who received it, who handed it over and whether it was handed over with or without a code. The delivery moves to the Past and outgoing parcels list.

Tip:

• If you lost your code, ask the staff member to press Resend code.
• Someone else can collect your delivery for you; only a mailroom supervisor does this, by writing a reason and checking the ID of the person collecting it (see Handing over without a code (mailroom supervisor)). In this case, you get a notification with the name of the person who collected it; if you did not receive it, you dispute it (see If a delivery you did not receive shows as handed over: I did not receive it).
• If you are on leave, the person covering for you is also notified.
• For a parcel that is not picked up, you get a reminder at the interval the company sets (by default every 2 days), at most 3 times. No reminder is sent for food and flowers.

Important:

• The pickup code shows only on your screen; tell the code only to the mailroom staff member.
• Bank / credit cards, official notices and deliveries marked "only with the pickup code" are never handed over without a code; the card says "Handed over only with the delivery code; do not share the code with anyone."
• If your code is entered wrongly 5 times, the delivery is locked and you get the notification "A wrong code was entered for your item". If you did not try the code yourself, tell the mailroom. A mailroom supervisor unlocks it and sends you a new code.

If a delivery you did not receive shows as handed over: I did not receive it

Who: Employee (the recipient of the delivery) · Where: Parcels and mail → Past and outgoing parcels → I did not receive it

What it does: If a delivery that came in your name shows as "received", but neither you nor someone you authorized received it, you report it to the mailroom and the supervisor.

1. In the Parcels and mail box, find the delivery in the Past and outgoing parcels list. The row shows "Picked up by: …" and "Handed over by: …".
2. Tap I did not receive it.
3. In the I didn't receive it window, write a Description if you want (e.g. "Kimseye kod vermedim, gönderi elime ulaşmadı." — "I gave the code to nobody; the delivery did not reach me.").
4. Tap Report.

Result: The message "Your report was sent to the mailroom and the supervisor." shows; the record is marked as Disputed. When the supervisor reviews and closes the dispute, you get the notification "Your handover dispute was reviewed" with the result of the review.

Important: You can dispute only once and within 30 days after the handover ("You already reported this item; the mailroom is reviewing.", "More than 30 days have passed since the handover; talk to the mailroom.").

Requesting a parcel or courier shipment

Who: Employee · Where: Parcels and mail → Send a parcel

What it does: When you must send something for the company, you open a request to the mailroom. The mailroom prepares the shipment, gives it to the carrier or courier and tells you the carrier and the tracking number.

Before you start: The Send a parcel button shows only if your company turned on outgoing shipping requests.

1. In the Parcels and mail box, tap Send a parcel. The top of the window tells you where to leave the package (e.g. "The mailroom prepares the shipment; once shipped you’ll get the carrier and tracking number. Leave the package at the pickup point (Resepsiyon).").
2. In the Recipient (person and company) field, type the recipient (e.g. "Berk Yalın — Mavi Ajans Ltd.").
3. Type the Full address and Recipient phone.
4. In the Contents field, type what you send (e.g. "Catalog and samples (1 box)").
5. In the Shipping method list, select Parcel or Courier.
6. In the Content category list, select Contract, Documents, Promotional, Marketing or General.
7. In the Payment list, select Sender pays (company) or Recipient pays.
8. If the shipment must go out the same day, select the Urgent (ship the same day) check box.
9. If you want, type a Note (optional).
10. Tap Request shipment.
11. Leave the package at the pickup point.

Result: The message "Shipping request received: KG-…" shows; the request is added to the Past and outgoing parcels list with the Requested status. Mailroom staff get a "Shipping request" (for a courier: "Kurye gönderim talebi", "courier shipping request") notification.

Common errors:

• "Write the recipient’s name and full address." — the recipient or the address is empty.
• "You’ve opened many shipping requests today." — the daily limit is reached; try again tomorrow.
• "Outgoing shipping requests are off at this company." — your company turned off this feature.

Following your shipment and marking it delivered

Who: Employee (sender) · Where: Parcels and mail → Past and outgoing parcels

What it does: You see the step your shipment is at, its carrier and tracking number; when it reaches the recipient, you close the record.

1. In the Parcels and mail box, find your shipment in the Past and outgoing parcels list.
2. Look at the four-step bar: Requested → At the mailroom → In transit → Sent. Completed steps show with ✓, and the current step shows in a dark color.
3. If the shipment was given to the carrier, the Tracking no. shows. If there is a Track link, it opens the carrier's tracking page; if not, copy the tracking number with Copy.
4. When the shipment reaches the recipient, tap Delivered to recipient.

Result: The message "Marked as sent: delivered to the recipient." shows; the four steps are complete.

Cancelling the request: Before the shipment is given to the carrier (while it is Requested or At the mailroom), tap Cancel request. The message "Shipping request cancelled." shows.

Important:

• You cannot cancel a shipment that was given to the carrier ("A shipped parcel can’t be cancelled.").
• Delivered to recipient shows only on a shipment in In transit status ("Only a shipment handed to the carrier can be marked "delivered"."). The status is not fetched automatically from the carriers; you or the mailroom mark this step.

Opening the mailroom desk

Who: Mailroom operator (mailroom staff, reception) · Where: Left menu → Mailroom (on a phone, My Space strip → Mailroom)

What it does: A separate desk screen where you log and hand over incoming deliveries. Employees do not see this screen.

Before you start: If you do not see the Mailroom button in the menu, you are not an Operator in the Mailroom module (see chapter 31). If you also handle visitors, Reception also shows in the menu (see 26. Meeting rooms and visitors).

1. On a computer, click Mailroom in the left menu. On a phone, tap My Space and select Mailroom in the strip at the top.
2. The Mailroom desk opens. Today's date and the count Deliveries awaiting pickup: N show at the top.
3. Below are the Incoming items form and the Deliveries awaiting pickup (N) list.

Tip: The list refreshes by itself every 30 seconds; what you typed in the form is not deleted. You can do the same work in the Board → Services → Parcels and mail → Mailroom (N) tab (+ Log incoming parcel, Awaiting pickup, Shipping requests, Log).

Logging an incoming delivery

Who: Mailroom operator · Where: Mailroom desk → Incoming items

What it does: You log the incoming delivery in the name of the recipient employee. The employee gets a notification for its type and a pickup code.

1. Under What arrived?, select the type: Parcel (box / package), Envelope, Documents, Official notice, Courier, Meals, Flowers, Bank / credit card or Other.
2. Start to type the name in the Recipient (employee) box and select the employee in the list.
3. Type the Carrier / courier or select it in the list.
4. If there is one, type the Tracking no. (optional).
5. Enter the Pieces (default 1; between 1 and 99).
6. If you want, type a Note (optional) (e.g. the sender).
7. If the delivery must be given only to the recipient, with the code, select the Hand over only with the delivery code (no handover without code) check box (1.1.7). For bank / credit cards and official notices, this check box is selected automatically and cannot be changed ("This type is handed over only with the delivery code").
8. Click Save and notify recipient.

Result: The message "Saved; <employee> was notified." shows; the form clears for the next delivery and the delivery is added to the Deliveries awaiting pickup list.

Common errors:

• "Choose the recipient from the list." — you typed the name but did not select it in the list.
• "The mailroom is off at this company." — the module is turned off.
• "Quantity must be between 1 and 99."
• Same tracking number window — this tracking number is also on another record (1.1.7). If you are sure that you did not log the same package twice, click Save anyway; a note is added to the record history.

Tip: You can do the same in the Parcels and mail box from Mailroom (N) → the + Log incoming parcel window. This window also has the Shelf / spot (optional) and Photo (optional) fields ("A photo of a damaged parcel helps later."); the button is Save and notify. If the recipient is on leave today, it shows "This employee is on leave today; their cover will also be notified."

Logging from a label photo (AI)

Who: Mailroom operator · Where: Mailroom desk → Photograph the label

What it does: You take a photo of the shipping label; AI reads the recipient, the sender, the carrier, the tracking number and the type, and fills in the form for you.

Before you start: This button shows only if the company's AI key is set (Admin → Customer directory; see 12. Customer directory administration). If there is no key, the top of the form shows "Reading from photos is off (no AI key); type the details." and you enter the details manually.

1. Tap Photograph the label. On a phone, the rear camera opens.
2. Take a sharp photo of the label. "Reading the label…" shows.
3. The details that were read fill the form: type, Carrier / courier (with its name in the carrier list in Admin, e.g. "YURTİÇİ KARGO" → "Yurtiçi Kargo"), Tracking no. and "Sender: …" in the Note field.
4. Recipient:
   • if there is one strong match, the employee is selected automatically;
   • if there are several possible employees, buttons show under Suggested recipient:; tap the correct person;
   • if there is no match, type the name in the Recipient (employee) box and select it.
5. If you do not want to attach the label photo to the record, clear the Attach the label photo to the record check box.
6. Check the details and tap Save and notify recipient.

Important: Always check the details that were read. If the recipient name on the label cannot be read, it shows "No recipient name could be read on the label." Reading is limited to 200 times per person per day.

The trial site of this guide has no AI key, so there are no screenshots of these steps; the steps were written from the texts in the app.

Handing over a delivery

Who: Mailroom operator · Where: Mailroom desk → Deliveries awaiting pickup

What it does: You give the delivery to the correct person, with the pickup code the employee tells you.

1. Find the delivery in the Deliveries awaiting pickup list. Each row shows the recipient's name, a type badge, the number, the arrival time, the carrier, the tracking no. and (if it has waited for more than one day) a note such as "waiting for 2 days".
2. Click Hand over.
3. Type the 4-digit code the employee tells you in the Pickup code box.
4. Click Hand over next to it (or press Enter).

Result: The message "Handed over · received by: <employee>" shows; the delivery leaves the list and the recipient gets the notification "Your item was handed over".

If the recipient lost the code: Click Resend code; a new code goes to the recipient ("The delivery code was resent to …."). If the recipient wants a handover without a code, only a mailroom supervisor does this (see Handing over without a code (mailroom supervisor)).

Lock after 5 wrong codes (1.1.7): For each wrong code, it says "Wrong delivery code. Attempts left: N.". At the 5th wrong code, the record is locked: the row shows the Locked badge and "The code was entered wrong 5 times; the record is locked. A mailroom supervisor is needed for the handover.". The mailroom supervisors and the recipient get a notification. While it is locked, even the correct code is not accepted. The mailroom supervisor clicks Unlock and send a new code; a new code goes to the recipient.

Common errors:

• "Enter the 4-digit code the person tells you." — the code is not 4 digits.
• "Wrong delivery code. Attempts left: 3." — ask the employee for the code again.
• "This parcel was already handed over."
• "Only a mailroom supervisor (Mailroom module admin, Services manager or Admin) can hand over without a code. Ask the recipient for the code or press "Resend code"."

Important: Get the code from the employee in person. The code shows only on the recipient's screen.

Handing over without a code (mailroom supervisor)

Who: Mailroom supervisor (Mailroom module admin, service manager, Admin) · Where: Mailroom desk → Hand over → Without code

What it does: If the recipient lost the code, is on leave, or someone else collects the delivery for them, you hand over the delivery without a code, with a reason and after checking the ID of the person who collects it. The mailroom staff member (operator) cannot hand over without a code.

1. On the row of the delivery, click Hand over, then Without code. The Hand over without code form opens.
2. Select the reason: Alıcı teslim kodunu kaybetti ("the recipient lost the pickup code"), Vekâleten (alıcının yerine) ("on behalf of the recipient"), Alıcı izinli / ofiste değil ("the recipient is on leave / not at the office") or Other.
3. Write a short description in the description box (at least 5 characters, e.g. "alıcı telefonunu kaybetti, kimliğine baktım" — "the recipient lost their phone; I checked their ID").
4. Select who collects it:
   • An employee received it: type the name in the box and select the employee in the list;
   • An external person received it: type the first name and surname of the person collecting it and the last 4 digits of their ID number.
5. Select the I checked the recipient's ID; I am responsible for this handover. check box.
6. Click Hand over and confirm the Handover without code question.

Result: The message "Handed over · received by: …; … was notified." shows. The recipient gets the notification "Your item was handed over"; if they did not receive it, they can dispute it with I did not receive it. The employee who collected it also gets the notification "You received an item on someone else's behalf". The reason and the person who collected it are written to the record history.

Important:

• For bank / credit cards, official notices and deliveries marked "only with the pickup code", there is no Without code button; even a supervisor cannot hand them over without a code.
• You cannot hand over a delivery for someone else to yourself.
• The last 4 digits of the ID are a declaration; the system does not verify them.

Delivery details: correcting, cancelling, returning and undoing a handover

Who: Mailroom operator (undoing a handover and closing a dispute: mailroom supervisor) · Where: Click the row in the mailroom log or in the list

What it does: You see all the information and the record history of a delivery; you correct a wrong record, cancel it, return it to the sender or undo a handover that was closed wrongly.

1. In Mailroom (N) → Log or in the list of deliveries awaiting pickup, click the row of the delivery. The details window opens.
2. Read the Recipient, Type, Company ("carrier"), Tracking no., Shelf / location, Note, Recorded by rows and, if it was handed over, the Picked up by, Handed over by (with or without a code) and Reason for handover without code rows.
3. Under Record history, each step of the record is listed with who did it. The recipient also sees the history of their own delivery; wrong code attempts are visible only to the mailroom.
4. Use the buttons as needed:
   • Correct: for a record awaiting pickup, all fields can be corrected; for a record already handed over, only the carrier, tracking no., note and notice date. Write the Reason for correction (written to the record history) and click Save correction. If you change the recipient, the new recipient gets a new pickup code and the old recipient gets a notification.
   • Cancel record: for a wrong or duplicate record; a reason is required, the recipient gets a notification and the pickup code becomes invalid.
   • Return to sender: write the reason for the return (required) and, if there is one, the return tracking number, then click Return to sender. The record becomes Göndericiye iade edildi ("returned to sender").
   • Undo handover (mailroom supervisor only): write the reason and click Undo. The record waits for pickup again, the old handover information stays in the record history and the recipient gets a new pickup code.
   • Close dispute (handover was correct) (mailroom supervisor only, if the recipient said "I did not receive it"): write the Result of the review and click Close; the recipient is told the result.

Important:

• Cancelling and returning are possible only before the handover.
• Reasons must be at least 5 characters (e.g. "Write why you are undoing the handover (at least 5 characters).").
• In the details of a delivery that was handed over, the mailroom staff member sees the note "A mailroom supervisor (Mailroom module admin, Services manager or Admin) can undo a wrongly closed handover.".

Processing outgoing shipping requests

Who: Mailroom operator · Where: Board → Services → Parcels and mail → Mailroom (N) → Shipping requests (N)

What it does: You prepare the employees' shipping requests in order, give them to the carrier or courier and send the tracking number to the sender.

1. In the Board → Services tab, open the Parcels and mail box.
2. Click the Mailroom (N) tab, then Shipping requests (N). Each request shows the number, status, recipient, address, sender, parcel or courier, content category, phone, contents and payment method. Urgent requests have a red badge.
3. When the package reaches you, click Received at mailroom. The request becomes At the mailroom.
4. To write the address on the label, click Copy address ("Copied.").
5. When you give the package, click Handed to carrier (for a courier, Handed to courier).
6. Select the carrier in the list. Since 1.1.7, the list starts empty and shows the company's default carrier (e.g. "Choose a carrier (default: Yurtiçi Kargo)").
7. Type the Tracking number. Except for a courier, the tracking number is required.
8. If you want, paste the address of the carrier's tracking page in the Tracking link (optional, https://…) field.
9. Click Save.

Result: The request becomes In transit; the sender gets a "Gönderiniz kargoya/kuryeye verildi" ("your shipment was handed to the carrier / courier") notification with the carrier and the tracking number.

Tip:

• Shipments of the last 30 days in In transit status also stay at the end of this list. If you learn that the recipient received it, click Delivered to recipient; the sender gets a notification.
• The Track link is made in this order: the link in the record, the carrier template in Admin, the built-in addresses of UPS / DHL / FedEx. If there is none, the tracking number is copied with Copy.

Correcting the tracking details (1.1.7): If the carrier, the tracking number or the link is wrong on a shipment that was handed to the carrier or reached the recipient, click Correct tracking details, correct it and save. The change is written to the history and the sender is notified.

Common errors:

• "Choose the carrier."
• "Enter the tracking number; it is on the carrier's receipt."
• "The tracking link must start with https://."
• "This entry was already shipped or cancelled."

Mailroom log: incoming and outgoing

Who: Mailroom operator, mailroom viewer · Where: Parcels and mail → Mailroom → Log

What it does: Shows all incoming and outgoing deliveries month by month in one list; you can export them.

1. In the Mailroom (N) tab, click Log.
2. Change the month with the ‹ and › buttons.
3. Select the All, Incoming or Outgoing filter.
4. If you want, type in the search box (Search person, number, carrier or tracking no.).
5. For a file, click Download CSV.

Tip: Food, flowers, card and courier rows show with a colored type badge. For summaries such as who sent how many shipments and how many shipments went out in each category, see 19. Reports.

Important: With the Viewer role you see the log, but you cannot log or hand over deliveries ("Viewer: you see the log but can't record or hand over items.").

Purchasing box

Who: Employee · Where: My Space → My Area → Purchasing (on a computer, Board → My Area)

What it does: Shows the purchase requests you opened with their statuses; you open a new request here.

1. Tap My Space in the bottom menu and select My Area in the strip at the top.
2. Go to the Purchasing box. Each request shows the code (e.g. SA-2026-0001), status, date, title, type, category and total amount.
3. For the details, tap Details.

Statuses: Awaiting approval · Waiting for info (1.1.7) · Awaiting additional approval (1.7.0; see Additional approval: a purchase request above the amount threshold) · Approved — awaiting purchase · Rejected · Ordered · Partially received (1.1.7) · Received · Cancelled.

If the approver asked you for information, the row shows "Question: …" and the Reply button (see Answering the approver's question).

Tip: If you are an approver, the Awaiting approval (N) tab shows in the box. If you are an approver, purchasing officer or purchasing viewer, the Procurement list (N) and All requests tabs also show (only the purchasing officer marks the order and the receipt). If the box looks short, it opens at full width when you click a tab; Collapse returns it to its earlier size.

Opening a purchase request

Who: Employee · Where: Purchasing → + Purchase request

What it does: You write what you want to buy, at what price and where from. The request goes to management approval; when it is approved, the purchasing officer procures it.

1. In the Purchasing box, tap + Purchase request.
2. In the Type list, select IT or Administrative. The Category list is filtered by type.
3. Select a Category (e.g. for IT, Equipment, Software and licences, Network and accessories; for Administrative, Furniture and office equipment, Stationery and supplies, Services, Other).
4. Type a Title (e.g. "Wireless presentation remote").
5. In the What for? field, write who will use it and which need it meets.
6. If the purchase belongs to a project, select the project from the Project (optional) list (1.5.0). The list only has projects that you can see and that are not archived; the default is Not linked to a project. Below it, "Once approved, it is deducted from the project budget (TRY amounts; foreign currency is shown separately)." shows: when the request is approved, its amount is added to the actual amount on the project's budget card; while it waits for approval, it is added to the pending amount. The list shows only if the Projects and tasks module is on and there is a project that you can see.
7. In the Items section, fill in the Brand, Model, Quantity, Unit price and Currency (TRY, USD or EUR) fields. The price can be approximate. If possible, type the unit price without VAT; if it is a price with VAT, select VAT incl. on the item (1.1.7).
8. Type Where from (e.g. manufacturer's dealer, marketplace) and, if there is one, the Product link (https://…).
9. For another product, tap + Add item (at most 10 items). Delete an extra item with Remove item.
10. Check the Total row at the bottom.
11. Tap Send request.

Result: The message "Request SA-… was sent for management approval." shows. Approvers get a phone notification and an email (subject "Satın alma onayı bekliyor — SA-…", "purchase approval pending").

Common errors:

• "Give the request a short title."
• "Fill in "What for?": what is this purchase for?"
• "Choose a category of the selected type."
• "Item 1: enter a brand or model." / "Item 1: enter the unit price (an estimate is fine)." / "Item 1: quantity must be 1–100,000."
• "Item 1: the link must start with https://."
• "You have opened many purchase requests today."
• "New expenses or requests cannot be linked to an archived project." — the project you selected was archived in the meantime (1.5.0).

Important (1.5.0): You cannot change the project of a request later; if you selected the wrong project, cancel the request and open it again. USD or EUR requests are not added to the project's TL budget; the budget card shows them separately. A project that has linked requests cannot be deleted, only archived (see 33. Tasks and projects).

Adding alternatives and why this was chosen

Who: Employee · Where: Purchase request → Item → + Add alternative

What it does: The approver decides by comparing the product you selected with other options.

1. Under the item, tap + Add alternative.
2. Type the alternative's brand, model, price, where to buy it and, if you want, its link.
3. For another alternative, tap + Add alternative again (at most 3 for one item). Delete an alternative you do not need with Remove.
4. In the Why was this chosen? (compared with the alternatives) box, write why you chose this product instead of the alternatives (e.g. "It has a laser pointer and is rechargeable; the other one runs on batteries.").
5. Tap Send request.

Important: If you added an alternative, Why was this chosen? (compared with the alternatives) is required ("Item 1: you added alternatives; explain why you chose this product."). The alternative's price is not added to the total.

Purchasing without approval (if you are authorized)

Who: Employee authorized to purchase without approval · Where: Purchase request → Add to the procurement list without approval (you are authorised)

What it does: People the company authorizes can put a request directly on the procurement list without waiting for management approval (e.g. an urgent spare part).

1. Fill in the purchase request as usual.
2. Select the Add to the procurement list without approval (you are authorised …) check box at the bottom of the form. If there is a limit, the check box shows it (e.g. "up to 10.000,00 TRY").
3. Tap Send request.

Result: The message "Request SA-… was added to the procurement list without approval." shows. In the lists, the request shows with the Without approval (authorised) badge; purchasing officers get a "Purchased without approval (authorised)" notification.

Important: If a limit is set, a request that is above the limit or that contains foreign currency (USD, EUR) cannot be taken without approval: "The amount exceeds the limit (… TRY) or includes foreign currency; send the request for approval." If you are not authorized, the check box does not show.

Following and cancelling your request

Who: Employee · Where: Purchasing → request → Details

1. In the Purchasing box, tap the Details button of your request.
2. The details show the requester, Purpose, Total, the Project if there is one (1.5.0; if the project is archived, "(archived)"; if it is deleted, "(deleted)"), the items, the alternatives and Why this was chosen. If it was approved or rejected, the person who decided and (if rejected) the Reason for rejection show; if it was ordered, the Order note shows.
3. At the bottom, the History section lists the steps of the request in order (request opened → approved / rejected → order → receipt).
4. If you no longer need the request, tap Cancel request.

Result: The message "Purchase request cancelled." shows.

Tip: You get a phone notification at each step: approval, rejection, order and receipt (e.g. "Satın alma talebiniz onaylandı: SA-…", "your purchase request was approved").

Important: Only you can cancel your request, and only while it waits for approval, while information is awaited, while it is in additional approval (1.7.0) or before it is ordered.

Answering the approver's question

Who: Employee (who opened the request) · Where: Purchasing → request in Waiting for info status → Reply

What it does: The approver can ask you for information before deciding. With your reply, the request goes back for approval.

1. Tap the notification "Satın alma talebiniz için bilgi isteniyor: SA-…" ("information is requested for your purchase request: SA-…"), or find the request in Waiting for info status in the Purchasing box. The row shows "Question: …".
2. Open the Details of the request. The Approver's question box shows who asked, the date and the question.
3. Tap Reply, write your reply and confirm.

Result: The message "Your reply was sent to the approver; the request is pending approval again." shows; the request becomes Awaiting approval and the approver gets a notification.

Important: Only the person who opened the request answers the question ("Soruyu talebi açan kişi yanıtlar." — "the person who opened the request answers the question"). The reply cannot be empty ("Yanıtınızı yazın; onaycıya iletilir." — "write your reply; it is sent to the approver"). If you no longer need the request, you can also use Cancel request in this status.

Approving or rejecting as an approver

Who: Purchasing approver (if no approver is selected, the purchasing module admin and Admin) · Where: My Area → Purchasing → Awaiting approval (N)

What it does: You decide on purchase requests for management.

Who decides? (1.2.2): If approvers are selected in the purchasing settings, only those approvers approve, reject or ask for information; in this case, the module admin and Admin cannot decide but they see the requests. If no approver is selected (or all the selected ones have left the company), the purchasing module admin and Admin decide (see chapter 31).

1. Click the "Satın alma onayı bekliyor" ("purchase approval pending") notification or email, or open the Awaiting approval (N) tab in the Purchasing box.
2. To examine the request, click Details: it shows the items, Product link, Alternatives and Why this was chosen. Links open in a new tab. If the request is linked to a project, you see the project name in the Project row (1.5.0); if you cannot see the project, the name is not a link.
3. Decide. For each decision, a window opens that shows a short summary of the request:
   • If it is suitable, click Approve; write a note if you want and confirm. The message "Request approved; added to the procurement list." shows.
   • If you need information to decide, click Ask for info in the details, write your question and send it (1.1.7). The message "The question was sent to the requester; the request is now "Awaiting information"." shows. When the requester replies, the request comes back for your approval.
   • If it is not suitable, click Reject, write the reason for rejection and send it. The message "Request rejected; the reason was sent to the requester." shows.

Common errors:

• "Enter the reason for rejection; it is sent to the requester." — the reason for rejection is required.
• "Sorunuzu yazın; talep sahibine iletilir." ("write your question; it is sent to the requester") — when you ask for information, the question is required.
• "You cannot approve or reject your own request; another approver decides."
• "Purchase requests are approved by management approvers." — you are not an approver (when the approver list is filled, the module admin and Admin also get this message).
• "Bu talepte az önce işlem yapıldı (…)." ("an action was just taken on this request (…)") — another approver decided at the same time; the list is refreshed.

Tip: Requests that wait for approval also show in the Waiting for you list ("N purchase requests are awaiting your approval"). Management approval has one stage: the decision of one approver is sufficient. If your company turned on the additional purchasing approval in workflows, requests above the threshold go to the additional approver after your approval (updated in 1.7.0; see Additional approval: a purchase request above the amount threshold).

Additional approval: a purchase request above the amount threshold

Who: Employee (the requester) · Additional approver · Purchasing approver · Where: My Area → Purchasing (for the additional approver, Awaiting approval (N))

What it does: If your company turned on the Purchasing template in Admin → Modules → Workflows, requests above the amount threshold also go to an additional approver after management approval. The default threshold is 50,000.00 TL; requests with foreign currency (USD, EUR) count as above the threshold. No additional approval is required for an amount equal to the threshold. For the threshold, the additional approver and the other settings, see 40. Workflows.

As the requester:

1. Open the request as usual (see Opening a purchase request). The request is first Awaiting approval. For a request above the threshold, My requests shows "Next: additional approval (…), then purchasing (order)" below the "Now: Awaiting management approval: …" row.
2. When the management approver approves, the notification "Your purchase request passed management approval: SA-…" arrives; below it says "… · in additional approval". The status of the request becomes Awaiting additional approval.
3. Open Details. The Approved by row shows the management approver, the Additional approval row shows the additional approval chain and the next person (e.g. "Hakan Kılıç · next: Hakan Kılıç"). My requests shows "Now: Awaiting additional approval: …" and "Next: purchasing (order)" (with two additional approvers, the first one shows "Next: the next additional approval, then purchasing (order)").
4. When the additional approval is given, the request becomes Approved — awaiting purchase and goes to the procurement list as usual; the notification arrives.

As the additional approver:

1. Tap the notification "Purchase request awaiting your additional approval: SA-…" or the Open the request and approve / reject link in the email with the subject "Purchase request awaiting your additional approval — SA-…". The email has the sentence "The purchase request passed management approval and is awaiting your additional approval." and a table with Requested by, Request, Type, Category, Amount and Purpose; the email comes in your app language. Or open the Awaiting approval (N) tab in the Purchasing box. Even if you are not a purchasing viewer, you see the request whose chain you are in on this tab.
2. Review the request with Details.
3. Tap Approve and confirm. The message "Additional approval given." appears. If you need information, ask with Ask for info in the details; when the requester answers, the request becomes Awaiting additional approval again. If it is not acceptable, reject it with Reject and a reason.

As the management approver: When you approve a request above the threshold, the message "Request approved; sent for additional approval." appears. If you are also the additional approver, you are not asked a second time; your one decision covers both steps.

Common errors:

• "This request is in additional approval; only the next additional approver can decide." — the request passed management approval; the decision is with the additional approver.
• "You approved this request; someone else gives the additional approval (segregation of duties)." — the person who gave the management approval cannot give the additional approval if there is another candidate.
• "You cannot approve or reject your own request; another approver decides."

Important:

• The additional approval chain is written to the request the moment it is opened. Even if the template's settings change later or the template is turned off, an open request finishes with the same chain.
• If the additional approver has left the company or opened the request themselves, the step falls to the fallback: the fallback approver selected in the template, otherwise the purchasing module admin and Admin. The details show "(fallback)" next to the next person. If the additional approver is on leave, the person covering for them in the leave record can also decide.
• Requests opened with the permission to purchase without approval do not go to additional approval by default; your company can turn this on in the template.
• The requester can cancel a request in the Awaiting additional approval status.
• If the template's Assets on delivery setting is on, when the products are received, the task "Add to assets: SA-… · …" is opened for the asset officer (see 28. Fixed assets and asset assignment).

Procurement list: order and receipt

Who: Purchasing officer (Purchasing → Operator) · Where: My Area → Purchasing → Procurement list (N)

What it does: You turn approved requests and requests taken without approval into orders, and close them when you receive the goods.

1. In the Purchasing box, open the Procurement list (N) tab. The list contains requests in Approved — awaiting purchase and Ordered status.
2. To see only the requests taken without approval by authorization, select the Only without approval (authorised) check box.
3. When you place the order, click Ordered on the request. The details window of the request opens.
4. If you want, type the order no., supplier or estimated delivery date in the Order note (optional) box.
5. Click Ordered in the window and click Mark in the summary window that opens. The message "Marked as ordered; the requester was notified." shows.
6. When the product arrives, click Received… on the request and enter the received quantities (see Partial receipt and delivery note).

Result: At each step the requester gets a notification. Received requests go to the Assets → From purchasing tab of the asset officers (see 28. Fixed assets and asset assignment).

Common errors:

• "The procurement list is handled by purchasing officers." — you are not a purchasing officer.
• "Kendi talebinizin siparişini başka bir satın alma yetkilisi işler (görev ayrılığı)." ("another purchasing officer handles the order of your own request (segregation of duties)") — if you opened the request and there is another purchasing officer, that officer handles the order and the receipt (1.1.7). The details show the note "Your own request: another purchasing officer handles the order and delivery (segregation of duties)."

Tip: Requests that wait for an order show in the Waiting for you list ("N purchase requests are waiting to be ordered").

Partial receipt and delivery note

Who: Purchasing officer · Where: Procurement list → Received…

What it does: If part of the order arrived, you mark what arrived; the request stays Partially received until the missing items arrive. You write the delivery note (irsaliye) number to the record.

1. In Procurement list (N), click Received… on the request. The Received section opens in the details.
2. For each item, type the quantity that arrived. Next to the name of the item, the quantity received so far shows (e.g. "USB-C adaptör (2/4)" — "USB-C adapter (2/4)"); the remaining quantity is already typed in the box.
3. If you want, type the delivery note or e-delivery note (e-İrsaliye) number in the Delivery note no. (optional) box.
4. Click Received. If there are missing items, the summary window says "Some items are missing: the request becomes "Partially received"."; if all are complete, it says "All items complete: the request will be closed.". Click Save.

Result: If there are missing items, the message "Marked as partially received." shows; the request becomes Partially received and stays in the procurement list. When the rest arrives, repeat the same steps; when all the items are complete, the request becomes Received. In the details, quantities such as "teslim 2/4" ("received 2/4") show next to the items, and "İrsaliye: İRS-2026-0412 (16.10.2026 10:42)" ("delivery note: …") shows below them. The requester gets a notification at each step.

Important:

• The received quantity must be between 0 and the remaining quantity ("Item 2: received quantity must be 0–2."); you must type a quantity for at least one item.
• The request goes to the Assets → From purchasing tab only when all the items are received.

All purchase requests and CSV

Who: Approver, purchasing officer, purchasing viewer · Where: Purchasing → All requests

What it does: You see all purchase requests in the company grouped by category, and you can export them.

1. In the Purchasing box, open the All requests tab.
2. Use the filters: All types, All categories, All statuses, Only without approval (authorised) and search (code, product, person).
3. Requests are grouped under category headings (e.g. "Equipment · IT · 2"). A rejected request shows a Reason for rejection row.
4. For a file, click Download CSV.

Tip: For amounts by category, type, department and person, see 19. Reports. Foreign-currency amounts are not converted to TRY; they show separately.

Important: This list is open only to approvers, purchasing officers and viewers ("This list is open to approvers, purchasing officers and viewers.").