Vendor collaboration: A vendor accepts a PO without changes

Transcription

1 Vendor collaboration: A vendor accepts a PO without changes This demo script covers a simple scenario where a purchase order is sent to a vendor, who responds by accepting the order as it is. Demo script November 2018 Send feedback. Learn more about Finance and Operations. Dynamics 365 for Finance and Operations

2 Contents Demo pre-steps 3 Demo scenario 3 Vendor collaboration: A vendor accepts a PO without changes 2

3 Vendor collaboration: A vendor accepts a PO without changes You can use this demo script to show how purchasing professionals can collaborate with a vendor when they place a purchase order (PO). In the simple scenario that is described here, a PO is sent to a vendor, and the vendor responds by accepting the order as it is. A more advanced scenario is available in the Vendor collaboration: A vendor suggests changes to a PO demo script. You can use that demo script to show how a vendor can suggest changes to a PO and exchange documents. Demo pre-steps Before you can start, the following preparation is required: Use the HQUS legal entity. Enable vendor US-104 for vendor collaboration where POs are automatically confirmed. On the vendor page, in the Collaboration activation field, select Active (PO is auto-confirmed). The status of POs is now automatically set to Confirmed after the vendor accepts them. Note that if you set the Collaboration activation field to Active (PO is not auto-confirmed) instead, the status of POs will be In external review until they are confirmed on the In external review requires action tab in the Orders section of the Purchase order preparation workspace. Demo scenario 1 Sign in as an admin. 2 Select HQUS as the legal entity. Vendor collaboration: A vendor accepts a PO without changes 3

4 3 Open the Purchase order preparation workspace. 4 Click the New purchase order tile, and create a PO for vendor US Click OK. Vendor collaboration: A vendor accepts a PO without changes 4

5 6 Add a line for a quantity of 5 units of item number T0020. If vendor collaboration was set up, the General tab of the Line details FastTab shows the external item information (in the External field under Reference and in the Text field). This information provides the item identification that is known by the vendor. Notice that the status is Approved. Any change management workflow must be finalized before the PO can be shared with the vendor. 7 On the Action Pane, on the Purchase tab, in the Vendor collaboration group, click Send for confirmation. Important: The Send for confirmation button is available only when the vendor is enabled for vendor collaboration in the vendor record. 8 In the Send purchase order for confirmation dialog box, click OK. You can use the standard print management functionality to send the vendor an that includes the PO as an attachment. Vendor collaboration: A vendor accepts a PO without changes 5

6 After you send the PO, notice that the status changes to In external review. 9 Open the Purchase order preparation workspace. 10 In the Orders section, click the In external review awaiting vendor response tab. The tab shows the POs that are in external review and that the vendor hasn t yet responded to. Find the PO that you just sent. Next, the vendor will respond to the PO. You can continue to use the admin user for this part of the demo. Note: When you sign in as admin, you see all the actions that both purchasing agents and vendors see. You can limit the access that a vendor has to the system by creating a user that has limited access. For information about how to manage the permissions that a user has, see How to: Manage Users and Permissions. 11 Open the Purchase order confirmation workspace. Vendor collaboration: A vendor accepts a PO without changes 6

7 A vendor account field appears in the upper-left corner of the workspace. If the vendor user has access to multiple vendor accounts, he or she can select an account. The workspace is then filtered so that it shows only POs for the selected vendor account. The Orders section of the Purchase order confirmation workspace includes three tabs: Purchase orders for review POs that the vendor must respond to. Awaiting customer action POs that the vendor has responded to but that the customer hasn t yet confirmed (that is, moved to Confirmed status). Open confirmed purchase orders POs that have Confirmed status. Notice the Accept, Reject, and Suggest changes buttons above the grid on the Purchase orders for review tab. You can use these buttons to take immediate action on a PO if you already know the contents. 12 Find the PO that you just sent, and click the ID to view the details. Note the following points about the PO details page: The vendor can use the Preview/Print button on the Action Pane to generate a PDF report of the PO. On the Line details FastTab, external item information is available if vendor collaboration was set up. An optional setting on the vendor record determines whether information about prices and totals is available on the PO. The vendor can use the Notes and attachments button on the Action Pane to open any attachments that the purchasing agent added to the PO and that are classified as external. Vendor collaboration: A vendor accepts a PO without changes 7

8 13 In this scenario, the vendor can agree to deliver the order. Therefore, click Accept. The Accept dialog box that appears includes a Notes field where you can enter comments. Additionally, the lower part of the dialog box might include text that the customer configured. Here, the customer can specify information such as the terms and conditions that the vendor should refer to. Here is an example: By accepting this purchase order, you confirm that you agree with the terms and conditions found at You will receive a purchase order that has a status of Confirmed. This purchase order will appear in your list of confirmed orders. Thank you for your collaboration. To configure the text in the dialog box, follow the instructions in Configure an approval step in a workflow. 14 Close the PO details page to return to the Purchase order confirmation workspace. 15 Open the All purchase orders list page. 16 Filter the page down to show purchase orders only for vendor US Find the PO that the vendor just accepted. Notice that the status of the PO is Confirmed. The PO was automatically confirmed when the vendor accepted the order. Vendor collaboration: A vendor accepts a PO without changes 8

9 18 Click the ID to view the details of the PO. Notice that the confirmed delivery date has been updated. (If change management is used for the PO, the system automatically approves and confirms the new PO version that was created when the confirmed delivery date was updated.) 19 On the Action Pane, on the Purchase tab, in the Vendor collaboration group, click Purchase order vendor confirmation history. The Purchase order vendor confirmation history page shows the various versions of the PO that have been sent to the vendor, and when they were sent. It also shows the corresponding responses that the vendor has returned. On the Action Pane, you can click View sent order to view the version that was sent. Vendor collaboration: A vendor accepts a PO without changes 9

10 Send feedback. Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables you and your people to make business decisions with greater confidence. Microsoft Dynamics works like and with familiar Microsoft software, automating and streamlining financial, customer relationship, and supply chain processes in a way that helps you drive business success. United States and Canada toll-free: (888) Worldwide: (1) (701) dynamics.microsoft.com 2018 Microsoft Corporation. All rights reserved. This document is provided as-is. Information and views expressed in this document, including URL and other Internet Web site references, may change without notice. You bear the risk of using it. Some examples are for illustration only and are fictitious. No real association is intended or inferred. This document does not provide you with any legal rights to any intellectual property in any Microsoft product. You may copy and use this document for your internal, reference purposes.