Supplier Goods Entry From Purchase Order

Use Case Documentation: Supplier Goods Entry Document Creation in 4ws.trade

Use Case Description

This use case describes the process for an external system to record a goods receipt document in 4ws.trade for goods received from a supplier, associated with a previously issued purchase order. After a purchase order is created in 4ws.trade by a Manager, it may be optionally notified to the external system via document notifications. When goods arrive at the designated branch, the external system can invoke the document creation API to record the receipt with document type ENTRY and a specific cause, such as REASSORTMENT.

Actors

Manager: Creates and manages purchase orders in 4ws.trade.

External System: Receives notifications and performs the goods entry creation based on received goods data.

Preconditions

A purchase order is created in 4ws.trade (using Save Purchase o Manager functionality) and optionally notified to the external system (Document notifications).

Goods have arrived at the designated branch, and the external system is ready to record the goods entry.

The external system has the unique identifiers for the purchase order document (using lstConnectedHeader) and each order line item (refDocumentRow).

The external system must have the necessary permissions and access to the document creation service, please refer to Authentication.

APIs Used

Save Purchase: Creates the Purchase Order documents for the suppliers.

Get Document: Retrieves details of the purchase order, including document ID and line item IDs.

Save Entry from supplier: Creates the entry document for goods received.

Purchase Order Registration

Please refers to use case Purchase Order Registration for more details.

Document prices

The external system must ensure that prices in the documents are valued according to the following rules:

priceSale: the product's selling price is a gross VAT amount;

priceInvoice: the product's invoice price (purchase invoice) is a net VAT amount;

pricePurchase: the product's purchase price (typically purchase order) is a net VAT amount.

If the fields priceSale is mandotary instead priceInvoice, and pricePurchase are not provided, the system will attempt to retrieve prices based on the branchCode and the sale, invoice, and purchase price lists. If no matching price is found, the API will return an error, and the document will not be created.

Main Success Scenario

Order Notification (optional): The external system receives a purchase order notification (see use case Document notifications) or retrieves the purchase order details via Get Document.

Retrieve Purchase Order ID and Line Item IDs: The external system fetches the document’s unique ID (documentHeader.id) and each line item’s ID (documentRow[*].id) to reference in the goods entry document.

Create Goods Entry Document: The external system sends a POST request to Save Entry from supplier, including purchase order references by lstConnectedHeader for headers id, refDocumentRow for rows id and the received quantities.

Alternate Flows

Purchase Order Created Directly in External System: If the purchase order originates from the external system, the Save Purchase API is called directly to create the goods entry, referencing the known document and line item IDs.

Reattempting API Call on Failure: If Get Document fails, the external system retries based on error handling protocols.

Callback Response

The API returns a callback notification after successfully creating the goods entry document. The external system can use the callback parameter to confirm receipt of the document or log the entry.

Sequence Diagram

The sequence diagram below illustrates the process flow:

Best Practices

Please refer to Best Practices for Error Handling in External System for best practices on implementation.

Supplier Goods Entry From Purchase Order

Use Case Documentation: Supplier Goods Entry Document Creation in 4ws.trade#

Use Case Description#

Actors#

Preconditions#

APIs Used#

Document prices#

Main Success Scenario#

Alternate Flows#

Callback Response#

Sequence Diagram#

Code Examples in Node.js#

Use Case Documentation: Supplier Goods Entry Document Creation in 4ws.trade

Use Case Description

Actors

Preconditions

APIs Used

Document prices

Main Success Scenario

Alternate Flows

Callback Response

Sequence Diagram

Code Examples in Node.js