Supplier Order Management 3.0 - features

IBX Supplier Order Management 3.0 is the new and updated version of Supplier Order Management.

Powerful inbox

The most common thing users want to do is to look for new orders or to find the order you are going to invoice. In fact our research shows that users spend most of their time in using the order inbox.
This is why Supplier Order Management 3.0 is talented with a powerful inbox featuring:

• Pre defined filters for the most common scenarios
• Quick and Advanced search
• Intuitive sorting
• Flexible configuration of which columns you would like to display
• The same features apply for your outbox of draft and sent invoices.

Manage Orders

Supplier Order Management allows Sellers to receive orders from all Buyers via IBX in one single web interface.

The application may be configured to send an e-mail to a predefined e-mail address when a new order is received or an already received order is changed. In the order inbox you can save your own predefined filters that allow you to quickly find the orders you are interested in.

When managing your orders you may leave internal comments to your colleagues or just for your own sake. On the history tab you may easily follow-up all activities related with an order such as invoices, change orders and internal comments.

Manage Invoices

It is easy is to create an invoice based on an existing order. The whole order or single line items can be exported to the Invoice. The necessary invoice information is exported from the order and if the order is fully delivered and prices are correct, the invoice can be sent without typing in any extra information. VAT rate and some other seller specific data are set to default values. All values can be changed on the single invoice.

Both draft and sent invoices can easily be found searching on parameters like status, date, invoice number and order number. Sent invoices can also be printed to be archived in paper format, or exported in XML format to be archived electronically.

Reuse previous searches

If you often are searching with the same criteria, for example new orders from customer ABC you can now save your previous search criteria and reuse it next time you login.

Collaboration support

The Supplier Order Management 3.0 is built to support collaboration between several users within the supplier company, with features like:

• Assign To Me – assign to the order to yourself to show that you are working on it.
• Comments – you may want to enter for example the reason why you did a specific action or a note that the customer has called and asked about the order or the invoice. The comments are visible for you and your colleagues.

Order details

On the Order details page you get a quick overview of the order details and what is left to invoice.

Order history

On the Order history tab it is easy to follow that has happened, for example invoices that has been sent, change orders that has been received. Everything is presented with the most recent action on top. Here you can also read your own or colleagues’ comments.

Quickly issue invoices

With a few clicks you may create and send an invoice directly from the order. All relevant information from the order is copied to the invoice, including the quantity not yet invoiced.

Immediate feedback on customer’s invoice - order matching.

Your customer may setup matching rules to check that invoices are matching the order. If the invoice you are trying to send violates the matching rules you will get feedback directly in the user interface before the invoice is sent. This saves both you and your customer time as deviations are detected as early as possible in the process.

Notifications via e-mail

You can get notifications via e-mail about new and changed orders so that you directly can process them to keep lead times short. 

Quick print

You may quickly print one or many orders at the same time.

Same login – several applications

IBX will allow you as a user to be able to use the same login for several IBX applications by accessing IBX Marketsite.

Order and Invoice matching

The buyer may configure matching rules that defines the accepted deviations between the invoice and the order. If your customer has set up such rules you will get an error message when trying to send an invoice which breaks the rules, for example invoicing a higher amount than on the order.

The buyer can design individual matching rules for each group of suppliers. Invoices are matched on line item level: Unit price, Quantity and Amount. Each rule is possible to define with a tolerance level. For partial invoicing quantity and amount are summed up for all the invoices that correlate to the same order position. The buyer can choose to allow substitute products. Special rules can be added for shipment costs.
 
Note: Screenshots and functionality described above is the intended scope of the release and is not a commitment from IBX side. Scope of the release, including user interface design and functionality may be subject to change.