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FAQs

FAQs

Status
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titleSUPPLIER | old LAYOUT

Expand
titleWhat is the Buy module?

The module that interfaces Buy with the other areas of the company, disseminating good governance practices and increasing the productivity of the purchasing area by up to 40%.

  • Approve orders, incorporate information into requisitions and award the best supplier;

  • Analyze received proposals and manage all your buy orders;

  • Follow the entire buy process, from start to finish;

  • Define the order requests and approval workflow according to your company's rules;

  • Provide immediate access to all users in your company;

  • Monitor service execution with SES functionality to ensure service providers are paid.

Buy is used for the purchase processes, focused on increasing yield with more agility in your processes, with gains of up to 42% for your company. With Buy, it is possible to:

  • Have more detailed requisitions

  • Organize its catalog

  • Generate intelligent demands

  • View comparative maps

  • Follow the progress of the purchase order

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titleHow do I find an order?

In the Buy module; access the Orders option, view all orders that will be listed;

  • You can sort by "Last created date" or "First created date".

  • You can also search by Order Status.

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If you want to To check the orders received by your company, navigate to Buy > Orders Received:

You can identify It is possible to identify in the home panel New Orders Waiting to be Accepted, Updated Orders Waiting to be Accepted, and Orders Accepted on the home panel.Just below Aceepted and Orders Accepted.

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Tip: Use the advanced filter option to search in more detail the desired orders.

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It is also possible to locate orders through the notification received by email or by navigating to Buy > Orders;

Just below, you will find the orders available orders in a list and if you want to download Download the orders, select it through the selection box and click on Download the orderOrder.

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Info
Remark

Note:

 If

If the order has been sent by your customer through Follow

up

-Up, when searching for the order

,

click on it and in the Items panel

,

select the Follow

up

-Up tab > click on the link in the Description column

> in the FUP DETAILS Panel, you can

.

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In the Fup Details panel, you will be able to view the entire progress of the order.

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titleWhat do the Orders statuses mean?

Draft: Requests available for editing (action that will be performed by users with Requester permission level);

Pending Approval: Request pending approval (action that will be performed by users with permission level Approver);

Returned: Request returned by Approver (and available for editions);

Waiting ERP: Awaiting ERP validation (a company's external system, used at some stage of the supply chain and integrated with Nimbi), to continue the approval flow;

Approved: Approver has already accepted;

Cancelled: Request canceled (action that will be performed by users with Buyer and/or Approver permission level).

Important

  • Draft: Requests available for editing (action that will be feasible by users with Buyer permission level);

  • In Approval: Pending approval requests (action that will be feasible by users with Approver level permission);

  • Returned: Request returned by Approver (and available for edits);

  • Returned - Supplier: Returned by Supplier (and available for edits);In Approval - Waiting for ERP: Waiting for validation of the ERP (external system of a compan, used in some phase of the purchase chain), to continue the flow of approval;

  • Approved - Waiting accept: New order, whose supplier has not yet accepted;

  • Approved : Supplier already accepted;

  • Pending Approval: The order has already been accepted, but due to some change, you need a new oil.

  • Canceled: As configured workflow, as well as permission levels, only users with Administrator profile in the purchase application or the user author of the purchase order application (with Buyer profile), can cancel or change generated orders.

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titleWhat do the Requests statuses mean?

  • By Workflow definitions, users with profiles: Buyers and Administrators can also Approve and / or Return buy Requests.- accept: Approver has already accepted;

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titleHow to do I accept or refuse an Order?

Navigate Navegate to Buy  Buy > Orders, locate Locate and click on the desired order.Order

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In the View order panel, details of that the order will be displayed, so that it is possible to analyze and define whether to accept it or not.

After analyzing reviewing all the necessary required information, click on Accept or Reject the participation Accept or Reject.

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If you wish, you can accept your orders in at Buy > DashboardReceived Orders;

You can identify the Approved Orders - Waiting for acceptance on the home panel.

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It is possible to identify in the initial panel New Orders Waiting to be Accepted, Updated Orders Waiting to be Accepted and Orders Accepted.

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Just below, you will find the orders available in a list and if you want to download the orders, select it the same through the selection box and click on Download the Order.

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checkbox and click Download Order.

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When trying to accept the order, if it is an order with Follow-up, go to the Items panel > Select the Follow-up option

Select the desired order > click on the Finish Step link to complete the acceptance step.

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Note: If you want to return, after clicking on the respective button,

it is necessary to

you must inform the reason for the return and include a comment. Finally, click

on Confirm 

Confirm to complete the action.

If you wish, you can accept multiple orders in from the list of received orders list, through the Actions in list. , just navigate to > Buy > Received Orders > Select the orders you want to accept and click on the link > Accept

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If all selected orders are in Waiting for have the Pending acceptance status, a Pop Up will be displayed for adding to add a comment and confirming confirm the action, click > Confirm.

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Note: In bulk acceptance

,

it is not possible to include a reference code for orders.

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titleHow to do I accept an order with Follow-up?

Acceptance of orders with Follow-up is done both through the option Follow-up available in the module Buy and also through the option Orders Received, also within the module Buy.

Navigate to > Buy > Follow-Up > scroll down and the list of items will be displayed, locate and click on the desired order.Important: For Orders Received > Select the order you want to accept and click Accept;

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Note: In bulk acceptance it is not possible to include a reference code for orders.

Correctly fill in the Delivery Forecast and > Estimated Billing Date fields that will be displayed for each item listed. After filling, click > Confirm.

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Tip: To follow the Follow-Up steps of your order, just click on it and in the Items panel, click on the Follow-up tab.

If any step is under your company's responsibility and action is required, you can complete it by selecting the desired items and clicking on Finish Step.

Now, if you want to accept an order with Follow-up through the Follow-up tab, go to Buy > Follow-up > Locate and access the items referring to the desired order.

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In the Current Situation panel, click on Actions > Accept.

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Note

Important: In order for the order to have the status

of

Approved - Accepted on the Orders tab,

it is necessary that all order items

all items in the order must have been accepted on the Follow-Up tab.

How to create a Service Entry Sheet (SES) in the Buy application
Expand
titleHow to open a occurrence in Follow-up?
title

For orders with Follow-Up, in case of refusal, a pending issue must be created. In the list that will be displayed at the bottom of the screen, locate the desired order and click on the link in the "Code" column.

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In the Current Status panel, click + Actions > Accept.

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If you wish, you can accept orders through the Buy > Orders Received tab;

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Correctly fill in the Delivery Forecast and > Estimated Billing Date fields that will be displayed for each item listed. After filling, click > Confirm.

Note: In bulk acceptance, it is not possible to include a reference code for orders.

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this way, the customer will identify the response to the order as Refused.

Search for the desired order in Buy > Orders Received

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click on the desired order and navigate to the Items panel > Select the Follow-Up.

Then select the desired item click on the option "Open occurrence".

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Select the issue type, enter a comment and click the Save button;

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According to the options applied in this pending issue, the customer will analyze the appropriate actions in the order, such as carrying out a cancellation.

It is also possible that the to-do item is created through Buy > Follow -Up > click on the desired order item that will be available in the Item Code column and on the next screen at the bottom of the screen;

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In the Occurrences panel click on +Create Occurrence.

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Info

Note: When canceling an item in the Follow-up module, all pending items associated with this item are automatically canceled by the system, that is, when an order item is canceled, if there is any pending item related to it in the follow-up module, this will also be automatically canceled by the system, without the need for a manual action by the user. In the module's to-do list, this to-do item will appear as cancelled.

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titleHow to archive orders?

To archive orders, navigate to Buy> Orders Received , scroll the mouse cursor down until you see the order list;

Select the orders you want to archive and click on Archive Orders;

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The Pop-Up message will be displayed and after its confirmation the order will be archived.

Note: After you archive the list orders, they will not be displayed in the standard search.

To view the archived orders, it is necessary to consult them through the Advanced Filter and then select the option > View archived orders.

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To unarchive the order, simply select the desired order and click on the link > Undo archiving.

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If you want to use the actions in the Download the order and Accept list, just follow the same procedure, selecting the order and clicking on the desired link.

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titleHow to complete the Follow-Up steps within the Purchase module, Orders tab?

To be able to complete the steps of your order if it has a Follow-UP click on Buy > Orders > Select the desired order.

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And when opening the order click on the Items panel click on the Follow-Up

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When accessing the Follow-Up tab, it is possible to view the steps as a link, and when selecting the orders listed, choose the step you want to perform by clicking on it;

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Info

Important: To identify the stage the order is in, check it in the Current Stage column in the order line.

Within the available steps, you can: Select all, Complete step, Reschedule delivery and Open issue.

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titleHow do I accept or refuse a Contract in the Buy application?

When receiving a contract proposal, you will be notified by e-mail messages and in the communication center of the Nimbi Network.

To access the contract, browse by Buy > Received Contracts > click on the title of the contract pending acceptance.

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After analyzing the data, click on Accept or Refuse at the end of the page.

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Remark: If the proposal is refused, the Purchaser/Customer may rectify it and publish it again.

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titleSUPPLIER - How do I create a Service Measurement?
Note

Attention: To create the Measurement,

there must be

at least one item must be classified as

a

service.

Navigate to Browse by Buy > > Orders > select the desired order.

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Info

Important: The Service Measurements will always be

taken on

made to orders with

an

status Approved – Accepted

status

.

Check the Reference Documents panel Document dashboard and click on the tab Measurements tab > Create SES;

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On the page New Measurement page in SES of the General panel dashboard, fill in complete the fields such as Title and the user in charge Responsible User.

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The user will be responsible for validating the validation of measurements, and it may be the contract manager or supervisorfiscal of the contract;

In On the Measurement SES Period panel dashboard, add include the period that of your measurement covers.

In On the Items panel dashboard, select an item a group of items for your the measurement. You It will only be able possible to choose specific items within the selected item group.When complete, click in a group of selected items.

After the completion, click on Save and view the items of the order items to measurebe measured.

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Remark: This field

is

will only be editable

only

when the measurement

is in Composition

has the status Draft or Returned

status

.

To exclude items from in a measurement, click the box to on the left side of the order and click on Exclude.

In the column Qty column. MeasureMeasured, enter insert the information about the measured service. Then go to Final Measurement After that, browse to Measurement Final and select:

  • Yes, to confirm this the measurement as a the Final Measurement;

  • No, if you want wish to define this measurement as the Final Measurement.

Remark: After this action, the order will

not

no longer accept new measurements.

Use the Attachments and Comments panels dashboards to add additional include complementary data to the measurement.

If you want to change the visibility of the attachment and the comment visibility, click on in the combo to set define whether it will be Public or Private.

In the “Tracking” panel, the measurement status changes The “Follow-up” dashboard will register the changes of status of measurement and the users responsible for the changes will be logged.

At the end of the operation, click Save to save the mediation changes or Submit to submit your measurement.

Expand
titleHow to accept or refuse Contracts on Buy?

Upon receiving a contract proposal, you will be notified through messages via e-mail and in the notification center of Rede Nimbi.

To access the agreement, navigate to Buy > Received Contracts > click on the title of the Contracts wainting accept.

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After reviewing the data, click Accept or Return at the bottom of the page.

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Important: If the proposal is rejected, the Buyer/Customer can rectify it and publish it again.

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titleSUPPLIER | NEW LAYOUT

Expand
titleI find an order received

In the My Historic module; access the Orders option, view all orders that will be listed;

  • You can sort by "Last created date" or "First created date".

  • You can also search by Order Status.

  • You can identify New Orders Waiting to be Accepted, Updated Orders Waiting to be Accepted, and Orders Accepted on the home panel.

  • If you want to check the orders received by your company, navigate to My To-Dos > Orders:

  • Just below you will find the available orders in a list and if you want to download the orders, select it through the selection box and click on Download the order.

Remark: If the order has been sent by your customer through Follow up, when searching for the order, click on it and in the Items panel, select the Follow up tab > click on the link in the Description column;

In the FUP DETAILS Panel, you can view the entire progress of the order.

Expand
titleOrders statuses mean

  • Returned - Supplier: Returned by Supplier (and available for edits);

  • Approved - Waiting accept: New order, whose supplier has not yet accepted;

  • Approved - accept: Approver has already accepted;

Expand
titleAccept or refuse an Order

Navigate to My To-Dos > Orders > Order Lists which will be displayed at the bottom of the screen, pending and click on the desired order.

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If you would like to see more information about the item, click on its ERP Code, a # followed by a number.

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After reviewing all required information, click Reject or Accept

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In the Accept Order popup, enter your referral code, if any; and a comment, if necessary.

Just below, you will find the available orders in a list and if you want to Download orders, select it through the selection box and click Download Order.

Info

Important: When attempting to accept the order, if it is a Follow Up order, go to the Items panel > Select the Follow Up option > Select the desired order > click the Complete Step link to complete the acceptance step.

If you wish to return, after clicking on the respective button, you must inform the reason for the return and include a comment. Finally, click Confirm to complete the action.

If you wish, you can accept multiple orders in the received orders list, select the orders you want to accept and click the link > Accept.

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If all selected orders are in Pending Acceptance status, a popup will appear to add a comment and click Confirm.

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Remark: In bulk acceptance, it is not possible to include a reference code for orders.

Expand
titleAccept an order with Follow-up

Navigate to My Historic > Follow-Up > scroll down and the list of items will be displayed, locate and click on the desired order.

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Info

Important: For the order to have the status of Approved - Accepted on the Orders tab, it is necessary that all order items have been accepted on the Follow-Up tab.

In the list that will be displayed at the bottom of the screen, locate the desired order and click on the link in the "Code" column.

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In the Current Status panel, click + Actions > Accept.

If you wish, you can accept orders through the My To-Dos > Orders:

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Roll the mouse cursor down, select the request in the checkbox and the option Actions in List > Accept.

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Remark: In bulk acceptance, it is not possible to include a reference code for orders.

Expand
titleHow to archive my orders?

To archive orders, navigate to Buy My Historic > Orders received,  roll scroll the mouse cursor down until you see the order list of orders;

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Select the orders you want to archive and click on the link > Archive Orders;

The Pop-Up message will be displayed and after its confirmation the order will be archived.

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Note: After you archive the list orders, they will not be displayed in the standard search.

To view the archived orders, it is necessary to consult them through the Advanced Filter and and then select the option > View archived orders.

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To unarchive the order, simply select the desired order and click on the link > Unarchive. Undo archiving

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If you want to use the actions in the Order Download the order and Accept list, just follow the same procedure, selecting the order and clicking on the desired link.

How
Expand

  • How to archive my orders?

    • titleHow do I create a occurrence in Follow-up?

    For orders with Monitoring, in case of refusal it is necessary to create a pending issue

    in Follow-Up?

    Status
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    titleSUPPLIER | NEW LAYOUT

  • How do I find an order received?

  • What do the Orders statuses mean?

  • What do the Requests statuses mean?

  • How do I accept or refuse an Order?

  • How do I accept an order with Follow-up?

  • How to create a Service Entry Sheet (SES) in the Buy application?

    • How to archive orders?

    . This way the customer will identify the response to the order as Refused.

    Access My To-Dos > Order

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    And click on the ERP Code of the desired order

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    Navigate to the Items panel, select the Follow-up.

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    Select the Follow-up, select the desired item, click on the "Open occurrence" option > select the occurrence type.

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    Enter a comment and click the Save button;

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    To open a pending order for the desired order, go to My Historic > Follow-up, click on the desired order code.

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    Click on the desired order code > Navigate to the Occurrencespanel (Bottom part of the screen), Click ""+ Create Occurrence"" (right side of the screen) > Then select the type of Occurrence.

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    Enter a comment and click the Save button;

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    According to the options applied to this pending order, the customer will analyze the necessary actions in the order, such as cancellation.

    Expand
    titleHow do I update tracking for an order?

    Updating your order with Follow-UP can be done in two ways:

    Go to: My To-Dos > Orders;

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    After displaying the order list, click on the desired order;

    When opening the order, in the Items panel, select the Follow-up tab and click on the Complete step link, to carry out the step the order is in and update to the next step.

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    If you wish, you can also update the Tracking step of your order in My historic > Follow-up;

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    Click on the item code and in the Current Situation panel, verify that in the Responsible field your company is designated as responsible for the stage the order is at.

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    After confirming that your company is responsible for the pending step to be updated, click the +Actions button and complete the step you want to update.

    Expand
    titleHistoric of Contracts Received

    To view the entire history of contracts, simply navigate to My Historic > Received Contracts.

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    Expand
    titlePending Contracts

    To view pending contracts on the nimbi network, go to My To-Dos > Contracts

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    Expand
    titleCreate a service measurement
    Note

    Attention: To create the Measurement, it is necessary to have at least one item classified as a service.

    Navigate to My To-Dos> Select the desired order

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    Info

    Important: Service Measurements will always be taken on orders with Approved – Accepted status.

    Check the Reference Documents panel and click on the Measurements > Create SES;

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    On the "New Measure" page in the General panel, fill in the fields like Title and the user Responsible.

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    The user will be responsible for validating the measurements, and may be the contract manager or inspector;

    In the SES Period panel, add the period your measurement covers.

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    In the Items panel, select a group of items for your measurement. You will be able to choose specific items within the selected item group.

    Once complete, click Save and view the order items to be measured.

    Note: This field will only be editable when the measurement is in In Composition or Returned status.

    To exclude items from measurement, click the box to the left of the order and click Exclude.

    In column "Qty. Measure", enter information about the measured service. Then go to "Final Measurement" and select:

    • Yes, to confirm this measurement as Final Measurement;

    • No, if you want to define this measurement as Final Measurement.

    Note: After this action, the order will not accept new measurements.

    Use the Attachments and Comments panels to add supplemental data to the measurement.

    If you want to change the visibility of the attachment and the comment, click on the combo to define whether it will be "Public" or "Private".

    In the “Monitoring” panel, changes in the status of the measurement and the users responsible for the changes will be recorded.

    At the end of the operation, click on Save, to save the changes in the measurement, or Send, to send your measurement."