Supplier's Order Confirmation Entry

Once a Purchase Order is generated and authorized, this option allows to confirm it with its respective Vendor.

The Purchase Order is updated with the Vendor's confirmation date for receiving the order as well as for delivery of the order.

Supplier's Order Confirmations can be added, and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

To 'Add' a Supplier's Order Confirmation, click on the button. As a result, following screen will be displayed -

Screen Layout of Supplier's Order Confirmation Entry

Field Description of Supplier's Order Confirmation Entry

Supplier's Order Confirmation Entry

Vendor Code:

Specify the Vendor whose Purchase Order has to be confirmed.

 

Click on the field to access a list of Vendors defined through Vendor Master Entry option. Select your desired Vendor from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Vendor Code. Press <TAB>.

 

You can not select a Vendor that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help will also not display such Vendors.

 

Only those Vendors will be displayed/accepted against whom Purchase Orders exists and have already been authorized. Only those Vendors will be displayed/accepted for whom 'Required to Track Order Confirmation detail?' flag is set as 'On' through Vendor Master Entry option.

PO Details

Year:

By default the current financial year will be displayed but it can be changed. You can also click on the field to access a list of financial years under which Purchase Orders exist for the selected Vendor. Select your desired year from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the financial year. Press <TAB>.

 

Group:

Specify the Group of Purchase Order.

 

Click on the field to access a list of Groups for which Purchase Orders exist for the selected financial year. Select your desired Group from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Group. Press <TAB>.

 

Location:

Specify the Site of Purchase Order.

 

Click on the field to access a list of Sites for which Purchase Orders exist for the selected financial year and Group. Select your desired Site from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Site. Press <TAB>.

 

Number:

Specify the Purchase Order Number that has to be confirmed.

 

Click on the field to access a list of Purchase Orders belonging to the selected Vendor, Financial Year, Group and Site. Select your desired Number from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the PO Number. Press <TAB>.

 

Please note that - Only Authorized Purchase Orders will be considered. Only those Purchase Orders for which Final Print has been taken out through PO Print option will be considered.

PO Date:

Automatically displays the Date of Purchase Order for the selected PO Number for your reference.

 

Last Amendment No:

Automatically displays the Last Amendment Number of the selected PO Number for your reference.

 

Currency:

Automatically displays the Currency of the selected PO Number for your reference.

 

Status:

Automatically displays the Status of the selected PO Number for your reference.

Order Confirmation Details

Based on above selection, a grid populated with Items belonging to the selected Purchase Order will be displayed as follows -

Please note that all those Items which have been purchased in full quantity will be highlighted in red colour. Confirmation can not be done for such Items. For rest of the Items consider the following fields -

Field Description of the grid -

Item Code:

Displays the Item Code of selected Purchase Order for your reference.

 

Description:

Displays the Description of the Item Code for your reference.

 

PUOM:

Displays the Purchase Unit of Measurement of the Item Code for your reference.

 

PO Quantity:

Displays the Purchase Order Quantity of the Item for your reference.

 

Already Received Qty:

Displays the Received till now Quantity of the Item against the selected Purchase Order for your reference.

 

Short Closed Qty:

Displays the Short Closed Quantity of the Item against the selected Purchase Order for your reference.

 

Item Size:

Displays the Size of the Item for your reference.

 

Order Confirmation No:

(Type : Alphanumeric, Length : 60)

Click on the field. Now enter the Order Confirmation Number for the Item. Press <TAB>.

 

Confirmation Date:

Click on the field. Now enter the Date of Order Confirmation for the Item. Press <TAB>.

 

Delivery Confirmation Date:

Click on the field. Now enter the Date of Delivery Confirmation for the Item. Press <TAB>.

 

Once you have entered all the information, click on 'Save' button to save or 'Cancel' button to discard.