Use this function to view the log of a purchase journal by giving:

  • the upstream flow leading to the original journals, (purchase requests, purchase orders, etc.),
  • the downstream flow of journals up to:
    - the complete payment of the invoice (prepayments, payments, open items, etc.),
    - the expenses and assets if the Fixed Assets module is active,
    - the various journals linked to CRM activities and/or customer support actions, if the CRM module is activated.  

The representation of traceability also displays the status of each journal. You can access the management screen of the document via the Actions icon.

The Purchase journal traceability function can also be accessed directly form each management function of purchase entries.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Header

The inquiry header is used only to select the purchase journal to be traced.

Once the journal has been selected, its status(es), the supplier code and name, the company currency and the folder currency are displayed for information purposes.

Sign (field TRKSEL)

Choose the direction of the search:
- Upstream
- Downstream
Company currency (field CURSOC)

This field displays the company currency and cannot be modified.

Folder currency (field CURFOL)

This field displays the folder currency and cannot be modified.
Document type (field VCRTYPSEL)

Enter a document type if you wish to filter the inquiry and restrict it to this type of document.
Document number (field VCRNUMSEL)

Enter the document number reference to inquire, depending on the chosen document type.

 
Line number (field VCRLINSEL)

Line number of the document to inquire.
Example: line 1 = 1000
BP (field BPRNUM)

Help common to the different Journal traceability inquiries (purchasing, sales, CRM, A/P-A/R accounting and fixed assets).
This field displays the BP code and cannot be modified.
For purchase requests, this field is empty since the BP code is displayed on the line.

Part status (field VCRSTA)

Help common to the different Journal traceability inquiries (purchasing, sales, CRM, A/P-A/R accounting and fixed assets).
This field displayed the journal status, its title depends on the journal type inquired.

For instance:

  • For a purchase request: Closed
  • For a purchase order: Invoiced
  • For a sales order: Order status
Part status (field VCRSTA_L)

Help common to the different Journal traceability inquiries (purchasing, sales, CRM, A/P-A/R accounting and fixed assets).
3 fields of this type are available. They display the status of the upstream/downstream journals related to the journal displayed. Their display and their title depend on the type of journal displayed.

Examples :

  • For a purchase order:
    - Invoiced: Yes / No
    - Closed: Yes / No
  • For a purchase invoice:
    - Invoice status: Pending / Validated
  • For a sales order:
    - Delivery status
    - Invoice status
    - Signature
  • For an expense:
    - Fixed: Yes / No

Tab Traceability

The traceability of the various documents is shown in the form of a tree structure and a grid, with the status of each journal indicated.

Examples of flow tree structure representations:

Representation example 1 - Downstream representation of a Purchase request flow

Purchase request

 

 

 

 

 

Closed: Yes
Ordered: Yes
Signature: No management

 

Purchase order

 

 

 

 

 

Invoiced: Totally
Signature: No management
Closed: Yes
Receipt: Totally

 

 

Prepayment 

 

 

 

 Reminder: No
Paid

 

 

 

 Payment 

 

 

 

 In the bank

 

 

 Purchase receipt

 

 

 

 

 Invoiced: Totally
Posted: No

 

 

 

Purchase invoice

 

 

 

Invoice status: Validated

 

 

 

 

Accounting journal

 

 

 

 

 

 

 

 Open item

 

 

Reminder: No
Not paid

 

 

 

 

 Purchase credit memo

 

 

 Credit memo status: Pending

 

 

 

 

 

 Open item

 

 Reminder: No
Partially paid

 

 

 

 

 Task

 

 

 Completed: No

 

 

 

 

 Call

 

 

 Completed: Yes
Incoming call

 

 

 

 

Purchase additional invoice 

 

 

 Invoice status: Validated

 

 

 

 

 

 Purchase credit memo

 

 Credit memo status: Pending

 

 

 

 

 

 Accounting journal

 

 

 

 

 

 

 

 Open item

 

Reminder: No
Paid

 

 

 

 

 

 

 Payment

 In the bank

 

 

 

 

 

 Open item

 

 Reminder: No
Not paid

 

 

 

 

 

 Appointments

 

 Completed: Yes
On the customer's premises

 

 

 

 

 Purchase credit memo

 

 

 Credit memo status: Validated

 

 

 

 

 

 Open item

 

 Reminder: No
Paid

 

 

 

 

 Purchase return

 

 

 Invoiced: Totally

Representation example 2 - Downstream representation of a Purchase request flow:

 Purchase request

 

 Closed: Yes
Ordered: Yes
Signature: No management

 

 Purchase open order

 

 Invoiced: No
Signature: No management
Deadline exceeded: No

 

 

 Purchase receipt

 Invoiced: No
Posted: No

Representation example - Downstream representation of a Purchase invoice flow:

Purchase invoice

Invoice status: Validated

 

 Accounting journal

 

 

Open item

Reminder: No
Not paid

Expense

Capitalized: Yes

Asset

Fixed asset in service

Example of a Downstream representation of a Request for quote flow:

Request for quote  

 

 

 Deadline exceeded: Yes

 

 Purchase request

 

 Closed: Yes
Ordered: Yes
Signature: No management

 

 

Purchase order

 

 Invoiced: No
Signature: No management
Closed: No
Receipt: No

SEEINFO Comments:

  • Specificities of additional invoices:
    Unlike standard invoices which are displayed below orders or receipts, additional invoices are displayed below original invoices with their corresponding downstream credit memos, open items, payments, etc., if required.
  • Specificities of orders:
    It is possible to receive the invoice before the receipt and to link it to the order before the receipt. In this case, the invoice is linked to the order, not to the receipt.

XSL

Document

Use this button to access the line document.

Upstream traceability

Use this button to inquire the upstream traceability of the document on the line.

Downstream traceability

Use this button to inquire the downstream traceability of the document on the line.

Specific Buttons

Detail

Use this button to access the additional information of the displayed document, especially the amounts in the journal currency, company currency and folder currency.

Limitations

This function does not work for 'Supplier BP invoices' or 'Inter-company supplier invoices': If you select this entry type and enter the entry number, you will view the information from this entry only, regardless of the direction of the search.

To access the generated entries, use the actions from the Zoom menu available in the Supplier BP invoices and Inter-company supplier invoices functions.

Error messages

The only error messages are the generic ones.

Tables used

SEEREFERTTO Refer to documentation Implementation