Procurement processes in FlowEngine

FlowEngine brings the documents of a purchase together in a procurement process: request, offers, order, order confirmation, delivery note and invoice. You see which documents are there, which are still missing and where two documents contradict each other.

What procurement processes are for#

A procurement process bundles all documents of one purchase. FlowEngine

• assigns new documents automatically based on document numbers and references,
• shows in the process chain which stages are filled and which document is still expected,
• checks consecutive documents for deviations, for example a different quantity in the order confirmation than in the order,
• places up to three documents of a process side by side in the document comparison,
• records confirmed goods receipts and partial deliveries against order lines,
• prepares a clarification email to the supplier when something needs to be queried.

Three functions that differ#

The document comparison does not rank anything, and an offer comparison does not change a procurement process. Matching invoices against orders belongs to invoice management. It is not generally released yet; procurement processes work without it.

People with the required permissions can confirm actual receipt of goods directly in the procurement process, independently of invoice management. Partial deliveries, corrections and cancellations remain traceable. See Record goods receipt for instructions.

The stages of a procurement process#

Other documents, such as credit notes, certificates or supplementary agreements, are filed under Weitere Dokumente (other documents). How the stages relate is explained in From request to completed procurement process.

Typical flow#

1. Process is created

   A request is processed and FlowEngine creates a procurement process for it. Alternatively, you create an empty process with Neue Bestellung (new order).

2. Documents are added

   Offers, order and follow-up documents are assigned automatically through their document numbers.

3. Limitation: Check unassigned documents

   FlowEngine does not assign documents without a clear reference to any process. You assign them by hand.

4. Check deviations

   FlowEngine compares consecutive documents. You decide in the document comparison what applies and clarify open points with the supplier.

5. Outcome: Completion

   If an invoice is assigned and there is no conflict and no open reference, the process shows Abgeschlossen (completed).

The overview list#

Under Orders you see the processes as a list with the columns Bestellung (order), Lieferant (supplier), Zuständig (responsible), AB-Status (document status), Erstellt (created) and Aktionen (actions).

• The column AB-Status shows a symbol for each of the six stages. Green means assigned, yellow means action required, gray means the document is missing. When you point to a symbol, FlowEngine names the stage and the assignment status.
• With Suchen... (search) you find processes by process number, title, customer, supplier or a document number.
• The selection on the right filters by Offen (open), Updates, Handlungsbedarf (action required), Abgeschlossen (completed) and Alle (all). What the filters mean is described in Understand process status and conflicts.
• Administrators can also filter by responsibility.
• With Handlungsbedarf and Alle, the area Nicht zugeordnete Dokumente (unassigned documents) appears below the list as soon as there are such documents.

Who sees which processes#

Administrators see all procurement processes of the company. Members see the processes they created or that are assigned to them. Details are in Assign ownership and responsibility.

Related topics#

• From request to completed procurement process
• Confirm goods receipts and partial deliveries
• Assign documents to a process automatically
• Compare documents within a procurement process
• Worked example: procuring operating supplies
• Compare offers and documents