Overview
This application is the main tool used by buyers to perform their duties and offers the following functions:
•The Purchase Order Confirmation application allows the user to confirm purchase orders.
•The user can view orders based on the supplier criteria. (Selection of suppliers)
•The application also allows you to view detailed information regarding an order.
•Information regarding the item supplier can be viewed. (Address, payment and shipping terms)
•Specific tax rates can be selected.
•Reason for buying, buyer and review comments can be added to an already existing order line.
•Delivery Instructions can be generated for a selected order.
•The user can release an order.
•History of a specific item can be viewed, as well as statistical information regarding an order.
•Buyer worksheets may be printed indicating details about the item to be procured i.e. the last 5 purchase orders with all details, such as order no, supplier, quantity, price and actual lead time.
•Functionality exists to change supplier, price and recommended quantity and input special instructions to the supplier. These instructions are printed on the purchase order.
•Purchase orders can be printed or emailed to the supplier via DeltaERP.
•Special functionality exists for communication between buyers and originators or suppliers where more information is required, before an order can be confirmed. The system will track communication between the parties involved with dates and times.
•If the replenishment method of consignment stock accounting has been selected, all consignment stock purchase orders are received at zero cost.
•Functionality to cancel an order and notify the originator if a query has been sent 4 times. (Parameter driven)
•If the Promise Date has been changed more than the number of times specified by the parameter ROC_FROM_DATE_CHANGE_MAX, an email will be sent to the email address specified by the parameter PROC_NOTIFY_EMAIL, informing what has been changed.
•When an order is reallocated, the original and new buyer will be notified via email. This will happen when the buyer is editing, printing and releasing an order.
•If the buyer processes an order that is not assigned to him, and the order is edited, printed or released, the order will automatically be assigned to that buyer. The system will validate if a buyer may print or release the order for the supplier country selected.
•A buyer will be prompted to re-enter their PIN if the Order Confirmation screen is left open with no activity for the set amount of time. This time interval is determined by a parameter.
•Orders that were raised against an asset before it was suspended, can be confirmed and completed.
•ORDERING_UPLOAD_INFO allows DeltaERP to automatically generate the Order Info Report and upload it to the DocVault instead of the Purchase Order.
Function
When the application is opened, you will be required to enter your pin code:
Next, select the buyer you wish to process purchase orders for. Parameter functionality exists to allow a buyer to only view their own orders for processing. You have to have a valid buyer assigned to your employee record in order to use this application.
After you have selected the applicable buyer(s), you will be able to view the following:
The application has 3 tabs:
Requisition tab - the user can make changes to a requisition and once it has been completed, select the consolidate option where the requisition will move to the orders tab. The requisition tab has the following right click options:
The options available for selection will depend on the buyer settings as per the Procurement Master File application.
Most of these options have the same functionality as the buttons (described below). The Re-allocate Order option allows you to re-allocate an order to a different buyer:
Orders tab - the orders can still be edited, here orders can be released.
Statistics tab - shows the statistical information regarding all the orders/requisitions.
The 
button opens the edit screen for the selected requisition. The same screen can be accessed by double clicking the order line.
Line tab
This tab will by default be the active tab when this screen is opened.
At the top of the screen, the value and currency of the order will be displayed. As well as if the order has been delivered or not.
Freight fields - When nothing is entered into these fields no freight provision will be made.
Invalid freight percentages may not be used.
The 
button allows you to do an item enquiry and will give you the following options:
Item Image option:
Item Enquiry option:
The 
button allows you to select the applicable taxes to add to the order:
Once selected the tax type will be displayed next to the 
button:
The 
button displays the selected supplier's BEE info:
A valid store has to be picked, a warning message will be displayed if this is not the case.
A validation is applied to the selected asset.
The 
button allows you to add a new supplier contract:
A 
will be displayed if there are compulsory information not completed and you will not be able to save the order.
When you hover over the 
in the bottom left hand corner of the screen with your mouse a list will be displayed of the fields that are still outstanding:
The 
button allows you to add instructions to the order. A list of instructions is populated and can be changed as required.
The 
button will generate a preloaded comment for the selected reason in the comment field:
The 
button clears any instructions in the comment field.
You can also choose whether the instructions should be printed on the order itself or on a separate page by selecting the appropriate radio button.
The 
button displays a screen containing all the corresponding information of all order lines. Information changed here will be applied to all order lines.
The 
button will allow you to cancel an order line. This button will only be enabled if you are linked to a buyer level with this functionality. Buyer levels are set up and linked using the Procurement Master Files application. A reason for cancelling the order is compulsory:
The 
and 
buttons allow you to move between order lines.
After making all the required changes/adding info to the order, click on the 
button to save the order. Saving will move the order to the Orders tab with status Consolidated – not printed.
If you change the quantity, it has to fall within the allowed variance:
If you change a different buyer and process the order, you will receive the following message:
Comment tab
When you select the Comment tab, you will be able to view and add comments to this order:
Advance Payment tab
When you select the Advance Payment tab, you can set up an advance payment for the order.
Advance payment lines can be added, amended and deleted using this tab.
The 
button gives you the following options:
Edit – Allows you to edit the selected requisition as explained above with the 
button.
Merge – This option is only available on the orders tab. You can merge certain orders together, but it has to be the same order types for the same supplier. Available orders will be displayed for selection:
After selecting the orders to merge, click on the 
button. You will receive the following confirmation screen:
Split – This option allows you to split 1 requisition/order into 2.
Rest status to – This gives you the following options to set the order status to:
•Purchase Requisition – once set the order will move back to the requisitions tab
•Worksheet Printed – once set the order will move back to the requisitions tab
•Mine Query – once set the order will move back to the requisitions tab
•Supplier Query – once set the order will move back to the requisitions tab
•Hold - Do not Release – puts order on hold
•Order Updated – once set the order will move back to the requisitions tab
•Consolidated not printed – sets the status back to consolidated not printed
•Order Printed – once set the order can be released
•Cancelled – will set the status to cancelled
Cancel All Lines – Allows you to cancel the entire requisition.
Select Buyer – Displays the buyer selection screen:
Easy View – Displays an easy view screen with the selected order's information:
Customise Grid – Allows you to customise the columns and order of the columns displayed in the grid:
The 
button gives you the following options. This button is only available on the Requisitions tab.
Print selected option:
Print all option:
You will receive the following confirmation message. Click on the 
button to change the status to worksheet printed.
The 
button allows you to add comments to the order.
Comment Screen:
Mine Query Screen:
Supplier Query Screen:
The 
button allows you to create and send an email with the query to the relevant person.
The 
button gives you the following options:
Reprint Order allows you to enter an order number and reprint:
Listing allows you to print an order listing:
The Worksheet option has the same functionality as the 
button.
The 
button gives you the following options:
Order/Requisition with number – Allows you to enter the order or requisition number and search the application for that specific order.
Items order history – This option will open the items order history screen:
The 
button will export the information in the grid to an Excel spreadsheet.
Supplier Information – This will open a screen displaying the relevant supplier's information as follows:
The 
button allows you to release the purchase requisition. Orders can only be printed from the Orders tab and only orders with an Order Printed status can be released.
This Order – Will release the selected order.
All Orders – Will release all orders which can be released.
Unrelease – Will reverse the release order process.
The 
button allows you to view and attach supporting documents to the order:
The 
button allows you to refresh the application, ensuring all data changes taking place in the DeltaERP are always included in the application output.