International Purchasing — User Manual
How to create, track, bill and administer purchase orders in this app.
01 Access
The app is protected with a numeric PIN per person — there's no traditional username/password.
- Go to the app's address.
- Type your PIN in the single field on the screen.
- Press Log In.
Roles
Everyone can capture and edit orders. Two sections are restricted: Billing (finance role) and Catalogs / Users (admin only) — if you don't have the role, those tabs simply don't show up in your menu.
03 Dashboard
The first screen you land on — a snapshot of the current year, with nothing to filter.
Shows, for the current year: how many line items have been managed, the total amount captured (broken down by Quiminmex / +S / SGL / Nexus), how many orders each user captured, and how many orders sit in each Purchase Status.
04 Create a new order
From New Order. Header fields are filled once; Line Items can be several.
| Field | What it is |
|---|---|
| PO Number | Hand-assigned reference — the one used with the vendor. |
| Entity | Quiminmex / +S / SGL / Nexus. Can't be changed after the order is saved — if you picked the wrong one, cancel this order and create a new one with the right entity. |
| Bill To | Set automatically from the Entity (that entity's legal address) — not typed by hand. |
| Ship To | Receiving address — a dropdown of that entity's active addresses. |
| Date | Order date. |
| Vendor | Search against the vendor catalog (S1). |
| Type of Pay | NET 30 / NET 60 / Prepayment. Choosing Prepayment makes picking a Bank Account for that same entity required. |
| Sign | Who signs the order. |
| Purchase Status | Set to Purchased only. See the Purchase Status section. |
| Notes | General order notes (printed on the PDF). |
| Add Broker Information | Optional checkbox — capture the customs broker if this order already has one assigned. |
Line Items
Each line is one product. There are two paths:
- Type the No_Pedido in the search box — if it exists in Business Central, Product / Description / Brand / Catalog No. / Unit Price fill in on their own. If you typed a complete No_Pedido and nothing shows up right away, wait a moment — the app checks Business Central live for a code it hasn't seen yet before giving up.
- Only for orders that come from the old Access system (they have no Business Central record at all), click enter manually — an Access order (no BC record) block opens where you type Product No., Description, Brand, Variant, warehouse/shipping temperature, etc. by hand. Do not use this for a Business Central order just because the search seems slow — enter the No_Pedido and give it a few seconds instead.
Either way, fill in Qty, Unit, Exp/Imp and the Unit Price (if it didn't come from BC). Each line's Amount and the order's Total Amount calculate themselves.
When you save
Saving a new order automatically generates 2 PDFs: the vendor PDF and the warehouse PDF. Purchase Status becomes Purchased automatically — saving the order means it's considered sent to the vendor.
05 View, edit and cancel an order
From Orders, search by PO Number, No_Pedido, Entity, Vendor, Purchase Status or a date range, and click the row to open it.
Inside the order you can edit any header or line field, same as when creating it. At the bottom there are two buttons:
| Button | What it does |
|---|---|
| Save Changes | Saves your edits. If the only thing you changed was Purchase Status, the PDFs are not regenerated — any other change regenerates both. |
| Cancel | Sets the order to Cancelled immediately. It doesn't delete the order or its data — only its status changes. Use it when an order should never have been created (e.g. wrong entity) or the order was truly cancelled with the vendor. |
Entity can't be changed
If an order was created under the wrong Entity, the fix is: Cancel that order and create a new one with the right Entity — there's no way to "move" an existing order from one entity to another.
06 Purchase Status — what each value means
The order's overall status. Some values are set by the app automatically; others you pick by hand.
| Value | Who sets it? | Meaning |
|---|---|---|
| Purchased | Automatic | Set automatically when a new order is saved — it means it was already sent to the vendor. |
| Cancelled | Automatic (Cancel button) | The order was cancelled. Always overrides whatever status it had before, no exception. |
| Partially Shipped | Automatic (Tracking) | Some — but not all — of the order's lines already have a Tracking No. captured. |
| Shipped | Automatic (Tracking) | Every line in the order already has a Tracking No. captured. |
| Stopped | Manual | Stopped by a deliberate decision (not to be confused with Logistics Status' "On Hold", which is a warehouse finding). |
| Back Order | Manual | Vendor is out of stock — waiting to be restocked. |
How they interact
Capturing a Tracking No. on any line always overrides Purchase Status to Partially Shipped/Shipped, even over Cancelled or Stopped. If you clear every Tracking No. on the order, it only reverts to Purchased when the current status is one of these two automatic values — it never undoes a manual cancellation.
07 Tracking
One row per product line (not per order) — this is where you capture the tracking number and check the warehouse receiving status.
| Field | Who captures it |
|---|---|
| Tracking No. | By hand, one per line (1 to 1 with the line item) — triggers the automatic Purchase Status explained above. |
| Status Notes | By hand, free text. |
| Invoice Sent / Card Payment / Docs Sent | By hand, checkboxes. |
| Logistics Status | 100% automatic — comes from Almacén USA, not editable here. |
What each Logistics Status means
| Text | When it shows |
|---|---|
| Not Received | Nothing has arrived at the warehouse yet. |
| Partial (X of Y) | Part of the purchased quantity has arrived. |
| Complete | The full purchased quantity has arrived. |
| — On Hold (added to the text above) | On top of the above, the warehouse reported an unresolved finding (e.g. damaged product, discrepancy). |
| Delivered to Broker | The only value that replaces everything else — already handed off to the customs broker for shipping. |
08 Billing
Visible only to the finance role. One row per product line, same as Tracking.
| Field |
|---|
| Bill # |
| Unit Bill $ |
| Amount Bill $ |
| Other Bill $ |
| Total Bill $ — manual field, not auto-calculated from the others |
| Due Date |
| Payment Method 2 |
| Paid To |
| Paid (checkbox) |
| Notes — a billing note, separate from Tracking's Notes |
09 Catalogs (Admin only)
Administers the catalogs that feed the New Order form. Purchase Status and Logistics Status are not managed here — the code depends on their exact names.
| Subtab | What it administers |
|---|---|
| Bill To | Fixed billing address per entity (4 entities, only the address is editable). |
| Ship To | Catalog of receiving addresses per entity, with one marked default and active/inactive. |
| Type of Pay | NET 30 / NET 60 / Prepayment — fixed names, only active/inactive. |
| Sign | Catalog of signers with their title. |
| Bank Accounts | Bank accounts per entity — required when Type of Pay = Prepayment. |
| Brokers | Customs brokers: agency, patent number, agent, contact. |
10 FAQ
- I saved an order under the wrong Entity — how do I fix it?
- Cancel it (Cancel button) and create a new order with the right Entity. Entity can't be edited once the order is saved.
- Why didn't the PDF download after I saved my changes?
- If the only thing you changed was Purchase Status, the app deliberately doesn't regenerate the PDFs — any other change does.
- I changed Purchase Status by hand and then captured a Tracking No. — why did it change on its own?
- Capturing a Tracking No. always overrides Purchase Status to Partially Shipped or Shipped, no exception, even over a value you set by hand.
- Where do I see if my order already arrived at the warehouse?
- In Tracking, the Logistics Status column — it's automatic, no need to ask anyone or capture it by hand.
- I can't find my product when searching No_Pedido in Line Items.
- If it's a real Business Central order, wait a few seconds after typing the complete No_Pedido — the app checks BC live for anything it hasn't synced yet. "Enter manually" is only for orders from the old Access system, which have no Business Central record at all — don't use it as a workaround for a slow BC search.
- I don't see the Billing / Catalogs / Users tabs.
- They're restricted by role — Billing requires the finance role; Catalogs and Users require admin. Ask to be granted the role if you need it.