Business NXT documentation

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Logistics
Business NXT is specially developed for companies with high demands on inventory and logistics management. The broad and advanced functionality facilitates the work of optimising logistics flows.
Order processes
Purchase order process
Sending to Approval
Purchase order approval is a process that involves sending the order to the appropriate stakeholders for them to either approve or reject it before it goes to the supplier.

Logistics
Business NXT is specially developed for companies with high demands on inventory and logistics management. The broad and advanced functionality facilitates the work of optimising logistics flows.
- Base data
  The tables in this section include base data that applies to products.
- Products
  Product information in Business NXT is divided into a number of tables.
- Warehouse
  This section deals with the various tables, layouts and processes that affect the warehouse.
- Purchase estimates
  The purchase estimate process is described in the Order processes section.
- Order processes
  - Sales order process
  - Purchase estimate process
    Purchase estimates can be generated from the Stock balance table with different ordering methods depending on product sales pattern. The purchase estimates are generated by printing the Purchase estimate report.
  - Purchase order process
    - Purchase order registration
      After the demand has been identified, the next step in the purchase order process is to register the order into the system. Once it's registered, it will be used to track and to update the progress of the purchase order process.
    - Sending to Approval
      Purchase order approval is a process that involves sending the order to the appropriate stakeholders for them to either approve or reject it before it goes to the supplier.
    - Send purchase order
      This processing creates a document that is sent to the supplier with requests for products or services as an order.
    - Confirmation
      This processing is used to mark purchase orders as confirmed by the supplier.
    - Sent
      This processing is used to label purchase orders that have been sent from the supplier.
    - Goods receival
      When a delivery of physical goods arrive from a supplier to the warehouse it must be handled in a goods receival process to get it into the warehouse and in the system.
    - Invoice receival
      When you have received the goods in a purchase order, you finish the order. The quantity of goods is then registered as Available stock in the Stock balance and Shipment tables.
  - Order match
    In Business NXT you can use the order match function to update purchase orders with incoming invoices from AutoInvoice. This ensures that the values in logistics and accounting are updated at the same time and with correct value.
  - Production order process
    A production order is an internal order that will produce a stock keeping product based on a structure of components, raw materials.
  - Allocated order process
    You can generate purchase orders and production orders on the basis of sales orders. You have access to the processing both from the sales order and from the sales order lines.
  - Stock adjustment process
    The stock adjustment process is used to correct the inventory internally.
  - General settings in the print dialog
  - Creating and sending documents
    When you have selected order documents and click Send, you can make settings for the documents in the Create and send documents dialog before sending.
- Orders
  Business NXT provides a variety of functionalities to ensure efficient handling of orders.
- Statistics
  The following tables and processes are related to statistics.

Sending to Approval

Purchase order approval is a process that involves sending the order to the appropriate stakeholders for them to either approve or reject it before it goes to the supplier.

Prerequisites

Active users must have an email address set in the User table. The users must also have a Visma.net account with the same email address.
The order must be of transaction type 6 - Purchase and of order type 1 - Normal order or 7 - Advance order.

See also: Visma.net Approval

Starting the processing

Open the purchase order layout, find the Order row you want to process.
In the Processing menu, select Send to Approval.
If an approver isn't added automatically, add one.
Click Send to send the order to the approval flow.
- The order is now locked / transferred and cannot be updated until it is approved in Visma.net Approval.
- Under the Approval tab you can see the approval status of the order and use the Cancel approval processing in the Approval task table.
After the order is approved, the lock is removed from the order status and it can be sent to the supplier. The order is now visible under the Send purchase tab, from where the printout can be made.

Note:

The approval lock does not affect the Send action used to generate and send the printout to the supplier. It only applies to running processings on the order while it's in the approval flow.

To prevent sending orders that are still under approval, use the Approval status as a filter on the Send Purchase screen to exclude such orders.