cats:procedures:traffic:vendororders

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cats:procedures:traffic:vendororders [2022/06/21 17:35] – [Vendor Orders: Setting up, Managing and Using] wiki_admincats:procedures:traffic:vendororders [2022/06/21 22:46] (current) – [Using Vendor Orders] wiki_admin
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-======Vendor Orders: Setting up, Managing and Using======+======Using Vendor Orders======
 Managing costs is an important part of the commodities business. The Vendor Order system in CATS is a distinctive tool to help anticipate costs, cut down on duplicative entry and streamline vendor reconciliations. The Vendor Order system leverages the standard traffic documents (delivery order, shipping instruction, etc.) as the framework for a customizable and extensible costing rubric. Managing costs is an important part of the commodities business. The Vendor Order system in CATS is a distinctive tool to help anticipate costs, cut down on duplicative entry and streamline vendor reconciliations. The Vendor Order system leverages the standard traffic documents (delivery order, shipping instruction, etc.) as the framework for a customizable and extensible costing rubric.
 {{entry>0;Vendor Orders;-}} {{entry>0;Vendor Orders;-}}
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 In this wiki, you can learn: In this wiki, you can learn:
-  * How to [[cats:procedures:invoices:vendororder|set up and configure vendor roles and vendor order templates]].  +  * How to [[cats:procedures:invoices:vendorordersetup|set up and configure vendor roles and vendor order templates]].  
-  * How to generate vendor orders using traffic forms.+  * How to vendor orders are created from traffic forms.
   * How to add and modify vendor orders on a traffic form.   * How to add and modify vendor orders on a traffic form.
-  * How to generate payable invoices using vendor orders. +  * How to [[cats:procedures:invoices:vendororderinvoice|generate payable invoices using vendor orders]]. 
  
-===== Generating Vendor Orders from Traffic Forms =====+===== Vendor Orders for Traffic Forms =====
 Vendor orders represent itemized charges that could, for example, be entered on a vendor invoice. Vendor orders are generated in the process of creating traffic forms (also called traffic orders, e.g., DO, SI). Vendor orders for multiple different vendors may be generated from a single traffic form.\\  Vendor orders represent itemized charges that could, for example, be entered on a vendor invoice. Vendor orders are generated in the process of creating traffic forms (also called traffic orders, e.g., DO, SI). Vendor orders for multiple different vendors may be generated from a single traffic form.\\ 
  
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 When you create a new traffic form, CATS will pull in all of the vendor order line items that it finds that relate to the roles and templates you have set up.  When you create a new traffic form, CATS will pull in all of the vendor order line items that it finds that relate to the roles and templates you have set up. 
  
-==== Add VO to Traffic Form: Quick Guide ==== +===== Reviewing Vendor Orders for a Traffic Form =====
-  - Open the traffic form you will be using. +
-  - Select **VO** to see the orders to be applied to the form. CATS will show you a list of the vendor orders that apply to this particular traffic form. +
-  - Add/review vendor orders for this traffic form by entering the accounts and rates. +
-  - Use the checkboxes to include/exclude vendor orders. +
-  - Pick **Save** to save your changes and return to the traffic form. +
- +
-==== Add Vendor Orders on Traffic Forms ====+
 When a new Traffic Form is printed or PDF generated, CATS will pull from the vendor roles for that traffic form to create vendor orders corresponding to the inventory material. CATS will attempt to pull counterparty information automatically based on the source and/or account in the vendor templates file. When a new Traffic Form is printed or PDF generated, CATS will pull from the vendor roles for that traffic form to create vendor orders corresponding to the inventory material. CATS will attempt to pull counterparty information automatically based on the source and/or account in the vendor templates file.
  
-When the traffic form is printed, CATS will automatically update & display the vendor orders. To see the vendor orders for a traffic form, first open the traffic form you will be using. From the form's review screen, select the menu option ''VO'' to see the vendor orders that have been applied to this traffic form.+Printing the traffic form will update & display the vendor orders. To manually view the vendor orders for a traffic form, first open the traffic form you will be using. From the form's review screen, select the menu option ''VO'' to see the vendor orders that have been applied to this traffic form.
 [{{:cats:procedures:traffic:vendororder_addvofromdeliveryorder.png|Select VO from the traffic form menu to see vendor order information.}}]   [{{:cats:procedures:traffic:vendororder_addvofromdeliveryorder.png|Select VO from the traffic form menu to see vendor order information.}}]  
  
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 [{{:cats:procedures:traffic:vendororder_importedratesonform.png|Vendor orders that apply to this traffic screen.}}] [{{:cats:procedures:traffic:vendororder_importedratesonform.png|Vendor orders that apply to this traffic screen.}}]
  
-The steps for determining Vendor Order Line Item creation are:+===== Understanding Automatic Vendor Orders ===== 
 + 
 +The steps for determining Vendor Order line item creation are:
   - Match the role traffic form type to this traffic form (Is it a DO? SH? etc.).   - Match the role traffic form type to this traffic form (Is it a DO? SH? etc.).
   - Match the source counterparty code to the counterparty code on the role.   - Match the source counterparty code to the counterparty code on the role.
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 [{{:cats:procedures:traffic:vendororder_relevanttemplates.png|Relevant templates applied as vendor orders.}}] [{{:cats:procedures:traffic:vendororder_relevanttemplates.png|Relevant templates applied as vendor orders.}}]
  
-As you can see, CATS pulled in the information it found from the appropriate templates. Roles with no matching template come in with no account and no rate. Templates without codes on them come in with no account and no rate.+In this example, CATS pulled in the information it found from the appropriate templates. Roles with no matching template come in with no account and no rate (users will manually enter the appropriate values). Roles without account codes on them come in with no account and no rate. 
 + 
 +Vendor Order line items must have an account and a rate in order to persist. With the rates and accounts are filled in, CATS lists the total charges that have been reserved for this traffic form. 
  
-In order to properly create all of the Vendor Order line items, every line item in the list must have an account and a rate. If we fill in the rates and accounts, we can see the total charges that CATS will reserve for this traffic form.  
 In our example, we have un-checked the line item for Other Customs Charges and filled in the other missing account codes and rates.  In our example, we have un-checked the line item for Other Customs Charges and filled in the other missing account codes and rates. 
  
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 [{{:cats:procedures:traffic:vendororder_voamountsontrafficform.png|Summary of charges for VO items on traffic form}}] [{{:cats:procedures:traffic:vendororder_voamountsontrafficform.png|Summary of charges for VO items on traffic form}}]
  
-===Adding a Vendor Order Item from the Traffic Form===+===== Adding a Manual Vendor Order Line Item =====
 If you need to add another vendor order item to this form, you can do so by selecting the **Add** button when in the **''VO''** (vendor order item list) screen. If you need to add another vendor order item to this form, you can do so by selecting the **Add** button when in the **''VO''** (vendor order item list) screen.
 [{{:cats:procedures:traffic:vendororder_addroletoform.png|Pick Add when on the VO item list screen.}}] [{{:cats:procedures:traffic:vendororder_addroletoform.png|Pick Add when on the VO item list screen.}}]
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 [{{:cats:procedures:traffic:vendororder_voamountsontrafficform2.png|New vendor order items totals.}}] [{{:cats:procedures:traffic:vendororder_voamountsontrafficform2.png|New vendor order items totals.}}]
  
-===== Vendor Order Payables ===== +==== Add VO to Traffic Form: Quick Guide ==== 
-A specific invoice type (VR) is required to use the vendor orders to generate a vendor invoice payable. If one does not already exist, you can set one up. For additional help with creating a new invoice type, see the wiki on [[cats:procedures:invoices:invoicetypes|Invoice types]].  +  - Open the traffic form you will be using. 
-Create a new vendor invoice and select the "VR" invoice type. +  - Select **VO** to see the orders to be applied to the form. CATS will show you a list of the vendor orders that apply to this particular traffic form. 
-[{{:cats:procedures:traffic:selectinvoice_typevr.png?|}}] +  - Add/review vendor orders for this traffic form by entering the accounts and rates. 
-Enter the invoice number and the date. +  - Use the checkboxes to include/exclude vendor orders. 
-[{{:cats:procedures:traffic:vendororder_createnewvr.png?|}}] +  - Pick **Save** to save your changes and return to the traffic form.
- +
-On the main invoice screen, instead of "SInv" (Select Inventory) the menu has an option "SOrd" (for Select Order). Click on the "SOrd" menu option to enter a scan that displays all the unpaid Vendor Orders for the counterparty on this invoice.\\  +
-[{{:cats:procedures:traffic:vendororder_selectorder.png|}}] +
- +
-The scan lists all unpaid vendor orders on a container-by-container basis.\\ [{{:cats:procedures:traffic:vendororder_scanorderlineitemsblank.png|The scan of unpaid vendor orders is shown here.}}] +
- +
-<note tip>By default, CATS excludes from the list all vendor order items that have already been either paid off in full or assigned to another invoice. If a particular vendor order isn't showing up in the list, you can use the "filter" sub-menu to change the default filter.</note> +
- +
-The on-screen search dialog allows filtering the list to find a specific container or traffic detail.\\  +
-You can filter by +
-  * **Traffic form** - Enter the type and number. +
-  * **Code** - Cost code. +
-  * **Purchase** - Purchase contract number. +
-  * **Sale** - Sale contract number. +
-  * **Container**. +
-  * **ICO Marks** - Use one, two, or three fields of ICO marks to filter the list. +
-  * **Warehouse receipt**. +
-  * **BL#** - Bill of Lading number on the traffic screen. +
- +
-It also displays status information so the user can see the current total amount of the VR they are creating and the total for the currently selected line. +
-[{{:cats:procedures:traffic:vendororder_filterboxonvr.png|On-Screen filter for vendor order line items with summary and selected item details.}}] +
- +
-==== Select Vendor Order Invoice Items ==== +
-1. As with paying disbursements and receipts, you can specify an alternative amount to pay on a line-by-line basis by entering the amount to put on the invoice directly in the scan. +
- +
-2. You can choose "Pick" from the menu to pay the currently selected line at its calculated price. +
- +
-3. You can select "Pick VO" to pay all containers for a particular vendor order item. This means that all containers that fit this vendor order will be selected.\\ [{{:cats:procedures:traffic:vendororder_scanorderlineitemspickvo.png|Choose VO to select all containers related to this particular VO.}}] +
- +
-4. Use "Pick Form" to select all vendor order line items from the traffic form displayed in the form number column.\\  [{{:cats:procedures:traffic:vendororder_scanorderlineitemspickform.png|Choosing Pick Form selects all of the vendor order line items from a traffic form.}}] +
- +
-==== Changing the Vendor Orders from the Invoice ==== +
- +
-You can also modify the original vendor order definition by selecting **Tools > Edit Vendor Order** from the toolbar menu.  +
-[{{:cats:procedures:traffic:vendororder_vrtoolseditvendororder.png|Use the menu item to modify the vendor order line item from the invoice.}}] +
- +
-This takes you to the  box on the original traffic form for the order line item you picked. From here, you can modify the vendor order if it has not yet been charged on an invoice and it is for the invoice account.  +
-[{{:cats:procedures:traffic:vendororder_modifylistfrominvoice.png|Change the vendor order line item details from this box.}}] +
- +
-==== Finishing the Invoice ==== +
-Once the orders have been picked, exit the scan and CATS will populate the invoice to match the vendor order details selected. Print and post the invoice as normal. +
-[{{:cats:procedures:traffic:vendororder_printedvrinvoice.png|A Printed VR Vendor Order Invoice.}}] +
- +
-If you go back to any of the traffic forms affected by this invoice, the Charged amount will have changed in the VO summary section. +
-[{{:cats:procedures:traffic:vendororder_chargedamountonform.png|VO Summary Charged amount has now changed.}}]+
  
 {{tag>"vendor order"}} {{tag>"vendor order"}}
- 
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  • Last modified: 2022/06/21 17:35
  • by wiki_admin