prms purchasing & receiving - electriced.com _ receiving sample.pdf · material requirements...

PRMS Purchasing and Receiving

Master Production Schedule

Material Requirements Plan

Scheduling

Workbench

by

Production

Line

Work Order/

FPOMaintenance

Pick SlipPrint

Stage Request

Consolidated

Pick

SHOP

FLOOR

CONTROL

Soft BillMaintenance

Auto Allocation to

Lots

RMS/PresentVersion 2.4

A Product ofMXB - Managing the Business

100 N. Freeman RoadTucson, AZ 85748

(520) 886-5914www.ElectricEd.com

RMS/Teachkit PRMS Purchasing and ReceivingTeacher's Guide

Table of Contents

Sample Agenda iAttendance Sheet iiPurchasing Overview 3

Paths of Procurement 14Requisition Features 16P.O. Features 18Purchase Order Search Hierarchy 20Reports and Inquiries 22Dock to Stock 24

Dock to Stock Features 26

Purchasing Setup 29System Control - Purchasing Options 30Purchasing Master Files 36

Vendor Master Maintenance 38Vendor Payment Data Maintenance 44Buyer Master Maintenance 48Product/Vendor Maintenance 50Vendor Schedules 54Quote Maintenance 58Product Master Maintenance 62Lot Sizing 74Purchasing Rate Code Maintenance 80Duty Code Maintenance 81Purchase Product Cost Update 82Vendor/Plant Cross Reference9.0 83

Purchasing Execution 85Procurement 86Paths of Procurement 88

Auto Create From MRP 90Requisition Entry 92Purchase Order Entry 104

Blanket Purchase Orders 8 . 3 122

Service P.O's9.0 130

Vendor Scheduling8.4 132PO Print & Re-print 8 . 3 134

C MXB, 1996, 2001 Printed in the United States

All Rights ReservedPRMS is a trademark of interBiz Solutions, a division of Computer Associates.


Table of Contents

Purchasing Reports and Inquiries 136Purchase Order Inquiry (PO0150)8 . 3 136Quote Inquiry (PO0350) 137Vendor Alpha Lookup (MS0101) 137Requisitions by Buyer/Vendor (PO0165) 137Quotations by Vendor/Product (PO0170) 138Vendor Approval List (PO0175) 138PO Expected Date Reports (PO0180) 138

Shortage Report (SF0360) 139P.O. to Batch Order Entry Transfer 8 . 3 140

Dock to Stock 143Dock to Stock Setup 146

System Control 146Disposition Master Maintenance 150Receipt Transaction Maintenance 152Authorized User Maintenance 154

Setup Reports 156Disposition Master List (PO0200) 156Receipts Transaction List (PO0205) 156

Receiving Execution 159Receipts Entry 160Disposition Update 168Traveler Print/Reprint 170

Batch PO Receiving9.0 172ASN Batch Creation (PO0490)9.0 173Batch Receiving Entry & Maint. (PO0494)9.0 173Batch Receiving Edit/Update (PO0492)9.0 173Receipt Intransit Number Maint. (PO0470)9.0 174Mass Disposition Update (PO0475)9.0 174

Receiving Reports and Inquiries 176Daily Receipts (PO0190) 176Receipts Reports (PO0195) 176Receipts at Disposition Report/Inquiry (PO0240)9.0 177

Purchasing Performance 179Performance Reports and Inquiries 180

Purchase Order Variance (PO0160) 180




Table of Contents

Purchase Order Matching (PO0450) 180Performance Reports (PO0185) 181Invoices Paid Against Blanket PO's (PO0210) 182Historical PPV Report (PO0220)8.4 182PPV Subledger Report (PO0230)8.4 183

Database Configuration 184

Period End & Miscellaneous 191System Control 192Matching Audit File Purge (AP0210) 194Purchasing Period End 195PO Cost Entry 196

Purchasing and Receiving Workshop 199Creating the Purchasing Master Files 200Executing MRP and Placing Requisitions and Purchase Orders 202Creating the Dock to Stock 206Receiving Your Products 209



Sample Agenda

Day 1 - Purchase Order ProcessingMorning

Purchasing OverviewPurchasing Setup

Afternoon

Purchasing Setup WorkshopRequisition Processing

Day 2 - Purchase Order ExecutionMorning

Executing MRP and placing Requisitions andPurchase Orders Workshop

Afternoon

Purchasing Reports and InquiriesPurchase Order Performance Measurement

Day 3 - Dock to StockMorning

Dock to Stock OverviewDock to Stock SetupDock to Stock Setup Workshop

Afternoon

Dock to Stock Setup WorkshopReceiving ExecutionReceiving Execution WorkshopPeriod End & Miscellaneous

Page i

Name (printed) Job Function Day 1 Day 4Day 3Day 2check (x)

Course Title

Course Dates

RMS/TeachkitPurchasing & Receiving

PRMS Purchasing and Receiving



Scheduling

Workbench

by

Production

Line

Work Order/

FPOMaintenance

Pick SlipPrint

Stage Request

Consolidated

Pick

SHOP

FLOOR

CONTROL


Auto Allocation to

Lots

RMS/PresentVersion 2.4

A Product ofMXB - Managing the Business

100 N. Freeman RoadTucson, AZ 85748

(520) 886-5914www.ElectricEd.com

Purchasing Overview



Scheduling

Workbench

by

Production

Line

Work Order/

FPOMaintenance

Pick SlipPrint

Stage Request

Consolidated

Pick

SHOP

FLOOR

CONTROL


Auto Allocation to

Lots

RMS/PresentPage 3

AccountsReceivable

CustomerOrder

Processing

Master Production Scheduling

Material Requirements Planning

Shop FloorControl

Warehouse Replenishment

Orders

General

Ledger

Interface

RoughCut

CapacityPlanning

CapacityRequirements

Planning

MXB,2000

PlanningExecution

ForecastingWorkbenchDistribution

RequirementsPlanning

Vendor Managed Inventory9.0

Product Structure

ShopData

Purchasing/Receiving

AccountsPayable

Payroll/Human

ResourcesPhysical Inv./Cycle Count

QualityControl

InventoryControl

PRMS TM

PRMS is a trademark of interBiz, a division of Computer Associates, Int'l

Page 4

PRMS

With this slide, be sure to identify which modules you are licensed for and the implementation time frames of each. This will give everyone a direction where you are going. Be sure to distinguish between the planning modules and execution modules. If the planning modules are implemented and managed, the execution of those plans is electronic and simple for the most part. If the planning modules are not managed effectively, a significant amount of overhead is required to support the execution modules. The primary point is that PRMS is a highly integrated system. FYI - the currency field was added to the GL Interface file in 8.4. Significant technical changes occurred in 8.4 including command key usage changes, 21st Century Date support, and the inclusion of many application servers. Also in 8.4, the Cost Analysis Workbench to allow analysis of manufacturing variance accounts.

Replenishment Orders

MXB, 2000

PRMS MultiplantForecasting Workbench Corporate

Corporate Distribution System

DistWhse

DistWhse

DistWhse

DistWhse

Distribution Requirements Planning

Rough CutCapacity

CorporateWarehouse

AccountsReceivable

Post Whse

Post Whse

Post Whse

ReplenishmentOrders

ShopData

ShopData

MRP MRP

Product Master

Product Master

ShopFloor

ShopFloor

RoughCut

RoughCut

MPS MPS

ShopData

MRP

Product Master

ShopFloor

RoughCut

MPS

PurchasingReceiving

PurchasingReceiving

PurchasingReceiving

AccountsPayable

GeneralLedger

Order Entry and Billing

IN0030

ReplenishmentOrders

Plants

InterplantPlanning

InterplantPlanning

TM

Page 6

Multiplant

If you have autonomous manufacturing units in your organization, be sure to address this slide in detail. Multi plant has received a lot of criticism for it's use of members from the technical community and in the past many companies have implemented multi company with multiple databases and/or libraries instead of the multiplant. In almost all cases, this solution is easier from a technical perspective but does not support the user environment specifically with plant to plant replenishment requirements and unique system control settings. For those of you considering or doing a focus factory concept, think about a multiplant implementation and using RO's to replenish each of the factories from a central receiving warehouse stocked by a central procurement function facilitated by the MRP external demand planning features.

VMIWhse

A

Dist.Whse

B

Dist.Whse

C

PostingWarehouse

ManufacturingPlant

Planned Order Releases

MXB, 2000

PRMS Planning

Forecast Maintenance

WhseFcst.Maint.

Forecasting Workbench

Capacity Requirements

Planning

Material Requirements

Planning

Rough

Cut

Capacity

Master Production Scheduling

Distribution Requirements Planning

TM

SuggestedMPS Orders

Suggested WRO's

VMIFcst.Maint.

9.0

VMI Gen.Planned CO's

Page 8

Planning

In general, the planning modules of PRMS comprise generations which process suggested orders (or actions). These suggestions can then normally be converted into execution orders electronically. If the suggestions are reasonable, meaning that all the factors that play a part in the suggestion are reasonable, then the conversion to execution is simple. Whenever the suggested orders do not reflect the quantity or date that you would execute the action, then manual intervention and planning is required. This is especially true at the MRP level.

VMIWhse

A

Dist.Whse

B

Dist.Whse

C

PostingWarehouse

ManufacturingPlant

PRMS Execution Functions

MXB, 2000

MPS Orders, Scheduling Workbench

Scheduling Workbench/Work, Firm Planned Orders/

Requisitions, Purchase Orders/

Replenishment Orders

Warehouse Replenishment Orders

TM

Customer Orders

9.0

Page 10

Execution

Execution in PRMS is generally order based. If the suggestions coming from the planning modules are not reasonable, then essentially a manual re-plan must be performed to create the execution orders. This is a lot of work. Now is probably a good time to discuss performance measurements at your company. Discuss these from two perspectives, planning performance measurements and execution performance measurements. It is important that these measurements are stated in terms used by PRMS.

MRP PLANNED MRP PLANNED

ORDERSORDERSORDER POINT ORDER POINT

I T E M SI T E M SON DEMANDON DEMAND

(MRO/Supply)(MRO/Supply)

REQUISITION ENTRY

PURCHASE ORDER ENTRY

RECEIPT ENTRY

DISPOSITION UPDATE

Procurement

MXB,2001

AUTO CREATE

FROM MRP8.4

Fcst WorkbenchFcst Workbench

RequirementsRequirements

Page 12

Procurement

PRMS Procurement handles both regular items and non-standard items (no product masters). The Requisition is the central repository for needed items which can then be electronically transferred to the Purchase Order. The alternative to the electronic path is the use of the MRP reports, specifically MRP Generation Reports (MR0080) and Suggested Purchase Order Reports (MR0090) but this means that all product numbers, quantities and due dates will be keyed into the purchase order. This requires additional effort, does not support dynamic shortage update and indicates that the fundamentals of MRP (product structure/change, inventory, master schedule, lead times) are not in control.

Paths of Procurement

Planned Order Releases (MRP)

Requisition Entry

(PO0010)

Auto PO Create

(PO0900)

Req and PO Entry with

Buyer/Planner

By Planner

By Vendor or Commodity Code

By Vendor

By Planner, Vendor, Product Class, Product 8.4

Purchase Order LinesBlanket Order Lines8.4

MXB, 2000

Requisition Lines

Paths of Procurement

The method of selecting and converting Planned Order Releases from MRP can be configured to the type of organization in your company. The methods above eliminate the need to have hard copy reports from which the product, quantity and due date must be input. It is the "Buyer/Planner" flag on the Buyer Master that allows the path of MRP-Requisition-PO all in one pass. The added selection criteria , including planner, buyer, vendor and product class, for PO0900 makes this a much more versatile function.

Purchasing Overview

Requisition Features

ON-LINE BROWSE AND CREATE FROM MRP

ON-LINE BROWSE AND CREATE FROM ORDER POINT

ON-LINE BROWSE AND CREATE FROM FORECAST

WORKBENCH REQUIREMENTS

SUPPORTS NON-STANDARD AND SPECIAL CHARGE

APPROVAL THRESHOLDS

ABILITY TO COMBINE POR'S

HEADER AND LINE ITEM TEXT

ACCESS TO MRP, ITEM REQUIREMENTS AND P.O.INQUIRY

Page 16

Requisition Features

The requisition is a key element in the acquisition of both regular and non-standard items. For supply items, this method can replace an existing manual based requisition system for all purchased items. The Order Point selection allows for a review of just those products needed at the time or all items designated as order point items. It makes this form of ordering almost effortless.

Purchasing Overview

P.O. Features

ON-LINE REVIEW AND SELECTION OF REQUISITION

LINES

By Commodity Code, Vendor, Requisition Number, Product

COPY OF ENTIRE REQUISITION TO PO

LANDED COST ELEMENTS

Freight, Duty, Misc., Burden

HEADER AND LINE ITEM TEXT

NON STANDARD, SPECIAL CHARGE AND SERVICE9.0

PO'S

TIE TO MPS ORDERS AND OUTSIDE OPERATIONS

TRANSFER TO OTHER INQUIRY PROGRAMS

SEARCH FOR BEST PRICE

QUOTE INQUIRY AND EXECUTION

BLANKET PURCHASE ORDERS 8 .3

EDI OR PAPER BASED PURCHASE ORDERS 8 .3

TRANSFER PROGRAM TO MOVE EDI PO'S TO BATCH

ORDER ENTRY 8 .3

VENDOR SCHEDULES W/USER TIME HORIZONS8.4

MULTI-LANGUAGE COLUMN OUTPUT FOR PO'S AND

VENDOR SCHEDULES8.49707

Page 18

P.O. Features

Purchase Order Entry allows for the electronic browsing and selection of requisition line items. This means that once the detail of a requisition line is entered, that detail is brought forward through the process without additional manual entry all the way through the payment process. This browsing and selection method is available for both regular and non standard items. Pricing of a PO line item can be automatic (from the quote file, product/vendor file, or product master) which eliminates many errors and the activities required to correct pricing errors. A service PO allows the matching of an invoice directly to the PO line without a receipt, introduced in 9.0.

Purchase Order HeaderVendorTerms and Ship ViaWarehouse

ProductQuantityPrice

DateMPS TieOutside Op

Purchase Order Search Hierarchy

MXB, 2000

Warehouse8 .38 .3

Approval StatusCurrencyPrice

Domestic orForeignPurchase Cost

Import FlagCurrency Code

Vendor 300

Vendor 200

Product/Vendor

Effective Dates

Volume Price Breaks

Vendor 100

Accepted Status

Currency

Quote Maintenance

Product/Vendor

Product Master

Purchase Order Line Items

Currency Std.

Page 20

Search Hierarchy

The search for product ordering criteria including pricing begins with the quote. If information is found here, it is attached to the line along with the quote number. If it is not, a search of the product/vendor file is made. If nothing is found here, data from the product master is used. The creation and maintenance of both the Product/Vendor file and the Quote file is optional although for repetitively ordered items, these files can yield higher order accuracy and minimal effort in the order placing activity. Understanding the structure of the Purchase Order (header and detail) becomes important in understanding how the Purchase Order Inquiry works and how reporting may be obtained from the data base.

Purchasing Overview

Reports and Inquiries

Purchase Order AdministrationRequisition Print (PO0020, PO0030)

Requisitions by Buyer and Vendor (PO0165)

Purchase Order Print (PO0120, PO0130)

Purchase Order Inquiry (PO0150)

Open Purchase Order Reports (PO0140)

Quote Inquiry (PO0350)

Quotes by Vendor/Product and Product/Vendor (PO0170)

Vendor Approval List (PO0175)

Daily Receipts (PO0190)

Receipts at Disposition Report/Inquiry (PO0240)9.0

Shortage Report (SF0360)

Performance and AnalysisReceipts by Buyer, Vendor, Product, Receiver, P.O. (PO0195)

Purchase Order Variance Report (PO0160)

Performance Reports (PO0185)Buyer ,Vendor, Product/Vendor

Historical PPV Report (PO0220)8.4

PPV Subledger Report (PO0230)8.4

PO Lines by Buyer/Vendor (PO0180)

Invoices Paid Against Blankets (PO0210)

Purchase Order Matching Report (PO0450)

Page 22

Reports & Inquiries

The data base of the Purchasing module was developed with performance reporting in mind. The majority of the reports for Purchasing and Receiving were designed with Fusion. In 8.3, these reports were reprogrammed in RPG.

STOCK

INSP

RETURN

Dock to Stock

Warehouse

Disposition

ReceivingTransaction

Warehouse ID Comes From: A) Dispositon Master or C) Purchase Order Line B) Purchase Order Header

From/To DispositionFrom/To Transaction CodeOK for Insp Req. Products?

Resident WarehouseAvailable for MRPCompleted Disposition?Update Accept, Reject, Return?

8.38.3

MXB,2001

Edits for transactions to completed dispositions relaxed in 8.4

8.4

In-Transit9.0

QUARANTINE

Purchase OrderCascade Receiving

100329463333

9.0

9.0

ASN Batch Creation9.0

Batch Order Receiving

Mass Disposition

Maint.(RIT's) 9.0

P.O.

Page 24

Dock to Stock

For many, understanding how the Dock to Stock relates to the Inventory module is very confusing. This slide attempts to show dispositions as subsets of inventory. Dispositions are the shaded boxes. Receiving transactions are the path from one disposition to another. A Purchase Order Receipt is tracked until it reaches a "Completed" disposition, the end of the trail. Using IN0021 or IN0022 to move an item from a non-complete status will result in stranded receivers and the inability to capture Vendor/Buyer/Product performance. An inventory transaction is only generated when the receiving transaction changes a warehouse, lot or location. Purchasing performance is measured by the receiving transactions performed against a Purchase Order. The system control option "Multiple Ship To" in PO & Receiving Options determines if the warehouse that an item is received to comes from the PO line or the hierarchy of PO Header/Disposition Master. Version 9 added batch receiving and the ability to group receivers together for mass movement.

Purchasing Overview

Dock to Stock Features

USER DEFINED DOCK TO STOCK PATH

MATERIAL MOVEMENT BY RECEIVING NUMBER

TRAVELER PRINT AND SHORTAGE REPORTING

SUPPORTS STANDARD AND NON STANDARDPRODUCTS

AUTHORIZATION OF TRANSACTIONS BY USER ID

DESIGNATION OF ALLOWABLE PATH FOR INSPECTED

ITEMS

PURCHASE ORDER PERFORMANCE TRACKING

TOLERANCE LIMITS FOR OUT OF BOUNDS RECEIPTS

PURCHASE CONTRA ACCOUNTING

CREATION OF RECEIPTS FROM INCOMING ASN9.0

Inbound 856 EDI Transaction

BATCH RECEIVING PROGRAMS9.0

Using ASN EDI or Standalone

Page 26

Purchasing Overview

Dock to Stock Features

IN-TRANSIT DISPOSITION9.0

Quantities not considered "Available"

GROUPING OF RECEIVERS FOR MASS MOVEMENT9.0

CASCADE RECEIVING9.0

AUTO ASSIGNATION OF LOT NUMBERS9.0

Page 27

Purchasing Setup



Scheduling

Workbench

by

Production

Line

Work Order/

FPOMaintenance

Pick SlipPrint

Stage Request

Consolidated

Pick

SHOP

FLOOR

CONTROL


Auto Allocation to

Lots

RMS/PresentPage 29

Purchasing Setup

System Control - Purchasing Options

(PO)

AUTOMATICALLY GENERATE PO NUMBERS

Batch PO Creation programs (PO0900) require automaticallygenerated numbers

GENERAL LEDGER INTERFACE

Determines if GL transactions from receiving transactions are writtento the GL Interface file (GLIFP100)

PURCHASES AND PURCHASES CONTRA ACCOUNTS

For tracking purchases in a VAT environment

PRODUCT/VENDOR RECORD MUST EXIST

Requires an Approved Product/Vendor record to be established priorto creation of Purchase Order

CHECK FOR BEST PRICE AT PO ENTRY

Purchase Order Entry will review effective quotes for best price andmessage if this quote is not selected

NEXT AVAILABLE PURCHASE ORDER NUMBER

For tracking and assigning the next number when PO numbers areautomatically generated

PO APPROVAL THRESHOLDS 1 THROUGH 4

Upon accepting the PO, the total value is calculated and compared tothe threshold. If the PO value is greater, initials and a date must beentered for the corresponding approval level. If not approved, the POwill not print.

Page 30

Purchasing Setup

Purchasing Options (cont.)

(PO)

MISCELLANEOUS DESCRIPTIONS

Provides your own descriptions for the Cost 1, 2 and PurchasingBurden. Costs may be applied in Warehouse Inventory, QuotationMaster, Product/Vendor or Product Master.

TOLERANCE LIMITS

Sets percentage limits for quantity received and invoice matchingcriteria. PRMS messages and flags the items in the data base thatexceed these limits

Qty billed versus qty received

Qty remaining versus qty ordered

Unit invoice price versus PO expected price

Invoice extended amount versus received extendedamount

Default G/L Accounts

(POGLC)

Accrued A/P Pending value of Accounts Payable updated by Receipts Entry(PO0410) and Invoice Entry (AP0013). (Vendor Master, SystemControl)

Domestic Freight Accrual Standard value of freight for items received that have aDomestic Freight Base Standard Cost. Updated by ReceiptsEntry (PO0410) and Invoice Entry (AP0013). (Warehouse Inventory,Product Master, System Control)

Foreign Freight Accrual Standard value of freight for items received that have a ForeignFreight Base Standard Cost. Updated by Receipts Entry(PO0410) and Invoice Entry (AP0013). (Warehouse Inventory, ProductMaster, System Control)

Page 31

Purchasing Setup

Default G/L Accounts (cont.)

(POGLC)

Duty Accrual Standard value of duty for items received that have a Duty BaseStandard Cost. Updated by Receipts Entry (PO0410) and InvoiceEntry (AP0013). (Warehouse Inventory, Product Master, System Control)

Misc. Cost 1 & 2 Accrual Standard value of miscellaneous costs for items received thathave a Misc. Cost 1 or 2 Base Standard Cost. Updated byReceipts Entry (PO0410) and Invoice Entry (AP0013). (WarehouseInventory, Product Master, System Control)

Domestic Freight Variance Difference between accrued value and invoice amount ofDomestic Freight. Updated by Invoice Entry (AP0013)(Warehouse Inventory, Product Master, System Control)

Foreign Freight Variance Difference between accrued value and invoice amount ofForeign Freight. Updated by Invoice Entry (AP0013) (WarehouseInventory, Product Master, System Control)

Duty Variance Difference between accrued value and invoice amount of Duty.Updated by Invoice Entry (AP0013) (Warehouse Inventory, ProductMaster, System Control)

Misc. Cost 1 & 2 Variance Difference between accrued value and invoice amount of Misc.Cost. Updated by Invoice Entry (AP0013) (Warehouse Inventory,Product Master, System Control)

Purchasing Burden Difference between the value of base burden received and POburden received. (Warehouse Inventory, Product Master, SystemControl)

Nonstandard Product Expense - InternalExpense value from receipt of nonstandard products when AssetCategory on PO line is 1. Updated by Receipts Entry (PO0410).(Purchase Order, System Control)

Nonstandard Product Expense - Re-SaleExpense value from receipt of nonstandard products when AssetCategory on PO line is 2. Updated by Receipts Entry (PO0410).(Purchase Order, System Control)

Page 32

Purchasing Setup


(POGLC)

Prepaid Invoices Value of invoices entered for items expected to be received priorto their receipt. Updated by Transaction Entry (AP0013) andreversed by Receipts Entry (PO0410). (System Control)

Purchasing Burden Applied Value of Purchasing burden defined as quantity received timesbase standard purchasing burden. Updated by Receipts Entry(PO0410).

Purchases Total value of purchases less landed cost elements if Purchasesand Purchases Contra account is set to Y. Updated by ReceiptsEntry (PO0410). (Warehouse Inventory, Product Master, System Control)

Purchases Contra Offset transaction to Purchases to balance G/L. Updated byReceipts Entry (PO0410). (Warehouse Inventory, Product Master,System Control)

Purchasing Burden Applied Value of Purchasing burden defined as quantity received timesbase standard purchasing burden. Updated by Receipts Entry(PO0410).

Purchases Total value of purchases less landed cost elements if Purchasesand Purchases Contra account is set to Y. Updated by ReceiptsEntry (PO0410). (Warehouse Inventory, Product Master, System Control)

Purchases Contra Offset transaction to Purchases to balance G/L. Updated byReceipts Entry (PO0410). (Warehouse Inventory, Product Master,System Control)

Domestic Freight Cost For Purchases and Purchases Contra tracking = Y, value ofDomestic Freight Costs for items received. Updated by ReceiptsEntry (PO0410). (Warehouse Inventory, Product Master, System Control)

Foreign Freight Cost For Purchases and Purchases Contra tracking = Y, value ofForeign Freight Costs for items received. Updated by ReceiptsEntry (PO0410). (Warehouse Inventory, Product Master, System Control)

Page 33

Purchasing Setup


(POGLC)

Duty Cost For Purchases and Purchases Contra tracking = Y, value ofDuty Costs for items received. Updated by Receipts Entry(PO0410). (Warehouse Inventory, Product Master, System Control)

Misc. 1 & 2 Cost For Purchases and Purchases Contra tracking = Y, value ofMisc. 1 & 2 Costs for items received. Updated by ReceiptsEntry (PO0410). (Warehouse Inventory, Product Master, System Control)

Period End Dates & Control

(POMNTH)

PERIOD END IN PROCESS (Y,N)

When PO Period End (PO0500) starts, this flag is set to Y. Uponsuccessful completion, it is set to N

NO. OF PERIODS IN YEAR

Used by Period End (PO0500) to determine if process is month end oryear end and whether to reset YTD values.

CURRENT PERIOD

Used by Period End (PO0500) to determine which period fields areupdated with values.

PERIOD END DATES

Used by Forecasting Workbench for planning. Period End (PO0500)will update with the date that the program completed successfully.

Page 34

Purchasing Setup

Period End Dates & Control (cont.)

(POMNTH)

DAYS TO RETAIN PURCHASE ORDERS

Used by Purchase Order Purge (PO0502) to determine if an eligiblePO is moved from the active files (INPOP100/200) to the history files(INPOP10H/INPOP20H).

DAYS TO RETAIN REQUISITIONS

Used by Requisition Purge (PO0504) to determine if an eligibleRequisition is moved from the active files (PORQP100/200) to thehistory files (PORQP10H/20H).

PURGE VARIANCE PERCENTAGE FOR ACCRUALS

Allowable Landed Cost element variances for purging of PO's

Requisition Options

(POREQ)

REQUISITION APPROVAL THRESHOLDS

Same as PO but for Requisitions. If not approved, the lines will notbe eligible for selecting and including in a PO.

NEXT AVAILABLE REQUISITION NUMBER

Retrieved when creating a requisition and sequentially updated

NON STANDARD AND SPECIAL CHARGE DEFAULT

BUYER ID AND VENDOR NUMBER

Defaults for these items at Requisition Entry time

MULTIPLE SHIP TO 8 .3

Allows deliver to/receipt warehouse designation at line item level

Page 35

Purchasing Setup

Purchasing Master Files

VENDOR MASTER (MS0806)

Defines the Vendor Number and standard information about thatVendor including EDI designation 8 .3

VENDOR PAYMENT DATA MAINTENANCE (AP0800)

Defines the Remit to Address and Payment Terms

BUYER MASTER (PO0801)

Defines the Buyer and Planner ID's and authorization to act as aBuyer/Planner

PRODUCT/VENDOR MAINTENANCE (PO0802)

Defines the relationship of a specific product to a specific vendor, thepricing and authorization to purchase this product from this vendor.Maintenance activity is determined by System Control, PO &Receiving, "Product/Vendor record must exist".

QUOTE MAINTENANCE (PO0803)

Defines a price quote for a particular Product or Product Class froma Vendor, the price structure of the quote and the requested orapproved status of a quote. Maintenance of this file is optional.

PRODUCT MASTER MAINTENANCE (MS0825)

Defines the Item Type, Buyer ID, Planner ID, Primary Vendor, OrderPoint criteria, and Standard Cost Elements for Purchased Items

PURCHASING RATE CODE MAINTENANCE (PO0805)

Defines Rate Codes that determine the Freight and MiscellaneousLanded Cost Elements of a Purchased Items

Page 36

Purchasing Setup


DUTY CODE MAINTENANCE (PO0806)

Defines the Rate Code which Calculates the Duty value of animported purchased items

VENDOR/PLANT CROSS REFERENCE (PO0809) 9.0

Establishes default Receipt Transactions and Receipt Warehouse byVendor per Plant

EDI/CROSS REFERENCE (PO0807) 8 .3

Formats for outbound Purchase Orders. Ties vendornumber/warehouse to Trading Partner Identifier

Supports internal company to company PO to Batch Customer OrderCreate

Trading Partner ID = Customer Number

Page 37


Vendor Master Maintenance

(MS0806, MSVMP100)

CORPORATE VENDOR NUMBER9.0

Reference only prior to Version 9. Post 9.0, field is only displayed ifMasterpiece Financials are turned on in System Control (AdvancedFinancial Options - MSAPPL)

VENDOR NAME AND ADDRESS

ALTERNATE NAME9.0

PHONE NUMBER

TELEX NUMBER

FAX NUMBER

TEMPORARY VENDOR FLAG

Set to "Y" when 999999 Vendor Number is used to create PO

ALPHA SORT CODE

Used as lookup for vendor numbers

OPERATING DIVISION

User Defined Value

PRIMARY CONTACT

Informational Only

SHIP VIA

Default for Header of Purchase Orders

Page 38


Vendor Master Maintenance (cont.)

(MS0806)

VENDOR TEXT

Access to maintain invoked with F14

USER DEFINED FIELDS & DESCRIPTIONS 9.1

Field 1 and 2 - 7 numeric, 2 decimalsField 3 and 4 - 15 alphanumericField 5 and 6 - 30 alphanumericField 7 and 8 - 15 numeric, no decimalsField 9 and 10 - 21 numeric, 9 decimalsField 11 and 12 - datesField 13 - 16 - 1 alphanumeric 9.1

CURRENCY CODE

Default for PO's and the value of line items

CARRIER NAME

Default for header of PO

FREIGHT TERMS DESCRIPTION


MINIMUM/MAXIMUM ORDER VALUE

Checked at PO Entry (PO0110) time. Exceptions will cause warningmessage.

MAXIMUM ON ORDER VALUE

Checked at PO Entry (PO0110) time. Exceptions will cause warningmessage.

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(MS0806)

MINIMUM ORDER WEIGHT

Checked at PO Entry (PO0110) time. Exceptions will cause warningmessage. Value is determined as quantity ordered x weight inProduct Master (MS0825) or Product/Vendor (PO0802).

PO ENTRY HOLD

PO's cannot be entered for this vendor if "Y"

OUTSIDE OPERATION VENDOR (Y,N)

Reference only, not used

P.O. CONTACT


SALESMAN CONTACT


VENDOR CATEGORY CODES (1 & 2)

Used as report select criteria for Auto Payment Selection (AP0080),Discount Analysis Report (AP0200) and A/P Trial Balance (AP0050).

ACCRUED A/P G/L ACCOUNT

Pending value of Accounts Payable updated by Receipts Entry(PO0410) and Invoice Entry (AP0013). (Vendor Master, System Control)

CASCADE P.O. RECEIPTS9.0

Determines if receipt quantity will be eligible to apply/spread acrossmultiple PO lines

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(MS0806)

LANGUAGE CODE8.49707

Determines language of column headings for PO Print and VendorSchedules. Utilizes Literal File Maintenance (MS0817).

Preloaded language translations are;DAN DanishDEU GermanENU US EnglishESP SpanishFIN FinnishFRA FrenchITA ItalianNOR NorwegianPTG PortugeseSVE Swedish

VENDOR SCHEDULE Y,N8.4

Determines if vendor schedules may be generated for this vendor withVendor Scheduling (PO0902)

PURCHASE ORDER TRANSACTION (EDI FLAG) 8 .3

PO's may be output as a printed P.O. (2), an outbound EDI file (1) orboth (3)

EDI ALPHA (1 - 3), NUMERIC (4 - 6)

Values for user defined EDI fields. Names of Fields are defined inSystem Control (MSEDID)

EDI VENDOR SCHEDULE

Determines if EDI file will be built when a Vendor Schedule isprinted (PO0902)

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(MS0806)

DEFAULT COUNTRY OF ORIGIN8.4

Used as default for Export Documentation tracking. If item is a'traced item' by designating as 'Qualified' in Product MasterMaintenance Product Trade Information (MS0825), then InvoiceRelease (OB0112) and Certificate of Origin File Generation (OB0116)will include the country code/description.

SECOFI REGISTER NUMBER8.4

For trade with Mexico documentation

VENDOR TAX POINT

Invoice Date (1) or Payment Due Date (2) if VAT or Canadian Tax isactive from System Control

TAX CODE 1

Tax code applicable for this vendor if taxation type is VAT orCanadian

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Vendor Master Maintenance

Who controls and creates the vendor master is usually an interesting discussion. Remember when discussing this topic that the actual payment data and terms for a vendor resides with a separate option, Vendor Payment Data Maintenance. It is suggested that when you review each of these options, use the display and talk to the screens field by field. EDI flags are 1 - EDI, 2 - Paper, 3 - Both


Vendor Payment Data Maintenance

(AP0800, MSVMP100)

VENDOR TEXT

Allows maintenance/review of Vendor Specific Text

PAYMENT TERMS (DISCOUNT AND DAYS)Discount %

Calculates amount of total invoice to be subtractedDays until due

Number of days from invoice date that invoice is dueNet Monthly Due Day

Date of the month that invoice is due. First the Days until due is calculatedthen rounded up to the this date.

Days Discount AvailableNumber of days from invoice date that discount is available.

FORCE DISCOUNT TO BE TAKEN

Discount will be taken even if not within Days Discount Available

PAY BY DISCOUNT DATE

Instructs Auto Payment Selection to select for payment by DiscountDate instead of Due Date

PAY PAST DISCOUNT DATE

If above = Y, selects invoices after discount date/before due date

PAY NEXT TIME

If override of "Y" is used, payments will be processed next run evenif items are not yet due

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(AP0800)

DO NOT ALLOW ANY PAYMENTS

Sets Hold Payment flag to (Y)es on all invoices. Invoice may not beoverridden

HOLD PAYMENTS FLAG

Defaults "Hold Payment" flag to (Y)es when entering invoice. Maybe overridden with Open Item Maintenance.

REMIT TO ADDRESS

Can be different than P.O. address in Vendor Master

PRINT 1099'S AND RECIPIENTS 1099 NUMBER

DEFAULT 1099 TYPE CODE (IRS REPORTING)

ACCOUNTS PAYABLE G/L NUMBER

Amount paid for invoices (Vendor Payment/Sys Cntl)

DISCOUNT EARNED G/L NUMBER

Discounts taken (Vendor Payment/Sys Cntl)

DEFAULT DISTRIBUTION G/L NUMBER

Use if Distribution of Total Invoice for non-inventory cost is only toone G/L account

DEFAULT DISTRIBUTION COMMENTS

DEFAULT DISTRIBUTION SET ID

Uses G/L accounts and percentages established in Distribution SetMaintenance (AP0811) to assign non-inventory costs

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(AP0800)

DEFAULT APPROVAL CODE

Defaults for Invoice Registration. Must be active in Approval CodeMaintenance (AP0830)

BANK CODE FOR PAYMENTS

May be left blank and default from System Control (APBANK)

PAYMENT CODE FOR PAYMENTS

Determines method of payment, checks, transfer or drafts. May beleft blank and default from System Control (APBANK)

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Vendor Payment Data

Payment terms expressed as invoice date to due date as well as "Net Monthly Terms" where payment is always made and due on the same day every month is supported. Payment Codes allow the definition of multiple forms of payment including checks or drafts.


Buyer Master Maintenance

(PO0801, POBMP100)

Defines the Valid Buyer and/Or Requisitioner

Used By Requisition Entry to Prefill Requisitioner'sName and Warehouse and also used to AuthorizeDirect Path to Purchase Order Entry

Used by Purchase Order Entry to Validate and TrackPurchase History

BUYER ID6 character, alphanumeric. Batch and online PO creation programsrequire valid Buyer ID

BUYER NAME AND PHONE NUMBER

Informational. Also used by Requisition Entry (PO0010).

BUYER TYPE

Informational

WAREHOUSE IDDefault for Purchase Order (Header, Line Item). If receiving dispositionhas a blank warehouse, items will be received to this warehouse.Defaults deliver to name and address on PO from warehouse master.

BUYER AND PLANNER FLAG

A "Y" allows F6 from Requisition Entry to go directly into PurchaseOrder Entry

USER PROFILE IDVerifies the Buyer ID against the user Profile ID of the Sign On todetermine if access to PO Entry is authorized

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Buyer Master

When using Requisitions, often a Buyer ID is created for each planner. At the time of creating the Requisition, the Buyer ID may be input as the Requisitioner's ID.


Product/Vendor Maintenance

(PO0802, POPVP100)

CASCADE PO RECEIPTS (Y,N)9.0

Provides default to PO line to determine if cascade receipts areallowed

VENDOR PRODUCT NUMBER

15 characters, alphanumeric

COUNTRY OF ORIGIN8.4

Country code defined with Code ID Maintenance (MS0843) used fortracking by Export Documentation. Override to Vendor Master.

EDI Order Processing (Order Processing) System Control record must be"Y" for Inbound Export Documentation Processing

PRODUCT/VENDOR DESCRIPTION

Unique description for this product/vendor

PRICE

Used for PO line if no effective quote exists

BUYER ID

Informational only. Product Master value is used for PO creation.

CURRENCY CODE

Price is stated in currency code for item

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(PO0802)

ALT UNIT OF MEASURE AND CONVERSION FACTOR

Override to Product Master. Must be defined in Unit of MeasureCode ID Maintenance (MS0845) via Code ID Maintenance (MS0843)

MINIMUM AND MAXIMUM ORDER QUANTITY

Checked at PO entry time. Override to Vendor Master.

DELIVERY AND DOCK TO STOCK LEAD TIME

Informational only. MRP and Vendor Schedules use lead time fromProduct Master.

INSPECTION REQUIRED FLAG

Default for PO line at creation. Checked at Receipt Entry (PO0410)and Disposition Update (PO0420). If receipt transaction is not allowedfor inspection required products then transaction will not be accepted.

INSPECTED AT VENDOR

Information only

APPROVED FLAG

Edited by PO Entry if System Control set to do so

FREIGHT PAID BY VENDOR FLAG

User defined flag. Does not prevent matching freight cost to invoice.

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(PO0802)

LANDED COST CODES

Input codes which contain formulas to calculate cost of PO. Codesmay be assigned at Quote, Product/Vendor and Product Master.What level is used is determined by which file contained the item costthat was used. If price (cost) found in Product/Vendor file, then codesassigned in that file are used.

Domestic/Foreign Freight CodeDutyMisc. Cost 1 & 2Burden

VENDOR PERCENTAGE

Used by Auto PO Create from MRP (PO0900) to calculate PORquantity by vendor for PO creation. May be overridden.

CREATE RELEASE (Y,N)8.4

Used by Auto PO Create from MRP (PO0900) to determine if releaseshould be created against existing blanket instead of unique PO.

WEIGHT AND CUBIC SIZE PER UNIT OF MEASURE

Weight on PO is determined using values from whichever file the costis found (Quote Master, Product/Vendor, Product Master).

VENDOR SCHEDULING8.4

Time Horizon 1, 2, 3 DescriptionTime Fence 1 and 2 Number of DaysForecast Group Codes - Days, Weeks, Months

Establishes the Time Horizons and groupings of POR requirements tothe vendor for this product. This is an override to Product Master.

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The purpose of the Product/Vendor file is to identify characteristics of a product when purchased from this specific vendor. In environments where PO's can only be placed for a qualified vendor, it is this file that should be maintained. If you choose not to maintain this file, upon receipt of an item, a record is created in this file for you and all future receipts of this item from this vendor is tracked in this file. Maintenance of this file is required if you plan on using Auto PO Create (PO0900). To take advantage of the features of the purchasing module, you will find that maintenance of this file becomes a critical activity. The trade off is the reduced administration in Purchase Orders.

Vendor Schedules

Time Fences are the lines that divide the Horizons

They are determined by the number of days plus today

Vendor 100Product AB100 Time

1Time

2

1 2 3 4 5 6 7 8 9 10

Forecast Grouping Code

MXB,2000

# days + today # days + today

Horizon 1 Horizon 2 Horizon 3

Ship Build Forecast

Days, Weeks, Months

150 200200200100300150200100300

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Vendor Schedules

Vendor schedules can be a very powerful scheduling tool with selected vendors although a Purchase Order or Blanket Order Release is required at some time to receive against.

prms purchasing & receiving - electriced.com _ receiving sample.pdf · material requirements...

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