Search for Confirmations
After selecting the ORDER module on left navigation pane, you can see a summary of Purchase Orders and Confirmations on the dashboard. If your profile is assigned to more than one customer, make sure you are selecting the customer on the dashboard first. The dashboard is showing separate tiles for Purchase Orders and Confirmations, including status filters assigned to it.
Purchase Orders and Confirmations are only available to you if your company profile has a corresponding mapping to your customer(s). Please contact our myCatalogCloud support if you are having issues to access the Purchase Orders of your customer.
List of confirmations
By clicking the Confirmations section on left navigation pane, you will see the confirmations that have been posted by your organization to the selected customer. By default, you will see all registered confirmations.
ATTENTION
It is not possible to see Confirmations with mixed status criteria. You must select the status filter first, and only then you will see the confirmations matching the pre-selected status criteria.
How to filter for confirmation
Filter by customer
Use the selection field 'Customer' to display documents that belong to one of your customer
Filter by status (Registered)
Registered service entry sheets are currently with the buyer. These have not yet been published by the buyer
All | All registered service entry sheets are displayed by default |
|---|---|
New | You or someone else in your organization has created a confirmation with reference to the Purchase Order that belongs to your customer. This confirmation was saved, but not yet submitted for further processing |
Approval | If there is an active pre-validation for a confirmation, then you will find behind this filter all confirmations pending customer approval. The approval of the confirmation must be performed by your customer. Once your customer has taken a decision, the status of the confirmation will change to 'Transfer', 'Rejected' or any other subsequent status |
Rejected | A confirmation will receive the 'Rejected' status if it has been rejected in above approval (pre-validation) process. You can still navigate to the confirmation document where you can 'Edit' details and submit this document again. |
Transfer | The transfer status is an interim document status which is used on different purpose. After selecting the 'Transfer' status, you will see confirmation documents with an additional sub-status: |
Transfer Sub Status | Description |
on Hold | Submitted confirmations might reach the status transfer with sub-status on hold. This is done on purpose, so confirmations can be queued and then transfered to the customer as a batch, for example by end of each month. |
Transfer | The transfer of the confirmation has started in background. This status will disappear once the confirmation has been successfully transfered to the customer SAP system. |
Error | If the transfer of the confirmation to the customer SAP will fail, the confirmation will get the sub-status “Error”. You can check for the error message by navigating to the confirmation detail screen. From there you can salso “edit” the confirmation to get this error corrected, if possible. In other cases, please contact support to get this issue resolved. |
Filter by status (Published)
This filter only shows confirmations that are published or currently in the process of being published by the buyer.
Status | Description |
|---|---|
Validation | The confirmation has been successfully transferred to the customer's SAP system, but it is blocked there for internal review. Your customer needs to take action to release the confirmation for further processing. You can no longer edit the confirmation once it has reached the "Validation" status. |
Cancelled | The confirmation has been successfully transferred to the customer's SAP system, but it did not pass the final validation there. Your customer has rejected the confirmation in their SAP system. |
Accepted | Accepted confirmation means that the confirmation has been transferred to the customer's SAP system and your customer has accepted this confirmation. This is the target status of a confirmation, allowing further processes such as invoicing and payment to proceed. |
ATTENTION
Confirmations in status Validation, Cancelled and Accepted might display two document Ids per confirmation. The number range 52* is reserved for confirmations before the transfer to customer SAP will take place. The number range 10* is used for confirmations which have been transferred to the customer SAP system.
Filter by Purchase Order Id
Use this filter to find a confirmation based on a Purchase Order Id. You can also use additional filter criteria to search for confirmations that refer to a specific Purchase Order. However, this filter criteria applies only to the pre-selected Status filter.
Filter name | Description |
|---|---|
Purchase order ID | FIlter by an purchase order ID |
Purchase order item | Filter by an Purchase order item no. |
Filter by date picker
By default there are only the last 6 months of confirmations shown. To find confirmations of the past, please change the date range in the date picker.
If you search for a specific confirmation number, the date selection is ignored and the results are displayed even if they do not fall within the specified period.
Columns of the document list
Column name | Description |
|---|---|
ID / Ext ID | ID of the confirmation corresponds to the local confirmation as created by the supplier on myCatalogCloud. The typical number range starts with 52*. If nonetheless the number range is 10*, then this confirmation has not been created on myCatalogCloud, but directly in the customer's SAP system. Ext ID is the number of the same confirmation that has been already transferred to the customer's SAP system. The typical number range starts with 10* |
Name | Name of the confirmation with additional document status and sub-status indication |
Type | Type of the confirmation |
Purchase Order | ID of the Purchase Order reference for this confirmation |
Item | Purchase Order item reference for this confirmation |
Supplier ref | Optional supplier reference that can be maintained when creating a confirmation. The value of this field will be also transferred to the customer SAP system. |
Total value | Total value of this confirmation |
Created at | Created at date of the confirmation |