Configurable Purchase Order Template for Internal External Change Routing

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Solution Overview

Problem

Current purchase order systems lack user configurability in distinguishing between internal and external changes, leading to discrepancies and unnecessary communication between purchasers and suppliers, which can result in contractual risks.

Innovation Solution

A user-configurable purchase order template system that allows users to define which attributes are internal or external, enabling the system to determine if changes require external approval, thereby streamlining the change order process and reducing unnecessary communication.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Extent of automation

If a distributor hard codes which attributes require communication of changes to the supplier, then the system can automatically determine change communication requirements, but this leads to discrepancies between purchaser and supplier expectations and causes unnecessary communication

Engineering Contradiction:

Improveautomatic determination of change communication requirementsVSAvoiddiscrepancies in change communication expectations

Core Design Contradiction:

Extent of automationVSLoss of information

Solution Approach 1:

The system allows dynamic configuration of attribute types (internal vs external) through user input forms, enabling the purchaser to define which attributes require supplier communication based on specific contractual agreements. This dynamic definition resolves the contradiction by allowing automated determination while adapting to different purchaser-supplier expectations.

Inventive Principle:

Principle #15Dynamics

Solution Approach 2:

The system changes the parameter of attribute classification from fixed hard-coded values to configurable parameters that can be defined by the purchaser. This allows the system to maintain automation while accommodating different communication expectations through parameter configuration rather than fixed programming.

Inventive Principle:

Principle #35Parameter changes

2Reliability

If all attribute changes are communicated to the supplier, then the supplier has complete information, but this causes unnecessary communication and increases administrative burden

Engineering Contradiction:

Improvesupplier information completenessVSAvoidunnecessary communication time

Core Design Contradiction:

ReliabilityVSLoss of time

Solution Approach 1:

The system segments attribute changes into two categories: internal attributes (changes that do not require supplier communication) and external attributes (changes that do require supplier communication). This segmentation allows the system to maintain reliable supplier information for relevant attributes while filtering out unnecessary communications, thereby reducing administrative burden.

Inventive Principle:

Principle #1Segmentation

Solution Approach 2:

The system extracts and separates internal attribute changes from external attribute changes, allowing only the necessary external changes to be communicated to the supplier. This extraction process maintains supplier information completeness for relevant attributes while removing unnecessary communication overhead.

Inventive Principle:

Principle #2Taking out (Extraction)

3Ease of manufacture

If the system uses hard-coded attribute classifications, then implementation is simple, but this creates contractual risk due to mismatched expectations between purchaser and supplier

Engineering Contradiction:

Improvesystem implementation simplicityVSAvoidcontractual expectation alignment

Core Design Contradiction:

Ease of manufactureVSReliability

Solution Approach 1:

The system performs preliminary action by requiring the purchaser to define and configure attribute classifications before processing change orders. This preliminary configuration ensures that the system's automated determination aligns with contractual expectations, thereby reducing contractual risk while maintaining implementation simplicity through a straightforward configuration process.

Inventive Principle:

Principle #10Preliminary action

Data Source

PatentUS8271361B2Change order template for purchase order document amendment

Publication Date: 2012.09.18 ORACLE INT CORP

AI summary

Particular embodiments provide for a user configurable purchase order template. A list of attributes for a purchase order template may be created and output to a user. The user may then select which attributes in the list are internal attributes or external attributes. After the purchase order document has been approved by the supplier and the purchaser, changes may be necessary. When a change is desired, the system determines if the changed attribute is an external attribute or an internal attribute. If the changed attribute is an external attribute, the external entity may be contacted for approving the change. After the external entity has approved the change, the purchase order may be amended. If the changed attribute is an internal attribute, the attribute may be changed without contacting the external entity. If the change is an internal change, then the purchase order may not be amended, but an internal change relating to the purchase order may be made.