Receiving orders

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: 

Open

Email notification

Open

Bell notification in UI

You can find more information about BNP notifications form here:

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.   

Export orders to a CSV file

You can export orders from the Order overview page to a CSV file. This feature is useful e.g. for importing the order data to your own order management system.

Export orders as follows:

1. Go to Order overview table.

2. Select an order or multiple orders by clicking the row(s).

   1. You can also select all of the orders on one page with the Select page option. Orders from multiple pages can be selected.

   2. The number of selected orders is displayed next to the Export to CSV option. E.g. Export to CSV (4) means that 4 orders are selected.

       

   3. If you want to remove individual selection, click the row again or use the Clear page and Clear all pages options to remove page current selection or all row selections.

3. Once you are ready to export, click the Export to CSV. File will be downloaded to your browser download folder.

CSV layout

One row in the order, also represents one row in the CSV export file. So, if you have exported e.g. 4 orders, where they in total contain 20 order rows, then there will be also 20 rows in the CSV file. Each row also contains the order header values.

Please note: fields in the Order view (in BNP UI) are not all available in the CSV file. You can fin the fill list of available CSV file fields below.

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: 

1. Go to Order overview table. Version number is visible on the next to the order number.  

2. 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.

Order details 

1. 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. 

2. 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.  

3. You can close the order and go back to the list of purchase orders by clicking Go to overview.   

4. Order has three main sections: header data, delivery information and line items. See the full list of available fields below: