Template orders
To reduce the manual effort required to create and send recurring purchase orders, you can use the Template Purchase Order feature.
The template order itself is not sent. This only serves as a template for the automatic creation of follow-up orders, which are regularly generated and sent to the supplier at the set order interval.
The follow-up orders are simply copies of the template order and are treated as normal orders, i.e. settings that apply in order processing and/or order approval workflows automatically apply to all follow-up orders.
If the article conditions change after a template order has been created, the system always determines the conditions that are valid when the subsequent order is sent automatically. The determination of the current prices is only valid for catalogue articles.
Hint Each follow-up order is a copy of the template order and is treated like any new order. |
You can stop the execution of a template order at any time by clicking the Stop execution button. In this case, no more purchase orders will be created at the next possible point in time, and the status of the template purchase order will change to “In process of creation”.
The template order can be activated by your Onventis administrator under Configuration → Settings → Organization Settings → Order tab via the option Mark Order as Template Order.
To create a template order, call up the order list under Operative Purchasing → Order Processing → Purchase Orders . In the order list you can create a new order by clicking the New button. To create a template order, activate the checkbox Template order in the construction data of the order, in the area Order.
In the Period area, you can define an interval for the regular sending of follow-up orders:
Start date: you can use the selection field to specify a start date on which the order is to be sent for the first time.
Order Interval: in the Order Interval field you can specify the interval for the automatic creation and sending of follow-up orders. A number is entered in the input field and you can select the time frame in the selection field:
Day
Week
Month.
End date: you can use the selection field to specify an end date on which the order is to be sent for the last time.
The remaining order fields are filled in as usual.
Example:
Start date: 08.03.2017
Order interval: Input: 1 Selection: Month(s)
End date: 08.12.2017
Results:
On 08.03.2017 the first order is generated and shipped.
On 08.04.2017 the second order is generated and shipped.
On 08.05.2017 the third order is generated and shipped.
etc.
The automatic order dispatch ends with the last order on 08.12.2017.
To start the execution click on the Start Execution button. As soon as you have started the execution, the following information is displayed:
The template order is active – the creation and dispatch of further interval orders takes place automatically on the next defined date. |
The status of the template order is set to Template order active.
The next execution date is displayed in the Period area.
As soon as the entered end date of the template order has been reached, the status changes to template order inactive (expired). No further purchase orders are generated and sent.