Difference between revisions of "Internal order"

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__NOTOC__
For staff members requiring items to work, the internal order is the document of choice to communicate their demand.
Internal ordering means the process of employees filing their demand on items required for their work (e.g. for [[C parts|c-parts]]). Typical products for this process are tools, [[Personal Protective Equipment (PPE)|personal protective equipment (ppe)]] or corporate wear. For employee ordering inside a [[b-op Digital]] of a legal person, [https://www.zugseil.com ZUGSEIL] offers the service [[Internal Shop|internal shop]].  


== Fundamental process ==
== Phases of an internal order ==
[[File:Inter Ordering Fundamental Process.png|thumb|231x231px]]
[[File:InternalOrder Phases.png|thumb|600x600px|Phases of an internal order]]


The fundamental process is very similar to the regular ecommerce process known from any ecommerce shop vendor. When the user starts the internal ordering process, the first step is to '''select products'''. After the products are selected, the user has to '''check out.''' After checkout has been finished successfully, the order is either passed to fulfillment processes or, if the user has permission hand out items from local stock, the ordered items might be handed out by the user to the ordering party(s) for which the order was placed.
==== Creation phase ====
For the creation phase, we have designed our [[ZUGSEIL Shop|shop solution]] to file the internal order. Typically two use cases can be differentiated:


=== Product Selection ===
* the user knows <u>the exact items</u> which are required, picks a product listed in the shop. We call this a '''fully qualified product position'''  Example: I want product "HP 17-Cp0212ng".
When a user enters the internal shop he by default starts in the [[Internal Shop - Regular product selection view|regular product selection view]], which allows to find products from the all the catalogs and put them into the shopping basket for the price which was proposed by the cheapest vendor available for this product. The user may also decide to switch to the [[Internal Shop - Assisted ordering|assisted ordering]] if he is eligible for using any [[Shopping assistants|shopping assistants]]. ZUGSEIL offers a variety of shopping assistants by default. The [[Dev:Personal equipment shopping assistant|personal equipment shopping assistant]] is the most widely used by companies equipping their employees. Other standard shopping assistants coming along with the [[Internal Shop|internal shop]] are the [[Dev:Project equipment list shopping assistant|project equipment list shopping assistant]]  or the [[Dev:Workplace equipment list shopping assistant|workplace equipment list shopping assistant]]
* the user knows only his <u>general demand</u>, but does not know which products are the right ones. We call this a '''[[Purchase requisition|purchase requisition position]]'''  Example: I want a "bike with 20 inch wheels"
After creation has completed the internal order reaches the state "'''created'''"


=== Checkout ===
==== Maturation phase ====
As in regular shops, the user has to define how to pay and the desired delivery information. The internal ordering checkout process inside a legal person comes with special requirements, like mandatory cost center selection, multiple delivery addresses per position, position split and many more, which can be read up on the [[Dev:Internal Ordering - Checkout variations|checkout variations]] page.
If an inernal order holds purchase requisition positions, it can not become approved as not full qualitifed product is leaving uncertaintainy. This makes material, price and team approals impossible and the approval phase may not be entered.  


In this phase a operative procurement officer is researching about the ''purchase requisition positions'' trying to convert them into a ''fully qualified product'' positions. Once all positions are converted, the internal order reaches the state "'''ready for processing'''"


Payment of internal ordering
==== Approval phase ====
Once the order is ready for processing, it enters the approval phase. In this phase three types of approval must be greated:


Depending on the type of equipment and the usage scenarios ZUGSEIL offers these types of payment:
* Internal Order Team Approval
* Internal Order Material Approval
* Internal Order Financial Approval


== Fulfillment of internal orders ==
Each internal order may or may not be subject to these three approvals. If they are not subject, they will be automatically granted this approval type. Only when all three approvals types were granted the internal order receives the state "'''approved'''"


==== Fulfillment phase ====
Once the internal order is approved, the [[Fulfillment|fulfillment phase]] begins. The


Once the demand is filed, companies have two decide between two core fulfillment strategies:
* '''stock''' '''fulfillment''' - means the fastest availability of goods to the internal customer. This fulfillment uses (internal) [[Shipment order|shipment orders]] to deliver goods from local warehouses.
*If the goods are not available immediately, a '''buy or make decision''' has to be made. This type of fulfillment uses [[Purchase order|purchse orders]] or [[Production order|production orders]] to fulfill the internal demand.


* '''stock''' '''fulfillment''' - means the fastest availability of goods. Downsides are capital binding, warehousing and disposition planning costs.
== Related development articles ==
*'''On demand purchasing''' - means slower availability and direct dependency on supplliers. Benefit is the reducion of warehousing cost. Capital binding and disposition planning can be negotiated with the suppliers.


* [[Dev:Fulfillment plan]]
* [[Dev:Internal order|Dev:Internal Order]]
*[[Dev:Internal order default status]]
*[[Dev:Distribution order slip document type|Distribution order slip document type]]


== General Process Flow ==
== Related articles ==
* [[Purchase requisition]]
*[[Fulfillment]]


* Ordering
[[Category:Order Types and related objects]]
* "AdHoc purchasing" vs "Local Fulfillment"
[[Category:Glossary]]
*
__NOTOC__
 
== Process "Just in time ordering" ==
 
=== Gathering and grouping of demand ===
 
=== Clearance process ===
Purchaing with supplier
 
Fulfillment
 
Billling
 
== Process "Local Warehousing" ==
 
== Problems ==
Maverick buying
 
distributed clearance process require process guidance - especially material clearance
 
Combination of "Just in time process vs. bulk ordering
 
warehousing in bulk ordering
 
 
[[Regular Ordering|Regular ordering]]
 
[[Assisted Ordering|Assisted ordering]]
 
[[Category:Business Epics]]

Latest revision as of 11:40, 6 July 2024

For staff members requiring items to work, the internal order is the document of choice to communicate their demand.

Phases of an internal order

Phases of an internal order

Creation phase

For the creation phase, we have designed our shop solution to file the internal order. Typically two use cases can be differentiated:

  • the user knows the exact items which are required, picks a product listed in the shop. We call this a fully qualified product position Example: I want product "HP 17-Cp0212ng".
  • the user knows only his general demand, but does not know which products are the right ones. We call this a purchase requisition position Example: I want a "bike with 20 inch wheels"

After creation has completed the internal order reaches the state "created"

Maturation phase

If an inernal order holds purchase requisition positions, it can not become approved as not full qualitifed product is leaving uncertaintainy. This makes material, price and team approals impossible and the approval phase may not be entered.

In this phase a operative procurement officer is researching about the purchase requisition positions trying to convert them into a fully qualified product positions. Once all positions are converted, the internal order reaches the state "ready for processing"

Approval phase

Once the order is ready for processing, it enters the approval phase. In this phase three types of approval must be greated:

  • Internal Order Team Approval
  • Internal Order Material Approval
  • Internal Order Financial Approval

Each internal order may or may not be subject to these three approvals. If they are not subject, they will be automatically granted this approval type. Only when all three approvals types were granted the internal order receives the state "approved"

Fulfillment phase

Once the internal order is approved, the fulfillment phase begins. The

  • stock fulfillment - means the fastest availability of goods to the internal customer. This fulfillment uses (internal) shipment orders to deliver goods from local warehouses.
  • If the goods are not available immediately, a buy or make decision has to be made. This type of fulfillment uses purchse orders or production orders to fulfill the internal demand.

Related development articles

Related articles

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