Use this guide when a Supplier, purchase order, Bill, or Receipt is missing, cannot be updated, or is not moving through approval as expected in 3PM Base.
Start by refreshing the relevant list and checking the record’s status. Then confirm that you are working in the correct account and that the Supplier, project, dates, and amounts belong to the record you intended to update.
If a record does not appear:
If an action is unavailable, the record may be in a status that does not allow that action, or your access may not include the required action. Open the record to review its current status before trying again.
Note: Save a purchase order as a draft before attempting approval. A purchase order must follow its status sequence; skipping a status is not supported.
Before creating or approving a purchase order, check the following:
A new purchase order starts as Draft. The available status sequence is Draft to Approved, Approved to Sent, Sent to Partially received or Received, and then to Closed. A purchase order can be cancelled from Draft, Approved, Sent, Partially received, or Received. Closed and Cancelled purchase orders cannot move to another status.
Editing is available only for Draft and Approved purchase orders. Deleting is available only for Draft purchase orders. If the purchase order is Sent or later, use the available receiving, matching, cancellation, or closing actions instead of trying to edit or delete it.
When a purchase order has been received only in part, check the quantity received for each line item. A line is treated as fully received only when its received quantity reaches its ordered quantity. The purchase order becomes Received when all lines are fully received; otherwise, receiving some quantity produces Partially received.
If a purchase order does not match a Bill, open the purchase order and compare the line descriptions, quantities, billed amounts, and Supplier. A line may show Unbilled, Partially billed, Matched, Over billed, or Credited. Correct the Bill or use the matching action when the details do not agree.
For a Bill that will not approve, check its status first. Only Draft and Submitted Bills can be approved. Bills that are already Approved, Paid, Voided, or Deleted cannot be approved again.
Before submitting or approving a Bill, check:
A Receipt is supporting payment evidence attached to a Bill. Adding a Receipt does not change the Bill to Paid. The Paid status comes from payment reconciliation, so check the Bill status after attaching the Receipt.
If a Receipt is not linked to a Bill, open Unmatched Receipts. Use the Receipt details, such as the store name, Receipt number, date, amount, or payment method, to find the correct Bill. Preview the Receipt, select the matching Bill, and link it. If no Bill is correct, dismiss the Receipt rather than linking it to an unrelated Bill.
If a Bill appears more than once, compare the Supplier, Bill number, date, total, and source document before making changes. Do not approve a possible duplicate until you have confirmed which Bill is genuine.
For Bills, approval is available from Draft or Submitted. When approval succeeds, the Bill becomes Approved and records who approved it and when. If approval notes are required for your process, add them during approval.
For purchase orders, approval is available only from Draft. After approval, the purchase order becomes Approved and records the approver and approval time. It can then be sent to the Supplier.
If approval fails:
Rejecting a Bill returns it to the review process with rejection notes. If a previously approved Bill needs correction, use the available revert action, make the correction, and submit it for approval again.
Contact your account administrator or 3PM Base support when:
Include the record number, the action you attempted, the message shown, and the time of the problem. Do not include passwords or payment credentials.
