Purchase orders are used to create a purchase contract with your supplier.

Click on Orders in the ribbon to view your orders.

Purchase orders are used to create a purchase contract with your supplier.

This is how you access purchase orders:

Access to orders:

Use filters:

You have the following options:

Product selection:

Important: You can only transfer reservable product types with a base unit.

Product search:

You can send the order directly from the order proposal.

Shipping options:

Additional functions:

After dispatch, the order status changes automatically. This makes it clear to everyone: The supplier is aware of this order.

For the purchase contract between you and your supplier to be valid, you need

Note: The formal acceptance can be omitted (commercial letter of confirmation) or substituted.

Next process step:

Carry out a check:

Status change:

Upload and read out the document:

Automatic readout:

The system reads the following line information:

Process data:

You have two options:

What the system does for you:

Advantages:

If you notice any discrepancies:

If you wish to object:

Note: It is recommended that you first check the delivery and then confirm the completeness of the order in the Orders ribbon in order to complete the process efficiently.

This structure provides a clear, step-by-step overview and makes it easier to understand and implement the processes in Scopevisio.

Send order:

Sending also changes the status of the order, here the status follows an action so that everyone can understand: our supplier is aware of this order.

The next step in the process is for us to receive an order confirmation, i.e. our supplier confirms our order: Here we need to check whether this information is congruent with ours. With the entry of a confirmed delivery date, the status of the order changes to confirmed. See supplier confirmation.

As a buyer for very large suppliers, I am sometimes contractually obliged to place orders in the supplier's online shop. To avoid having to make duplicate entries here, we can transfer an order confirmation from your supplier to Scopevisio in a structured data format and write the order to Scopevisio from this without having to make the entries twice.

This gives you transparency as to which order will be received when, which parts of an existing order have already been delivered and which supplier will make which claim and when.

The file name of the document to be imported can contain the following information:

<contact master ID> _<document date>_<document number>.csv

20230530.csv

If the format cannot be recognised, the user must

select the contact corresponding to a supplier (required)

The location is always the default location selected by the user or can be selected in the form.

an order and its acceptance.

The formal acceptance can be omitted (commercial confirmation letter) or substituted.

To provide you with the best possible support in the process, we can not only keep an order confirmation from the supplier as a document for your order, but also read it out and thus read line information such as product name, product number, unit, quantity and price, set a link to your master data and thus update the order or simply enrich its content.

In any case, we use it to write the confirmed delivery date and change the status of the order to confirmed.

In this way, we transfer the data from an existing document to Scopevisio exactly where you need it.

To do this, use the Confirmation tab in the order and drag the confirmation from your supplier (known as the order confirmation) onto the active area on the left as usual. The document then appears on the right-hand side and on the left-hand side we compare your master data from the product suppliers with the line information of the confirmation. You have the option of assigning a product and a unit, or updating the order with the information from the confirmation using the "Apply confirmation" command.

This is how we control the process for you: if there is a confirmation from the supplier, where does it deviate and with accept we implicitly accept the conditions of the confirmation and thus achieve a clean basis for the order, goods receipt and processing of the incoming invoice from the supplier.

If you wish to object to the content of the confirmation, it is sufficient to formally resubmit your order to the supplier with a corresponding note.

In addition to the previous point, we can also process structured XML, EDIfact, iDoc etc. and thus present your orders to the supplier reliably, securely and efficiently.

Our Professional Service team will be happy to advise you here. If you also regularly place large orders, we can check the possibilities of data transfer for your requirements. Here we proceed according to the principle of coding supplier information to yours instead of programming it. This opens up the possibility of cost-effectively connecting your main suppliers.

In this way, we not only manage to bring an order into the system, but also ensure that the data situation is and remains clear for all subsequent areas in the company.

In concrete terms, this means that we have consistent data throughout the entire process of order confirmation, processing of incoming goods, invoice verification and therefore also the correct display of inventory prices without having to intervene manually.

In the event that we encounter differences in the master data when importing the order, i.e. a product is not yet part of your master data in Scopevisio, we can handle this differently:

In the procurement settings, we allow the product delivery data to be updated when importing purchase orders. This means, for example, that we always have the latest price changes via the order confirmation import. If products are included in the order confirmation for which we have no product information, we use the order candidate, here we can see exactly which data needs to be checked and we can create a product directly from this area, release a price directly and transfer all available data into an order.

Here we can also carry out a different mapping to the units of the supplier units if your supplier's data requires this. For example, we are familiar with the system where a product is managed in a certain unit at the supplier, but a different unit appears on the order confirmations. We can create an alias for this, which then takes over the mapping in Scopevisio itself. Such a mapping can be set for the base unit or the delivery unit.

This helps to reduce the maintenance effort and still retain full control over the naming of units.

The mapping runs via: Product Supplier Number, Product Supplier EAN/GTIN, Product EAN/GTIN, Unit, Product SKU; if we cannot find a unique mapping, we generate an order candidate.

If there are order candidates, we issue a warning in the order overview.

Order candidates show all the line information that we have received. Lines can be changed here using the add and remove command.

Existing products that are communicated in a unit other than the one previously stored can be assigned via an alias. Example: If you manage a product as KT (carton) and your supplier uses the unit BX (box), this can be assigned once in this view without changing your master data, so that the next order confirmation from the supplier arrives directly. We offer this option for basic units and for delivery units.

Unknown products can be created directly from this view with the help of the product rules. In this way, the information can be transferred directly to the product, thus minimising the need for master data maintenance.

You can find outwhich suppliers we havealready connected as standard from your contact person. We can connect additional suppliers quickly and cost-effectively to speed up your process.

Explanation of purchase orders:

Purchase orders are used to communicate with your suppliers. The content of the order can be

When an order is delivered, you can convert it into a delivery based on the order.

This allows us to transfer all the information from the order:

Product

quantity

The price

unit

and can save this process temporarily with Save.

Quantities can be changed here so that a partial delivery of an order does not present you with any challenges.

Two things are then queried:

The goods receipt is posted with the Post command.

Once this has been carried out, the order disappears from the open orders table and appears in the goods receipts table.

In operational practice, it is advisable to first check the quantity and quality of the delivery and then answer the question about the completeness of the order from the overview of orders in the Orders ribbon, as this can be done very quickly.

Sometimes you do not receive all the goods ordered in one delivery. You receive order items or quantities available from the supplier directly, others are delivered later.

You can therefore only allocate individual items from the delivery received to the order. These delivered items can be found in the list of goods receipts.

In the case of partial deliveries, you can enter individual items and reference them to the corresponding purchase orders using the order comparison function.

To do this, select the Goods receipts item in the ribbon to obtain an overview of your goods receipts. This always refers to the warehouse or location for which the order was created.

Open a goods receipt by double-clicking on a line in the overview of goods receipts.

You will see the details of the goods receipt, including the predecessor and successor document, if available. By clicking on Order comparison , you can determine the extent to which the goods receipt balances the associated order items. Any remaining quantities from the order that have not yet been delivered are displayed as not matched, order quantity - quantity delivered equals the remaining quantity of the order.

Go back to the goods receipt. You want to post the goods receipt to your warehouse. To do this, enter a posting date in the Further details business object and click on Post.

Note: After posting, you can no longer correct or change the comparison of the purchase order and goods receipt.