Fourth’s Purchasing & Inventory release 4.6.95 includes new functionality. Specifically:
- Support for Standing Orders
- Pending Delivery Tasks
Release Date: 22nd (EMEA) / 25th July (USA) 2019
Reason for the Change
Support for Standing Orders
With the automation of all processes there is need to be able to set up Standing Orders with specific products for Vendors, which would be created on a specific date each week.
Pending Delivery Tasks
When the Receiving app is enabled, users can benefit from the ability to have Task Notifications displayed on the Fourth app Dashboard for any Pending Deliveries that are due.
Customers Affected
All Purchasing & Inventory users.
Release Notes
Support for Standing Orders
- There is a new Submenu access right under Main Menu - Purchasing called Standing Order Center.
Fig.1 – The Submenu item for Standing Order Center
- In Access Rights, specific rules can be set up for the Standing Orders - ability to Edit/View/Delete/etc…
Fig.2 – Specific access rights for Standing Order Center
By enabling this menu item for a user and granting them access, it will be visible under the Purchasing main menu.
Fig.3 – Position of the new Sub menu item for Standing Order Center
- On the Center form there is ability to filter by Standing Order Number, Vendor Name and Number.
"Last Order Created" date is visible on the listing. It stands for the date when the last Order was created from this Standing Order.
Fig.4 – Standing Order Center Form
The Standing Order form itself looks very similar to the existing Order form with few minor changes:
- There are checkboxes that specify days of the week for which this order can be automatically created
- Active checkbox that indicates if the Standing Order is currently active. If the Standing Order is deactivated, no orders will be created from it
- End Date, after which the Standing Order will become inactive.
- Lead Days stands for number of days to be added to the date of creation of the Order and used as the new Delivery Date. For example: Today’s Order creation 17.07, lead days = 2 the Delivery Date of the new Order will be 19.07
- Prices of items will be taken at the time of creation of the Order as they would normally be picked up while manually creating an Order
Fig.5 – Standing Order Detail Form
Fourth will be setting up the job that processes Standing Orders into regular Orders.
It is recommended to set the job to run daily, which will ensure orders for the day are created in the morning. In the case that Properties are in different time zones/continents, jobs should be set to run every 3 to 4 hours, so that Orders are created in the morning based on the Properties’ time zones.
When the job runs it will pick up any Standing Orders that are due for processing at that date, and then create them.
If the frequency is increased and the job runs again in the same day for a property, it will not create a second Order. It will check if the Order was created from the Standing Order for this date and if so, it will not create a second for the day.
Orders created from the job will have “SYSTEM” as their “Created By” value.
Fig.6 – Purchase Order Center form
Pending Delivery Tasks
There is a setting under for enabling Tasks for Pending Deliveries. When enabled, the user will be added to the list of users for receiving Pending Delivery Tasks.
- Go to Edit > Preferences > Communication and check the box against Pending Deliveries/Tasks – see Fig.7
Fig.7 – User Preferences, Communication
On the Fourth app Dashboard, My Tasks and Actioned Tasks will be visible for users who have tasks assigned to them.
- Under My Tasks a user can observe Pending Deliveries that are Upcoming or Overdue. Whenever an Order is created in Purchasing & Inventory, a new Task will appear for the user against which a Receiving can be opened.
If an Order is deleted in Purchasing & Inventory the Task will be removed as well.
Fig.8 – My Tasks on Fourth app Dashboard
- Under Actioned Tasks, past Pending Deliveries that were complete/actioned will be displayed
The Task will disappear from the dashboard 3 weeks after the Order delivery date.
Fig.9 – Actioned Tasks on Fourth app Dashboard
When the user opens a Pending Delivery, a more detailed view will be provided. There is also a link for the Receiving that will redirect the user to the specific Receiving on the Receiving app.
Fig.10 – Pending Delivery detailed view
For this functionality to work, the customer needs to have Receiving app enabled.
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