Once the order is successfully processed in the OpusCapita Business Network, it is immediately available for you in the Business Network Portal. There is no limit how many orders or from how many customers you can receive orders from. Before starting to receive orders, please make sure that your customer is connected, see more at Connections.
Notification of a new order
When a new order is received, you will be notified by email. Email is sent from noreply@opuscapita.com email address. Click the link in the notification and you are directed to the new order. Additionally new orders, and other order updates are visible in the bell notifications and BNP home page for suppliers:
Order overview
On the Orders → Order overview page, you can view all the orders you have received.
By default, the orders are sorted from the newest to the oldest. You can sort the orders by type, customer name, order number, total net price or status by clicking the respective column name. Furthermore, you can use one or more search criteria to easily find the desired order. After you have defined the criteria, click Search. Only the orders matching your search criteria are shown.
You can see the history of an order by clicking the ▶ button on the respective row.
Order types
Business Network portal supports three types of orders:
Standard order: a purchase order (or sales order) containing one or more products or services with required quantity, price and requested delivery date. This is the most common order type. Supplier is required to confirm the order fully or partially before supplying to goods.
Service order: in comparison to the standard order, service order does not contain physical goods, but immaterial goods. Such as consulting, training or other type of service that can relate to labor, intellectual property or maintenance. Service orders typically require approval from the buyer in a form or receipt advice before the service order can be invoiced. In case the buyer is using OpusCapita eProcurement application, the supplier can report the service times (e.g hours or project phases) directly to the customer application via the Report efforts link.
Limit order: also known as blanket purchase order is a long-term contract between a buyer and a supplier to supply products or services at an agreed price regularly up to a certain time limit. For example customer can order facility cleaning services for one year, allowing supplier to invoice it as the service is delivered . Limit orders always have a maximum monetary amount and a validity period.
Order version and order statuses
Order status can change based on user actions, for example when order is confirmed, shipped or invoices. Additionally the status can change if the customer is sending order fulfillment messages such as order changes, cancellations or receipt advices.
Each of the status change changes also the order version:
Go to Order overview table. Version number is visible on the next to the order number.
Click the ▶ button on the left most column table. Order version numbers open and displaying corresponding status and time in the (Last changed column) for each version.
An order can have several statuses based on the actions taken by the supplier or customer. For example, when order is confirmed by the supplier or when a customer sends changes to the original order. All of the statuses are automatically updated once the actions are done. Below is the full list of supported order statuses.
Status | Description |
|---|---|
Ordered | The order has just arrived and it it waiting for your action. |
Changed | The customer has changed the purchase order, e.g. quantity or new order items has been added. |
Change requested | You have proposed changes |
Confirmed | You have confirmed the purchase order fully. |
Partly confirmed | You have partially confirmed the purchase order. E.g only partial quantity or selected order items. |
Rejected | You have rejected the purchase order fully |
Partly rejected | You have partially rejected the purchase order, e.g. some order items. |
Cancelled | The customer has cancelled the order fully. |
Reported | All service order rows have been handled, and reporting has been done |
Partly reported | Some of the service order rows have been handled |
Invoiced | You have created an invoice from the order and sent the invoice to the customer. |
Partly invoiced | You have created an invoice for some of the order lines or quantities and sent a partial invoice to the customer. |
Delivered | The buyer has confirmed the goods as received. |
Partly delivered | The buyer has partially confirmed the goods as received. |
Order details
Click Open in the Order overview page or the link in the order notification and you are directed to the order view. A new order has status Ordered and has version number v1.
Optional: after opening the order, you can export it to JSON or CSV by clicking Export and selecting the desired option. Furthermore, you can view the order as a PDF by clicking PDF Preview.
You can close the order and go back to the list of purchase orders by clicking Go to overview.
Order has three main sections: header data, delivery information and line items. See the full list of available fields below:
Header details
Sales order header contains basic information about the buyer and seller, order identifiers and dates.
Delivery information
Line items
Actions:
Prefill with full quantity: confirms all order line items, delivery dates, quantities and new prices.
Prefill with zero quantity: sets all order line quantities to zero. This will send an order rejection to the customer once it is saved and sent.
Export: order can be exported as CSV or JSON format.
PDF preview: BNP generated printable PDF version of the order.
Create despatch advice: once the order is confirmed, you can create a despatch advice once the confirmed goods has been sent to the buyer.
Flip (create sales invoice): Once the order is confirmed, you user this button to jump to the sales invoice and create an invoice for the order.
Save (+ Send): Press save when you want to save the order as a draft or send order confirmation or order rejection to the customer.
