2.4.3. Working Practices

 

-> Stage 1: Receive quotation from Customer

Go to Sales‣Sales‣Quotations, click “Create” to draw up a quotation.

Step 1: Record Quotation/Sales order from Customer

Fill the general information on the Header of the document, other details of the quotation can be added on the Lines. Once the draft quotation is saved, it is labelled with an auto-generated reference (E.g. SO020)

No Name Description
1 Customer Name of the individual/organization orders your
product
2

Invoice Address

The address displayed on invoice issued to your
customer

3 Delivery Address The address to which goods are delivered
4 Order
Date
The date on which the order is recorded from
customer
5 Expiration Date The date on which your quotation becomes invalid
6 Price list The pricing strategy applying to customer
This can be created if going to  Sales Configuration > Price list
7 Payment Terms The terms specify the period allowed to a customer
to pay off the amount due when your company
completes a sale
8 Delivery Method Fill this field if you plan to invoice the shipping
based on picking

Step 2: Confirm Order with Suppliers

Click “Confirm” to close the deal with a customer. The quotation becomes a Sales Order.

->  Stage 2

Case 1: Draft Purchase Requisition

Look for the draft Purchase Requisition by going to Purchases > Purchase > Purchase Agreement

Step 1: Review and Confirm a Purchase Agreement

The purchase requisition is drawn up as a Purchase Agreement and recognized with a reference (E.g. TE00001) that can be changed. Click on the document to review its details and make any changes if necessary.

No Name Description
1. Agreement
Reference
The reference to identify a Purchase Agreement. Automatically generate by KIU BMP but changeable
2. Responsible Purchaser in charge of requesting the order
3 Agreement
Type
Purchase Tender Blanket Order
4. Ordering
Date
The date when a
purchase order to a
chosen vendor is
submitted
The starting date of the
contract
5. Delivery Date The date when the
products have to be
delivered
Do not have to fill because
each release has different
dates
6. Vendor Do not have to fill
because the vendor is
defined after bidding
Choose the vendor with
whom the contract is
signed
7. Agreement
Deadline

The date informing vendors when to have their offer   submitted

8. Source
Document
Related document to this purchase requisition
9. Picking Type Drop-ship

To verify the Purchase Agreement, click “Confirm”.

Step 2: Create and Confirm a RfQ

KIU BMP will display the button “New Quotation” after confirmation. Click this button to form a draft Purchase Order (or so-called Request for Quotation).

An RfQ is created with the products listed on the Purchase Agreement. The next practice applied to different types of Purchase Agreement varies as shown in table.

Agreement  Type Purchase Tender Blanket Order
Quantity on
RfQ
Quantity on RfQ is 
set  precisely as
entered on the
Purchase
Agreement.
By default, the RFQ
quantity is set to 0.
Individual deliveries
should be smaller.
Operation Choose a vendor
and send the RfQ.
Enter the quantity
and date for each delivery.
Send the RfQ to the vendor.
Repeat this
operation for each
vendor
.
Repeat this operation
for each release.
 Validation Validate the
Purchase
Agreement once all
the RfQ(s) are sent.
Validate the Purchase
Agreement when all releases
(Purchase Order) have been
delivered and paid.

    Mark   as        Done

When a RfQ related
to this requisition
is  confirmed
(a vendor offering  the best price is
selected)
When all releases
are fully paid.
A finished (Status: Done) Purchase Agreement can not be added to any RfQ.

Fill the Drop-ship Address with the customer’s address. Send the RfQ to your vendors and Confirm the RfQ of the chosen supplier.

After confirmation, 2 buttons linking to Shipment and Vendor Bill is displayed.

Case 2: Draft Purchase Order (RfQ)

Look for the auto generated Request for Quotation based on customer’s order by going to Purchases‣Purchase‣Requests for Quotation

Step 1: Review a RfQ

As the Request for Quotation is already prepared by KIU BMP, it is labelled with a reference (E.g. PO00036). Click on the document to review its Header and Lines to make any change (if necessary).

Step 2: Confirm a RfQ

Finalize the Request for Quotation by clicking button “Confirm” to change its status into Purchase Order.

After confirmation, 2 buttons linking to the Shipment and Vendor Bill will be displayed.

-> Stage 3: Delivery to Customer

As shipment delivering goods from Vendor to Customer is auto generated, it is vital to go over it and enter the date on which goods are expected to be delivered to the customer (the information is taken from Packing List and Bill of Lading).

Note that Force Accounting Date is related to the date recognized in the accounting journal entry.

Validate the shipment to mark as done once the goods are delivered to the customer.

-> Stage 4: Record Vendor bills

Find the purchase order confirmed with supplier based on the following information: PO Reference, Vendor, Source Document, Billing Status …

Click the Vendor Bill button then “Create” to draw a draft bill.

Enter the details of the document, note that the Currency and Accounting Date will influence the value and date of the accounting journal entry. Validate the bill to mark the amount as a payable.

-> Stage 5: Record Customer invoice

Find the sales order confirmation with a customer based on the following information: Order Number, Customer, Total Value, Invoice Status …

Click “Create Invoice” to open the tab to issue an invoice to the Customer. Select Invoice able lines

Enter the details of the document, note that the Currency and Invoice Date will influence the value and date of accounting journal entry. Validate the document to mark the amount as a receivable.

 

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