Receiving of Customer Purchase Orders

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
   2. A new Sales Order entry screen will be opened.
   3. Customer information, Business Unit (BU), delivery dates, and item details will be automatically populated.
   4. The user may amend the details if required.
   5. Click on the Place Order button to confirm and create the SO in the system.
   6. SO Change
   7. The existing Sales Order will be retrieved for amendment.
   8. The user may modify delivery dates, item quantities, and prices as required.
   9. Note: Delivered quantities cannot be changed.
   10. SO Cancellation
   11. The original Sales Order will be retrieved.
   12. If the cancellation request is accepted, click on the Cancel Order button.
   13. Note: Only the remaining (undelivered) balance quantity can be cancelled.
   14. Once the cancellation is successfully processed, the SO will be considered closed.
   15. SO Balance
   16. This document represents the remaining balance quantity of a previously issued Sales Order.
   17. It is normally sent by the buyer after partial deliveries have already taken place.
   18. The system will retrieve the original Sales Order together with the current outstanding balance.
   19. The balance quantity will be updated based on the latest information provided by the customer.
   20. The user should review the remaining quantities carefully before confirming.
   21. Once confirmed, the updated balance will be used for subsequent deliveries and invoicing.
   22. Note: The SO Balance document does not create a new SO. It only updates the remaining quantities of an existing Sales Order.