Sales order automation software for Purchasing

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hi all welcome back in this video we'll be discussing about the purchase module in Odo 16. the purchase module is mainly used to manage all activities regarding the purchase okay so inside the older 16 purchase module we have a lot of options like managing the vendors the vendor price list product product variance and we can create purchase order rfqnr effortlessly now comparing the version 15 and 16 we have slight changes in the purchase module that is inside the 15 we had a separate menu to create the purchase agreement types but in 16 we don't have that instead we have a menu called the blanket order and if you want to create the purchase order type which is the call for tender or not you have to go to the internal link of the blanket order and from there you have to change it let's go to the module and see what are the changes in detail okay guys so let's open the purchase module and see what all things we can do inside it and also let's see what are the changes that has come inside the purchase model so for that I'm opening the purchase here and once you open the purchase you can see all the rfqs which are request for quotations it's similar to the sales module but the case is that this is purchased and that's sales now in the uh sales module you might have seen once you open it you can see all the quotations now similarly here you can see all the requests for quotations which is rfqs now here inside you can see a dashboard View and under the under that you can see the list where you have the uh rfqs you can see the reference the vendor company buyer and the order deadline activities Source document then here you have the total amount and also you have the status so we have different status like RFQ log RFQ sent then we have the canceled ones and the ones which are current form which is purchase orders okay all such things let's see all those status that is we'll go through each state when we create the purchase order okay now uh this this page is currently a way uh like you know making is available of these much views one is the list view which we are currently witnessing then we have the can bin View so inside the canopy view you can see all the rfqs and like if you just take one card there you have the amount the vendor's name okay and the reference State also the status of the RFQ then we have the pivot view of the rfqs so ingly you can put the measures and see which all columns you want to display and all then if you want to insert this into a spreadsheet you can just click on insert and spreadsheet we've done this before also then here you can flip the axis you can expand everything if it's not expanded then if you want to download the xlsx of this uh you know pivot you you can do that then we have the filter Group by and favorites option now under filters we have my purchases start ones rfqs purchase orders the question to approve order date draft rfqs waiting rfqs late rfps now we'll see what is this two approve and all okay then here we have the group Y where you can Group by vendor okay then you can Group by purchase representative you have the option to group by order date and all here so as you can see purchase representative and or finally we have the favorites which is the very same favorites menu where we finding every other module then we have the graph view of the same so I'm clicking on the graph here okay so this is the graph view this is the bar chart of the rfqs now here also you have the measures and ingly like which all on the basis of what you want to see the result you can put it from the measures here you can also insert this into spreadsheet now this is the bar chart this is the line chart of the rfqs now here you can see the bio then this is the pie chart okay so if you just remove the filter you can see the result ingly now if you want to view a filtered result you have the option to filter it here then we have the calendar so I'm just clicking on the calendar here now here you can see the calendar now based on the date on which this rfqs were created the rfks will be displayed on that corresponding dates so here you can see different rfqs okay so here you have one two and all then on the right side you have the calendar you can see the current date and the colors that is each vendor is given each color so each color represents a vendor so here you have the colors and the vendors and here you can go to the previous day the next day today and if you want to view it on the basis of weekday month year that's possible here then uh you have the activities these are the main views so here you can schedule activity corresponding to a purchase order so just click on schedule activity choose the purchase order for which you are creating the activity so I'll choose one then from here you can choose the activity type so what kind of activity you are planning to show you that you can choose from here so let it be a reminder okay then you can simply click on schedule okay so the one scheduled here you can see it's a green color green color represents the activities which are to be done for the future like which are scheduled for future and yellow represents the one which are to be completed today and then you have red which is for the uh previous ones okay now these are the main views which comes under the rfqs then we have different menus now if you go to orders uh you have rfqs which is request for quotation okay so that's that's what we saw right now now we have come back to the list view itself now here you have all rfqs my rfqno now here you can see the count of the rfps that is all RFQ that is here you have 16 to send so it is nothing but you have currently 16 rfqs to send just click on that okay then here you have the number of uh you know rfqs which are waiting so here you have zero as you can see more results are there to show then you have the late ones okay so how many rfqs are currently on the late track so that also you can see here now here you have the average order value the purchased last seven days okay the amount and you have the RFQ sent in last seven days also the lead time to purchase all these things are available inside the dashboard now uh if you want to create a RFQ just click on create button here and from here you can create an RFQ okay so like from there you can directly create orange if you are if you just click on the orders menu there also you have request for quotation by clicking on that also will lead you to the same page so let's create an RFQ uh creating an RFQ or even directly creating a purchase order both are exactly the same okay so here you can choose the vendor from whom you are going to buy the product so I've chosen as your interior and if you have any kind of vendor reference you can put it here in this window now this is the purchase agreement so if there are agreements which are created before that is the previously created purchase agreements and all that comes under the drop down and from there you can choose it that is if you are creating an RFQ corresponding to a purchase agreement then you can choose that agreement from here okay so I'll talk about the agreement in detail um okay so I'm not choosing any purchase increment at all and here you have the order deadline that is you can set a deadline for the r order to be expired then you have the expected arrival date you can set an expected arrival date okay then you have ask confirmation uh that is if you just check it before the this much days if you give a count for the days before now here in this case you can see two days so before two days of expiration or uh you know order deadline or not a confirmation message will come that's the ask confirmation and here you have delivered to here you can see the options so from here we have chose delivered to your company receipts okay now here we have the order line and here's the place where we add products so you can simply add product from here I'm clicking on account uh acoustic lock screen now this is the variant grid and yeah I'll show that now if there are variants for the product which we are using which means you can choose from the variance right so I'm choosing one uh you can set the quantity here you have the brands here and also you have the other variants which are like the colors and all okay so I'm just confirming it so here's the variant which I've chosen you can see the unit price up total or not now you have the option to send this RFQ by me so simply clicking on send by mail enables you to send it to me and then it makes the status change to rfqent so I'm clicking on send here okay so this has changed to RFQ sent now here you have the purchase order so once you confirm the order what happens is that it becomes um you know purchase order and currently you can see it's locked that is you can't do any further edits on this so it's actually a kind of setting which we set in the configuration settings if you just open it inside the configuration setting you can see log confirmed orders so what happens is that one once you confirm the order automatically what happens uh the purchase order will get locked that which means automatically lock confirmed orders to prevent adequate so after the purchase order being logged you can't do any further edits or no so that's it now let's go back to the rfqs and open the one which we created right now so here you can see it's locked now from here you can receive products okay so locking doesn't restrict receiving products and all so I've received the products so here you have quality checks as well you can uh do the quality checks just click on validate okay you can set the correct measure validate okay so that's the quality check so something it always said we'll talk about in detail when we talk about the quality module so I'm just closing it so it's possible to check the quality of the product which you are receiving then you have the quality alert validation and all so let's validate it I'm applying so the done quantities will be marked here okay so that's done then let's go back to the purchase order from here you can create bill for the RFQ which view uh you know create it right now that is generated right now okay confirming it okay so we have to provide the bill date I'm setting a build date here confirming it okay it's done and then you can proceed with the payment so here's the register payment create payment okay that's done now this is the complete process of creating an RFQ confirming it to a purchase order then doing the payment and all next you have the option which is purchase order now once you click on purchase order you can see all the purchase orders and also the status will be the billing status that is whether it's paid whether there's anything to be built whether it's fully built or not now from here also you can create purchase order this is exactly the same menu or sorry not menu the same form which we can find inside the RFQ creation so I'm not doing it again okay then you have blanket orders so before talking about Blanca Torres we have to go to configuration settings okay so inside the configuration settings you have the option which is purchase agreement now as I said before while before starting the video I talked about the change risk which has come in all of 16 and 15. like compared to 15 there are slight changes in order 60. so inside 15 you had an option under this purchase agreement where you can directly create the agreement types so here you can't do that even though you can find the types inside the bracket that is called for tenders and blanket order you don't have the option to create them separately so instead we have some other options so if you just go to orders here you can see blanket order in 15 if you just click on the orders there instead of blanket orders you can see the purchase agreements so just click on the blanket order and and click on create now if you want now already here you can see the agreement type is in blanket order now if I want uh the agreement type to be in call for tender what you have to do is go to the internal link of the blanket order and from here you have to change the setting and even you can change the name of the agreement type so from here I'm changing the name to call for tender okay now from your the agreement selection type as you all know call for tender means if you're sending multiple rfqs one will be confirmed the and the other ones will be canceled so here you can see the option that is Select only one RFQ okay and in the case of blanket order you can select multiple rfqs even if you confirm one the others will be in rfqent state okay then here you have the data for new quotations or not at also you can send ingly and then you can use it inside the blanket order that is the blanket order domain okay then it works normally or like the ones which you used to create before in order 50. so if I just save it go back to New and if I add a product and all from here you can add the quotation continue the process so we'll talk about these uh purchase agreements in another video in detail so I'm not going much deeper into the topic so from here you can choose the product quantity and all and then you can confirm it it will go to ongoing so one thing is that you have to set the what vendor okay so it's from the vendor you're buying the product so you can confirm it setting a price now after confirming goes to ongoing and here you can see all the rfqs corresponding to this what purchase agreement okay and it's from those uh rfqs you confirm or cancel them all okay so from here you can create new quotation close it cancel it now so we'll talk about it in another video okay so that's the change I hope you guys got what the changes then we have vendors so this is the option where you can see all the vendors okay so you can simply create a vendor by clicking on create we've seen this window before as well okay so this creation form is similar to the ones which we done before that is in sales we created customers or not so this is exactly the same form so the vendor can either be an individual or a company so here's the individual and Brandon is the vendor now you can put a company to which he belongs to I'm putting Deco and the details that is the contact details and all has come ing to the company which she belongs to now here you can put the job position and you have the title that is Dr Madam such titles you know that is how to address that person then you have the option to add contacts and addresses okay so you can simply click on ADD here and then you can add multiple addresses for the vendor so we've seen this before as well inside the sales module if you just refer the sales module you can see how to add multiple addresses so simply choose the one which you are going to add provide the details so save and close here's the address now if you want to add again click on ADD choose whatever address you are going to add and then save it so I'm discarding it now here you have the sales and purchase tag where you have the purchase regarding details that is you have the payment terms for a purchase you can set it for this window you have the 1099 box the payment method the receipt reminder okay then you have the supplier currency okay you can set the supply currency from there also then we have the fiscal information that is you can choose the fiscal position here so if there is any fiscal position you can show you I mean choose that from the drop top so physical position is basically for tax mapping then you have the point of sale which is the bar code where you can set the barcode for this vendor now under sales you have the sales person so set a sales person for the person and you have the payment terms you can set a payment term also then under miscellaneous we have a reference and website website tags SLA policies you know so as I said before this is exactly the same what we saw inside the sales module that is while creating a customer also we've gone through the same steps here you have the accounting now it will take the counting of the parent company so by just clicking on this link it will take us to The Deco edx accounting details and all so here you can see the accounting detail I'm going back now if you want to add any internal notes you can add it here and the warnings can be set here okay so you have the option to enable it in the configuration setting that is to enable the warnings and here you can provide the message okay that is the warning message which you have to which you want to display in the uh purchase order okay and it can either be a warning message or a blocking message and all so here you have the warning on sale order wanting one purchase order for this particular vendor then we have the partner assignment where you have the geo location so it's compute based on the address we provide here you have the partner view partner Activation so here you can provide the partner level like gold silver Browns and all you have the commission plan activation and also the level weight you can provide the level rate of the person here under the partner review you have latest partner review next partner review and also the partnership date so these three are dates you can provide the dates ingly here we have the membership this person can either be a free member or else you can buy a membership so whatever membership you are buying those details will be seen here in the order lines okay so I'm just saving it for the timing now here you have a lot of smart apps which are all regarding the activities of the vendor which we created now if you have participated in any meetings or if you have any active opportunities now the account will change here and it can be accessed from the smart tabs so that's the order stack then we have the products where you have the products as well as the product varians so these are the products so all these products have created like can be purchased so it's simply clicking on create enables you to create a product so I'm creating a product which is Cheeseburger now here you can see can be sold it can be purchased as enabled so only if you enable it you can use it inside the purchase model that is the purchase order okay so here you have the product type invoice and policy then you have the sales price and all okay and you have the customer taxes then tax Cloud category of a tax category and all okay so the product type can be anything like consumable service storable even ticket course even booth and all then here you have the attributes and gradients so if it's a shirt and all you can provide the attributes and variants for the product like black blue and all will be the colors and you have the sizes or not so that things can be provided here under the attributes and gradients then we have the sales module I mean sales tab where you can set the optional products accessory products alternative products and all then here you have the point of sale where you can just check it uh to show whether it's available in POS then here you have the e-commerce shop details extra product media and all let's go to the purchase tab under the purchase tab you have the option to add the vendor for the product so once you put the root MTO and on um if the product like if a purchase order has to be triggered and all you can simply use the vendor provided here then here you have the inventory okay under the inventory you have the roots so these routes a lot comes under the inventory so I'm not talking about it in detail we have these much rules like manufacture Dropship uh resupply and all then we have the accounting details where then we have the accounting details where you have the receivables payables uh automatic email at invoice then you have the interest at unspc and on so that's all about the product creation and knowledge similar to the ones which we've done before and here you have the smart tabs okay so that's how you create a product so simply create the product and save it then we have the product variance so here you can create product variants directly okay and also you can see all the variants which are created so here you have the variance of certain products so stool food is a product here you have the video that is it is the dark blue version of that product here you have green gray dark blue green gray and all okay so that's how you create product variants if you simply click on create variant only difference you can find here is the attribute and median menu will be invisible here because we are creating an attribute directly so there is no need to add the product variant here right that is the attribute and variance tab here so we are directly creating a product variable so I'm not creating one because all other things are similar to the one which we done right now okay so that's all about the products now we have the reporting under which we have the purchase analysis so we have currently two views which are graph View and pivot to you okay so this is the pivot View here you have the graph View so this is the bar chart of the purchase analysis here's the line chart the pie chart okay now here you have measures and based on these measures you can see the graphs now if you want to insert this in spreadsheet simply click on insert in spreadsheet and you can do that also we have filters Group by and favorite now let's go to the configuration under configuration you have product attributes okay so here you can see the product categories you know the categories like consumable all deliveries rental and on so from here you can create the categories and this can be found inside the product creation menu then we have the product attributes so these are the attributes which comes under the variant creation while creating the variance and all we'll put the attributes like color size and all so those attributes can be created from this menu so simply click on create your give the attribute mean and also you can set the display type and variant creation mode and also the e-commerce filter visibility okay then we have the vendor price list you can see all the vendor price list here okay that is setting a particular amount from a particular vendor for a particular product so click on create here you can choose the vendor here I'm choosing Azure interior and you can set the product for which you are setting a price okay so I'm putting acoustic lock screen you can set the quantity for file quantity I'm putting the unit prices 100 and also you can set the validity that is the same start from which day to which day okay now here you can see the vendor product name and also vendor product code and saving so that's how you uh create a vendor price list then you have settings inside the settings you have the lock confirmed orders okay so that's what we saw right before then also the purchase agreement then you have the purchase order approval so it's simple it's a feature where you need the manager to approve to go further that is if you have you know you are doing a purchase and it exceeds the limit which is 5000 so only if the manager approves you can proceed so that's the purchase order approval then you have the warnings that also we've seen what it is then here you have the receipt reminder which will automatically remind you of the receipts which you have to pay thank you then you have the bill controls okay so here you have the invoicing and under the invoicing you have the bill control that is similar to the invoicing policy which we saw in the sales module so here you have ordered quantities uh then also receive quantities so in case of sales you might have seen the order quantity and the delivered quantity so that's it and here you have the three-way matching so three-way matching is to make sure you only pay bills for which uh you receive the goods you ordered so only after receiving the goods you ordered you need to pay so that's three-way matching you'll see that also in a detailed video then under the products tab you have variance variant grid entry product packaging you know so variant to delivery we've seen in sales only it's similar to the one in the sales itself then here you have variance that is purchase variants of a product using attributes so we've seen that that creating attributes you know it's only after you enable it you can see the product attributes here then you have product packaging that is package products by multiple unit okay so multiple unit per package you know so inside a package you're creating like five products okay then you have Drop Shipping that is to request if there's a case that is your vendor and your customer aren't seeing location but you are not in the same location in such cases you can deliver the products directly from the vendor to the customer okay so these are the main things which comes under the purchase module I clear that's all we have for you thank you so much for watching see you in the next video [Music]