Find a supplier order that isn't visible in the Receptions screen

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Start from: the Easilys menu.

Case 1: The reception is not present in the list

Navigate to Supplier Orders > Receptions.
The list of receptions is displayed.
By default, the displayed receptions are those that correspond to:
- expected to arrive in a 3-month period, from the beginning of last month
- having the status “In progress” or “In error”.

If the reception you are looking for is in another period or has another status, you need to modify the filters to make it appear. To do so:
- Adjust the period by changing the dates in the from … to … fields.
- Expand the Status filter and check the desired statuses.

Case 2: The reception is blocked “pending delivery”

If you have receptions with the status “Pending delivery”, this means that Easilys is waiting for an EDI delivery note (electronic data interchange). Receptions pass through this status when the option requesting it has been checked on the supplier record (see article Understand reception 'Pending' status for the EDI delivery note).
Normally, this status is temporary. If this status persists on a reception, there is an issue in the EDI flow — notify your administrator, who has the possibility to manually unblock these receptions. There is in fact a right allowing certain users to force-change receptions blocked in “Pending delivery” status to “In progress”. They can follow this process to manually unblock these receptions:
- Select the reception “Pending delivery”.
- Click on the Information tab.
- Click on the alert button.
- Confirm the status change by clicking on Save.

If the “Pending delivery” status appears for suppliers who never send you delivery notes by EDI, then modify the option on the supplier record (see article Understand reception 'Pending' status for the EDI delivery note) to avoid having this status. If you are not authorized to do so, contact your administrator.

Case 3: The reception is blocked “pending”

A reception has the status “Pending” when there is a validation workflow on claims and the validator has not yet accepted or refused the claim.

Case 4: The reception is blocked “in error”

A reception is “In error” when there is a validation workflow on claims and the validator has refused the claim.

Case 5: The reception has the status “Completed”

The “Completed” status on a reception indicates that it has already been validated. If you wish to make changes to this reception, you can reopen it under certain conditions. Refer to the article Reopen a completed reception which explains this process.

Understand reception 'Pending' status for the EDI delivery note

Start from: Products > Suppliers

This option present in the DELIVERY section of the supplier file should only be enabled if the EDI sending mode is enabled.

"A reception status is 'Pending' until the EDI delivery note is received" allows you to force the wait in "Pending delivery" status of the reception voucher on the RECEPTIONS screen until the EDI delivery note has been received by Easilys. That is, until the supplier software has not sent confirmation of the delivery note to Easilys.

Do not enable this option if you do not use the EDI system for orders. This would eternally block your receptions in "Pending delivery" status on the RECEPTIONS screen and you would therefore not be able to validate them to make stock entries. The only solution would be to call on the technical team to unblock your receptions.

Manage a goods return

Start from: The Easilys menu.

A goods return can be processed in three steps to have precise tracking of the return.

First step: CREATION OF A RECEIPT VOUCHER WITH A CREDIT NOTE REQUEST

Select the tabs Supplier orders > Receptions.

The "Create a receipt without order" window appears on the screen.

Select Create a reception.

A blank receipt voucher is created and is now available in the list.

Select the blank receipt voucher.

The details of the receipt voucher appear on the right of the screen.

Select "+" to add the product concerned by the return.

The "Add a product" window appears on the screen.

Add 1 unit of this product to the quantity because it is not possible to put 0.

The product is now in the receipt voucher.

Modify the quantity, the price, and the received quantity by indicating 0 in each box.
Select Save now.

Attention! Make sure everything is set to 0 because you do not want to add the product to your stock.

Select "NC" next to the product.

The details of claims and credit note requests related to the product are displayed.

Select Add a criterion and select the criterion that best corresponds to the reason for the return.
Check the box Request a credit note.
Indicate the expected refund amount.
Select Save now.

Select Validate.
Enter the receipt note number related to the return, or a dummy number if the return concerns several past receipts.
Enter the delivery date as the date on which the refund was received.

The application creates a credit note request and therefore takes the refund into account.

Second step: VALIDATION OF THE CREDIT NOTE REQUEST

Select the tabs Supplier orders > Credit note requests.

Select the previously generated credit note request from the validated receipt voucher.

The details of the credit note request are displayed on the screen.

Select Accepted.

Third step: STOCK ADJUSTMENT TO REMOVE THE QUANTITY CONCERNED BY THE RETURN

Select the tabs Stock > Stock.
Search for the product concerned by the return.
Select "–" to the right of the product.

The "Decrease quantity" window appears on the screen.

Select the date on which the return takes place (not possible in the future).
Select the movement type "Adjustment".
Indicate the quantity to be removed by the return.
Select Validate.

Delete a credit note request in a reception

Start from: The Easilys menu.

Easilys identifies a situation that requires a claim or credit note request and generates it automatically. However, the user can take control and delete an automatically generated credit note request.

Select the Supplier orders > Receptions tabs.

Select the relevant reception.
Select the red NC button or orange button visible to the left of the supplier product name subject to a credit note request.

The details of the supplier product appear on the right side of the screen. It opens to the "Claims/Credit notes" tab.
Select Delete these claims. The claim and the credit note request disappear and the NC button turns green again to the left of the supplier product name.

Select Save now at the top of the screen.

Manage a free item in the delivery note

Start from: The Easilys menu.

Case #1: The entire delivered quantity of the product is free.

In the Delivery note section, select the correct delivery note:

Change the rate to zero.

Case #2: Part of the delivered quantity of the product is free

In this scenario, you need to add the product again in the delivery note to have two receipt lines:

Select the + icon to the right of the delivery note search bar.
Select the product for which part of the ordered quantity is free.
Indicate the quantity concerned by the free item.

The product is added to the delivery note. This addition is highlighted, as this new line can be deleted with the red cross.

In the Delivery note section:

Change the rate of this new line to zero.

Note: Finally, remember to change the quantity on the other line of the product to indicate the quantity not concerned by the free item.

Case #3: An unordered product was offered

In this case, simply click on the + to the right of the delivery note search bar to add the product. Then, simply change the rate to zero in the Delivery note section.

Order to APPROLOCAL from Easilys

Start from: The Easilys menu.

Find APPROLOCAL products on Easilys

Select Supplier orders in the main menu > Supplier orders.
You can use the filters in the "Suppliers" OR "Product family" sections.

Note: APPROLOCAL product families contain the term "APL".

Order preparation

Select your first product to generate your shopping Order.
Select the Order to add more products.

Send order

Select the Order.

The order details are displayed.

Select "Send by EDI".

Note: Orders can only be sent in EDI mode. EDI is a technical term for a data exchange link between two software programs.

Once the order has been sent :

Your order will be created automatically in APPROLOCAL: it will be signed off by the supplier if the latter is able to deliver all or part of your order. He can therefore modify and/or cancel your order.

Note: Please do not resend or modify your order. You must wait for SIGN-OFF to validate, modify or cancel it. If you need to make any changes, please contact your supplier, who can make the changes from within APPROLOCAL.

The order is now waiting to be processed:

If the supplier signs off the pre-order from APPROLOCAL, its status changes on Easilys: it is no longer waiting to be processed, the "truck" pictogram appears and, when you display the order basket details, a comment indicates that the supplier has signed off on it on APPROLOCAL.

You then have the opportunity to sign off, in turn.

To sign off the order :

Select the shopping cart and click "Sign off".

A goods receipt awaiting validation will be generated in the Receptions Panel (Supplier orders > Receptions).

Manage non-conformity criteria

Note: each action performed on the application is subject to a fee. If you are unable to carry out the recommended actions in the articles you are viewing, this may mean that the necessary rights have not been enabled for your user profile. Contact the Support team, or your Admin, to find out more.

Start from: The Easilys menu.

Non-conformity criteria are used to notify problems encountered when an order is received. A non-compliance criterion can lead to the automatic creation of a credit note if so configured.

Non-compliance criteria can only be created, deleted or modified on the root site.

Select the Supplier orders > Receptions tabs.

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Select a delivery note in “In progress” status. If none exists, create a reception without an order by selecting Create a reception.

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Go to the “Claims/Credit notes” tab.

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Select Add a criterion.
Select Criterion admin.

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The “Manage a non-compliance criterion” window appears.

Add, delete or modify a non-compliance criterion. Use the orange pencil to modify a criterion, the red cross to delete a criterion, and the “Create a non-compliance criterion” button to create a new one.

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Note: “Criterion admin.” is only available from the root site AND if you have the rights to create, delete and modify non-compliance criteria.

Print a reception

Start from: The Easilys menu.

Select Supplier orders > Receptions.

Select the reception to print.
- If the reception to print is an already validated reception: use the Status filter; check the Completed status and thus display the list of your validated receptions.

The reception details are displayed.

Select the Information tab of the reception.

Select Print the RV on the "RECEPTION VOUCHER" line.
Preferably choose the .PDF format.

Create a product from a reception

If your environment is configured for multiple languages, the multilingual icon appears for some fields. For more information on how to use it, see the article Use Easilys in multilingual mode .

Start from: The Easilys menu.

Creating a supplier product normally happens from the price lists or product administration.
To learn more, see the article Create a product.

However, there is a simpler and faster creation method that we will see in this tutorial, but this one is therefore less complete.

To complete all the information, it is necessary to go through the price lists to update the elements.

ATTENTION: Creating a product in a simplified way is subject to a particular permission to be activated if needed, at the level of the profile settings defined for the user concerned. If this permission is not activated, do not hesitate to contact us.

To learn more, see the article Modify product information: units, labels, origins, VAT, etc.

Before creating a product, make sure that it does not already exist. You would risk multiplying duplicates otherwise.
These duplicates will impact orders and stock since you will have multiple lines for the same product.

Select the tabs Supplier orders > Receptions.

Select a reception in "In progress" status.

The reception slip details are displayed on the right side of the screen.

Select "+" in the reception.

A list of supplier products is displayed on the screen.

Ignore the existing products, select Create at the bottom of the list.

The "Create a supplier product" window is displayed on the screen.

Complete the requested information. Those followed by an asterisk are mandatory.
Select Create.

The "Add a product" window automatically appears on the screen.

Indicate a quantity and select Add if you need to add this supplier product to the reception slip. Otherwise, select Close.

To complete all the information, it is necessary to go through the price lists to update the elements.?
To learn more, see the article Modify product information: units, labels, origins, VAT, etc..

Mass printing of multiple exit vouchers or control on reception

Start from: The Easilys menu.

Select the Supplier orders > Receptions tabs.

Select the receptions concerned by the mass printing you want to perform.

An action bar appears at the top of the screen.

Select Print.

Easilys displays a list of prints you can perform.

Select the desired type of print by choosing the desired file format.
The document to be printed appears in a new tab in your browser, and you can start printing from this new tab.