Add Purchase Order
Purchase Order records can be added manually by clicking 'Add Purchase Order'.
Purchase Order records can also be generated through API connection and populate in Safefood360 automatically with the fields in the PO record already populated (With the API it is possible to setup which fields populate automatically and if the record is added to the system opened (Save) or Saved & Submitted).
Purchase Order records created will be accessible from the Purchase Orders tab in the Receiving and Inspection Module.
The tab called PO's Today will show PO's with a actual delivery date of today, e.g. any PO with a actual delivery date of 12.06.2022 will appear in the PO's Today tab on the 12.06.2022.
In the purchase order, items (materials) will be listed and each will have an item inspection record. When using an API you can choose for the item inspection records to generate when the purchase order is added and just saved or only when the purchase order is fully saved and submitted.
1. Purchase Order Details
The section of the purchase order record provides some general overall details on the order. Adding the PO record manually will require you to complete the details. If the PO was generated automatically the details will already be completed.
1. PO Number: Purchase Order Number is added here (or is completed automatically if PO is coming through API).
2. Order Date/Time: The date and time the order was put in place appears here if generated automatically by API. Add the details if completing the record manually.
3. Site Name: The name of the site appears here.
4. Supplier Name: The name of the supplier will appear here, or can be selected here if completing manually.
5. Supplier Address: The supplier's address appears automatically after choosing the supplier in the previous field. If the supplier has no physical address in MasterData the field will be left blank and cannot be completed.
6. Establishment Number: The suppliers establishment number(s) can be selected here or will appear automatically if the PO has been generated automatically.
7. Buyer Name: Choose the Buyer name here. The Buyer name will populate automatically if the PO was generated automatically by API.
8. Buyer Number: Add the buyer identifier number here.
9. Carrier Name: If the delivery is to be transported by a carrier, choose who from the list of suppliers. The carrier name will appear here automatically if the PO was generated automatically.
10. Carrier Arranged By Name: If applicable, choose the name of the supplier who arranged the carrier. Again, this detail will appear automatically if the record was generated automatically by API.
2. Purchase Order Management
1. Purchase Order Inspection Start Time: The start date and time of the first Item Inspection record associated to the PO will populate in here automatically.
2. Purchase Order Inspection Finish Time: The finish date and time of the last Item Inspection record associated to the PO will automatically populate in here.
3. Duration: The system will look at the start time and finish time of the item inspection record(s) and calculate the duration of the inspection and populate it here automatically.
4. Last PO Result: The result of the last Purchase Order Record for the supplier e.g., Accepted or Rejected will populate here automatically.
5. Reviewer Name: This field allows you to assign an overall reviewer to the PO.
6. Receiving Location: This field allows you to assign the PO to a location where the delivery is to be received into e.g. Bay 2.
7. Created Date/Time: The date and time the Purchase Order Inspection record was created in Safefood360 populates here automatically.
Purchase Order Items
The Purchase Order Items Section is where all items (materials) part of the purchase order are listed and which may require inspection. The details can be added manually or will populate automatically if the PO is populating in the system by way of API.
Each item(material) listed will have its own item inspection record.
1. Item Number: After selecting the name of the item (material) this field updates with the item (material) code.
2. Item Name: The name of the item (material) should be selected here. After selecting the item, the item number and program fields will populate automatically. Use the Add Line button to add multiple items to the PO.
3. Program: After selecting the item, the item inspection program the item is connected to will populate.
4. Quantity: The quantity of the item to be delivered can be defined here.
5. Unit: Define the Units of Measurement e.g., Boxes or KG etc.
6. Plus Button (+): If the item is going to be arriving in different units, you can click the + button to define the units e.g., maybe there is 500 25KG Boxes and 120 20KG Boxes of the item being delivered.
7. Cost: The item cost can be completed here.
8. Buyer: The buyer (employee name) of the item can be selected here.
9. Inspector: The inspector (employee name) who is to complete the inspection of the items can be assigned here. The inspector name selected here will automatically populate in the item inspection record. When a PO is added manually the user filling in the items section will populate as the Inspector automatically.
10. Reviewer: The reviewer (employee name) to review the item inspection record can be assigned here. The reviewer name selected here will automatically populate in the item inspection record.
11. Inspection Start Date/Time: The date and time the inspection record for the item was started will automatically update here.
12. Inspection Finish Date/Time: The date and time the inspection record for the item was finished will automatically populate here.
13. Status: The overall status of the item inspection record will populate automatically here.
14. Result: The result of the item inspection record will populate here automatically (Accepted or Rejected)
15. Claim: If a claim is raised against the item in the inspection record this will display Yes automatically.
16. Override: If an override record is raised against the item in the inspection record, this will display 'Yes' automatically.
17. Inspection Record Link: The field will update with a link to the inspection record once the PO is Saved and Submitted.
18. Report: Any comments on the items can be completed here.
Purchase Order Status
1. Trailer Number: The trailer number can be added here on arrival.
2. Trailer In Date/Time: The trailer in date and time can be completed here.
3. Trailer Out Date/Time: The trailer out date and time can be completed here.
4. Scheduled Delivery Date/Time: The date and time the delivery is scheduled to arrive in should be completed here.
5. Actual Delivery Date/Time: Complete the date and time the delivery actually arrived in. This will allow POs to show up in the POs Today Tab on the date set here.
6. Received By: Select the name of the employee who received in the delivery in.
7. Checked Out by: Select the name of the employee who checked out the delivery after inspection.
8. Status: Assign a status to the PO by choosing from the drop-down list.
9. Result: Choose the overall result of the PO, either accepted or rejected. This may populate automatically if accepted or rejected has been associated to the Status selected.
10. Report: Complete a report in this open field if required.