Supplier Invoicing (Purchase Order Flipping)
Applies To
Users wanting to set up printIQ to enable Suppliers Users to input their invoice details for Completed and Dispatched Outsource Purchase Orders directly into printIQ.
Common Uses:
To setup, configure and use Outsource Purchase Order Invoice Flipping.
Solution Overview:
Purchase Order Flipping allows a Supplier User to input their invoice directly into printIQ after the purchase order has been dispatched.
Suppliers using this feature will require their own ‘Supplier’ type login.
They will also require a ‘default’ Billing Contact to whom emails can be sent notifying of Purchase Orders that are ready for invoicing.
During quoting, the outsource tendering process occurs as usual with the successful supplier being selected.
The quote is accepted, and a job is created.
The Purchase Order is generated (either manually or automatically, depending on the setting.
The PO could be sent to the supplier automatically when the pre-press operations are completed, and the job moves to a status of ‘Outsourced.
Alternatively, the Outsource Purchase Order can be manually created and sent to the supplier if OPO Automation is not being used.
Once the supplier has completed and dispatched the job, they must update the dispatch details on the Supplier Portal in printIQ.
A scheduled SQL job that runs once daily looks for Outsource Purchase Orders that have been marked as dispatched by the supplier and with a dispatched date and with the Order Status of ‘Goods Sent’.
These purchase orders statuses are updated to ‘Goods Received’ and the Outsource Purchase Order Invoice Ready email is sent to the default Billing Contact on the supplier.
The supplier can now enter their invoice details directly into printIQ.
The supplier user is restricted insofar as that they cannot create the invoice for more than what was quoted.
Depending on the configuration settings, they may be required to upload an attachment to their invoices.
Supplier Setup
The setting ‘Allow Supplier Invoicing’ must be enabled on a supplier-by-supplier basis.
A Supplier type user account is required for suppliers to log into your printIQ and enter their own invoices.
The Supplier must also have a default Billing Contact selected (to receive the Purchase Order Invoice Ready emails.
The ‘Due Date’ set on the invoice is calculated from the Credit Terms as set on the Suppliers Details.
The supplier must also have an associated user, so the supplier can log in to enter their invoices.
To facilitate this, we have added the Associated Users section to the Supplier Details screen.
Existing user definitions can be opened from here or new users added from the Users board.
Supplier User Setup
The supplier user must be defined as a ‘Supplier’ type use
These Supplier user accounts, like Customer user accounts are not included in user licence calculations.
Select the supplier in the ‘Customer’ field and set the Default Dashboard to Supplier
In Roles, the supplier users only require the ‘Supplier’ role.
Test the supplier users’ menus and access in an Incognito session.
Supplier Menu Access
When supplier users are configured to have a login, the Menu items may need to be configured to allow them access to the relevant boards. This is a one-off task.
Click on ‘Quotes’ then click the edit icon above it
Each menu ‘Level’ must be given access to Suppliers
Save and close.
Repeat for the ‘Quoting’ sub menu as well as the ‘Outsource Requests’ menu item under Quoting
Ensuring Supplier is selected
Add the Supplier access to each of the levels for the menu items:
Quotes --> Quoting --> Outsource Requests
Production --> Purchase Orders --> Outsource
Accounts --> Invoicing --> Manage Invoices
Once configured, supplier users should land on a landing page like this, with the 3 menu items and the Suppliers dashboard.
And each of the menu items has only one option below them
Supplier printIQ Access:
Outsource Requests Board
The Outsource Request board allows suppliers to track outsource requests sent to them.
The colour progress bars on the right depict the status of the OS Request as it is being processed by the supplier.
For Suppliers they will appear on the board with a status of Email Sent
Which is set when the Outsource Request is sent to the supplier from the outsource modal in quote details.
When the supplier opens the request, its status moves to ‘Clicked into Portal’
If the supplier uploads an attachment the progress bar will reflect that, setting the status to ‘Attached Quote’
Once the supplier submits their pricing, the status updates to ‘Request Submitted’
The request remains as Request Submitted up until the originating OS Requesting quote is accepted at which time the colour progress bars are cleared and the Current Status column reflects the status of the order.
Outsource Board
The Outsource Board becomes the suppliers ‘Work To’ list.
And with an Uninvoiced column, users can easily see which orders are still to be invoiced.
The supplier can open the Purchase Orders from this board and update the job dates if required.
The dates along with any job delay notes are fed back to the job in printIQ.
Once the supplier has completed and dispatched the job, they update purchase order and enter the Job Completed date and time.
If the setting Production_OutsourceRequestTrackingInfoRequired is enabled,
they will also need to fill in the Courier and Connote fields.
At this point the purchase order is still not invoiceable and the Create invoice button remains unavailable.
A couple of scheduled workflow processes need to occur to enable the supplier user to enter an invoice against the purchase order.
The first, a scheduled Stored Procedure spProduction_CompleteOutsourcePurchaseOrderJobs finds all outsource purchase orders with a status of Goods Sent, Goods Received, or Invoice Received and sets them to the status Order Complete.
This triggers the invoice ready email flag.
This email is sent to the default Supplier Billing Contact and gets sent if:
- the setting Production_OPOEmailStatus is set
- the purchase order goes to the setting’s status, (either automated or manually)and
- the scheduler task SendOutsourcePurchaseOrderInvoiceSentEmail is enabled.
The email is only sent once. If the email fails to send for whatever reason, printIQ will not attempt to send it again.
On receipt of the email, the supplier can now invoice the purchase order.
Supplier Invoicing
When the supplier receives an email regarding invoicing a Purchase Order, they can invoice each purchase order individually, or alternatively they can select multiple purchase orders and invoice them together.
On the Outsource board there is a filter switch on it to return only purchase orders that are not fully invoiced.
The board also shows the ‘Uninvoiced’ amount for each order.
Only purchase orders that are ready to be invoiced will have a selector visible.
For multi-site printIQ configurations, the supplier can consolidate their invoicing ‘per site’ only and cannot mix invoices for purchase orders that were sent from different sites as these sites tend to operate different financial systems.
After selecting the purchase order(s) to invoice, click the 
button.
A New Suppliers Invoice screen opens with the selected Purchase Order Details loaded.
Outsource purchase orders can be partially invoiced by the supplier, and printIQ keeps a track of the outstanding uninvoiced amount on the purchase order and will not allow the invoice to be edited to a greater amount that what was originally quoted, presenting the user with
And the errant value is automatically reset back to the maximum value that can be invoiced.
The supplier must enter an Invoice Number
The Invoice Date pre-loads with the Current Date.
printIQ uses the ‘Credit Terms’ as set on the Suppliers’ Details Credit Terms screen to calculate the Due Date
Both the Invoice date and Due date are editable by the invoice creator.
If the setting Require Supplier Invoice Attachment is enabled, the invoice cannot be saved until an attachment is uploaded…
If the setting SupplierCreatedInvoicesRequireApproval is enabled, the supplier created invoices will be created as Draft.
Draft invoices remain fully editable by the supplier user.
If this setting is disabled, the supplier created invoices will be created as Approved and the supplier user will not be able to edit them after saving them down. (they can be edited within printIQ by Staff members with the appropriate roles defined.
Email Template
Outsource Purchase Order Invoice Ready – This email is sent to the default supplier billing contact and gets sent if the setting Production_OPOEmailStatus is set, the purchase order goes to the setting’s status, and the scheduler task SendOutsourcePurchaseOrderInvoiceSentEmail is enabled.
Scheduler Task:
spProduction_CompleteOutsourcePurchaseOrderJobs – Is a site-specific task that can be customised to your specific requirements for various levels of automation.
As an example, it could be composed to:
- Find all outsource purchase orders with a status of Goods Received or Invoice Received and sets them to the status Order Complete.
- Find all the outsource purchase orders that:
Have a dispatch date and if required, Courier details, and
Their jobs are at a status of Outsource. - Check all the jobs operations to determine which are fully outsourced, and update the job status’s to Complete.
Settings
Invoicing_AllowSupplierInvoicing - Allows suppliers to create draft invoices for outsource purchase orders. Off by default. This can be set at a supplier level or applied to all suppliers.
Access by suppliers is controlled by granting them a user account.
Invoicing_RequireSupplierInvoiceAttachment – Allows enforcing an attachment upload for just supplier users or internal users or both.Requires the user to upload an attachment to a supplier invoice before saving. This is off by default and is a global setting.
Production_OPOEmailStatus - Determines which status will trigger the Outsource Purchase Order invoice ready email. This is off by default. Usually set to Order Complete if used.
Production_SupplierCreatedInvoicesRequireApproval - When a supplier creates an invoice, it will be created as draft and require a user with permissions to approve it. If disabled, the supplier created invoices are saved as Approved. On by default, this is a global setting.
Production_OutsourceRequestTrackingInfoRequired - When saving an outsource request and this setting is on, the tracking, connote and dispatch date field are all required if any of them have a value. Off by default and can be set at a supplier level.
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