Procurement may be easily defined as the process where a company buys one or several products, where products are defined as goods or services.

Output from the procurement process

  1. A one-time purchase of a product.

  2. Contractual purchase of products.

A purchase of goods originates from a demand in stock, or requirements to fulfill a customer or a production order. The procurement process is a large logistical interaction that often gets its requirements from other parts in the value chain. For instance, if a purchase has to be done as soon as possible, the terms and conditions will often differ greatly if you compare it to a repetitive contractual purchase.

Task involved in this process

  1. Maintain the suppliers

    The suppliers must be defined and handled as suppliers, with contact persons and terms & agreements etc.    

  2. Receive and process purchase requests

    The purchasing needs received from the store manager, production planner, customer responsible or others must be processed and followed up by handling requests.

  3. Complete orders

    Suppliers will follow up the requests and the purchasers will place orders, which must be processed and completed.

  4. Handle contractual terms & agreements

    Some specific products or suppliers are often more purchased than others and may be candidates for registering contractual terms & agreements upon.

  5. Reporting

    The analysis phase needs information in the form of reports and statistics to successfully follow up customers and agreements.

Supplier management

Link to interaction

A supplier may be a private person or a company. All suppliers have different terms and preferences, all of which must be maintained and updated.

Output from the supplier management process

  • A new supplier is registered.

  • The supplier's terms are maintained.

  • The supplier's contact information is maintained.

All you need to register a new supplier is name, address, payment terms, delivery terms and contact information.

If there is a business relationship with larger suppliers, you will normally have relations with several contact persons. Some may be sellers while others will be invoicing and following up the purchases or projects. These people need to be defined with their contact- and work information, in addition to which situations they will be contacted.

Task involved in this process

  • Register a new supplier

    A request or an order is sent, and the requested party must be registered as a supplier.

  • Maintain and update the suppliers

    Either expand or reduce the terms for the supplier, update information and similar.

  • Document handling

    Setting- rules for suppliers regarding where the different documents will end up.

  • Communication with the supplier

    Sending out or receiving reports, price lists and other correspondence.

Supplier (SUP)

A supplier is a private person or a company that supplies goods or services. The SUP application contains information about suppliers. For instructions on creating a new supplier, refer to Create a new supplier.

  1. To open the Supplier (SUP) application, select Procurement > Supplier management > Suppliers.

  2. Select a supplier in the Suppliers pane to view, add and change information about the supplier by selecting the tabs and sub-tabs on the right. Select to use the filter. Drag the tabs and sub-tabs to rearrange them. The SUP application remembers your new arrangement.

    1. Select Set message in the context menu to add a note that is shown in the SUP window, and also on supplier documents such as purchase orders. Select the icon to the right of the message to clear or change the message.

    2. If a payment block is set on the supplier, the Blocking set message is shown. To unblock the payment, select the icon to the right of the message. Clear Block payment in the dialog box.

    The following tabs and sub-tabs are available in SUP.

  3. Select Overview to view the Timeline, Charts and Key figures for the supplier.

    1. In Timeline, select the period for which you want to view the items in Period. Select the type of Items to view in Item types. You can view Notes, Tasks, SPO - Purchase Orders, SRQ - Purchase quote requests, SOA - Purchase order responses and SSA - Goods receptions. Select any item in the timeline to expand it.

    2. You can view supplier information as charts. Select Chart data to view the Purchase order by months, Purchase quote requests by months, or Billing 5 years. The chart type can be Bar, Bar stacked, Fluctuating line or Accumulated line. Billing 5 years is shown as a pie chart. Hover over any bar in the chart to see more information about the statistic.

  4. Select Contacts to view and change the contacts at the supplier. Select to edit the default phone and email address. Select to delete the contact or to open the CNT application where you can view and edit more contact information. Select Create contact to create a new contact, or Select contact to open the contact lookup to add an existing contact.

  5. Select Shipping addresses to view and change the shipping address for the supplier. Every supplier can have one or many shipping addresses. If there are multiple addresses, you can set one as the default.

  6. Select Transactions to view the following.

    1. Purchase orders. Select this sub-tab to view the purchase orders issued to the supplier, and the purchase order responses.

    2. Returns. View information on supplier returns. Select in the item to open Supplier Return (SRTITEM).

    3. Billing. View supplier billing information here.

  7. Select Finance to view important financial figures such as:

    1. All transactions to view all the key financial information.

    2. Due amounts to view the payments due to the supplier, by due date. Double-click any row to open SUPDUE.

    3. Pay statistics to view the Supplier Payment Statistics by period.

  8. Select Collaboration to view and create Notes, Tasks and Emails attached toRam the supplier in the following sub-tabs. Emails must be added using the RamBase Office Add-in.

    1. Notes.

    2. Tasks.

    3. Emails.

  9. Select Settings to view and add data in the following sub-tabs.

    1. Select Main data, to view and change Supplier information, Shipping Terms, Preferred language and the Supplier classification.

    2. Select Output control to view the documents to send and the communication channels such as Email, Print or FTP/SFTP. Select Add document to send to send one or more documents to the supplier. In Send to, specify the recipient, which can be:

      • An existing contact.

      • A new contact that you create.

      • The main email address for the supplier.

      • The Recipient from a source document.

    3. Select Finance to view and change financial information related to the supplier:

      1. The Currencies for payments and quotations.

      2. Select the Intercompany code from the list.

      3. View or enter the VAT registration number.

      4. Select the VAT handling rules.

      5. Select the Default general ledger account.

      6. Specify if the supplier is related business entity.

      7. Specify if the supplier is using cash for settlement.

      8. Specify the Payment method.

      9. Specify the Payment terms.

      10. View, change or add Bank accounts to pay the supplier.

  10. Select Custom Fields to view and interact with fields your sales partner created. Contact your sales partner if you want to create several custom fields.

Context menu

The context menu in SUP gives the following options:

  1. Close supplier. Select this option to set the supplier to status ST:9, Discontinued. You cannot discontinue a supplier if there are transaction documents related to the supplier. Select Activate supplier to activate a supplier in status ST:1, New or status ST:9, Discontinued. The activated supplier is set to status ST:4, Active.

    Select Supplier - All transactions to see the Supplier statement of all transactions, both present and past.

  2. Select Inspects and Views gives the following options:

    1. Select Show total balance to see the total balance of payments over 0 to 30 days, 30 to 60 days and beyond 60 days.

    2. Select Delivery performance to view the delivery performance statistics categorized as Early, On time, or Late deliveries from the supplier.

    3. Select Revision history to see the history of revisions to the SUP.

    4. Select Quality assurance events to inspect the Quality Report Archive (QAR) filtered by supplier.

  3. The Activities and operations menu gives the following options:

    1. Select Discard supplier to discard the supplier and set the status to D. If you discard a supplier, all the supplier data is discarded. Select this option only when you create a supplier in error. Select Close supplier if you want the supplier data to be stored in RamBase.

    2. Select Prepayment to supplier to make a prepayment such as an agreed advance payment.

    3. Select Send supplier statement of account to send a statement of accounts to the supplier. You can choose to send a statement of All transactions or only Open transactions.

  4. The Statement reports menu gives the following options:

    1. Supplier & customer - All transactions. Select this option to see all the supplier and customer transactions. The Customer & Supplier Account Movements report (NGREP) opens.

    2. Select Supplier - Open transactions to see the Supplier statement of presently open transactions.

    3. Select Supplier - All transactions to see the Supplier statement of all transactions, both present and past.

Create a new supplier

  1. To open the Supplier (SUP) application, select Procurement > Supplier management > Suppliers. For more information on the SUP application, refer to Supplier (SUP).

  2. Select Create Supplier.

    1. Enter the supplier information such as the Name, Enterprise number, VAT number and the address. Address fields marked with * are mandatory.

      The Postal code lookup is available in some countries. The Name or Enterprise number lookup is available in some countries.

    2. You can also search for a company by entering the VAT Number.

    3. The new supplier is created with a status of ST:1, New. Select Activate supplier in the context menu to activate the supplier with a status of ST:4, Active.

VIES VAT number validation

The VAT Information Exchange System (VIES) validates single VAT numbers of any business entity registered in the EU when you enter the VAT number in the Customer (CUS) or Supplier (SUP) applications, or when the CUS or SUP applications are opened.

  1. If you enter a valid VAT number for a business entity based in the EU, a message displays, stating that the VAT number is valid and registered in VIES.

  2. Select Update name and address to retrieve the entity name and address from the VIES database.

  3. A notification message is displayed in the application that the VAT is registered in VIES. The validation is performed every time you select a customer or supplier based in an EU member nation. If the service is unavailable for any reason and the VIES validation was not done, no notification is displayed. If the VAT number is not valid, the notification states that VAT not registered in VIES. If you hover over this notification, a popup notification states that VAT number is not valid or not registered in VIES.

  4. If there is a mismatch between the address held in RamBase and the retrieved address, a notification is displayed in the General Settings. Select Update name and address to overwrite the currently entered address with the address retrieved from VIES.

Maintain supplier settings

In the Supplier (SUP) application you can update any new information about the supplier. This may be This may be a change in contacts, shipping addresses or change in main and financial settings. Also refer to Supplier (SUP) for more information.

Select Settings to see the settings. There are three tabs in Settings.

Main Data

Main data contains the following fields.

General

  1. Name. Enter the name of supplier (name of company or surname/familyname/lastname of a person)

  2. Secondary name. Enter the Firstname/givenname if the supplier is a person.

  3. Enterprise number. Enter the suppliers unique enterprise/organization number.

  4. VAT Number. Enter the unique number assigned by the relevant tax authority to identify a party for use in relation to value added tax (VAT).

  5. EORI number. Enter the supplier's EORI number. An EORI (Economic Operator Registration and Identification number) number is required of any party intending to import into the EU or export from the EU.

  6. Created by. Enter the user (employee or RamBase-server) that created the supplier

  7. Created date. Enter the date and time of creation.

  8. Website. Enter the address for the suppliers website/homepage/webpage.

Shipping terms

  1. Delivery terms. Specify the Delivery terms and Delivery terms place.

  2. Ship by. Enter the shipping service identifier.

  3. Outgoing ship by. Enter the shipping service identifier fr the outgoing shipping service.

Classification

  1. Preferred language. Specify the preferred language for the supplier. that Is used in prints, emails etc.

  2. Supplier classification. Specify the classification of the supplier.

Purchase

  1. Confirmed delivery date buffer. If the confirmed delivery date is unreliable, you can specify a buffer in days to be added. This buffer will be used when the requested delivery date for purchase orders is calculated. This buffer will also be added to the confirmed delivery date when creating purchase order responses.

Blockings

  1. Block payment. Select this checkbox to block payment to this supplier.

Output control

Output control contains the following fields and controls.

  1. Add document to send. Select this icon to specify the documents to send to the supplier.

Finance data

Finance data contains the following fields.

  1. Currencies. Select the currencies to use for invoices from or payments to this supplier. You can specify multiple currencies here.

  2. Intercompany code. Enter the Intercompany database the supplier belongs to.

  3. VAT registration number. Enter the unique number assigned by the relevant tax authority to identify a party for use in relation to value added tax (VAT).

  4. VAT handling. Specify how value added tax (VAT) should be calculated. Either always include VAT, always exclude VAT or use standard/default VAT rules.

  5. Default general ledger account. Specify the general ledger account identifier.

  6. Is related business entity. Specify if a supplier is related business entity to the company.

  7. Is using cash for settlement. Specify if a supplier is using cash method for settlements.

  8. Stop automatic forward of imported invoices. Select the checkbox to block automatic forwarding of ISI-documents to SIN (Supplier invoice).

Terms

  1. Payment method. Specify the default payment method for the supplier.

  2. Payment terms. Specify the default payment terms to use in new documents.

Bank accounts

  1. Select Add bank account and specify the:

    1. Bank name. Enter the name of the bank.

    2. Currency. Enter the currency in which the account is operated.

    3. Account. Enter the account number.

    4. Bank code. Enter the bank code.

    5. Swift. Enter the swift code.

    6. IBAN. Enter the bank account number in IBAN format.

    7. Country. Enter the coountry wheere the bank is located.

Delivery Terms and Delivery Terms Place

To align more closely with the International Commercial Terms (Incoterms), in which the place of delivery is explicitly named, RamBase has added a field called Delivery terms place to the Delivery terms. This makes the delivery terms legally valid. You can specify the default Delivery terms place for your suppliers. This is a mandatory field and you cannot validate some outgoing documents during a change of status if you do not specify the Delivery terms place. Any printouts such as PDF will also show the Delivery terms place.

To specify the Delivery term place for a supplier.

  1. Enter SUP in the Program field and select the Enter key to open the Supplier (SUP) application.

  2. In SUP, select Settings > Main data.

  3. Select in Shipping terms.

  4. Enter the Delivery terms place below the Delivery terms list.

    You can add a different default Delivery terms and Delivery terms place for every shipping address for your customer.

There are some settings for Delivery terms and Delivery terms place in the CSV.

You can specify the default values for the Delivery terms (DELTERM) field when creating new suppliers.

  • Enable Default create value for suppliers - Delivery Terms and select the default delivery terms for new suppliers in the field below.

You can specify the default values for the Delivery terms place (DELTERMPLACE) field when creating new suppliers.

  • Enable Default create value for suppliers - Delivery Terms Place and specify the default delivery terms place for new suppliers n the field below.

Supplier handling configuration

While in the Supplier (SUP) document, you may define which contacts for the supplier handles which documents.

  1. Click the Handling folder to define the document handling for the contacts. Clicking the Create New icon in the left corner opens a popup where this information is defined.

  2. In the General area you can choose which documents you wish the contact to receive, and how these will be sent.

  3. In the Send to area, you can choose which contact you wish to define rules for from the contacts you have defined in the contacts folder. It is also possible to define a new contact here. Click OK when finished.

If Mandatory set to YES, the recipient cannot be deleted on a specific document. In order to remove a recipient from a specific document, you have to either set Mandatory to NO, or remove the specific document to send in the Document Handling popup in the Handling folder on the supplier (SUP).

Document handling

It is possible to control the document logistic in RamBase by predefining the recipients of specific documents for a given customer. These setting can be controlled from the Document Handling tab in the folder Handling in the Supplier (SUP) view.

To add recipients you click the icon Add Contact Person, which opens a popup where you may choose which types of documents this contact will receive. These documents are listed in the drop-down menu under Document(s) to Send, with names in short form. You may also choose which method the document is to be delivered, which may be EDI, e-mail, CSV-file or physical print.

The contact must be defined in the Contact Persons (CNT) application and connected to the supplier. If not you will need to create a CNT.

Quoting

Link to interaction

A quoting process may be defined as the process where one, if there are no set agreements or contractual obligations in place, agree with a supplier regarding price, delivery time, payment terms and the product specification.

Output from the quoting process

  1. Single transaction with agreed terms.

  2. Contract for agreed terms within a defined period.

  3. Rejection of the request from supplier.

  4. Sorting out and declining bad offers.

Some products have a fixed price independent of the buyer, while other buyers are given a special price for specific products. Receiving different prices depending on product and buyer is common practice in certain industries. This is mainly due to some companies being larger and expecting contractual prices on a larger product range, while smaller companies must purchase using standard prices. In addition, one could also say that the supplier’s power in the market certainly will affect the flexibility, nor the lack of flexibility, when trying to negotiate terms.

This process is usually started with a request for quote, where information regarding price and availability are gathered and forms the basis of the purchase.

After a quote is received from the supplier, there will be a period where the quote is open for acceptance or rejection. Any negotiations regarding price and/or terms in addition to acceptance or rejection, are logged in the ERP system.

Tasks involved in this process

  1. Receiving a request for quote

    A request for purchase is received from an internal department, typically sales or production.

  2. Create a request for quote

    Make a one-time-request for a certain quantity of a product.

  3. Send the request for quote

    Send the quote to one or several recipients by mail or print.

  4. Follow up on the request for quote

    Track status changes when validity date is approaching.

  5. Register quotes

    Register quotes from the suppliers based on the received feedback on the request.

  6. Select quote

    Select and start a purchase order process for the best suited offer received from the suppliers.

  7. Mark rejected quotes

    Quotes received from the suppliers which are rejected and archived.

Settings for Procurement - Quoting

Setting name

Description

Attach files when sending documents by email

Decide if emails sent from documents should attach the attached files or not. If value is "ON" - Only selected attachment will be sent. If value is "OFF" - Send automatically all attached files. If settings has no value - Attachments will not be sent.

Default Mode on Supplier Quote Management (SQM)

Value in this setting is the default value in Mode field on Supplier Quote Management (SQM). The default value can be overwritten on Supplier Quote Management. If no value is added, the Mode fileld must be filled manually when entering Supplier Quote Management. Values to be used: TRADE (Ordinary Products), PROD (Production Products) and ALL (All Products)

Purchase Quote (SQU) Expiration Date days

Value in this setting is a number of days after the Expiration date is passed, -that status on Purchase Quote (SQU) will change to status 9

Purchase Quote (SQU) Expiration Date warning

Value in this setting is a number of days before the Expiration Date on Purchase Quote (SQU) is reached,  - that status will change to 6 (warning status)

Purchase Quote Item (SQU-ITM) Agreement Expiration Date days

Value in this setting is a number of days after  the Agreement expiration date on Purchase Quote Item (SQU-ITM) has expire, - before Purchase Quote item will change to status 9. Just for info: This setting for Agreement Expiration date days will override the setting for Expiration date days

Purhcase Quote Item (SQU-ITM) Agreement Expiration Date warning

Value in this setting is a number of days before the Agreement Expiration Date on Purchase Quote Item (SQU-ITM) is reached,  - that status will change to 6 (warning status)

Show Docby Popup Before Registering Purchase Quote Request (SRQ)

If this setting is"ON" - Docby Popup will show before you can register a Purchase Quote Request (SRQ). In this popup you can select how the document should be sent to customer.

Purchase Quote Request (SRQ)

Purchase Quote Request (SRQ) is the request for quote sent to a supplier for a specific part, and for a specific quantity.

To open the Purchase Quote Reques (SRQ) application, find Procurement in the RamBase menu and then Quoting. Click Purchase quote request to enter the SRQ application.

To select multiple items for forwarding or deletion, select the checkbox to select all the items. Any operation selected from the context menu such as forwarding or deletion applies to all the selected items. To select one item at a time, click in the status column of the item.

Create Purchase Quote Request

  1. To open the Purchase Quote Request (SRQ) application, find Procurement in the RamBase menu and then Quoting. Click Purchase quote request to enter the SRQ application.

  2. Click the Create new quote request icon in the lower left corner.

  3. Enter the supplier in the Supplier field and choose the desired Supplier (SUP). Clicking the down-arrow to the right in the field will open a list of suppliers with filer options.

  4. Use the Create New item icon to create an item line.

  5. Enter the desired quantity in the Qty field and choose the desired article in the Product field. If there is a target price, it can easily be edited in the field. Enter a Requested delivery date in the last field and click OK.

  6. Choose the option Register and send purchase quote request in the context menu to send the request for quote to the supplier.

  7. Define how the document should be sent (Email, print, EDI, etc.) in the Send By column and the recipient in the Send To column. If there is a pre-defined layout for the document, this can be selected in the Format/Layout column. Click the Forward button when finished. This will send the document to the recipient and set the document to ST:3.

Supplier Quote Management (SQM)

Supplier Quote Management (SQM), is an efficient way to create requests for quote and manage supplier quotes in response to customer requests.

To open the Supplier Quote Management (SQM) application, find Procurement in the RamBase menu and then Quoting. Click Purchase quote management to enter the SQM application.

The documents which are visible under the Pending folder are Sales Quote Requests (CRQ) in ST:2 which needs further processing. The application is used to create requests to the suppliers and create offers in the system based on the suppliers reply.

There are two different modes to choose from, depending on the company type:

  1. TRADE: for distribution companies.

  2. PROD: for production companies.

All the postings are ready for further processing, so you may highlight a desired line and press ENTER to proceed.

  1. This opens a window where the right part of the window shows key figures concerning the part requested and the left parts lists all open SRQs with your PID.

  2. Here you may either create a new SRQ by using the Create New icon down in the left corner, or highlight an existing SRQ and press ENTER to add the item to the chosen SRQ.

  3. After you have added, or created a new, SRQ, press ESC to go back to the list of active SRQs.

  4. Click the SQM process done icon to the left in the item line to remove a CRQ-ITM from the list when it has been placed on relevant SRQs. The item on the CRQ will go from ST:2 to ST:3, and is to be understood as it is now pending a quote from the supplier.

  5. When pressing ENTER on a SRQ document line in the SRQ Documents folder, this will list all the items the SRQ contains, in the SRQ Items folder. Up in the left corner you will also find a link to the main document. Press that link to open the specific SRQ in a popup. Here you can send the SRQ to your supplier by using the action menu items.

  6. All SRQs which are pending feedback from the supplier are found in the SRQ Documents tab in SQM in ST:3.

The reply from the supplier will include the SRQ number. Enter SRQ and that number in the program field and press ENTER. When in the SRQ, highlight the item and press ENTER.

NOTE: There are two setting controlling when the document will change status to ST:6 or ST:9. These settings are called:

  • Days before expiration date a Purchase Quote Request (SRQ) change to status 6

  • Days after expiration date a Purchase Quote Request (SRQ) change to status 9

Use the Forward all items option and then choose the Forward all items to purchase quote option.

Choose whether to forward to a new, or an existing, Purchase Quote. Click forward when finished and the new purchase quote is created.

Purchase Quote (SQU)

A Purchase Quote (SQU) is a document that contains an offer from a supplier. SQUs can be created from the corresponding Purchase Quote Request (SRQ) or directly from the Purchase Quote (SQU) application.

To open the Purchase Quote (SQU) application, find Procurement in the RamBase menu and then Quoting. Click Purchase quotes to enter the SQM application.

To select multiple items for forwarding or deletion, select the checkbox to select all the items. Any operation selected from the context menu such as forwarding or deletion applies to all the selected items. To select one item at a time, click in the status column of the item.

Create a Purchase Quote (SQU)

  1. The reply from the supplier will most likely have a reference to the SRQ you sent. Enter SRQ and that number in the program field and press ENTER.

  2. When in the SRQ, highlight the item line and press ENTER. Use the context menu option Forward to purchase quote. Then choose Forward to new purchase quote or Forward to existing purchase quote.

  3. Enter the desired information.

  • Product

    Name of the product

  • Product description

    Description of the product

  • Forward quantity

    The amount of products you want to forward

  • Price

    The price of the product, if set

  • Expiration date

    The expiration date of the quote

  • Standard lead time

    The standard delivery time from supplier, measured in days

  • Supplier reference number

    If the supplier gives you a reference number for their quote, you can add it here.

  • Heat number

    The quality of the material the product is made of

  • Note

    A free text field to enter any note you might find necessary

NOTE: The Is Ship and Debit check box is only available for companies running “Ship & Debit” agreements with their suppliers.

  1. Click the Forward button to perform the item transport which sets the SRQ item to ST:9.

  2. A new SQU document is created and set to status code 1.

  3. Use the context menu option Register Purchase Quote to register the SQU.

Purchasing

Link to interaction

A purchasing process may be defined as the process for acquiring goods or services to accomplish the goals of an organization.

Output from the purchase process

  1. Purchasing need is identified.

  2. Several purchasing needs for one article is consolidated.

  3. Purchase registered and allocated to a customer- or production order.

  4. Purchase registered.

  5. Requisition purchase registered.

A purchase may be related to a quoting process where terms and agreements are set, or it may be a purchase completely without the time extensive quoting process. If so, there is less room for negotiations and comparing different offers from the suppliers. With smaller requisition purchases, there is no need for requesting and receiving quotes.

The essential thing when purchasing goods based on the needs related to customer orders, production orders or other orders going out is that the purchased goods are allocated to those.

Tasks involved in this process

  1. Identify need for purchase

    The working queue for one purchaser is often a list of articles or services which is needed.

  2. Create purchase orders

    Make purchase orders for the wanted goods.

Settings for Procurement - Purchasing

Setting name

Description

Attach files when sending documents by email

Decide if emails sent from documents should attach the attached files or not. If value is "ON" - Only selected attachment will be sent. If value is "OFF" - Send automatically all attached files. If settings has no value - Attachments will not be sent.

Days after expiration date a Purchase Quote Request (SRQ) changes to status 9

Value in this setting is a number of days after the Expiration date is passed, - that status on Purchase Quote Request (SRQ) will change to status 9.

The change of status may be performed by a nightly batch, or that Expiration date is manually changed

Days before expiration date a Purchase Quote Request (SRQ) change to status 6

Value in this setting is a number of days befor the Expiration date is reached, -that status on Purchase Quote Request will change to status 6.

The change of status may be performed by a nightly batch, or that Expiration date is manually changed.

Default Purchase Currency

Value in this setting should be the Currency that is going to be default PurchaseCurrency  when creating new Purchase Prices in the folder 'Purchase' on Product (ART). If no value added in the setting, - the PurchaseCurrency field must be updated manually when creating new Purchase Prices. Recommended value: Currency that the firm is registered with

Default Purchase Price Type

Value in this setting should be the Type that is going to be default PurchasePriceType when creating new Purchase Prices in the folder 'Purchase' on Product (ART). If no value added in the setting, - the PurchasePriceType field must be updated manually when creating new Purchase Prices. Recommended value: STD (Standard)

Default Purchase Quantity

Value in this setting should be the Quantity that is going to be default PurhaseQuantity when creating new Purchase Prices in the folder 'Purchase' on Product (ART). If no value added in the setting, - PurchaseQuantity must be updated manually when creating new Purchase Prices

Default Purchase Status

Value in this setting should be the Status that is going to be default PurchaseStatus when creating new Purchase Prices in the folder 'Purchase' on Product (ART). If no value added in the setting, - PurchaseStatus must be updated manually when creating new Purchase Prices. Options to be used in the setting are: 1=Unregistered, 4=Valid, 8=Preferred and 9=Obsolete. Recommended value: 4=Valid

Default Requested Delivery Date on Supplier Purchase Order (SPO)

Value in this setting must be a number of days from 0-365. This number of days will be used to update Requested Delivery Date on Supplier Purchase Order (SPO) when a new document is created. If the value in the setting is '0', - Requested Delivery Date will be todays date. If the value is '2' - Requested Delivery Date will be 2 days ahead from today. The field can manually be changed on the Supplier Purchase Order

Default View in Purchase (PUR)

If this setting is "OFF" - The default view in Purchase (PUR) when selecting Supplier Purchase Order (SPO) will be 'Suppliers with Valid Purchase Price'. If the setting is "ON" - you may chose between three values. If selected value is 'ALL' - The default view will be 'My open SPOs' (Supplier Purchase Orders). If selected value is 'PREF' - The defalut view will be 'Preferred Suppliers Only. If the selected value is 'SQUSUP' - The default view will be 'SQU Supplier'. It is possible to change view (radiobutton) in the Select SPO pop-up manually

DeliveryAndRequestDateMarginDays

Number of days, used in calculation of LINKDELDATE and LINKREQ.

Department as mandatory on Supplier Purchase Order (Requisition)

If this setting is "ON" - Department field in Accounting folder on Supplier Purchase Order (Type=Requisiton) must be filled before the Supplier Purchase Order can be forwarded to the customer

Department as mandatory on Supplier Purchase Order (Service)

If this setting is "ON" - Department field in Accounting folder on Supplier Purchase Order (Type=Service) must be filled before the Supplier Purchase Order can be forwarded to the customer

Print Supplier Product Name from Product (ART)

If this setting is "ON" - If the field Supplier Product Name on Purchase document items are empty, Supplier Product Name from Product (ART) will be printed when forwarding Purchase documents. If the setting is "OFF" - No information for Supplier Product Name from Product will be printed, only the information in the field on Purchase document items

Project is mandatory on Supplier Purchase Order (SPO)

If this setting is "ON" - Project field in Accounting folder on Supplier Purchase Order Item (SPO-ITM) must be filled before the document can be forwarded to Supplier. Same rules for Ordinary and Requisition Supplier Purchase Order

Purchase LeadTime Margin Days

Number of days to be used in the calculation of ART.FirstReq that show in PUR.

Select Product (ART) from this Supplier (SUP)

If this setting is "ON" - The checkbox 'Include Parts from this Supplier only' will be marked as default in ITMSART (In Select Part pop-up when adding a Product (ART) to a Supplier document). It is possible to unmark the checkbox manually

Ship Average Weeks in Purchase (PUR) for Direct Purchase

Value in this setting should be the number of weeks that is used in the 'Ship.avg' (Average Shipped Quantity) column in Direct Shipment folder in Purchase (PUR). The number of weeks in this setting will be used for presenting Average Shipped Quantity for this periode

Purchase (PUR)

The Purchase (PUR) application lists all purchase needs ready for internal processing. Typical examples of where purchasing is needed is when stock is below the desired minimum quantity, or if Sales Orders (COA) or Production Work Orders (PWO) can not be fulfilled due to lack of goods.

To open the Purchase (PUR) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase handling to enter the PUR application.

Searching the application

The user may add several filters to decrease unwanted search results. This view offers three methods of increasing desired search results:

The Mode-box
  • All

    Displays all articles.

  • Min Stock

    Displays the shortage of goods according to a minimum stock level set for the article.

  • Purchase Firm Orders (PUF)

    Displays all articles for which there exists a purchase requirement due to lack of goods to fulfill customer orders or production work orders.

Req within-box

This field is visible on Pending Articles and Direct Purchase folders. This is a selection box to limit the results to articles that have to be purchased with a requested date within a given period, such as 3 days, 1 week, several weeks, etc.

DelDate within-box

This field is visible on Pending Items and External work folders. This is a selection box to limit the results to orders that have a delivery date within a given period, e.g 1 week, 1 month etc.

The Filter line

You may create a filter in the PUR Filters popup window by pressing the magnifier glass, or by pressing Ctrl + f. Here you can enter one or more criteria and press OK. If you need special filters, you may enter them directly on the Filter line.

External Work-folder is for production companies only and the filter popup here differs slightly from the filter popup in the other folders in the purchase backlog (PUR). When clicking the magnifier glass-icon next to a search field, the list displayed contains relevant data only. For example, when clicking the icon next to the Operation field, the list displayed contains only external operations which currently are connected to a Production Work Order (PWO) and at the same time are pending to be purchased.

The folders
  • Pending Articles

    Displays the pending quantity for each article in the list. The pending quantity reflects the accumulated shortage in stock when all pending orders are taken into account. When there are several pending orders - the FirstReq column shows the first requested date.

  • Pending Items

    Displays all the customer orders and production work orders that need purchase of goods. The folder gives access to the corresponding orders with details like delivery date and quantity, to help the purchaser to decide which order to prioritize. The requested delivery date from the DelDate field on the COA / PWO will be used as request date on the Purchase Order (SPO).

    • Note: If a value is added in the confirmation margin field, (the PoConfMargin field) on the Supplier (SUP) account, the number of days defined here will be subtracted from the request date on the purchase order.

  • Direct purchase

    Very similar to the Pending Articles folder, but contains additional details to support fast order entry, and it also skips some popups.

  • SPO Documents

    Contains any purchase orders in status 1 or 2. Sometimes the purchaser may need to add or discard item lines.

  • SPO Items

    Contains purchase items. Sometimes it may be necessary to make changes to specific item lines.

  • External Work

    Displays all external operations pending to be purchased. The folder gives access to the corresponding Production Work Order (PWO) and its serial number if assigned, and other details like delivery dates and pending quantity units.

  1. You may inspect the article needs details in the different columns.

    • The column Shortage which show dates when the articles are needed.

    • The column Backlog shows all orders related to the purchasing needs.

    • The Sup Backlog Status column show the forecast for article quantity updated on orders and planned purchase.

  2. To fill the order needed, press ENTER on the week line.

  3. Here you may choose which SPO connected to your PID you would like to add the order to, and the option to make a new one.

To make a new SPO, please see the documentation related to creating Purchase Orders (SPO).

You may filter the SPOs with the radio buttons to narrow your results.

Inspect purchasing needs

To inspect purchasing needs you must use the Purchasing (PUR) application.

To open the Purchase (PUR) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase handling to enter the PUR application.

Here you may change the view using the drop down menu called Mode, where you can set the filtering criteria. There are several options, depending on your company's settings, to easier find the orders where attention is required.

The mode options
All

All Articles.

Minimum Stock (MinStock)

Shows purchasing needs for articles with a minimum stock requirement, when the stock has dropped below this level. This list is generated from the articles where minimum stock has been registered on the article itself. More information regarding this can be found in the Article section. You may see the quantity of articles missing from stock in the column Shortage.

  • Note: Several factors can affect the purchase suggestions from RamBase using minimum stock, such as lead time, active production work orders, sales orders or items which needs to be bought in quantity. If the purchase needs state unexpected orders, please check for these factors.

Purchase Firm Orders

With this filter you may inspect the quantity missing for pending orders in the column PendingQtyUnit.

To correct these numbers you will need to purchase the articles needed by either creating a new Purchase Order (SPO), or adding the articles to an existing SPO.

To create an order based on the missing quantity, you must first highlight the desired article line and press ENTER.

Field descriptions:

Part Information

  • Part = Name of the article

  • Text = Description of the article

  • Mfr = Manufacturer

  • PackQty = The packing quantity of a product delivered in multiple-item packs.

  • SubQty = Number of packages inside a package

  • Class = Classification of the article

  • Unit = Pieces/meter/kg etc.

  • PurchaseLeadTime = Lead time in number of days specified on the article

  • AssignmentWindowDate = The last day of the assignment window. Orders within this date will link to thewarehouse, productions and supplier backlog in SAR, and not with pending, such as the orders outside the assignment window.

Warehouse

  • Free = Available quantity on stock

  • Stock = Total quantity on stock (can be linked to i.e. sales orders)

  • Min.stock = Minimum stock quantity specified on the article

  • In transit = Quantity used in goods transfers (transfer from one location to another).

  • Open Supplier Orders = Quantity on purchase order/responses in status 1 (not registered)

  • Supplier Backlog = Ordered, but not yet delivered quantity (registered, status 3)

  • Open Customer Orders = Unconfirmed quantity on sales orders and production work orders (status 1)

  • Backlog = Quantity ordered by customer (PWO/COA), but not yet shipped

  • Consumed/Shipped = Quantity that has been decreased in warehouse due to shipments/productions/corrections etc.

  1. You may inspect the article needs details in the different columns.

    • The column Shortage which show dates when the articles are needed.

    • The column Backlog shows all orders related to the purchasing needs.

    • The Sup Backlog Status column show the forecast for article quantity updated on orders and planned purchase.

  2. To fill the order needed, press ENTER on the week line.

  3. Here you may choose which SPO connected to your PID you would like to add the order to, and the option to make a new one.

To make a new SPO, please see the documentation related to creating Purchase Orders (SPO).

You may filter the SPOs by the radio buttons to narrow your results.

Create a purchase order from the Pending Articles folder

  1. Start from the Pending Articles folder in the Purchase (PUR) application.

  2. Press ENTER on the item line. Purchase information about the stock levels, the customer and supplier backlogs and open orders for the next 20 weeks pops up. This page shows so much information that it should be all you need to know to make a purchase.

  3. You would typically select the first week where a shortage is identified, and go on from there to create a purchase order.

In the new popup window you may create a new SPO or select an existing SPO. You may also change the item quantity which is carried over from the previous window, for example if your supplier has a minimum order quantity.

If you select an existing SPO, the SPO Item window is displayed. Here you can inspect supplier offers and select one as the basis for the purchase order, prices and historical records. In addition, you can inspect the delivery list, stock assignments and customer-related information. You can add additional data, such as SumWeight, or merge, split, move item lines to another SPO.

Create multiple purchase orders from the Pending articles folder

If you need higher efficiency when creating purchase orders, iuse the checkboxes and create multiple purchase orders simultaneously. The criteria is that the MODE is set to Purchase Firm Orders (PUF) and LOC is not set to All Locations.

  1. Use the checkboxes to select the products for which you want to create purchase orders. You can also use the header above the checkboxes to filter the products.

  2. When you complete the selection, click the Select Action button, the PUR Select Action popup window displays.

  3. Validate the selected products in the PUR Select Action popup window. This function is blocked for certain types of products. If there are blocks set on the product, the products are not validated. Remove any lines if necessary.

  4. Click the Make Order button. The Start Action - PUR - MAKEORDER window displays.

  5. Click the Start Action button in the Start Action - PUR - MAKEORDER window. The batch job to create the purchase orders commences.

If a value is chosen in the Req Within dropdown menu on the right, there will be a validation regarding pending quantity within the chosen time range. One item will be made per week where there is pending quantity, the same way it works if you make individual purchase orders. If the Req Within-function has been used, items will not be made after the period stated in Req Within expires.

Purchase Order (SPO)

A Purchase Order (SPO) is a document that is used to purchase goods from a supplier.

  • To open the Purchase Order (SPO) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase orders to enter the SPO application.

A Purchase Order (SPO) may be created from the Purchase (PUR) application, or manually from the SPO application.

  • To select multiple items for forwarding or deletion, select the checkbox to select all the items. Any operation selected from the context menu such as forwarding or deletion applies to all the selected items. To select one item at a time, click in the status column of the item.

Create new Purchase Order (SPO)

  1. To open the Purchase Order (SPO) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase orders to enter the SPO application.

  2. Select Create new order in the lower left hand corner to create a new SPO.

  3. Enter the supplier account name, or parts of it to look up in the archive, and click Create.

  4. The addresses are retrieved from the locations (LOC) registered to the supplier. To change the Ship From address, click the Shipping addresses folder and then click the edit-button next to the addresses (only allowed in ST:1).

  5. Go to the Item folder and click the Create new item button to add products to the order.        

    • Set the quantity in the Qty field.

    • Enter the product name, or use the product lookup in the product field.

      • To look up details regarding the part, such as leadtime, you can click the part name and follow the link back to the article.

    • Enter the requested delivery date in the Requested delivery date field.

    • Enter a net price in the Net price field.

  6. Check the Create another checkbox if you need to add more items.

  7. Click the Create button to finish.

  8. Click the Register Purchase Order button. The SPO will be set to ST:3.

Note: Enter a quantity in the ReservedQty field if you want to reserve a quantity of the items (need to be above ST:1 for this option to be available).

Create a new Requisition (SPO)

  1. To open the Purchase Orders (SPO) application, select Procurement > Purchasing > Requisition purchase orders.

  2. To create a new requisition, select Create new requisition.

  3. Enter the supplier name in Supplier. The predictive suggestion window suggests the suppliers, based on the first character you enter. The suggestions are refined as you enter more characters.

  4. Select the location by selecting the down arrow in Location or by entering the location. The predictive suggestion window suggests the locations, based on the first character you enter. The suggestions are refined as you enter more characters.

  5. If the supplier has several currencies registered, select the applicable currency in Currency.

  6. To add products to the order, select Create new item in the Items tab.

    • Enter the quantity in Qty.

    • Enter the product name in Product. The predictive suggestion window suggests the products, based on the first character you enter. The suggestions are refined as you enter more characters. The products you can purchase using a requisition are those that are set up for not using assignments.

      • To look up information about the product, such as lead time, select the View product link to open the Article (ART).

    • Enter the requested delivery date in Requested delivery date. You can also select the calendar on the right to specify the requested delivery date from the calendar. If you do not specify a date, Rambase suggests the current date.

    • Enter the net price in Net price.

  7. To add more items, select Create another.

  8. Select Create.

  9. If the requisition must be approved, the information is displayed in the Notes tab in SPOITEM. Select the applicable note to approve the requisition. If you are not the designated approver, select the approver by selecting Request Approval and wait for the approval.

  10. Select Register and Send Purchase Order in the context menu of the SPO. The status of the SPO is set to ST:3, pending order response.

  11. Select Forward all items in the context menu to forward all the items to a purchase order response. Select Forward to new purchase order response to forward the items to a new purchase order response or Forward to existing purchase order response. The items are forwarded according to your selection.

  12. Select Register purchase order response in the context menu of the SOA when the supplier's terms are added, such as the confirmed delivery date.

  13. When you receive the goods ordered by the requisition, select Product received in the context menu of the SPO or SOA item, or All non-stock products received in the context menu of the SPO or SOA. The status of the SPO or SOA is set to ST:4, pending supplier invoice.

Choose currency on a supplier transaction document

Suppliers can trade in many currencies. The currencies are defined for each supplier in the Supplier (SUP) application.

If a supplier trades in more than one currency, you will get a popup asking you to choose currency when entering a new document.

Purchase order response (SOA)

A Purchase Order Response (SOA) is a response from the supplier regarding the purchase order or a change request. The SOA document is important for the statistics gathered in the Delivery Performance Statistics (DPS) application.

The SOA-items can be forwarded to either a new SOA (if there are new changes), or to a Goods Reception (SSA) document when the purchase order is received.

To select multiple items for forwarding or deletion, select the checkbox to select all the items. Any operation selected from the context menu such as forwarding or deletion applies to all the selected items. To select one item at a time, click in the status column of the item.

Leadtime

Lead time is the standard delivery time from supplier, measured in days. The lead time registered in RamBase is only for information purposes. You can enter or edit the lead time both on Products (ART) and the specific Suppliers (SUP) for the product in question.

Changing lead time on an article
  1. To open the Product (ART) application, find Product in the RamBase menu and then Product management. Click Products to enter the ART application.

  2. Highlight the ART for which you want to edit the lead time and press ENTER.

  3. Enter the Purchase folder and find the field called StdLeadTime (standard lead time). Enter the lead time as number of days.

    • You can also perform this action in the Main Data folder by using the magnifying glass icon next to the leadtime field.

Changing lead time on specific suppliers
  1. To open the Product (ART) application, find Product in the RamBase menu and then Product management. Click Products to enter the ART application.

  2. Highlight the ART you want to change lead time for a specific supplier, and press ENTER.

  3. Enter the Supplier Info folder. Click the Create ARTSUP icon on the bottom to add a new supplier.

  4. Enter the information needed as you would normally when adding a new supplier. The field SupLeadtime controls the leadtime for the product from this supplier. Enter the supplier lead time as number of days.

  5. Click submit when finished. This lead time for the specific supplier is now visible in the LeadTime column in the Supplier Info folder on the ART.

The lead time shown in the Purchase (PUR) application will always show the standard lead time (StdLeadtime). To find the lead time of specific suppliers, you will need to enter the product and look into the Supplier Info folder.

Add percent markup to freight

You can add a freight price based on a percentage of the goods shipped, either as a one time occurrence, or set it as a default on the Product (ART). The criteria is that the Purchase Order (SPO) item is in ST:1.

Setting it as a one time occurrence in the purchase order
  1. To open the Purchase Order (SPO) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase orders to enter the SPO application.

  2. Highlight the desired Purchase Order (SPO) and press ENTER.

  3. Enter the product by clicking on the arrow to the far right in the item line.

  4. In the Price area to the right you will find a set of fields controlling the price, one of which is called Freight percent. Here you can add the percentage point you want to add to the ART.

Set it as a default

You can also set the percentage as a default.

  1. To open the Product (ART) application, find Product in the RamBase menu and then Product management. Click Products to enter the ART application.

  2. Highlight the desired ART and press ENTER.

  3. Enter the Purchase folder.

  4. Click on the magnifying glass icon in the Cost Info area.

  5. Enter the desired percentage in the Freight field. The stated percentage is now the default freight price on the product.

You can also upload the percentage using the ART upload.

External operations

Some Production Work Orders (PWO) require operations done by external companies. Most common is the external operation where the product is sent out of the company premises to the external company. An other option is to purchase an in-house external operation where there is someone who is coming to your company to perform the operation for you.

External operation orders must be created from the External Work folder when using the Purchase (PUR) application.

To open the Purchase (PUR) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase handling to enter the PUR application.

Enter the External Work folder

There are three ways to enter the External Work folder:

  1. Open the Purchase (PUR) application.

    • Select the External Work folder.

  2. Open the actual Production Work Order (PWO).

    1. Click the Magnifier icon in the Part Section to Inspect links to stock and purchase orders.

    2. Click on "Pending" in the Linked To-column on the external operation's item line.

    3. The application will open the External Work folder in PUR for this selected operation.

  3. Open the Production Planning (PRODPLAN) application.

    1. Select the External Operations folder.

    2. Click on "Pending" in the Order-column on the item line for the actual external operation and production order.

    3. The application will open the External Work folder in PUR for this selected operation and production order.

Ordering external operations

When entering the External Work folder in Purchase (PUR) application from the Production Planning application (PRODPLAN) or from the selected Production Work Order (PWO), you order only one operation for the selected line.

When entering the External Work folder directly from PUR, you may order several external operations on the same purchase order by bulk handling. To open the Purchase (PUR) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase handling to enter the PUR application.

Complete the following steps for ordering several external operations on one Purchase Order (SPO)
  1. Select documents for action

    1. It is possible to mark one, some or all of the documents by using the check-boxes or the drop-down menu above the check-boxes.

    2. To view selected documents, use the radio button. The documents may be un-checked if needed.

  2. Select an action

    1. Click the Select Action-button below the document list to open the Select action popup.

      Here you will be presented with the option Make order.

      This action will affect all items shown, so if you want to remove an item before the next action you may use the Remove Item icon.

    2. Click the Make order-button to continue the process.

  3. Start action

    1. Click the Start Action button to finish the process.

    2. Through this process a new Purchase Order (SPO) is created. The SPO is editable, which means that you may add items to this order. The further handling of this SPO is as for the rest of the purchasing process in RamBase.

Direct Shipment

Direct Shipment is used in situations where the supplier ships goods directly to the customer. The situations where this is useful is for example if the delivery is time sensitive, or there are geographical reasons for choosing a shorter route.

  1. To perform a direct shipment in Rambase, you will need a location (LOC) defined as CLASS:DIRECTSHIP.

  2. Create a Sales Order (COA) and add the goods you want to ship directly to the customer from the third-party supplier.

  3. Choose the option Start direct shipment process, which you can find in the context menu under Activities and operations.

  4. Choose whether to create a new purchase order or use an existing purchase order Choose the Company and the supplier who will ship the goods to the customer. Once these fields have been filled, choose which currency the purchase order will use.

  5. Click the Start shipment process once finished. The location of Sales Order (COA) will be changed to the location used for direct shipment (CLASS:DIRECTSHIP) A Supplier Purchase Order (SPO) has been created as a copy of the Sales Order and with the same location. To be able to register the purchase order and sales order the system requires that the same quantity and product must exist on both.

NOTE: If you want to reverse the direct shipment, use the option Undo direct shipment under Activities and operations. You will then be able to change the location of the Sales order and Purchase order from the direct shipment location to another you select.

Purchase Groups (PUG)

Purchase Groups (PUG) is an application for creating groups of purchasers within each location (LOC).

The Purchase groups area to the left shows a list of all purchase groups. The Purchase group area to the right shows the details, including the purchasers, of the chosen purchase group.

To create a new purchase group:

  1. Click the Create a new purchase group

  2. Add a name and a description.

  3. Click the Add Employees button to the right to add employees to the group. Use the filtering options at the top if necessary.

  4. Use the Deactivate Purchase Group button if you want to discontinue the purchase group. This option will set the purchase group to status 9.

The purchase group you have created will now be available in the Purchase (PUR) and Supplier Baclog Management (SBM) applications in the PurchGroup/Purchase Group dropdown menus. Connecting a product (ART) and a location to a purchase group is performed in the Local Stock folder in the ART application.

Order handling

Link to interaction

An order handling process may be defined as the process where one confirms, -not negotiate, price, delivery time, payment terms, articles and quantity.

Output from the order process

  1. Single purchase with confirmed terms.

  2. Contractual purchase.

  3. Canceled purchase with pre-confirmed terms.

  4. Following up on confirmed, not delivered orders.

An order process which originates from a quoting process mainly contains agreed terms. The terms have been discussed and the parties have agreed upon the terms set. An order process, which requires an order confirmation, can be said to be legally binding. It is at this point you may include the order in the company's financial records for expected future costs.

An order process may also start without originating from a quoting process. This may be due to the order being small, or the selling part has an agreement of terms to be set on all transactions, such as purchases from a web shop. These agreements may be written or oral, with terms such as delivery time and price agreed upon and implemented in all transactions. Contractual terms are often required by purchasers representing big companies.

In addition to the several other tasks in the order process, it is important to mention the tasks where you should follow up the acknowledged, but not delivered orders. You are handling the supplier backlog, which could be defined as what the suppliers owe the purchasers company. Within this task you could follow up the supplier backlog based on requests or in internal routines. For instance, getting confirmed dates from supplier/production, control that orders are delivered according to confirmed date or attempt to expedite purchase orders/productions if customers requested date is not fulfilled.

Good internal routines for following up the supplier backlog is vital. If the suppliers seldom deliver in time, the company the purchaser represents will not be able to deliver on time. This may be rectified by closely following up the backlog to avoid discrepancies.

A supplier order may, as all other processes, be canceled until a certain threshold has been reached.

Tasks involved in this process

  1. Send the purchase order

    Send the purchase order to one or several recipients by mail or print.

  2. Allocating goods

    Ensuring that the allocation to customer or production work orders is optimal according to when the goods are required.

  3. Follow up on the supplier backlog

    Even if the order is already acknowledged it may not be delivered in time and must be chased.

  4. Change an order

    After request and agreement with the supplier, create a new version of the purchase order.

Settings for Procurement - Order handling

Setting name

Description

Attach files when sending documents by email

Decide if emails sent from documents should attach the attached files or not. If value is "ON" - Only selected attachment will be sent. If value is "OFF" - Send automatically all attached files. If settings has no value - Attachments will not be sent.

Include Pending Sales Orders (COA) in Stock Assignment pop-up (SARS)

If this setting is "ON" - The radiobutton 'Include Pending Orders' is marked as default in Stock Assignment pop-up (SARS). This means that pending Sales Orders are visible in the Stock Assignment overview with the links between the Supplier document and the Customer documents. It is possible to unmark the option manually in the Stock Assignment

RecalcSupBacklogOnArticleChargeChange

Controls if kitcost table of supplier backlog should be recalulated when chargetable is changed in ART.

SupBacklogHiLoStockAmountLimit

Used in calculation of SBM HiLo stock.  If free amount is above the limit it will update the document.

SupBacklogHiLoStockPctLimit

Used in calculation of SBM HiLo stock.  If free percentage is above the limit it will update the document.

Supplier Backlog Management (SBM)

The Supplier Backlog Management (SBM) application is an efficient tool for following up purchase orders. Typical examples may be when requested date deviates from confirmed date or if the confirmed date is overdue. The SBM could also be used to check status of unconfirmed supplier orders, and order items which are without any assignments to customer orders or production work orders. These cases often need immediate attention.

To open the Supplier Backlog Management (SBM) application, find Procurement in the RamBase menu and then Order handling. Click Purchase backlog management to enter the SBM application.

Field descriptions
  1. Doc

    Purchase Orders (SPO) and Purchase Order Responses (SOA).

  2. NetQty

    Remaining undelivered quantity on the specific order line.

  3. Amount

    Net Price * Quantity.

  4. PART

    Purchased part.

  5. DelDate

    Calculated delivery date for delivery to customer or production order. Delivery date is calculated by the system based on the requested/confirmed date, the customers delivery claims and available stock. If the customer accepts to receive delivery of goods before confirmed time when this is possible, the DelDate will be equal to Req date. If the Customer does not want to receive delivery of goods before confirmed time, the DelDate will be equal to Conf.

  6. Req

    The customers' requested delivery date.

  7. Conf

    The suppliers' confirmed delivery date.

  8. YourItm

    The Customers' order number.

  9. Case

    Reference to the original SPO.

  10. C (Class)

    Article classification code like P=Part, M=Material, K=Kit,...

  11. Forecast

    Sales forecast on article.

  12. %Fr

    (Percentage Free)Percent free of the requested item, means not allocated to customer or Production Work Orders (PWO).

  13. HLSHigh/Low

    Stock compared to the suppliers' confirmed delivery date. Calculated in number of days to late or to early delivery compared to required date from the customer or Production Work Order (PWO) the PO is allocated to.

You can filter the list by using the radio buttons at the bottom. This enables you to view all documents or only your documents, which is set as default.

The Supplier Backlog application enables you to have complete control over the supplier backlog. A supplier backlog may be defined as all purchase orders not yet received in stock. This overview may be defined with your own filters for personal customization.

Producing a file from the backlog

If you filter a selection of purchase orders, it is this selection which will be the basis for any reports sent to file. You may filter by article, supplier, date, amount and many others.

To produce a file from the backlog you press F12 to bring up the action menu and choose the option Download SBM to CSV file.

This will prompt a report job in RamBase and the file will be sent to the e-mail account registered to your PID.

Purchase Order Change Request (SRC)

A Purchase Order Change Request (SRC), is a document which is used to ask supplier for a change to the purchase order by forwarding the purchase order lines from an SPO / SOA to a SRC, where the necessary modifications are made.

When registered, the SRC is sent to the supplier, and the SPO / SOA is set to status 5, indicating we are waiting for the supplier to give feedback to the change request. When the supplier feedback is received, the relevant items on the original SPO / SOA are transported to a new SOA, with hopefully a new confirmed date, price, article, if accepted by supplier. The SRC is then set to status 9.

To open the Purchase Order Change Request (SRC) application, find Procurement in the RamBase menu and then Order handling. Click Purchase order change requests to enter the SRC application.

Create a Purchase Order Change Request

A Purchase Order Change Request (SRC) is created when a purchaser requests a change in a Purchase Order (SPO) or a Purchase Order Response (SOA).

The change in matter can be a delivery date, a request for change in purchase price or change in the article.

The requested change may apply for one or more items on the SPO / SOA, or it may apply for the whole document.

Making a request for change
  1. Open the relevant SPO or SOA.

    1. For requesting change to a single item:

      Enter the item and choose the option Request change for item in the context menu.

    2. For requesting change to all items on the document:

      Choose the option Request change for all items in the context menu in the main document.

  2. This will open the SRCITEM application. Here you can request modification, splitting or cancellation of the item(s) using the three buttons in the Requested changes to current item area. Be sure that the correct item is chosen in the menu to the left. The active item will be shown in the Current item area.

  3. Make the requested changes on the SRC item(s) before it’s sent to the Supplier. The SPO / SOA goes to ST:5 while waiting for a reply from the Supplier.

  4. When the Supplier replies, the SPO / SOA is transported to a new SOA where the requested changes are confirmed and the new SPO is registered. The SRC automatically goes to ST:9 (Completed) and the change process is complete.

Claiming

Create and register ship and debit claims

Ship and Debit refers to the process where a certain amount of goods can be sold to a lower price, for instance as a special offer. Using a special price on a ship and debit clause requires an agreement with the vendor stated on a quote document. The vendor will cover the difference between the original price and the special price on the ship and debit quote.

The process of creating and registering ship and debit (SD) claims begins with a Purchase Quote (SQU).

  1. To open the Purchase Quote (SQU) application, find Procurement in the RamBase menu and then Quoting. Click Purchase Quotes to enter the SQU application.

  2. Click the Ship & Debit SQU icon to open the Purchase Quote - Ship & Debit window.

It is also possible to create the SD for a certain customer group, using the icons in the RESALE box in the item view.

The SQU also needs to have the Expired field filled out in addition to the ValidFrom and ValidTo fields.

Choose the option Register Purchase Quote in the context menu to register the SQU. This sets the SQU to ST:4.

The SD is now ready to be included in orders.

  1. To handle a Sales Order (COA) where the SD claim is to be included, enter the COA item.

  2. In the Landed Cost folder, click on the downward arrow in the Purchase quote item field.

  3. Here you may choose the SD claim and link it to the order. You can now see the cost will change, depending on the difference on the price set on the quote.

  4. After an order which is linked to a S&D quote is shipped, it can be claimed against supplier.

  5. Open the Ship & Debit Management (SDM) application, find Procurement in the RamBase menu and then Claiming. Click Ship & debit management to enter the SDM application.

  6. Click the Create Ship & Debit Claim icon in the left corner to create a new claim.

  7. Use the fields to filter the desired results. The remaining results will be the selection you take further. When the desired documents have been chosen, click the OK button.

  8. This will create a Supplier Credit Claim (SCC) document which you may inspect in the SD Management overview.

  9. Highlight the SCC item line in the SD Management program and press F12 to open the action menu and choose the option Register Credit Claims.

  10. You may inspect the batch reference in the Reference field. Click OK to continue.

Create and register price protection claims

Price Protection is basically the concept where a supplier is responsible for the value of goods in stock. If the supplier drops the value on goods (reasons might be that time has passed or newer models are available) the same supplier is also responsible for reimbursing the company with the difference between the new price and the price paid when the goods were bought from the supplier. If the concept seems strange, you can think of it as a kind of remote-storage, where the company keeps the goods for the supplier but is not financial responsible for the price of the goods before the goods are actually sold.

Manage supplier settings
  1. To open the Supplier (SUP) application, find Procurement in the RamBase menu and then Supplier management. Click Suppliers to enter the SUP application.

  2. Highlight the desired SUP and press ENTER.

  3. Enter the Purchase folder.

  4. There are four fields in the Price Protection box to the right where you need to make adjustments. These specify the period in which Price Protection (PP) may apply.

    1. StockIncrAge

      A number of weeks that indicates the age of stock that will be price protected if the prices increases. (SSA)

    2. StockDecrAge

      A number of weeks that indicates the age of stock that will be price protected if the prices decreases. (SSA)

    3. PoIncrAge

      A number of weeks that indicates that POs that are requested/confirmed within this period will be price protected if the price increases. (SPO / SOA)

    4. PoDecrAge

      A number of weeks that indicates that POs that are requested/confirmed within this period will be price protected if the price decreases. (SPO / SOA)

  5. Adjust the values as needed.

Register price protection
  1. Find the desired document to register a price protection (SPO / SOA / SSA). Enter the item to be price protected by clicking on the arrow on the right side of the item line.

  2. Click the Activities and operations menu option and choose the Do price protection.

  3. You will now be presented with a popup where you must enter the relevant information regarding price and date. Click OK when finished.

  4. The SSA will now be updated with the new pricing information.

    • A SCC is created. A price protection may also be performed by upload of new purchase prices from a csv file.To undo the price protection you may use the F12 option Undo Price Protection. This will also delete the related Supplier Credit Claim (SCC) document.

Procurement Reports

Without following up the procurement side of your business it may badly affect the other business. The procurement process is crucial for detecting discrepancies and implementing the necessary measures.

Output from procurement reporting

  1. The supplier’s backlog is followed up.

  2. The supplier’s billing is followed up.

  3. The supplier’s booking is followed up.

  4. The supplier’s requests/quotes are followed up.

Any serious company will spend a good amount of time and resources on follow up routines concerning every business area they are involved with. Focus on improvement potential and then focus on measures to use this potential will in most cases result in raised profits or larger market share. Clear routines on handling the supplier’s backlog, billing, booking and request will benefit both the supplier and the purchasing part.

Tasks involved in this process

  • Reporting to management / following up key numbers

    There are many types of reports which may be beneficial to be followed up by management, either backlog, booking, billing or quotes.

Supplier Backlog (SUPBACKLOG)

The Supplier Backlog (SUPBACKLOG) application is an all-in-one backlog overview that allows one to filter and group open supplier orders by a large number of predefined fields. It is a report with extensive filtering possibilities which gives an overview of expected expenses separated into categories:

Field descriptions
  1. Account, Name

    Is determined by the Group by field, which defaults to Account if no other field is selected.

  2. Overdue

    Totals the amount on deliveries that are overdue.

  3. No Conf

    Totals the amount on documents with no confirmed dates.

  4. Conf 1-10 d, Conf 11-20 d, Conf 21-30 d, Conf 31 d+

    Totals the amounts on documents with a confirmed date that is ahead of today's date. The intervals may be selected from Conf Day's select box.

  5. Total

    Totals the amount on all documents: Overdue, not confirmed and confirmed.

  6. GM %

    Shows the Gross margin in percent.

  7. Filter

    Add a filter for the results.

  8. Conf Days

    List by confirmed delivery dates.

  9. View

    List results by document types.

  10. Group By

    Sort result by different categories.

To open the Supplier Backlog (SUPBACKLOG) application, find Procurement in the RamBase menu and then Reports. Click Backlog overview to enter the SUPBACKLOG application.

Forecasting

Sales forecast (FCC)

Sales Forecast (FCC) is a used to create a forecast for estimating future sales, to enable calculating production and purchase requirements.

To create a sales forecast, upload a comma separated value (CSV) file with details of the forecast. Refer to Load Sales Forecasts (FCC) for the CSV file format. The CSV file can be uploaded from the Import/export Wizard (IOQWIZ).

The FCC displays the following information.

  1. Customer gives the customer number and name. Select to view more customer information in the Customer (CUS) aoolication.

  2. Customers reference is retrieved from the uploaded forecast.

  3. Customers reference no is retrieved from the uploaded forecast.

  4. Requested delivery date, This is the date by which the customer has requested delivery.

  5. Location gives the location of the product.

  6. Source gives the source of the sales forecast.

  7. Probability percent gives the estimated probability of the order being received as percentage.

  8. Product gives the product number of the product that is forecast to be ordered.

  9. Quantity is the estimated quantity in the order.

  10. Type gives the type of product ordered,

  11. Product description describes the product.

  12. The History tab displays the history of the sales orders.

  13. Sales orders displays all the sales orders belonging to the custome for a specific productr. By default, only the Sales Orders having a requested delivery date as given in the Requested delivery date field are shown. Select X in the Requested delivery eq forcasted request delivery to disable the filter and view all sales orders for the customer.

You can create a Sales Order (COA) from a Sales Forecast (FCC), if the FCC is for a specific customer.

  1. Select and select Columns.

  2. Select Sales Order to display the Sales Order column.

  3. Select in any row to create a COA from the FCC, if the control is enabled. If the control is disabled, a COA has already been created from that FCC.

    The Sales order column displays the newly created COA:

  4. Select to open the COA in the COAITEM application.

Clicking the arrows next to the quantity will open that product in the FCC application where you can see more details and edit if necessary.

Status descriptions for FCC

  1. ST:4: Forecast for current and future periods

  2. ST:8: Latest forecast for periods in the past

  3. ST:9: Old and discarded forecast

Sales and Operation Planning

Sales & Operations planning (SOP) is a planning tool that takes the sales forecast and creates a plan for production and purchasing to meet the sales requirements.

Folder descriptions

Process options

This folder contains all information regarding the planning process.

General options:

  1. Name: A new process could be named like “August 2019 Requirements”.

  2. Description: Description of the S&OP process

  3. Granularity: Granularity used to present the different plans in the S&OP process, either by Week or month.

Options related to demand forecast:

  1. Updated at: Date and time the demand forecast was calculated

  2. Location: Location to retrieve the sales forecast and sales backlog from.

  3. Sales forecast source: The source to use from the sales forecast

  4. Include sales backlog: If sales backlog is included, everything from the backlog is added to the demand forecast. Note that backlog from products sales forecasted by customers (through the sales forecast source), will not be included.

  5. Min- and max probability percent: Minimum- and maximum probability in percentage to include from the sales forecast

  6. Include re-order point for purchase: If products which are purchased have specified re-order point quantity for the location used in the S&OP process, the re-order point quantity will be added as a demand. This will then be included in the gross quantity of the purchase requirements. Note that this also includes products with product structures manufactured externally.

  7. Include re-order point for purchase: If products which are manufactured have specified re-order point quantity for the location used in the S&OP process, the re-order point quantity will be added as a demand. This will then be included in the gross quantity of the production requirements. Note that this does not includes products with product structures manufactured externally.

Production requirements

This folder shows all production requirements which follows the sales forecast. Each production requirement represents a product and a requested delivery date.

Key fields are:

  1. Updated at: Date and time production requirements were updated.

  2. Requested delivery date: The delivery date as requested.

  3. Product: The required product.

  4. Available quantity: Total quantity available to be subtracted from the demand quantity (gross quantity). This is the sum of all goods receptions and production work orders ready to be consumed at requested delivery date.

  5. Gross quantity: Gross quantity of the production requirement. This is the total demand before any subtractions or adjustments is considered. Initially set as the sales forecasted quantity, but will be changed if the net quantity of parent product structures changes.

  6. Adjusted quantity: Quantity adjusted by the users. Can be both negative and positive. The sum of gross quantity and adjusted quantity can never be less than zero.

  7. Subtracted quantity: Quantity of stock and production work orders subtracted from the gross quantity.

  8. Production adjusted quantity: Some products are only produced in multiple of a specified quantity. In that case, the net quantity might need an adjustment.

  9. Net quantity: Net production requirement quantity. This is calculated by subtracting production work orders, stock and adjusted quantity from the gross quantity.

Options related to production requirements

  • Treat production work orders as stock: By enabling this, existing, but not completed, production work orders will be treated as stock. Any production work orders can be used to net off production requirements. By not enabling this, you might end up with creating new production work orders instead off re-planning already existing production work orders

Purchase requirements

This folder shows all the purchases required to fill the orders. Each purchase requirement represents a product and a requested delivery date.

Options related to purchase requirements:

  1. Treat supplier backlog as stock: By enabling this all purchase orders and purchase order responses will be treated as stock. Any purchase orders and purchase order responses confirmed in the future (ex. in two months) is available from today and can be used to net off purchase requirements. By not enabling this, you might end up with purchasing products that could instead be acquired by requesting change of delivery date on existing supplier backlog.

  2. Require materials from all production work orders: By enabling this option, materials from ALL ongoing- and planned production work orders are included as gross purchase requirements. This means that you might get purchase requirements for materials belonging to production work orders not related to the production requirement plan. If this option is disabled, only materials needed to fulfill the production requirements are included as gross purchase requirements. Note that even if this option disabled you will still get purchase requirements for materials in ongoing- and planned production work orders consumed by (net off) the production requirements.

Key fields are:

  1. Updated at: Date and time purchase requirements were updated

  2. Requested delivery date: The delivery date as requested by the customer.

  3. Product: The required product.

  4. Available quantity: Total quantity available to be subtracted from the gross quantity. This is the sum of all goods receptions, purchase orders and purchase order responses ready to be consumed at requested delivery date.

  5. Gross quantity: Gross quantity is initially the same as the sales forecasted quantity but might have changed during the production requirement planning. The gross quantity is the final required quantity for given product at requested delivery date.

  6. Subtracted quantity: Quantity of stock, purchase orders and purchase order responses subtracted from the gross quantity

  7. Net quantity: Net purchase requirement. This is the quantity needed to be ordered for this product at this requested delivery date. The net quantity is calculated by subtracting stock, purchase orders and purchase order responses from the gross quantity.

Purchase order suggestions

This folder creates purchase orders for all the purchase requirements, based on the information from the SOP. Each purchase order suggestion represents a product and a requested delivery date.

Options related to purchase order suggestions:

  • Requested delivery day: Preferred day of delivery. Used to consolidate purchase order suggestions. Default is all days.

Each purchase order suggestion represents a product and a requested delivery date.

Key fields are:

  1. Updated at: Date and time purchase order suggestions were updated.

  2. Requested delivery date: The delivery date as requested.

  3. Product: The required product.

  4. Supplier: The suggested supplier.

  5. Suppliers product name: Suppliers product name.

  6. Lead time: Lead time for product and suggested supplier.

  7. Deadline date: Deadline for purchasing product from supplier. Calculated by subtracting lead time from requested delivery date.

  8. Quantity: Quantity suggested to purchase.

  9. Gross purchase price: Gross price of the purchase order suggestion.

  10. Gross requirement quantity: The gross demand for supplier, product and requested delivery date.

  11. Subtracted requirement quantity: Quantity from open purchase orders and purchase order responses subtracted from the gross demand quantity to get the net demand quantity.

  12. Net requirement quantity: Net demand quantity for this product, supplier and requested delivery date. The net quantity is the current demand, and will be the base for creating the quantity of the purchase order suggestion.

Creating a new SOP
  1. Click the New Process button in the Sales and operation planning (SOP) window.

  2. Enter the necessary details in the popup window and finish by clicking the Create button.

    • Name: Create a name for the SOP.

    • Description: Enter a description of the SOP.

    • Location: Location to retrieve the sales forecast and backlog from.

    • Use the same process options as current process.

  3. Choose the desired granularity in the Granularity dropdown menu. You have two choices:

    • Week: Presents the plan by week.

    • Month: Presents the plan by month.

  4. Choose Preferred day of delivery in the Requested delivery day when purchasing dropdown menu. This is used to consolidate purchase order suggestions. The default is all days.

  5. Check the desired choices below:

    • Create purchase requirements for materials from all production work orders: By enabling this option, materials from ALL ongoing- and planned production work orders are included as gross purchase requirements. This means that you might get purchase requirements for materials belonging to production work orders not related to the production requirement plan. If this option is disabled, only materials needed to fulfill the production requirements are included as gross purchase requirements. Note that even if this option is disabled you will still get purchase requirements for materials in ongoing- and planned production work orders consumed by (net off) the production requirements.

    • Treat supplier backlog as stock for purchase requirements: By enabling this all purchase orders and purchase order responses will be treated as stock. Any purchase orders and purchase order responses confirmed in the future (ex. in two months) is available from today and can be used to net off purchase requirements. By not enabling this, you might end up with purchasing products that could instead be aquired by requesting change of delivery date on existing supplier backlog.

  6. Find the desired forecast source in the Sales forecast source dropdown menu. You have two choices here:

    • From customers: This is the forecast from one or several customers prepared in the Sales Forecast (FCC) application.

    • No sales forecast: This option is used if you have no forecast. You can either use the sales backlog (make sure you select the Include sales backlog option) or create your own.

  7. Add or edit the probability percent:

    • Minimum probability percent: Minimum probability in percentage to include from the sales forecast.

    • Maximum probability percent: Maximum probability in percentage to include from the sales forecast.

  8. Check the desired choices below:

    • Include sales backlog: If sales backlog is included, everything from the backlog is added to the demand forecast. Note that backlog from products sales forecasted by customers (through the sales forecast source), will not be included.

    • Include re-order point for purchase: If products which are purchased have specified reorder point quantity for the location used in the SOP process, the reorder point quantity will be added as a demand. This will then be included in the gross quantity of the purchase requirements. Note that this also includes products with product structures manufactured externally.

    • Include re-order point for production: If products which are manufactured have specified reorder point quantity for the location used in the SOP process, the reorder point quantity will be added as a demand. This will then be included in the gross quantity of the production requirements. Note that this does not includes products with product structures manufactured externally.

  9. Click the action menu option Calculate production requirements. This may take a few minutes and will set the SOP to Status 2: Pending calculations of production requirements, and then Status 3: Pending production requirement planning when the calculation has been performed.

  10. The Production Requirements is now done, unless you have changes. It is possible to edit the information supplied and re-click the action menu option Calculate production requirements.

  11. For the next step, click the Calculate purchase requirements and the SOP will be set to Status 4: Pending calculation of purchase requirements. When the batch job has finished, the SOP will be set to Status 5: Pending purchase requirement planning.

  12. The purchase requirements are now done, unless you have changes. It is possible to edit the information supplied and re-click the action menu option Calculate purchase requirements.

  13. For the next step, click the Calculate purchase order suggestions, which will set the SOP to Status 6: Pending calculation of order suggestions. When the batch job has finished, the SOP will be set to Status 8: Pending actions on purchase order suggestions.

  14. The purchase order suggestions are now done and the process has been completed.

It is suggested that the SOP is archived after completion to save resources. This is done using the Archive process action menu option. This will set the SOP to Status 9: Archived.

Supplier Portal

The RamBase Supplier Portal is a portal where suppliers can log in and confirm purchase orders and check Purchase Order (SPO) details, including delivery terms and more.

The front page of the portal offers two choices:

  1. Orders pending confirmation - Here you will be able to change certain details regarding the order and confirm it.

  2. Confirmed purchase orders - Here you will be able to see updated details regarding already confirmed orders.

Login and password change

The login screen for the Supplier portal is where you enter you username and password to log in. The address is portal.rambase.net.

If you have forgotten you password, you can click the Forgot Password-button in the password field. This will take you to a page where you can enter your username and receive an email with a link where you can reset your password. The link will be sent to the email currently set on the user.

If you want to change the password, use the Change password-button on the lower left side. This will send you to a page where you will have to enter your email, username, current password and the new password you would like. Click Apply when finished.

Orders pending confirmation

This view shows all the orders pending confirmation. By choosing one of the lines and clicking on the arrow to the right opens the item view.

The item view shows all necessary details of the order. If all the details are correct, you can use the Confirm all pending items button to confirm the whole purchase order with all items. If you need to change any details, use the Edit and confirm item button at the item view to open a popup where certain details can be changed:

  1. Quantity

  2. Confirmed delivery date

  3. Net Price

  4. Reference number

  5. Note to buyer

After the details have been edited you can click the Confirm button, and the item has been confirmed.

You will need to repeat this process for all items, or use the Confirm all pending items button to confirm the remaining items on the purchase order.

Confirmed purchase orders

The Confirmed purchase order items application show all the confirmed purchase order items. As with the previous, clicking on the arrow to the right in the item line will bring you to the detail view.

The item detail view shows all details regarding the specific confirmed purchase order item. No changes can be done by the supplier here. If changes are needed, contact the customer.

Supplier purchase contracts (SPC)

A contract is a written agreement between the company and a supplier regarding deliveries on a recurring basis. Use the SPC application to keep an overview of your contracts and set up notifications of when a contract need a review, renewal or it is close to the expiration date.

Create a new purchase contract

  1. Start in the Supplier purchase contracts (SPC) application. To open the SPC application, find Procurement in the RamBase menu and then Contract management. Click Purchase contracts to enter the SPC application.

  2. Click the Create contract button.

  3. Fill in information in the popup:

    1. Title - Name of the contract.

    2. Effective date - The start of the Supplier purchase contract (SPC).

    3. Expiration date - The end of the Supplier purchase contract (SPC).

    4. Customer - Select a Customer (CUS) from the CUS application.

    5. Main responsible - Select the person responsible for the contract.

    6. Category - Choose between various categories.

    7. Renewal due days - The minimum number of days before Expiration date where the contract can be either cancelled or renewed.

    8. Is terminable - Specifies if the contract can be terminated or not.

    9. Termination notice period (days) - The length in days of the termination period.

  4. Click the OK button. This will set the SPC in status 1 (new), which means it is not active.

  5. Select the Activate option in the context menu to set the SPC in status 4 (active).

It is possible to add more optional information:

  • Backup responsible - Select backup responsible.

  • Description - Add a description of what the contract is about.

  • Financial

    • Total value - Total value of the contract calculated from value per period.

    • Value - The monetary value per period.

    • Currency - Three character code following the ISO 4217 standard for currency.

    • Period - The periodic schedule of the contract. Values: Month = 30 days, Week = 7 days, Year = 365 days & Quarter = 90 days.

Notifications

Use the Notification tab to set up who will receive the notifications and if it is for renewal, review or expiration.

Use the Outgoing emails option in the context menu to see all emails sent about the selected SPC.

  1. Enter the Notifications tab.

  2. Click the Create notification button.

  3. Fill in information in the popup:

    1. Name - Select the person to receive the notification.

    2. Event - Choose between three events: Renewal, Review & Expired.

    3. Notify days before - Number of days before the Event to receive the notification.

    4. Notify by - How to receive the notification.

  4. Click the Edit or Discard icons to edit or discard the notification.

Follow up on sales contracts

To discontinue a SPC, use the Discontinue option in the context menu to set in in status 9 (Discontinue).

To see the changes that were made to the SPC and which user made the change, choose the Revision history option in the context menu.

To see all Purchase contracts (SPC) connected to a Supplier (SUP), choose the View contracts option in the context menu in the SUP application.