Example scenarios

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This section contains two example scenarios illustrating registration of a chain of documents for the Subcontracting service received process.

Both scenarios describe the same case of hiring a subcontractor to manufacture 1000 packs of honey-flavored tea.

The basic scenario describes the simplest possible workflow, while the advanced scenario involves complications that might arise in actual experience.

The differences between the scenarios are:

Basic scenario	Advanced scenario
The subcontractor order is generated from a sales order.	The subcontractor order is created from scratch.
A bill of materials for honey-flavored tea is available.	No bill of materials is available.
Components are in stock at your warehouse.	Components have to be purchased from a supplier.
Components are transferred to the subcontractor in a single delivery.	Components are transferred to the subcontractor in several deliveries.
Subcontractor picks up the components on their own.	You require a third-party logistics company to deliver the components.
Subcontractor's price does not change.	Subcontractor's price changes due to a last-minute discount.

For convenience, each scenario is broken down into steps matching the process description.

The scenarios do not include instructions on how to open a document or generate a report. For detailed instructions, see the process description.

Basic scenario

Your company intends to sell 1000 packs of honey-flavored tea to a customer.

All components (black tea, flavoring, and packaging) are in stock at your warehouse.

However, rather than manufacture the flavored tea on your own, you decide to hire a subcontractor.

1. Issuing a subcontractor order

Let's assume that you have already received a sales order from a customer and registered it in 1C:Drive. Now, you need to generate the subcontractor order from it.

Open the sales order and click Generate > Subcontractor order issued.

The resulting subcontractor order has most of its fields prefilled with the sales order data. You only need to:

Set Lifecycle status to In progress.
Specify Subcontractor.
Enter the subcontractor's Price per pack of tea.
Fill the Components list based on the information contained in the bill of materials.
Change Date required (it is today by default).

Before posting, review other fields, such as due date or tax rate, and change them if necessary.

2. Checking component availability

To check whether the components are available at your warehouses, use the Available stock report.

According to the subcontractor order, you need 100 kg of tea, 5 kg of flavoring, and 1000 pieces of packaging.

The report shows that you have more than enough.

3. Replenishing components

As you have all the components in stock in sufficient quantity, you do not need to replenish them.

Skip this step.

4. Transferring components to subcontractor

To register the transfer of components to the subcontractor, create a goods issue.

To do it, go to the Subcontractor order processing workplace. On the Components transfer tab, you should now see your subcontractor order. Select it and click Generate Goods issue.

The goods issue generated through the workplace has most of its fields prefilled with the subcontractor order data. It is ready to be posted.

After posting the goods issue, you can check the Available stock report again. Now it shows that the components have been transferred to the subcontractor and the warehouse stock has decreased accordingly.

You can also check the Subcontractor order issued statement report for detailed analysis of all components under the subcontracting order.

5. Receiving finished product from subcontractor

Once the subcontractor has manufactured the products you have ordered, they will transfer the products to you.

To register receipt of the products from the subcontractor, create a goods receipt.

To do it, go to the Subcontractor order processing workplace. On the Products receipt tab, you should now see your subcontractor order. Select it and click Generate Goods receipt.

The goods receipt generated through the workplace has most of its fields prefilled with the subcontractor order data. It is ready to be posted.

After posting the goods receipt, you can check the Products received from subcontractors report again. Now it shows that 1000 packs of tea are received.

6. Receiving invoice from subcontractor

Once the subcontractor has manufactured the products you have ordered, they will send you an invoice for payment of their services.

To register the invoice, create a subcontractor invoice received.

To do it, go to the Subcontractor order processing workplace. On the Invoices receipt tab, you should now see your subcontractor order. Select it and click Generate Subcontractor invoice received.

The subcontractor invoice generated through the workplace has most of its fields prefilled with the subcontractor order data.

Before posting, review the invoice details, such as total amount or tax rate, and change them if necessary.

7. Paying for manufactured products

To register the payment, open the subcontractor invoice you have just registered, and generate a bank payment from it.

The bank payment has most of its fields prefilled with the invoice data. You only need to specify the bank accounts of both parties.

After making the actual payment, go back to this document, select the Paid checkbox, and post it. Note that the payment is not deducted from your company's accounts until the bank payment with the Paid checkbox selected is posted.

8. Closing order

The subcontractor order is fulfilled and fully paid. There will be no more transactions related to it. To reflect this fact, open the subcontractor order and click Close order.

Advanced scenario

Your company intends to produce 1000 packs of honey-flavored tea and put it in stock for future sales.

Some of the components (black tea, flavoring, and packaging) are in stock at your warehouse, and some are missing.

You decide to replenish the components and hire a subcontractor to produce the goods.

1. Issuing a subcontractor order

In this case, there's no preceding sales order from which you could generate the subcontractor order. So you need to create the subcontractor order manually.

Go to Purchases and under Subcontracting services received, click Subcontractor orders issued. Then, click Create.

The subcontractor order is almost empty.

You need to provide all the information manually:

Set Lifecycle status to In progress.
Specify Subcontractor.
Change Date required (it is today by default).
Add flavored tea to the Products list; specify Quantity, the subcontractor's Price per pack of tea.
Fill the Components list manually, as there are no bills of materials for this product.

Before posting, review other fields, such as due date or tax rate, and change them if necessary.

2. Checking component availability

To check whether the components are available at your warehouses, use the Available stock report.

According to the subcontractor order, you need 100 kg of tea, 5 kg of flavoring, and 1000 pieces of packaging.

The report shows that you have enough flavoring but you lack 25 kg of tea and 180 pieces of packaging.

3. Replenishing components

The missing components need to be replenished before the subcontractor can fulfill the order.

Let's purchase the missing components from a supplier.

To do this, generate a purchase order from your subcontracting order. By default, the generated purchase order contains all components required to fulfill the subcontractor order:

So you need to remove the excessive amounts manually, keeping only what you actually need to purchase:

Select a supplier, set Lifecycle status to In progress, and post the purchase order.

Then, generate a supplier invoice from the purchase order. The supplier invoice is prefilled, so you can just post it.

Let's check the Available stock report again. Now it shows that all components are in sufficient stock.

4. Transferring components to subcontractor

Now all components are available and you need to transfer them to the subcontractor for production. However, in this case, the subcontractor has limited storage capacity, so you should deliver the components in two shipments.

To register the first shipment, go to the Subcontractor order processing workplace. On the Components transfer tab, you should now see your subcontractor order. Select it and click Generate Goods issue.

By default, the generated goods issue contains all components required to fulfill the subcontractor order:

So you need to reduce the amounts manually by half:

As the subcontractor is unable to pick up the delivery, you need to hire a logistics company to ship the components to their warehouse. To reflect this fact, go to the Delivery tab, select Third-party delivery, and specify the subcontractor's address and other pertinent information.

Register the first goods issue now. With the second one, wait until you receive the first shipment from the subcontractor.

5. Receiving finished product from subcontractor

After processing the first component delivery, the subcontractor will prepare and deliver the first 500 packs of tea to you.

To register receipt of the products from the subcontractor, create a goods receipt.

To do it, go to the Subcontractor order processing workplace. On the Products receipt tab, you should now see your subcontractor order. Select it and click Generate Goods receipt.

By default, the generated goods receipt contains all 1000 tea packs as per the subcontractor order. So you again need to change this manually to reflect the amount that you have actually received:

Post the goods receipt and check the Available stock report once again. Now it shows that you have only half of the components in stock (the other half had been shipped to the subcontractor) and you have received half of the ordered tea packs.

Now, go back to the Components transfer tab of the workplace and register another goods issue for the remaining components. This time, you do not need to manually change the component amounts, as the generated goods issue already contains your entire remaining stock.

After you post the second goods issue, note that the subcontractor order is no longer displayed on the Components transfer tab. This is because you have delivered all the components specified in the order and have nothing more to deliver.

Finally, go once again to the Products receipt tab and register a second goods receipt for the remaining 500 packs of tea. As with the second goods issue, you do not need to manually change the product amount, as the generated goods receipt already contains the entire amount you have not yet received.