Difference between revisions of "Purchase order request flow"
(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...") |
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=Step by step= | =Step by step= | ||
| − | ==Creating a new PO request== | + | ===Creating a new PO request=== |
Make sure you select the document type "PO request" in the archive and the | 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. | 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. | 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== | + | ===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 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. | 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== | + | ===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 ways we can send our PO request to the supplier: via e-mail by printing and mailing it. | ||
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[[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. | [[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== | + | ===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. | 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== | + | ===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 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. | 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. | 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. | ||
Revision as of 17:18, 14 March 2019
Contents
1 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.
2 Step by step
2.1 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 
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.
2.2 PO request approval
Just like the 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.
2.3 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.
- 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.
- 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.
2.4 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 
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.
2.5 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.
