microsoft word - po module

7/26/2019 Microsoft Word - PO Module

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Simplified Business Management Systems

Simplified Business Management System

Page No:

PO(Purchase Order)

Purchase Order

This form is used by purchase department for purchase of goods and services.

Accessibility:

(MODULE POSUB MODULEPurchase Order)

(ActionDouble Click on Purchase Order)

Purpose:

This module is for purchase department to enter and make a purchase

order for the goods requested by various departments. All the fields with filled blocks are

mandatory fields and user has to enter data in those fields.


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Page No:

PO (Purchase Order)

Key Fields:

These are mandatory fields. The user has to enter data in them.

PO Type: The user can select the type from the list of values provided. This listcan be obtained by pressing Function Key F9 and selecting the same from this.

Usually this is type PO

.

Doc Date: This refers to the date of entry of Purchase Order. Press F9 to get the

selection of dates.

Doc Series: This field gets selected from Document type set. This can be any

desired format YYYY, MMYY as specified.

Doc No.: This is non enterable field and it is auto generated once we save the PO.

Status: At first when the Requisition is being launched the status is always kept

open. The status can be Open, Approve, Cancel, Revise.

PO Type: User can select between the lists of values given.

Vendor: Press F9 to select a valid vendor name from list of values.There are two

fields vendor code and vendor name if user is not aware of code press tab cursor

will move to second field and press F9 here list of value will appear with order of

name which provide more ease in selecting the Vendor. Here user has to select the

Billing address of the Supplier/Vendor.

Address: Select the valid address of the vendor from the list of value. List pops

up on pressing F9 key.

Shipping: Press F9 to select a valid vendor name from list of values.There are

two fields vendor code and vendor name if user is not aware of code press tab

cursor will move to second filed and press F9 here list of value will appear with

order of name which provide more ease in selecting the Vendor. Here user has to

select the shipping address of the Supplier/Vendor. (It is a non mandatory

field and user can skip this field).


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Page No:

PO (Purchase Order)



Incoterm: Press F9 to select terms from list of values.The values are fetched

from price terms form.

Incoterm Location: Press F9 to select location of Incoterm from list of values.

Project\Plant: Its a list item and user has to select a Plant for plant items.

Currency:Press F9 to select currency from the valid list of values.

Ex Rate Type: This field describes the type of exchange rate used for this

transaction. Press F9 to select from a valid list.

Ex Rate: Enter the value of exchange rate between the selected currency and the

base currency.

Payterm: Press F9 to select payment term from list of values. To define the

payterm user have to enter it in common master first.

Remarks: User can enter the remarks if any.

Submit To: Press F9 to select the name of authorities allowed to approve the

document. Each and every user has a defined passing authority or it can be said

passing limit up till which user is entitled to do purchases. For anything above

that it needs to be approved and sanctioned by any second authority. Normally it

can be user or the direct superior of the user. User has to fill in the requirement of

the department and send the requisition to be approved by second level authority.


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Page No:

PO (Purchase Order)

Others Form Tab:

Others:

Department: The user can select the type from the list of values provided usingF9 function key.

Trans Mode: List item to select the mode of transport used for receiving the

material. User can select one and enter.

Ship to location: The user can select the type from the list of values provided

using F9 function key and enter the name of location where vendor has to ship thegoods.

Non Mandatory fields in Others(TAB):

Vendor SO No: Enter the Sale order number of Vendor if any

Contact Name: Name of the contact person.

Note to Vendor: User can enter the note or instruction for Supplier.

There are other basic fields like Return, Remarks, Freight term, EDD,

Validity etc.


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Page No:

PO (Purchase Order)

Detailed Form:

Item Description & Detail Block:

Requisition Type: Press F9 to select the Requisition made by the department for

the purchase of the item.

Item Type: After entering the required fields on header click on item type and

select type as a stock or no stock type.

Item code: User has to select the item code from the list of values provided, the

rest of fields are automatically selected from the master and displayed.

Item Name: Once a selection of item type name of item code is displayed.

Quantity: Enter the number of quantity user want to purchase.

Rate: Enter the estimated rate of the item.

UOM: User has to select the Unit of Measurement for services.

Need By date: User has to mention the date till which the requisition is needed.


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Page No:

PO (Purchase Order)

Other Tab:

This tab as shows user can have quotation project code and project name and description

of the same can be given.

Quick Receipt Provision:

This tab can be used for recording the receipt of PO and the receipt can also be generated.

User Click Button

User can click this form to get a total summary of Purchase Order.

User can click this form to E mail the required PO.

User can print the PO form using this button.

User can print the receipt of PO by clicking this button.

After entering the entire required data user can save the data by pressing F10 or by

clicking on button of left corner, a unique PO number gets generated.


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Page No:

PO (Enquiry)

Enquiry

This form is needed for making enquiries about vendor and quotation once

some requisite is made from the user..

Accessibility:

(MODULE POSUB MODULEEnquiry)

(ActionDouble Click on Enquiry)

Purpose:

Usually whenever any item is required by the user then the user raises arequisite for the same. Now comes need of enquiry about the vendors about

their quotations, hence the need of enquiry form.


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Page No:

PO (Enquiry)

The request forms looks like:

Key Fields:

User has the input these details.

Enquiry Type: User can select the same from the list provided by pressing F9.

Usually this is type ENQ.

Doc Date:User can select the date from the list provided by pressing F9.

Doc Series:User can select the same from the list provided by pressing F9. This

is defined as desired in Doc series. Usually it is YYYY format.

Doc No.: This number is auto generated once data entry is done and form is

saved.

Status: User can select the same, usually when new entry it is open. Otherwise a

pop up helps user to select the same.


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Page No:

PO (Enquiry)

Requisition No.: User can select the same from the list provided by pressing F9.

This user can search from type IND and select the same.

Vendor: User can select the same from the list provided by pressing F9.

Address: User can input the address.

Currency:User can input the same, by default it is local currency.

Ex Rate Type: It is to be selected, a list of values is displayed from which user

can select. It is kept User.

Ex Rate Date: User can input date.

Ex Rate:Rate as kept as 1.

Required by date: Date till which it is required can be given here.

Place of Delivery: Place of Delivery can be given here

Contact No.:Vendors contact number can be given.

Remarks: User can input some remarks if needed.

The above are non mandatory fields where even vendor is not given still system

allows you to proceed further. Once user selects the requisition number the below

details are fetched as below.

These details are displayed as in the requisite form. All the items are listed here.


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Page No:

PO (Enquiry)

Now user can select the various vendors with the help of the key provided

Press this to get screen

User can here save the data by pressing F10 or by clicking on button of left

corner.

The Enquiry can be printed as per requisite in the form and send to

vendor, by pressing the button.


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Page No:

PO (Enquiry)

User can print the gate pass by using this button.

Printed Gate Pass with all details looks like.

.

.

This printed Gate Pass can be signed and can be used for the required purpose.


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Page No:

PO (Gate Entry In)

Gate Entry In

This form is needed at the Gate Entry of any type of material inside the plant.

Accessibility:

(MODULE POSUB MODULEGate Entry In)

(ActionDouble Click on Gate Entry In)

Purpose:

Usually when raw material or any other material is let inside the plant then it has to pass

through the Gate Entry. When any truck or consignment comes at gate then necessarydata needs to be entered and checked before clearance inside. This arises the need of Gate

Pass and Gate Entry In.


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Page No:

PO (Gate Entry In)


Key Fields:


Doc Type: User can select the same from the list provided by pressing F9.

Usually this is type GE.





saved.




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Page No:

PO (Gate Entry In)

Now user has to detailed entry to this doc number.

Truck No.: User has to enter the truck number.

Cont. No.: User has to enter the container number.

Trailer No.: User has to enter the Trailer No.

Reference Type: User has to select the same from the drop down menu to

indicate the type. Sale means goods going out from the plant.

Purchase means goods coming in the plant.

Reference No.: Corresponding sales number or corresponding purchase number

can be entered to have a follow up.

UOM: Unit of measurement has to be given.

Party Name: User has to enter the Party Name.

Haulers Name: User has to enter the Haulers name.

Weight: Weight can be entered here.

UOM:Unit of measurement has to be given.

Remarks: User has to enter his remarks.

User has to press this tab to open a Visual Basic screen where

the actual weighing comes from the system for measurement.

User has to press this tab to update the weight into the systemand this weight is inserted into the Oracle system.

User can here save the data by pressing F10 or by clicking on button of left corner.

User can print the gate slip using this tab.


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Page No:

PO (Gate Entry Out)

Gate Entry In

This form is needed at the Gate Entry of any type of material going outside the

plant.

Accessibility:

(MODULE POSUB MODULEGate Entry Out)

(ActionDouble Click on Gate Entry Out)

Purpose:

Usually when any other material is let outside the plant then it has to pass through theGate Entry out. When any loading or consignment comes at gate then necessary data

needs to be entered and checked before clearance outside. This arises the need of Gate

Pass and Gate Entry Out.


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Page No:

PO (Gate Entry Out)


Key Fields:



Usually this is type GE.





saved.




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Page No:

PO (Gate Entry Out)


Truck No.: User has to enter the truck number.


Trailer No.: User has to enter the Trailer No.

Reference Type: User has to select the same from the drop down menu to

indicate the type. Sale means goods going out from the plant.

Purchase means goods coming in the plant.

Reference No.: Corresponding sales number or corresponding purchase number

can be entered to have a follow up.

UOM: Unit of measurement has to be given.

Party Name: User has to enter the Party Name.

Haulers Name: User has to enter the Haulers name.

Weight: Weight can be entered here.

UOM:Unit of measurement has to be given.


User has to press this tab to open a Visual Basic screen where

the actual weighing comes from the system for measurement.

User has to press this tab to update the weight into the system

and this weight is inserted into the Oracle system.User can here save the data by pressing F10 or by clicking on button of left corner.

User can print the gate slip using this tab.

User can print the BOL by clicking this button.


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Page No:

PO (Gate Pass)

Gate Pass

This form is needed for taking out anything outside the plant from the Gate.

Accessibility:

(MODULE POSUB MODULEGate Pass)

(ActionDouble Click on Gate Pass)

Purpose:

Usually whenever something is to be taken outside the plant for any purpose say even

repair should be registered and noted for its movement. At this moment need orrequirement of Gate Pass in printed form is required. Anything which is going out of the

plant should be properly authorized too; this aspect is also checked in this form.


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Page No:

PO (Gate Pass)


Key Fields:


Doc Type: User can select the same from the list provided by pressing F9.Usually this is type GP.





saved.




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Page No:

PO (Gate Pass)

Person: Name of the person can be mentioned here.

Remarks: User can input some remarks if needed.

Requisition Information


Type: User has to select the valid type a list pops up on pressing F9. Valid

Requisition number and dates can be selected from this.

Rest all the details like item name, description stock or no stock are displayed on

selection of this type and number.

User can view the detail block by pressing this button.

Third Block

Here user has to enter the actual item going out by describing item code, location and

quantity.

Item Type: User has to select the item type whether Stock or Non-Stock

Item Code: User can select the same from the list of values by pressing F9. On

selection of the same item name and description gets displayed.

Location Name: User can select the same from the list of values by pressing F9.

On selection of the same Store and Sub-stores are displayed.

Quantity: User has to enter the quantity of item going out.

Returned quantity:User has to enter the quantity of item which will be returned

if known.

Returned Date:User has to enter the tentative date when item will be returned.


User can here save the data by pressing F10 or by clicking on button of left

corner and a unique Doc No. gets generated.


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Page No:

PO (Gate Pass)

User can print the gate pass by using this button.

Printed Gate Pass with all details looks like.

.

.

This printed Gate Pass can be signed and can be used for the required purpose.


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Page No:

PO (Opening Gate Entry)

Opening Gate Entry

This form is needed at the select and open the status of Gate Entry.

Accessibility:

(MODULE POSUB MODULEOpening Gate Entry)

(ActionDouble Click on Opening Gate Entry)

Purpose:

Many a times it happens that some data entry is wrongly done or there is need

to change the status of Gate Entry. Then particular Gate Entry form is to beopened and this is done through this module.


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Page No:

PO (Opening Gate Entry)


Key Fields:

User can view all the details in the listed form and the selected Gate Entry can be selected

and user can check in the box and the same is opened for correction.



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Page No:

PO (Internal Requisition Lith)

Internal Requisition Lith

This form is designed to send a request to stock person or department

for goods and consumables required for internal use..

Accessibility:

(MODULE POSUB MODULEInternal Requisition Lith.)

(ActionDouble Click on Internal Requisition Lith.)

Purpose:

This module is a mode of request from all departments or all users to

person having the stock or stock departments for the requirement of consumables for

internal use.

User can press this tab to get the details and the same are

displayed here and this helps user not to unnecessary re enter the data.


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Page No:


Key Fields:

.

Doc Type: The user can select the type from the list of values provided. This list

can be obtained by pressing Function Key F9 and selecting the same from this.

Usually this is type INT.

.

Doc Date: This refers to the date of Requisition. Press F9 to get the selection of

dates.



Doc No.: This is non enterable field and it is auto generated once we save theRequisition Form.

Status: User can select from the drop down menu. At first when the Requisition is

being launched the status is always kept open. The status can be

Open, Approve, Cancel, Revise.

Department: The user can select the type from the list of values provided using

F9 function key, though Department also populates itself automatically on basis

of equipment.

Project\Plant: Its a drop down menu item and user has to select a Plant for the

needed items in running plant. In this form this field is disabled

as not required.

Currency:This field is displayed as it is internal requisition.

Ex Rate Type: This field is disabled as it is internal requisition. By default USER

is displayed.


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Ex Rate: This field is disabled as it is internal requisition . By default 1 value

comes.

Plant/ Non Project: This field is disabled as it is internal requisition.








Detail Entry Form



select type as a Stock as it is internal requisition.

Item Code: User has to select the item code from the list of values provided,

the rest of fields are automatically selected from the master and displayed.

Name: Once a selection of item type name of item code is displayed.

Quantity: Enter the number of quantity user want for his use.


Now rests of the fields are not required as it is internal requisition


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Page No:


.

User can check the stock by pressing this button. Screen shows as

User can print the requisition form using this button.


clicking on button of left corner, a unique number gets generated.


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Page No:

PO (Item Inspection)

Item Inspection

This form is needed if item inspection is required at the time of receipts.

Accessibility:

(MODULE POSUB MODULEItem Inspection)

(ActionDouble Click on Item Inspection)

Purpose:

Many a times when PO is made and then goods are received against the PO

then Item Inspection is required or not is to be decided. In the Receipt formItem inspection check box is given if this is checked then item inspection is

done. This job of inspection is done through this module.


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Page No:

PO (Item Inspection)


Key Fields:

User can input all the details in

Vendor Department

PO No

Receipt No.

And when all the details displayed corresponding to this then item wise checking is to be

done by the person responsible for inspection. Once inspection is done then inspection

date and complete check box are to be checked. Now it is decided that ordered items are

inspected and checked for correctness.



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Page No:

PO (Multi Approval of Doc. Lith)

Multi Approval of Doc. Lith

This form is designed to have a approval limit form and list down all the

requisitions as entered by the user

Accessibility:

(MODULE POSUB MODULEMulti Approval of Doc. Lith.)

(ActionDouble Click on Multi Approval of Doc. Lith.)

Purpose:

In this form approving authority can decide the fate of requisition and take necessary

actions. Many a times user enters the requisites and has to get them sanctioned orapproved by the concerned authority then this forms works in.


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Key Fields:

User has the below given options.

Under Approval : Every user has a approval limit, if user crosses the limit while

purchase then the system keeps the requisition in this category and it has to be

approved by higher authority.

Return: The approving authority feels that so and so items are not required or on

the contrary some other item is required then approving authority can return the

same and the user can again amend the requisition.

Approved: The approving authority approves the requisition as entered by the

user.

Rejected/ Cancelled: The approving authority feels that so and so items are not

required and plant can work without them then authority can reject the same.


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Page No:


Forward button can be pressed by the user to transfer the Requisition form to the

authorities as listed in the Submit To list.


clicking on button of left corner.


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Page No:

PO (Non Stock Requisition))

Non Stock Requisition

This form is designed to get the goods and services on particular cost

center.

Accessibility:

(MODULE POSUB MODULENon Stock Requisition)

(ActionDouble Click on Non Stock Requisition)

Purpose:

Please write clearly

I can not explain


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Page No:

PO (Non Stock Requisition)

Key Fields:

.

Doc Type: The user can select the type from the list of values provided. This listcan be obtained by pressing Function Key F9 and selecting the same from this.

Usually this is type IND.

.


dates.



Doc No.: This is non enterable field and it is auto generated once we save the

Requisition Form.





F9 function key, though Department also populates itself automatically on basisof equipment.



as not required



will move to second field and press F9 here list of value will appear with order ofname which provide more ease in selecting the Vendor. Here user has to select the


Address: Select the valid address of the vendor from the list of value. List pop

ups on pressing F9 key.


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Page No:



two fields vendor code and vendor name if user is not aware of code press tab

cursor will move to second field and press F9 here list of value will appear withorder of name which provide more ease in selecting the Vendor. Here user has to









base currency.







document. Each and every user has a defined passing authority or it can be saidpassing limit up till which user is entitled to do purchases. For anything above




.


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Page No:


Detail Entry Form



select type as a Non Stock as it is job work which can not be done internally

hence the need of requisition.






Min Quantity: User can enter the minimum quantity which is required.

Max Quantity: User can enter the maximum quantity required.





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Page No:


User Click Button

User can click on this button to open the Purchase Order Form from here itself.

User can click on this button to check the stock position in the stores.

User can click this form to open the Multi Approval of Doc.

Lith. And can validate the requisition.

User can click this form to E mail the required requisition.





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Page No:

PO (Receipt Opening)

Receipt Opening

This form is needed at the select and open the status of Receipts.

Accessibility:

(MODULE POSUB MODULEReceipt Opening)

(ActionDouble Click on Receipt Opening)

Purpose:

Many a times it happens that some data entry is wrongly done or there is need

to change the status of receipts. Then particular receipt form is to be opened forchanges and this is done through this module.


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Page No:

PO (Receipt Opening)


Key Fields:

User can view all the details in the listed form and the selected receipt entry can beselected with help of the required details. List provides all the information from receipt.

User can check in the box and the same is opened for correction.



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Page No:

PO (Receipt)

Receipt

This form is used by Store department for receipt of goods and services.

Accessibility:

(MODULE POSUB MODULEReceipt)

(ActionDouble Click on Receipt)

Purpose:

This module is for store department and is used at the time goods received

by Vendor. All the fields with dash and dots are mandatory fields user has to enter data in

those fields. The receipt can be made on PO /Non PO basis.


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Page No:

PO (Receipt)

Key Fields:



Usually this is type RCP

.

Rcpt Date: This refers to the date of Requisition. Press F9 to get the selection of

dates.




Receipt Number.

Type: It is a drag down menu which gives an option of whether the receiving

material is coming on basis of purchase order or it is coming

directly.

Status: At first when the Requisition is being launched the status is always kept

open. The status can be Open, Approve, Cancel, Revise.



will move to second filed and press F9 here list of value will appear with order of



Address: Select the valid address of the vendor from the list of value. List pop upon pressing F9 key.

PO No: If user has selected type as a PO then in this field they have to select the

Purchase order number against which user is receiving the material. Press F9 to

select a desired Purchase Order.


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Page No:

PROJECT (Receipt)


F9 function key.


two fields vendor code and vendor name if user is not aware of code press tabcursor will move to second filed and press F9 here list of value will appear with










base currency.



Main Store Code: Press F9 to select valid store where the goods will be stored.

Over head Exp: Drag Down Menu Select yes if any expenses are incurred at the

time of receiving the material.

Ship date:Enter the shipment date.

Vendor Doc No: Enter the Vendor Document number received by the vendor.

Import Flag:Mark Yes if goods are imported.

Trans mode: It is a drag down menu which selects the mode of transport used in

receiving the Goods.

Rate Finalized: Mark yes if the rate is finalized.


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Page No:

PROJECT (Receipt)

Detail:

Item Type: select type as a Stock or No Stock item.

Sub Store: Press F9 to select sub store.

UOM: Select the Unit of Measurement for services UOM should be each .


Vendor Doc Qty: Enter the quantity mentioned by vendor.

Recd Qty: Actual quantity received by the store department.

A/c : Select the Valid Account code


clicking on button of left corner, a unique Receipt number gets generated.


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Page No:

PO (Generate PO)

Generate PO

This form is needed at the generate purchase orders of entered and selected PO.

Accessibility:

(MODULE POSUB MODULEGenerate PO)

(ActionDouble Click on Generate PO)

Purpose:

User can enter the Purchase Order number and if needed vendor name, then the list of

POs are displayed. Now user can select the required purchase order from the list andthen click on Generate Purchase Order, to get the result.


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Page No:

PO (Generate PO)


Key Fields:


PO No: User can select the same from the list provided by pressing F9 and inputthe PO number.

Vendor Name: User can also input the name of vendor if known.

Detailed list item code, description rate and quantity wise is displayed.

Now user can select the required PO which is to be generated and get

the POs generated.


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Page No:

PO (Update Receipt)

Update Receipt

This form is for multiple receipts against one particular Purchase Order.

Accessibility:

(MODULE POSUB MODULEUpdate Receipt)

(ActionDouble Click on Update Receipt)

Purpose:

Usually when raw material is purchased the PO is made for a particular whole one biglot. Now many multiple entries are to be made against one single PO. This form helps the

purpose of doing such types of receipts entries.


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Page No:

PO (Update Receipt)


Key Fields:



Usually this is type RCP.




Doc No.: This number is auto generated once data entry is done and form issaved.


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Page No:

PO (Update Receipt)



Vendor: User can select the same from the list provided by pressing F9.

Vendor Name Address: Once vendor is selected then name and address are

automatically displayed in these fields.

PO No.: Corresponding Purchase number is to be mentioned here.

Dept.: User can select the same from the list provided by pressing F9. The same

is displayed in the Dept Namebelow.


BL No.: User has to enter BL number in this field.

Main Store: Main store is to be displayed in this field.

Vendor Doc.: Vendor details have to be mentioned here withDate and Number.

Multi entries have to be done against single purchase order. So user can keep on entering

the receipt in the tabular manner when and in what quantity received.

In the right corner the Item code, Item type as stock and no stock type, item description

sub store type and vendor doc quantity are displayed. User can here save the data by

pressing F10 or by clicking on button of left corner.

.


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Page No:

PO (PO Confirmation)

PO Confirmation:

This form is designed to have a tabular listing of all the Purchase Orders

which have been sent to vendors and whose confirmation is still pending.

Accessibility:

(MODULE POSUB MODULEPO Confirmation.)

(ActionDouble Click on PO Confirmation.)

Purpose:

Once Vendor Requisition is made and the PO is made and generated, after this PO is sent

to the vendor. Vendor on receipt of PO sends the confirmation saying they have receivedthe PO and order will be placed in due course. This confirmation is marked by this form

and keeps track of which vendor has not given Confirmation.


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User can get all the details of sent POs and this data is fetched based on From Dateand

To Date.

User can press this button to fetch the data.

Once the details are displayed then if confirmation is received then the user can

check in this confirmation box to specify that confirmation received, rest all will

still fall in pending in this table.


clicking on button of left corner


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Page No:

PO (PO Query)

PO Query:

This form is designed to have a multi query form for querying POs.

Accessibility:

(MODULE POSUB MODULEPO Query.)

(ActionDouble Click on PO Query)

Purpose:

Once the purchase orders are generated and there is a need to query the same and user is

not aware of all parameters then this form is used. Sometimes it is required to generate a

list based on certain criterias then is form and sets of different parameters are used.


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Page No:

PO (PO Query)


User can get all the details of the PO based on different sets of parameters. User can give

one or two details and press this

Button to fetch the data.

Param-1

Key fields in this type of parameters are below which are self explanatory. Doc Type:

Doc Series:

Doc No:

Vendor Name:

From Date

To Date:


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Page No:

PO (PO Query)

Param-II

Key fields in this type of parameters are below which are self explanatory.

From Amount:

To Amount:

Department:

Status:

PO Type:

Incoterm:

Param-III


Proj. Basis:

Pay Term:

Receiver:

Ship to vendor:

Rate Finalized:

Currency:


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Page No:

PO (PO Query)

Param-IV


Import Flag:

Created By:

Freight Carrier:

Trans Mode:

User Hold:

This form is basically multi query form of Purchase Order querying on different set of

parameters to get the desired PO listed below.


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Page No:

PO (PO Switching)

PO Switching

This form is needed to switch receipts from one PO to receipt against another

Purchase Order.

Accessibility:

(MODULE POSUB MODULEPO Switching)

(ActionDouble Click on PO Switching)

Purpose:

Many a times it happens that some more than one Purchase Orders are made toone vendor. Quite a many receipts are also made against one PO now user

decides that these receipts are not to be shown against the one under which

these are received but have to be shown against another PO. This module is

helpful at this stage where receipts already entered in one can be switched into

another.


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Page No:

PO (PO Switching)


Key Fields:

User can view all the details in two tabular forms.

Receipt Header and Receipt Details

All the receipts are displayed in the header and user can scroll between these. Once

Receipts are selected then details are displayed in the Details block, it is here user can

amend the Old PO line to new PO line as per the requirement.

User can here save the data by pressing this button of right corner.


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Page No:

PO (Vendor Requisition (Job Work))

Vendor Requisition (Job Work)

This form is designed to get the internal job work done for plant and

user need. It may include mainly maintenance works.

Accessibility:

(MODULE POSUB MODULEVendor Requisition (Job Work))

(ActionDouble Click on Vendor Requisition (Job Work))

Purpose:

This module is a mode of all departments or all users to get the internal

job work done from outside. This is mainly used to calculate cost centers of departments

also. Even a person or mechanic being called then this form is being used.


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Page No:


Key Fields:

.


Usually this is type IND.

.


dates.




Requisition Form.





F9 function key, though Department also populates itself automatically on basisof equipment.



as not required

Vendor: Press F9 to select a valid vendor name from list of values. There are two

fields vendor code and vendor name if user is not aware of code press tab cursor will

move to second field and press F9 here list of value will appear with order of namewhich provide more ease in selecting the Vendor. Here user has to select the Billing

address of the Supplier/Vendor.

Address: Select the valid address of the vendor from the list of value. List pop ups on

pressing F9 key.


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Page No:


Shipping: Press F9 to select a valid vendor name from list of values.There are two

fields vendor code and vendor name if user is not aware of code press tab cursor will

move to second field and press F9 here list of value will appear with order of namewhich provide more ease in selecting the Vendor. Here user has to select the shipping

address of the Supplier/Vendor. (It is a non mandatory field and user can skip

this field).

Address: Select the valid address of the vendor from the list of value. List pops up on

pressing F9 key.





base currency.

Incoterm: Press F9 to select terms from list of values.The values are fetched from

price terms form.





document. Each and every user has a defined passing authority or it can be saidpassing limit up till which user is entitled to do purchases. For anything above that it

needs to be approved and sanctioned by any second authority. Normally it can be user

or the direct superior of the user. User has to fill in the requirement of the department

and send the requisition to be approved by second level authority.

.


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Page No:


Detail Entry Form



select type as a Non Stock as it is job work which can not be done internally

hence the need of requisition.












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Page No:


User Click Button










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Page No:

PO (Vendor Requisition)

Vendor Requisition

This form is designed to send a request to purchase department for

goods and services purchased for the plant and respective departments use. This

request can be made by any department for the purchase of commodities and services

related to their department.

Accessibility:

(MODULE POSUB MODULEVendor Requisition Lith.)

(ActionDouble Click on Vendor Requisition Lith.)

Purpose:

This module is a mode of request from all departments to purchase

departments for the purchase of goods and services. User can define the full information

of the item which helps purchase department to have a basic knowledge about the item.


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Page No:


Key Fields:



Usually this is type IND

.


dates.




Requisition Form.




Department: The user can select the type from the list of values provided usingF9 function key, though Department also populates itself automatically on basis

of equipment.


needed items in running plant.


fields vendor code and vendor name if user is not aware of code press tab cursorwill move to second field and press F9 here list of value will appear with order of



Address: Select the valid address of the vendor from the list of value. List pop

ups on pressing F9 key.


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Page No:


Shipping: Press F9 to select a valid vendor name from list of values.There aretwo fields vendor code and vendor name if user is not aware of code press tab

cursor will move to second field and press F9 here list of value will appear with










base currency.













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Page No:


Detail Entry Form



select type as a No Stock or Stock.

Item Code: User has to select the item code from the list of values provided, the

rest of fields are automatically selected from the master and displayed.


Quantity: Enter the number of quantity user want to purchase.







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Page No:


User Click Button










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Page No:

PO (Container Transfer-RM(MEG))

Container Transfer-RM(MEG)

This form is for updating the raw material transfer from the location to the

plant.

Accessibility:

(MODULE POSUB MODULEContainer Transfer-RM(MEG))

(ActionDouble Click on Container Transfer-RM(MEG))

Purpose:

User can do the truck wise entry mentioning the location from where raw material gets

transferred to final location. Details of truck in and truck out are also mentioned along

with the item code.


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Page No:



Key Fields:


From Location:User can press F9 key and select the location.

Item code: User can select the Item code from the list provided by pressing F9.

Raw material is basically brought and is entered through the containers inside the

plant.

Truck/Trailer No.: User has to enter the Truck/Trailer No. here.

Waybillno.: User has to enter the waybill no.

Waybillnt:This field indicates the net weight of raw material brought in the plant.

Truck In: User has to enter the date and weight of truck coming in with raw

material.

Truck Out: User has to enter the date and weight of truck coming out of the

plant.


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Page No:


Transfer Location: User has to mention the location where actally this raw

material is transferred to.

This form later on becomes a multi query form where user can locate the

required data from the help of this button. On pressing this button pop up window comes

in like below.

User can input any one or two detail on which query is to be made and then press OK to

get the required data uploaded.


clicking on button of left corner.


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Page No:

Reports{ PO Reports)

PO Reports

This form is designed for generating the reports related to Purchase Orders.

Accessibility:

(MODULEReport SUB MODULEPO Reports)

(ActionDouble Click on PO Reports)

Purpose:

Reports are the most required and most useful tool for the user. The whole

purpose of doing detail entry is to get the output in viewable form or printed form for

studying or analyzing the data, the functions and the requirement. The name of sub

modules is the name of module of which reports are available. PO Reports is for

Reports of Purchase Orders modules. Like wise all departments can get the required

reports from the respective sub modules.


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Page No:

Reports (PO Reports)

The screen we see is:

Key Fields:


Dates: Press Function key F9 and select the dates for which the user desires to

run the reports. From dateand To dateindicates the duration of the period for

which the report is to be Run or Executed.

Vendor Code: Press Function key F9 and select the vendors for which the user

desires to run the reports. From vendor codeand To vendor codeindicates the

vendors for which the report is to be Run or Executed.

Vendor Name: Press Function key F9 and select the vendors for which the user

desires to run the reports. From vendor nameand To vendor nameindicates

the vendors for which the report is to be Run or Executed.

Department: Press Function key F9 and select the department for which the

user desires to run the reports. From Departmentand To Departmentindicate

the department for which the report is to be Run or Executed.

Item Code. : Press Function key F9 to select the required list of item for which

the user desires to run the reports. FromItem Code and To Item Codeonce

indicated, the reports can be generated on basis of these.


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Page No:


Place Construct: Press Function key F9 to select the required dates for which

the user desires to run the reports. From Place Construct and To Place

Construct once indicated, the reports can be generated on basis of these.

Main Store: Press Function key F9 and select the main store for which the userdesires to run the reports. From main store and To main store indicates the

stores for which the report is to be Run or Executed.

Cost Center: Press Function key F9 and select the cost center for which the

user desires to run the reports. From cost centerand To cost centerindicates

the cost center for which the report is to be Run or Executed.

Status: Usercan select the status of report whether ALL/Open or Approve or as

desired by user for the kind of report.

Is Generate XL: User has the facility to select whether the report generates in

excel sheet listing or not. It is drop down menu option, whether Yes or No can

be selected.

As on Date/ Unload Date: User has the facility to select for as on date/ unload

date to get the desired report.

Locator Code: The user can select the required locator code for which the

reports are to be generated. From Locator code and To Locator code once

indicated, the reports can be generated on basis of these.

Excess/Shortage: User has option to select the same from the drop down menu

for the basis of report.

Inspection Status: User has option to select the same from the drop down menu



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Page No:


Invoice/Receipt Demurrage Selection: User has option to select the same from

the drop down menu for the basis of report.

Date Flag: User has option to select the same from the drop down menu

for the basis of report

Trans Flag: User has option to select the same from the drop down menu


Confirm Flag: User has option to select the same from the drop down menu


Container Arrived: User has option to select the same from the drop down

menu for the basis of report

Report Currency: Currency can be set; it is kept local currency as basis of

report.

Trans Type: User has option to select the same from the drop down menu


Port Days: Number of days in Port can be listed here.

Factory Days: Number of days in Factory can be listed here.


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Page No:


Min. Amount: User can set a minimum amount for which report can be taken.

Source Type: User has option to select the same from the drop down menu


Pending: User has option to select the same from the drop down menu



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Page No:


Now we can elaborate on what all reports we can get from this menu.

Receipt Location

Receipt Register

Inbound(PTA)

Daily Receipt Register (Curr) PO Detail Report

Receipt Document

Goods Receipt Note

Shortage/Excess Report

Receipt Register-II

Gate Pass (Lithuania)

Requisition Regsiter

Inbound (MEG) Report

PO Pending for Delivery

Daily Receipt Register

PO Pending for Req.

PO Receiving

PO ALL Received

Pending Internal Requisition

Returnable Gate Pass Register(Lithuania)

Inbound(PIA)

Enquiry Report

PO Register

Requisition Pend for approval

Po Vs Receipt Register

Pending Receipt Inspection Receipt

Requisition Pending for PO

Purchase Detail Report

Requisition

Receipt Pending Inspection

Indent Report

Purchase Order (Lith)

This Button can be pressed corresponding to the desired report to get report in

desired format from the given list of values.


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Page No:

Reports{ PO Reports)

Receipt Location

Purpose:

This is basically a register in which report is generated about receipt location.

This Report has required Parameter for necessary report as

The Report shows as follows:

Output Displayed:

It shows Receipt Number, vendor Doc no, Vendor Doc date. Item, quantity in location

and date in and date out in register form one date to specified date.


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Page No:


Receipt Register

Purpose: This report shows receipt register for use of department from item code to

another from specified date to specified date.



No Report generates.

Output Displayed:


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Page No:


Inbound(PTA)

Purpose: This report shows inbound PTA from a vendor from specified date to specified

date from locator to specified locator.




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Page No:


Output Displayed:

This report shows the detailed report of inbound PTA starting from shipper to PO

number, container no, delivery date, released date and weights. Even the difference and

rate s finalized are shown.

Vendor wise total is also displayed in the end. Hence this gives the total flow of PTA

from to where.


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Page No:


Daily Receipt Register (Curr)

Purpose: This report shows daily receipt register for use of department from item code to

another from specified date to specified date with currency.



Output Displayed:

Details are displayed date wise with item code, currency, recieved Quantity with UOM

and actual amount and total of the amount.


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Page No:


PO Detail Report

Purpose: This report shows detailed Purchase Orders from specified date to specified

date.



I feel this report is different as title of report is Project Purchase follow up.

Output Displayed:

User can get a detailed PO register showing PO Number to date, vendor name, item

name, cost and Account Code with grand total.


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Page No:


Receipt Document

Purpose: This report shows detailed Receipt Document from specified document no. to

document number.



Output Displayed: User can get a receipt as shown above.


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Page No:


Goods Receipt Note

Purpose: This report gives us Goods Receipt Note for specific document number.



Output Displayed:

User can get a Goods Receipt Note showing Receipt No., date, PO No, Vendor Code and

name, Department, Item No with description, UOM, Quantity, Miscellaneous Charges

and Grand Total.


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Page No:


Shortage/Excess Report

Purpose: This report gives us shortage excess report for vendor, item code for required

departments.



Output Displayed:

User can get a shortage/ excess report for vendors stating the difference in vendor

quantity and received quantity. This list is obtained department wise or item code wise as

per user requirement.


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Page No:


Receipt Register-II

Purpose: This report gives us Receipt Register with detailed entry like BOL number date

etc. from specified date to specified date.



Output Displayed:

User can get a receipt register for all items with description receipt number, quantity

BOL number Site. This register can be varied from store wise to item wise from a

specified date to required date or as on date.


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Page No:


Gate Pass (Lithuania)

Purpose: This report gives us Gate Pass related to Doc. Number as required.

Report has required Parameter for necessary report as


Output Displayed:

User can get Gate Pass for returnable material as required in above format.


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Page No:


Requisition Register

Purpose: This report gives us Requisition Register as required by the user.



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Page No:


The Report shows as follows

Output Displayed:

User can get Requisition Register as required in above format. The report has all details

like Requisition date, Requisition number, Vendor, Currency, Rate and Quantity and

Amount.

The Report can be varied from department wise, item code as user desired.


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Page No:


Inbound (MEG) Report

Purpose: This report shows inbound MEG from a vendor from specified date to required

date.



Output Displayed:

User can get detailed movement of MEG regarding Shipper, delivery date, Released date,

Truck Weightment and difference as per user needs.


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Page No:


PO Pending for Delivery

Purpose: This report gives us details of POs pending for delivery.



Output Displayed:

User can get required output in above format. It relates to PO number, Date, Department,

Item Name and Quantity pending as on date.


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Page No:


Daily Receipt Register

Purpose: This report gives us daily receipt register.



Output Displayed:

User can get required output in above format. It relates to Receipt number and Date,Vendor Number and Date, Department, Item Name and Rates, Received Quantity and

Amount.

This report can be as user desires for vendor type to vendor type or Item to item.


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Page No:


PO Pending for Req.

Purpose: This report gives us detail listing of Requisition Pending for PO..



Output Displayed:

User can get required output in above format. It relates to Requisite number and Date,

Department, Item Name and code, UOM, Required Quantity and Need By date.

This report can be as user desires for Item to item, Department wise or cost center wisefor any required period.


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Page No:


PO Receiving

Purpose: This report gives us POs receiving for month end.



Output Displayed:

User can get required output in above format. It relates to Purchase Orders receiving formonth end and displays PO Number, date Vendor Name PO amount as on date.

This report can be as user desires from store to store, amount wise for as on date.


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Page No:


PO ALL Received

Purpose: This report gives us PO All receiving for month end.



Output Displayed:

User can get required output in above format. It relates to Purchase Orders all receiving

for month end and displays PO Number, date Vendor Name PO amount as on date.

This report can be as user desires from store to store, amount wise for as on date.


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Page No:


Pending Internal Requisition

Purpose: This report gives us all pending Internal Requisition for Issue.



Output Displayed:

User can get required output in above format. It relates to internal requisition pending for

issue. Details give Purchase Order Number, PO Date, Item Code and description, UOM

and Quantity.

This report can be as user desires from one cost center to cost center, for as required date

to specified date.


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Page No:


Returnable Gate Pass Register(Lithuania)

Purpose: This report gives us register detailing Returnable Gate Pass.



Output Displayed:

User can get required output in above format. It relates to gate pass number, date,

Quantity, Vendor Name, Received Date and Remarks.

This report can be as user desires for as required date to specified date.


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Page No:


Inbound(PIA)

Purpose: This report shows inbound PTA from a vendor from specified date to required

date.



Output Displayed:

User can get required output in above format. It is regarding Shipper, PO Number,

Container No., Delivery date, Released date, Truck Weightment and difference as per

user needs.

This report can be as user desires for one vendor to another and from required date to

specified date.

In the end Vendor Wise Total, Item Wise total and Grand Total is also displayed.


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Page No:


Enquiry Report

Purpose: This report shows enquiry report for Doc Number to Doc Number.



There is some problem with report.

Output Displayed:


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Page No:


PO Register

Purpose: This report shows Purchase Order Register from required date to specified date.



Output Displayed

Purchase Order Register can be obtained as detailed in report. The same can be obtained

department wise, cost center wise, vendor wise or item code wise for desired period.


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microsoft word - po module

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