Itemized confirmations

On the Itemized confirmations page you track whether suppliers have confirmed the items you ordered from them, and if so, for when. Here you record the confirmation date per item, and from here you can email your customer to tell them when the ordered product is expected.

How does it work?

The supplier order process is followed by three item-level worklists, one after the other:

1. Items awaiting procurement: what you still have to order from the supplier.
2. Itemized confirmations (this page): whether the supplier confirmed each item, and for when they promise delivery. The customer can receive an email about the confirmation.
3. Incoming items: what is on the way, what is still expected and what has already arrived.

Each row of the list is an item that you ordered from the supplier based on a customer order (it is created by the procurement started from the Items awaiting procurement page), and the supplier order is in Closed or Approved status.

• Item-by-item tracking: you can enter a separate confirmation date for each item of a supplier order.
• Customer information: you can email the confirmed deadline to the partner who placed the customer order.
• Items that cannot be procured: if the supplier cannot fulfil an item, you can mark it, and the item gets the Not procurable status.
• Quick filtering: with the Confirmed filter you can immediately find the items still waiting for confirmation.

1. Opening the page

Click Main menu / Procurement / Supplier orders / Itemized confirmations. At the top of the page you see the Actions, Search and View and layout tabs, and below them the table of items. The screenshots in this guide are from the Hungarian interface; in the image captions the Hungarian label is shown in brackets. In the Confirmation date column the value 0000.00.00 means that the item has not been confirmed yet.

Default view of the Itemized confirmations list (Tételes visszaigazolások)

2. Filtering the list

On the Search tab you can narrow the results by Partner/Supplier company name, Customer order number, Supplier order number, Product/Item number and Confirmed (Please choose / yes / no). If you only want to see the items still waiting for confirmation, set Confirmed to no. The Expand button opens more filters: the Document date and Confirmed periods (from–to), Employee and Product manufacturer. You can also save the search, and the page then loads with the saved filters next time.

The Search tab (Keresés) with the filters opened by the Expand button (Bővítés)

3. Selecting an item

Click the row of the item in the table, then switch to the Actions tab. There are two buttons here: Line item confirmation and Detailed confirmation. If you click the identifier in the Customer orders or Supplier orders column, the document opens in a new tab.

The Actions tab (Műveletek) with a selected item

4. Line item confirmation

The Line item confirmation button records the confirmation date of a single item. In the window that opens, fill in the Confirmation date field (required, selectable from a calendar), then choose the right button:

• Save: saves the date without sending an email.
• Save and send email: saves the date and emails the customer about the confirmed deadline of the item.
• Close: leaves the window without saving.

If the supplier cannot fulfil the item, tick the Not procurable option in the window. The item then gets the Not procurable status, and you do not have to enter a date.

The Line item confirmation window (Tételes visszaigazolás)

5. Detailed confirmation

The Detailed confirmation button shows, in a larger window, all items of the customer order to which the selected item belongs. This way you can enter the dates item by item in one place. The date fields are saved automatically as soon as you change them. At the end of every row there is a Send email button, which stays inactive until the row has a confirmation date. With the Send email for all items button at the bottom of the window you can inform the customer about all items in a single email.

The Detailed confirmation window (Részletes visszaigazolás)

6. What does the email sent to the customer contain?

The email contains an item table (name, partnumber, quantity, price, order date, confirmation date) and a download link. The system sends it to the email address of the user of the partner who placed the customer order, not to the supplier.

7. Columns, rows, sorting

On the View and layout tab, the Oszlopok (columns), Sorok (rows) and Sorting buttons let you set which columns are visible, how many rows appear on a page and in what order. The names of the first two buttons are shown in Hungarian only. The Preview window and Interface and behavior buttons on the same tab change the look and behavior of the list; this page has no preview panel.

The View and layout tab (Nézet és elrendezés)

Basic filters of the Search tab (none of them is required):

Filters opened by the Expand button:

Columns of the table:

Fields of the confirmation windows:

Columns, rows and sorting can be customized on the View and layout tab. The labels of the Oszlopok and Sorok buttons are in Hungarian in every language.