Purchase order request flow - Revision history

Nele.scherrens: /* Invoice matching */

2019-04-05T08:20:45Z

‎Invoice matching

Nele.scherrens at 08:20, 5 April 2019

2019-04-05T08:20:34Z

Bjorn.misseghers: /* Invoice matching */

2019-03-15T08:03:53Z

‎Invoice matching

Bjorn.misseghers at 16:18, 14 March 2019

2019-03-14T16:18:15Z

Bjorn.misseghers: Created page with "=Use case description= The purchase order request is a document type intended to manage the process of placing orders for goods of services. When making a purchase, it will fi..."

2019-03-14T15:39:07Z

Created page with "=Use case description= The purchase order request is a document type intended to manage the process of placing orders for goods of services. When making a purchase, it will fi..."

New page

=Use case description=
The purchase order request is a document type intended to manage the process of placing orders for goods of services.
When making a purchase, it will first need to be approved by peers before actually placing the order.
When the PO request is approved, the order can be sent to the supplier.
Next step in the process is receiving the ordered goods.
When all goods are received, we should also have received an invoice which we want to process and send to our accountancy package.
In most cases, there is a 100% match between the goods ordered, goods received and the goods invoiced. In this case, there is no need to send the invoice through the approval flow again.
In order to facilitate this, we skip the approval flow invoices that were fully matched with a PO request and can send them straight to the accountancy package.

=Step by step=
==Creating a new PO request==
Make sure you select the document type "PO request" in the archive and the
You can create a new PO request by clicking the [[image:Add.png|link=]] Add document icon in the tasklist.
A new document will be opened, showing relevant fields which you can fill in as needed. Required or invalid fields will be marked in red.

==PO request approval==
Just like the [[Approval_manual|approval flow]] for invoices, you can send the PO request into the approval flow. Both a manual flow or automatic flow are possible.
When the PO request is approved, it will move to the next step where the purchase order can be sent out to the supplier.

==Sending out the PO request==
There are 2 ways we can send our PO request to the supplier: via e-mail by printing and mailing it.

[[image:DeliveryMethod.png|link=]] - Clicking this button will generate a PO request PDF and show it on screen. The user can also fill in the from- and to email address, change the subject and email message. Clicking the 'Send' button will send the email and move the PO request document to the next status where reception of the goods can happen.

[[image:Print.png|link=]] - This button will generate a PO request PDF and show it on screen. From this screen you can print the PDF. After printing the document, the user should click the 'Save' button which will move the PO request document to the next status where reception of the goods can happen.

==Receiving goods==
When all goods are received, we want to mark the PO request document as being 'Fully received'. This can be done by clicking the [[image:Reception.png|link=]] button. A screen will pop up where the user can select the reception status 'Fully received', reception date and reception comment. After clicking the 'Save' button, the life cycle of the PO request document has reached it's end.

==Invoice matching==
For all incoming invoices, we will try if we can match them with an existing PO request document. An invoice and a PO request will be matched when the supplier, PO number and amounts match.
When we cannot find a matching PO request, the incoming invoice will be sent to the validation step in the archive.
If we find a matching PO request, we will copy the posting lines from the PO request to the invoice, create a relation between the Invoice and the PO request and skip the approval step for the invoice.

@@ Line 44: / Line 44: @@
 * Amounts
 <br/>{{info|When we can't find a matching PO request, the incoming invoice will be sent to the validation step in the archive. It will then follow the normal flow of a document.}}<br/>
 When a matching PO request is found, we will copy the posting lines form the PO request to the invoice, create a relation between the invoice and the PO request and skip the approval flow for the invoice.

@@ Line 1: / Line 1: @@
-=Use case description=
+==Use case description==
-The purchase order request is a document type intended to manage the process of placing orders for goods of services.
+The purchase order request is a document type intended to manage the process of placing orders for goods of services.<br/>
-When making a purchase, it will first need to be approved by peers before actually placing the order.
+<br/>
-When the PO request is approved, the order can be sent to the supplier.
+There are different steps to go through in order to complete the PO request flow:
-Next step in the process is receiving the ordered goods.
+# A PO requestor creates a new PO request
-When all goods are received, we should also have received an invoice which we want to process and send to our accountancy package.
+# PO approvers will need to approve the request before the order can be placed
-In most cases, there is a 100% match between the goods ordered, goods received and the goods invoiced. In this case, there is no need to send the invoice through the approval flow again.
+# Once approved, the order can be sent to the supplier
-In order to facilitate this, we skip the approval flow invoices that were fully matched with a PO request and can send them straight to the accountancy package.
+# Receive the ordered goods
-=Step by step=
+In most cases, there is a 100% match between the goods ordered, the goods received and the goods invoiced. In this case, there's no need to send the invoice through the approval flow since the purchase order already went through the whole process of approval.<br/>
-===Creating a new PO request===
+The 1Archive system will facilitate this by skipping the approval flow for invoices that were fully matched with a PO request. It will send the documents straight to the accountancy software.
-Make sure you select the document type "PO request" in the archive and the
-You can create a new PO request by clicking the [[image:Add.png|link=]] Add document icon in the tasklist.
+==Step by step==
-A new document will be opened, showing relevant fields which you can fill in as needed. Required or invalid fields will be marked in red.
+===Creating a PO request===
 ===PO request approval===
-Just like the [[Approval_manual|approval flow]] for invoices, you can send the PO request into the approval flow. Both a manual flow or automatic flow are possible.
+Just like for invoices, PO requests can be sent through the [[Approval_manual|approval flow]]. Both manual flow and automatic flows are possible.<br/>
-When the PO request is approved, it will move to the next step where the purchase order can be sent out to the supplier.
+When the PO request is approved, it will move on to the next step where the PO can be sent out to the supplier.<br/>
 ===Sending out the PO request===
-There are 2 ways we can send our PO request to the supplier: via e-mail by printing and mailing it.
+There are 2 possible ways to send the PO request to the supplier. Both ways will generate a PO request PDF and show it on screen. Depending upon the chosen method, you get different options:
+# [[image:DeliveryMethod.png|link=]] '''"Mail PO to supplier"''': fill in the from and to e-mail addresses, change the subject and the body of the message and click the "Send" button to send the e-mail to the supplier
-[[image:DeliveryMethod.png|link=]] - Clicking this button will generate a PO request PDF and show it on screen. The user can also fill in the from- and to email address, change the subject and email message. Clicking the 'Send' button will send the email and move the PO request document to the next status where reception of the goods can happen.
+# [[image:Print.png|link=]] '''"Print PO"''': print the PDF and click the "Save" button
-[[image:Print.png|link=]] - This button will generate a PO request PDF and show it on screen. From this screen you can print the PDF. After printing the document, the user should click the 'Save' button which will move the PO request document to the next status where reception of the goods can happen.
+After clicking these buttons, the document will be set to the next status where reception of the goods can be performed.<br/>
 ===Receiving goods===
-When all goods are received, we want to mark the PO request document as being 'Fully received'. This can be done by clicking the [[image:Reception.png|link=]] button. A screen will pop up where the user can select the reception status 'Fully received', reception date and reception comment. After clicking the 'Save' button, the life cycle of the PO request document has reached it's end.
+Once all goods are received, the PO request can be indicated as "Fully received". This can be done by clicking the [[image:Reception.png|link=]] "Purchase order reception" button.
 ===Invoice matching===
-For all incoming invoices, we will try if we can match them with a fully received and unmatched PO request document. An invoice and a PO request will be matched when the supplier, PO number and amounts match.
+Whenever an incoming invoice enters the 1Archive system, we try to match it with a fully received and unmatched PO request document. An invoice and a PO request will be matched when following fields match:
-When we cannot find a matching PO request, the incoming invoice will be sent to the validation step in the archive and follow the normal flow of a document.
+* Supplier
-If we find a matching PO request, we will copy the posting lines from the PO request to the invoice, create a relation between the Invoice and the PO request and skip the approval step for the invoice.
+* PO number

@@ Line 29: / Line 29: @@
 ===Invoice matching===
-For all incoming invoices, we will try if we can match them with an existing PO request document. An invoice and a PO request will be matched when the supplier, PO number and amounts match.
+For all incoming invoices, we will try if we can match them with a fully received and unmatched PO request document. An invoice and a PO request will be matched when the supplier, PO number and amounts match.
-When we cannot find a matching PO request, the incoming invoice will be sent to the validation step in the archive.
+When we cannot find a matching PO request, the incoming invoice will be sent to the validation step in the archive and follow the normal flow of a document.
 If we find a matching PO request, we will copy the posting lines from the PO request to the invoice, create a relation between the Invoice and the PO request and skip the approval step for the invoice.