Receiving of Customer Purchase Orders: Difference between revisions

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== Receiving and Processing of Customer Purchase Orders ==


== Receiving of Customer Purchase Orders ==
# 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).
 
# 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.
# 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).
# 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.
# Log in to the Highnix ERP system and navigate to '''Sales Mgt > Peppol Sales > Peppol Sales Order Import'''.
# 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.
# Click the '''Import''' button. The system will connect to the AP, retrieve customer Sales Orders, and display them in a list.
# You may then click on the processing icon to handle the selected SO document.
# Click the relevant processing icon to handle the selected SO document.


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


# There are four types of Sales Order documents:
# There are four types of Sales Order documents that may be received:
## New Sales Order
## New Sales Order
## SO Change
## Sales Order Change
## SO Cancellation
## Sales Order Cancellation
## SO Balance
## Sales Order Balance
 
=== Receiving Customer POs (Sales Orders) into Highnix ===
 
# All Sales Order documents are transmitted through the Peppol network and are first received by the Access Point (AP).
# Upon receipt of a PO, the AP will send an email notification to alert the users.
# To transfer the Sales Orders from the AP into Highnix, the user must manually initiate the import process.
# Navigate to '''Sales Mgt > Peppol Sales > Peppol Sales Order Import''' (see Fig 1).
# Select the required date range and click the '''Import''' button.
# All Sales Order documents within the selected date range will be imported and displayed on the screen.
# In the first column of the list, the document type will be shown as '''Order''', '''OrderChange''', '''OrderCancel''', or '''OrderBalance'''.
 
=== Processing New Purchase Orders ===
 
# Click on the '''Order ID''' number (for '''Order''' documents only).
# A portal will open, and an order information modal will be displayed at the top-right corner.
# Users may highlight, copy, and paste the information from the modal to create a new Sales Order in the Highnix system.
# 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 ===
 
# For Sales Order Change and Sales Order Cancellation documents, the processing flow is similar to standard change order and order cancellation procedures.
# When the '''Order ID''' is clicked, the corresponding Sales Order will be displayed.
# 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.
# After reviewing and applying the changes, users will have the option to send a response back to the customer.


=== Receiving the SO into Highnix ===
=== Order Balance ===


# All SO documents flow through the Peppol network and are first received by the Access Point (AP).
# An Order Balance document is sent by the customer to inform the supplier of the remaining balance of an order.
# To transfer the SO from the AP into Highnix, the user must manually trigger the import process.
# Users may use the received Order Balance information to reconcile and verify the Sales Order balance in the system.
# 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 ===
[[File:Cust po list.png|none|thumb|800x800px|Fig 1. Customer Purchase Order list]]
[[File:Convert cust po to so.png|none|thumb|800x800px|Fig 2. Creating a Sales Order from a Customer Purchase Order]]


# On the extreme right of the table, a pencil icon is displayed for each record. Click on this icon to process the corresponding document.
Go to next topic: [[Process the Sales Order]]
# Depending on the type of SO, the system will behave as follows:
## '''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.
## '''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 user can compare the current outstanding balance in the system with the latest information provided by the customer.
### The user should review the remaining quantities carefully as necessary.
### 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 is only used for comparing an existing Sales Order.

Latest revision as of 16:03, 14 December 2025

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

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