A quick way of purchasing parts from a supplier and perform receipt over the supplier's counter. This is a simpler version of purchase/receipt functions in the application. This is applicable for users working with work task originating from Work Order and Service Request.
This solution enables you to integrate with your key suppliers and connect the field technician, supplier and your back-office administrative processes in procurement and finance into an integrated value chain.
This is mainly to support adhoc (unplanned) purchasing demands of light users like field technicians connected to work tasks. Work tasks can originate from both Work Order and Service Request.
Note: Adhoc Purchases will not be included in supplier statistics like supplier quality and supplier delivery statistics. Also will be excluded from purchase authorization rules while processing the back office purchasing. It is possible to run the flow against Suppliers enabled with self-billing.
The following elements are involved in Adhoc Purchasing process:
Below you will find a more detailed description of the key elements.
In order start with adhoc purchasing process, user needs to define few basic data in sub tabs connected to Ad-hoc Purchasing Basic Data page.
Use this multipage assistant to register an adhoc purchasing. Select a work task and an existing supplier from list of values in the first page and move to Add Part page. Work tasks with valid status which belong to a site where the user is allowed will only be visible and accepted for the process. Both Work Order and Request connected work tasks are applicable.
System will generate the unique reference and show it in this page. Maximum purchase amount is also visible in the same page if defined in Adhoc Purchasing Basic Data. Use Add Part assistant to select inventory purchase parts or non inventory purchase parts.
Use Add Unregistered Part assistant to enter no parts. Selected lines will get populated in the main list in Add Part page along with accumulated total amount. Finally the user can perform receive and close the assistance completing the adhoc purchase instance. Once an adhoc purchase instance is finished, the user will be navigated to a landing page allowing to redo the process or navigate to Adhoc Purchasing Details to follow up.
Instead of finishing the purchase, user can save the added data in the assistant. In that case the user will be navigated to Adhoc Purchase Requests page. From there, user can continue to enter data in the assistant and complete purchase later.
If the supplier sends an electronic message including the purchased items, those items information can be retrieved into an ad-hoc purchase request. Save Ad hoc Purchase Request header and give that Ad-hoc request reference number to the supplier. Retrieve the part information sent by the supplier into that Ad-hoc request through Incoming Ad-hoc Purchase Request page. Automatic or manual approval can be used to approve the Incoming Adhoc Purchase Request.
Note: The system will check whether the sent part information matches with a registered part. If not that part will be retrieved as an unregistered part given that the necessary part information has been sent.
Once the user finish the activity with Adhoc Purchasing assistant, the system will handle the back office administration process in sequential steps.
Note: Inventory part purchases are handled as non inventory in purchasing and receipt process creating purchase transactions using purchase order line price and then report cost as expenses to the work task. All part acquisitions costs are finally reported as periodic maintenance costs against work tasks.
This page facilitate user to follow up on already purchased orders and items. Also can perform activity cancel reversing the original purchases. The list page will give details of parts received. List is enabled with card view to give a quick view of each item purchased.