This article provides an overview of the basic user processes within Purchase to Pay, including building a document thread, Order Confirmations, Delivery Notes, Invoices, Requests for Credit, Credit Notes and Catalogues.
Logging into Purchase to Pay
- Go to http://www.purchase.emea1.fourth.com/ and enter the required username and password
Please Note: The web browser used must be Internet Explorer version 6.0 or above.
Fig.1 - Purchase to Pay login screen
The home page will then display.
Fig.2 - Purchase to Pay home page
- In the Membership section on the left hand side of the screen, the Sign Out and My Profile links are available
- To edit or view the profile information, select My Profile
Fig.3 - My Profile page
Fig.4 - My Profile – Reset Password page
In the Messages section on the left hand side of the screen, links are available to view Orders placed, and Invoices and Credits sent in the past 7 days.
Fig.5 - Messages section
Alternately, messages can be located via the Document Search link, where different document types can be searhced for (Purchase Orders, Confirmations, Delivery Notes, Invoices, Credit Requests and Credits).
- The search can be filtered by Document Type, Thread, Status, Date, Sender, Recipient etc
- Use the Restrict to 30 days? tick box to restrict the search (can help to bring back a smaller, more manageable number of results)
Fig.6 - Search filters
Building a Document Thread
- If orders which have been received from customers are to be checked on a daily basis, select the Orders Received in the last 7 days link, or conduct a search by applying the required filters
The system will return the data as displayed in Fig.7
Fig.7 - Orders Received in the Last 7 Days page
The order status will display under the Thread Status heading, for example, the first order has only just been sent, whilst the other two have been credited and confirmed respectively.
When an order has a status of Order Sent, a Confirmation must be raised for that order.
To do so:
- Select the Confirm link against the required order under the Actions column
Fig.8 - Confirm option in the Actions column
The ‘Order Confirmations’ page will display.
- Within this page, a user can either Accept, Reject or Change an order line, or Add New Line
- There are also options to Accept All Unchanged Lines or Reject All Unchanged Lines
For more information on the icons within the Actions column, hover the mouse over the icons and a tooltip will display.
Certain fields are mandatory within this page, such as the POConf Ref. The system will highlight which fields need to be populated.
Fig.9 - Order Confirmation page
- Select Send Document and the system will send the document to the customer
Fig.10 - Send Document button
- Once the Confirmation has been raised, select the View Thread link under the 'Actions' column
Fig.11 - View Thread button
The system will show that there is a confirmation linked to that order.
Fig.12 - Confirmation linked to an Order
Order Confirmation for Telephone Orders
- To raise Order Confirmations for orders taken over the phone, select the Confirmation Entry Screen link under the Messages section
Fig.13 - Confirmation Entry Screen link
The ‘Purchase Order Confirmation Creation’ screen will display, where various fields need to be populated:
- Use the Select Sender drop-down menu to enter the Sender details
- Use the Select Recipient drop-down menu to enter the Recipient details
- Enter the Confirmation Date, Purchase Order Reference, Purchase Order Date and Confirmation Reference
- Add the required Confirmation Line information by selecting the Add Line button to indicate what was ordered and what will be delivered
- Select Create Confirmation
Fig.14 - Purchase Order Confirmation Creation fields
The next step is to create a Delivery Note.
Please Note: It is recommended to create a Delivery Note for a required order by going into the existing thread and creating the Delivery Note from the Confirmation, rather than creating one from the Order page. This ensures that all information previously entered is available.
To do so:
- Select the Despatch link under the Actions column for the required order
- Verify that the information required is accurately entered, and then select Send Document
Fig.15 – Send Document and sending Confirmation request
- Once the Delivery Note has been sent, return to the thread to raise an Invoice
Clean Invoicing is a process where an Invoice is only raised for the Products that were delivered to the site.
- Select the Invoice link against the Delvery Note, as per Fig.16
Fig.16 - Invoice link
The Invoice page will display.
- Populate the required fields
- Lines can also be edited if required, such as the Quantity delivered, Price, VAT%
- Select the Bin icon to remove a line if it was not delivered, or Add New Line to add another Product
Fig.17 - Editable lines
Request for Credit
If there is a discrepancy between an Invoice and what was receipted at the Site, Purchase to Pay will automatically raise a request for credit, as seen in Fig.18.
Fig.18 - Discrepnacy between Invoice and GRN, and a Request for Credit
There is an expectation that this is responded to within a certain number of days. Please check with the customer to confirm the business process and this time period.
There are various actions to proceed with a Request for Credit:
- Agree – If this is selected, the system will process the Request for Credit and change the status to ‘Accepted’
Respond – This option is recommended, as it will allow for a Credit Request Response to be raised (see Fig.19)
- Any comments can be added in the Respond Narrative field
- Specific lines can be set to Accept, Reject or Change using the icons under the Actions column
Fig.19 - Credit Request response
If the ‘Respond’ option is selected, the user still needs to return to the thread and raise a Credit Note, as creating a Response does not send a credit note to the customer.
Fig.20 - Credit Response on a thread
A Credit Note can be raised from the Invoice Document in the thread.
- Select Credit under the Actions column in the required thread
Fig.21 - Credit option in Actions column against an Invoice
- Select the relevant lines from the invoice to credit, and enter a Reason for Credit if required
Fig.22 - Lines to credit
Once the credit has been raised, this marks the end of the thread for that particular order which has a discrepancy between the Receipt and the Invoice.
Fig.23 - Completed thread
Depending on the customer’s business process, it is typically the Supplier’s responsibility to maintain a catalogue. Please check with the customer on how best to approach the Catalogue process.
For further information on the formatting and loading of product Catalogues, please see the following artilces: