Outsourcing Module

The Outsourcing module in BINU ERP enables companies to manage materials or services ordered from external suppliers. Whether triggered by automated requests from the production plan or entered manually by employees, this module supports the entire outsourcing life-cycle — from initial request through delivery and payment.

The module includes sections such as Assembly & Manufactured Requests, Outsourcing Chain Creation, and Outsourcing Chains. These sections help users prepare outsourcing requests, create outsourcing workflows, and monitor active outsourcing chains linked to ordered items, parts, materials, suppliers, and technologies.

By centralizing all outsourcing activities, the system helps procurement teams build structured supplier chains, manage documentation, track invoice payments, and ensure timely deliveries. It's particularly valuable in production environments that rely on external suppliers for machining, welding, painting, or other technical processes that complement in-house manufacturing capacity.

The BINU ERP Guide and AI Assistant Tools

The BINU ERP system provides tools to support users in navigating and understanding the processes and functionalities of the system. These tools — the BINU ERP Guide and the BINU AI Assistant — include a built-in contextual help. They are non-intrusive and can be closed or reopened as needed, allowing users to remain focused on their current workflow without interruption.

When you click the BINU ERP Guide icon in the upper-right corner of the screen, the pop-up guide window opens. This feature is available across different modules and is designed to help users understand where they are in the system and how to use the current section effectively.

When you click the BINU AI feature on the side of the screen, the chat window opens, where users can choose their language of conversation. The supported languages are: English, Bulgarian, Croatian, French, German, Hungarian, Italian, Romanian, Russian, Serbian, Slovenian, Spanish, Turkish, and Ukrainian.

The BINU AI Assistant provides explanations and documentation for all topics related to the BINU ERP system. Users can ask about specific terms, business processes, system functionalities, or request documentation on a particular topic. To begin, type your question in the input field at the bottom of the chat window.

The BINU ERP Guide: Quick Overview

When you click the BINU ERP Guide book icon, you land on the Business Flow map. It has two main sections: the left panel displaying the business flow map and the right panel showing the functional overview.

Left panel — Business Flow Map — displays a visual diagram of the business processes. It shows how each module is interconnected; for example, you can see how Sales, Manufacturing, Procurement, CRM, QC, and Warehouse are interconnected.
Right panel — Functional Overview — provides a concise, bullet-style instruction list describing the key operations available in the current module/tab.

Top Bar Options

At the top of the ERP Guide window, you'll find optional tools for deeper understanding: Business Processes Maps, Accounting Flow, and Glossary. The Accounting Flow is meant for financial departments.

Business Processes Maps

Business Processes Maps provides a visual representation of the company's operational structure and business flow. It helps the user understand how the current module fits into the larger operational structure and makes it easy to grasp the upstream and downstream dependencies within the business processes. The Business Processes Maps can be accessed from various modules.

Accounting Flow: Data Flow Graph and Responsibility Matrix

Accounting Flow is a tool designed for the finance department; it shows where the data originates and defines responsibilities. For this purpose, it consists of two parts: a Data Flow Graph and a Responsibility Matrix.

The Data Flow Graph displays the movement of items from departments to the warehouse and from the warehouse to the departments. Based on these movements, the system tracks the flow of goods entering and leaving the company. The Dashboard section, planned for a future release, will allow users to view real-time data (in, out, balance, product costs).

If you hover over a diagram block, the system highlights the corresponding movement chain.

If you click a block in the diagram, you fix the highlighted chain. To narrow the selection further, click a block in the second, third, or fourth column.

The Responsibility Matrix identifies the department accountable for the selected process.

The BINU AI Assistant: Quick Overview

The BINU AI Assistant is specifically designed to help the user with ERP documentation questions. It provides information and assistance related to the BINU ERP system. The BINU AI Assistant understands fifteen (15) languages. It is available on every page as a non-intrusive help tool.

Glossary

Glossary provides definitions and descriptions of key terms and functionalities used throughout the system. The Glossary can be accessed via the BINU ERP Guide, which is available on any page of the system.

The Purpose of the BINU ERP Guide and BINU AI Assistant Tools

The BINU ERP Guide and BINU AI Assistant help users by:

Showing where they are within the system (module context and current section).
Providing a visual schema of the business flow, helping them understand how the current module fits into the larger operational structure.
Offering a quick-reference instruction panel with the main actions and functions available in the current tab (e.g., creating companies, filtering, scheduling events).
Offering quick access to the relevant documentation (AI-powered ERP documentation helper).

Outsourcing Overview

The Outsourcing module in BINU ERP streamlines the procurement of assemblies and manufactured parts from third-party suppliers. It supports both automatic generation of requests from production plans and manual submissions, offering flexible control over outsourced production steps.

This module is especially useful for companies working with complex product structures or multi-stage external processes (e.g., coating, mechanical treatment, assembly). It ensures traceability and discipline at every step — from request creation to chain setup, invoice handling, and delivery confirmation.

The module is structured into three key tabs, reflecting the natural outsourcing workflow:

Assembly & Manufactured Requests – collection point for all internal outsourcing demands.
Outsourcing Chain Creation – where procurement specialists group items, assign suppliers, and initiate sourcing chains.
Outsourcing Chains – the full management space for each chain: item tracking, documentation, invoices, payments, and delivery statuses.

Assembly & Manufactured Requests

The Assembly & Manufactured Requests tab is the entry point of the Outsourcing module. It displays all internal requests for outsourcing manufacturing or assembly tasks, generated either automatically from the production plan or manually by employees.

This interface is designed for review, filtering, and submission of items that need to be ordered from external suppliers.

Located at the top of the Assembly & Manufactured Requests interface, this panel allows users to narrow down visible requests using basic and advanced filters:

Name / Code – Text fields to search by full or partial item name or internal code.
Technologies – Multi-select dropdown to filter items based on associated materials or processing types (e.g., Stainless Steel, RAL coating, CNC).
Date – Filter requests by creation date to focus on recent or backlogged items.
Status – Dropdown with three request statuses:
- NOT ORDERED – no chain created yet
- PARTLY ORDERED – request is partially covered
- ORDERED – fully included in a sourcing chain

These filters can be used individually or in combination for fast and targeted list navigation.

Table View

The main table provides a detailed list of current outsourcing requests. Each row represents a specific component or assembly needed for production.

Column	Description
Code	Internal code of the requested item (linked to the nomenclature)
Name	Item name (e.g., Support assembly, Bus PH)
Request Quantity	Total quantity required for outsourcing
Ordered Quantity	Quantity already included in active outsourcing chains
UOM	Unit of measure (e.g., Pcs)
Technologies	Materials or technological process involved (e.g., ALMg5, Fe, Stainless Steel)
Date	Date of request creation
Request Type	Indicates whether the request was generated automatically (Auto) or manually (Manual)
Free Ordered Quantity	If an existing chain has a higher ordered quantity than required, this field shows available surplus
Chains	Number of chains the request is already part of
Root Lists	Product or component group from which the request originates
Production Lists	Specific product structures linked to this request
Status	Indicates whether the request is NOT ORDERED, PARTLY ORDERED, or ORDERED

Status Logic

Each request can have one of the following statuses:

NOT ORDERED (red) – No outsourcing chain has been created for this request.
PARTLY ORDERED (orange) – Some of the requested quantity is already included in chains, but not fully.
ORDERED (green) – The entire request has been fulfilled through outsourcing chains.

Creating a New Request

To manually add a new item to the outsourcing request list, click the + New Request button at the top-right of the screen.

This opens the Add a New Item to Request modal window, where users can search and select items from the warehouse catalog.

At the top of the modal, a filter panel allows users to narrow the item list by:

Type – Choose between Assembly and Manufactured items.
Name / Code – Text fields to search by full or partial item name or internal code.

Below the filters, a table displays available catalogue items. Each row represents a manufactured or assembled item available for outsourcing. To include an item in the request:

Click on the desired row.
A selection form will appear prompting the user to define Quantity (required) and Technology (required — must be one of the confirmed technologies linked to the item).
Click Add to confirm the selection.

If the item has no technologies defined, the system will display the message: "No technology to select from" — and the row cannot be added.

Items marked as NEW (Not Confirmed) in the system cannot be selected either. Only confirmed catalogue items are eligible for outsourcing requests.

Once successfully added, the item appears in the Assembly & Manufactured Requests table and is ready to be included in an outsourcing chain.

Outsourcing Chain Creation

The Outsourcing Chain Creation tab allows procurement teams to group open manufacturing or assembly requests and assign them to specific suppliers. This is the core control point where outsourcing chains are initiated or extended, based on production demand and supplier availability.

It supports:

Creating new outsourcing chains
Adding requests to existing chains with available capacity
Managing unfulfilled or outdated requests

Filter Panel

Located at the top of the screen, the filter panel helps narrow down the list of pending requests using key criteria:

Name / Code – Text fields to search by partial or full item identifiers.
Technologies – Multi-select dropdown to filter by associated material or processing technologies.
Date – Filter requests by creation date.
Creators – Filter by the user who submitted the request.
Statuses – Multi-select dropdown with the options NOT ORDERED, PARTLY ORDERED, ORDERED.

These filters can be combined to focus on specific outsourcing needs, user activity, or items by status.

Request Table

Below the filters, a sortable table displays all relevant outsourcing requests.

Column	Description
Code / Name	Item identifiers (sortable by name)
Request Quantity	Total quantity needed
Ordered Quantity	Quantity already assigned to chains
UOM	Unit of measure
Description	Item details or specifications
Date	Request creation date
Request Type	Auto (system-generated) or Manual
Free Ordered Quantity	Surplus quantity available in an existing chain
Chains	Indicates chain associations
Root Lists	Linked parent assemblies
Production Lists	Specific production structures
Status	Ordering status: NOT ORDERED, PARTLY ORDERED, ORDERED
Creators	Request initiator name

Action Buttons

Located above the table, four buttons allow users to take action on selected rows: Create Outsourcing Chain, Add to Outsourcing Chain, Close Order, and Delete Order.

These buttons become active only when one or more rows are selected. Their availability depends on the status of the selected records:

Selected Status	Active Buttons
ORDERED	None – all buttons disabled
PARTLY ORDERED	All except Delete Order
NOT ORDERED	All except Close Order
Mixed (NOT + PARTLY)	All except Close Order and Delete Order

Create Outsourcing Chain

When this option is selected, a modal window opens allowing you to form a new chain.

Company * – Select the supplier to assign this order to.
Enable Tender Supplier – Optional toggle to activate supplier selection via tender.
Item Table – Displays selected request(s) with editable fields:

Field	Description
Code / Name	From the selected request
Request Quantity	Required from production
Ordered Quantity	Already assigned (if any)
Quantity To Order	Editable field to define the actual amount ordered from the supplier

Our Material (checkbox)

If checked, this indicates that the company will supply the material for outsourcing from its own warehouse stock. Upon selecting Our Material, an additional section appears for each row: Warehouse Product / Quantity.

Search in Warehouse – opens material selection modal.

Search in Warehouse

This modal window allows users to select suitable warehouse items to provide for outsourcing.

Categories – Filter by item group or classification
Name / Code – Search fields for material identification
Warehouses – Filter by warehouse location
Locator – Physical storage coordinates (e.g., R:2 Col:3 Sh:2 Pl:3)
Type – Filter by inventory type (e.g., Raw Material, Component)

The user selects a material and clicks Add. The system returns to the previous view, now displaying:

Additional materials can be added by repeating the process. Each outsourcing line can have multiple warehouse items linked to it.

Add to Outsourcing Chain

The Add to Outsourcing Chain function allows users to include existing outsourcing requests into an already created sourcing chain, provided there is available capacity and matching supplier context. This option is available from the Outsourcing Chain Creation menu when one or more eligible requests are selected.

Once selected, a modal window opens where the user configures the addition of the selected request to an existing chain.

Order ID – Direct search by order identifier.
With Free Items – Optional checkbox to allow the use of surplus quantities from open chains.

Enter Quantities to Add

A summary table appears with editable fields for the selected request:

The Quantity To Order field is editable and should reflect how much of the remaining request will be added to the chain.

Our Material

If the Our Material checkbox is enabled:

An additional row appears under the item with:

Warehouse Product – dropdown showing selected warehouse item
Quantity – field to enter the amount to be provided

+ Search in Warehouse – button to open the material selector. This enables the user to define which internal material will be delivered to the supplier.

Search in Warehouse

Clicking + Search in Warehouse opens a catalog selection window, where the user can filter and select an internal stock item for outsourcing purposes. After adding a material, it appears in the main window and can be adjusted or extended.

The system allows multiple materials to be linked to a single outsourcing position if necessary.

Select Order to Add To

At the bottom of the modal is a list of available outsourcing chains to which the request can be added.

Select one of the chains by clicking on the row.
Click Add to confirm and include the request in the selected outsourcing chain.

The request will now be part of the selected chain and updated accordingly in the system.

Delete Order

Deletes the selected request permanently. Available only for items with NOT ORDERED status.

Close Order

Marks the request as obsolete or no longer relevant. Cannot be reopened. Confirmation is required. This action is only available for requests with NOT ORDERED or PARTLY ORDERED status.

Outsourcing Chains

The Outsourcing Chains tab is the final and most comprehensive stage of the outsourcing workflow. It provides full visibility and control over all active and historical outsourcing chains — from initial order creation to final delivery and payment tracking.

This tab consolidates data on suppliers, items, production links, invoice status, payment confirmations, and logistical milestones — ensuring transparency and traceability throughout the outsourcing process.

Filter Panel

The top section contains a robust filter panel for narrowing down chains based on various operational and financial attributes.

Ordered Items Code / Name – Search by internal code or full/partial item name.
Order ID – Filter by outsourcing chain number.
Company – Filter by supplier.
From / To – Date range fields for filtering by order date.
Technologies – Multi-select dropdown to filter by manufacturing processes or materials.
Parts / Materials Code / Name – Useful when searching chains by included warehouse materials.
Status – Dropdown list of chain statuses (e.g., Empty, In Progress, Delivered, Sent to QC). Helps identify where chains are in the delivery pipeline.

Checkbox	Function
Declined	Filter based on whether the chain was declined or rejected
Show RMA Chains	Include or exclude Return Merchandise Authorization chains
Show Unpaid	Show only chains with unpaid invoices
Documentation	Filter based on whether supporting documents are attached
Purpose	Filter based on assigned chain purpose (if applicable)

Each checkbox functions as a three-state filter:

✔ (Include) – Show only chains that match this attribute
✖ (Exclude) – Exclude chains with this attribute
Empty – No filtering applied

Outsourcing Chains Table

The main table lists all outsourcing chains that match the applied filters. Each row represents a full outsourcing order with its lifecycle data.

Column	Description
Date	Chain creation date
Order ID	Internal chain number (clickable, opens full order details page)
Supplier	Assigned external company
Technologies / Comment	Processing type and internal comment
Root Lists	Linked production structures (clickable). Alternatively, use the Go To Production Plans button if a row is selected
Status	Current status of the chain (e.g., Empty, Sent to QC, Delivered)
Completion	Date of delivery or processing completion
Expected Delivery Date	Target delivery date (sortable ascending or descending)

Chain Selection and Actions

When one or more rows are selected, additional buttons become available:

Selected Chain dropdown:

Open Chain – View full chain details

Remove – Unlink the chain
Add Files – Attach additional documentation

Edit Status – Change the operational state of the chain

Go To Production Plans – Opens the relevant production plan associated with the selected chain

Open Order Statuses – Quick overview of chain state across production/invoice/payment

Creating an Outsourcing Chain

When the user clicks Create Outsourcing Chain, the system immediately generates a new order and redirects the user to the corresponding Outsourcing Chain Order Page. The newly created order is marked with status New and appears in the table with a unique order ID.

Order Information

This section includes basic metadata and control elements:

Order ID – unique identifier for the order (auto-generated).
Date – automatically set based on creation time.
Manual Status – dropdown for manual status input if needed.
Comment – optional user-defined notes.
Creator – auto-filled with the user who created the order.
Auto Statuses – system-defined events with timestamps (e.g., New: 11/07/2025, 08:22).
Expected Delivery Date – manually defined field; can be edited or cleared later.

Supplier

This section contains general supplier information assigned to the outsourcing chain. Initially, it may be empty if the supplier has not yet been confirmed.

Once a supplier is proposed in the Suppliers section and confirmed via the Confirmation module, this block is automatically populated with all relevant data: Name, Category, Address, Tax Number, Register Number, Nomenclature, Description.

Once a supplier is confirmed and linked, a Go to Supplier button appears near the supplier information panel. Clicking this button redirects the user to the Company Card, which includes the full supplier profile, contact details, company addresses, VAT / registration numbers, and previous orders and associated records.

Ordered Items

Users populate this section by clicking + Add Item, which opens a modal window:

Type – Assembly or Manufactured.
Use the table to search and select by Code, Name, Description, UOM.

Press Add to include the item in the order. Once items are added, they appear in the table:

For each selected item, the following actions become available:

Change Creator – assigns a different creator to the selected item.
Create Tool Request – generates a tool/material request to internal departments.
Request Our Delivery – activates the + Create Delivery Request button.
Open Album Print → Print Album – appears after an item is selected.
Export XLS
Print options – Print List of Ordered Items and Material Receipt.
+ Create Documentation Archive – generates a document pack.
Selected Item (dropdown): Edit (change quantity), Date of Delivery (open modal to change or clear the delivery date), Remove.

Add Material To Order Product Item

This feature allows users to link warehouse materials to specific ordered items, indicating what internal components or parts will be supplied by the company rather than sourced externally.

Clicking + Add Material opens a modal window:

Add a specific amount – This checkbox allows the user to assign a fixed amount of material, regardless of the quantity of ordered items. If left unchecked, the entered quantity will be multiplied by the number of ordered items.

Search the item from the catalog (filters: Category, Type, Root Category, Name, Code). If a material is available:

The Locator * field appears if Take from Warehouse is selected.
The Quantity * field is always required.

Important: Items with NEW status cannot be selected.

Take from Warehouse / To Order – This toggle lets the user choose whether to take the material directly from the warehouse (if it is currently in stock) or to request it through procurement (if it is not available). When set to To Order, the request will be forwarded to the procurement department to initiate the purchase of the material. Once the material is delivered to the warehouse, it will be automatically assigned to the corresponding outsourcing chain.

Parts/Materials List

The Parts/Materials List section displays all warehouse materials that have been linked to specific ordered items in the outsourcing chain.

Each material appears here only after being manually added via the + Add Material action in the Ordered Items section.

The quantity shown here represents the total amount required for the selected outsourced item. If you use the multiplier option, it is automatically calculated based on ordered quantity.

This section ensures the supplier will receive accurate information on what internal materials will be shipped with the order, helping coordinate production and inventory.

Technical Equipment

This block allows users to associate necessary equipment, tools, or fixtures with the order. It is useful when production requires reusable or special-purpose technical assets.

Credit Lines

When a new production list procurement order is created, users can add a credit line to it.

This function is used to create, manage, and monitor supplier credit lines within the ERP system. It allows users to record agreed credit amounts with suppliers, track their usage, and control availability over time.

Each credit line contains key information such as the supplier, creation date, due date, total credit line amount, currently available amount, responsible creator, and status. Optional comments can be added to describe the purpose of the credit line (e.g., specific projects, components, or orders).

The overview table provides a clear snapshot of all credit lines, including their confirmation status, making it easy to track active, used, or expired credits. Users can add new credit lines, review existing ones, and ensure that purchases stay within approved financial limits.

To create a new credit line, click + Add Credit Line and fill out the form.

When you click Send To Confirm, the newly created Credit Line will go to the Confirmation module where it needs to be first confirmed by an authorized person. As soon as it is confirmed, the status will change from In Confirmation to Confirmed. If the credit line is not confirmed, it appears as Declined.

When you later input invoices for a specific amount, this amount is compared to the Credit Line and shows how much room you still have to spend according to the confirmed credit line.

Note: If a payment has already been created in the outsourcing chain before the first credit line, the system will not allow adding a new credit line — the + Add Credit Line button becomes disabled.

Suppliers

This section is used to collect and manage supplier proposals when a competitive selection or tender process is involved. Users can:

Click + Add Supplier to propose a candidate
Define Price, Delivery Date, and Comments
Submit proposals for approval via Send to Confirm

Supplier confirmation is performed in the Confirmation module, and the selected supplier is automatically linked to the chain.

Proforma Invoices

This section contains all proforma invoices, which serve as initial cost estimates for the order.

Key features:

All ordered items are auto-included
Users can edit quantities, remove items, or add new ones
Materials and services can also be included
Total price and net price are automatically calculated
A proforma number, supplier, and date must be filled in
Files (e.g., quotations) can be attached
Once completed, the proforma is routed to Quality Control

Invoices

This section contains actual invoices generated after items or services are delivered.

Click + Create Invoice to open the invoice editor
Invoice can include selected or remaining items
Invoice table displays: Creation Date, Invoice Number, Supplier, Total Price, Status

Payments

Once the invoice has been created and confirmed, the next essential step is to register the payment for this invoice. Recording payments ensures that financial operations stay transparent and trackable within the ERP system, allowing the company to monitor which orders have been settled and which are still pending.

To proceed with the payment:

Navigate to the Order Page of the corresponding Procurement Chain.
After the Proforma Invoices and Invoices sections, locate the Payments section.
Click the + Create Payment button to begin the payment registration process.

A pop-up window titled Create Payment will appear. Fill in the form with the required details:

Supplier – auto-filled based on the chain's data; indicates who the payment is being made to.
Invoice – Select the corresponding invoice(s) from the dropdown list. These invoices must have been created and listed in the invoice section above. You may select multiple if applicable.
Actual Amount – May auto-fill based on the invoice but can also be manually edited. Use it to enter the actual amount being paid to the supplier, in their currency. It also supports partial payments.
Payment Amount (€) – Reflects the amount converted into Euros. It is not editable and duplicates the value from the previous field, converted using the exchange rate.
Exchange Rate – Enter the conversion rate used for this transaction.
Payment Date – Define the date when the payment was or will be made.
Accountant Number – Enter the bank account number of your company.
Paid by Card – Tick this box if the payment was done by credit/debit card instead of a bank transfer.
Uploaded Files – Attach documents that prove the payment, such as bank confirmations or screenshots. Files can be uploaded via drag-and-drop, the file picker, or pasted directly from your clipboard.

Click the Create button to save the payment.

A new payment record will appear both in the Payments section of the procurement chain and in the Payments module. Initially, the status will be set to WAITING, as the payment must be confirmed through the Confirmation module under the Payments Confirmation tab.

Once confirmed, the status will change to CONFIRMED.

And when the payment is actually completed, it will be updated to PAID.

Users can create multiple payment records if partial payments are required. However, the total sum of all payments for the same invoice must not exceed the invoice amount.

Auxiliary Proforma Invoices & Invoices

These sections are used for documenting additional services related to the main order — such as logistics, packaging, and customs clearance. Functionality mirrors standard invoices:

+ Create Auxiliary Proforma Invoice
+ Create Auxiliary Invoice
Enter price, supplier, and dates
Track and confirm payments separately

Auxiliary Invoice Payments

All payments related to auxiliary invoices are displayed here.

Payment Amount and Converted Amount
Payment Date
Documentation Check / Purpose Check
Payment Status

Manufactured Documentation

This section is used to store technical or production-related documentation linked to ordered items or assemblies. Click + Create Documentation Archive to generate a document pack. The system will prompt: "Do you want to include descendants in the archive?" After confirming, a list will appear showing nomenclatures missing documentation — helping to identify gaps.

Files

The Files section is a general-purpose area for attaching any supporting documents:

CAD drawings
Certifications
Incoming invoices

Click + Add File to upload and store files directly within the order.

Hidden Settings in Outsourcing

These settings become available when the Hide settings menu toggle (top-right corner) is enabled. It reveals two additional configuration tabs:

Order Statuses

The Order Statuses tab in the Outsourcing module allows users to define and manage manual status labels that reflect the current progress or condition of an outsourcing chain. These statuses serve as internal checkpoints or workflow signals.

The main table displays all available manual statuses with the following columns:

Name
Description
Chain Finish Step (✓ checkbox)

Each status can be:

Edit — update its name or description
Remove — deleted if no longer needed

The Chain Finish Step checkbox allows you to mark a status as the final stage of the chain. This can help visually indicate completion or readiness for closure.

Creating a New Manual Status

Click + New Status to open the creation form. Enter the following:

Name * — required name of the status (e.g., Ordered, Documentation Added)
Description — optional field to clarify the purpose of the status (e.g., Used when proforma invoice is uploaded and payment created)

Click Create to save. The new status will now appear in the list and become available for selection in outsourcing chains.

This feature allows departments to maintain transparency and coordination across long outsourcing processes, especially where multiple people or phases are involved (tendering, invoicing, documentation, delivery).