View POs

Click the POs tab to display Purchase Orders sorted by Required Delivery Date and filtered by status tabs.
Filter Purchase Orders by the following status tabs:
1. All - Displays all PO requests regardless of the actions taken on the request.
2. Pending - Displays new requests sent to a selected supplier from the customer. A Pending PO indicates the supplier intends to purchase from the selected supplier. The PO request will remain pending until the supplier responds to the request. See the Respond to a Purchase Order Request section for more details.
3. In Progress - Displays PO requests that the supplier has responded to but the customer has not set the PO to "Completed" or "Archived".
4. Complete - Displays PO requests that the customer has set to "Completed" or "Archived".
For a Required Delivery Date (Ex. Jul 16, 2020), expand the Company name (Ex. GTP Development) to display a list of PO requests (Ex. QA | 2573 | L123-04242020-0002).
Click anywhere in a request row to display additional information about the Purchase Order request on the right-side of the page. The Respond button will also display.
Each request includes the following information
1. Required - The customer’s Required delivery date.
2. Company Name - The name of the company making the request.
3. Project Name | Number | Request Number
  1. Project Name - The name of the customer’s Project or Job (Ex. QA). This information is repeated in the right-side panel.
  2. Project Number - The customer’s Project or Job number (Ex. 2573). This information is repeated in the right-side panel.
  3. Request Number - Each customer request includes a unique GTP Connect Request Number (Ex. L123-04242020-0002). For each new request from the same company for the same Required Delivery Date, the Request Number will be automatically incremented by 1 (Ex. -0001, -0002, etc.). This information is repeated in the right-side panel.
4. Status
  1. Requested - A Purchase Order Request has been submitted by the customer and is awaiting a response. After a supplier receives and responds to a PO Request, if the quantity a supplier can supply is less than the quantity requested by the customer, the PO response is automatically split into another Request Number associated with the Purchase Order. Both Requests will remain in the "Requested" status until all items have been responded to with the quantity requested by the customer. See the Partial Response section for more information.
  2. PO Responded - Indicates that the supplier has responded to the request. The next GTP Connect step is to create a new Order Shipment. See the Order Shipment section for more details.
  3. Problem (Ferguson Only) - Indicates a problem with the transaction.
  4. Shipped - The Shipped status indicates that the PO request has been shipped See the Order Shipment section for more details.
  5. Partially Delivered - After the purchaser receives and inspects a shipment, if the condition of any line item either has an Issue or the quantity received is incorrect, then the purchaser will set the status, and the PO status will update to Partially Delivered. See the Partially Delivered section for more information.
    If there is an issue the PO status will change to Partially Delivered.
  6. Completed - After the purchaser receives and inspects a shipment, if the shipment is correct and there are no issues, then the purchaser will set the status and the PO status will update to Completed. See the Completed section for more information.
5. Requested by - Name of the person who submitted the Purchase Order Request.
6. Product Source - The Product Source tells the supplier that procurement for the project is one of the following:
  - Buy Domestic American
  - Buy Domestic Americas (North and South America)
  - Buy Foreign
  - Unspecified
7. Tax Exempt? - Displays “true” if the customer has configured their request as tax-exempt. Displays “false” if the customer is not tax-exempt.
8. QR Code Url - Copy the QR Code URL to generate a QR code on a label. See the Order Shipment Label section for more information.
9. Line Items - The total number of line items included in the Purchase Order request.
10. Shipping - Displays shipping information associated with the Purchase Order. Shipping only displays after the supplier has responded to the PO. See the Order Shipment section for more information.
11. Notes - Displays customer’s Notes associated with the Purchase Order.
12. Attachments - Displays customer’s Attachments associated with the Purchase Order.

Respond to a Purchase Order Request

To respond to a Purchase Order request:

Expand the Company, and then the Project Name | Number | Request Number to display the line items in the request.
Click the row that contains the Project Name | Number | Request Number. The Respond button and the Purchase Order details panel will display.
Click the Respond button. The Respond dialog will display.
1. Enter the required information highlighted in red and validate other pre-populated information. Tax is only required for those customers who are not tax-exempt. Freight is optional.
2. Supplier Code (required) - A Supplier Code is a unique identifier that cross-references a specific item in your system with a line item requested by the customer. For each Supplier Code, verify the available inventory and enter a price greater than $0.
  1. Mapped - A mapped Supplier Code will display automatically when a previously mapped line item matches the customer’s requested line item.
  2. Unmapped - An unmapped Supplier Code displays as a blank Supplier Code. As the supplier, you will reference your system, look up the part, and enter your "supplier code" into the Supplier Code field for the line item. As you enter a code, the system does a predictive search of your codes to help you select. In the example below, a 0 was entered into the Supplier Code field and the predictive search popup displayed. After selecting the row with the code, it will display in the Supplier Code field.
3. Unit Price (required) - Enter the Unit Price to be offered to the customer.
4. Fill QTY - The Fill QTY for each line item tells the customer whether or you have enough inventory available to fill the Purchase Order.
5. Backordered QTY - The Backordered QTY is a calculation: Requested QTY - Fill QTY = Backordered QTY
6. Requested QTY - The Requested QTY for each line item is derived from the customer’s Purchase Order request.
7. UOM - The Unit of Measure which is derived from the customer’s Purchase Order.
8. Material - The Material is derived from the customer’s Purchase Order.
9. Description - The Description of the line item is derived from the customer’s Purchase Order.
10. Customer Code - The Customer Code is either Mapped or Unmapped. When mapped, hover over the line item to display information about the mapping.
11. Allow Alternates
  1. Yes - Yes indicates that the customer will allow alternates to the line item specified. Contact the customer with any questions as this is a manual setting in STRATUS and defaults to No.
  2. No - No indicates that the customer will not accept alternates to the line item specified.
12. Size - The Size is derived from the customer’s Purchase Order.
13. Manufacturer - The Manufacturer of the line item which is derived from the customer’s Purchase Order.
14. Length (in) - The Length is derived from the customer’s Purchase Order.
15. Width - The Width is derived from the customer’s Purchase Order.
16. Diameter - The Diameter is derived from the customer’s Purchase Order.
  
  Properties Panel - Once a PO Request Response has started, the Properties panel includes additional fields in the panel.
17. Response Number (required) - Enter a unique Response Number.
18. Tax (required) - Enter the Tax.
19. Freight (optional) - Enter the Freight.
20. Total - The Total is automatically calculated: Line Items + Tax + Freight = Total
21. Shipping - Displays shipping information associated with the Purchase Order. Shipping only displays after the supplier has responded to the PO. See the Order Shipment section for more information.
22. Notes - Displays customer’s Notes associated with the Purchase Order.
23. Attachments - Displays customer’s Attachments associated with the Purchase Order.
Once the PO is complete, click the Send button.
1. Exit and save - Click the Exit and save button to close out of the dialog and save any changes made. To return and edit the Response, click the Respond button associated with the Purchase Order Request Number.
2. Send
  1. Disabled - Send is disabled until a Supplier Code and a Unit Price for each line item is entered, and the required Response Number and Tax is entered.
  2. Enabled - Click Send to send your Purchase Order response to the Customer. A response notification will immediately display in STRATUS.
The PO will be categorized as In Progress and the Status will be PO Responded.
The customer will immediately receive a response notification in two places in STRATUS: 1) the Purchase Orders page and 2) the Receiving page.
Line Items can be picked for the Order and prepared for shipping. See the Order Picking section for more information.

Partial Response

For a PO Request, when the Fill QTY is less than the customer’s Requested QTY for any item, GTP Connect will automatically create a Partial Response. Note: A supplier cannot ship any line items associated with a PO until all items have been responded to.

In this example:

The Fill QTY is less than the customer’s Requested QTY. When the SEND button is clicked, the Send Partial Response prompt will display.
To automatically Split the Response, click the SEND RESPONSE button.
1. The response will be sent and indicate which items are needed to complete the order.
2. An Items Pending Response order will be created associated with the order.
When the item is available to ship, click the Respond button and Respond as described above.
The Response Number suffix will be incremented by 1.

Order Picking

To generate a pick list, manually enter the Purchase Order data into your in-house inventory management system. Once the picking is complete and the shipment is ready to be shipped, you can return to GTP Connect to update the status and inform the customer that the shipment is being shipped.

Note: GTP Connect can be integrated with your inventory management system which eliminates the need to manually enter the Purchase Order data into your inventory management system. For more information, contact at: sales@gogtp.com or call 800.385.7131.

Order Shipment

To ship items to the customer:

From the POs tab, click the In Progress filter. The POs In that have been responded to will display.
For the Required Delivery date, expand the Company, PO, Response. The Status will be PO Responded and the line item data sent to the customer will display.
Click the Add Shipment button. A New Shipment dialog similar to the following will display. Save will be enabled once the required information highlighted in red has been entered.
1. Carrier (Required) - Enter the shipment carrier.
2. Tracking Number - Enter the tracking number, if available.
3. Net Weight - Enter the Net Weight of the shipment, if available.
4. Gross Weight - Enter the Gross Weight of the shipment, if available.
5. Expected Delivery - Enter the Expected Delivery Date, if available.
6. Response Number (Required) - The Response Number is automatically to ensure that it is unique. It can be overwritten.
7. ERP Account - The ERP Account is automatically entered but can be overwritten.
8. Branch - A supplier Branch is automatically selected. A different branch can be selected.
9. Warehouse Name - The Warehouse name is automatically entered but can be overwritten.
10. Contact Name - The customer’s contact name is automatically entered but can be overwritten.
11. Phone - The customer’s phone number is automatically entered but can be overwritten.
12. Notes - To add a Note about the entire shipment, enter the note and then click the + button. Repeat to add multiple notes.
  
  Shipped Items:
13. Line Item Number - Each Line Items is numbered.
14. Customer Code - The Customer Code is derived from the customer's BOM.
15. Description - The Description is derived from the customer's BOM.
16. Add a note - To add a Note about the line item, enter the note and then click the + button. Repeat to add multiple notes.
17. QTY Ordered - The Requested QTY for each line item is derived from the customer’s Purchase Order request.
18. QTY in Other Shipments - If there was a Partial Response for the PO, each Response can have a Partial Shipment. This field totals the QTY from Partial Shipments.
19. QTY in This Shipment - By default, the QTY Ordered will populate the QTY in This Shipment field. Edit the QTY in This Shipment field as needed.
Click the Save button once the required information is entered and the QTY in This Shipment is verified.
Once the Shipment is saved the customer is immediately notified that the shipment is in the Shipped status. If the supplier needs to view or delete the Shipment:
1. Click the PO’s response row to display Shipping information.
  1. Carrier - The name of the Carrier that was entered when the shipment was created.
  2. Items - The number of line items in the shipment.
  3. Tracking - The Tracking number that was entered when the shipment was created.
  4. Details - see below.
2. Click the Details button to display the View Shipment dialog.
3. If any Shipment information is incorrect, click the Delete button.
  1. The shipment will be deleted and the customer will be immediately notified that shipment status PO Response Received.
  2. The Add Shipment button will be enabled so that you can add a new shipment for the PO request.

Order Shipment Label

An Order Shipment label can be affixed to the shipment and when received by the customer can be scanned by the customer to pull up the Order in STRATUS. Without an Order Shipment label, the customer will need to manually locate the order in STRATUS.

To create an Order Shipment label that can be scanned by the customer when receiving the order:

From the POs tab, click the PO. You can also expand the PO to display the line items. The Properties panel will display.
Copy the QR Code URL.
Using any web site that allows you to generate and either download or print a QR Code (Ex. https://www.qrcode-monkey.com/), paste the QR Code URL into their system to generate the URL.
Either:
1. Save, then print the QR Code.
2. Or, print the QR code from the web page.
Affix the printed QR Code to the shipment or packing slip.

Post-Shipment

After a shipment is shipped the status of the PO is Shipped. When the customer receives and inspects the shipment their actions will change the status of the PO.

Partially Delivered

When the purchaser receives and inspects the shipment the condition of each line item can be either Acceptable or Issue. If there is an issue the PO status will change to Partially Delivered.

Completed

When the purchaser receives and inspects the shipment the condition of each line item can be either Acceptable or Issue. If there are no issues with the shipment the PO status will change to Completed and the PO will be categorized as Complete.

STRATUS Knowledge Base

GTP Connect POs