po fulfilment with ribily
TRANSCRIPT
www.ribily.com
PO Fulfilment Application
www.ribily.com
“PO Fulfilment App is the first App in the ‘Build Fast series’.
The App is for you to Track and Manage PO Fulfilment Requests.”
www.ribily.com
PO Fulfilment Flow
www.ribily.com
Creating ‘PO Fulfilment’ App on Ribily
www.ribily.com
Create Business Apps in 3 Steps
www.ribily.com
Step 1 – Configure your Trigger
www.ribily.com
Start building your ‘form’ – Add a ‘Control’
www.ribily.com
Configure properties for your ‘Control’
www.ribily.com
Configure your form within minutes
• Add the below mentioned controls to the form, just like you added the first one for ‘PO Reference’
Control Name Control Type Properties
PO Reference Text Box Mandatory
Attach PO Attachment Mandatory
Customer Email ID Text Box Mandatory
Checker Comments Text Box Visibility=False; Multiline, number of lines =4
Shipment Exec Comments Text Box Visibility=False; Multiline, number of lines =4
Attach Invoice Attachment Visibility=False
Finance Comments Text Box Visibility=False; Multiline, number of lines =4
www.ribily.com
Save your form and move to the next step
www.ribily.com
Step 2 – Configure your ‘Flow’
www.ribily.com
Build the flow for PO Fulfilment
www.ribily.com
Add as many stages to your flow as you like
• Hover the mouse on top of the start icon to show actions
• Hover the mouse on top of the square and drag and drop to
configure your first stage in the workflow
• Click on the properties icon to configure Check PO Stage
www.ribily.com
Configuring ‘Check PO’ Stage
www.ribily.com
Configure Properties for ‘Check PO’
www.ribily.com
Assign ‘PO Check’ to a User
www.ribily.com
Configuring Actions for ‘Check PO’ Stage
www.ribily.com
Configuring Control Visibility
• Ensure that the following settings are made for the ‘Check PO’ Stage.
Control Name Control Type Properties
PO Reference Text Box Enabled = Unchecked, Visible=Checked
Attach PO Attachment Enabled = Unchecked, Visible=Checked
Customer Email ID Text Box Enabled = Unchecked, Visible=Checked
Checker Comments Text Box Enabled = checked, Visible=Checked
Shipment Exec Comments Text Box Enabled = Unchecked, Visible=Unchecked
Attach Invoice Attachment Enabled = Unchecked, Visible=Unchecked
Finance Comments Text Box Enabled = Unchecked, Visible=Unchecked
www.ribily.com
Configuring personalized email for the user
www.ribily.com
Set up Stage Transitions
• Add another square shape. This one will be for Shipment executive
• Click on the icon on the connecting line and select Approve
www.ribily.com
Configuring ‘Ship Product’ Stage
• Select Activity Type as Perform Task. Enter the Name and Description and Click Next
www.ribily.com
Task assignment for ‘Ship Products’ Stage
• Ensure the following settings are made for Ship Products stage under Basic settings
Property Name Configuration
Assigned To User from the portal who is responsible for shipment.
Due Date for this Task Change the Due date based on your preference. I have left it as 2 days.
Minimum Users If you are assigning this task to multiple people, you can define the minimum number of people who need to act on it for it to be considered complete. I have left it at 1.
www.ribily.com
Transitions & Control Visibility for ‘Ship Products’
• Ensure the following settings are made for Ship Products stage under Configure Task Stage
Control Name Control Type Properties
PO Reference Text Box Enabled = Unchecked, Visible=Checked
Attach PO Attachment Enabled = Unchecked, Visible=Checked
Customer Email ID Text Box Enabled = Unchecked, Visible=Checked
Checker Comments Text Box Enabled = checked, Visible=Checked
Shipment Exec Comments Text Box Enabled = Unchecked, Visible=Unchecked
Attach Invoice Attachment Enabled = Unchecked, Visible=Unchecked
Finance Comments Text Box Enabled = Unchecked, Visible=Unchecked
www.ribily.com
Configuring personalized email for ‘Ship Products’
• Ensure the following settings are made for Ship Products stage under More Stage
www.ribily.com
Using User Data in the Flow
• Adding Variables in the Subject and Body
• Open the select variable drop down and add the required Variable
www.ribily.com
This is the Form data we use in PO Fulfilment flow
• For this app, I have added the following variables
In the Subject• PO Reference
In the Body• PO Reference
• Customer Mail ID
• PO Checker Comments
www.ribily.com
Configuring status update on ‘On Hold’
• Use ‘Send Update’ Activity as shown.
www.ribily.com
Configuring status update on ‘On Hold’
• Configuring Information to the Submitter
• You can assign this information to the person who submitted the request.
• Configure ‘Name Equals Name’ as shown below
www.ribily.com
This is how status update configuration looks.
In the Subject
• Subject : PO with reference number <%JSON.PurchaseOrderFulfillment.POReference%> on Hold
In the Body• Hi <%SubmittedBy.Name%>,
Your PO request with reference number <%JSON.PurchaseOrderFulfillment.POReference%> has been put on hold with the following comments
"<%JSON.PurchaseOrderFulfillment.CheckerComments%>"
Regards,Ribily
www.ribily.com
This is how status update for Rejection looks.
In the Subject
• PO with reference number <%JSON.PurchaseOrderFulfillment.POReference%> Rejected
In the Body• Hi <%SubmittedBy.Name%>,
Your PO request with reference number <%JSON.PurchaseOrderFulfillment.POReference%> has been Rejected with the following comments
"<%JSON.PurchaseOrderFulfillment.CheckerComments%>"
Regards,Ribily
www.ribily.com
Configuring ‘Raise Invoice’ Properties
• From Ship Product Done output
Under Basic Configuration
Assigned To User from the portal who is responsible for shipment.
Control Name Control Type Properties
Attach Invoice Attachment Enabled = checked, Visible=checked
Finance Comments Text Box Enabled = checked, Visible=checked
www.ribily.com
Mail for ‘Raise Invoice’ Activity
In the Subject
• Please raise the invoice for PO with reference <%JSON.PurchaseOrderFulfillment.POReference%>
In the Body• Hi,
Please raise the invoice for PO with reference number: <%JSON.PurchaseOrderFulfillment.POReference%>
PO checker comments "<%JSON.PurchaseOrderFulfillment.CheckerComments%>"
Shipment executive comments "<%JSON.PurchaseOrderFulfillment.ShipmentExecComments%>"
Regards,Ribily
www.ribily.com
Status update mail for ‘Raise Invoice’ Activity
In the Subject
• Invoice Raised for PO with reference number <%JSON.PurchaseOrderFulfillment.POReference%>
In the Body• Hi,
Your Purchase order has been approved, shipped and the invoice has been raised. The customer will receive the products in 15 days from Shipment.
Regards,
Ribily
www.ribily.com
The completed flow looks like this
www.ribily.com
Step 3 – Publish the App
www.ribily.com
Now start using PO Fulfilment App on Ribily
www.ribily.com
www.ribily.com