Creating a New Order Response

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Overview

 

A new Order Response based on an existing Order can be raised from the Documents page, Order Response Summary or Order Response View page:

 

Do-it Select create_response_button in the dropdown list and Click go

 

The Order Response Creation Page is displayed.

 

create_response_header_save

 

The header details of the Order Response is highlighted in yellow and this header must be saved before any lines can be added. If auto-numbering for Order Responses has been disabled within the Admin - General Admin module, an Order Response number must be entered.

 

The Type field provides a drop down box with four options. These are:-

 

Accept All

- All Order lines have been accepted as correct and stock is available (see The Accept All Type)

Back Order All

- All Order lines have been accepted but have been placed on back order (see The Back Order All Type)

Reject All

- All Order lines have been rejected (see The Reject All Type)

Detail

- Selected Order lines may be rejected or placed on back order - each line will be allocated it's own status (see The Detail Type)

 

Once the Order Response Type and number has been entered, or if auto-numbering for Order Responses has been enabled the save button can be clicked on to save the header and create the Order Response.

 

create_response_saved

 

It is also possible to edit an existing Order Response that has not yet been sent to the buying organisation (see Editing an Order Response).

 

Now that the Order Response header has been saved, you can:

 

Do-it Click back to return to the previous screen.

 

Do-it Click PrintPreview to print the Order Response

 

Do-it Click DocumentDelete to delete the Order Response

 

Do-it Click DocumentSend to send the Order Response to the buying organisation

 

Do-it Click edit to change the Order Response header / comment details

 

Do-it Click addnew to the right of Shipping_add to add a line not in the Order

 

Do-it Click addnew to the right of Document_attachments_box to add an attachment to the Order Response

 

 

Do-it Click edit within response_lines_edit to edit the line details of the Order Response

 

 

NOTE: You may not be able to send an Order Response without entering further information (for example one or more order response lines). Until these actions are complete, the send button will be unavailable:

 

DocumentSendGrey

 

Details displayed on this page include the following:

 

       Bullet Dated - The date of the Order Response as stated by the supplier organisation.

 

       Bullet Raised - The date & time that the Order Response was raised by the system.

 

       Bullet Sent - Whether or not you have sent the document to the buying organisation.

 

       Bullet Currency - The currency of the Order Response. The default currency for the Supplier Portal is GBP.

If an alternate currency has been used by the sender for the Order that this Order Response is responding to, the following will be displayed:-

 

ordersummary_altcurrency

 

•The EUR is the alternate currency e.g. EUR = Euros
•The Rate is the currency applied exchange rate between this currency and GBP e.g. 1.494
•The Source is the source for the exchange rate e.g. HMRC

 

       Bullet Value Excl.Tax - The total value of the Order Response excluding tax.

 

       Bullet Total Value - The total value of the Order Response including tax, if appropriate and known.

 

response_header_view

 

 

Further details displayed include:

 

       Bullet Related Documents - Other documents that are associated with this Order Response. Clicking

       on a document will cause the display to switch to that document

 

Bullet Attachments - any attachments added to this document.

 

       Bullet Comments - Further comments added by you regarding this Order Response.

 

Line details displayed include:

 

       Bullet Line - A number indicating the sequence of the lines

 

Bullet Order Line - The line number from the original order for this item

 

       Bullet Item Code, Classification, Description & Comments - The code used for the goods or services, any classification

e.g. UNSPSC codes, its description and any comments about this line of the Order Response

 

       Bullet Shipment Date - The date on which the goods or services will be shipped

 

       Bullet Quantity - The number of units of the item being included within this Order Response

 

       Bullet Unit - The unit of measure of the item

 

       Bullet Price - The price of one unit of the item

 

       Bullet Extended - The value of this line of the Order Response, excluding tax

 

       Bullet Tax Rate - The rate of tax that applies to this line of the Order Response

 

       Bullet Line Total - The value of this line of the Order Response, including tax

 

Bullet Type - The type of this line of the Order Response e.g. Accept, Reject, Back Order

 

response_line_header

 

Order Response footer details include:

 

       Bullet Tax Rate - The tax rate applied to the Order Response

 

       Bullet Taxable - The total of the extended values of all the lines i.e. excluding tax

 

       Bullet Tax - The total tax value

 

       Bullet Ext. Subtotal The total of the extended values of all the lines i.e. excluding tax

 

       Bullet Tax - The total tax value

 

       Bullet Total - The total value of the Order Response, including tax

 

response_footer_details

 

The Audit contains details of status changes and, if sent, details about the transmission.  To view the Audit details:

 

Do-it Click expand next to Audit and the full details will be displayed:

 

response_audit_not_sent