Receiving of Customer Purchase Orders: Difference between revisions

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== Receiving of Customer Purchase Orders ==
== Receiving of Customer Purchase Orders ==


# A customer can send a Purchase Order (we will use Sales Order or SO for customer Purchase Order) to the seller (or you), an email from the Access Point (AP) will be triggered to alert the person in charge of the incoming PO.
# A customer may send a Purchase Order to the seller through the Peppol network. In Highnix, a customer Purchase Order is referred to as a Sales Order (SO).
# You can login to Highnix ERP system, navigate to Sales Mgt, Peppol Sales, Peppol Sales Order Import. Click on the import button. The system will contact the the AP to download the customer purchase orders and list them on the screen.
# Once the SO is delivered to your Access Point (AP), an email notification will be sent to the person in charge to alert them of the incoming document.
# You can click on the icon to process the particular SO document.
# Log in to the Highnix ERP system and navigate to '''Sales Mgt > Peppol Sales > Peppol Sales Order Import'''.
# Click on the '''Import''' button. The system will connect to the AP, download the customer Sales Orders, and display them on the screen.
# You may then click on the processing icon to handle the selected SO document.


=== Type of Advance Ordering ===
=== Types of Advance Ordering ===


# There are few types of Sales Orders:
# There are four types of Sales Order documents:
## New Sales Order
## New Sales Order
## SO Change
## SO Change
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## SO Balance
## SO Balance


=== Receiving The SO to Highnix ===
=== Receiving the SO into Highnix ===


# As the SO will flow in via Peppol network and receive into the AP, user will need to click on a button or icon to trigger the link to AP to transfer the SO into Highnix.
# All SO documents flow through the Peppol network and are first received by the Access Point (AP).
# Navigate to Sales Mgt, Peppol Sales, Peppol Sales Order Import. On the user interface screen, select the date range and click on the import button.
# To transfer the SO from the AP into Highnix, the user must manually trigger the import process.
# All the SO within the date range will be imported. On the first column, user will see the type of the documents, if they are new SO, SO Change, SO Cancellation ro SO Balance.
# Navigate to '''Sales Mgt > Peppol Sales > Peppol Sales Order Import'''.
# Select the required date range and click on the '''Import''' button.
# All SO documents within the selected date range will be imported and listed on the screen.
# In the first column of the list, the document type will be shown as '''New SO''', '''SO Change''', '''SO Cancellation''', or '''SO Balance'''.


=== Processing the SO Documents ===
=== Processing the SO Documents ===


# On the extreme right of the user interface table, user can see a pencil icon. Click on the icon and depending on the type of document, the system will:
# On the extreme right of the table, a pencil icon is displayed for each record. Click on this icon to process the corresponding document.
## '''New Sales Order''': it will open a page for user to create a new SO in the system. The customer name, BU, dates and items ordered will be automatically populated. User can make amendments and adjust the details as neecssary before clicking on the Place Order button.
# Depending on the type of SO, the system will behave as follows:
## '''SO Change:''' It will retreive the same SO to allow user to make any amendments accordingly. SO modification can be changed of dates, prices, quantity items. '''Note:''' For SO Change, delivered quantity cannot be changed.
 
## '''SO Cancellation:''' It will retrieve the same SO, if you agreed to the cancellation request, just click on the "Cancel Order" button. '''Note''': Only balance quantity can be cancelled. Once it is cancelled successfully, the SO is considered closed.
## '''New Sales Order'''
## '''SO Balance:'''
#* A new Sales Order entry screen will be opened.
#* Customer information, Business Unit (BU), delivery dates, and item details will be automatically populated.
#* The user may amend the details if required.
#* Click on the '''Place Order''' button to confirm and create the SO in the system.
 
## '''SO Change'''
#* The existing Sales Order will be retrieved for amendment.
#* The user may modify delivery dates, item quantities, and prices as required.
#* '''Note:''' Delivered quantities cannot be changed.
 
## '''SO Cancellation'''
#* The original Sales Order will be retrieved.
#* If the cancellation request is accepted, click on the '''Cancel Order''' button.
#* '''Note:''' Only the remaining (undelivered) balance quantity can be cancelled.
#* Once the cancellation is successfully processed, the SO will be considered closed.
 
## '''SO Balance'''
#* This document represents the remaining balance quantity of a previously issued Sales Order.
#* It is normally sent by the buyer after partial deliveries have already taken place.
#* The system will retrieve the original Sales Order together with the current outstanding balance.
#* The balance quantity will be updated based on the latest information provided by the customer.
#* The user should review the remaining quantities carefully before confirming.
#* Once confirmed, the updated balance will be used for subsequent deliveries and invoicing.
#* '''Note:''' The SO Balance document does not create a new SO. It only updates the remaining quantities of an existing Sales Order.

Revision as of 17:14, 3 December 2025


Receiving of Customer Purchase Orders

  1. A customer may send a Purchase Order to the seller through the Peppol network. In Highnix, a customer Purchase Order is referred to as a Sales Order (SO).
  2. Once the SO is delivered to your Access Point (AP), an email notification will be sent to the person in charge to alert them of the incoming document.
  3. Log in to the Highnix ERP system and navigate to Sales Mgt > Peppol Sales > Peppol Sales Order Import.
  4. Click on the Import button. The system will connect to the AP, download the customer Sales Orders, and display them on the screen.
  5. You may then click on the processing icon to handle the selected SO document.

Types of Advance Ordering

  1. There are four types of Sales Order documents:
    1. New Sales Order
    2. SO Change
    3. SO Cancellation
    4. SO Balance

Receiving the SO into Highnix

  1. All SO documents flow through the Peppol network and are first received by the Access Point (AP).
  2. To transfer the SO from the AP into Highnix, the user must manually trigger the import process.
  3. Navigate to Sales Mgt > Peppol Sales > Peppol Sales Order Import.
  4. Select the required date range and click on the Import button.
  5. All SO documents within the selected date range will be imported and listed on the screen.
  6. In the first column of the list, the document type will be shown as New SO, SO Change, SO Cancellation, or SO Balance.

Processing the SO Documents

  1. On the extreme right of the table, a pencil icon is displayed for each record. Click on this icon to process the corresponding document.
  2. Depending on the type of SO, the system will behave as follows:
    1. New Sales Order
    • A new Sales Order entry screen will be opened.
    • Customer information, Business Unit (BU), delivery dates, and item details will be automatically populated.
    • The user may amend the details if required.
    • Click on the Place Order button to confirm and create the SO in the system.
    1. SO Change
    • The existing Sales Order will be retrieved for amendment.
    • The user may modify delivery dates, item quantities, and prices as required.
    • Note: Delivered quantities cannot be changed.
    1. SO Cancellation
    • The original Sales Order will be retrieved.
    • If the cancellation request is accepted, click on the Cancel Order button.
    • Note: Only the remaining (undelivered) balance quantity can be cancelled.
    • Once the cancellation is successfully processed, the SO will be considered closed.
    1. SO Balance
    • This document represents the remaining balance quantity of a previously issued Sales Order.
    • It is normally sent by the buyer after partial deliveries have already taken place.
    • The system will retrieve the original Sales Order together with the current outstanding balance.
    • The balance quantity will be updated based on the latest information provided by the customer.
    • The user should review the remaining quantities carefully before confirming.
    • Once confirmed, the updated balance will be used for subsequent deliveries and invoicing.
    • Note: The SO Balance document does not create a new SO. It only updates the remaining quantities of an existing Sales Order.
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