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Version: 8.2

Purchase order

Validate an Order​

As soon as the user validates a quotation, it becomes a purchase order. Consequently, a new Invoicing tab will appear, grouping all billing, associated with this order.

You can:

  • Either generate Supplier arrival (multiple delivery notes can be linked to the order if there is a partial delivery from Supplier → Generation of backorders).

  • Or generate a control invoice (possibility of generating an invoice after the delivery notes are completed or directly from the Purchase order).

You can also:

  • View the associated invoice by clicking the "Show invoice" button.

  • Complete the order.

  • Cancel the order.

Generate a Receipt​

Once the Receipt is generated, it will be visible from the Stocks app (Supplier Arrivals) or from the "Delivery" tab of the order.

Path: Stock management → Arrivals → Supplier Arrivals

In the header, you will find the information related to the partner, the company, or to which stock location the products will arrive.

You will also find the dates (the estimated date and the supplier's shipping date), and a supplier shipping reference.

The stock receipt lines resume the order lines (for example, 3 hard drives).

Here is some information about the different tabs present on this sheet:

  • Freight carrier tab: enter the information about a shipment mode / freight carrier here.

  • Note tab: in this tab, you will find the notes retrieved from the order.

  • Links tab: here you will find the link with the original order. You will also find the associated invoices and return notes ("reversions").

  • Dates tab: the move date corresponds to the date of the stock movement.

  • Configuration tab: here you can select the print settings and activate backorder management and return management.

Once the order is received, the delivery note can be changed to "Completed" status. The items then enter the company's stock.

Complete a Delivery Note​

  1. Realize: click the "Realize" button in order to complete a supplier arrival.

  2. Realized Status: the initial delivery note (stock movement sheet) will change to "Realized" status.

  3. In the Links tab, find the file of purchase order. Clik on it. If you return to the order sheet and refresh the page, in the Delivery tab, in the "Stock Move" table, you will see a new delivery note line.

  4. Click on the delivery note line to view more information.

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If the order was partially fulfilled, the supplier order file will have a "Partially received" label.

  1. On the delivery note file (Stock Movement file), you will be able to generate an invoice or generate a return note ("reversion note").

Invoice an Order​

The "Generate Invoice" button offers three billing options:

  1. Invoice all : invoice the entire order.

  2. Invoice partially stock move : partially invoice the order (by selecting order lines).

  3. Invoice according to a schedule (predefined in the Timetable tab of the order).

It is also possible to invoice an order either following a delivery by generating an invoice from the delivery note or from the invoicing per case.

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It is also possible to invoice multiple delivery notes from the Purchases app menu → Mass Suppl. Stock Move Invoicing.

Select the delivery notes you want to invoice in bulk.

Then, either click Generate a single invoice if the supplier is identical, or click "Generate one invoice per incoming stock move."

  1. Once the invoice is generated, it is in pro-forma status and can still be modified. It is a control invoice that must be verified once the supplier's invoice is received.

  2. To validate the invoice, you must enter the "Supplier Invoice Number" and the "Supporting Document Date."

  3. Once Ventilated, it can no longer be modified and will be sent to accounting. You can then record a payment.

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Following the generation of the invoice, return to the supplier's file.

Click on the Invoicing tab. In this tab, you will find the generated invoice associated with the delivery.

Supplier Consultation​

Activate the "Manage supplier consultations" configuration (access: Application Config → Apps Management → Purchases, configure → activate the "Manage supplier consultations" option).

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To manage supplier consultations, the product must have several associated suppliers.

From the Purchases menu → Purchase quotations → create a new quotation by clicking +.

  1. Define a default supplier.

  2. Add a detail line with the desired product subject to a supplier consultation.

  3. PO management : a new tab "PO management" becomes available following the activation of the "Supplier Consultation Management" configuration. Purchase Order box is visible in the "PO Management" tab. This box must be checked if the current order is the initial order. If there is already a parent order, just enter it in the "Initial Purchase Order" field.

The first step is to generate all requests to suppliers.

From the product detail line in the Content tab, you can access purchase requests and the associated manual workflow.

The consultation includes:

  • A set of information about the supplier (product quantity available, unit price, estimated delivery date, etc.).

  • Information about the initial quotation.

  • Buttons allowing progression through the workflow.

  1. Select: once the supplier is selected, based on supplier feedback, accept or reject or cancel the requests, then select the chosen supplier.

  2. Generate supplier orders: once these actions are completed, return to the "PO Management" tab of the quotation and click on the "Generate supplier Purchase orders" button.

  3. Show suppliers purchase orders: you can then consult the generated quotation orders from the "Show supplier purchase orders" button.