Being informed on the status of inward is crucial for suppliers, as the confirmation of an inward starts the process of the invoicing and payments. Knowing the status of the inward in real time eliminates the need for the supplier to do constant follow up with the customer. At any point in time from the date of delivery, the supplier will always have 100% visibility on our portal to view the status of an inward.
This article explains how suppliers can track Inward status for individual purchase orders in the portal after delivery.
Suppliers can track the status of an Inward in 2 ways
Tracking inward in the Purchase order (PO) module
Select the Purchase orders module from the panel on the left and a new page with the list of all the purchase orders is displayed
Suppliers can track the Inwards of the PO items from the "Inward status" column in this page on the extreme right of the page
Suppliers can apply filters in the Inward column for further visibility by using the filter drop-down that has the following four status options-
Pending: This means that the delivery has been done but the receiver is yet to record the inward for the delivery
Inwarded: This status confirms that the order has been successfully delivered and inwarded by the receiver
Partially inwarded: Not all of the items mentioned in the Purchase order were delivered, an inward is recorded for the items/services that were delivered
Not available: This status means that the order delivery has not been received yet, will only be updated once it the procurement is delivered
In the INW column suppliers can see a two types of circle that mean two
A blue semi-circle denoting it’s a partially-inward
A green circle indicating it is a full-inward
Tracking one or multiple inwards for one Purchase Order in the PO module
Often, not all items in a PO are delivered in a single delivery, so multiple inwards are recorded against a single PO. Tracking multiple inwards amongst several purchase orders can be confusing at times for suppliers. Using the Aerchain supplier portal, suppliers can also track if there are one or more inwards for a single PO at one place using the following steps.
- Click on the purchase order number from the listing page which has the inwarded or partially inwarded status
- Scroll down till the tabs 'products, Invoices & PFIs, Inwards' are visible and click on the 'Inwards'(1) tab
On the inwards tab the supplier can see one or more inwards if the delivery is done in installments - On the status column (2) the supplier can watch the status of multiple inwards to check if all the deliveries done in installment was accurate or not
- Click on the '+' (3) icon to view individual line items that were delivered in one inward like shown in the picture below and check all the line items are the same as per delivery. By clicking on the + icon, every inward recorded for the PO will be expanded with all the line items.
2. Tracking the Inward status in the GRN module
Our portal offers a GRN module for suppliers to solely track the inward status of deliveries with single or multiple POs
In the modules panel to the left of the screen, select the GRN module (Refer image below-1)
Suppliers can see the list of all Inwards against the respective purchase order along with the respective status as shown below (2)
Brief information about the columns in the GRN module:
Code: Displays the inward code that the receiver has updated in the customer portal.
PO code: Displays the purchase order number released by the customer).
Date: Date of the inward creation by the customer
Company: All names of the customer’s that the supplier has delivered to
Facility: The facility that inwards/receives the item is delivered to
Created by: User that created the inward after delivery
Status: This column shows the processing status of the inward items for each PO.
Match status: This shows you whether the inwarded items match with the PO & invoice or not.
Use filters to sort and track Inwards
Often suppliers deal with multiple customers on a daily basis, tracking the status of multiple order’s inwards is a tough task. Not anymore, with our filters for the inwards, suppliers can easily see the information on orders they want to know the status of.
Status: Click on the 'Status' column filter and the following drop-down options appear for filtering.
Inwarded: It displays whether all orders where the goods/services have been inwarded
Partially Rejected: This displays all the POs where few of the items delivered have been rejected
Rejected: This will show you POs where the entire delivery has been rejected as a whole
Cancelled: This filter displays the POs that have been cancelled by the customer
Reversed: Any deliveries that have been delivered and returned will be displayed under “Reversed"
Pending-Approval: If there is any inward awaiting approvals
Done: Displays the items that have been resolved.
Match Status:
One of our most used features is the 3-way matching that the portal does to root out any inconsistency between the invoice, inward, & the PO. This column displays whether the inwarded items are matched or not with the purchase order and invoice. Suppliers can apply a filter on this match status and select one or more options from the drop-down and Click ‘Ok’
Pending: The 3-way matching between the GRN, Invoice, & PO has not been done yet
Matched: All the inwarded items match the PO and invoice denoted by a complete green circle on the dashboard
Partially-matched: For invoices where only some of the items match the PO, but not all & a blue semi-circle on the dashboard is used to denote the same
Read here to learn how to upload invoice in Aerchain supplier portal?
Read here to learn how to submit an invoice using PO Flip?