Confirming the purchase order and writing back to the ERP

Once every open item in a thread has a decision, the result is committed to the ERP. This article covers the commit, straight through processing, closing without an update, and how extra positions on the confirmation are handled.

Confirm Purchase Order

The primary action Confirm Purchase Order becomes active once there are no open positions left and at least one staged change exists. Committing does four things:

• writes the confirmed, edited, or deliberately kept ordered values back to the ERP, according to each field capability,
• sets the thread to Confirmed,
• flashes Purchase order updated and records an audit trail entry showing what was written and what was kept as ordered,
• reapplies the active filter so that resolved fields settle out of the Action needed view.

Auto sync and straight through processing

When configured, a thread with no deviations, or with all deviations inside tolerance, is auto confirmed and synced end to end with no manual review.

Close without update

You can deliberately close a thread without writing anything to the purchase order, for example when the confirmation is irrelevant. A reason is mandatory and is logged to the audit trail when the corresponding process rule is active.

Additional positions and charges on the confirmation

When the confirmation contains a position that is not on the purchase order, such as extra freight, packaging cost, a minimum quantity surcharge, or an extra article, it is shown as its own block with:

• a New badge, the name, and the charge type or an Additional charge label,
• line level actions: Create as new line item, Reject, or Ignore,
• a Not on your PO information chip,
• all of its fields visible but read only, including description, charge type, quantity, unit price, and delivery date. The ordered column reads not on PO.

After Create as new line item, the fields become individually confirmable. They all default to Confirmed, each one can be unconfirmed or rejected on its own with undo, and the whole line can be undone back to the Not on your PO state.