Optimum handling for SAP orders
PURCHASE ORDERS+ automates assembly, shipping and archiving
If orders are processed via SAP® ERP and the associated module for purchasing, additional documents such as technical drawings, parts lists, CAD data exchange files (e.g. DXF or STEP) or general terms and conditions, quality requirements or shipping instructions are not automatically issued. Instead, they either have to be printed manually via the PDM/PLM system or made available using a separate process. PURCHASE ORDERS+ automates these processes and offers other important features when handling orders. All features of the SAP ordering system are retained.
PURCHASE ORDERS+ uses the existing order form. It is converted to a PDF file during processing and inserted first in the result file. The software automatically analyzes the material to be ordered and identifies all documents linked to it.
As a result of an order, a multi-page PDF file is automatically created that contains all order forms, a meaningful table of contents, the drawings and all other documents. If additional STEP or DXF files are to be sent, these are packed in a ZIP file with the complete order.
Order forms, drawings and all documents that are processed as PDF files can be automatically provided with any number of stamps. Metadata from the PLM system (e.g. status, order number, etc.) can be used for this, as can system information (e.g. username, date, time, etc.). The stamps are applied in the form of watermarks, edge, image or barcode stamps in such a way that both the drawing content and the stamp are easy to read.
If a new order for a material is made from the same supplier within a short period of time and nothing has changed compared to the last order, the drawings and data exchange files are not sent again. However, a corresponding entry is made in the table of contents with reference to the last order and the order date on which the drawings were supplied. This function can be limited in time by configuration.
The e-mail that goes to the supplier as an order is archived in exactly this form – with all manual changes in the text and any other attachments. The e-mail is accepted via an integration with the mail server and saved in EML format. It is then stored as a GOS object in KPRO and linked to the SAP order. If desired, the order e-mail can also be archived in a database system via the SAP ArchiveLink interface.
Store documents automatically in SAP® orders
Our software also supports the case that additional documents, such as memos, description of certain processes, visit reports, etc. are created for an SAP order. If there is already an object in SAP for this project, it is advisable to store these documents in this object instead of managing them separately in a folder structure in the Windows file system. With the AttachToPurchaseOrder solution, it is possible to store such documents at the push of a button, e.g. from an Office application, directly in SAP® to the appropriate object in the attachment list. More information can be found here.
Intelligent drawing management
If a new order for a material is made from the same supplier within a short period of time and nothing has changed compared to the last order, the drawings and data exchange files are not sent again. However, a corresponding entry is made in the table of contents with reference to the last order and the order date on which the drawings were supplied. This function can be limited in time by configuration. However, if something has changed compared to the last order, the corresponding files will be included in any case.
Automatically generated difference views
If the drawing has changed compared to an earlier order from a supplier, a colored difference view is automatically supplied. This documents all changes compared to the previous version graphically in different colors. There is a corresponding note in the table of contents. This allows the supplier to clearly identify any changes to the previous version of the drawing.
Shipping of the SAP order
The result of processing the order is an email with the additional files as an attachment. Depending on the message type or via an ad hoc selection at the time of the order, you can choose whether the order should be sent directly and automatically via SMTP or whether it should be stored in the buyer’s “Drafts” folder. There, the buyer can make individual changes or load additional files from the file system and then send the order.
Optionally, the additional files can be made available to the supplier via online storage (e.g. OneDrive, Google Drive, Dropbox or a proprietary solution). In this case, the order e-mail contains the link to the online storage.
Your advantages of working with PURCHASE ORDERS+
- Complete documentation
- Various stamp options
- Automatic archiving
- Integration with Outlook
- Seamless integration with SAP
- Drawing management
Technical article in „Beschaffung aktuell“
You can also read about the advantages of our PURCHASE ORDERS+ solution in a specialist article in the “Beschaffung aktuell” magazine. Click here to contribute „Bestellungen mit Zeichnungen und Dokumenten direkt aus SAP schicken“.
Good to know!
We offer all our software solutions at a fixed price, which is graded according to the number of users. On request, we offer a comprehensive maintenance contract that keeps the solution up-to-date at all times. See Support for more information.
Are you interested in further information?
Simply download the current PURCHASE ORDERS+ product sheet. We will also be happy to send you a detailed product description on request.
Get your own impression of the extensive range of functions of PURCHASE ORDERS+ free of charge and without obligation. Registration for the webinar is very easy and informal by email.