This page is the list of Supplier orders: here you see all the orders you have placed with your suppliers. A supplier order records what you order from a supplier; procurement starts here: closing the order, handing it over to the supplier, fulfilling it, and then recording the receipt of goods with a warehouse receipt or an incoming delivery note. This guide shows you how to search among the orders, how to manage them, and how to carry them on into the next document.
The Status filter offers nine statuses: Draft, Closed, Cancellation, Cancelled, Fulfilled, Finalized, Approved, Partially fulfilled and Ready to ship. A new order always starts as Draft, and on this page it moves along the Draft – Closed – Fulfilled path with the Close and Fulfilled buttons. The restrictions that belong to the statuses are described in the Frequently asked questions section.
Click Main menu / Procurement / Supplier orders / List to open the list of orders. At the top of the page you find the Actions, Search, View and layout and Additional functions tabs, and on the right the Analytics link and an icon for copying the table to the clipboard. Below the list the Preview window of the selected order is shown. The screenshots in this guide are taken from the Hungarian user interface; the Hungarian label is given in parentheses in the captions.
The buttons of the Actions tab apply to the order you selected by clicking a row of the list:
Select an order in the list, then use the buttons of the Actions tab:
Between Close and Fulfilled therefore come the documents that record the receipt (warehouse receipt, incoming delivery note): mark the order as fulfilled when the supplier has delivered the whole order.
With the Document management menu you can start a new, related document from the selected order that is closed (or in a higher status). The items of the menu: Warehouse receipt, Incoming invoices, Incoming delivery note, Worksheets, Delivery note, and Cloning. The selected item opens a new, prefilled document; nothing is created until you save it.
The Issue for fulfillment menu has two items, both available for a closed (or higher status) order:
On the Search tab, fill in the filter fields and refresh the list with the Search button. The Expand button opens further filter fields. Next to the search there are two icons: the save icon saves the current search (after that the list is always loaded according to the saved filter), and the delete icon deletes the saved search and restores the full list. The filters are described in the Field descriptions section.
On the View and layout tab you can set the appearance of the list: the Oszlopok (Columns) button sets the displayed columns, the Sorok (Rows) button the number of rows per page, the Sorting button the sorting, the Preview window button the panel below the list, and the Interface and behavior button the behavior of the list. The labels Oszlopok and Sorok are shown in Hungarian in every language. These settings are saved for your user.
The Preview window below the list shows the Items tab of the selected order (depending on the settings, the Related documents, Location codes and List of serial numbers tabs may also appear); with the pin icon you can pin or release the height of the panel. On the Additional functions tab you find the following:
If you regularly look at the same orders (for example only the Draft ones), set the filters and save the search with the save icon: the list will then always load with this filter. The Expand button hides the less frequently used filters.
The filter fields of the Search tab (none of them is required; a field left empty does not filter):
| Field / Element | Required | Description |
|---|---|---|
| Partner company name | Filtering by the name of the supplier (partner). | |
| Document number | Filtering by the identifier of the order. | |
| Confirmation number | Filtering by the number of the supplier confirmation. | |
| Currency | Filtering by the currency of the order. | |
| Status | Multiple selection: several statuses can be selected at once (Draft, Closed, Cancellation, Cancelled, Fulfilled, Finalized, Approved, Partially fulfilled, Ready to ship). | |
| Document date | Filtering by the date of the order. | |
| Performance date | Filtering by the performance date of the order. | |
| Employee | Filtering by the employee who recorded the order. | |
| Item number | The orders that contain the given item number among their items. | |
| Project, Job number, Department number | Filtering by the internal classification given on the order. |
The Items tab of the Preview window:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the ordered product. | |
| Item number | The item number of the product. | |
| Gross weight | The gross weight of the item. | |
| Quantity | The ordered quantity. | |
| Net unit price | The net unit price of the product on the order. | |
| Action | The column of the operations belonging to the item. |
You can set the columns of the main list with the Oszlopok (Columns) button of the View and layout tab, so your list may show different columns.
Close is available only for a Draft order. If no order is selected, or the selected order is already closed, the button cannot be used.
Delete is possible for an order in Draft, Closed, Fulfilled, Finalized, Approved and Partially fulfilled status. For Cancellation, Cancelled and Ready to ship the deletion is not allowed. If you find an incorrect piece of data on a closed order, you can delete and recreate it in one step with the Delete and copy option.
These functions are available only for an order in Closed or a higher status, so they are gray for a Draft order. The same applies to Send email, PDF, PDF items grouped and Confirmation. Close the order with the Close button and they become available. PDF preview and the XLSX downloads can be used even for a saved Draft order.
After you accept the confirmation question, the order and all its items become Fulfilled, and the system regards the whole ordered quantity as fulfilled for every item. Use it only if the supplier has delivered the whole order; to record the receipt, use the Warehouse receipt or Incoming delivery note item of the Document management menu.
If an APP ID is available for the partner of the order, that is, your supplier also uses a Logzi system, the system asks at closing whether it should send the automatic order. Igen (Yes) creates a customer order in the supplier system by matching the products by item number (if an item number is missing at the supplier, you get an error message); Igen, lezárással (Yes, with closing) also closes it on the receiving side; Nem (No) sends nothing. The same transfer can be started later with the Transfer between Logzi systems item of the Issue for fulfillment menu.
The Confirmation button of the Additional functions tab records the date that the supplier gave as the confirmation of the order. In the window that opens you choose a single date (the label of the field in the interface is Payment status date), and Save carries it over to the items of the order and to the Performance date of the order as well. You can search for a recorded confirmation with the Confirmation number filter of the list.
Select the closed order, then in the Document management menu choose Warehouse receipt or Incoming delivery note; the system opens a prefilled new document. You can read about editing the warehouse receipt in the Warehouse receipt document guide, and about the incoming delivery note in the Incoming delivery note document guide.
Click the New button on the Actions tab, or choose the Main menu / Procurement / Supplier orders / New menu item. Filling in the order is described in the Supplier order document guide. You can also start a new one based on an existing order with the Cloning button.
It may be that no supplier order has been recorded yet; in that case you can add one with the New button. It is also possible that the active filter or a previously saved search returns no results: change the filters, or delete the saved search with the delete icon so that the full list is loaded. If the list has several pages, also check the first page.
The module appears in the menu only if it is assigned to your user. If it is missing, ask the system administrator of your company to check the module assignment of your user.
Don't want to spend hours searching for a solution? Choose the most efficient way: book a personalized, 45-minute online training session dedicated entirely to you. Whether it's a walkthrough of the basics or a detailed setup of a specific module, our expert colleague will guide you through the whole process, step by step.
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