OUTSOURCE - Managing outsourced orders
Creating Outsource Purchase Orders
At a job level, you can generate an outsource purchase order (OPO) for a ‘partial’ outsource (where selected operations are outsourced) or a ‘full’ outsource (where the entire production of the job will be outsourced).
This initial outsource can be set against the quote or added later at the job level.
In this example, we have quoted the operation ‘MACH DIECUT’ to be outsourced to an outside supplier:
Any job with a predefined outsourced operation from the quote, will display a ‘!’ warning icon on the ‘Purchase Order’ tab:
Inside the ‘Purchase Order’ tab, click the ‘+ New' button. A dropdown list will display, with purchase order options; Outsource and Inventory. Select 'Outsource':
An outsource modal will display. The modal is broken into multiple sections:
The first section lets you select what you would like to outsource on the job:
Outsource Job:
This allows you to create an outsource PO against the job. This is not linked to any ‘operation’ inside the job itself.
Outsource MACH DIECUT – Monastery Hill Bindery:
Any operation with an outsource pre-configured at the quote level, will show in this middle section. It will have the name of the operation, along with the supplier’s name.
When selected, the screen will pre-populate with the details set against the operation on the quote, such as the selected supplier, outsource description and price:
Outsource Part Job:
This option adds a field called ‘Select Operation’. Here you can select one or more operations to outsource or you can select an entire section and all operations from that section will populate the 'select operation' field:
After reloading the job details screen, the
selected operations will be flagged as outsourced and display the outsource icon:
Back on our example job, we select the pre-defined outsource operation for the die cutting at Monastery Hill Bindery:
As mentioned above, this auto fills the ‘Supplier’ field, the PO description and the price. You will need to set the Required from Supplier date:
You can select to send the outwork purchase order to the supplier via an email as well as send a copy of the email to yourself:
Further down the modal users can choose whether to have items delivered back to their own factory address, using the 'Deliver To Me' option:
Or, the 'Deliver to Customer' option can be chosen, which allows for multiple delivery addresses to be set on the OPO.
If 'Use job deliveries' is selected, the deliveries set on the jobs Dispatch tab will display and will be applied to the OPO:
If you do not wish to use the jobs deliveries and would rather specify deliveries instead, the 'Specify Deliveries' option should be selected. The default delivery address and contact will display here by default but more can be added by clicking the + icon. Delivery names and addresses can also be added, edited and removed:
Quantities can be over and under allocated to deliveries.
When deliveries are under-allocated, a message high-lighted with an orange background will display above delivery detail:
If deliveries are over-allocated, a message with a red background will display instead:
Click the ‘Save’ button at the bottom of the Outsource Purchase Order modal, to generate the OPO.
The OPO is now created and will display in the jobs Purchase Order tab:
The OPO will now display on the ‘Outsource’ board under its relevant status. This is where you can manage and track the status of the order:
The Deliveries column will display the delivery address if there is just one. If there are multiple deliveries, it will display how many are linked to the Outsource PO.
The ‘Change Status’ option under the orders ‘eyeglass’, can be used to update the status of the order:
Set the status to ‘Goods Sent’ when the job has been sent to your supplier.
Receipting Goods
Once the job returns to the factory, it can be receipted in by quantity. Click on the eyeglass and select the ‘Receipt’ option:
In the OPO modal there is a ‘Goods received’ section:
Enter the received qty and a note if required and click ‘Confirm Goods Received’:
The received quantity will be logged (this can also be edited or removed):
This will also update the order status to ‘Goods Received’:
Once the supplier invoice has been received, the OPO status can be updated to ‘Invoice Received’:
From here, accounts can select to ‘Enter Supplier Invoice’:
The supplier invoice can be generated and exported into your accounts package:
Receiving Partial Quantity
Partial quantities can be receipted against an Outsource PO. A log of all quantity received will display in the OPO modal:
The Outsource Board will also show the order as ‘Partially Received’ and show the received qty:
Supplier Portal
The supplier will receive an email with a pdf file of the Outsource PO attached. They will also get a link in the email to the printIQ ‘Supplier Portal’. The supplier does not require any login or password to access the portal. In the portal they will have all the order details and relevant files. They can also send updates back to you via the ‘Supplier Dispatch’ section of the portal:
When you update the OPO to the status of ‘Goods Sent’:
This will also update the supplier portal to show the date and time you sent the items to them:
As the job progresses, at the suppliers side, they can fill out the dispatch options and ‘Submit Details’ back to you:
This will update the ‘i’ icon on the outsource board:
Hover over the icon to see the details:
Any delays or issues can be logged under the ‘Job Delayed’ section. Click the 'Submit' button to send this info to the requesting site:
This will flag as a ‘warning’ on the outsource board:
When the supplier has completed the job, they can update the relevant details and submit back to you. As new information is added to the portal a save icon will appear. This will direct you to the 'Submit' button, which must be clicked for data entered to be saved, before navigating away:
Not all delivery information needs to be entered before submitting outsource details. Some deliveries can be submitted and other can be submitted later. After clicking the 'Submit' button a message will appear to confirm that the outsource request has been updated successfully:
This will again update your details with information from the the supplier portal:
If an OPO is set to use job deliveries, and those deliveries get modified, the user will be alerted. A warning icon will display on the 'Purchase Order' tab on the Job Details screen. This icon had a tooltip explaining; "Some purchase order deliveries are no longer linked to the jobs deliveries as they have been recently modified. This can be resolved by editing the purchase order."
A broken link icon will also appear next to the OPO number on the Purchase Order tab. This icon has a tooltip that says; "Deliveries on this purchase order are no longer linked to the job. This can be resolved by editing this purchase order":
Inside the OPO modal a warning icon and a refresh icon will display above the deliveries. The refresh icon needs to be clicked to update the OPO deliveries and sync them with the updated job deliveries:
Edit an OPO
You can ‘edit’ an existing OPO by clicking on the price button:
This opens the OPO modal where you can make the required changes and select to either; ‘Save’ over the existing order, ‘Create New’ order or ‘Overwrite’ the existing order:
‘Overwrite’ will cancel the existing order and create a new purchase order with a new OPO number to replace the current one.
Send Printed Product
Inside the OPO is a button ‘Send printed product’:
This is an internal reference section only, where you can record detail such as; the courier used for the delivery to the supplier and the connote reference:
Purchase Order Approvals
When a PO approval limit is set on a user via the user setting 'Purchase Order Auto-Approval Limit:
When they generate a PO over their approval value, a ‘Request Approval’ button will replace the ‘Save’ button in the OPO modal:
The OPO can still be created but the status will default to ‘Awaiting Approval’:
The order will show on the Outsource board under the ‘Awaiting Approval’ status and filter:
A user with no approval limit and the 'Purchase Approver' role can open the order from the board and click ‘Approve’ to move it to the next status:
This will update the OPO status to ‘PO Created’:
The order can now be sent to the supplier.
After an OPO has been approved, a history record will be written on the Job History screen with details such as the OPO number, the user it was approved by and the data and time it was approved.
Approval User Setup:
Approval amount is based off the user’s approval amount. The below setting must be applied:
Roles – Must have ‘Purchase Approver’:
User setting for ‘Purchase Order Auto-Approval Limit’ at the minimum cannot get set at a global level. You must have the ‘Edit’ slider checked ON:
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