Contents
Creating or Editing Buyer Entries through Order Form
Release Note
Release Date: January 28, 2025
Introduction
In our continuous effort to enhance user experience and streamline operations, we are excited to introduce the newly revamped Buyers & Suppliers module.
This update reorganizes the Supplier module into two distinct submodules: Buyers and Suppliers, providing a more efficient way to manage both buyer and supplier information within the Warehouse Management System (WMS). This enhancement simplifies the offline order creation process by auto-populating buyer details, reducing manual data entry, and improving overall operational efficiency.
Previous Configuration
Previously, the management of supplier information was handled through a single Supplier module.
- Unified Supplier Management: All suppliers and stores were managed in one module, with no provision for handling buyer information.
- Manual Data Entry for Buyers: During offline order creation, users had to manually enter buyer details such as email address, shipping address, and contact information for each order, leading to repetitive data entry and potential errors.
- No Buyer-Specific Module: There was no dedicated submodule for buyers, making it challenging to organize and retrieve buyer-specific data efficiently.
What’s New
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New Module Structure
- The new Buyers & Suppliers module is divided into two submodules:
- Buyers: A newly introduced submodule designed to manage all buyer information.
- Suppliers: Retains all functionalities of the previous Supplier module.
- The new Buyers & Suppliers module is divided into two submodules:
-
Buyers Submodule Features
- Comprehensive Buyer Form: Includes fields for capturing essential buyer details such as email address, shipping address, contact details, Tax IDs, and PUDO IDs.
- Auto-Populated Details for Offline Orders: Buyer details automatically fill during offline order creation, reducing the need for manual entry.
- Update Buyer Details: Allows saving new buyer or editing existing buyer details directly from the order form for future use.
Advantages
- Improved Efficiency: The auto-population of buyer details streamlines offline order creation, saving time and reducing potential errors.
- Centralized Buyer Management: Users can easily access and manage all buyer information in one place, enhancing data organization.
- Seamless Integration: The ability to save buyer details from order forms ensures that records remain up to date, providing a smoother workflow for future transactions.
- Tailored Information Handling: This update allows for better segmentation and management of buyer and supplier data, catering to specific business needs.
How to Use
Adding a Buyer
Step 1: Access the Buyers & Suppliers module from the primary navigation panel.
Step 2: In the secondary navigation panel, click on the Buyers submodule.
Step 3: Click the Add Buyer button located in the top right corner. This will open the buyer form.
Step 4: Fill in all the required buyer details in the form and click Add New Buyer. The new buyer entry will be saved and listed under the Buyers submodule.
Important Notes:
- All Store entries that were previously under the Supplier module will now be included in the Buyers module.
- There are no changes to the Supplier submodule. It will continue to function as before.
Managing Buyer Details
Step 1: To edit a buyer's details, click the Edit Details button under the Actions tab.
Step 2: View all B2C or B2B orders associated with a buyer by clicking the View B2C Orders or View B2B Orders button under the Actions tab.
Step 3: Mark a buyer as a supplier by selecting the Mark as Supplier option, which moves the entry to the Supplier submodule. You can also move a supplier to the Buyers submodule through the reverse process in the Supplier submodule.
Using Buyer Details in Order Creation:
Step 1: During order creation, search for the buyer by name or code in the dropdown menu.
Step 2: Once a buyer is selected, all saved details will automatically populate from the buyer entry in the Buyers module.
Important Note:
- Address details will be populated as the Billing Address, not the Shipping Address.
Step 3: If you modify any buyer details on the order form, an option ‘Modify Existing Entry’ will appear at the bottom of the Billing Address section. Check this box to save the updated details for future use.
Step 4: For a new buyer, leave the Buyer Name field empty, fill in the buyer details, and check the ‘Save as New Entry’ box at the bottom of the Billing Address. This action will create a new buyer entry in the Buyers module.
Step 5: When creating a B2B return order to a supplier, check the ‘Return to Supplier’ box to access a dropdown list of all suppliers for selection.
Summary
This enhancement offers significant benefits by centralizing and automating the management of buyer and supplier information. Users can now quickly access and auto-populate buyer details for offline orders, reducing manual input and saving time. This feature enhances data accuracy, streamlines the order creation process, and improves overall operational efficiency, ultimately enabling users to manage their buyer and supplier relationships more effectively.
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