Purchasing > Inquiries > Document traceability 

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

    Presentation

    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.

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    Fields

    The following fields are present on this tab :

    • Sign (field TRKSEL)

    Choose the direction of the search:
    - Upstream
    - Downstream

    This field displays the company currency and cannot be modified.

    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

    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

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    Tab Traceability

    Presentation

    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.

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    Fields

    The following fields are present on this tab :

    XSL

    Grid

    • Level (field LEV)

    Help common to the different Journal traceability inquiries (purchasing, sales, CRM, A/P-A/R accounting and fixed assets).
    This displays the level in the document hierarchy. Value 1 corresponds to the selected document, value 2 to the document directly linked to the selected document, 15 being the maximum value of a multi-level log.

    Example of a sales invoice with an upstream traceability:
    Level 1 = invoice level.
    Level 2 = delivery level.
    Level 3 = order level.
    Level 4 = quote level.

    The same level can be used as often as there are levels for this invoice. For instance, there will be a delivery level as often as there are deliveries for this invoice.

    • Document type (field VCRTYP)

    Document type.

    • Document number (field VCRNUM)

    The type, number and line number of the document are used to identify its origin.

    • Document date (field IPTDAT)

    Posting date of the document.

    Origin site of the document.

    This field indicates the code identifying the BP. 

    • Company name (field BPRNAM)

    This is the corporate or company name of the chosen supplier. This information is not accessible.

    This field is filled only if the line is posted and an accounting document has been generated.

    • Document status (field VCRSTAT1)

    Help common to the different Journal traceability inquiries (purchasing, sales, CRM, A/P-A/R accounting and fixed assets).
    This field indicates the journal status. Three other 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.
    For example, for a sales order, its status is displayed as well as the delivery and invoice status.

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    Action icon

    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.

     

    Close

     

    Specific Buttons

    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