The Purchasing module of Portail ZAPP tracks supply orders, from the request to the receipt, and credits the stock at each receipt. The screens are restricted to Stock managers and administrators; open them from the Stock and purchasing › Purchase orders menu. Approving, rejecting and cancelling an order are restricted to administrators.
Suppliers, master contracts, items and storage rooms are CMDB records: an order can only refer to existing records of the right type.
The purchase order list
The Purchase orders page lists the orders, most recent first: Supplier, Status, number of Lines and creation date (Created on). Click the supplier to open an order's details.
The order lifecycle
| Status | What happens |
|---|---|
| Draft | the order is being prepared; Submit sends it for approval (an order without lines cannot be submitted) |
| Submitted | an administrator Approves or Rejects it |
| Approved | Issue purchase order records that it has been placed with the supplier |
| Ordered | deliveries are received line by line |
| Partially received | at least one line is not fully received yet |
| Received | all lines are received |
| Rejected, Canceled | the order is closed |
An order's details only show the buttons that apply to its status. Cancel (after confirmation) is possible as long as the order is not received, rejected or already canceled; quantities already received stay in stock.
Creating an order
New order opens the form:
- Supplier (required);
- Master contract (optional): the contract the order is placed under;
- Lines: up to five lines, each with an Item, the Storage room where it will be received, a Quantity and a Unit cost.
A line without a positive quantity is ignored, a unit cost left empty counts as 0, and at least one line is required. Click Save: the order is created with the Draft status and its details open.
Ordering from a replenishment proposal
When a stock level falls below its minimum threshold, the Stock module creates a replenishment proposal (see the "Managing stock" page). The Replenishment proposals button of the list shows the pending proposals: Item, Storage room, Quantity needed and generation date.
Create order opens the order form: choose the Supplier and enter the Unit cost (required here). The order is created with the Draft status, with one line taking the item, room and quantity of the proposal; the proposal leaves the list. A proposal can only be converted once, even if two people click at the same time.
The ACS screen offers the same shortcut: in the Stock › Thresholds reached branch, the Order button directly creates the draft with the Preferred supplier and Unit cost of the item record, then shows "Draft purchase order created.". The button is greyed out when the item has no preferred supplier or no unit cost, and the screen says which one is missing.
Receiving a delivery
On an Ordered or Partially received order, each line not yet fully received has a quantity field and a Receive button. Enter the delivered quantity (it cannot exceed what remains to be received) and click Receive:
- the line's Received column increases;
- the item's stock is credited in the line's room, through an Inbound movement;
- the order moves to Partially received, then to Received once all lines are complete.
If two people receive the same line at the same time, the second one is asked to try again: nothing is counted twice.