Suppliers - Orders
Order Overview
Where can the orders be viewed?
The order overview provides a comprehensive representation of all orders. By default, all open orders that have not yet been shipped are displayed in descending order by order date.
What needs to be done after receiving the order?
New Orders (Highlighted in Yellow)
New orders must be confirmed within 24 hours. The “Confirm” button leads directly to the affected order, where confirmation is required.
→ Suppliers - Orders | How are new orders confirmed?
Confirmed Orders
The delivery dates of the individual order items must be kept up to date. If a delivery date changes or an item needs to be canceled, this can be handled either by clicking on the order number or through the item management.
If there is a cancel request for an open order or a delivery date has been exceeded (highlighted in orange), this will be displayed under actions, and by clicking the “Cancel Request” or “Update Delivery Date” button, the affected order will be displayed.
→ Suppliers - Orders | How are cancel requests processed?
→ Suppliers - Orders | How are delivery dates updated/canceled?
How can the shipping of goods be initiated?
Once all open points under actions have been completed, the shipping process can be initiated by clicking on the package icon
.
→ Suppliers - Orders | How does the shipping process for warehouse deliveries work?
→ Suppliers - Orders | How does the shipping process for direct deliveries work?
Item Management
Where can all open items be viewed independently of the order?
The item management provides an overview of all open order positions. Using the filters, the open items can be displayed according to different criteria and downloaded via "Download Excel" if needed.
Order Management
How are new orders confirmed?
When new orders arrive, they must be confirmed within 24 hours. The availability information should be checked and adjusted at the item level if necessary by clicking on the pencil.
Order Types
Depending on the order type, the following must be observed:
Warehouse delivery: Warehouse locations including notification
Direct delivery: If a delivery note is to be included (delivery note type = With delivery note), the customer reference and the reference of the customer order must be printed on the delivery note.
Expected Delivery Date
The following details are possible:
As soon as possible
As soon as possible, but no later than XX.XX.XXXX: For direct deliveries, the latest date will be displayed to the end customer at the time of purchase in the online shop as availability information.
Exactly on XX.XX.XXXX: Timely delivery at the request of our Business Manager
How are cancel requests processed?
Cancellation requests for unshipped order items are displayed on the order overview or can be opened directly via the navigation Cancel Requests. Please always process cancellation requests via the controller and not in the order itself.
Accept cancel request
The order item will be canceled and must also be canceled in the respective system in this case.
Decline cancel request
The order item remains open and must be delivered.
Cancel requests can only be denied in exceptional cases.
If the goods have already been shipped / are on the way
If the goods cannot be canceled with the respective supplier/manufacturer and there is otherwise no other purpose for use
How are delivery dates updated/canceled?
Delivery date updates
If the delivery date of a backlog item is postponed, the new delivery date must be entered.
Cancel / Partial cancel
If a product is no longer available at all, or not available in the ordered quantity, the order item or unavailable quantity can be cleared by the availability status cancel/not available.
Order Shipping
How does the shipping process for warehouse deliveries work?
Once orders/order items are ready for shipping, this must be entered in the partner portal. Shipping can be initiated either through the order overview or directly on the corresponding order.
Notes
Delivery Note Reference
The delivery note reference must be identical to the physically attached delivery note.
If a delivery note is to be generated via the tool, the field "Delivery Note Reference" can be left empty. The tool will then independently generate a delivery note reference.
Shipment Information
If no tracking information is available at the time of processing, "no tracking" can be selected.
How can items from another order be added to the same shipment?
If multiple orders are to be processed for a shipment, they can be viewed under "Add further positions to the shipment." Using the "Add" button, the items from the current shipment can be added.
Where can the generated delivery note be viewed?
The delivery note will be displayed on the order after the shipment is created and can be downloaded as a PDF.
How does the shipping process for direct deliveries work?
Once orders/order items are ready for shipping and tracking numbers are available, this must be entered in the partner portal.
Any tracking numbers must be entered, and the shipment must be recorded via "Create Shipment."
If only a subset is ready for shipping, the quantity on the order item can be adjusted accordingly. After recording the shipment, the item will be automatically split.
Short Deliveries
How are short deliveries handled?
If a discrepancy between the quantity stated on the delivery note and the delivered quantity is noticed during storage, a report of a short delivery is created in the partner portal. Either a credit note can be issued or a subsequent delivery can be initiated. To facilitate quicker identification and processing, providing additional information in the comment field is helpful: for a credit note, for example, a credit note number, or in the case of a subsequent delivery, the delivery note reference.
Selecting "Grant Credit" does not create an automatic credit.
Please send the credit to accounting@digitecgalaxus.ch. The comment is for information and documentation purposes only.
Order Handling with an EDI Implementation
What needs to be done with an EDI implementation in the Partner Portal?
Through the automation of order processing via EDI, manual steps in the Partner Portal are eliminated depending on the degree of automation. Please discuss the handling in this case with the responsible Integration Manager.
Order Placement (ORDP): Replaces the manual entry of orders in the respective system. Additionally, no email notifications will be sent for new orders.
Order Response (ORDR): Replaces the confirmation of orders and, depending on implementation, delivery date updates.
Supplier Cancel Notification (EOLN): Replaces the cancel.
Cancel Request (CANP), Cancel Confirmation (CANR): Replaces the cancel request and response in the Partner Portal
Dispatch Notification (DELR): Replaces the shipping notification for direct deliveries.
Invoice (INVO): Replaces the transmission of the invoice via email.
Even after a complete EDI automation, short deliveries to our warehouse must be processed manually in the partner portal.
For inquiries about automation via EDI (Electronic Data Interchange), please contact the responsible development manager.
Credit Notes must still be submitted to Accounting via mail.