POs
After a PO has been created on the BOMs tab it displays on the POs tab. From the PO’s tab, the Purchasing Agent can send POs and Requests to suppliers. The Supplier responds with their current availability, backordered quantities, pricing, and can optionally include Tax, Freight, and Notes. Once a PO response is received, the Purchasing Agent can accept the contract by responding to the request. The POs tab groups POs by either Project or by Order.
POs
After a PO has been created on the BOMs tab it displays on the POs tab. From the PO’s tab, the Purchasing Agent can do the following actions:
Send a PO to a supplier
Send an Availability request to a supplier
Send a Pricing request to Ferguson
Send a Quote request to a supplier
Unlock a BOM
Other Actions include: Release Backordered Items, Edit, Complete, Rescind, and Delete
Action: Send PO to Supplier
To Send a PO to a Supplier:
For a newly created PO, go to the POs tab. In this example, PO’s are Grouped by Project.
For the target Purchase Order, click the 3-dot button under Actions.
Click the Send button. The New Purchase Order dialog will display.
Fill out the required information (highlighted red) and edit any invalid Product Codes. See the Definitions: New POs and Requests Dialog section for descriptions of each field in the dialog.
When done, do one of the following:
Click the Save A Draft button. The PO will remain in the Unsent Status and can be edited.
Click the Send Line Item(s) button. The PO will be sent to the Supplier. The PO status will update after the supplier responds. Refresh the page as needed.
After the Send Line Item(s) button is clicked:
On the POs tab, the PO will update the Status (Sent) and the selected Supplier.
On the BOMs tab, the BOM associated with the PO will update. In this example, several Purchase Orders have been sent and some responses from suppliers have been received.
Action: Send Availability Request to Supplier
To Send an Availability Request to a Supplier:
For a newly created PO, go to the POs tab. In this example, PO’s are Grouped by Project.
For the target Purchase Order, click the 3-dot button under Actions.
Click the Availability button. The New Availability Request dialog will display.
Fill out the required information (highlighted red) and edit any invalid Product Codes. See the Definitions: New POs and Requests Dialog section for descriptions of each field in the dialog.
When done, do one of the following:
Click the Save A Draft button. The Availability Request will remain in the Unsent Status and can be edited.
Click the Send Line Item(s) button. The Availability Request will be sent to the Supplier. The Availability Request status will update after the supplier responds. Refresh the page as needed.
After the Send Line Item(s) button is clicked:
On the POs tab, the Availability Request will update the Status (Sent) and the selected Supplier.
On the Requests tab, the request Type displays as Availability Request, the Status will be Sent, and the selected Supplier will display.
On the BOMs tab, the BOM associated with the Availability Request will update. In this example, several Requests have been sent and some responses from suppliers have been received.
Action: Send Pricing Request to Ferguson
To Send a Pricing Request to Ferguson:
For a newly created PO, go to the POs tab. In this example, PO’s are Grouped by Project.
For the target Purchase Order, click the 3-dot button under Actions.
Click the Pricing button. The New Pricing Request dialog will display.
Fill out the required information (highlighted red) and edit any invalid Product Codes. See the Dialog Definitions: New POs and Requests section for descriptions of each field in the dialog.
When done, do one of the following:
Click the Save A Draft button. The Pricing Request will remain in the Unsent Status and can be edited.
Click the Send Line Item(s) button. The Pricing Request will be sent to the Supplier. The Pricing Request status will update after the supplier responds. Refresh the page as needed.
After the Send Line Item(s) button is clicked:
On the POs tab, the Pricing Request will update the Status (Sent) and the selected Supplier.
On the Requests tab, the request Type displays as Pricing Request, the Status will be Sent, and the selected Supplier will display.
On the BOMs tab, the BOM associated with the Pricing Request will update. In this example, several Requests have been sent and some responses from suppliers have been received.
Action: Send Quote Request to Supplier
To Send a Quote Request to a Supplier:
For a newly created PO, go to the POs tab. In this example, PO’s are Grouped by Project.
For the target Purchase Order, click the 3-dot button under Actions.
Click the Quote button. The New Quote Request dialog will display.
Fill out the required information (highlighted red) and edit any invalid Product Codes. See the Dialog Definitions: New POs and Requests section for descriptions of each field in the dialog.
When done, do one of the following:
Click the Save A Draft button. The Quote Request will remain in the Unsent Status and can be edited.
Click the Send Line Item(s) button. The Quote Request will be sent to the Supplier. The Quote Request status will update after the supplier responds. Refresh the page as needed.
After the Send Line Item(s) button is clicked:
On the POs tab, the Quote Request will update the Status (Sent) and the selected Supplier.
On the Requests tab, the request Type displays as Quote Request and the Status will be Sent and the selected Supplier will display.
On the BOMs tab, the BOM associated with the Quote Request will update. In this example, several Requests have been sent and some responses from suppliers have been received.
Action: Release Backordered Items
Release Backordered Items - Becomes enabled when the supplier has responded to the PO and indicates that one or more items is backordered. Clicking Release Backordered Items removes the backordered items from the PO and makes them available to be added to a different PO.
Action: Edit
Edit - Edit the line items contained in the Purchase Order.
Action: Complete
Complete - Becomes enabled when the PO Status is any payment-related status. A PO that has been paid or where payment is pending can be marked as Complete.
Action: Rescind
Rescind - Click Rescind to remove the PO from the Order. This action will also remove the PO from the Supplier’s system. Warning: This action cannot be undone.
Action: Delete
Delete - Deletes the PO and removes it from the POs tab.
Definitions
Definitions: New POs and Requests Dialog
For each PO, one or more actions can be initiated. The information provided and required for each New dialog includes similar information described below. For example, the following is a New Quote Request.
Number – A Number for a Purchase Order or Request is automatically generated to be unique. See the Purchasing - Request Numbering section in the Naming and Numbering (Admin) article for more information.
Description (Optional) – Enter a description for the entire request, if necessary.
Required Date (Required) - The Required Date defaults to the Required Date set when creating the PO on the BOMs tab. The “Required Date” indicates when the Purchase Order needs to be delivered to the site from the supplier. The default Required date for the Purchase Order is derived from either the Package’s BOM Required Date or the Required date entered when the PO was created. The Required Date can be overwritten, however, it cannot be changed to a date prior to today or beyond the Package’s BOM required date. In this example, the Package’s BOM Required date is 4/1/2021, and the dates beyond are disabled and cannot be selected.
Manufacturer Source Type - For each project, the Manufacturer Source Type can be specified under Admin > Company > Projects. The Manufacture Source Type tells the supplier if procurement for a project is:
Domestic American
Domestic Americas (North and South America)
Foreign
Unspecified (none selected)
Select Supplier (Required) – Suppliers associated with your company will display. Note: As soon as a Supplier is selected, the line items included in the PO will display and the Supplier Product Match will be initiated.
Select Account (Required) – Accounts associated with your company will display.
Notes (Optional) - Add a note about the PO.
Shipping Address (Optional) - Select a shipping address so that the supplier can enter the freight. See the Shipping Addresses (Admin) article for more information.
Line Items - See the Definitions: Line Item Data Table section for more information.
Definitions: Line Item Data Table
When Line Items display for a PO or Request the following fields display:
Line # - Each row is numbered to help usability, but does not relate to any other data.
QTY - The Quantity (QTY) is derived from the is derived from the Package BOM and can be edited.
Needed - The quantity Needed is derived from the Package BOM.
Filled - Once the Supplier has responded to the Request, the Filled column will display either a Green check or a Red triangle.
Green icon - the Green icon indicates that all items requested are available.
Red icon - The Red icon indicates that not all items are available in stock.
Issues - Displays the number of items with issues (Ex. backordered items, receiving issues, under/over qty, or failure to send the request).
Description - The Description is derived from the model unless it is overridden in the Package’s BOM.
Company Product Code - The Company Product Code is derived from the model unless it is overridden in the Package’s BOM. If the Company Product Code is incorrect, click the field link to enter a valid Company Product Code. Click the check to Save or the x to cancel when done.
Supplier Product Match - The Supplier Product Match is not editable and is populated depending on which Supplier is selected above (Selected Supplier). Over time, suppliers match products with contractors' requests. An initial request to a supplier will have no matches. Subsequent requests will have more matches as the supplier cross-references products. The content of the field for each line item can be one of the following:
(no match) - The supplier does not have a matching product.
(no description) - The supplier has a matching product but has not provided STRATUS with a description.
Full Description - The supplier has a matching product and their description is displayed.
Unit Price - The supplier's price for each unit.
UoM - The Unit of Measure (UoM) is derived from the Package BOM.
Product Code - The Product Code is derived from the Package BOM or overridden when the Request was created.
Description - The Description is derived from the Package BOM.
Manufacturer - The Manufacturer is derived from the Package BOM.
Linear Mult. (Multiplier) - The Linear Multiplier applies to the Product Stock Length and to linear items only. It represents the multiplier to be applied to the product stock length dependent upon the Unit of Measure (UOM) and lets the supplier know how to apply Quantity (QTY).
Material - The Material is derived from the Package BOM.
Length - The Length is derived from the Package BOM.
Width- The Width is derived from the Package BOM.
Size - The Size is derived from the Package BOM.
Diameter- The Diameter is derived from the Package BOM.
Allow Alt. - Allow Alt. (Alternates) line items are configured during the Create or Edit Order process. If an alternate product is allowed (checked), the row will display Yes, otherwise it will display No.
Additional Info - Additional Info can be a Manual or Property Override applied to a part template in either in the Package BOM > Property Overrides or under Admin > Company > Part Templates > BOM Line Item Mapping.
Notes - Displays notes about a line item.
Definitions: List of Statuses
After a supplier responds to a PO or a Request the status on one or more of tabs (BOMs, POs, Requests) will update after the page is refreshed.
Unsent - An Unsent Request Status occurs when a New Purchase Order is created on the BOMs tab. It can also occur when on the New Purchase Request dialog, the Save Draft button was clicked rather than the Send Line Items button.
Requested - Applies to any Request. A Requested Request Status occurs when on any New Request dialog, the Send Line Items button was clicked.
Quote Response Received - Applies to a Quote Request. When a supplier responds to a Quote Request, the Status is Quote Response Received.
Purchase Order Response Received - Applies to a PO Request. When a supplier responds to a PO Request, the Status is Purchase Order Response Received.
Response Received - Applies to an Availability Request. When a supplier responds to an Availability Request, the Status is Response Received.
Shipped - Applies to a PO where the supplier has shipped the Purchase Order.
Received Shipment - Applies to a shipment in the Receiving tab. The status is Received Shipment when the receiver uses the Purchase Order actions option to Received Shipment.
Pending - Applies to a shipment in the Receiving tab. The status is Pending when the Status is changed using the Unreceive Shipment option.
Complete - Applies to POs. When a PO needs to be paid or when a payment is pending, the PO can be marked Complete.
Acknowledged (Only used when Ferguson is the supplier) - Applies to a Quote Request or a PO. When the supplier Acknowledges a Quote Request or a PO, the Status is Acknowledged.
Problem - Applies to any Request. The Problem status displays when any errors occur during the transaction.
Group by Project or Purchase Order
The POs tab displays information differently depending on how the data table is grouped.
Group by Project
When Group by is set to Project, the Purchase Order table will display projects based on the Project drop-down (either a selected project or ALL PROJECTS).
Project - The Project Name.
Pending Purchase Orders - The total number of Pending Purchase Orders.
Required - The Required delivery date set when the PO was created.
Expand a Project to display all of the Purchase Orders for a Project. See the Definitions: Line Item Data Table for more information.
Purchase Order - Displays all of the Purchase Order numbers for the project. Each Purchase Order number includes a link to the Purchase Order Details page.
BOMs - Displays the BOM from which the PO was created. Each BOM name includes a link to the Package BOM.
Created- The date the PO was created.
Requested By - The person who submitted the request.
Actions - The 3-dot link provides the Actions. See the POs section for more information.
Line Items - Displays the total number of line items in the Order. Hover over any red triangle icons to display a message about the issue.
Issues - Displays the number of items with issues (Ex. backordered items, receiving issues, under/over qty, or failure to send the request).
Requests - The Requests column increments as requests for Availability, Pricing, or Quotes are created for the selected PO.
Status - Displays the status of the PO. See the Definitions: List of Supplier Status Responses section for more information.
Supplier - Displays the name of the Supplier the Purchase Order was sent to.
Expand a Purchase Order to display the status of line items included in the Request. See the Definitions: Line Item Data Table section for more information.
Group by Purchase Order
When Group by is set to Purchase Order, the Purchase Order table will display a list of POs based on the Project drop-down (either a selected project or ALL PROJECTS).
Purchase Order - Displays all of the Purchase Order numbers for the project. Each Purchase Order number includes a link to the Order Details page.
BOMs - Displays the BOM from which the PO was created. Each BOM name includes a link to the Package BOM.
Created - The date the PO was created.
Created by - The person who created the PO.
Actions - The 3-dot link provides the following Actions: See the POs section for more information.
Line Items - Displays the total number of PO line items. Hover over any red triangle icon to display information.
Issues - Displays the number of items with issues (Ex. backordered items, receiving issues, under/over qty, or failure to send the request). Hover over any red triangle icon to display information.
Requests - The Requests column increments as requests for Availability, Pricing, or Quotes are created for the selected PO.
Status - Displays the status of the PO. As actions are taken, the Status will change. See the Definitions: List of Supplier Status Responses section for more information.
Expand a Purchase Order to display a Request’s Line Items and Status.
Issue icons - In the Issued column, hover over any red triangle icons to display a message about how many line items have issues.
Actions - The 3-dot link provides the following Actions. See the POs section for more information.
Expand an Order to display all of the Purchase Orders for the Order.
Request - Displays all of the Purchase Orders numbers for the project. Each Purchase Orders number includes a link to the Order Details page.
Order - Displays the Order from which the request was made. Each Order name includes a link to the Order Details page.
Required - The Required delivery date set when the Order was created.
Actions - The 3-dot link provides the following Actions:
Rescind - Click Rescind to remove the PO from the Order. This action will also remove the PO from the Supplier’s system. Warning: This action cannot be undone.
Line Items - Displays the total number of line items in the Purchase Order.
Backordered - ?
Type - Displays the type of request (Purchase Order).
Status - Displays the status of the request as actions are taken on a request. See the Definitions: List of Supplier Status Responses for more information.
Supplier - Displays the name of the Supplier the Purchase Order was sent to.
Expand a Purchase Order to display a Request’s Line Items and Status. See the Definitions: Line Item Data Table section for more information.
© Copyright 2022 GTP Services, LLC All rights reserved. | About | Contact