One of the traditional forms of economic relations between trade and production in a planned, administrative economy was the system of applications and orders submitted by trade organizations and enterprises to manufacturers of goods and planning authorities.
Applications and orders were intended to facilitate the correct determination of the volume and structure of plans for the production of goods, the systematic linking of the production of goods with the demand of the population.
Application- a document of trade organizations (enterprises), reflecting their need for goods.
Unlike applications order- a requirement for the supplier to produce and deliver certain goods necessary to meet the demand of the population within a specific time frame. In essence, an order for the supply of goods is a further specification of the request, through which trading organizations communicate to specific suppliers a detailed range of goods to be supplied for the upcoming period (within allocated limits or in quantities determined by the needs of the customer). The order submitted by the buyer serves as the basis for determining such terms of the contract as quantity, assortment, quality, delivery time. Therefore, the submission of an order is inherently a preliminary stage to the conclusion of a supply agreement and it is legitimate to consider it as a pre-contractual document. When the supplier accepts an order for execution, it actually turns into a supply agreement.
In the context of the transition to a market economy, the organizational forms and content of applications and orders are modified, they lose the planning and directive nature of centralized regulation of economic relations and turn into commercial instruments for local regulation of economic relations between suppliers and buyers. In market conditions, an application is necessary for the manufacturer (supplier) of goods as a document informing about the identified need for goods and directing the manufacturer to produce goods needed by the population. However, unlike administrative-command management, when there was a cumbersome bureaucratic system of centralized submission and synthesis of applications in higher ministries (departments) and planning bodies, in market conditions the need for centralized submission of applications disappears and they retain their importance as a form of relationship between manufacturers and buyers (consumers) at the horizontal level.
At the same time, an order as an operational, pre-contractual document giving rise to commercial relationships for the supply of goods is also necessary in market conditions, especially when organizing direct economic relations between suppliers (manufacturers) and buyers of goods.
In Art. 527 of the Civil Code of the Russian Federation, the order is provided for when concluding a state contract for the supply of goods for state needs. It is on the basis of the order of the state customer for the supply of goods for state needs, accepted by the supplier (performer), that the state contract is concluded.
Go to the "Sales" menu section, "Customer Orders" menu item.
Let's take a closer look at the process of placing an order with a supplier:
Indicate the supplier in the product card; to do this, open the product card in the “Edit” mode (section Directories, item “Products and Services”), go to the “Advanced” section and select the counterparty.
Note:
The supplier field is optional. You can create orders for suppliers based on orders from customers without filling them out.
The supplier field is indicated if this product comes from only one supplier.
The supplier field can be filled in when importing goods.
Select the customer orders for which you want to place an order with the supplier. To do this, select the checkboxes for the required orders:
Click the "Edit" button and select the "Create orders to suppliers" menu item from the drop-down list.
In the window that opens, select the option of creating an order for suppliers and click the "Create orders for suppliers" button:
Without taking into account balances in warehouses,
Taking into account the balances in warehouses.
After clicking the "Create supplier orders" button, a window will appear with a list of generated orders. You can view orders in the "Purchases" section, menu item "Orders to suppliers".
When placing orders for a supplier, all goods from customer orders will be automatically distributed. If the main supplier is indicated in the product card, then the product will be included in the order for this supplier. If the main supplier is not indicated in the product card, the product will be included in the “Without supplier” order and will need to be selected manually.
If there are identical goods in customers' orders, the goods will be included in the order to the supplier in one line, the quantity will be summed up.
Send the order to the supplier by email, to do this, click the "Email" button.
We enter documents: buyer order, supplier order, receipt of goods and services, sale of goods.
Buyer order chain – implementation
Let's introduce into the enterprise management system 2.0 the classic chain of movement of goods, starting with a buyer's order and ending with sales to this buyer.
Our chain will involve an order to a supplier. That is, the following documents will be entered - the buyer’s order, then the order to the supplier, the receipt of goods and services, the sale of goods and services to the buyer.
To place an order for the buyer, go to the “Sales” section. Select the item “Customer Orders”. By the way, if you do not have this item, you must not forget that the enterprise management system is customizable, and this item may be disabled in your system. And this is configured in the “Administration” menu in the “and sales” section. There is a corresponding checkbox here - “customer orders”. If it is disabled, we do not have “Customer Orders” in the “Sales” section. Let's turn it back on.
So let's get back to creating customer orders. Let's create a new document. We indicate the client. This will be the "Shining Path". We need to choose the same agreement. And add the product that the client wants to purchase. We will indicate the quantity of the product and its price. We also need to indicate the desired date of shipment. Our document date is the 9th. Let the desired shipment date be the 14th.
Also, on the “Advanced” tab, you need to check the completion of payment stages. We will fill them in automatically. And we will select the payment option - “after shipment”, otherwise the program will not allow us to ship this product without payment, and we do not consider payment in this lesson. Click OK.
And in principle, our document is completed with the exception of such an important point as “Status”. Status is also a customizable item. Statuses can be disabled, but if they are enabled, it must be filled out in order for the document to be posted correctly. In this case, our status is “to be secured”. By clicking the up arrow, the program automatically sets the highest possible document status. Click the “Post and close” button. And we create a document “Customer Orders”.
In the order itself, we can see the progress status of this order. This report shows: how much the client has ordered, how much needs to be provided and by what date, and how much, in fact, is already collected in the warehouse, and how much has been shipped to him. That is, in this report you can see a complete picture of the execution of this order.
Based on this customer order, we will enter an order to the supplier. Click the “Create based on” button. And select “Order to supplier”. We will open a new order for the supplier. You can also enter an order to a supplier through the “Purchases” - “Orders to Suppliers” section.
So, we have filled out the document on the basis of the order to the supplier. We need to specify the supplier. We also have a tabular section filled in where we just need to indicate the price of the order. On the “Advanced” tab, we must also indicate the stages of payment to the supplier. We indicate the payment stages so that the accountant can pay all our orders on time, so that we have a clear picture of the money that will come to us and the money that we must pay, so that our organization does not have a cash gap. From payments and receipts we create the so-called “payment calendar”. Click OK. We also set the status of the order to the supplier. Click the “Proceed” button.
And then we will create “Based on” directly from the form of this document “Receipt of goods and services”. The system tells us that we cannot enter the receipt of goods and services because the status of this document does not allow us to do so. This can be done only after the status is ready for admission. In order for the status to be “For admission”, we can set it to “For admission” and post the document.
Now we create “Based on” - “receipt of goods and services”. We indicate the date of the document – the 10th. Here we can also indicate that an invoice has been received from the supplier. On the “Advanced” tab we must indicate “Division”. Let's indicate the division - “Purchasing Department”. And click “Post” the document. The document will be processed. And in the “Order to Supplier” we can see the progress status of this order. We see that 5 pieces have been ordered. and also decorated 5 pcs. In the “Order to supplier” we set the status to “Closed”. And we will carry it out.
Now let's go back to our “Customer Order”. And check its execution status. As you can see, it has not changed at the moment. Let’s enter “Based on” the customer’s order the document “Sales of goods and services”. The system does not allow us to enter a document for the sale of goods and services while the document is in the “for collateral” status. We will transfer it to the “for shipment” status. Let's do it. And let’s introduce “Based on” - “sale of goods and services”. Here we also need to indicate the division on the “Advanced” tab. Let's indicate "sales department". We will also create an invoice. And we'll go through the document.
Let's return to the customer's order. Let's see its execution status. As we see, in the document 5 pieces were ordered, 5 pieces were issued. Thus, we see that the order has been completed. Let’s set the status of the customer’s order to “Closed”. And we will carry it out.
Thus, we went through the entire chain from the client’s order to the sale of goods to the client. Let's see how this affected the company's activities. Let's go to the "Finance" section. Let’s open the “Financial Reports” item. And open the “Enterprise Gross Profit” report. Click the “Generate” button.
As we can see, the system shows us revenue and cost by department, organization and manager. But in this case, the cost has not been calculated and the program shows us 100 percent profitability of our operation. What is this connected with? This is due to the fact that the cost in this program is calculated separately.
Let's calculate the cost of our operation. To do this, go to the “Month Closing” section in the “Finance” menu. Click the “Calculate” button opposite the “Cost cost calculation” item. The cost will be calculated.
If your cost has not been calculated, then perhaps you have not set up an accounting policy for calculating cost. To do this, you need to go to “Settings and Directories”. And indicate the setting of methods for assessing the cost of goods. In this case, it is indicated as the average for the month. But it can be FIFO weighted or rolling valuation. Also a very important checkbox is to update the cost with a regulatory task. It means that the cost will be recalculated automatically once every predetermined period of time.
But let’s return to our “Enterprise Gross Profit” report. Let's form it. We will see that the cost has been calculated. We achieved gross profit and profitability.
Many trade organizations work “to order”. That is, the organization first receives several orders from customers. Then he finds suppliers and purchases the necessary goods from them. As soon as the goods arrive at the warehouse from the supplier, they are immediately shipped to customers.
In such a situation, purchasing managers must have convenient mechanisms for generating orders to suppliers and tracking delivery times.
In the program “1C: Trade Management, ed. 10.3" a purchasing manager can do the following:
- View the full list of products that need to be provided to customers.
- Automatically create an order to the supplier for all goods needed by customers. In this case, the order to the supplier will clearly indicate for which customer orders the order was placed to the supplier. And the moment the goods arrive at the warehouse, they are automatically reserved for the client.
- Indicate the deadline for receipt of goods for all orders to suppliers.
- Monitor the timing of goods receipt, and if the deadlines are not met, cancel the order to the supplier.
Let's take a closer look at each of these possibilities.
To analyze the goods that need to be purchased for customers, you can use the “Customer Order Analysis” report.
Menu: Reports – Sales – Order analysis – Customer order analysis
The report can be generated for orders that have not yet been shipped. To do this, set the “Order shipment status” flag and mark the values “Not shipped” and “Partially shipped.” Thus, we will receive a report on orders that have not yet been fully shipped:
The report shows all unshipped orders. For each order we see the required goods; the required quantity is indicated in the “Remaining to be provided” column. If this column is not empty, then the product is out of stock and has not been reserved - it must be ordered from the supplier.
Creating an order for a supplier
From the “Analysis of Customer Orders” report, we found out that our customers need to place an order with a supplier. But we don’t have to remember who is missing what goods. Directly from the report, you can create an order to the supplier for all missing goods!
Click on the button “Order to supplier – Create one order to supplier”:
A new document “Order to supplier” is created, which automatically includes all the goods necessary for the order:
For each product, the “Order” column indicates the buyer’s order for which the product is ordered from the supplier. Thanks to this information, the moment the goods arrive at the warehouse, they will be reserved for the buyer automatically.
In the order you need to select a supplier, a contract, and fill in the purchase prices. We agreed with the counterparty "Mobil" on the delivery of this product on December 28, 2011. We indicate the expected date of receipt of the goods in the “Receipt” field:
Click the “OK” button to process and close the order to the supplier.
After placing an order with the supplier, we will again generate the “Analysis of Customer Orders” report. Now the “Remaining to be provided” column is empty, because we have ordered all the necessary goods from the supplier. Information that a product has been ordered to a supplier is displayed in the “Placed in orders” column:
Delivery time control
To control delivery times, we will use the “Analysis of orders to suppliers” report.
Menu: Reports – Purchasing – Order analysis – Analysis of orders to suppliers
We'll make a setup to see orders for which the delivery date has been missed. Click the “Settings” button.
In the settings form that opens, add a new selection “Order. Receipt date less than or equal to the current date” in the table below. To do this, click the “Add” button, in the field selection window that opens, find the “Order” field, expand it by plus and select the “Date of receipt” field inside:
In the main report form, we will also set the “Receipt Status” flag and mark the values “Not Received” and “Partially Received”.
Click “Create” and as a result we will see all orders that should have been fully received before the current date, but this did not happen:
The “Remaining to purchase” column will indicate the quantity of goods that did not arrive on time.
Based on the results of the analysis, the manager may decide to cancel the order to the supplier. To do this, a document “Closing an order to a supplier” is drawn up. You can create a document based on an order to a supplier or manually.
Menu: Documents – Purchasing – Closing orders to suppliers
We will close the order based on. To do this, you can find the required order for the supplier in the list of orders:
Menu: Documents – Purchasing – Orders to suppliers
Or open an order to a supplier directly from the report.
To open an order to a supplier from a report, you need to double-click on it and select “Open order to supplier” in the list of actions that opens:
In the order to the supplier, use the enter button on the base and select the item “Closing orders to suppliers”:
In the document that opens, “Closing orders to suppliers,” the order to be closed, the counterparty, and the order amount will already be indicated:
You can also specify the reason for closing an order and then analyze the reasons for closing orders in the report:
Menu: Reports – Purchasing – Order analysis – Analysis of reasons for closing orders
Click the “OK” button and close the document.
After closing an order to a supplier, the program will no longer expect any receipts or payments for it. The order to the supplier will no longer be shown in reports:
In addition, if we generate the “Analysis of customer orders” report again, we will see that the product again appears in the “Remaining to be provided” column:
Now the purchasing manager should create a new order to the supplier for the missing goods and expect delivery of this product on time.
If a client contacts us with a request to sell him products or provide services, and we intend to satisfy this request, then the Customer Order document is drawn up in the system:
The order header indicates its main parameters (client/partner, agreement/contract, supplier organization, warehouse, as well as status, condition, payment procedure, priority), and the goods are filled in the tabular section:
To select items for the tabular section, a variety of tools are used. The price for an item can be automatically filled in from what was previously specified, with the possibility of manual adjustment.
Question 1.62 of exam 1C: ERP Professional Enterprise Management 2.0. The system provides the following options for using customer orders:
- Order as invoice
- Order from warehouse
- Order from warehouse and to order
- Options 2 and 3
- Options 1 and 2 and 3
Question 4.1 of exam 1C: ERP Professional Enterprise Management 2.0. Placing a customer order (in the "For execution" status) means:
- Our intention is to sell the items specified in the order
- Options 1 and 2
- Options 2 and 3
- Options 1 and 2 and 3
Verified. The correct answer is number six. “Intent to sell” follows from the very ideology of the system; When placing an order, the system records the collateral requirements and the planned debt:
Question 4.2 of exam 1C: ERP Professional Enterprise Management 2.0. Placing a customer order in the system (in the “For execution” status) means:
- Customer's intentions to buy the item specified in the order
- Formation of order supply requirements
- The occurrence of planned client debt
- Options 1 and 2
- Options 2 and 3
- Options 1 and 2 and 3
The correct answer is number six, similar to the previous question.
Question 4.5 of exam 1C: ERP Professional Enterprise Management 2.0. When creating an order (supplier/client), you can select a counterparty:
- By the first letters of the name
- According to the first digits of the TIN
- According to the latest TIN numbers
- Options 1 or 2
- Options 1 or 3
- Options 1 or 2 or 3
Verified. The correct answer is fourth. Let's check. Selection by first letters works:
And according to the first digits of the TIN:
Based on the latest digits, the counterparty will not be able to select the TIN.
Question 4.6 of exam 1C: ERP Professional Enterprise Management 2.0. When creating an order (supplier/client), you can select a partner:
- By the first letters of the name
- According to the first digits of the TIN
- According to the latest TIN numbers
- Options 1 or 2
- Options 1 or 3
- Options 1 or 2 or 3
The correct answer is fourth. Similarly, he selects by letter:
Based on the first digits, the TIN is selected (provided that a counterparty is specified for this partner):
The TIN will not be found based on the last digits.
Question 4.7 of exam 1C: ERP Professional Enterprise Management 2.0. When creating an order (supplier/customer) without using contracts, but using agreements, the document currency is:
- Must match the currency of the agreement
- May differ from agreement currency
- The currency is not established in the document, but is taken from the agreement
- The currency is not set in the document; the currency of management accounting is used
Verified. The correct answer is the second one. Let the order indicate an agreement with the currency rubles:
In the order itself, we indicate the currency - crowns:
For comparison, the price of this item in rubles:
Question 4.28 of exam 1C: ERP Professional Enterprise Management 2.0. The transaction with the client may be indicated in the documents:
- Customer order
- Production order
- Order for assembly (disassembly)
- Options 1 and 2
- Options 1 and 3
- Options 1 and 2 and 3
Although, orders for assembly (disassembly) do not contain the Transaction attribute.
Question 4.3 of exam 1C: ERP Professional Enterprise Management 2.0.
- Reserved in stock
- Purchase separately (indicating this customer order)
- Placed in production orders
- Options 1 and 2
- Options 2 and 3
- Options 1 and 2 and 3
Verified. The correct answer is fourth.
Question 4.4 of exam 1C: ERP Professional Enterprise Management 2.0. The product specified in the customer order may be:
- Reserved in stock
- Reflected in the goods movement schedule
- Placed in orders for disassembly (to obtain the necessary components)
- Options 1 and 2
- Options 2 and 3
- Options 1 and 2 and 3
Verified. The correct answer is fourth.