These Instructions describe how a purchase order is handled in Netvisor and Rackbeat. The Instructions explain purchase order processing, order fields and allocating a purchase order to a purchase invoice.
CONTENT
Purchase order processing
When a purchase order is sent to Netvisor, it is in the status “Not delivered” on the Netvisor side.
When the purchase order is received on the Rackbeat side, the order changes to “Delivered” on the Netvisor side.
When a purchase invoice is received for the purchase order, it is allocated on the Netvisor side. The purchase invoice is then transferred to Rackbeat and the purchase order is archived.
The purchase invoice is to be paid on the Netvisor side.
The list provides an overview of active purchase orders. The list can be viewed either at header level or at order line level. If you want to view at order line level, the “Show lines” button edits the list.
Search by number = Orders can be searched by order number or part of the order number
Search by product = Orders can be filtered based on a specific product. When a product is selected here, the table below is filtered to show those orders that contain a line with the product.
Purchase order fields
Filter
By searching the purchase order list based on a particular product and filtering by the status “Not received”, a report of undelivered products can be obtained from the purchase order list.
Per page = How many orders are displayed at a time
Archived = Whether to search archived or active orders. A purchase order is archived when a purchase invoice is allocated to it. So if no purchase invoice is transferred to Rackbeat either via the integration or manually, the purchase order remains in the “Not archived” list.
Sent = Filters orders based on whether the order is a draft or posted
Invoiced = Filters orders based on whether the order has been invoiced or not
Status = Filters orders based on whether the order is “Not received”, “Ready for receipt”, “Partially received” or “Received”.
Vendor = Filters the view to show the orders for a specific vendor
From date = Searches orders by order date for those orders whose order date is the given date or later
To date = Searches orders by order date for those orders whose order date is the given date or earlier
Delivery date from = Searches the expected delivery dates for those orders whose assumed delivery date is the given date or later
Delivery date to = Searches the expected delivery dates for those orders whose assumed delivery date is the given date or earlier
Title = Searches the order title field
Additional information = Searches the order Additional information
Order list columns
The columns shown in the image below can be selected to appear in the list when the list is arranged by header level:
When the list is arranged by line level, the following columns can be selected to be displayed:
List row functions
Row functions are only available when the list is arranged by header level.
Cross = Cancels the order. The system will ask for confirmation for cancelling the order
Check mark = Indicates whether the vendor has confirmed the order. The system will still request an acknowledgement for the function:
If this function is used, the vendor’s confirmation appears in the “Approved” column
Thumb up = Internal approval for the purchase suggestion. The approver’s name appears in the “Approved by” column in the list.
Paper and + = Create invoice. This function manually creates a purchase invoice for the order. The use of this is not recommended. A manually created purchase invoice is not transferred to Netvisor.
Trolley = Ready for receipt. This creates a pending receipt for the order. Used for example when the vendor has notified that the goods have been dispatched from them. This way the stock can prepare for the arrival of the goods, and the receipt is visible in the mobile application.
Pen and notepad = Edit. This allows the purchase order to be edited. This is used, for example, if the vendor informs updated prices or delivery dates for the products.
Two papers = Copy function. This creates an identical copy of the purchase order with a new order number.
Paper and magnifying glass = Opens the purchase order for more detailed review.
Trash can = Deleting the purchase order
Reopen = If a purchase order sent to the vendor needs to be edited, the purchase order must be reopened using the “Reopen” function in the list. After this, the purchase order can be edited and, after editing, the order can be sent to the vendor again.
If you want to remove received lines from the purchase order view (they are visible under Reporting --> Inventory transactions), this can be done as follows:
Allocate the purchase order and the invoice to each other in Netvisor
Create a purchase invoice manually for the orders in Rackbeat and post it there.
Allocating a purchase order to a purchase invoice
The purchase order is sent to Netvisor
The purchase order is allocated to a purchase invoice in Netvisor. Instructions for allocation can be found here: Allocating a purchase order to a purchase invoice.
When the purchase order has been allocated to the purchase invoice, the purchase invoice is transferred to Rackbeat within the next full hour.
If the line prices on the purchase invoice differ from those on the purchase order, the prices are corrected in the Rackbeat stock value. The purchase order still shows the prices that were entered for the order, but stock reports show the stock value according to the purchase invoice lines.
If the purchase invoice has only one line, which is linked to several purchase order lines, Rackbeat cannot interpret this correctly and transfers a zero invoice to Rackbeat. In this case, for example, the purchase order cannot be archived because the purchase invoice does not have an identifiable price. If such a situation occurs on a purchase invoice, the purchase order lines should first be transferred to the purchase invoice and the lines transferred to the purchase invoice should be allocated to the purchase order. After this processing, the invoice is transferred correctly to Rackbeat and the purchase order can be archived normally.
If in Netvisor a purchase order is allocated to a purchase invoice that has arrived via the scanning service and therefore has only one line, you must select “Replace purchase invoice lines with purchase order lines in all new allocations” in the allocation options for the purchase order and the scanning service purchase invoice. As a result, the purchase invoice is transferred correctly to Rackbeat.
If the replacement of purchase order lines was not selected and the allocation was performed directly, the purchase invoice is transferred to Rackbeat with a zero amount and the purchase order is not archived. This can be corrected by deleting the zero invoice from Rackbeat. Then go to the allocation in Netvisor. Cancel the allocation > save the data > redo with the option “Replace purchase invoice lines with purchase order lines in all new allocations”
Finally, the purchase order becomes archived on the Rackbeat side. As a result, a new number is assigned to Rackbeat purchase invoices. The number of the deleted purchase invoice is skipped in this case, but the invoice number in Netvisor is displayed in Rackbeat in the “Notes” and “Invoice number in Netvisor” fields.
If the purchase order cannot be fully allocated to a purchase invoice on the Netvisor side, the purchase order will not be archived on the Rackbeat side. In this case, a purchase invoice should be created manually from the purchase order on the Rackbeat side. This will cause the purchase order to disappear from the list (it becomes archived). If goods are still actually on the way, only the delivered lines should be selected in invoicing. Then, once all inventory-tracked products have arrived, all lines are selected. This archives the purchase order. On the Netvisor side, the remaining purchase order, whose lines are no longer allocated, should also be archived manually.
Keywords: Rackbeat purchase order, order processing, purchase order receipt, allocating a purchase order to a purchase invoice
This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.