How To

How to Select a supplier for an order?

Select the supplier you wish to select for the order in the “included supplier” grid.
Right click and select “Select as supplier”
This action will update the order head information using the available quotation details, for user to be informed about the changes the following dialog will appear

4. Order Head Changes: The top section of this dialog shows the main changes of the order head. There are 5 main columns in this grid, and they represent the following

Order head field: This is the name of the field that will be affected by the select supplier action.
Current value: This column will reflect the values currently set in the order head, which will be overwritten.
Selected quotation: This column shows the new values from the selected quotation.
Supplier Default: Will show the default values for the supplier, allowing users to compare the default values to the ones that are quoted.
Values after this action: Will show what values will be set for the order head if the process of selecting the supplier is completed.

In most cases the quoted values are the ones users want to update the order head with, but in case a value has been set in the order head, with an intention, prior to the supplier is selected, and the selection will overwrite this value it is possible to “untick” the check box in the “Accept” column. Any not accepted changes, will not be set in the order head, and the current value will be kept. This is indicated by the current value text is marked with a blue bold font.

5. The lower section of the dialog shows the changes that will affect the order lines. There are three different types of changes reflected in this section. Some of the changes (change type) the system will assume you want and some it will assume you do not want. Again, it is possible to accept or not accept the change by ticking the “Accept” check box in front of each line.

a. Change type: Price: This can maybe be considered a no brainer, and this is most likely why you are selecting a quotation in the first place. If the order lines have prices before the supplier is selected the column “Order line change description” will show for example: 1795.00 NOK changes to 237.50 USD

b. Change type: UOM Only: In some cases, the supplier will quote certain items in a different UOM than the systems stock UOM. (Unit Of Measure). IE: They quote in six packs instead of individual items. If the selected quotation contains such a change, the change type will be listed as “UOM Change”. The column “Order line change description” will show for example: 4 PC changes to 1 BOX

c. Change type: QTY Only: A supplier may alter the ordered quantity in their quotes. If the supplier only quotes 6 pack of an item, they may return the quote in your UOM, but will alter the quantity from for example 4 to 6 which is the suppliers minimum. The column “Order line change description” will show for example: 3 PC changes to 4 PC.

d. Change type: QTY and UOM: A supplier may alter both the UOM and the QTY of that UOM quoted. If a supplier only supplies an item in boxes of 5, and the RFQ ask for 12 pieces, the supplier might alter this to “3 boxes” and quoting the price for each box (not pieces). The column “Order line change description” will show for example: 12 PC changes to 3 BOXES.

e. Change type: Price set to 0.00: If the selected quote does not have quotes for all order lines, this will also show in the grid. The column “Order line change description” will show for example: 1200 NOK changes to 0.00 BOX.

It is not possible to “not accept” this change. To correct this the process of selecting the supplier need to be cancelled, and the quote line for the items adjusted. Either by adding a quote for the items or setting QTY to 0, which will cancel the order line.