OUTSOURCE - Supplier Portal – Automatic Update Job to Finish Production
Overview
To assist with minimising touch points within certain workflows, we can now automatically update a ‘Job Status’ to ‘Finished Production’ on a fully outsourced job when the outsource ‘Suppliers Invoice’ has been entered against the outsource purchase order.
This automation feature requires that the Outsource request is generated from a Full Outsource quote template.
The job can only have pre-press operations and a full outsource operation.
This does not work when the outsource is generated on a job or finishing operation.
For the Job Status to be updated automatically, the following must occur with relation to the outsource request:
- The outsource request must originate from a Full Outsource quoting template.
- The Supplier must update the Dispatch date and time from within the Suppliers Portal
Setup
Setting this up requires a Setup Request to configure the SQL scheduler to run the Job Status update script every 5 minutes.
There is nothing to configure in printIQ to get this to work.
Workflow
A fully outsourced quote is created with an outsourcing request on it and sent to the supplier(s) to enter their prices for your requirements for the quantities set in the quote.
The supplier enters their price details through the Suppliers Portal which is updated onto the quote.
Once all suppliers have entered pricing, a supplier is selected to provide the outsource service.
The quote is accepted, and artwork uploaded.
In the job, complete any operations that are required to be performed before the Outwork.
Create or open the new OPO (depending on setup and other configurations, the Outsource Purchase Order may not have been automatically created, or created with a status of either PO Created, Email Sent or Goods Sent)
After entering the required information, ensure the ‘Email’ is ticked on and click Update.
Navigate to the Outsource Purchase Board and locate the new Purchase Order.
From the drop-down menu, select Change Status and select the status Goods Sent:
Once this is done, the Suppliers Portal will show the date and time of this action as the ‘Sent to Supplier’ date and time values:
The supplier may update the Received / In Progress, Job Delayed and Job Completion dates and times, but it is the ‘Job Dispatched’ fields that must be filled out to allow the automation process to occur:
The day after the job has been dispatched the purchase order status and job status will be updated to Order Complete and Complete respectively through a scheduled update process.
An email will be sent once the status is changed to the setting value. It will send using the email template below:
The Supplier can now enter their invoice details.
That workflow will be covered in the documentation for ‘Supplier Invoice Flipping’
Internal Setting
There is a setting to send a purchase order email on status change called Production_OPOEmailStatus
Please contact IQ support to enable the setting above.
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