Receiving of Customer Purchase Orders

Receiving and Processing of Customer Purchase Orders

1. Customers may send Purchase Orders (POs) to the seller via the Peppol network. In Highnix, a customer Purchase Order is treated as a Sales Order (SO).
2. Once the SO is delivered to your Access Point (AP), an email notification will be sent to the designated person in charge to inform 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 the Import button. The system will connect to the AP, retrieve customer Sales Orders, and display them in a list.
5. Click the relevant processing icon to handle the selected SO document.

Types of Advance Ordering

1. There are four types of Sales Order documents that may be received:
   1. New Sales Order
   2. Sales Order Change
   3. Sales Order Cancellation
   4. Sales Order Balance

Receiving Customer POs (Sales Orders) into Highnix

1. All Sales Order documents are transmitted through the Peppol network and are first received by the Access Point (AP).
2. Upon receipt of a PO, the AP will send an email notification to alert the users.
3. To transfer the Sales Orders from the AP into Highnix, the user must manually initiate the import process.
4. Navigate to Sales Mgt > Peppol Sales > Peppol Sales Order Import (see Fig 1).
5. Select the required date range and click the Import button.
6. All Sales Order documents within the selected date range will be imported and displayed on the screen.
7. In the first column of the list, the document type will be shown as Order, OrderChange, OrderCancel, or OrderBalance.

Processing New Purchase Orders

1. Click on the Order ID number (for Order documents only).
2. A portal will open, and an order information modal will be displayed at the top-right corner.
3. Users may highlight, copy, and paste the information from the modal to create a new Sales Order in the Highnix system.
4. The creation of a new Sales Order (see Fig 2) follows the same process as standard Sales Order creation.

Processing Change Orders and Cancellation Orders

1. For Sales Order Change and Sales Order Cancellation documents, the processing flow is similar to standard change order and order cancellation procedures.
2. When the Order ID is clicked, the corresponding Sales Order will be displayed.
3. The change or cancellation details will be shown in a modal window to assist users in comparing the received data with the existing Sales Order.
4. After reviewing and applying the changes, users will have the option to send a response back to the customer.

Order Balance

1. An Order Balance document is sent by the customer to inform the supplier of the remaining balance of an order.
2. Users may use the received Order Balance information to reconcile and verify the Sales Order balance in the system.

Fig 1. Customer Purchase Order list

Fig 2. Creating a Sales Order from a Customer Purchase Order

Go to next topic: Process the Sales Order