> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/dokumentation/procurement/order-requests-and-checkout.md).

# Order requests and ordering

Reviewing, editing and ordering order requests (cart): request types, columns, bulk actions, PO number, approval notices and what happens when you order.

**Path:** sidebar → **"Order requests"** (the number shows the number of open requests)

The order requests are your company's **cart**. All requested items are collected here. After approval, a user with ordering permission places the order.

## Tabs

* **"Approved"**: items that can be ordered.
* **"Pending approvals"** (administrators only): items still waiting for approval. Administrators can open them here and decide directly.

Other users only see approved requests.

## Request types

The **"Type"** column shows what the request is about:

| Type               | Meaning                                                              |
| ------------------ | -------------------------------------------------------------------- |
| **"Order"**        | New service                                                          |
| **"Change"**       | Change to an existing service, e.g. a new option, add-on or exchange |
| **"Cancellation"** | Cancellation of a service or of its order                            |
| **"Call-off"**     | Delivery from the warehouse or from a pre-order                      |

## Columns

"Service name", "Location", "Warehouse", "Delivery address", "Employee", "Group", "One-time costs", "Monthly costs", **"Cost center"** (with a note on the billing address), "Term", "Offer type", "Offer name", **"Preferred delivery"** (can be changed directly), "Note", "Approval", "Justification", "Current approval step" or "Final approval step", "Add-ons", "Supplier", "Requester", "Created on" and **"Exchange for stock items"**.

Each row can be expanded to show options, add-ons and software. A click opens the **item details** with description, service agreement, add-ons, linked services, approval status, costs, assignment and delivery address. You can also change options and the cost center there.

## Bulk actions

Select items → **"Actions"**:

| Action                        | Effect                                                                                |
| ----------------------------- | ------------------------------------------------------------------------------------- |
| **"Reject"**                  | Removes the requests.                                                                 |
| **"Change delivery date"**    | Sets the requested date for all; without a date = "Immediately".                      |
| **"Reserve for group"**       | Assigns items to a group.                                                             |
| **"Change delivery address"** | Takes the delivery address from the assignment or lets you enter a different address. |

Under **"Reports" → "Investment request"** you create, if enabled for your company, a PDF of the selected or filtered items, e.g. for internal budget approvals.

## Stock items instead of a new order

For new orders, equipme checks whether matching devices are in the warehouse. The **"Exchange for stock items"** column then shows the number of matches. In the dialog, you filter by "Same product", "Same category" or "All Available" and choose a warehouse device. With **"Remove original order"** (default), the warehouse device is called off instead of placing a new order.

## Ordering

1. Select items. The "Monthly costs" and "One-time costs" totals of the selection are displayed.
2. Optionally enter an **"Order number (PO)"** (max. 50 characters). The number is used for internal tracking and is passed on to the supplier.
3. Optionally **"Add note"** (max. 500 characters).
4. If there is an **"Approval notice"** from a supplier (e.g. terms and conditions or delivery terms), read it and confirm it with the checkbox if required.
5. Click **"Order with obligation to pay"**. The supplier may have customized the label.

### Checks when ordering

* **"Order assistant"**: If other requests depend on your selection (e.g. a required base service), they are added to the selection. Then click order again. The same applies when rejecting: dependent requests are rejected as well.
* **"Missing information"**: A location has no delivery address or no phone number. Add these under [Locations](/dokumentation/organization/locations.md).
* **"Order restriction"**: Individual items cannot be ordered. With "Remove and order" you order the rest.

### What happens when you order

* The items disappear from the order requests; you see "Thank you – Your order will be processed shortly!".
* [Orders](/dokumentation/procurement/orders.md) are created: **one per offline supplier** and one for all remaining items. The PO number and note apply to all of them.
* New services appear in the inventory with the status **"Ordered"**, or immediately **"Ordered (confirmed)"** if the supplier confirms automatically or if they are your own services.
* Changes and cancellations are applied to the existing services; call-offs trigger the delivery.
* Emails: order confirmation to the requesters and order receipt to the supplier.

{% hint style="warning" %}
**Orders with offline suppliers** are not transmitted automatically. Send the order through your usual channel (email, web shop) and maintain the status in equipme (see [Suppliers](/dokumentation/offer-management/suppliers.md#processing-orders-with-offline-suppliers)).
{% endhint %}

## Order authorization (hosted customers)

If your company is not yet authorized to order, **"Request order approval"** appears instead of "Order with obligation to pay". The process is described in [Operating models](/dokumentation/getting-started/operating-models.md#ordering-permission-for-hosted-customers).

## Frequently asked questions

**"Order with obligation to pay" is grayed out.**

No items are selected, a mandatory approval notice has not been confirmed, or you lack the ordering permission (e.g. as a planner).

**A request is not visible in the order requests.**

It is still waiting for approval (see [Approvals](/dokumentation/procurement/approvals.md)) or has been rejected.

**Why does one checkout create several orders?**

A separate order is created for each offline supplier.

**Where do I change the cost center before ordering?**

In the item details. After ordering, you change it on the service itself.


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