When the order has been completed, the goods shipped out, all payments covered, it is necessary to close the most important documents in the System. The following items are considered as the most important documents for Purchasing Dept.:
Module
Document
Closing Method
Purchasing
PO
Label as Closed
Purchasing
PA
Move to Closed stage
Project
Task
Fill Milestones
This SOP will explain the steps of how to close the above documents in the system.
How to close PO (Purchase Order)
Only the actual Purchase Orders (PO Procurement Group) are to be closed. PO can be closed only after the following actions have been completed:
1. PO reflects all the final quantities of every product produced.
2. PO reflects all the final packaging requirements and specifications of every product.
3. PO reflects the final CBM of every product (if CBM has been changed since the order started, PO has to reflect the final CBM).
4. PO has to reflect the final order amount, and have the final Bill created which reflects the final amount paid. If there are some discrepancies in the amounts, Accounting Dept. has to be informed of them via task.
5. PO has to be in "PURCHASE ORDER" stage.
6. PO has to reflect the correct Vendor - the owner of the bank account that the money was sent to.
It is the responsibility of Purchasing Person to check all the above points and make sure they are correct before closing the order.
After the above points were checked, Purchasing Person can close the PO:
1. Locate the relevant PO in Purchasing module.
2. Click ‘CLOSE’ on top right of the screen.
After this action, a red label with the name "Closed" will be displayed in the upper right corner of the Purchase Order.
In the Purchasing Module, the Closed Purchase Order will be located automatically in the sub-menu Closed.
And filtered by Closed value.
How to close PA (Purchase Agreement)
After PO was closed, Purchasing Person can move forward to close the PA.
1. Locate the relevant PA in Purchasing module.
2. Click ‘VALIDATE’ on top left of the screen.
3. Click ‘CLOSE’ on top left of the screen.
After this action, the Purchase Agreement will be located automatically in the Closed stage.
How to fill Milestones in a Task
Milestones are an important part of the Order process. Milestones are used to track the most important dates/steps of every order. Milestones are used to set the estimated dates (with the help of Events in Calendar), as well as to record the actual dates of each step, to help the System later compare the two and give reports based on this information. This SOP explains how to record the actual steps when closing an order in the System.
1. Locate the relevant Task in Project module.
2. Click ‘EDIT’ on top left of the screen.
3. In the 'Opportunity Info' tab, locate the 'Order MIlestones' table.
4. Click on 'Add a line'.
5. Select 'Milestone', 'Vendor', 'Actual Date' and 'Closed By'.
6. Click ‘SAVE & CLOSE’.
7. If need to add more milestones, repeat the steps from 4 to 6.
8. Click ‘SAVE’ on top left of the screen.
9. After the order was closed (PO was updated to reflect all the final information including CBM and closed, PA was moved to Closed stage, Milestones updated), Purchasing Person MUST send a task to Salesperson to inform that the order was closed.
Purchasing Person must fill out the following steps in Order Milestones:
1. Payments to Manufacturers Completed - per manufacturer.
2. Production Started/Manufacturer confirms Packaging - per manufacturer.
