In this chapter we will describe all the documents that have been defined for the SocrateCloud Distribution component.
Document Workflow Highlighting: Purchase Pre-Order - Generate Purchase Order based on Confirmations
A new document has been created, which can be accessed from the Vendor Confirmations window, through which you can:
Highlight the product/ordered quantity from vendor
Highlight product/quantity/availability date confirmed by vendor
This document can be generated from the completed Requisition lines. Confirm the quantities generated by the requisition with the quantity approved by the vendor.
Enter the Requisition used as a "Vendor Pre-order" with the role of a document that highlights a firm purchase order unconfirmed by the vendor.
Go to the Requisition window and enter the header data of the document: Date Required, Warehouse, Employee, Description, etc. In the Requisition Line tab, enter the products and their quantities. The fields in the Calculations section are ReadOnly and will automatically be filled in by the system.
The Confirmation and Purchase Orders (SocrateOpen) are ReadOnly and will automatically be filled in by the system.
After having entered all the lines, complete the requisition so you can move on to the next step: obtaining the vendor confirmation for the product quantities.
Vendor Confirmation
Follow the path Procurement -> Requisition -> Vendor Confirmations.
The Requisition Line tab is ReadOnly and contains all the lines corresponding to the completed requisitions for which you have not generated any purchase order. From this tab you can confirm the quantity and select the confirmation date by pressing the Vendor Confirmation button for each separate line. The Confirmation tab will automatically be updated with the corresponding data.
The confirmations can be entered manually in the Confirmation tab by clicking on the New Record button in the main toolbar.
Generate Purchase Order based on the confirmations
This is done via a new Purchase Order generation process found in the Requisition window so that, when any newly generated purchase order will take into account the quantities confirmed in the Vendor Confirmations window.
Follow the path Procurement -> Requisition -> Create PO from Vendor Confirmations
After entering the order generations filters and pressing the OK button, a message window will be displayed containing the number of generated purchase orders.
The generated purchase orders can be found in the Purchase Order window, by looking for the mentioned number.