CN108270666A - A method for automatic management and control of purchase orders - Google Patents

Abstract

The present invention discloses a purchase order automatic management control method. The method establishes a supplier database in advance, and at least stores the supplier's mailbox in the supplier database. After the purchase order is generated, the supplier's information, including the mailbox, is read from the supplier database, and then the mail system is logged in, and the purchase order is sent according to the supplier's mailbox, and displayed after the sending is successful. The present invention manages the purchase order so that it can be sent to the supplier in a timely and accurate manner, thereby improving the accuracy and reliability of order management.

Description

A method for automatic management and control of purchase orders

technical field

The invention relates to the technical field of office management, in particular to an automatic order management and distribution method.

Background technique

The purchase order is a feasible purchase order plan formulated by the enterprise based on the material plan and actual capacity of the product and related factors, and issued to the supplier for execution. During the execution process, attention should be paid to tracking the order so that the enterprise It can purchase the commodities needed by the enterprise from the procurement environment, and deliver qualified raw materials and accessories to the production department and demand department.

In the production and daily management of enterprises, with the advancement of science and technology and the development of computer technology, more and more people use intelligent office management software and systems for production and daily management, and the same is true for purchase orders. After the purchase order is generated, the user sends faxes or emails to different suppliers to place the order in time.

For example, patent application 201310058287.9 discloses an intelligent order generation device and method. Based on the intelligent order basic data table and intelligent order merging rules, a set of material-based intelligent ordering models is established. The purchaser enters the purchase material demand information through the external system, and the device can automatically generate a purchase order according to the rules. It realizes the automation of the whole process of ordering, reduces manual operations as much as possible, not only improves ordering efficiency, reduces the probability of order entry errors, but also achieves the purpose of reducing costs and controlling risks. Although this method can produce orders according to the rules, after the order is generated, it still needs to be sent to the supplier manually, which cannot get rid of manual intervention and control. It often takes a lot of time to check and confirm, resulting in low accuracy and low efficiency.

Another example is that the patent application 201710113963.6 discloses a control method and control system for a purchase order, wherein the method includes: receiving a purchase order submitted by a target storefront, the purchase order including the identification of the target storefront and the purchase quantity; according to The identification of the target store generates the upper limit of the purchase quantity corresponding to the target store; when the purchase quantity in the purchase order is greater than the upper limit of the purchase quantity, a prompt to adjust the purchase quantity is sent to the target store. The purchase order control method and control system provided in this application can improve the review efficiency of purchase orders, thereby reducing the workload of logistics personnel. This method controls the purchase order through review, but the purchase order is only a circulation within the system without the intervention of the supplier, and it is only an internal distribution of the company. Therefore, the purchase order is only generated by the system and submitted to different departments. There is no problem of sending orders from external suppliers, and the existing supplier purchase order management and control process cannot be solved.

Contents of the invention

Aiming at the deficiencies in the above-mentioned technologies, the present invention provides an automatic management and control method for purchase orders. Through the management of purchase orders, the method can send them to suppliers in a timely and accurate manner, improving the accuracy and efficiency of order management. reliability.

Another object of the present invention is to provide a method for automatic management and control of purchase orders, which is easy to implement and can quickly and timely send purchase orders to suppliers by mail, facilitating management and monitoring of purchase orders.

To achieve the above object, the present invention is achieved in this way.

A purchase order automatic management control method is characterized in that the method establishes a supplier database in advance, and at least stores the supplier's mailbox in the supplier database. After the purchase order is generated, the supplier's information is read from the supplier database, including the mailbox , and then log in to the mail system, and send the purchase order according to the supplier's mailbox, and display it after sending successfully.

Specifically, the method includes the following steps:

101. Establish a supplier database;

The supplier database stores supplier information, and the supplier information includes supplier phone number, contact person, supplied product and model, email address and other information.

102. Order approval, and purchase orders are generated after approval;

The above-mentioned approval refers to the confirmation and review of the order, and the purchase order is generated after the review is completed.

103. Read supplier information from the supplier database;

The read supplier information includes at least the supplier's mailbox, and may also include information such as the supplier's telephone number and mobile phone.

Further, after the order is approved, different purchase orders are generated according to the delivery time, location, and type. Before the email is sent, the purchase orders of the same supplier are collected, and different purchase orders of the same supplier can be sent together as attachments .

104. Send an email to the supplier according to the supplier information; send the purchase order to the supplier in the form of an attachment.

Said purchase order is in PDF format.

Further, while sending emails to suppliers' mailboxes, it can also be combined with SMS to send email reminders to suppliers to ensure that suppliers receive emails in a timely and accurate manner.

Further, when sending an email, a color drawing of the product involved in the purchase order is generated and sent to the supplier as an attachment of the email. The color drawing is in one-to-one correspondence with the purchase order, so that the supplier can provide accurate and reliable products.

Further, after the order is approved, different purchase orders are generated according to the delivery time, location, and type. Before the email is sent, the purchase orders of the same supplier are collected, and different purchase orders of the same supplier can be sent together as attachments .

Furthermore, the purchase order is provided with a unique reference code for identification, so as to facilitate checking and avoid confusion and mistakes in the purchase order.

Furthermore, the email capacity of many mailboxes is not allowed to exceed 10M. Since the purchase order and product drawings are combined when the email is sent, if the attachment exceeds a certain number, it may exceed 10M. At this time, check the email size before sending the email. If it exceeds 10M, it will be decomposed according to the reference code of the purchase order, and the mail exceeding 10M will be decomposed into corresponding several mails less than 10M for sending. Each mail includes a complete purchase order and a color picture of the product.

Through the management of the purchase order, the invention can send it to the supplier in time and accurately, thereby improving the accuracy and reliability of the order management.

Moreover, the method is easy to implement, and can quickly and timely send the purchase order to the supplier by mail, which facilitates the management and monitoring of the purchase order.

Description of drawings

Fig. 1 is a flow chart of the automatic order management control method realized by the present invention.

Detailed ways

In order to express the present invention more clearly, the present invention will be further described below in conjunction with the accompanying drawings.

The purchase order automatic management control method realized by the present invention, the method establishes a supplier database in advance, at least stores the mailbox of the supplier in the supplier database, after the purchase order is generated, reads the information of the supplier from the supplier database, including the mailbox , and then log in to the mail system, and send the purchase order according to the supplier's mailbox, and display it after sending successfully.

As shown in Figure 1, specifically, the method includes the following steps:

S1. Establish a supplier database;

The supplier database stores all supplier information, and the supplier information includes supplier phone number, contact person, supplied product and model, email address and other information.

If a new supplier is added, the supplier information must be entered into the supplier database first, and then the purchase order can only be sent after adding.

S2. Order approval. The approval refers to confirming and reviewing the order, and generating a purchase order after the review is completed.

S3. A purchase order is generated after approval; the purchase order is automatically generated based on the approved order and cannot be changed to ensure data uniformity and reliability.

When a purchase order is generated, a unique reference code is generated, which is used to identify the purchase order for easy verification and avoid confusion and errors in the purchase order.

S4. According to the suppliers involved in the purchase order, read the supplier information from the supplier database;

The read supplier information includes at least the supplier's mailbox, and may also include information such as the supplier's telephone number and mobile phone.

S5. Classify the purchase orders, classify the purchase orders according to the information of the suppliers, and group the purchase orders of the same supplier into one email.

After the order is approved, different purchase orders are generated according to the delivery time, location, and type. Before the email is sent, the purchase orders of the same supplier are collected, and different purchase orders of the same supplier can be sent together as attachments.

S6. Generate an email; generate an email package by generating the supplier information, the purchase order, and the color pattern of the product corresponding to the order.

For the accuracy and reliability of the supplier's generation, when the purchase order is sent, combined with the form of the product, a reference product color drawing is provided, and the color drawing is sent to the supplier as an attachment of the email. The color drawing and One-to-one correspondence with purchase orders, so that suppliers can provide accurate and reliable products.

S7. Determine whether the mail capacity exceeds 10M.

The email capacity of many mailboxes is not allowed to exceed 10M. Since the purchase order and product design are combined when sending the email, if the attachment exceeds a certain number, it may exceed 10M. If it exceeds 10M, it cannot be sent successfully. Therefore, before sending the email Check the message size.

If it exceeds 10M, it will be decomposed according to the reference code of the purchase order, and the mail exceeding 10M will be decomposed into corresponding several mails less than 10M for sending. Each mail includes a complete purchase order and a color picture of the product.

S8. Decompose the mail with a capacity of more than 10M, and decompose it into a corresponding number of mails less than 10M

S9. Send an email to the supplier according to the supplier information; the email includes the purchase order and the color drawing of the product, and the purchase order and the color drawing of the product are sent to the supplier in the form of an attachment. Said purchase order is in PDF format.

At the same time, while sending emails to suppliers' mailboxes, it can also be combined with SMS to send email reminders to suppliers to ensure that suppliers receive emails in a timely and accurate manner.

Through the management of the purchase order, the invention can send it to the supplier in time and accurately, thereby improving the accuracy and reliability of the order management.

Moreover, the method is easy to implement, and can quickly and timely send the purchase order to the supplier by mail, which facilitates the management and monitoring of the purchase order.

The above disclosures are only a few specific embodiments of the present invention, but the present invention is not limited thereto, and any changes conceivable by those skilled in the art shall fall within the protection scope of the present invention.

Claims (9)

1. A purchase order automatic management control method is characterized in that the method establishes a supplier database in advance, at least stores the supplier's mailbox in the supplier database, after the purchase order is generated, reads the supplier's information from the supplier database, Include the mailbox, and then log in to the mail system to send the purchase order according to the supplier's mailbox. 2. The method for automatic management and control of purchase order according to claim 1, characterized in that the method comprises the following steps: 101. Establish a supplier database; 102. Order approval, and purchase orders are generated after approval; 103. Read supplier information from the supplier database; 104. Send an email to the supplier according to the supplier information; send the purchase order to the supplier in the form of an attachment. 3. The method for automatic management and control of purchase order according to claim 2, characterized in that in step 101, the supplier database stores supplier information, and the supplier information includes supplier telephone number, contact person, The supplied products and models, email information. 4. The method for automatic management and control of purchase orders according to claim 2, wherein in step 103, after the order is approved, different purchase orders are generated according to the delivery time, place and type, and before the mail is sent, the The purchase orders of the same supplier are collected, and different purchase orders of the same supplier can be sent together as attachments. 5. The method for automatic management and control of purchase order according to claim 2, characterized in that in step 104, the purchase order is in PDF format. 6. The interface display method for office management according to claim 5, characterized in that in step 104, while sending emails to supplier mailboxes, it can also send email reminders to suppliers in combination with short messages to ensure that suppliers Receive emails promptly and accurately. 7. The interface display method for office management according to claim 6, wherein when sending an email, a color drawing of the product involved in the purchase order is generated, and sent to the supplier as an attachment of the email, the color drawing and One-to-one correspondence with purchase orders, so that suppliers can provide accurate and reliable products. 8. The method for automatic management and control of purchase order according to claim 2, characterized in that the purchase order is provided with a unique reference code for identification, so as to facilitate checking and avoid confusion and mistakes in the purchase order. 9. The method for automatic management and control of purchase orders according to claim 7, wherein if the number of attachments exceeds a certain amount, it may exceed 10M. At this time, check the size of the mail before sending the mail. If it exceeds 10M, then according to the purchase order The reference code of the order is decomposed, and the mail exceeding 10M is decomposed into corresponding several mails less than 10M for sending. Each mail includes a complete purchase order and a color picture of the product.