Purchase Order Overview
Purchase Orders are derived in a multi-stage process as follows, using bookings, rate cards and customers.
The basic pattern is
Booking is loaded with a delivery type
A rate card exists for the customer/supplier combination. This is because customers demand it in a certain way.
Largely, the booking dictates the lines making up the purchase order and uses the rate card to derive the costs for the Purchase Order. The rate card values are taken from the relevant zone which is derived from matching the postal code of the customer to the postal codes making up each zone.
Additional Notes
Customer Service Issue
There is a business agreement to make selling the product to the customer as simple as possible; notably that SEKO will fall over backwards to accommodate any requirements in terms of the format of the costing. This means that SEKO currently send the requirements to the supplier and they fill in the costs in the bespoke customer format. This makes the work easier for the customer (and the SEKO salesman) as they don’t have to think so hard, but for SEKO and the supplier it is far more difficult to realise the costs and the SEKO markup for the customer.
Customer Service Issue Resolution
Everything should be designed to be stored centrally by the system in the same format meaning that each supplier is given requests in exactly the same format despite the customer. Any costs which the customer wants to see should be given to them in the way that they required it, if that is what they require.
System Requirements
Requirement | Done | Function | Notes |
|---|---|---|---|
Booking, with order/delivery type | Yes | Booking | eg. installation, delivery |
Country (with postal code input format) | No | Postal Code match, also good for direct delivery where FMF is currently chosen | eg. France, Germany 2 digits, Italy might be a bit different |
Final Mile Facility with Zones | No | Zone match on Postal Code for a country | Reasons for choosing two matching ones varies, eg. non-payment, price, efficiency etc |
Rate cards for all different required cost items, with zones | No | Cost lines for each PO | |
Import of rate cards “shape” from customer to obtain sell rates for them | No | Store customised format requests | Customer portal required? Do they need Excel copies? |
Translation from customer rate cards to standardised format | No | Standardise data formats | Not mandatory, depends on relationship with customer |
Export standardised rate card to supplier to fill in | No | Supplier supply rates | Supplier Portal would be better |
Import standardised rate card to system | No | Store supplier rates | Supplier Portal would be better |
Export customised rate card based on standardised rates | No | Export customised format requests | |
Create Purchase Order lines | No | Create PO lines from booking type | Derive from booking and supplier rates for zone and country |
Override and add PO lines | No | Add and override | |
Store a buy and sell rate per item per zone per supplier per client | No | Profit margin | |
Create Purchase Order PDF | No | Create PO docs | |
Send PO | No | Send PO to supplier with buy rates | |
Create Invoice PDF | No | Create Invoice Docs | Bill by job by month |
Send Invoice | No | Send Invoice to customer with sell rates |