This guide describes how to process a purchase order in Netvisor and Rackbeat. The guide explains the handling of purchase orders, the fields of the order, and the allocation of the purchase order to the purchase invoice.

CONTENTS

Purchase order processing

  1. When a purchase order is sent to Netvisor, it is in the undelivered state on the Netvisor side. 
  2. When the purchase order is received on the Rackbeat side, the order changes to delivered on the Netvisor side. 
  3. When a purchase invoice is received for the purchase order, it is allocated on the Netvisor side. Then the purchase invoice is transferred to Rackbeat and the purchase order is archived. 
  4. The purchase invoice is paid on the Netvisor side.

The listing provides an overview of active purchase orders. The listing can be viewed either at the header or order line level. If you want to view at the order line level, the Show lines button modifies the listing.

  • 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 filters those orders that contain a line with the product. 

Purchase order fields 

Filter

By searching the purchase order listing based on a specific product and filtering with the status "Not received", a report of undelivered products is obtained from the purchase order listing.

  • Per page = How many orders are displayed at once
  • Archived = Whether archived or active orders are searched. A purchase order is archived when a purchase invoice is allocated to it. If a purchase invoice does not transfer to Rackbeat either through integration or manually, the purchase order remains in the Not archived listing.
  • Sent = Filters orders based on whether the order is a draft or recorded
  • Invoiced = Filters orders based on whether the order is invoiced or not
  • Status = Filters orders based on whether the order is Not received, Ready for receipt, partially received, or Received.
  • Supplier = Filters to view orders from a specific supplier
  • Starting from date = Searches orders by date for those orders whose order date is the given date or later
  • Ending on date = Searches orders by date for those orders whose order date is the given date or earlier
  • Delivery date starting = Searches orders by expected delivery dates for those orders whose expected delivery date is the given date or later
  • Delivery date ending = Searches orders by expected delivery dates for those orders whose expected delivery date is the given date or earlier
  • Title = Searches from the order's title field
  • Additional information = Searches from the order's additional information

Order listing columns

The columns in the image below can be selected to be visible in the listing when it is arranged by header level:

When the listing is arranged by row level, the following columns can be selected to be visible:

 

Listing row actions

Row actions are only available when the listing is arranged by header level. 

  • Checkmark = Cancels the order. The system will ask for confirmation of the order cancellation

  • Tick = Whether the supplier has confirmed the order. The system will ask for confirmation of the action:

If this action is used, the supplier's confirmation is visible in the "Approved" column

  • Thumbs up = Internal approval for the purchase proposal. The name of the approver will appear in the listing's Approved column. 
  • Paper and + = Create invoice. This action manually creates a purchase invoice for the order. Its use is not recommended. A manually created purchase invoice does not transfer to Netvisor. 
  • Shopping cart = Ready for receipt. This creates a pending receipt for the order. Used, for example, when the supplier has notified that the goods have been shipped. Then the warehouse can prepare for the arrival of the goods, and the receipt is visible in the mobile application.
  • Pencil and notepad = Edit. This allows the purchase order to be edited. Used, for example, if the supplier reports an updated price or delivery date 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 = Open for detailed examination of the purchase order.
  • Trash can = Delete purchase order
  • Reopen = If a purchase order sent to the supplier needs to be edited, the purchase order should be reopened using the "Reopen" action in the listing. After this, the purchase order can be edited and sent to the supplier again after editing.

If you want to remove received lines from the purchase order view (they are visible in Reporting --> Inventory events), it can be done as follows:

  1. Allocate the purchase order and invoice to each other in Netvisor
  2. Manually create a purchase invoice for the orders in Rackbeat and record it there. 

Purchase order allocation to purchase invoice

  1. The purchase order is sent to Netvisor
  2. The purchase order is allocated to the purchase invoice in Netvisor. Instructions for allocation can be found here: Purchase order allocation to purchase invoice.
  3. When the purchase order is allocated to the purchase invoice, the purchase invoice is transferred to Rackbeat within the next hour.

If the prices of the lines on the purchase invoice were different from those on the purchase order, the prices are corrected to the Rackbeat inventory value. The purchase order still shows the prices entered for the order, but inventory reports show the inventory value according to the purchase invoice lines. 

If the purchase invoice has only one line that is linked to multiple purchase order lines, Rackbeat cannot read 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 a recognized price. If such a situation occurs on the purchase invoice, the purchase order lines should first be transferred to the purchase invoice and the transferred lines 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 the purchase order is allocated to a purchase invoice that has come through the scanning service and therefore has only one line, the option "Replace all new allocations with purchase invoice lines with purchase order lines" should be selected in the allocation. This ensures the purchase invoice is transferred correctly to Rackbeat.

If the replacement of purchase order lines was not selected and the allocation was done directly, the purchase invoice is transferred to Rackbeat as zero-sum and the purchase order is not archived. This can be corrected by deleting the zero invoice from Rackbeat. Then go to the allocation on the Netvisor side. Undo the allocation > save the information > redo with the option "Replace all new allocations with purchase invoice lines with purchase order lines" 


Finally, the purchase order is archived on the Rackbeat side. As a result, a new number is assigned to Rackbeat's purchase invoices. The number of the deleted purchase invoice is skipped in this case, but the invoice number in Netvisor is visible in Rackbeat in the "Notes" and "Invoice number in Netvisor" fields.

If the purchase order cannot be fully allocated to the 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 manually created from the purchase order on the Rackbeat side. This will make the purchase order disappear from the listing (it will be archived). If goods are still actually in transit, the delivered lines should be selected in the invoicing. Then if all inventory-tracked products have arrived, all lines are selected. This archives the purchase order. On the Netvisor side, it is also advisable to manually archive the remaining purchase order, whose lines are no longer allocated.




Keywords: Rackbeat purchase order, order processing, purchase order receipt, purchase order allocation


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