Purchase Order Matching achieves electronically what the supervisor used to manually in breaking down his file of purchase orders and figuring out what the implications of the purchase orders are for the job he is working on. This results in knowing what tasks need to be called up and what suppliers are involved. In order to achieve this, the logic that the supervisor would use is built into purchase order matching rules that are attached to each task in the ClickHome Template. The ClickHome Template drives the construction process and it is vital that the organisation (both Construction and Scheduling) understands how this works and the implications if this is not done correctly or is allowed to get out of date.
A template of the job type combined with the purchase orders raised for the job form the basis of the call sheet for the job. Purchase orders details are initially raised through the estimating and accounting systems and passed to ClickHome where they are matched to tasks by a user defined set of rules that result in the manipulation of the task. In its simplest form it may add the supplier to the task while it also may, if the circumstances are right, create a completely new task.
Similarly, ClickHome can pass back details of task completion as authorisation to the accounting system to pay all or part of a purchase order.
This mutual sharing of information depends on:
· A process for the systems to pass data back and forth;
· A set of processing rules that will give Clickhome the parameters it needs to link the Purchase Orders with its Job and Task information.
The Integration Interchange Process
From the ClickHome point of view, interacting with the client’s other systems is purely dependant on what the client currently has implemented and could vary with each new client. Consequently, as ClickHome is implemented for each client there is usually some development work to be done, either by ClickHome or by the client’s own IT resources. Click Home provides standard points of interface so, from its own perspective the interchange process is always the same. This minimizes the task of creating the different interface facilities for each client. The common points of interface are focused on the standard interface tables provided in the ClickHome database.
As a result of this, it is not possible for this User Guide to be explicit about the interchange process. It is possible to say, though, that in general the interfacing is largely automatic and will require minimal involvement by the client’s staff on a day by day basis. The interchange of data is part of the customer integration documentation provided as part of the implementation process
Suppliers Interchange with ClickHome
For a successful interface of purchase orders Suppliers must be present in ClickHome therefore new Suppliers and changes to existing Suppliers will be automatically detected and interfaced across to ClickHome. As well as this progressive synchronisation of the Supplier details between ClickHome and the other systems, a Complete Reload facility is also provided as a tool the user can use at his discretion. Typically this will be used at the initial point where ClickHome is implemented, but may also be useful at any time where the client needs to verify the integrity of the Suppliers’ details in ClickHome.
Purchase Orders Interchange with ClickHome
New Purchase Orders and changes to existing Purchase Orders can be interfaced across into ClickHome from the clients accounting system.
Purchase Orders entered into ClickHome in this way are subject to the detailed rule-based processing that is discussed later this user guide.
Outcomes achieved by ClickHome for Purchase Orders are:
· Progressive or ‘end-of-task’ approval-to-pay on purchase orders;
· Updating of the correct supplier to use on certain tasks for a Job;
· Inclusion/exclusion of certain tasks on a Job where they are or are not applicable;
· Scaling of Job task duration according to purchase order value or quantity ordered;
· The ability to dispatch purchase order details to suppliers when a task is ‘called on’ can be provided.
· Addition of supplier details to a purchase order, if not provided by the accounting system, from its record of relevant suppliers for a template task.
· Splitting of tasks when two or more suppliers are required to complete the task.
· Auto creation of tasks for purchase orders raised without a matching task.
The returning of purchase order related details back to the other systems is limited to certain specific items.
· Purchase order percentage approvals are fed back as related tasks are flagged as progressively completed;
· Where a supplier is not provided in the original purchase order and the local ClickHome users selects the supplier or allows the default to apply, that supplier selection is passed back