Option

Description

Regular delivery time

Enter the standard delivery time specified by the supplier in working days. All products ordered from this basic contract will be delivered within this time frame, unless other delivery dates are specified for the product in the catalog or the requester has specified a desired delivery date for the product in the basket. The delivery date is calculated on the basis of the working calender defined in the Master data tab and is displayed in requests and orders.

Order confirmation

after ... day(s)

Activate this option if an order confirmation should be sent by the supplier within the number of working days specified here. The supplier can send the order confirmation by CBL or enter the data himself if he has access to Impact Ordering. If the information is provided by fax or telephone, the purchaser can enter it in the system (see Editing order confirmations).

required

Activate this option if the supplier should be notified if an order confirmation has not been issued within the specified number of days.

Dispatch notification

... day(s) before delivery

Activate this option if a delivery advice note should be sent by the supplier within the number of working days specified here.  The supplier can send the delivery advice note by CBL or enter the data himself if he has access to Impact Ordering. If the information is provided by fax or telephone, the purchaser can enter it in the system (see Creating delivery advice notes).

confirmation necessary for entry

Activate this option if it should only be possible to create a delivery advice note after an order confirmation has been issued.

First / second / third remind on delivery note

Activate these options if you want to send reminders that a delivery note must be issued after the specified number of days. The first reminder is sent to the user who ordered the goods. The second and third reminders are also sent to the purchaser contact specified in the Master data tab.

Option

Description

No replacement products on delivery note

Activate this option if it should not be possible to record substitute products on the delivery note. Substitute products are products that have been delivered instead of the ordered products.

No supplementary products on delivery note

Activate this option if it should not be possible to record additionally delivered products on the delivery note. Additionally delivered products are products that were not ordered but have been delivered.

Delivery note export

Select the dispatch method that should be used for the delivery note. The available options are similar to those for the order dispatch type.

Option

Description

Subsequent delivery

automatic replacement of returned/disposed goods

Activate this option if the supplier automatically delivers replacements for goods that were returned or disposed of. A pro-forma request and order for the replacement goods are automatically created. This order is not sent to the supplier. If the replacement goods should not be delivered, they must be cancelled.

Complaint

send mail to supplier

Activate this option if the supplier should automatically receive an e-mail when a complaint has been closed.

Complaint configuration

In this list you can select a pre-defined complaint configuration that specifies the permitted treatments for each complaint reason. See Complaint configurations list and Complaints - Reasons and treatments for more information.

Allow reorder

Activate this option if it should be possible to reorder goods for which a complaint has been issued. If this option is activated, reorder treatments may be selected in the complaint. See Complaints - Reasons and treatments for more information.

Partial delivery as standard treatment for short quantity delivery

Activate this option if short quantity deliveries should be automatically treated as partial deliveries. The treatment Partial delivery is automatically selected in the complaint details, but it can be changed manually.

Accept as standard treatment for overshipment delivery

Activate this option if over shipments should be automatically accepted and pro-forma orders created for the additionally delivered goods in the event of a complaint. The treatment Accept is automatically selected in the complaint details, but it can be changed manually.

Option

Description

Confirmation of receipt of goods

With this option you can specify whether receipt of goods should be recorded manually or automatically. Select one of the following options:

Manual

The receipt of goods is recorded manually by creating a delivery note. The delivery note must be closed manually.

Automatically after ... day(s)

The receipt of goods is recorded automatically by the system. Enter the number of days (from the order dispatch date) after which the receipt of goods should be recorded automatically.

Note: If the delivery note is closed manually, the further steps are no longer processed by the automatic receipt of goods.

Use delivery date for creation:

Amount includes: Enter the basis for the delivery quantity:

order only (and cancelation resp.): Goods are received on the basis of the order quantity less already cancelled quantities

order confirmation (not dispatch notification): If there is no order confirmation, the data is taken from the order (without considering cancellation)

dispatch notification (order confirmation if none): Corresponds to the pre-loaded settings for manual input. If there is no dispatch notification, the data is taken from the order confirmation. It this is also missing, the data from the order (without any cancellations) is used

Note: Order confirmation and dispatch notification should logically only be activated here if they are also used in the system.

... day(s) after receipt of invoice

If the invoices are created in the system, delivery notes are automatically generated by the system after the specified number of days so that the database is complete. The quantity recorded in the invoice is always taken as the quantity in this case.

Contradiction time

If the receipt of goods is confirmed automatically , the number of days within which the user can contest the delivery can be specified here. The delivery note can only be closed automatically and any existing invoice be further processed after this deadline.

Wrong delivery email while automatically closing delivery notes

Activate this option if an e-mail should be sent to the purchaser recorded in the basic contract if the automatic receipt of goods establishes that the delivered quantity is different from the expected quantity when closing a delivery note. The purchaser can then create a complaint.

Contradiction time of complaint: ... day(s) after creation if not manually changed

The automatically created complaint is closed after the number of days specified here (0=immediately).

Note: If the complaint has been processed manually, it must also be closed manually. The delivery note is only processed further by invoice checking or credit procedures when the complaint is closed.

Messages:
(concerning differences or complaints) to all purchasers instead of buyer contact

The message regarding a complaint generated by automatic receipt of goods goes either to all purchasers of the affected company or to the purchaser recorded in the Purchaser contact field.

Note: Also applies to the incorrect delivery mail for order confirmations and dispatch notifications sent independently of a complaint  , in case differences from the expected quantity arise when the delivery note is closed automatically.