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Service Acceptance

Service Acceptance is the sign-off step used for services and other non-goods deliverables (typically from a services-only RFP). It is the equivalent of a delivery note for work that cannot be physically received, and it confirms that the supplier has delivered what was contractually agreed before any invoice is paid.

Where a goods purchase would go through PO → Delivery Note → 3-Way Match → Invoice, a services purchase goes through PO → Service Acceptance → Invoice.

Where to find it​

In the main menu, open Service Acceptance. The page lists all acceptances for the tenant. To create one manually, click MANUAL ACCEPTANCE in the top-right of the list — it opens the Manual Service Acceptance form.

Statuses​

A service acceptance moves through the following statuses:

  • Pending — the acceptance has been created and is waiting for an approver to review it.
  • Approved — the approver has accepted the deliverables. The associated invoice can now be processed.
  • Rejected — the approver has declined the acceptance. The procurement process stays open until the supplier corrects the issue or a new acceptance is created.
  • Needs Revision — the approver has asked for changes. The creator can update the acceptance and resubmit.

Creating a manual service acceptance​

Open Service Acceptance → MANUAL ACCEPTANCE. The form is grouped into cards:

Purchase Order (required)​

Search and pick the Purchase Order the acceptance relates to. After selection, the system displays a summary of the order: order number, supplier and (where applicable) the order total.

Invoice (optional)​

If the supplier has already submitted an invoice for the work, search and pick it here. The invoice picker is only enabled once a purchase order has been selected, so the invoice is always tied to the same procurement chain.

Leave this empty if the invoice has not been received yet — the acceptance can still be created and linked to the invoice later.

Evaluator​

The evaluator is locked to the currently signed-in user. This is enforced both in the UI and on the server, so an acceptance can never be attributed to someone else.

Acceptance Checklist​

Tick the criteria that have been met:

  • Scope delivered — the agreed scope of work has been performed.
  • Quality OK — the quality meets the expected standard.
  • Milestones met — contractual milestones have been reached.
  • Owner approved — the internal owner of the contract has signed off.

Notes​

  • Milestone notes — free-text description of milestones reached, partial deliveries, or anything noteworthy about progress.
  • Notes — general comments about the acceptance.

Click CREATE ACCEPTANCE to save. The acceptance is created with status Pending.

Reviewing and acting on an acceptance​

From the Service Acceptance list, users with the right permission see an action menu on each row in Pending or Needs Revision status, with three options:

  • Approve — marks the acceptance as Approved. The linked invoice (if any) becomes payable.
  • Reject — marks the acceptance as Rejected.
  • Request Revision — moves the acceptance to Needs Revision so the creator can update it and resubmit.

Click the eye icon on any row to open the Service Acceptance Detail page, which shows the full record (linked PO and invoice, checklist results, notes, status badge and the approval audit trail).

Where it appears elsewhere​

A service acceptance is visible in two other places:

  • On the Procurement Overview detail page, in the Service Acceptance panel that replaces the Delivery Notes and Three-Way Match panels for services-only RFPs.
  • In notifications and reminders to the assigned approver.

Permissions​

  • ServiceAcceptance / View — see the list and detail pages.
  • ServiceAcceptance / Create — create manual acceptances.
  • ServiceAcceptance / Approve (or equivalent) — approve, reject and request revisions from the list.