Collection Points

When you create a new supplier, a default collection point is automatically created along with it. Every supplier order must be linked to a collection point, so each supplier needs at least one. A collection point indicates where materials will be picked up from or delivered to.

When you set up resources (operatives), each resource can be assigned a default supplier and a default collection point. When a van stock replenishment order is created, it is assigned the supplier’s default collection point, or (if configured and available) the resource’s default collection point.

Configure supplier collection points

  1. On the View Suppliers page, select the supplier you created and scroll down.

  2. Under the Collection Points section select the default collection point and update:

Collection Point Details

Define the core identity and type of the collection point.

  • Supplier: Select the supplier this collection point belongs to.

  • Collection Point External Id: Enter the external ID used for this branch in upstream or finance systems (for example, the supplier’s branch account ID).

  • Collection Point Name: Enter a clear name for the branch or collection point (for example, “TP Birmingham Depot”).

  • Type: Select how materials will be handled at this location (for example, Collect from Supplier, Delivery to Site, Collect from Store, or Collect from Locker).

    • Collect from Locker: Materials are collected from a locker

    • Collect from Store: Materials are collected from a store

    • Collect from Supplier: The depot or branch where materials will be picked up from.

    • Deliver to resource: Delivered to a selected resource or engineer’s delivery address by default, the resource the PO is for.

    • Delivery to Site: Materials will be delivered to site and won't be picked up from a depot

Address

Record the full address for the collection point.

  • Address1: Enter the first line of the collection point address.

  • Address2: Enter the second line of the address (optional).

  • Address3: Enter the third line of the address (optional).

  • City: Enter the city or town for the collection point.

  • Region: Enter the region, county, or state for the collection point.

  • PostalCode: Enter the postcode or ZIP code for the collection point.

  • Country: Enter the country for the collection point.

Contact Details

Record the main contact person at the collection point.

  • ContactFirstName: Enter the first name of the main contact at this branch.

  • ContactLastName: Enter the last name of the main contact at this branch.

  • ContactEmail: Enter the email address to use for sending orders or queries to this branch.

  • ContactPhone: Enter the phone number for contacting this branch.

Defaults & Settings

Control which resource and stock location default to this branch and how strict goods receipting should be.

  • Default Resource: Select the default resource (operative) to associate with orders raised from this collection point, if required.

  • Default Stock Location: Select the default stock location to use when goods are received into this collection point.

  • Prevent material usage without GRN: Select this option to stop materials from being used until a Goods Receipt Note has been recorded for them.

  • Enforce full goods receipt transaction: Select this option to require that goods receipts are entered via the full goods receipting process, rather than using any simplified or shortcut methods.

  • Is active: Select this option to make this collection point available for selection on orders. Turn off to retire or temporarily hide the collection point.

  • Set current collection point as default for this supplier: Select this option to make this the default collection point for the selected supplier.

  1. Select Save Changes.

Drop Off Locations (Table)

Define specific drop-off locations associated with the collection point, for example, lockers, bays, or sub-locations.

  1. Select Add Drop Off Location and enter:

Details

Define the core identity of the drop off location.

  • Collection Point: Select the collection point that this drop off location belongs to.

  • Name: Enter a clear name for the drop off location (for example, “Locker Bank A” or “Goods Yard Bay 3”).

  • Drop Off Location External Id: Enter the external ID used for this drop off location in any integrated or upstream systems.

Address

Record the full address for the drop off location (if different from the parent collection point).

  • Address 1: Enter the first line of the drop off location address.

  • Address 2: Enter the second line of the address (optional).

  • Address 3: Enter the third line of the address (optional).

  • City: Enter the city or town for the drop off location.

  • Region: Enter the region, county, or state for the drop off location.

  • PostalCode: Enter the postcode or ZIP code for the drop off location.

  • Country: Enter the country for the drop off location.

Contact Details

Record the main contact person for the drop off location.

  • Contact First Name: Enter the first name of the main contact at this drop off location.

  • Contact Last Name: Enter the last name of the main contact at this drop off location.

  • Contact Email: Enter the email address to use for queries or notifications about this drop off location.

  • Contact Phone: Enter the phone number for contacting this drop off location.

Settings

Use this section to control whether this drop off location is the default and whether it is available for use.

  • Is default: Select this option to make this the default drop off location for the associated collection point.

  • Is active: Select this option to make this drop off location available for selection; clear it to deactivate it.

  1. Select Save and Exit.

Message Templates (Table)

Collection point message templates control the format/content of the Purchase Order document (Supplier Order PDF) for orders raised against that collection point.

  1. Select Add Message Template and enter:

    • Message template: Select the message template to use (for example, the PDF or email format sent to the branch). If you need to add another template see our topic, Message Template.

    • Message template type: Select the trigger that determines when this Message Template will run for this Supplier/Collection Point link (the template is triggered when a Purchase Order is created/released or cancelled, depending on the type you choose).

      • "Create order" - Select this option to generate/send the Purchase Order document when a PO is created/released for this Collection Point (this is the option used when setting up the Purchase Order PDF format to email to the supplier).

      • "Cancel order" - Select this option to generate/send a cancellation document/notification when a Purchase Order linked to this Collection Point is cancelled.

  2. Select Save and Exit.