purchase order processing user's guide -...

ACTIVANT D2K Purchase Order Processing User’s Guide Release 3.0 Version 9

This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc.

From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you.

Created by: Yardley Technical Communication

2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies.

Activant Solutions Inc. 7683 Southfront Road Livermore, CA 94551

Version 9 Publication Date: 3.21.2006

i

Table of Contents

Preface

Overview to the User’s Guide .....................................................................................................1 How to Use the User’s Guide ......................................................................................................3

Chapter 1 - Introduction to the Purchase Order Processing Module

Overview.................................................................................................................................. 1-1 The Purchase Order Processing Module.................................................................................. 1-2 Features and Benefits............................................................................................................... 1-3 The Interface to Other D2K Applications................................................................................ 1-6 Types of Purchase Transactions .............................................................................................. 1-8 Purchase Requests Charged to a GL Account Number ......................................................... 1-10 The Purchasing Process ......................................................................................................... 1-12 The Drop Ship Purchasing Process........................................................................................ 1-15 Knowledge Check.................................................................................................................. 1-17 Knowledge Check Answers................................................................................................... 1-20

Chapter 2 - Purchase Order Entry

Overview.................................................................................................................................. 2-1 Section A - The ENTER.PURCH.ORDER Function

Overview..............................................................................................................................2-A-1 What is the ENTER.PURCH.ORDER Function?................................................................2-A-2 Screens Used to Enter a Purchase Order .............................................................................2-A-3 The ENTER.PURCH.ORDER Header Screen ....................................................................2-A-5 The Deliver to Type and Deliver to Reference Fields .........................................................2-A-9 The ENTER.PURCH.ORDER Short Form Detail Screen.................................................2-A-13 The Short Form Detail Screen Commands ........................................................................2-A-17 The ENTER.PURCH.ORDER Long Form Detail Screen.................................................2-A-18 The ENTER.PURCH.ORDER Text Information Screen ..................................................2-A-24 The ENTER.PURCH.ORDER Footer Screen ...................................................................2-A-37 Purchase Order Status Codes.............................................................................................2-A-30 Knowledge Check..............................................................................................................2-A-31 Knowledge Check Answers...............................................................................................2-A-35

Section B - D2K Purchase Order Entry Concepts Overview.............................................................................................................................. 2-B-1 Purchase Order Discounts.................................................................................................... 2-B-2

Continued on next page

ii

Table of Contents, Continued

Chapter 2, Section B - D2K Purchase Order Entry Concepts, continued

Chained Percentages ............................................................................................................ 2-B-3 The Follow-Up Date ............................................................................................................ 2-B-4 The Default Delivery Date................................................................................................... 2-B-5 Rules for Modifying Text on the Header, Footer, or Text Screens ..................................... 2-B-7 Guidelines for Using the Short and Long Form Detail Screens .......................................... 2-B-8 How the System Uses the Purchase Order Status Code .................................................... 2-B-10 Knowledge Check.............................................................................................................. 2-B-11 Knowledge Check Answers............................................................................................... 2-B-15

Section C - Entering a New Purchase Order Overview.............................................................................................................................. 2-C-1 The Purchase Order Entry Process ...................................................................................... 2-C-3 Creating a Purchase Order for a Facility Other Than Your Home Facility......................... 2-C-4 Guidelines for Entering a New Purchase Order................................................................... 2-C-6 How to Enter a New Purchase Order (ENTER.PURCH.ORDER) ..................................... 2-C-7 Procedure 1: The Header Screen ................................................................................ 2-C-8 Procedure 2: The Short Form Detail Screen............................................................. 2-C-12 Procedure 3: The Long Form Detail Screen ............................................................. 2-C-17 Procedure 4: The Footer Screen................................................................................ 2-C-23 Knowledge Check.............................................................................................................. 2-C-25 Knowledge Check Answers............................................................................................... 2-C-29

Chapter 3 - Printing Purchase Orders

Overview.................................................................................................................................. 3-1 The Purchase Order Print Process ........................................................................................... 3-3 Tyes of Purchase Order Print Functions .................................................................................. 3-5 The Purchase Order Document................................................................................................ 3-7 The PRINT.PURCH.ORDERS and LASER.PO Functions .................................................... 3-9 How to Print Purchase Orders (PRINT.PURCH.ORDERS) ................................................. 3-10 How to Print Laser Purchase Orders (LASER.PO) ............................................................... 3-14 How to Reprint a Purchase Order (REPRINT.PO)................................................................ 3-18 How to Reprint Laser Purchase Orders (LASER.REPRINT.PO) ......................................... 3-20 The PO.REGISTER Function................................................................................................ 3-23 How to Print a Purchase Order Register (PO.REGISTER) ................................................... 3-24 Knowledge Check.................................................................................................................. 3-26 Knowledge Check Answers................................................................................................... 3-28


iii


Chapter 4 - Purchase Order Maintenance

Overview.................................................................................................................................. 4-1 Rules for Maintaining a Purchase Order.................................................................................. 4-2 The CLOSE Command ........................................................................................................... 4-3 How to Cancel or Close Short a Purchase Order Line Item (ENTER.PURCH.ORDER)....... 4-4 The CALC Command .............................................................................................................. 4-7 How to Recalculate Prices on a Purchase Order ..................................................................... 4-8 How to Delete a Purchase Order (DELETE.PO) .................................................................. 4-12 Knowledge Check.................................................................................................................. 4-14 Knowledge Check Answers................................................................................................... 4-16

Chapter 5 - Purchase Order Receipts

Overview.................................................................................................................................. 5-1 Section A - An Overview of Purchase Order Receipts

Overview..............................................................................................................................5-A-1 The Purchase Order Receipt Functions ...............................................................................5-A-2 Tasks Performed by the Purchase Order Receipt Functions................................................5-A-4 Cost Updates Performed by the PO Receipt Functions .......................................................5-A-6 Item Lead Times ..................................................................................................................5-A-8 The Process of Updating Item Lead Times........................................................................5-A-10 The Close Short Option .....................................................................................................5-A-13 Receipt of “Advise” Priced Items......................................................................................5-A-14 Knowledge Check..............................................................................................................5-A-16 Knowledge Check Answers...............................................................................................5-A-18

Section B - The Purchase Order Receipt Screens

Overview.............................................................................................................................. 5-B-1 Screens Used by the ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Functions... 5-B-3 The PO Receipts Header Screen.......................................................................................... 5-B-5 The PO Receipts Short Form Detail / Review Screen ......................................................... 5-B-9 The PO Receipts Long Form Detail Screen....................................................................... 5-B-13 The PO Receipts Item Comments Screen.......................................................................... 5-B-17 The ENTER.PO.RECEIPTS Lot Number Entry Screen ................................................... 5-B-19 The ENTER.PO.RECEIPTS Serial Number Entry Screen................................................ 5-B-21 Knowledge Check.............................................................................................................. 5-B-22 Knowledge Check Answers............................................................................................... 5-B-24


iv


Section C - Entering a Purchase Order Receipt

Overview.............................................................................................................................. 5-C-1 The Purchase Order Receipt Process ................................................................................... 5-C-3 The COMPLETE Command................................................................................................ 5-C-5 Using the COMPLETE Command with Multiple Location Processing.............................. 5-C-9 Navigational Commands.................................................................................................... 5-C-10 Guidelines for Choosing a Receipt Method....................................................................... 5-C-12 How to Receive Items Into Inventory (ENTER.PO.RECEIPTS)...................................... 5-C-13 Procedure 1: The Header Screen .............................................................................. 5-C-14 Procedure 2: The Short Form Detail / Review Screen.............................................. 5-C-20 Procedure 3: The Long Form Detail Screen ............................................................. 5-C-24 How to Enter a Drop Ship Receipt (ENTER.MRD.RECEIPTS) ...................................... 5-C-28 Procedure 1: The Header Screen .............................................................................. 5-C-29 Procedure 2: The Short Form Detail / Review Screen.............................................. 5-C-33 Procedure 3: The Long Form Detail Screen ............................................................. 5-C-36 Knowledge Check.............................................................................................................. 5-C-39 Knowledge Check Answers............................................................................................... 5-C-40

Section D - Reversing a Purchase Order Receipt Overview..............................................................................................................................5-D-1 Guidelines for Reversing a Purchase Order Receipt ...........................................................5-D-2 How to Reverse a Purchase Order Receipt ..........................................................................5-D-4 Procedure 1: The Header Screen ................................................................................5-D-5 Procedure 2: The Short Form Detail / Review Screen................................................5-D-7 Procedure 3: The Long Form Detail Screen ...............................................................5-D-9 Knowledge Check..............................................................................................................5-D-14 Knowledge Check Answers...............................................................................................5-D-15

Chapter 6 - Purchase Order Reports

Overview.................................................................................................................................. 6-1 Key Reports ............................................................................................................................. 6-2 Finding the Report You Want.................................................................................................. 6-5 The Open Purchase Order Report (OPEN.PO.REPORT) ....................................................... 6-7 The Open Purchase Order Deliveries Report (PO.DELIVERIES).......................................... 6-9 The Purchase Order Receiving Report (PRINT.RECEIVING.RPTS) ................................. 6-11


v


Chapter 6 - Purchase Order Reports, continued

The Purchase Order Receipts Register (PO.RECEIPTS.REG) ............................................. 6-13 The Purchase Order Follow Up Report (FOLLOW.UP.LIST) ............................................. 6-15 The Item Lead Time Report (LEAD.TIME.REPORT) ......................................................... 6-17 Knowledge Check.................................................................................................................. 6-19 Knowledge Check Answers................................................................................................... 6-20

Chapter 7 - Purchase Order Inquiries

Overview.................................................................................................................................. 7-1 Key Inquiries............................................................................................................................ 7-2 Finding the Inquiry You Want................................................................................................. 7-3 The FIND.PO Inquiry .............................................................................................................. 7-5 How to Display a Purchase Order (FIND.PO) ........................................................................ 7-6 The FIND.PO-COST Inquiry ................................................................................................ 7-11 The PO.INQUIRY Function .................................................................................................. 7-13 How to Display Purchase Orders for a Specific Item (PO.INQUIRY) ................................ 7-15 The ITEM.RECEIPTS.HIST Report/Inquiry ........................................................................ 7-17 The NONSTOCK.ITEMS.RCVD Function .......................................................................... 7-19 Knowledge Check.................................................................................................................. 7-21 Knowledge Check Answers................................................................................................... 7-23

Summary

Putting These Ideas to Work.................................................................................................... 8-1

Preface 1

Preface

Overview to the User’s Guide

Introduction Welcome to the Purchase Order Processing User’s Guide. We hope you

enjoy learning about your D2K GS system. We also hope you will use all of the resources available to you to learn D2K GS Purchase Order Processing as thoroughly as possible.

Purpose The purpose of this user’s guide is to introduce you to Purchase Order

Processing, which is part of the Purchase Management (PUM) module. This guide will provide procedures and guidelines for using the functions, and has been designed as both a self-study training tool and a reference manual.

Objectives Upon completion of this user’s guide, you will be able to

• Describe Purchase Order Processing, including its features and benefits • Describe the purchasing process • Describe the ENTER.PURCH.ORDER function along with its screens

and key fields • Identify concepts that are necessary for entering a new purchase order • Create a new purchase order using the ENTER.PURCH.ORDER function • Print and reprint purchase order documents • Maintain a purchase order • Delete an entire purchase order • Describe the purchase order receipt functions, along with the screens and

key fields • Describe and clarify concepts that are necessary for entering a purchase

order receipt • Enter a purchase order receipt for inventoried or drop shipped items, and • Identify and describe the key inquiries and reports found in the Purchase

Management module.


2 Preface

Overview to the User’s Guide, Continued

Guide content This guide contains the following chapters:

• Chapter 1 - an introduction to the Purchase Order Processing. • Chapter 2 - a description of the purchase order entry function along with

procedures and guidelines for using the function. • Chapter 3 - a review of procedures used to print purchase order

documents and the audit report called the Purchase Order Register. • Chapter 4 - rules, commands and functions for maintaining a purchase

order. • Chapter 5 - a description of the purchase order receipt functions along

with procedures and guidelines for using the functions. • Chapter 6 - a description of the key reports found in the Purchase

Management module. • Chapter 7 - a description of the key inquiries found in the Purchase

Management module. • Chapter 8 - a summary of the user’s guide.

Preface 3

How to Use the User’s Guide

Introduction This user’s guide has been designed as both a self-study training tool and a

reference manual.

Audience The concepts and procedures presented in this guide are appropriate for new

D2K GS Purchase Order processing users. Note: If you are already familiar with D2K GS, you may find the procedures in this guide to be helpful as you perform your job tasks.

Recommended prerequisite

We recommend that you complete the D2K GS System Conventions User’s Guide before completing this guide. D2K GS System Conventions User’s Guide provides you with the basic D2K GS concepts and navigation instruction that you will need to complete this guide.

Customizing your user’s guide

This is your user’s guide. Please make notes and customize the guide to help you complete the tasks for your job.

Menus, screens, and fields

This user’s guide displays standard D2K GS menus, screens, and fields. Your system may be customized to meet your company’s needs. Therefore, your menus, screens, and fields may not look the same. We provide a space called "Accessing the function" with each procedure in this guide. This space is for you to write in your system’s menu path to each function. Example: Use the boxes below to write your menu path to the AGE.AR function.

DIST-2000 GA AR AR.RPTS AGE.AR


D2K

4 Preface

How to Use the User’s Guide, Continued

Learning advice

This User’s Guide refers to the function command name (i.e. AGE.AR). Your system may be configured to show either the function command name only, the function command description only or both.

Review chapter objectives

Your first step in completing this guide is to review the objectives displayed in each chapter’s overview. If the material the objectives cover seems unfamiliar, assume that you need to study the entire chapter’s content.

Knowledge checks

This user’s guide provides knowledge checks at the end of each chapter that will assess your learning of Purchase Order processing concepts. Answers to the knowledge check are found on the pages following the questions. Responding to the knowledge checks helps you evaluate your learning. Review the text if you have trouble answering the questions correctly. Proceed at a comfortable rate. If you reach your limit of concentration, stop at a natural division in the text so that you can continue later without difficulty.

Completion time

The time you need to complete this guide depends on your previous experience with the concepts and on the pace you set for your learning. The average time estimate for completion of this guide is 3 to 5 hours.

Introduction to Purchase Order Processing 1-1

Chapter 1

Introduction to Purchase Order Processing

Overview

Introduction Maintaining a proper supply of inventory is vital to a company’s profitability

and growth. Therefore, it is essential to provide control and organization over the purchase of items to further the success of your business. D2K Graphical Solutions (D2K GS) Purchase Order Processing contains the necessary tools to maintain a continuity of supply and to purchase items at the lowest cost consistent with good service.

Purpose The purpose of this chapter is to introduce Purchase Order Processing. This

chapter will focus on the features and benefits of PO Processing, and will show you how its functionality is linked to other D2K GS modules.

Objectives Upon completion of this chapter, you will be able to

• Describe Purchase Order processing • Identify the features and benefits of PO processing • Describe the system integration of PO processing • Describe the different types of purchase order transactions • Describe why a purchase request would be charged to a GL account

number • Describe the purchasing process, and • Describe the drop ship purchase order process.


Purchase Order Processing Description Purchase Order Processing, which is part of the Purchase Management

(PUM) module, is designed to provide a system for purchasing items, tracking open POs and expediting where necessary. It will also accurately update inventory status information. The purchasing functions are coordinated with other D2K GS modules to work toward the common purpose of a profitable operation. The Purchase Management module includes the following major processes: • Purchase order entry • Purchase order receiving and recording • Reporting and inquiry capability • Lead time calculations and reporting Note: Other processes of the Purchase Management module, including vendor pricing and suggested purchase requisitions, are not covered in this user’s guide.

Example 1 Mid America Housewares sells gourmet cookware products. At the annual

national housewares convention, the purchasing manager from Mid America decides to add on a new product line with one of the vendors in attendance. Using the Purchase Order Entry function, a transaction is recorded for the items ordered. The contracted costs are entered on the purchase order along with the required future delivery dates. As the items are received, their quantities are deducted from the open purchase order and added to inventory. Using PO inquiries and reports, Mid America’s purchasing manager can then review the vendor’s delivery performance against the purchase contract.

Example 2 E&J Business Center is a distributor of office furniture and business

machines. Jim Carlino, E&J’s purchasing manager, is frequently asked to consider a new vendor as the source of a product line. Using D2K GS’s item lead time and exception reports generated from the PUM module, Jim can review his current vendors’ performance. He uses the information to either replace a vendor who has shown poor delivery performance or to re-negotiate an existing vendor’s contract.


Features and Benefits

Introduction There are many features and benefits to using Purchase Order Processing.

Features and benefits

The table below describes some of the features of Purchase Order Processing and their benefits.

Feature Benefit

Two entry screens (Short and Long form) available in PO Entry and PO Receipts. User may move between entry screens while processing one purchase order.

Allows the user to expedite data entry by using the Short Form screen or to enter specific detail on a line-by-line basis using the Long Form screen.

Optional processing features controlled by defaults and parameters specified in PUM.CONSTANTS.

Allows flexibility and customization for parameters such as: • Default entry screen method • PO form print options • Requirement of certain entry

prompts • Capturing lead time

Flexible pricing and discounting options.

Allows the user to take advantage of special offers for pricing, delivery and purchasing advantages.

Multiple delivery dates may be entered on a PO line item.

Eliminates the need to enter multiple detail lines for the same item on a PO.

Detail lines with unusual conditions can be flagged and excluded from lead time and/or cost calculations.

Allows you to filter out any special situations that may distort lead times and/or inventory valuation.

User may enter pre-stored header, detail line, and footer text on a purchase order.

Saves times by allowing lengthy text to be added to a purchase order by simply referencing a text code.

Numerous purchasing reports and inquiries.

Develops a well-informed department that can serve as an information center on material availability.



Features and Benefits, Continued

Features and benefits (continued)

Feature Benefit Automatic creation of purchase orders based on sales order activity (Automatic Sales Order to Purchase Order).

This add-on feature proactively generates purchase orders for direct ship sales requests or when item availability cannot meet the sales demand.

Allows return of merchandise to the vendor for replacement or credit (Vendor Return Goods Authorization).

This add-on feature allows you separately track the return of items for replacement from items received on purchase orders.

Automatic uploading and integration of purchase order receipts recorded via a bar coding device (PO Receipts Upload).

This add-on feature expedites the PO receipt process insuring accuracy by using bar coding technology.

Generate purchase suggestions and process requisitions into purchase orders using the IVM module.

This add-on feature uses policy decisions and analysis to purchase items at the lowest cost consistent with good service.

Reference For more information about add-on features to Purchase Order Processing,

refer to the following User’s Guides or speak with your D2K Customer Care Consultant. • Automatic Sales Order to Purchase Order User’s Guide • Vendor Return Goods Authorization User’s Guide


Figure 1-1. The Interface to Other D2K GS Applications.

Purchase OrderProcessing

InventoryControl

VendorRGA

Sales OrderProcessing

InventoryManagement

GeneralLedger

AccountsPayable


The Interface to Other D2K GS Applications

Introduction Purchase Order Processing interfaces with other D2K GS applications on

your system.

Illustration Figure 1-1 is an illustration showing the interface to other D2K GS

applications from the Purchase Order Processing functions.

Interfacing applications

The table below describes the D2K GS applications that interface to the Purchase Order Processing functions.

Application Description

Inventory The Inventory Control module (IVC) maintains a perpetual inventory balance, and provides current inventory status information. The PO Processing functions update inventory status when • A purchase order is generated • A purchase order is received

Sales Order Processing The Sales Order Processing module (SOP) is used to sell merchandise to your customers. PO Processing is affected when • A customer sales order is entered for a

drop ship item, and • A purchase order is manually generated,

or created through the SO to PO interface for the drop ship request.



The Interface to Other D2K GS Applications, Continued

Interfacing applications (continued)

Application Description Accounts Payable The Accounts Payable module (AP) reflects

the liabilities owed to vendors for PO receipts. The interface provides the user with information about • PO receipts not yet invoiced • Variances between receipt quantities and

cost and invoiced quantities and cost. General Ledger The General Ledger module (GL) reflects

changes in assets due to purchase order receipts. General Ledger entries are made when • Inventory is received on a PO, and • Inventory is re-valued due to a cost

change on the PO receipt. Vendor Return Goods Authorization

The Vendor RGA module tracks the return of merchandise to a vendor for replacement or credit. When the item being returned was received through the PO Receipts function, data from the receipt may be retrieved for use on the vendor RGA. This ensures that the item is returned to the proper vendor at the received cost.

Inventory Management The Inventory Management module (IVM) will automatically create requisitions for items to be purchased based on sales demand, using the SUGGEST.PURCHASES process. PO Processing is affected when a requisition is converted into a purchase order.


Types of Purchase Transactions

Introduction Purchase orders are generated for many different reasons. For the distributor,

the most common reason is to replenish a stock item. However, D2K GS Purchase Order Processing allows you to process different types of purchase transactions.

Transactions and descriptions

The table below describes the different types of purchase transactions that can be processed by the D2K GS Purchase Order Processing functions.

Transaction Description

Stock item A purchase order is generated to replenish stock for a warehoused item. Item on-hand balances are increased when the purchase order is received.

Non-stock item A purchase order is generated for an item typically not stocked in the warehouse. This may be for a special order or custom item. Item on-hand balances are increased when the purchase order is received.

GL account A purchase order is generated for merchandise or services, to be charged against a General Ledger account number. Inventory is not updated when the purchase order is received.

Drop shipment Allows you to enter a purchase order for items to be drop shipped to a customer. The customer sales order number is referenced on the purchase order linking the two transactions. Inventory is not updated when the purchase order is received.

Learning advice

You will learn more about how these types of transactions are entered in the following chapters.


Figure 1-2. Example of a Purchase Request Charged to a General Ledger Account Number.

Purchase OrderP. O. Number: 22540

Mid America Housewares1205 Highpoint RoadSt. Charles, IL 60680800-452-8900Fax: 847-581-2502

To:

OFFICE MAX 1101 RO UTE 59 AURORA, IL 60542

Ship to:

MID AMERICA HO USEWARES 1205 HIG HPO INT ROAD ST. CHARLES, IL 60680

REM ARKS:

P.O. DAT E PLACED BY DATE EXPECTED SHIP VIA F.O.B. TERMS

03-10-YY 03-10-YY PICKUP NET 30

Q TY. ITEM# / DESCRIPTION UNIT PRICE TO TAL

3 EA SW105 SWINGLINE STAPLER 01-01-5740 / OFFICE SUPPLIES

5.98 17.94

6 EA B78374 BOSTITCH STAPLES 01-01-5740 / OFFICE SUPPLIES

2.59 15.54

6 CS 7-2638 XEROGRAPHIC CO PY PAPER 01-01-5761 / COPYING EXPENSE

37.99 227.94

SPECIAL INSTRUCTIONS: SUBTOTAL 261.42

TRADE D ISCO UNT %

DISC AMO UNT

CALLED IN TO VENDOR TO TAL DUE $261.42 PO STATUS

OFFICE MAX

DATE EXPECTED

03-10-YY NET 30


Purchase Requests Charged to a GL Account Number

Introduction The ENTER.PURCH.ORDER function allows you to enter a purchase order

request charged to a general ledger account. This feature makes it possible for you to enter and print purchase orders for miscellaneous goods or services.

Example You need to order photocopy paper, and other miscellaneous office supplies.

Since these items are not considered "stock" items for resale, a purchase order request is entered and expensed to the general ledger accounts for Copying Expense (01-01-5761) and Office Supplies (01-01-5740). The item numbers and/or descriptions for the office supplies being ordered may be entered in the "Description" field. Note: A purchase request charged to a GL account number is entered by typing the GL account number in place of the item number on either the Short or Long Form Detail screen.

Illustration Figure 1-2 is an illustration of a purchase order for office supplies and paper

being expensed to the appropriate general ledger account numbers.

Learning advice

Purchase requests charged to a general ledger account number do not increase inventory when they are received.


Figure 1-3. The Purchasing Process.

User determinesa need to

purchase items

User enterspurchase orders

Inventory statusis updated

User printsPO documents

User printsPO Register

User may printreports / inquiries

User entersPO receipts

Inventory,General Ledger,

Lead timesare updated

User may printReceiving Report

User printsPO Receipts

Register


The Purchasing Process

Description The D2K GS purchasing process involves different stages of transaction

processing and material handling on the D2K GS system. A request for a purchase may come from the sales commitments, or from information gathered and reported by the Inventory Control or Inventory Management modules. After entering a purchase order transaction, a special form or document may be printed to confirm the order with the vendor or for internal use. Reports and inquiries may be used to track the status of open purchases. The vendor ships items to your facility or to a drop ship site, and a receipt is posted on the D2K GS system. Depending on the transaction, the receipt may update inventory, General Ledger, and item lead times.

Illustration Figure 1-3 is an illustration of the D2K GS purchasing process.

Process The table below describes the D2K GS purchasing process.

Stage Description 1 The user determines a need to enter a purchasing transaction.

Note: This information may come from sales commitments or from the Inventory Control or Inventory Management module.

2 The user enters purchase orders. Result: Inventory is updated to reflect an open purchase request for items that will replenish inventory.

3 The user prints purchase order documents. 4 The user prints a Purchase Order Register, which shows any new

or revised purchase orders entered since the last run of the report. 5 If necessary, the user prints reports or performs inquiries to

monitor the current status of purchase orders or to follow up on late deliveries.



The Purchasing Process, Continued

Process (continued)

Stage Description 6 The user receives items into inventory or enters the confirmation

of receipt for drop shipped purchase orders. Result: The on-hand balance is updated for items received into inventory. In addition, General Ledger and item lead times may be updated based on system setup.

7 If necessary, the user prints receiving reports to verify the accuracy and details of purchase order receipts.

8 The user prints a Purchase Order Receipts Register that shows any new receipts entered since the last run of the report.


Figure 1-4. The Drop Ship Purchasing Process.

Sales Dept. entersa drop ship orderfor a customer.

Purchasing Dept.prints a report that

indicates a needfor a drop ship PO.

Purchasing creates anew PO, with the

sales order numberas the "Deliver to

Reference".

Vendor sendsnotification that

items were shipped.

Purchasing Dept.enters the drop

ship receipt.

Sales Dept. printsa report that

indicates dropship items

were received.

User invoicescustomer for

drop ship items.


The Drop Ship Purchasing Process

Introduction There are two types of drop ship purchase orders on the D2K GS system:

• Ship an item directly from the vendor to a customer, and • Ship an item directly from one vendor to another when additional

processing or handling needs to be performed on the item. For distributors, the most common type of drop shipment is when an item needs to be shipped directly to a customer. It is important to understand how this process differs from that of a purchase order to replenish a stock or non-stock item.

Illustration Figure 1-4 is an illustration of the drop ship purchasing process for a sales

requirement.

Process The table below describes the drop ship purchasing process for a sales

requirement.

Stage Description 1 The order entry clerk enters a customer sales order and flags either

the entire order or individual line items as a drop shipment. Result: The sales requirement for a drop ship purchase is filed.

2 The purchasing agent prints either the OPEN.SO.PO.REPORT or SALE.PURCH.ACTION.RPT and determines a sales requirement for a drop ship purchase exists.

3 The purchase order entry clerk creates a new drop ship purchase order. This is done by identifying the customer ship-to address from the sales order as the delivery destination.

4 The vendor sends notification that the item was shipped directly to your customer.



The Drop Ship Purchasing Process, Continued

Process (continued)

Stage Description 5 The user enters the receipt of drop ship items using the function

ENTER.MRD.RECEIPTS. Result: Inventory is not updated.

6 The sales department prints the DIRECT.ITEMS.RCVD report (located in the SF.RPTS menu) and determines that the vendor has shipped items directly to your customer.

7 The sales clerk invoices the customer for the items they received direct from the vendor.

Learning advice

You will learn more about how to create a drop ship purchase order, and about these drop ship functions later in this user’s guide: • OPEN.SO.PO.REPORT • SALE.PURCH.ACTION.RPT • ENTER.MRD.RECEIPTS


Knowledge Check

Directions Answer the following questions. This knowledge check is based on the

objectives stated in the beginning of this chapter.

Question 1 Which process is not considered part of Purchase Management (PUM)

module? a. Calculating item order points and minimum stocking levels based on

vendor lead time and sales demand. b. Purchase order entry c. Purchase order receiving and recording d. Reporting and inquiry capability e. Lead time calculations and reporting

Question 2 Mark these statements true or false.

TRUE or FALSE Two entry screens (Short and Long Form) are available

in PO Entry and PO Receipts, allowing the user to expedite data entry or to enter specific detail on a line-by-line basis.

TRUE or FALSE A PO line item may only have one delivery date. When multiple delivery dates are needed for the item, multiple line items must be entered.

TRUE or FALSE Lengthy text may be added to a purchase order by simply referencing a text code.



Knowledge Check, Continued

Question 3 Match the interfacing application on the left with its affect to Purchase Order Processing on the right, by placing the appropriate letter in the column provided.

a - f Application Affects PO Processing…

Inventory Control a. When a customer sales order is entered for a drop ship item, and a purchase order is manually generated, or created through the SO to PO interface for the drop ship request.

Sales Order Processing

b. With information about PO receipts not yet invoiced, and variances between receipt quantities and cost and invoiced quantities and cost.

Accounts Payable c. When a requisition is converted into a purchase order.

General Ledger d. When the item being returned was received through the PO Receipts function, and when data from the receipt is retrieved for use on the return.

Vendor Return Goods Authorization

e. By updating inventory status when a purchase order is generated or received.

Inventory Management

f. By posting entries when inventory is received on a PO, and when inventory is re-valued due to a cost change on the PO receipt.

Question 4 A purchase order generated for work to be performed by an electrician in the

office area of your building. This is an example of a ______________ purchase transaction. a. Stock item b. Non-stock item c. GL account d. Drop shipment




Question 5 A purchase order generated for a special order item, as a favor to your customer. You typically do not carry this item in your line of products for sale. This is an example of a ______________ purchase transaction. a. Stock item b. Non-stock item c. GL account d. Drop shipment

Question 6 TRUE or FALSE Purchase requests charged to a general ledger account

number do not increase inventory when they are received.

Question 7 TRUE or FALSE Purchase requests for a drop shipment do not increase

inventory when they are received.

What’s next? Compare your answers to the ones provided on the next page.

The information in this chapter provides a foundation for other chapters within this user’s guide. If you were unable to complete this knowledge check, please review the chapter before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.


Knowledge Check Answers

Answer 1 Which process is not considered part of Purchase Management (PUM)

module? a. Calculating item order points and minimum stocking levels based on

vendor lead time and sales demand.

Answer 2 Mark these statements true or false.

TRUE or FALSE Two entry screens (Short and Long Form) are available

in PO Entry and PO Receipts, allowing the user to expedite data entry or to enter specific detail on a line-by-line basis.

TRUE or FALSE A PO line item may only have one delivery date. When multiple delivery dates are needed for the item, multiple line items must be entered. Explanation: Multiple delivery dates may be entered on one line item, eliminating the need to enter multiple lines for the same item.

TRUE or FALSE Lengthy text may be added to a purchase order by simply referencing a text code.



Knowledge Check Answers, Continued

Answer 3 Match the interfacing application on the left with its affect to Purchase Order Processing on the right by placing the appropriate letter in the column provided.

a - f Application Affects PO Processing… e. Inventory Control a. When a customer sales order is entered

for a drop ship item, and a purchase order is manually generated, or created through the SO to PO interface for the drop ship request.

a. Sales Order Processing

b. With information about PO receipts not yet invoiced, and variances between receipt quantities and cost and invoiced quantities and cost.

b. Accounts Payable c. When a requisition is converted into a purchase order.

f. General Ledger d. When the item being returned was received through the PO Receipts function, and when data from the receipt is retrieved for use on the return.

d. Vendor Return Goods Authorization

e. By updating inventory status when a purchase order is generated or received.

c. Inventory Management

f. By posting entries when inventory is received on a PO, and when inventory is re-valued due to a cost change on the PO receipt.




Answer 4 A purchase order generated for work to be performed by an electrician in the office area of your building. This is an example of a ______________ purchase transaction. c. GL account

Answer 5 A purchase order generated for a special order item, as a favor to your

customer. You typically do not carry this item in your line of products for sale. This is an example of a ______________ purchase transaction. b. Non-stock item

Answer 6 TRUE or FALSE Purchase requests charged to a general ledger account

number do not increase inventory when they are received.

Answer 7 TRUE or FALSE Purchase requests for a drop shipment do not increase

inventory when they are received.

Purchase Order Entry 2-1

Chapter 2

Purchase Order Entry

Overview

Introduction Purchase order entry is one of the major processes of Purchase Order

processing. All purchasing transactions are recorded here and information about future deliveries is available to the sales order processing and inventory control departments.

Purpose The purpose of this chapter is to describe the purchase order entry function

and to provide procedures and guidelines for using the function.


• Describe the ENTER.PURCH.ORDER function • Describe the five screens used by ENTER.PURCH.ORDER • Identify the key fields found on each screen • Describe and clarify concepts that are necessary for entering a new

purchase order, and • Create a new purchase order using the ENTER.PURCH.ORDER function.

In this chapter This chapter contains the following sections:

Topic See SectionThe ENTER.PURCH.ORDER Function A D2K GS Purchase Order Entry Concepts B Entering a New Purchase Order C

The ENTER.PURCH.ORDER Function 2-A-1

Section A

The ENTER.PURCH.ORDER Function

Overview Introduction The ENTER.PURCH.ORDER function is used to perform many of the

procedures and tasks necessary to gather purchase-related information in preparation for printing purchase orders. Before you begin to use the ENTER.PURCH.ORDER function it is important that you acquaint yourself with the screens you will be using.

Purpose The purpose of this section is to describe the ENTER.PURCH.ORDER

function, and identify the tasks it performs. You will also learn about the five screens used by ENTER.PURCH.ORDER, their purpose, and when they are used.

Objectives Upon completion of this section, you will be able to:

• Describe the ENTER.PURCH.ORDER function • Identify the tasks performed by the function • Identify the five screens used in entering and maintaining a purchase

order • Identify the different Deliver to Types and Deliver to Reference codes

used on a purchase order • Describe the commands available on the Short Form Detail screen, and • Identify the key fields on each of the ENTER.PURCH.ORDER screens.

2-A-2 The ENTER.PURCH.ORDER Function

What is the ENTER.PURCH.ORDER Function?

Introduction The ENTER.PURCH.ORDER function is used to create and maintain

purchase orders placed with your vendors for replenishment of stock or for other goods and services.

Description The ENTER.PURCH.ORDER function allows the creation of simple and

complex purchase orders. The function is used to perform the following tasks: • Enter and maintain purchase order transactions for inventoried items

(stock or non-stock) • Enter and maintain purchase order transactions for other goods or services • Enter and maintain purchase orders for drop shipment against a customer

sales order • Recalculate purchase order detail lines using the appropriate Vendor

pricing and discounting information • Control the printing of PO documents • Cancel a PO detail line, and • Close PO detail lines from further receipt processing.


Figure 2-A-1. The Screens Used to Enter a Purchase Order.

Purchase OrderP. O. Number: 22540

Mid America Housewares1205 Highpoint RoadSt. Charles, IL 60680800-452-8900Fax: 847-581-2502

To:

CREST HILL KITCHENWARE 4502 BUSINESS CENTER DRIVE ANN ARBOR, MI 45002

Ship to:

MID AMERICA HO USEWARES 1205 HIG HPO INT ROAD ST. CHARLES, IL 60680

REM ARKS: PLEASE CALL JIM TO CO NFIRM DELIVERY DATE

P.O. DAT E PLACED BY DATE EXPECTED SHIP VIA F.O.B. TERMS

03-10-YY JIM CARLINO 03-25-YY UPS DESTINATION 2% 10 NET 30

Q TY. ITEM# / DESCRIPTION UNIT PRICE TO TAL

12 S3500 COPPER LINED 1-QT SAUCEPAN 17.95 215.40

12 S4500 COPPER LINED 2-QT SAUCEPAN 24.95 299.40

FREE MEASURING CUP PRO MOTIO N

SPECIAL INSTRUCTIONS: PLEASE DELIVER TO REAR RECEIVING DOO R SUBTOTAL

514.80

TRADE D ISCO UNT % 7.00 %

DISC AMO UNT 36.04

CALLED IN TO VENDOR TO TAL DUE $478.76 PO STATUS

CREST HILL KITCHENWARE

DATE EXPECTED

03-25-YY DESTINATION 2% 10 NET 30

Short or Long Form Detail

Screen

Header Information

Screen

Text Information

Screen

Footer Screen


Screens Used to Enter a Purchase Order

Introduction There are five screens that may be used when creating a purchase order.

Illustration Figure 2-A-1 is an illustration of a sample purchase order document. Labels

have been inserted on the form indicating the type of information that is represented on the document. This coincides with the screen used to enter the information in the ENTER.PURCH.ORDER function.

Screens and descriptions

The table below describes the five screens that can be accessed when creating a purchase order.

Screen Description

Required Screens Header The top portion of the form containing information

that applies to the entire transaction is referred to as header information. The Header screen is used to identify the vendor, dates, and information about the entire PO transaction including where the merchandise will be delivered and remarks about the PO.

Short Form Detail -or-

Long Form Detail

The body of the form containing the items being ordered is referred to as detail information. Detail information is entered on either the Short or Long Form Detail screen. The Short Form screen is also used as a Review screen, when items are entered in Long Form mode.

Footer The bottom of the form recaps the dollar totals for the purchase order and indicates the current status of the document. This information is displayed on the Footer screen, and may contain a trade discount and remarks or special instructions.

Optional Screen Text Any additional descriptive information for a specific

item is referred to as text. Item text is added, changed, or deleted on the Text Information screen.


Figure 2-A-2. The ENTER.PURCH.ORDER Header Screen.


The ENTER.PURCH.ORDER Header Screen

Description The Header screen is displayed upon entering the ENTER.PURCH.ORDER

function. This screen is used to identify the vendor, dates, ship-to address, and other key information about the purchase order.

Illustration Figure 2-A-2 is an illustration of the ENTER.PURCH.ORDER Header

screen.

Fields and descriptions

The table below describes the key fields from the ENTER.PURCH.ORDER Header screen.

Field Description

Buyer Code A code representing the buyer or purchasing staff member for this PO. Buyer codes may be assigned to members of a Purchasing Department. Note: A default displays from the Vendor record, if present, or from PUM.CONSTANTS.

Pymt Terms A code that indicates the terms of payment. Note: A default displays from the Vendor record, if present.

Ship Via A method of shipment or a specific carrier name that designates how this purchase order should be shipped. Note: A default displays from the Vendor record, if present.

Freight CD A code that identifies a method of paying a carrier for freight, i.e., Prepaid (PPD) or Collect (COL). Note: A default displays from the Vendor record, if present.



The ENTER.PURCH.ORDER Header Screen, Continued

Fields and descriptions (continued)

Field Description FOB Point Free On Board; the point at which the buyer assumes the

responsibility for freight charges, i.e., Shipping point, Destination. Note: A default displays from the Vendor record, if present.

Ack Rqd? Indicates if an acknowledgement of receipt of the purchase order is required from the vendor.

Date Ack Recd This field is used when the previous field "Ack Rqd?" is checked (√). The user would maintain the purchase order and enter the date that the vendor acknowledged its receipt in this field.

Confirming Date The date of a called-in or face-to-face order that is followed up by a purchase order marked "confirmed" (to avoid having it become a duplicate purchase order).

Deliver to Type / Deliver to Ref.

The response to these two fields determines the source of the "Deliver To Address" found on the Header screen. Reference: For more information about these fields, refer to the topic "The Deliver to Type and Deliver to Reference Fields" on the following page.

Def Deliver Date A default Delivery Date, which will be used on all detail lines entered on the Short Form screen. Note: Depending on your system setup, you may or may not be prompted for a Default Delivery Date on the Header screen. Reference: For more information, refer to the topic "The Default Delivery Date" in Section B of this chapter.



The ENTER.PURCH.ORDER Header Screen, Continued


Field Description Header Text Code

A code that identifies special instructions to be printed on the purchase order header. Note: Header Text Codes are created using the function MNT.PO.HEADER.TEXT.

Header Text Remarks or special instructions that may print in the

header section of a purchase order document. Reference: For more information about text fields, refer to the topic "Rules for Modifying Text on the Header, Footer, or Text Screens" in Section B of this chapter.


Figure 2-A-3. Deliver to a Facility Address.

Figure 2-A-4. Deliver to a Sales Order Ship-to Address.

← Deliver to: Facility 07

← Displays Facility 07

Address

← Deliver to: Sales Order

9052 ← Displays

Ship-to Address from the Order


The Deliver to Type and Deliver to Reference Fields

Description The "Deliver to Type" and "Deliver to Reference" fields determine the source

of the Deliver To Address. The system will automatically retrieve a location address to which items on the PO will be delivered based on your responses to these two fields. All line items on the purchase order will use the Deliver to Address on the Header screen, unless specifically changed on the detail line. It is possible, therefore, to have one purchase order with line items being shipped to multiple destination or facility addresses.

Illustrations Figure 2-A-3 is an illustration showing a purchase order whose Deliver to

Address is the address for Facility 07. Figure 2-A-4 is an illustration showing a purchase order whose Deliver to Address is the ship-to address for Sales Order 9052.

Important point

When using a Deliver to Type of "S" or "V" (Sales Order or Vendor), the purchase is considered a drop ship purchase. These types of line items must be received using the function ENTER.MRD.RECEIPTS, as the items are not received into your inventory.



The Deliver to Type and Deliver to Reference Fields, Continued

Types and descriptions

The table below describes the valid responses to the "Deliver to Type" field, found on the Header Information screen.

Del-to Type Description

C Custom - the operator will manually enter the Deliver to Address. Tip: To speed entry time, build the custom address as a pre-stored code in the MNT.DELIVER.TO function. Then, use a Deliver to Type of "P" to retrieve the address. Note 1: When using a custom address, items are ordered for the home facility that creates the purchase order, and will update inventory for that facility when the PO is received. Note 2: You may not enter a Deliver to Type of "C" on a detail line.

F Facility - the address of a facility code will be used as the Deliver To Address.

P Pre-stored - the address of a pre-stored code will be used as the Deliver To Address. A pre-stored code can represent the address of a satellite warehouse, or the address of a receiving dock (if different than your facility address). Note: When using a pre-stored code, items are ordered for the home facility that creates the purchase order, and will update inventory for that facility when the PO is received.

S Sales Order - the ship to address of a sales order number will be used as the Deliver To Address. The items on the purchase order will be drop shipped to the customer’s location. Note: If you enter a Deliver to Type of "S" on the Header screen, all items on the purchase order must be drop shipped to the sales order entered in the Deliver to Reference field.



The Deliver to Type and Deliver to Reference Fields, Continued

Types and descriptions (continued)

Del-to Type Description V Vendor - the address of a vendor number will be used as the

Deliver To Address. The items on the purchase order will be drop shipped to the vendor’s location. Example: The purchase order is for raw materials, which will be shipped directly to another vendor for additional processing.


Figure 2-A-5. The ENTER.PURCH.ORDER Short Form Detail Screen.

Figure 2-A-5(a). The ENTER.PURCH.ORDER Short Form Detail Screen (with availability window)


The ENTER.PURCH.ORDER Short Form Detail Screen

Description The Short Form Detail screen is used to quickly enter items to be ordered

from the vendor. The screen is designed to prompt for only the required information needed on a purchase order line item. The screen is also used to review the purchase order when the Long Form Detail screen was used to enter items. Depending on your setup, you may be presented with the Short Form Detail screen when you click ok from the Header screen.

Illustration Figure 2-A-5 is an illustration of the ENTER.PURCH.ORDER Short Form

Detail screen. The area at the top of the screen labeled "Scope" identifies the current method of detail line entry (Short Form or Long Form). Figure 2-A-5(a) is an illustration of the ENTER.PURCH.ORDER Short Form Detail screen when the option to display the item availability window is set in PUM.CONSTANTS.


The table below describes the key fields from the ENTER.PURCH.ORDER Short Form Detail screen.

Field Description

Header Section PO Number Displays the system or user-assigned PO number. Scope Identifies the current method of detail line entry (Short

Form or Long Form). Default Delivery Date

Displays the default delivery date entered on the Header screen or the Short Form Detail screen. This date will be used as the delivery date for all subsequent detail lines entered in Short Form mode. Note: You may change this date by clicking the Del Date Form Command Button as the bottom of the screen. Reference: For more information, refer to the topic "The Default Delivery Date" in Section B of this chapter.



The ENTER.PURCH.ORDER Short Form Detail Screen, Continued


Field Description

Detail Section Fac The facility code for which this item is being ordered.

The code displays to the left of the item description. Item/Part - GL Acct Nbr

The number of the item to be purchased, or the number of the General Ledger account to which this detail line will be charged, prefaced with "GL". Note: A GL# entry is not allowed on a drop ship order, where the Deliver To Type is "S" (Sales Order). Note: An option is available in PUM.CONSTANTS to display a warning message if the item number entered is already present on another purchase order(s). If this option is set, up to three of those purchase order numbers will be displayed, along with quantities and delivery dates, starting with the PO having the oldest delivery date for the item.

Deliver to / Ref Nbr

Used to identify a deliver to address for the line item, if different than the address entered on the Header screen. Note: If a code is not entered, the system uses the Deliver to Address on the Header screen. Reference: For more information about these fields, refer to the topic "The Deliver to Type and Deliver to Reference Fields" in this section.

On Ord / Bal

The quantity of the item being purchased, in purchasing unit of measure, and the quantity remaining open on the purchase order detail line. Note: When the Deliver To Type is "S" (Sales Order), the system displays the quantity of the item sold on the associated sales order as a default when the line item is entered.



The ENTER.PURCH.ORDER Short Form Detail Screen, Continued


Field Description

List Price The price of the item. The system displays a default list price found in the Vendor Price record, the Item Master record, or the requisition. The operator may enter a new price, or may enter:

Price Description A (Advise) The vendor is to advise the

buyer on pricing.

NC (No charge) There is no charge for the item.

Note: Zero is not a valid entry.

Net Price Displays the result of the pricing calculation per unit. Note: Discounts from the Footer screen are only reflected after the purchase order is filed. When adding new lines to an existing purchase order, you can see how the footer discounts affect the Net Unit Price by using the CALC Form Command Button at the bottom of the screen. Reference: For more information, refer to the topic "The CALC Command" in Chapter 4.


The Short Form Detail Screen Commands

Introduction The Form Command section on the Short Form Detail screen contains many

commands that perform specific actions on the purchase order: The More button indicates there are additional processing commands available.

Commands and descriptions

The table below describes the processing commands available on the Short Form Detail screen.

Command Description

Add Adds a detail line using the screen indicated in the "Scope". Calc Recalculates the Net Unit Price and Extension of each

purchase order detail line. Reference: For more information, refer to the topic "The CALC Command" in Chapter 4.

Close "Close short" a detail line if no more additional quantities are to be received. Also used to "Cancel" a detail line if no quantities are to be received. Reference: For more information, refer to the topic "The Close Command" in Chapter 4.

Del Date Allows you to modify the Default Delivery Date. Detail Switches the "Scope" to Long Form mode.

Review Switches the "Scope" to Short Form mode. Forward Go Forward "n" pages (scroll the screen forward).

Back Go Back "n" pages (scroll the screen back). Search Perform a Search for the entered Item Number or

Description. Search D Perform a Search for the entered Description or portion of. Search I Perform a Search for the entered Item Number. Search R Perform a Search for the entered Deliver To Reference

Number.


Figure 2-A-6. The ENTER.PURCH.ORDER Long Form Detail Screen.

Nbr Description Field used to indicate that the item is a "Special Buy". An item having an

unusual purchase condition can be excluded from Lead Time and/or Cost calculations by flagging this field.

Fields used to enter multiple delivery dates / quantities, and price of the item.

Fields used to enter item discounting information, or to exclude the item from the additional discount entered on the Footer screen.

1

2 3


The ENTER.PURCH.ORDER Long Form Detail Screen

Description The Long Form Detail screen is used to enter detailed information about items to be ordered from the vendor. Typically, the Long Form Detail screen is used when: • The item has multiple delivery dates • The item must be flagged as a "Special Buy" • Special discounting information must be entered for the item, or • The Text screen needs to be accessed for the item. Depending on your setup, you may be presented with the Long Form Detail screen when you END from the Header screen.

Illustration Figure 2-A-6 is an illustration of the ENTER.PURCH.ORDER Long Form

Detail screen.


The table below describes the key fields from the ENTER.PURCH.ORDER Long Form Detail screen.

Field Description

Item/GL Nbr The number of the item to be purchased, or the number of the General Ledger account to which this detail line will be charged. Note: A GL# entry is not allowed on a drop ship order, where the Deliver To Code is "S" (Sales Order). Note: An option is available in PUM.CONSTANTS to display a warning message if the item number entered is already present on another purchase order(s). If this option is set, up to three of those purchase order numbers will be displayed, along with quantities and delivery dates, starting with the PO having the oldest delivery date for the item.

Del To Code / Del To Ref#

Used to identify a deliver to address for the line item, if different than the address entered on the Header screen. Note: If a code is not entered, the system uses the Deliver to Address on the Header screen. Reference: For more information about these fields, refer to the topic "The Deliver to Type and Deliver to Reference Fields" in this section.



The ENTER.PURCH.ORDER Long Form Detail Screen, Continued


Field Description Special Buy Field

Special Buy Code

A code that indicates that a detail line has unusual conditions and will not be used in lead time and/or cost update calculations.

Code Description L Do not use in lead-time calculation. C Do not use in cost calculation. B Do not use in both lead-time and cost

calculations.

Example: The vendor has given you a 50% discount on an item to compensate for damaged merchandise. To prevent this reduced cost from being averaged into your Accounting Value cost when the item is received, the "Special Buy Code" is set to "C".

Delivery Dates / Quantities / Price Fields Delivery Date The date on which you need the item to be received.

Note: Multiple delivery dates may be entered for an item on the Long Form Detail screen.

Qty The quantity ordered for each scheduled delivery (in purchasing unit of measure).

Balance The quantity remaining open for each scheduled delivery on a purchase order detail line (in purchasing unit of measure). As receipts are entered against the item, the scheduled delivery balance is reduced. Note: The quantity displays with two decimal positions. Example: A balance quantity of 10 displays as "10.00".





Field Description Follow Up Date The date the follow-up on a scheduled delivery should

be performed if the shipment has not been received. Note: The system arrives at the date by adding the number of follow up days found in PUM.CONSTANTS to the first scheduled delivery date.

List Price The price of the item before discounts are applied. The system displays a default list price found in the Vendor Price record, the Item Master record, or the requisition. The operator may enter a new price, or may enter:

Price Description A (Advise) The vendor is to advise the

buyer on pricing.

NC (No charge) There is no charge for the item.

Note: Zero is not a valid entry.

Src Indicates how the List Price was derived.

Src The list price… Q was retrieved from the Vendor Price

record (Quote).

I was retrieved from the Item Master record (Inventory).

E was entered by the operator (Entered). A is not yet known (Advise). The vendor

will advise the buyer of the price at a later time.

NC is at (No Charge).





Field Description Item Discounting

Disc % Percentages that form a chain to determine the final price of an item. Discount percentages may be: • system-retrieved from the item or vendor price

record • operator entered • excluded for an item. An X in the "Disc%" field

excludes the item from the additional discount entered on the Footer screen.

Note 1: The "Disc Code" and "Disc Source" fields will reflect information about the type of item discounting performed. Reference: For more information about chained discounts, refer to the topic "Chained Percentages" in Section B of this chapter.





Field Description Disc Code / Disc Source

Fields that identify the source of a discount percent. Valid codes and sources are:

Code/Source The discount… Q (Quote) was retrieved from the Vendor

Price record.

R (Review Group)

was retrieved from the item’s Review Group record.

F (Footer) was operator entered on the Footer screen.

E (Entered) was operator entered on the Long Form Detail screen.

X (Exclude Footer)

entered on the Footer screen will not be applied to this detail line. Note: An X does not exclude the item from the Trade Discount entered on the Footer screen.

Net Unit Price Displays the result of the pricing calculation per unit.

Note: Discounts from the Footer screen are only reflected after the purchase order is filed. When adding new lines to an existing purchase order, you can see how the footer discounts affect the Net Unit Price by using the CALC command from the Short Form Detail screen.


Figure 2-A-7. The ENTER.PURCH.ORDER Text Information Screen.


The ENTER.PURCH.ORDER Text Information Screen

Description The Text Information screen is used to enter additional text and comments

that pertain to a specific line item on the purchase order. Text may be entered by entering a pre-stored Item Text Code, or by typing in free-form comments. The user may also choose to print extended description, item text, and material certification text on the purchase order document. The Text Information screen is accessed from the Long Form Detail screen for a specific item by clicking TEXT Form Command Button.

Illustration Figure 2-A-7 is an illustration of the ENTER.PURCH.ORDER Text

Information screen.

Reference For more information about text fields, refer to the topic "Rules for Modifying

Text from the Header, Footer, or Text Screens" in Section B of this chapter.


The table below describes the key fields from the ENTER.PURCH.ORDER Text Information screen.

Field Description

Extended Desc Displays the extended description entered either in Item Maintenance or on the Long Form Detail screen.

Item Text Code A code that retrieves predefined special instructions for an item. This code may be entered on the purchase order, or may be stored in MNT.ITEM-PURCHASING. Note: Item Text Codes are created using the function MNT.PUR.ITEM.TEXT.

Item Text Remarks or instructions that can be printed on a purchase order detail line. This field displays the descriptive text associated with the "Item Text Code". Note: Item text displays on the ENTER.PO.RECEIPTS Comments screen.



The ENTER.PURCH.ORDER Text Information Screen, Continued


Field Description

Material Certification Text

Specifications needed for material certification that can be printed on the purchase order detail line. Displays the material text certification text entered in the MNT.ITEM-PURCHASING function.

Buyer Comments Free-form comments field reserved for the buyer’s use. Displays the buyer comments entered in Item Purchasing Maintenance. Note: Buyer comments may not be printed on a purchase order document.

Print on PO? A print box is available for the "Extended Desc", "Item Text", and "Material Certification Text" fields. A check (√) indicates the text will print on a purchase order document for the detail line. If the box is blank, the text will not print. Note: Default settings for these boxes are determined in PUM.CONSTANTS.


Figure 2-A-8. The ENTER.PURCH.ORDER Footer Screen.

Nbr Description Display-only fields that indicate the current status of the purchase order.

Fields used to enter additional discounts.

Fields used by the purchase order print functions.

1 2

3


The ENTER.PURCH.ORDER Footer Screen

Description The Footer screen is used to enter additional data that applies to the entire

transaction. The Footer screen displays after clicking OK on the Short Form Detail screen, and is used to • enter a discount, or discounts, to be applied to detail lines • enter a Trade Discount to be applied to the PO total • identify the current status of the transaction and determine whether a PO

document will be printed • identify the date that will print on the PO document, and • enter descriptive text that will print in the footer section of the purchase

order document.

Illustration Figure 2-A-8 is an illustration of the ENTER.PURCH.ORDER Footer screen.


The table below describes the key fields from the ENTER.PURCH.ORDER Footer screen.

Field Description

Date to Print on Next Document

The date that will be printed on the purchase order document.

Purchase Order Status Code

A code that defines the status of the transaction, and controls the printing of a purchase order document. Reference: For a complete listing of Status Codes, refer to the topic "Purchase Order Status Codes" on the following page. For more information about assigning Status Codes and rules for changing them, refer to the topic "How the System Uses the Purchase Order Status Code" in Section B of this chapter.



The ENTER.PURCH.ORDER Footer Screen, Continued


Field Description Additional Discount %

Additional discount percentages that are applied to each detail line. Detail lines with an "X" (ignore Footer discount) entered on the Long Form Detail screen will be excluded from these additional percents. Note: Once receipts are entered for the purchase order, this percentage may not be changed. Reference: For more information about chained discounts, refer to the topic "Chained Percentages" in Section B of this chapter.

Trade Discount% A discount applied to the total net merchandise amount for all the detail lines.

Footer Text Code A code that retrieves predefined special instructions to be printed in the footer section of the purchase order document. Note: Footer Text Codes are created using the function MNT.PO.FOOTER.TEXT.

Footer Text Remarks or instructions that print in the footer section of a purchase order document. This field displays the footer text associated with the Footer Text Code appearing at the previous field. Reference: For more information about text fields, refer to the topic "Rules for Modifying Text from the Header, Footer, or Text Screens" in Section B of this chapter.


Purchase Order Status Codes

Definition The Purchase Order Status Code is a code that defines the status of the

transaction, and controls the printing of a purchase order document. It is entered on the Footer screen in ENTER.PURCH.ORDER.

Codes and descriptions

The table below describes the Purchase Order Status Codes. The last column provides information about possible overrides to the code when its current status is the code shown.

Code Description Possible Operator

Overrides 1 Entered automatically by the system,

identifies a new PO, in the process of being finalized.

2, 4 or F

2 A new PO, ready for its first printing. 4 or F 3 Entered automatically by the system,

identifies a PO that has been printed. 4 or F

4 A PO that has been called-in to the vendor. 6 or 8 5 Entered automatically by the system,

identifies a PO that was either called into the vendor or printed, then changed.

6 or 8

6 A PO that has been printed, changed, and is ready to be printed again.

8

7 Entered automatically by the system, identifies a PO that has been printed, changed, and reprinted.

6 or 8

8 A PO that was called-in to the vendor, changed, and the vendor was called again.

6

Autofax Status Codes F A PO that can be faxed only, not printed. 2 or 4 S Entered automatically by the system,

identifies a PO that has been submitted for faxing.

2, 4 or F

EDI Status Codes E Entered automatically by the system,

identifies an EDI PO that will be transmitted electronically.

2 or F

T Entered automatically by the system, identifies an EDI PO that was transmitted electronically.

6 or 8


Knowledge Check


objectives stated in the beginning of this section.

Question 1 From the list below, identify the task(s) that are not performed by the

ENTER.PURCH.ORDER function. a. enter drop ship purchase orders b. cancel a purchase order detail line c. delete the entire purchase order d. enter and maintain purchase orders for inventoried items (stock and non-

stock) e. print purchase order documents f. control the printing of purchase order documents g. enter and maintain purchase orders for other goods or services

Question 2 Match the ENTER.PURCH.ORDER screen name on the left with its

description on the right, by placing the appropriate letter in the column provided.

a-e Screen Description

Header a. Used to enter additional descriptive information for a specific item.

Short Form Detail b. Used to identify the vendor, dates, and information about the entire purchase order transaction.

Long Form Detail c. Used to quickly enter the items ordered on the purchase order, or as a Review screen when you wish to view all items entered.

Footer d. Used to identify the status of the transaction, or to enter a Trade Discount.

Text e. Used to enter detailed information about an item on the purchase order, including multiple delivery dates and item discounts.





TRUE or FALSE The "Deliver to Type" and "Deliver to Reference" fields on the Header screen determine which carrier will deliver the items to your facility.

TRUE or FALSE All line items on the purchase order will use the Deliver to Address on the Header screen, unless specifically changed on the detail line.

TRUE or FALSE A purchase order cannot contain line items being shipped to a facility, and others being drop shipped to a customer’s site.

Question 4 Match the Deliver to Type code on the left with its description on the right,

by placing the appropriate letter in the column provided.

a-e Del-to Type Description C a. The address of a sales order will be used as the

Deliver to Address. F b. The ship-to address of a facility code will be used

as the Deliver to Address. P c. The operator manually enters a custom address. S d. The address of a pre-stored code (such as a

satellite warehouse, or the address of the receiving dock when different from the facility address) will be used as the Deliver to Address.

V e. The address of a vendor number will be used as the Deliver to Address.

Question 5 What does the field called "Scope", found at the top of the Short Form Detail

screen, identify?




Question 6 On both the Short and Long Form Detail screens, a field called "List Price" is available for operator input. When at this field, the operator may use the default price displayed by the system, may enter a new list price, or may enter "A" or "NC". What do these codes mean, when entered at the "List Price" field?

Code Description

A NC

Question 7 The Command Line on the Short Form Detail screen contains may commands

that perform specific actions. In the table below, identify what these frequently used commands do:

Command Description Del Date

Detail Add

Review

Question 8 The "Discount %" field on the Long Form Detail screen is used for three

reasons. Fill in the third reason below. • Will display system-retrieved discount percentage(s) from the item or

vendor price record. • Allows the operator to enter one or more percentages that will be

deducted from the list price to determine an item’s final price. •




Question 9 The Text screen is accessed by a. clicking the TEXT Form Command Button on the Short Form Detail

screen. b. clicking T from the Command Line on the Short Form Detail screen. c. clicking the TEXT Form Command Button on the Long Form Detail

screen. d. selecting the "Text Code" field on either the Header or the Footer screen.

Question 10 TRUE or FALSE

The "Purchase Order Status Code" found on the Footer screen is important because it identifies whether the purchase order has been received in the PO Receipts function.


The information in this section provides a foundation for other chapters within this user guide. If you were unable to complete this knowledge check, please review the section before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 From the list below, identify the task(s) that are not performed by the

ENTER.PURCH.ORDER function. c. delete the entire purchase order e. print purchase order documents

Answer 2 Match the ENTER.PURCH.ORDER screen name on the left with its

description on the right, by placing the appropriate letter in the column provided.

a-e Screen Description b. Header a. Used to enter additional descriptive

information for a specific item. c. Short Form Detail b. Used to identify the vendor, dates, and

information about the entire purchase order transaction.

e. Long Form Detail c. Used to quickly enter the items ordered on the purchase order, or as a Review screen when you wish to view all items entered.

d. Footer d. Used to identify the status of the transaction, or to enter a Trade Discount.

a. Text e. Used to enter detailed information about an item on the purchase order, including multiple delivery dates and item discounts.





TRUE or FALSE The "Deliver to Type" and "Deliver to Reference" fields on the Header screen determine which carrier will deliver the items to your facility. Explanation: These fields are used to determine the source of the Deliver to Address on the Header screen.

TRUE or FALSE All line items on the purchase order will use the Deliver to Address on the Header screen, unless specifically changed on the detail line.

TRUE or FALSE A purchase order cannot contain line items being shipped to a facility, and others being drop shipped to a customer’s site. Explanation: The "Deliver to Type" and "Deliver to Reference" fields may be changed on individual line items, allowing items to be shipped to multiple destinations.

Answer 4 Match the Deliver to Type code on the left with its description on the right,

by placing the appropriate letter in the column provided.

a-e Del-to Type Description c. C a. The address of a sales order will be used as the

Deliver to Address. b. F b. The ship-to address of a facility code will be used

as the Deliver to Address. d. P c. The operator manually enters a custom address. a. S d. The address of a prestored code (such as a

satellite warehouse, or the address of the receiving dock when different from the facility address) will be used as the Deliver to Address.

e. V e. The address of a vendor number will be used as the Deliver to Address.




Answer 5 What does the field called "Scope", found at the top of the Short Form Detail screen, identify? It identifies the current method of detail line entry (Short or Long Form).

Answer 6 On both the Short and Long Form Detail screens, a field called "List Price" is

available for operator input. When at this field, the operator may use the default price displayed by the system, may enter a new list price, or may enter "A" or "NC". What do these codes mean, when entered at the "List Price" field?

Code Description

A The vendor is to advise the buyer on pricing. NC There is no charge for the item.

Answer 7 The Command Line on the Short Form Detail screen contains may commands

that perform specific actions. In the table below, identify what these frequently used commands do:

Command Description Del Date Allows you to modify the Default Delivery Date.

Detail Switches the "Scope" to Long Form mode. Add Adds a detail line using the screen indicated in the

"Scope". Review Switches the "Scope" to Short Form mode.




Answer 8 The "Discount %" field on the Long Form Detail screen is used for three reasons. Fill in the third reason below. • Will display system-retrieved discount percentage(s) from the item or

vendor price record. • Allows the operator to enter one or more percentages which will be

deducted from the list price to determine an item’s final price. • Excludes the item from any additional discount percentage(s) entered

on the Footer screen when an "X" is entered in the field.

Answer 9 The Text screen is accessed by

c. clicking the TEXT Form Command Button on the Long Form Detail screen.

Answer 10 TRUE or FALSE

The "Purchase Order Status Code" found on the Footer screen is important because it identifies whether the purchase order has been received in the PO Receipts function. Explanation: The Status Code is important because it defines the current status of the transaction, and controls the printing of the purchase order document.

D2K GS Purchase Order Entry Concepts 2-B-1

Section B

D2K GS Purchase Order Entry Concepts

Overview Overview When using the D2K GS purchase order entry function, you will need to

understand certain concepts and ideas that are critical to the function’s use.

Purpose The purpose of this section is to provide background information on concepts

used by the purchase order entry function.

Objectives Upon completion of this section, you will be able to

• Describe the types of discounting available on purchase orders • Describe how multiple discount percents are used to form a chained

percent • Describe the use of the follow-up date on a purchase order detail line • Identify rules for assigning a Default Delivery Date to the purchase order • Describe how text is added, changed, or deleted from the Header, Text,

and Footer screens • Identify guidelines for using the Short and Long Form Detail screens • Describe the feature which enables Function Keys 13 and 14 to create a

non-stock item for entry on a purchase order, and • Describe how the system uses the Status Code entered on the Footer

screen.

2-B-2 D2K GS Purchase Order Entry Concepts

Purchase Order Discounts

Introduction The ENTER.PURCH.ORDER function allows three types of discounts to be

applied to the purchase order: • Individual item discount • Additional item discounts, and • Trade discount. Item discounts may be entered by the operator, or may be system retrieved from the item or a pricing record. The trade discount, if used, is always entered by the operator.

Types of discounts

The table below describes the three types of discounts available, and where they are entered.

Type Description Entered on the…

Individual item discount

One or multiple (chained) percentages that are applied only to the detail line for which it is entered.

Long Form Detail screen

Additional item discount

One or multiple (chained) percentages that are applied to all eligible detail lines on the purchase order. Note: A detail line is not eligible for the additional item discount when an X is entered in the "Disc %" field on the Long Form Detail screen.

Footer screen

Trade discount One percentage that is applied against the total net amount of all detail lines on the purchase order.

Footer screen


Chained Percentages

Introduction The ENTER.PURCH.ORDER function allows you to enter multiple discount

percentages to be applied against one or more items. Percentages are entered on the Long Form Detail screen (for an individual item), or on the Footer screen (as an additional percent for all eligible items). When multiple percentages are entered, the system calculates a chained percentage.

Calculation A chained percentage is determined by calculating a combined percent in the

following manner: 100.00 x 1st percentage = 1st discount (100.00 - 1st discount) x 2nd percentage = 2nd discount (100.00 - 1st discount - 2nd discount) x 3rd percentage = + 3rd discount etc. chained percentage

Example The following discount percentages are entered on the Long Form Detail

screen for an item: Disc % .01) 5.00 .02) 10.00 .03) 5.00 The system calculates a chained percentage of 18.775% as follows: 100.00 x 5.00 = 5.00 95.00 x 10.00 = 9.50 85.50 x 5.00 = 4.275 18.775 %


The Follow-Up Date

Introduction The ENTER.PURCH.ORDER function has a feature that assists the buyer in

monitoring scheduled deliveries. Since it is essential to maintain a continuous supply of items to meet your customer demands, the on-time delivery of items is vital to your business. This feature, called a follow-up date, helps you maintain control of your purchases.

Definition The follow-up date is the date a buyer should call the vendor to inquire

whether a scheduled delivery will take place as agreed. A follow-up need only occur when the shipment has not yet been received.

How it works A setting in PUM.CONSTANTS defines how the follow-up date is calculated

by the system. The setting identifies the number of days to add or subtract from the delivery date to determine a follow-up date. When a purchase order is created, the system calculates the follow-up date for each detail line, based on the delivery date. The operator may change an item’s follow-up date, if desired, using the Long Form Detail screen. On a regular basis, the buyer runs a report called FOLLOW.UP.LIST. This report selects purchase order detail lines that have not yet been received, based on their follow-up date. The buyer can then call the vendor to monitor the progress of the shipment.

Reference For more information about the follow-up date, refer to the topic "The

ENTER.PURCH.ORDER Long Form Detail Screen" in Section A of this chapter. For more information about the FOLLOW.UP.LIST report, refer to the topic "The Purchase Order Follow-Up Report (FOLLOW.UP.LIST)" in Chapter 6.


The Default Delivery Date

Introduction Depending on your system setup, a Default Delivery Date is entered either on

the Header screen, or when the Short Form Detail screen is first accessed.

Definition The delivery date is the date on which you want to receive the item.

A Default Delivery Date is used as the delivery date for all line items entered on the Short Form Detail screen, since Short Form does not show a delivery date. Note: You are always prompted to enter the delivery date when using the Long Form Detail screen.

Rules • Once a Default Delivery Date is entered, all line items entered on the Short

Form screen will use that date as their delivery date. • When using the Short Form screen as your item entry method, the Default

Delivery Date may be changed by clicking the Del Date Form Command Button.

• Once the Default Delivery Date is changed, all subsequent line items entered

on the Short Form screen will use the new date as their delivery date. The system does not change the delivery date on items previously entered.

• You cannot assume that every line item entered used the Default Delivery

Date displayed on the Short Form screen. To view the actual delivery date assigned to a line item, use the Long Form Detail screen.

Example A purchase order is created, and a Default Delivery Date of 03-25 is entered on

the Header screen. The Short Form Detail screen is presented, and the Default Delivery Date displayed at the top of the screen shows "03-25". Three line items are entered in Short Form mode. As a result, all three line items use the delivery date "03-25". The user clicks the Form Command button Del Date and enters a new Default Delivery Date of "04-10". The user then adds two more line items in Short Form mode. As a result, the two additional items use the delivery date "04-10".


Figure 2-B-1. When a Text Code is present, cannot modify the text.

Figure 2-B-2. When free-form text is entered, cannot add a Text Code.


Rules for Modifying Text on the Header, Footer, or Text Screens

Introduction Text may be added to the Header, Footer, or Text screens by either entering a

prestored code in a "Code" field, or by typing free-form comments in a "Text" field. In addition, the vendor and item may store a specific text code that will be automatically used on the Header and Text screen for every purchase order entered.

Rules • When a text code is present on the Header, Footer, or Text screen, the

user may not modify the actual text unless the code is first deleted. • Example: In Figure 2-B-1, the text code of "1" is present in the "Code"

field. The user may not access the "Text" field to modify the text associated with the code, or to add additional free-form text to the text already displayed. The user must first delete the "1" in the "Code" field (highlight the "Code" field and press Backspace or Delete and Enter), then access the "Text" field and type the new text.

• When free-form text has been entered by the user on the Header, Footer,

or Text screen, the user may not add a text code. • Example: In Figure 2-B-2, free-form text was entered at the "Text" field.

The user may not access the "Code" field to add a text code. The user must first delete the text (highlight the "Text" field and press Backspace or Delete and Enter), then access the "Code" field and type the text code.


Guidelines for Using the Short and Long Form Detail Screens

Introduction Your system is set up to display either the Short or Long Form Detail screen

as the default method for entering items on a purchase order. It is important to understand when you should switch your item entry mode, and how to do this.

Guidelines Follow these guidelines when entering items on a purchase order:

• Use the Long Form Detail screen when you need to enter multiple

delivery dates, item discounts, item-specific text or extended descriptions, or if you need to flag the item as a special buy.

• Use the Short Form Detail screen when you want to quickly enter the

items, and when it is not necessary to enter additional detail information.

Learning advice

When you switch item entry modes, the system retains the last "Scope" setting, and will display the corresponding Detail screen when creating or maintaining the next purchase order.

Once the function is exited, the system resets to the default entry screen mode, found in PUM.CONSTANTS.


Figure 2-B-3. An Example of Hoe Purchase Order Status Codes are Used.

User enters a newpurchase order.

System setsStatus Code

to "1"(new PO).

User changesStatus Code

to "2"(ready for 1st print).

User printspurchase order.


to "3"(printed).

User adds anitem to the

purchase order .


to "5"(printed, then changed).

User changesStatus Code

to "6"(printed, changed,ready for reprint).

User printspurchase order.


to "7"(printed, changed,

then reprinted).


How the System Uses the Purchase Order Status Code

Introduction The Purchase Order Status Code is a code that defines the status of the

transaction and controls the printing of a purchase order. Status codes are automatically assigned by the system when a purchase order is entered, printed, or changed. They may also be modified by the user while on the Footer screen in ENTER.PURCH.ORDER.

Illustration Figure 2-B-4 is an illustration that shows an example of how Purchase Order

Status Codes are used. The user enters a new purchase order in the ENTER.PURCH.ORDER function. On the Footer screen, the system sets the Purchase Order Status Code to "1" (a new PO, in the process of being finalized). In order to print the PO, the user must change the Status Code to "2" (a new PO, ready for its first printing). The user prints the purchase order, and the system changes the Status Code to "3" (a PO that has been printed). Using the ENTER.PURCH.ORDER function, the user adds a new item to the purchase order. On the Footer screen, the system sets the Status Code to "5" (a PO that was either called into the vendor or printed, then changed). If a new copy of the document is needed, the user must change the Status Code to "6" (a PO that has been printed, changed, and is ready to be printed again). The user reprints the purchase order, and the system changes the code to "7" (a PO that has been printed, changed, and reprinted).

Learning advice

This user’s guide does not contain information about how to process purchase orders using Autofax or EDI (Electronic Data Interchange). For more information on these features, please speak with your D2K Customer Care Consultant.


Knowledge Check



Question 1 There are three types of discounts that can be entered on a purchase order. In

the table below, identify the type of discount, and which screen is used to enter the discount in ENTER.PURCH.ORDER.

Type of Discount Entered on the…

Question 2 The follow-up date entered on a purchase order is:

a. the date on which a vendor will follow-up with you regarding items

whose • price is "Advise". b. the date on which the buyer should call the vendor to confirm that the • purchase order was received. c. the date on which you want to receive the items. d. the date on which the buyer should call the vendor to inquire whether a • scheduled delivery will take place as agreed.





TRUE or FALSE When using the Long Form Detail screen as your item entry method, the Default Delivery Date may be changed by clicking the DELDATE Form Command button.

TRUE or FALSE Once the Default Delivery Date is changed, all subsequent line items entered on the Short Form screen will use the new date as their delivery date. The system does not change the delivery date on items previously entered.

Question 4 For each of the situations listed below, indicate which screen to use (Short or

Long Form Detail) as the method of item entry in ENTER.PURCH.ORDER:

IF you need to… THEN use… enter item text flag the item as a special buy enter the item, with one delivery date enter the item, with multiple delivery dates

enter an item discount




Question 5 Using the illustration below, answer the following question: A Text Code is present on the Footer screen. If you want to modify the text displayed in field 13 to read "PLEASE DELIVER TO SIDE RECEIVING DOOR", what would you have to do?




Question 6 TRUE or FALSE Purchase Order Status Codes can only be assigned and changed by the operator when the purchase order is entered or changed.


The information in this section provides a foundation for other chapters within this user guide. If you were unable to complete this knowledge check, please review the section before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 There are three types of discounts that can be entered on a purchase order. In

the table below, identify the type of discount, and which screen is used to enter the discount in ENTER.PURCH.ORDER.

Type of Discount Entered on the…

Individual item discount Long Form Detail screen Additional item discount Footer screen Trade discount Footer screen

Answer 2 The follow-up date entered on a purchase order is:

d. the date on which the buyer should call the vendor to inquire whether a • scheduled delivery will take place as agreed.


TRUE or FALSE When using the Long Form Detail screen as your item

entry method, the Default Delivery Date may be changed by clicking the Del Date Form Command button. Explanation: The Long Form Detail screen always prompts the user for the delivery date, so it may be changed for each line item. The Default Delivery Date may be changed by clicking the Del Date Form Command button when using the Short Form Detail screen as your item entry method.

TRUE or FALSE Once the Default Delivery Date is changed, all subsequent line items entered on the Short Form screen will use the new date as their delivery date. The system does not change the delivery date on items previously entered.




Answer 4 For each of the situations listed below, indicate which screen to use (Short or Long Form Detail) as the method of item entry in ENTER.PURCH.ORDER:

IF you need to… THEN use…

enter item text the Long Form Detail screen flag the item as a special buy the Long Form Detail screen enter the item, with one delivery date the Short Form Detail screen enter the item, with multiple delivery dates

the Long Form Detail screen

enter an item discount the Long Form Detail screen




Answer 5 Using the illustration below, answer the following question:

A Text Code is present on the Footer screen. If you want to modify the text displayed in field 13 to read "PLEASE DELIVER TO SIDE RECEIVING DOOR", what would you have to do? • First, delete the Footer Text Code - highlight field 12, press delete or

backspace and press [Enter]. This deletes the existing text displayed in field 13.

• Next, highlight field 13 and type the new text, PLEASE DELIVER

TO SIDE RECEIVING DOOR and press [Enter].




Answer 6 TRUE or FALSE Purchase Order Status Codes can only be assigned and

changed by the operator when the purchase order is entered or changed. Explanation: Certain status codes are automatically assigned by the system, while others may be overridden by the operator in ENTER.PURCH.ORDER.

Entering a New Purchase Order 2-C-1

Section C

Entering a New Purchase Order

Overview Introduction Now that you are familiar with the screens used by ENTER.PURCH.ORDER,

and understand the key concepts used by the function, you are ready to create a new purchase order.

Purpose The purpose of this section is to provide procedures and guidelines for

creating a new purchase order.


• describe the process of entering a new purchase order • describe how to enter a purchase order for a facility other than your

"home" facility • identify guidelines for entering a new purchase order, and • create a new purchase order.

2-C-2 Entering a New Purchase Order

Figure 2-C-1. The Purchase Order Entry Process.

User accessesENTER.PURCH.ORDER.

User completesHeader screen.

DefaultEntry method?

User enters itemson Short FormDetail screen

User enters itemson Long FormDetail screen.

User may accessText screen from

Long Form screen.

User mayalternate itementry between

SF and LF

User accessesFooter screen from

Short Formscreen.

User modifies POStatus Code,if necessary.

User files thepurchase order.

Depending onStatus Code, user

may print PO.

Short FormLong Form


The Purchase Order Entry Process

Description The purchase order entry process starts when you access the

ENTER.PURCH.ORDER function. After completing the Header screen, items to be ordered are entered on either the Short and/or Long Form Detail screens. Once this is done, the Footer screen is displayed and the operator modifies the Purchase Order Status Code to reflect the current status of the transaction. The purchase order is filed, and depending on the Status Code, may then be printed.

Illustration Figure 2-C-1 is an illustration showing the purchase order entry process.

Process The table below describes the purchase order entry process.

Stage Description 1 The user accesses the ENTER.PURCH.ORDER function. 2 The user completes the Header screen, identifying the vendor and

other key information about the purchase order. 3 The user exits the Header screen, and is presented with either the

Short Form or Long Form Detail screen (depending on an option chosen in PUM.CONSTANTS).

4 The user enters items in either Short or Long Form mode. If necessary, user may alternate between screens.

5 The user may access the Text Information screen from the Long Form Detail screen, if necessary.

6 If using Long Form mode, the user reviews all items entered on the Short Form Detail screen.

7 The user exits the Short Form Detail screen and is presented with the Footer screen.

8 The user indicates the current status of the transaction by modifying the Purchase Order Status Code.

9 The user files the purchase order. 10 The user may print purchase orders whose Status Codes were

modified to Status Code 2 - "Ready to Print".


Creating a Purchase Order for a Facility Other Than Your Home Facility

Introduction The ENTER.PURCH.ORDER function allows you to create a purchase order

for a facility other than your "home" facility. It also allows a purchase order to be created where line items will be shipped to all different facilities. However, care should be taken when entering such transactions.

Definition: Home facility

A default facility code is specified by the User ID or port number for every user who accesses your D2K GS system. This is known as your home facility. The home facility is automatically appended to item numbers entered into D2K GS functions. Example: This diagram shows the fields on the Long Form Detail screen, where item number ‘10540’ is entered by an operator whose home facility code is "01". PO Number 25888 Line Number 1 03 Item/GL Nbr 10540¦01 ← System appends home facility code ↑ ↑ Operator enters item# 10540 System appends a separator symbol

Important Even when you have indicated a different facility code in the "Deliver to

Reference" field on the Header screen, your home facility will be appended to the item number entered on the Short or Long Form Detail screens, unless overridden on each detail line.



Creating a Purchase Order for a Facility Other Than Your Home Facility, Continued

A note about the Deliver to Address

When creating a purchase order for items being delivered to multiple facilities, the purchase order document will print the Deliver to Address specified on the Header screen at the top of the form. In addition, the document will print a Deliver to Address under the item description, when the operator has specified a different Deliver to Type and Reference Code on the detail line. Reference: For more information about the purchase order document, including an example of a Deliver to Address printing under the item description, refer to the topic "The Purchase Order Document" in Chapter 3.

How to override the facility code

Use this format to override the facility code when entering an item to be delivered to a facility other than your home facility: • Type the item number, the separator symbol, and the facility code for

which the item is being ordered, and press [Enter]. Example: 10540¦03 will order item 10540 for facility 03. Note: The separator symbol (¦) known as the "or bar", is located on a key with the backslash (\) at the top right of your keyboard. • If you want to print the facility Deliver-To Address under the item

description on the purchase order form, remember to type the Deliver-to Code of F, along with the facility number at the Deliver-to Reference field.


Guidelines for Entering a New Purchase Order

Introduction When preparing to enter a new purchase order, there are certain things that

you should consider.

Guidelines Follow these guidelines when entering a new purchase order:

• The Deliver to Type and Code entered on the Header screen should reflect

the delivery address of the majority of items on the purchase order. • Example: If twelve of the detail lines will be delivered to your facility,

and two of them will be drop shipped to a customer’s location, the Deliver to Type and Code on the Header screen should indicate your facility’s address. The Deliver to Type and Code for the drop ship items can then be entered on those detail lines.

• If you enter a Deliver to Type of "S" on the Header screen, all items on

the purchase order must be drop shipped to the sales order entered in the Deliver to Reference field.

• When you need to enter different Deliver to Codes and Reference

numbers for individual line items, it is easier to use the Short Form Detail screen. Although the Long Form Detail screen permits you to access these fields, the Short Form Detail screen prompts you for this information.

• Remember to change the Purchase Order Status Code on the Footer

screen if you intend to print the purchase order. The purchase order will not be selected for printing unless the Status Code is a "2" or a "6".


How to Enter a New Purchase Order (ENTER.PURCH.ORDER)

Introduction The ENTER.PURCH.ORDER function is used to create new purchase orders.

Data must be entered on the Header screen, a Detail screen, and the Footer screen. Other screens may be accessed if your transaction requires you to do so.

Accessing the function

Use the boxes below to write your menu path to the ENTER.PURCH.ORDER function.

Important note Certain fields on the Header and Long Form Detail screens are controlled by

parameters set in PUM.CONSTANTS. You may or may not be prompted for certain data, as noted in the procedures below, based on your system setup.

Learning advice

Creating a new purchase order is accomplished by entering data on multiple screens. On the following pages, you will find procedures that cover each screen: • Procedure 1: The Header Screen • Procedure 2: The Short Form Detail Screen • Procedure 3: The Long Form Detail Screen • Procedure 4: The Footer Screen Always start by completing Procedure 1: The Header Screen. Depending on your system setup and the transaction you are entering, Procedure 1 will direct you to complete other procedures to finalize the transaction.



How to Enter a New Purchase Order (ENTER.PURCH.ORDER), Continued

Procedure 1: The Header Screen

Complete the steps in the table below to enter data on the Header screen for a new purchase order.

Step Action

1 Access the function ENTER.PURCH.ORDER. Result: The Header screen appears, and the PO Number field is highlighted.

2 Do you want the system to assign the next sequential number to this purchase order? If yes, press [Tab]. If no, type the purchase order number to assign, and press [Tab]. Result: The Vendor Nbr field is highlighted.

3 Type the vendor number to whom this purchase order will be sent, and press [Tab]. Result: Depending on your system setup and the data stored in the vendor record, default data may be displayed in other fields, and the next sequential field displays.

4 Press [Enter] to bypass all remaining optional fields on the Header screen. Result: The system will bypass optional fields, and the next required field is highlighted.

5 Enter data as required (such as "Buyer Code", "Payment Terms Code", and "Confirming Date"), until the Deliver to Type field is highlighted.




Procedure 1: The Header Screen (continued)

Step Action 6 Identify the source of the "Deliver to Address" by making the

following decision:

TO… TYPE… enter a custom

address C and press [Enter]. Go to Step 8. Result: Depending on your setup, either the Def Deliver Date or Deliver To Address Name field is highlighted.

use a facility address F and press [Enter]. use a deliver-to

location address P and press [Enter].

use the ship-to address from a customer sales order

S and press [Enter].

use another vendor’s address

V and press [Enter].

Reference: For more information about the source of the Deliver to Address, refer to the topic "The Deliver to Type and Deliver to Reference Fields" in Section A of this chapter. Result: The Deliver to Ref. field is highlighted.





Step Action 7 Type the reference number which corresponds to the "Deliver to

Type" and press [Enter]. Example: If the "Deliver to Type" is "F", type the facility number to which the items will be shipped. If the "Deliver to Type" is "S", type the sales order number for which the items are being ordered. Note: If a default deliver-to code is stored in the vendor record or PUM.CONSTANTS, the address is retrieved and this field is skipped. Go to Step 8. Result: The Deliver To Address data displays.

8 Is the Def Deliver Date field highlighted? If yes, type a delivery date to be used as a default on all line items and press [Enter]. If no, go to Step 9.

9 Is the Deliver to Addressee Name field highlighted? If yes, type the name to whom the PO will be delivered, then press [Enter]. If no, go to Step 11.

10 Continue to type the data for the Deliver To Address, pressing [Enter] after each field. Result: The cursor moves to the Form Command buttons.





Step Action 11 If necessary, use standard System Conventions to change any data

on the Header screen then click OK. Result: Depending on your system setup, either the Short Form or Long Form Detail screen displays.

12 Make the following decision:

IF the screen displayed is… THEN go to… the Short Form Detail screen Procedure 2: The Short Form

Detail Screen.

the Long Form Detail screen Procedure 3: The Long Form Detail Screen.




Procedure 2: The Short Form Detail Screen

Complete the steps in the table below to enter items on the Short Form Detail screen for a new purchase order.

Step Action

1 Does the Default Delivery Date field highlighted? If yes, type a delivery date to be used as a default for all line items and press [Enter]. If no, go to Step 2. Result: The Item/Part - GL Acct Nbr is highlighted.


IF you want to… THEN type… purchase an item the item number and press

[Enter].

enter a purchase request, charged to a general ledger account

GL followed by the general ledger account number, and press [Enter]. Example: GL01-01-5290

access the Form Command buttons

END and press [Enter]. Go to Step 10.

Note: For information about ordering an item for a facility other than your home facility, refer to the topic "Creating a Purchase Order for a Facility Other Than Your Home Facility" in this section. Result: The Description field is highlighted.




Procedure 2: The Short Form Detail Screen (continued)

Step Action 3 Press [Tab] to use the default description displayed, or type a new

description and press [Tab]. Note: When entering a purchase request charged to a GL account number, you may reference the item number or purchase description in this field. Result: The Deliver To/Ref Nbr field is highlighted.


TO use… THEN… the address identified on the

Header screen press [Tab].

a different address than the one specified on the Header screen

• type the appropriate "Deliver to Type" and press [Tab].

• type the corresponding reference number, then press [Tab].

Reference: For more information about the source of the Deliver to Address, refer to the topic "The Deliver to Type and Deliver to Reference Fields" in Section A of this chapter. Result: The PurUM field is highlighted.

5 Press [Enter] to use the default purchasing unit of measure, or type a new unit of measure and press [Enter]. Result: The On Ord field is highlighted.





Step Action 6 Type the quantity to order and press [Tab].

Result: The List Price field is highlighted.


TO… THEN… use the default price displayed press [Tab]. override the default price

displayed type a new price and press [Tab].

wait for the vendor to advise you of the price

type A and press [Tab].

enter the item as "no charge" type NC and press [Tab].

Result: The AP UM field is highlighted. 8 Press [Tab] to use the default AP unit of measure, or type a new

unit of measure and press [Tab]. Result: The line item is extended, and the Item/Part – GL Acct Nbr field is highlighted.

9 Do you want to enter another line item in Short Form mode? If yes, return to Step 2 of this procedure. If no, click OK. Result: The cursor moves to the Form Command buttons.





Step Action Command Line Options:

10 Use the following Command Line options as needed:

IF you want to… THEN click… change the "Scope"

Note: The Scope determines which detail screen is used to add or change line item data.

Detail (for Long Form), or Review (for Short Form). Result: The "Scope" at the top of the screen changes.

add an item click Add. • If in Short Form mode, return to

Step 2 of this procedure. • If in Long Form mode, go to

Procedure 3: The Long Form Detail Screen.

Result: The Enter Item/Part – GL Acct Nbr field is highlighted.





Step Action 10,

cont. IF you want to… THEN click… change data on an

existing line item line number to change Result: • If in Short Form mode, you are

prompted for each field. • If in Long Form mode, the Long

Form Detail screen displays. Use standard System Conventions to change any field, then click OK to return to the Short Form screen.

change the default Delivery Date

• Del Date • type the new date and press

[Enter].

delete a line that was entered in error

• Close • click the item number to delete.

11 Repeat Step 10 until all items are entered and correct. To proceed

to the Footer screen, click OK. Result: The Footer screen displays. Go to Procedure 4: The Footer Screen.




Procedure 3: The Long Form Detail Screen

Complete the steps in the table below to enter items on the Long Form Detail screen. This procedure starts when the Item/GL Nbr field is highlighted.

Step Action


IF you want to… THEN type… purchase an item the item number and press

[Tab]. Go to Step 5. Result: The Del to Code field is highlighted with the default del to code.

enter a purchase request, charged to a general ledger account

GL followed by the general ledger account number, and press [Enter]. Example: GL01-01-5290 Result: The Description field is highlighted.

go to the Short Form Detail screen

click OK. Go to Step 10 of Procedure 2: The Short Form Detail Screen. Result: The Short Form screen displays.

Note: For information about ordering an item for a facility other than your home facility, refer to the topic "Creating a Purchase Order for a Facility Other Than Your Home Facility" in this section.




Procedure 3: The Long Form Detail Screen (continued)

Step Action 2 Press [Tab] to use the GL account description displayed, or type a

new description and press [Tab]. Note: When entering a purchase request charged to a GL account number, you may reference the item number or purchase description in this field. Result: The Ext. Desc field is highlighted.

3 Do you want to add extended description for this item? If yes, type the extended description (up to five lines), pressing [Tab] after each line. Press [Tab] when done. If no, press [Tab]. Result: The field U/M Base field is highlighted.

4 Type the unit of measure in which the item is stocked and press [Tab]. Result: The Delivery Date field is highlighted.

Enter Delivery Dates & Quantities: 5 Press [Tab] to use the delivery date displayed, or type a new date

and press [Tab]. Note: A default delivery date may be entered on the either the Header or Short Form Detail screen. Result: The Qty field is highlighted.





Step Action 6 Type the quantity due for the delivery date shown and press [Tab].

Result: The field "Enter the Expected Delivery Date" displays.

7 Will this line item have multiple scheduled delivery dates and quantities? If yes, return to Step 5 to add additional dates and quantities. If no, press [Tab]. Result: The Disc % field is highlighted.

Enter Item Discounts: 8 Make the following decision:

IF you want to… THEN… enter a discount percent type the percent(s) to apply,

pressing [Tab] after each. Press [Tab] when done. Reference: For more information about chained discounts, refer to the topic "Chained Percentages" in Section B of this chapter.

exclude the item from the "Additional Discount" (on the Footer screen)

type X and press [Tab].

bypass this field press [Tab].

Note: Discount data set up in a vendor or item pricing record is automatically displayed. Result: The cursor moves to the Form Command buttons.





Step Action 9 Do you want to add, change or delete text for this line item?

If yes, click TEXT. If no, go to Step 12.

10 Using standard System Conventions, add, change or delete text and text codes by selecting the appropriate fields. Reference: For more information about adding or changing text, refer to the topic "Rules for Modifying Text on the Header, Footer, or Text Screens" in Section B of this chapter.

11 Do you wish to change the "Print Flag" for either the extended description, item text, or material certification text? If yes, click the box next to the field to display a check (√) to print or to remove the check (√) to not print the corresponding text. If no, click OK. Result: The Long Form Detail screen appears, and the cursor moves to the Form Command buttons.





Step Action 12 Is this a special purchase that should be excluded from lead time

and/or cost calculations?

IF… THEN… yes click the Special Buy Code field and select the

appropriate code. Note: Valid codes are: L - exclude from lead time C - exclude from cost calculation B - exclude from both lead time and cost calculations

no go to Step 13.

13 Do you want to change the item’s List Price?

IF… THEN… yes click the List Price field, type the new price, and

press [Enter]. Note: Valid prices include: A - vendor will advise you of the correct price NC - item is at no charge

no go to Step 14.





Step Action 14 Use the following Command Line options as needed:

IF you want to… THEN… add another item in Long

Form mode • click Ok. • return to Step 1 of this

procedure. Result: The Item/GL Nbr field is highlighted.

view the PO on the Short Form screen

• click REVIEW. • go to Step 10 of Procedure 2:

The Short Form Detail Screen. Result: The Short Form Detail screen appears, and cursor moves the Form Command buttons.

file to purchase order • click REVIEW. Result: The Short Form Detail screen appears. • click OK. Result: The Footer screen displays. Go to Procedure 4: The Footer Screen.




Procedure 4: The Footer Screen

Complete the steps in the table below to complete the Footer screen and finalize the purchase order. This procedure starts at the Form Command buttons when on the Footer screen.

Step Action

1 Modify the Purchase Order Status Code as follows:

IF… THEN… you do not plan to print this

purchase order no action required.

you want to print this purchase order

click Purchase Order Status Code field, type 2 and press [Enter].

the purchase order was called into the vendor

click the Purchase Order Status Code field, type 4 and press [Enter].

Reference: For more information about Purchase Order Status Codes, refer to the topic "Purchase Order Status Codes" in Section A of this chapter. Result: The cursor moves to the Form Command buttons.

2 If the purchase order is to be printed, is the date displayed in the "Date to Print on the Next Document" correct? If yes, go to Step 3. If no, click the field for "Date to Print on Next Document", type the correct date and press [Enter].




Procedure 4: The Footer Screen (continued)

Step Action 3 Do you wish to add footer text to this purchase order?

If yes, use standard System Conventions to add a text code or free-form text to the appropriate field. If no, go to Step 4. Reference: For more information about adding or changing text, refer to the topic "Rules for Modifying Text on the Header, Footer, or Text Screens" in Section B of this chapter.

4 Do you wish to add an Additional Discount (to be applied to each detail line), or a Trade Discount (to be applied to the total net merchandise amount)? If yes, use standard System Conventions to add the discount percentage(s) to the appropriate field(s). If no, go to Step 5.

5 Click OK. Result: The purchase order is filed, and the Header screen appears.

6 Do you wish to enter another purchase order? If yes, return to Step 2 of Procedure 1: The Header Screen. If no, click Cancel. Result: The function is exited and you are returned to the menu.


Knowledge Check



Question 1 TRUE or FALSE In ENTER.PURCH.ORDER, the user is always

presented with the Short Form Detail screen after completing the Header screen.

Question 2 TRUE or FALSE Even when you have indicated a different facility code

in the "Deliver to Reference" field on the Header screen, your home facility will be appended to the item number entered on the Short or Long Form Detail screens, unless overridden.

Question 3 You wish to create a purchase order detail line charged to the General Ledger

account number 01-01-5825. At the Item Number field, type: a. 01-01-5825 b. GL01-01-5825 c. 01-01-5825GL d. GL-01-01-5825




Question 4

Look at the screen below.

You wish to add a new purchase order line item using the Long Form Detail screen. Write the actions you would take to access the Long Form Detail screen:




Question 5 Look at the screen below.

Write the actions you would take to exclude this item from the Additional Discount percent you will add to the Footer screen: Write the command button you use that would access the Short Form Detail screen to recap all items entered on the purchase order:




Question 6 Look at the screen below.

Write the actions you would take to include this transaction for printing when the purchase order print function is run.


If you were unable to complete this knowledge check, we recommend that you review the section before continuing. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 TRUE or FALSE In ENTER.PURCH.ORDER, the user is always

presented with the Short Form Detail screen after completing the Header screen. Explanation: Either the Short or Long Form Detail screen is presented, depending on an option chosen in PUM.CONSTANTS.

Answer 2 TRUE or FALSE Even when you have indicated a different facility code

in the "Deliver to Ref" field on the Header screen, your home facility will be appended to the item number entered on the Short or Long Form Detail screens, unless overridden.

Answer 3 You wish to create a purchase order detail line charged to the General Ledger

account number 01-01-5825. At the Item Number field, type: b. GL01-01-5825




Answer 4 Look at the screen below.

You wish to add a new purchase order line item using the Long Form Detail screen. Write the actions you would take to access the Long Form Detail screen: • Click the Detail Form Command button. • Result: The "Scope" at the top of the screen changes to Long Form. • Click the Add Form Command button. • Result: The Long Form Detail screen appears, and the Item/GL Nbr field

is highlighted.





Write the actions you would take to exclude this item from the Additional Discount percent you will add to the Footer screen: • Click the Disc % field. • Result: The Discount % field is highlighted. • • Type X and press [Enter]. • Result: The item will be excluded from the Additional Discount percent

added to the Footer screen. Write the command to use that would access the Short Form Detail screen to recap all items entered on the purchase order: • Click Review. • Result: The Short Form Detail screen appears, recapping all items

entered on the purchase order.





Write the actions you would take to include this transaction for printing when the purchase order print function is run. • Click the Purchase Order Status Code field. • Result: The Purchase Order Status Code field is highlighted. • Type 2 and press [Enter]. • Result: The Status Code is changed to "Ready to Print".

Printing Purchase Orders 3-1

Chapter 3

Printing Purchase Orders

Overview

Introduction During the purchasing cycle, you may want to print a source document to

send to the vendor. You may also need a source document for internal purposes.

Purpose The purpose of this chapter is to review the procedures used to print purchase

order documents. It will also review the audit report, called the Purchase Order Register, which lists all purchase order detail lines entered and printed for the first time.


• describe the process of printing a purchase order document • list the functions used for printing and reprinting purchase orders, and

their usage • print purchase order documents • reprint purchase order documents, and • print a Purchase Order Register.

3-2 Printing Purchase Orders

Figure 3-1. The Purchase Order Print Process.

User enters POs inENTER.PURCH.ORDER.

User sets thePO Status Code

on the Footer screento "2" or "6".


User selects POsto print using

PRINT.PURCH.ORDERSor LASER.PO.

System prints POs,then updates thePO Status Codeto "3" or "7".

If the form wasdamaged, user reprints

document(s) usingREPRINT.PO or

LASER.REPRINT.PO.

User prints thePO Register.


The Purchase Order Print Process

Introduction Once purchase orders are created, you will want to print source documents to

send to your vendor, or for internal use. The Purchase Order Status Code, entered on the Footer screen of ENTER.PURCH.ORDER, determines whether a document may be printed using the PRINT.PURCH.ORDERS function. The system updates the Status Code for purchase orders selected for print. The user can then print a Purchase Order Register to audit all new purchase transactions printed or called in to the vendor.

Illustration Figure 3-1 is an illustration of the purchase order print process.

Process The table below describes the purchase order print process.

Stage Description 1 The user enters a purchase order using the function

ENTER.PURCH.ORDER. 2 On the Footer screen, the user sets the PO Status Code to either 2

(ready for first printing) or 6 (a changed, previously printed PO is ready to print).

3 The user files the PO and exits the ENTER.PURCH.ORDER function.

4 The user accesses either the PRINT.PURCH.ORDERS or LASER.PO function, and enters selection criteria.

5 The system prints documents, then changes the PO Status Codes as follows:

IF the Status Code was… THEN the code is changed to… 2 (ready for first printing) 3 (PO has been printed). 6 (a changed, previously

printed PO is ready to print)

7 (PO has been printed, changed, then reprinted).



The Purchase Order Print Process, Continued

Process (continued)

Stage Description 6 If forms were damaged during the print process, the user may

reprint purchase orders using either the REPRINT.PO or LASER.REPRINT.PO function.

7 The user prints a Purchase Order Register (PO.REGISTER). Note: New purchase orders with a Status Code of 3 (printed), 4 (called in), 7 (printed, changed, and reprinted), and 8 (confirmed telephone order that was changed, and the vendor was called) appear on the report.


Types of Purchase Order Print Functions

Introduction There are two different types of purchase order print functions. The function

you use is based on the printer your company has chosen for the printing of purchase orders.

Print functions The table below lists the purchase order print functions and their usage.

USE the function… WHEN … LASER.PO printing POs on a D2K LaserStation PRINT.PURCH.ORDERS printing POs on all other printers LASER.REPRINT.PO reprinting POs on a D2K LaserStation REPRINT.PO reprinting POs on all other printers


Figure 3-2. The Standard Purchase Order Document.

***** P U R C H A S E * O R D E R ***** PO # Date Pg 22540 03/19/YY 1 105 Deliver To: CREST HILL KITCHENWARE MID AMERICA HOUSEWARES 6783 OAKTREE DRIVE 1205 HIGHPOINT ROAD CRYSTAL LAKE IL 60519 ST. CHARLES IL 60680 Ship By Terms Ship Via FOB Point Attention 03/26/YY NET 30 DAYS UPS Destination TOM PORTILLO PREPAID Ln Qty Item # Description Price Amount PLEASE CALL JIM TO CONFIRM DELIVERY DATES 1 36 EA S3500 COPPER LINE 1-QT SAUCEPAN 17.95 EA 646.20 Delivery ==> Arr Date Qty 03/26/YY 12 04/12/YY 12 04/24/YY 12 2 12 EA S3500 COPPER LINE 1-QT SAUCEPAN 17.95 EA 215.40 DELIVER TO : MID AMERICA HOUSEWARES 6512 PRAIRIE MILWAUKEE WI 45004 DELIVER TO REAR RECEIVING DOOR TOTAL===> 861.60 Buyer: JIM CARLINO Title: ____________________ (Authorization)


The Purchase Order Document

Description A document may be printed for any purchase order having a Status Code of 2

(ready for first printing) or 6 (a changed, previously printed PO that is ready to print). This document may be used as a request for merchandise from the vendor, as a confirmation of a verbal agreement, or as an internal record of the transaction.

Optional print fields

Extended Description, Item Text, and Material Certification Text can optionally print on the document. This occurs when the PUM.CONSTANTS specify these fields for print, or when the operator flags these fields to print on the Text screen in ENTER.PURCH.ORDER. In addition, text entered on the Header and Footer screens can print on the purchase order.

Illustration Figure 3-2 is an example of the standard purchase order document, designed

to print on blank 8.5 x 11 inch paper. (A standard purchase order form in landscape version is also available). Note: This illustration has been scaled to size.

Learning advice

The purchase order form may be tailored to suit your company’s needs. Please speak with your D2K Customer Care Consultant for more information.


Figure 3-3. The PRINT.PURCH.ORDERS Function.

Figure 3-4. The LASER.PO Function.


The PRINT.PURCH.ORDERS and LASER.PO Functions

Introduction As you know, the function you select to print purchase orders is determined

by the type of printer. Although the functions are different, the screens found within these functions are identical except for one additional prompt found on the LASER.PO screen.

Illustration Figure 3-3 is an illustration of the PRINT.PURCH.ORDERS screen. Figure

3-4 is an illustration of the LASER.PO screen. Your responses to the prompts on the screen determine which documents will print.

"Part to Print" (LASER.PO)

The table below describes the "Part to Print", found on the LASER.PO screen.

Field Description

Part to Print

Identifies the part number (1-6) of the purchase order form to print. The Laser Station prints each part of a multi-part form separately. The number of parts used and their descriptions are set up in SYS.USERS. Example: 1 = VENDOR copy, 2 = PURCHASING copy, 3 = WAREHOUSE copy, and 4 = FILE copy.


How to Print Purchase Orders (PRINT.PURCH.ORDERS)

Introduction The PRINT.PURCH.ORDERS function allows you to print purchase orders

having a PO Status Code of 2 (ready to print) or 6 (previously printed, changed, and ready to print again).

Learning advice

Purchase orders are not reprinted using this function. To reprint a purchase order, use the function REPRINT.PO.


Use the boxes below to write your menu path to the PRINT.PURCH.ORDERS function.

Procedure Complete the steps in the table below to print purchase orders.

Step Action 1 Access the function PRINT.PURCH.ORDERS.

Result: The PO field is highlighted.


IF you want to print… THEN go to… all unprinted POs Step 3. individual PO numbers Step 4. a range of PO numbers Step 5. POs for selected facilities Step 8. POs for selected buyer codes Step 10.



How to Print Purchase Orders (PRINT.PURCH.ORDERS), Continued

Procedure (continued)

Step Action 3 Press [Enter]. Go to Step 12.

Result: The cursor moves to the Form Command buttons.

4 Type the purchase order number(s) to print, pressing [Enter] after each. Press [Enter] when done. Result: The cursor moves to the Form Command buttons.

5 Press [Tab]. Result: The Lowest PO field is highlighted. Important: You will now be asked to enter the range of purchase order numbers to print. Do not press [Enter] at both the lowest and highest PO number prompts, as the system will then search the entire file for documents to print. Depending on the number of transactions in the PO file, this may take a long time.


TO … THEN… identify the lowest number in

the range to print type the purchase order number and press [Enter].

start the range with the lowest unprinted PO on file

press [Enter].

Result: The Highest PO field is highlighted.





Step Action 7 Make the following decision:

TO … THEN… identify the highest number in

the range to print type the purchase order number and press [Enter]. Go to Step 12.

end the range with the highest unprinted PO on file

press [Enter]. Go to Step 12.

Result: The cursor moves to the Form Command buttons.

8 Press [Tab] three times. Result: The Del To Facility field is highlighted.

9 Type the facility number(s) to print purchase orders for, pressing [Enter] after each. Press [Enter] when done. Go to Step 12. Result: The cursor moves to the Form Command buttons.

10 Press [Enter] four times. Result: The Buyer Code field is highlighted.

11 Type the buyer code(s) to print purchase orders for, pressing [Enter] after each. Press [Enter] when done. Result: The cursor moves to the Form Command buttons.





Step Action 12 Click OK. 13 Does the prompt "Enter the Form Name" display?

If yes, type the form name to use and press [Enter], or press [Enter] to use the default form name displayed. If no, go to Step 14. Note: An option in PUM.CONSTANTS allows you to use multiple purchase order forms, and will require the form name to be entered during the print process. Result: The prompt "Do you wish to print a test pattern? (Y/N)" displays.

14 Do you wish to print a test pattern? If yes, type Y and press [Enter]. Follow the prompts to properly align the form with the test pattern. If no, press [Enter]. Result: The selected purchase orders print, and you are returned to the menu.


How to Print Laser Purchase Orders (LASER.PO)

Introduction The function LASER.PO is used to print purchase orders on a D2K

LaserStation. Purchase orders having a PO Status Code of 2 (ready to print) or 6 (previously printed, changed, and ready to print again).

Learning advice

Purchase orders are not reprinted using this function. To reprint a purchase order on a D2K LaserStation, use the function LASER.REPRINT.PO.


Use the boxes below to write your menu path to the LASER.PO function.

Procedure Complete the steps in the table below to print purchase orders on a D2K

LaserStation.

Step Action 1 Access the function LASER.PO.

Result: The PO field is highlighted.


IF you want to print… THEN go to… all unprinted POs Step 3. individual PO numbers Step 4. a range of PO numbers Step 5. POs for selected facilities Step 8. POs for selected buyer codes Step 10.



How to Print Laser Purchase Orders (LASER.PO), Continued


Step Action 3 Press [Enter]. Go to Step 12.

Result: The Part to Print field is highlighted.

4 Type the purchase order number(s) to print, pressing [Enter] after each. Press [Enter] when done. Go to Step 12. Result: The Part to Print field is highlighted.

5 Press [Enter]. Result: The Lowest PO field is highlighted. Important: You will now be asked to enter the range of purchase order numbers to print. Do not press [Enter] at both the lowest and highest PO number prompts, as the system will then search the entire file for documents to print. Depending on the number of transactions in the PO file, this may take a long time.


TO … THEN… identify the lowest number in

the range to print type the purchase order number and press [Enter].

start the range with the lowest unprinted PO on file

press [Enter].

Result: The Highest PO field is highlighted.






TO … THEN… identify the highest number in

the range to print type the purchase order number and press [Enter]. Go to Step 12.

end the range with the highest unprinted PO on file

press [Enter]. Go to Step 12.


8 Press [Enter] three times. Result: The Del To Facility field is highlighted.

9 Type the facility number(s) to print purchase orders for, pressing [Enter] after each. Press [Enter] when done. Go to Step 12. Result: The Part to Print field is highlighted.

10 Press [Enter] four times. Result: The Buyer Code field is highlighted.

11 Type the buyer code(s) to print purchase orders for, pressing [Enter] after each. Press [Enter] when done. Result: The Part to Print field is highlighted.





Step Action 12 Type the part or parts to be printed pressing [Enter] after each part

number, or press [Enter] to print ALL parts. Reference: For more information regarding parts, refer to the topic "The PRINT.PURCH.ORDERS and LASER.PO Functions" earlier in this section. Note: If you need to change the type of paper in the paper tray or trays between parts, then you will have to repeat this procedure multiple times for each part requiring a paper change. Result: The cursor moves to the Form Command buttons.

13 Click OK. Result: The selected purchase orders print, and you are returned to the menu.


How to Reprint a Purchase Order (REPRINT.PO)

Introduction The REPRINT.PO function is used to reprint selected purchase order

documents. A document may be reprinted if the original form was damaged or ruined. Note: The reprinted document is identical to the one printed by the function PRINT.PURCH.ORDERS.

Important point

Only purchase orders having a Status Code of 3 (PO has been printed) or 7 (PO has been printed, changed, and reprinted) may be selected for reprint. These Status Codes are assigned by the system after a purchase order has been printed using the PRINT.PURCH.ORDERS or LASER.PO function.


Use the boxes below to write your menu path to the REPRINT.PO function.

Procedure Complete the steps in the table below to reprint purchase orders.

Step Action 1 Access the function REPRINT.PO.

Result: Purchase Order Number field is highlighted.

2 Type the purchase order number(s) to reprint, pressing [Enter] after each.

3 Press [Enter] when done. Result: The cursor moves to the Form Command buttons.



How to Reprint a Purchase Order (REPRINT.PO), Continued


Step Action 4 Click OK. 5 Does the prompt "Enter the Form Name" display?

If yes, type the form name to use and press [Enter], or press [Enter] to use the default form name displayed. If no, go to Step 6. Note: An option in PUM.CONSTANTS allows you to use multiple purchase order forms, and will require the form name to be entered during the print process. Result: The prompt "Do you wish to print a test pattern? (Y/N)" displays.

6 Do you wish to print a test pattern? If yes, type Y and press [Enter]. Follow the prompts to properly align the form with the test pattern. If no, press [Enter]. Result: The selected purchase order(s) are reprinted, and you are returned to the menu.


How to Reprint Laser Purchase Orders (LASER.REPRINT.PO)

Introduction The LASER.REPRINT.PO function is used to reprint selected purchase order

documents on a D2K LaserStation. A document may be reprinted if the original form was damaged or ruined. Note: The reprinted document is identical to the one printed by the function LASER.PO.

Important point

Only purchase orders having a Status Code of 3 (PO has been printed) or 7 (PO has been printed, changed, and reprinted) may be selected for reprint. These Status Codes are assigned by the system after a purchase order has been printed using the PRINT.PURCH.ORDERS or LASER.PO function.


Use the boxes below to write your menu path to the LASER.REPRINT.PO function.

Procedure Complete the steps in the table below to reprint purchase orders on a D2K

LaserStation.

Step Action 1 Access the function LASER.REPRINT.PO.

Result: The Purchase Order Number field is highlighted.

2 Type the purchase order number(s) to reprint, pressing [Enter] after each.



How to Reprint Laser Purchase Orders (LASER.REPRINT.PO), Continued


Step Action 3 Press [Enter] when done.


4 Type the part or parts to be printed pressing [Enter] after each part number, or press [Enter] to print ALL parts. Reference: For more information regarding parts, refer to the topic "The PRINT.PURCH.ORDERS and LASER.PO Functions" earlier in this section. Note: If you need to change the type of paper in the paper tray or trays between parts, then you will have to repeat this procedure multiple times for each part requiring a paper change. Result: The cursor moves to the Form Command buttons.

5 Click OK. Result: The selected purchase orders are reprinted, and you are returned to the menu.


Figure 3-4. The Purchase Order Register.

PO.REGISTER 14:05:25 04 MAR YYYY D2K DISTRIBUTION SERVICES Acct purch Process 60060 Page 1 Purchase Order Register

PO... Vendor Vendor Name.. PO Date. Lne Item/Part Number. Description. Purch Delivery Qty.. Net Unit. Price Extended.. Nbr Number Nbr or G/L Account U/M Date Ordered Price U/M Price 622 2025 LANDAU 03-04-YY 1 100¦01 SLOTTED EA 03-19-YY 10 4.00 EA 40.00 HARDWARE SCREWDRIVER 2 200¦01 AC/DC GRINDE EA 03-19-YY 12 173.25 EA 4158.00 220 VOLT 04-18-YY 12 -------- *** Total Line Qty 24 ---------- 4198.00 623 1600 Ace 03-04-YY 1 500¦01 #2 PHILLIPS EA 03-18-YY 24 1.80 EA 43.20 Industrial SCREWDRIVER ---------- 43.20 624 1500 MINERS 03-04-YY 1 C400¦01 5/8" WRENCH EA 03-18-YY 12 3.58 EA 128.88 ELECTRICAL 03-25-YY 12 04-01-YY 12 -------- *** Total Line Qty 36 2 500¦01 #2 PHILLIPS EA 03-18-YY 24 1.80 EA 43.20

SCREWDRIVER

172.08 625 800 Hartell 03-04-YY 1 300¦01 AC/DC GRINDE EA 04-01-YY 6 325.00 EA 1950.00 Plumbing and 380 VOLT

1950.00 626 1450 Creekside 03-04-YY 1 01-01-5760 TEMPORARY OFFICE 03-07-YY 1 125.00 EA 125.00 Secretarial SESRVICE

125.00

*** PO Register Totals: 6488.28


The PO.REGISTER Function

Description The PO.REGISTER function prints a listing of all purchase order detail lines

processed since the last register was run. This includes all purchase order detail lines entered and printed for the first time, and also includes purchase order detail lines whose status has been changed to "Called In" (Status Code of "4" on the Footer screen in ENTER.PURCH.ORDER). After the register prints, the operator is prompted for approval to clear the data from the PO.REGISTER file. Once the data has been cleared, the information is unavailable for reprint on the Purchase Order Register.

Important point

Only purchase orders with the following PO Status Codes will appear on the Purchase Order Register: • 3 - printed • 4 - called into the vendor • 7 - printed, changed, and reprinted • 8 - a confirmed telephone order that was changed, and the vendor was

called.

Illustration Figure 3-4 is an illustration of the Purchase Order Register.

Sort options The report is sorted by purchase order number.


How to Print a Purchase Order Register (PO.REGISTER)

Introduction The Purchase Order Register is a listing of all purchase order detail lines

processed since the last register was run.


Use the boxes below to write your menu path to the PO.REGISTER function.

Procedure Complete the steps in the table below to print a Purchase Order Register.

Step Action 1 Access the function PO.REGISTER.

Result: The Ready to Proceed field is highlighted.

2 Click the highlighted box so that a √ appears. Result: The cursor moves to the Form Command buttons.

3 Click OK. Result: The Purchase Order Register prints, and the PO Register Update screen appears. The Update Option field is highlighted.



How to Print a Purchase Order Register (PO.REGISTER), Continued



IF… THEN type… the Register printed correctly

and you want to clear the file 1 and press [Enter].

the Register did not print correctly and you want to reprint the report

2 and press [Enter]. Result: The Register is reprinted. Repeat Step 4.

exit the function, and not clear the file

3 and press [Enter].

Result: The system processes your request and you are returned to the menu.


Knowledge Check



Question 1 The PRINT.PURCH.ORDERS function will only print purchase order

transactions whose Status Code is: a. 1 - A new PO, in the process of being finalized b. 2 - A new PO, ready for its first printing c. 3 - A PO that has been printed d. 4 - A PO that has been called-in to the vendor e. 5 - A PO that was printed, and then changed f. 6 - A PO that has been printed, changed, and is ready to be printed again g. 7 - A PO that has been printed, changed, and reprinted h. 8 - A PO that was called-in to the vendor, changed, and the vendor was

called again

Question 2 TRUE or FALSE Extended Description, Item Text, and Material

Certification Text will always print on the purchase order document.

Question 3 You just finished printing ten purchase order documents. The last two were

ruined due to a printer jam. Which function should you use to print these documents again? _________________________ Do you need to modify the Purchase Order Status Code in order to reprint the documents? _________________




Question 4 Which statement best describes the Purchase Order Register?

a. Prints a listing of all new purchase orders created in the • ENTER.PURCH.ORDER function for the day. b. Prints a listing of all new purchase order detail lines that were entered and • printed (Status Code 3), changed and printed (Status Code 7), and called • in to the vendor (Status Codes 4 or 8). c. Prints a listing of all new purchase order detail lines that were entered and • printed (Status Codes 3 or 7). d. Prints all open purchase order detail lines.

Question 5 TRUE or FALSE Once the data has been cleared from the Purchase

Order Register, the information is unavailable for reprint on the register.


If you were unable to complete this knowledge check, we recommend that you review the chapter before continuing. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 The PRINT.PURCH.ORDERS function will only print purchase order

transactions whose Status Code is: b. 2 - A new PO, ready for its first printing, or • f. 6 - A PO that has been printed, changed, and is ready to be printed again

Answer 2 TRUE or FALSE Extended Description, Item Text, and Material

Certification Text will always print on the purchase order document. Explanation: These fields can optionally print on the document, when the PUM.CONSTANTS specify these fields for print, or when the operator flags these fields to print on the Text screen in ENTER.PURCH.ORDER.

Answer 3 You just finished printing ten purchase order documents. The last two were

ruined due to a printer jam. Which function should you use to print these documents again? REPRINT.PO or LASER.REPRINT.PO Do you need to modify the Purchase Order Status Code in order to reprint the documents? No Explanation: The PRINT.PURCH.ORDERS and LASER.PO functions set the Status Code to "3"(PO has been printed) or "7" (PO has been printed, changed, and reprinted). The reprint functions will only allow purchase orders with a Status Code of "3" or "7" to be selected for reprint.




Answer 4 Which statement best describes the Purchase Order Register?

b. Prints a listing of all new purchase order detail lines that were entered and • printed (Status Code 3), changed and printed (Status Code 7), and called • in to the vendor (Status Codes 4 or 8).

Answer 5 TRUE or FALSE Once the data has been cleared from the Purchase

Order Register, the information is unavailable for reprint on the register.

Purchase Order Maintenance 4-1

Chapter 4

Purchase Order Maintenance

Overview

Introduction The data entered in the ENTER.PURCH.ORDER function should accurately

reflect the transaction that will take place between you and your vendor. It is important to maintain the data when changes occur, or if entry errors are detected.

Purpose The purpose of this chapter is to identify rules for maintaining a purchase

order, and to describe commands and functions available to alter the purchase order transaction.

Objectives Upon completion of this chapter, you will be able to:

• describe rules for maintaining a purchase order • describe the CLOSE command • cancel a line item or close a line item that has partial receipts • recalculate prices on a purchase order when vendor or item pricing and

discounting information has changed, and • delete an entire purchase order.

4-2 Purchase Order Maintenance

Rules for Maintaining a Purchase Order

Introduction When maintaining a purchase order, the system will only allow certain

maintenance to be performed, depending on the purchase order’s status and the way in which it was entered.

Rules Follow these rules when maintaining a purchase order:

• When maintaining a purchase order detail line that has multiple delivery

dates, the system automatically brings you to the Long Form Detail screen.

• You may not change an item’s delivery date or units of measure once

receipts have been posted to the line item, nor may you modify the "Additional Discount" field on the Footer screen.

• Other fields on the purchase order, such as order quantity, list price, or

item discount, may be modified at any time as long as the purchase order detail line is still "Open".

• If the vendor shows a price change on the packing slip, modify the line

item’s price using ENTER.PURCH.ORDER prior to the receipt. This will ensure proper updates to inventory cost (when using Replacement or Average costing), and will record the proper expected liability for the accounts payable interface.

• Remember to change the Purchase Order Status Code on the Footer

screen, especially when a reprint of the document showing the changes is necessary.


The CLOSE Command

Background After entering a purchase order, you may either change your mind about

purchasing an item, or find that the vendor does not send the full order quantity as expected. It is important to maintain the purchase order and modify the line item to reflect its current status.

Definition The CLOSE command is a command used to zero out the balance quantity for

a purchase order line item. Depending on when the CLOSE command is used, it will • delete a line item for a purchase order that has not yet been filed • cancel a line item for a purchase order that was filed but never received,

or • close short a line item after a partial receipt has been entered, to indicate

that no further receipts should be expected from the vendor.

Example 1: cancel

You order item ‘1204’ from your vendor at a unit price of $89.95. The following day the vendor calls to say he incorrectly quoted the price, and must now charge you $102.95. You decide to cancel the item from the purchase order since you know you can purchase it for less through another source. You CLOSE the line item to cancel it from the purchase order using the function ENTER.PURCH.ORDER.

Example 2: close short

You order sixty of item ‘45400’ from your vendor. He sends you a quantity of fifty-four, and informs you that the remaining quantity of six will be sent the next day. After waiting two weeks for the remaining quantity, you call the vendor to void the backorder, and CLOSE the line item using the function ENTER.PURCH.ORDER.


How to Cancel or Close Short a Purchase Order Line Item (ENTER.PURCH.ORDER)

Introduction The "CLOSE" command in the ENTER.PURCH.ORDER function is used to

either cancel a line item that was never received or to close short a line item with partial receipts when no further receipts are expected from the vendor.

Learning advice

The CLOSE command may also be used to delete a line item entered in error prior to filing the purchase order. This use for the CLOSE command is covered in the topic "How to Enter a New Purchase Order (ENTER.PURCH.ORDER)" in Chapter 2/Section C. Also, depending on your system setup, you may be able to close a line item short during the purchase order receipts function. For more information, refer to the topic "The Close Short Option" in Chapter 5/Section A.



Procedure Complete the steps in the table below to close a purchase order line item,

previously entered and filed.

Step Action 1 Access the function ENTER.PURCH.ORDER.

Result: The Header screen appears and the PO Number field is highlighted.

2 Type the purchase order number to maintain and press [Enter]. Result: The cursor moves to Forms Command buttons.



How to Cancel or Close Short a Purchase Order Line Item (ENTER.PURCH.ORDER), Continued


Step Action 3 Click OK.

Result: The Short Form Detail screen appears.

4 Does the dialog box "Allow Recalculation of Vendor Pricing? (Yes,No)" display? If yes, click Yes to recalculate prices, or click No to bypass price recalculation. If no, go to Step 5. Result: The cursor moves to the Form Command buttons.

5 Click CLOSE. Result: The message "click on item to close" displays.

6 Click the item number to close. Result: The line item’s status is changed to "Canceled" when no receipts have been entered, or "Close Short" when receipts have been entered for the line item.

7 Do you want to close another line item? If yes, repeat from Step 5 for each line item to close. If no, click OK. Result: The Footer screen appears, and the cursor moves to the Form Command buttons.



How to Cancel or Close Short a Purchase Order Line Item (ENTER.PURCH.ORDER), Continued


Step Action 8 Do you need to modify the Purchase Order Status Code?

If yes, click the Purchase Order Status Code box, type the code and press [Enter]. If no, no action is required. Note: Type ? and press [Enter] to display a list of Status Codes. Result: The cursor moves to the Form Command buttons.

9 Click OK. Result: The purchase order is filed with the changes made, and the Header screen appears.

10 Do you wish to close a line item on another purchase order? If yes, return to Step 2. If no, click Cancel. Result: The function is exited and you are returned to the menu.


The CALC Command

Background As you enter a new purchase order, vendor item pricing and discounting

information is automatically applied to the item and displayed in the "List Price" field. If the pricing information should change after a purchase order has been created, existing purchase orders will not automatically be updated with the new prices.

Definition The CALC command is a command used to recalculate the net unit price and

extension of each purchase order detail line. This command should be used only when changes were made to vendor or item price records, and you wish to apply those changes to the purchase order

Learning advice

An option in PUM.CONSTANTS indicates whether the CALC command is available at all on your system. Your system may: • disallow prices to be recalculated for existing purchase orders (vendor

item pricing and discounting information will remain the same) • allow prices to be recalculated when the CALC command is issued on the

Short Form Detail screen, or • display the dialog box "Allow Recalculation of Vendor Pricing?"

whenever the purchase order is accessed on the Short Form Detail screen. Note: Changes to the order quantity will always cause a purchase order detail line to recalculate its price.

Example A purchase order is entered for item ‘3458-03’, with the net unit price of the

item at $100.00. The purchase order was filed and printed. Prior to sending the document to the vendor, the buyer receives notification of special pricing and discounts for this item for the next four weeks. After maintaining the vendor item pricing files, the buyer maintains the purchase order using the ENTER.PURCH.ORDER function, and clicks the CALC Form Command button on the Short Form Detail screen. This causes the system to recalculate and extend the price for item ‘3458-03’ using the special sale price.


How to Recalculate Prices on a Purchase Order

Introduction The ENTER.PURCH.ORDER function allows you to recalculate prices for

purchase order line items when vendor prices change or additional discounts need to be applied. The "CALC" Form Command button is used to accomplish this task



Before you begin

Make sure all updates to vendor and item pricing records have been made prior to maintaining purchase orders.

Procedure Complete the steps in the table below to recalculate prices for purchase order

line items.

Step Action 1 Access the function ENTER.PURCH.ORDER.

Result: The PO Number field is highlighted.

2 Type the purchase order number to maintain and press [Enter]. Result: The Header screen data appears and the cursor moves to the Form Command buttons.

3 Click OK. Result: The Short Form Detail screen appears.



How to Recalculate Prices on a Purchase Order, Continued


Step Action 4 Does the dialog box "Allow Recalculation of Vendor Pricing?

(Yes,No)" display? If yes, click Yes to recalculate prices. Go to Step 6. Result: Prices are recalculated for all line items using the current vendor item pricing and discounting information. If no, go to Step 5. Result: The cursor moves to the Form Command buttons.

5 Click CALC. Result: Prices are recalculated for all line items using the current vendor item pricing and discounting information.

6 Click OK. Result: The Footer screen appears, and the cursor moves to the Form Command buttons.

7 Do you need to modify the Purchase Order Status Code? If yes, click the Purchase Order Status Code field, type the code and press [Enter]. If no, no action is required. Note: Type ? and press [Enter] to display a list of Status Codes. Result: The cursor moves to the Form Command buttons.



How to Recalculate Prices on a Purchase Order, Continued



Result: The purchase order is filed with the changes made, and the Header screen appears.

9 Do you wish to close a line item on another purchase order? If yes, return to Step 2. If no, click Cancel. Result: The function is exited and you are returned to the menu.


Figure 4-1. The DELETE.PO Function.

Figure 4-2. The DELETE.PO Audit Report.

DELETE.PO 16:39:28 19 MAR YYYY D2K Distribution Services Acct purch Process 60190 Page 1 Purchase Order Delete Audit Report ********************************************************************************************************************** Purchase Order Number - 22540 Vendor - 105 CREST HILL KITCHENWARE Buyer - CARLINO, JIM Purchase Order Date - 19 MAR YYYY Change Number - 1 Change Date - 20 MAY Date Entered - 19 MAR YYYY Requisition Number - Requisitioner - ********************************************************************************************************************** Ln Item Type Item/WO/GL Revision Description Total Ordered Extended Cost 1 ITEM NUMBER S3500¦01 COPPER LINE 1-QT SAUCEPAN 36 646.20 2 ITEM NUMBER S3500¦01 COPPER LINE 1-QT SAUCEPAN 12 215.40 ============ Total Purchase Order Cost 861.60 Previous Open Balance with this Vendor - 861.60 Current Open Balance with this Vendor - 0.00

<*** Purchase Order Number 22540 has been deleted ***>


How to Delete a Purchase Order (DELETE.PO)

Introduction An entire purchase order may be deleted from your system when an entry

error has been made, or when you change your mind about ordering all of the items from the vendor. This is done using the function DELETE.PO. An audit report automatically prints when the function is exited, providing details of the purchase order(s) deleted. Deleting a purchase order removes the transaction from your system, reversing the "On Order" inventory quantity for each item.

Illustrations Figure 4-1 is an illustration of the DELETE.PO function.

Figure 4-2 is an illustration of the DELETE.PO audit report. This report automatically prints for every purchase order deleted, and then clears the data from your system.

Rule You may not delete a purchase order if receipts have been entered against any

of the line items.


Use the boxes below to write your menu path to the DELETE.PO function.

Procedure Complete the steps in the table below to delete a purchase order.

Step Action 1 Access the function DELETE.PO.




How to Delete a Purchase Order (DELETE.PO), Continued


Step Action 2 Type the Purchase Order Number you wish to delete and press

[Enter]. Result: The system displays key information about the purchase order, and the dialog box "Is This the Correct Record to Delete? (YES, NO)" displays.


IF you… THEN… want to delete the

purchase order Click Yes. Go to Step 4. Result: A DELETE.PO Audit Report prints, and the dialog box "Purchase Order Number ‘nn’ has been deleted [OK]" displays.

do not want to delete the purchase order

Click No. Go to Step 5. Result: The screen is cleared, and the purchase order is not deleted.

4 Click [OK] to clear the dialog box from your screen.


5 Do you wish to delete another purchase order? If yes, repeat from Step 2. If no, click Cancel.


Knowledge Check



Question 1 TRUE or FALSE You may modify the "Order Quantity" and "List Price"

fields on a purchase order detail line after receipts have been entered, as long as the line item has a balance quantity left to receive (the line is "Open").

Question 2 If the vendor shows a price change on the packing slip, you should modify the

line item’s price using ENTER.PURCH.ORDER prior to the receipt. Why should you do this?

Question 3 The CLOSE Form Command button will perform three different actions,

depending on the current status of the purchase order detail line. Match the action on the left with the line’s status on the right, by placing the appropriate letter in the column provided.

a-c Action Line Item Status

Delete the line a. when the purchase order has been filed, but the line has not yet been received.

Cancel the line b. when the purchase order has not yet been filed.

Close short the line c. when the detail line has a partial receipt.




Question 4 To CLOSE a purchase order detail line, use the function

___________________________________. To delete the entire purchase order, use the function ___________________ .

Question 5 Which statement best describes the use of the CALC Form Command button?

a. Recalculates the net unit price and extension of each purchase order detail • line when changes are made to the "Additional Discount" or "Trade

Discount" fields on the purchase order. b. Recalculates the net unit price and extension of each purchase order detail • line when changes were made to vendor or item price records, and you

wish to apply those changes to the purchase order. c. Calculates new terms discounts when items are added to the purchase • order. d. Calculates new delivery dates for each purchase order detail line when • changes were made to vendor lead times, and you wish to apply those

changes to the purchase order.

Question 6 TRUE or FALSE You may not delete a purchase order if receipts have

been entered against any of the line items.





Answer 1 TRUE or FALSE You may modify the "Order Quantity" and "List Price"

fields on a purchase order detail line after receipts have been entered, as long as the line item has a balance quantity left to receive (the line is "Open").

Answer 2 If the vendor shows a price change on the packing slip, you should modify the

line item’s price using ENTER.PURCH.ORDER prior to the receipt. Why should you do this? This will ensure proper updates to inventory cost (when using Replacement or Average costing), and will record the proper expected liability for the accounts payable interface.

Answer 3 The CLOSE Form Command button will perform three different actions,

depending on the current status of the purchase order detail line. Match the action on the left with the line’s status on the right, by placing the appropriate letter in the column provided.

a-c Action Line Item Status b. Delete the line a. when the purchase order has been filed,

but the line has not yet been received. a. Cancel the line b. when the purchase order has not yet been

filed. c. Close short the line c. when the detail line has a partial receipt.

Answer 4 To CLOSE a purchase order detail line, use the function

ENTER.PURCH.ORDER To delete the entire purchase order, use the function DELETE.PO.




Answer 5 Which statement best describes the use of the CALC Form Command button?

b. Recalculates the net unit price and extension of each purchase order detail • line when changes were made to vendor or item price records, and you

wish to apply those changes to the purchase order.

Answer 6 TRUE or FALSE You may not delete a purchase order if receipts have

been entered against any of the line items.

Purchase Order Receipts 5-1

Chapter 5

Purchase Order Receipts

Overview

Introduction Receiving a purchase order is one of the major processes of the Purchase

Management module. A receipt is recorded for items entering the warehouse or for items shipped directly to a customer or another vendor. These transactions may update inventory and lead times, post entries to the General Ledger, and create records in Accounts Payable to match future vendor invoices against packing slips.

Purpose The purpose of this chapter is to describe the purchase order receipt functions,

and to provide procedures and guidelines for using the functions.


• describe the purchase order receipt functions • describe the six screens used by ENTER.PO.RECEIPTS and

ENTER.MRD.RECEIPTS • identify key prompts found on each screen • describe and clarify concepts that are necessary for the purchase order

receipt process • enter a purchase order receipt for inventory or drop ship items, and • reverse purchase order receipts entered in error.

In this chapter This chapter contains the following sections:

Topic See SectionAn Overview of Purchase Order Receipts A The Purchase Order Receipts Screens B Entering a Purchase Order Receipt C Reversing a Purchase Order Receipt D

An Overview of Purchase Order Receipts 5-A-1

Section A

An Overview of Purchase Order Receipts

Overview

Introduction The ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS functions are

used to perform the tasks necessary to receive items shipped by a vendor against a purchase order.

Purpose The purpose of this section is to describe the ENTER.PO.RECEIPTS and

ENTER.MRD.RECEIPTS functions, and to identify the tasks performed by these functions.

Objectives Upon completion of this section, the user will be able to

• describe the two functions used to enter purchase order receipts • identify the tasks performed by each function • describe the cost updates that are performed by the purchase order receipt

functions • define lead time, and describe how lead times are updated by the system • describe the "Close Short" option available in the receipt functions, and • describe how the receipt functions handle "Advise" priced items.

5-A-2 An Overview of Purchase Order Receipts

The Purchase Order Receipts Functions

Introduction There are two purchase order receipt functions on the D2K GS system. One

of them is used to receive items into inventory, while the other is used to record the receipt of items shipped directly to a customer or another vendor.

Description The purchase order receipt functions offer options to help facilitate receipt of

full and partial shipments. Items to be received can be accessed sequentially by detail line number, by selected item or GL number, or by specified detail line number. Receipt quantities may be entered using either a Short or Long Form Detail screen, with the ability to move back and forth between screens. The initial screen used by the function will default to either Long or Short form entry based on an option set in IVC.CONSTANTS. Each time the entry method is changed by the operator, processing remains in that entry method until changed again or the function is exited.

Functions and descriptions

The table below describes the two purchase order receipt functions available on the D2K GS system.

Function Description

ENTER.PO.RECEIPTS Used to receive items into inventory. On-hand balances are updated when the receipt is filed. This function is used when the "Deliver to Code" on a purchase order or line item is "F" (Facility), "P" (pre-stored code), or "C" (custom address). Note: Receipt of items charged to a General Ledger account number are always entered using this function.



The Purchase Order Receipts Functions, Continued

Functions and descriptions (continued)

Function Description ENTER.MRD.RECEIPTS Used to acknowledge receipt of drop shipment

items, not to inventory. On-hand balances are not updated when the receipt is filed. This function is used when the "Deliver to Code" on a purchase order or line item is "S" (Sales Order) or "V" (vendor).

Learning advice

Since a purchase order may have multiple line items using different Deliver to Codes, it is possible that one transaction may require receipts to be entered using both functions.


Tasks Performed by the Purchase Order Receipt Functions

Introduction The purchase order receipt functions are used to perform a variety of tasks.

Tasks The ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS functions allow

the entry of simple and complex receipts. These functions are used to perform the following tasks: • display a list of all purchase orders on file for a specified vendor or item • enter full or partial receipts to individual line items • increase on-hand inventory for items received into a facility, or increase

on-hand inventory in a specific bin location when Multiple Location Processing is used (ENTER.PO.RECEIPTS)

• record material shipped direct from a vendor to another destination

without affecting inventory (ENTER.MRD.RECEIPTS) • identify Lot and/or Serial Numbers received, when using inbound Lot

and/or Serial Number control (ENTER.PO.RECEIPTS) • override the Net Unit Price from the purchase order, depending on an

option specified in IVC.CONSTANTS. • post a General Ledger entry for the value of the receipt • perform costing updates, based on your system’s costing method and the

transaction entered • optionally calculate and update item lead time history

(ENTER.PO.RECEIPTS) • optionally create and print receiving reports for use by warehouse

personnel (ENTER.PO.RECEIPTS)



Tasks Performed by the Purchase Order Receipt Functions, Continued

Tasks (continued) • add drop ship items received to the DIRECT.ITEMS.RCVD report, for

use by the Sales department in invoicing drop ship customer sales orders (ENTER.MRD.RECEIPTS)

• optionally close a purchase order line item short, when a partial receipt is

made and no further shipment will be sent by the vendor, and • reverse a purchase order receipt entered in error.


Cost Updates Performed by the PO Receipt Functions

Introduction Depending on your system’s costing method and the transaction entered, the

purchase order receipt functions may automatically update item costs. Note: Your costing method is identified in COST.CONSTANTS.

Updates The following cost updates are performed by the ENTER.PO.RECEIPTS and

ENTER.MRD.RECEIPTS functions. • ENTER.PO.RECEIPTS will update the item Material cost in the

Accounting Value cost set using the purchase order receipt price, when using Replacement or Average costing.

• Warning: Be aware that when an item has a negative on-hand quantity, the system will automatically use Replacement costing for a purchase order receipt, regardless of your costing method.

• ENTER.PO.RECEIPTS will post a General Ledger entry for the

accounting value change of existing inventory, when the item’s Material cost has changed as a result of the receipt (Replacement costing only).

• ENTER.PO.RECEIPTS will update the Average Actual cost set and the

Last Actual cost set (using the purchase order receipt price) regardless of your system’s costing method. These cost sets may be displayed using the function MNT.ITEM-COST.

• ENTER.MRD.RECEIPTS will update the Material cost only for

"Nonstock" and "Direct Ship" items having zero on-hand, when using Replacement or Average costing.

Exception A purchased item’s cost may be excluded from all cost updates by flagging

the item as a "Special Buy" on the ENTER.PURCH.ORDER Long Form Detail screen. This would be done when the item was purchased at an unusual cost that would distort the inventory value, if used.



Cost Updates Performed by the PO Receipt Functions, Continued

Audit reports The D2K GS Purchase Management module provides two reports which are

used to audit the costs of purchase order receipts. • SPECIAL.BUYS.VARIANCE prints a report showing purchase order

receipts that were flagged on the purchase order detail line as a "Special Buy", using codes "C" or "B" (cost updates are not performed at receipt time.)

• PURCH.COST.REGISTER prints a report showing how the item Material

cost has been updated by ENTER.PO.RECEIPTS function.

Reference For more information about item costing, refer to Chapter 7, "Item Costing",

in the Inventory Control User’s Guide.


Item Lead Times

Introduction Item lead times are optionally calculated and updated as part of the purchase

order receipt process.

Definition Lead time is the number of calendar days between the time a purchase order

is placed for an item (the PO Entry Date) and the arrival of the shipment (the system date when the PO was received). Reports provided in the Purchase Management module may be used to identify items with long lead times, or those with receipts that exceeded the maximum variances allowed in the IVC.CONSTANTS setup. Lead times are also used by the Inventory Management (IVM) process in determining when to replenish an item in inventory.

The item record The average purchase lead time and lead time history is stored in the item

record, and can be viewed using the MNT.ITEM-PURCHASING function. The "Update Code" determines if the system will automatically calculate and update the average lead time whenever a PO receipt is entered. The number of historical receipt entries to store, and maximum variances for filtering unusual receipts, are stored in IVC.CONSTANTS.


Figure 5-A-1. The Process of Updating Item Lead Times.

User createspurchase order.

SpecialBuy item?

Flag item onLong Form Detail

screen.

User filespurchase order.

User entersPO receipt.

Systemupdates

lead time?STOP.

SpecialBuy item?STOP.

Continuewith update.

Systemadds history

to item record.

Lead TimeException?

System updatesAverage

Lead Time.

Do NOT updateAverage

Lead Time.

User mayprint Lead

Time reports.

Yes

No

No

Yes

Yes

No

No

Yes


The Process of Updating Item Lead Times

Introduction When the D2K GS system is set up to calculate and update item lead times, it

does so when the purchase order receipt is entered.

Illustration Figure 5-A-1 is an illustration showing how item lead time is updated by the

system.

Process The table below describes how the system updates the item lead time.

Stage Description 1 The user creates a purchase order. 2 The user may flag the item as a "Special Buy" on the Long Form

Detail screen, excluding the item from lead time calculations. 3 The user files the purchase order.

Result: The creation date is stored in the purchase order record.

4 The user enters the receipt of the item. Result: The entry date of the receipt, less the creation date of the purchase order equals the lead time for this historical entry.

5 The system performs the following updates:

IF the… THEN… item’s "Update Code"

indicates that the system should update lead time

the historical lead time entry is updated in the item record.

item’s "Update Code" indicates that the system should not update lead time

no update is made. The process is STOPPED.

item was excluded from the lead time calculation (flagged as a "Special Buy")

no update is made. The process is STOPPED.



The Process of Updating Item Lead Times, Continued

Process (continued)

Stage Description 6 The system performs the following updates:

IF the historical entry… THEN… is not flagged as an

exception, based on settings in IVC.CONSTANTS

the system averages the historical entry with the "Purchase Lead Time" and updates the "Purchase Lead Time" with the result.

is flagged as an exception, based on settings in IVC.CONSTANTS

no updates are performed to the "Purchase Lead Time".

7 The user may run the functions LEAD.TIME.REPORT and

LEAD.TIME.EXCEPTIONS to monitor system-calculated lead times. Reference: For more information about these reports, refer to Chapter 6.


The Close Short Option

Introduction In Chapter 4, you learned that the "CLOSE" command can be used in

ENTER.PURCH.ORDER to close short a detail line after partial receipts have been entered. This indicates that no further receipts are expected from the vendor, and removes the balance quantity from the line item. The D2K GS system also allows you to close short a line item directly in the PO receipt functions.

Description The "Close Short" option in the PO receipt functions may be used when

parameters are set in IVC.CONSTANTS. A minimum completion percentage is identified in the constants, which is the percentage a detail line must be received before it can be closed short. The Long Form Detail screen displays a field called "Percentage Complete". When receipts are entered against an item, the system calculates and displays the percentage received, as compared to the total quantity ordered. If the total quantity received on a line item is equal to or greater than the minimum percentage from IVC.CONSTANTS, it can be closed short in the receipt function, using the "Close Short" field on the Long Form Detail screen. The "Close Short" option in the PO receipt functions is most beneficial for those instances where slight quantity discrepancies occur. This saves the user time by allowing the line to be closed short when the receipt is entered, rather than through the ENTER.PURCH.ORDER function using the "CLOSE" command.

Example IVC.CONSTANTS has identified a minimum completion percentage of 90%.

A purchase order receipt is entered for an item, where the original quantity ordered was 1000. The vendor ships 998 of the item. You know the vendor will not ship the additional quantity of 2 at a later date. Since the line item’s "Percentage Complete" is 99%, (which is above the minimum completion percentage of 90%), the line may be "Closed Short" as the receipt is entered.

Reference For more information about the "Close Short" prompts, refer to the topic "The

PO Receipts Long Form Detail Screen" in Section B of this chapter.


Receipt of "Advise" Priced Items

Background In Chapter 2, you learned that a purchase order detail line could be created

with an "Advise" List Price. This means the vendor is to advise the buyer on pricing at a later time.

Description Depending on a setting in IVC.CONSTANTS, your system may or may not

allow the receipt of an "Advise" priced item in ENTER.PO.RECEIPTS. If your system does allow the receipt of an "Advise" priced item, the following updates will not occur: • No updates are performed to the item’s cost in the Accounting Value,

Average Actual, and Last Actual cost sets. • Existing inventory is not revalued when using the Average or

Replacement costing methods. • The General Ledger entry for the inventory received uses the Accounting

Value of the item at the time of the receipt. • Warning: If the Accounting Value of the item is zero, no General Ledger

entry will be made for the inventory received. Note: Advise price items are never allowed to be received in ENTER.MRD.RECEIPTS regardless of the setting of the constant.

Learning advice

Receipt of "Advise" priced items is not recommended, especially if you are using Replacement or Average costing.



Receipt of "Advise" Priced Items, Continued

Audit reports The D2K GS Purchase Management module provides two reports which are

used to audit purchase order detail lines with an "Advise" price. • ADVISE.PO.LINES can be used to print any open purchase order lines

whose price is "Advise". You can use this report to follow up with the vendor, to ensure that you know the item’s price prior to its shipment and receipt.

• ADVISE.PO.RECEIPTS can be used to audit any receipts that have

occurred for "Advise" priced items, and to make any corrections to the General Ledger or item cost, once the price is known.


Knowledge Check



Question 1 What is the major difference between the two purchase order receipt

functions?

Question 2 TRUE or FALSE When a purchase order has multiple line items using

different Deliver to Codes (some being received into inventory, others drop shipped), the receipt is entered using either the ENTER.PO.RECEIPTS or ENTER.MRD.RECEIPTS function.

Question 3 Which of the following statements is not true about cost updates performed

by the ENTER.PO.RECEIPTS function (items received into inventory)? a. The item’s Material cost in the Accounting Value cost set is always • updated, using the purchase order receipt price. b. The item’s Average Actual and Last Actual cost sets are always updated, • using the purchase order receipt price. c. Posts a General Ledger entry for the accounting value change of existing • inventory, when the item’s Material cost has changed as a result of the

receipt. d. The D2K GS Purchase Management module provides reports that are

used to audit the costs of purchase order receipts.




Question 4 Mark all statements that accurately describe item lead time calculations and

reporting: a. Optionally calculated and updated as part of the purchase order receipt • process. b. Lead time reports can be used to identify items with long lead times, or • those with receipts that exceeded variances defined on your system. c. Used by the Sales Order Processing module to determine delivery dates

for • customer sales orders. d. Lead time history is stored in the item record and can be viewed using the • MNT.ITEM-PURCHASING function. e. A purchase order receipt can be excluded from lead time calculations by • flagging it as a "Special Buy" in ENTER.PURCH.ORDER.

Question 5 TRUE or FALSE The "Close Short" option in the PO receipt functions

produces the same result as using the "CLOSE" command on a partially received item in the ENTER.PURCH.ORDER function.


The information in this section provides a foundation for other chapters within this user’s guide. If you were unable to complete this knowledge check, please review the section before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 What is the major difference between the two purchase order receipt

functions? ENTER.PO.RECEIPTS is used to receive items into inventory, while ENTER.MRD.RECEIPTS is used to record the receipt of items shipped directly to a customer or another vendor (drop shipped).

Answer 2 TRUE or FALSE When a purchase order has multiple line items using

different Deliver to Codes (some being received into inventory, others drop shipped), the receipt is entered using either the ENTER.PO.RECEIPTS or ENTER.MRD.RECEIPTS function. Explanation: Item received into inventory must be entered using the ENTER.PO.RECEIPTS function, while drop shipped items must be entered using the ENTER.MRD.RECEIPTS function. It is mandatory, therefore, to use both functions to receive the purchase order.

Answer 3 Which of the following statements is not true about cost updates performed

by the ENTER.PO.RECEIPTS function (items received into inventory)? a. The item’s Material cost in the Accounting Value cost set is always • updated, using the purchase order receipt price. Explanation: The item’s Material cost in the Accounting Value cost set is only updated when using Average or Replacement costing.




Answer 4 Mark all statements that accurately describe item lead time calculations and

reporting: a. Optionally calculated and updated as part of the purchase order receipt • process. b. Lead time reports can be used to identify items with long lead times, or • those with receipts that exceeded variances defined on your system. d. Lead time history is stored in the item record and can be viewed using the • MNT.ITEM-PURCHASING function. e. A purchase order receipt can be excluded from lead time calculations by • flagging it as a "Special Buy" in ENTER.PURCH.ORDER.

Answer 5 TRUE or FALSE The "Close Short" option in the PO receipt functions

produces the same result as using the "CLOSE" command on a partially received item in the ENTER.PURCH.ORDER function.

The Purchase Order Receipt Screens 5-B-1

Section B

The Purchase Order Receipt Screens

Overview

Introduction Before you begin to use the ENTER.PO.RECEIPTS or

ENTER.MRD.RECEIPTS functions, it is important that you acquaint yourself with the screens you will be using.

Purpose The purpose of this section is to introduce the six screens used by the

ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS functions. In this section, you will learn the purpose of each screen, and when they are used.


• identify the six screens used in entering a purchase order receipt, and • identify the key prompts found on each of these screens.

5-B-2 The Purchase Order Receipt Screens

Figure 5-B-1. Screens Used by the Purchase Order Receipt Functions.

Short or Long Form Detail

Screen

Serial Number Entry Screen

Lot Number Entry Screen

Header Screen

Item Comments

Screen


Screens Used by the ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Functions

Introduction There are six screens that may be accessed when entering a purchase order

receipt.

Illustration Figure 5-B-1 is an illustration of a sample receiving document. Labels have

been inserted on the form indicating the type of information that is represented on the document. This coincides with the screen used to enter the information in the ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS functions.

Screens and descriptions

The table below describes the six screens that can be accessed when entering a purchase order receipt.

Screen Description

Header The top portion of the form containing information that applies to the entire transaction is referred to as header information. The Header screen is used to identify the purchase order being received, the receipt date, and other information that can be printed on a receiving report.

Short Form Detail -or-

Long Form Detail

The body of the form containing the items being received is referred to as detail information. Detail information is entered on either the Short or Long Form Detail screen. The Short Form screen offers quick and easy entry by prompting only for the quantity of the detail line item received on a shipment. It also summarizes the purchase order lines and shows receipts entered for the current transaction. The vendor's item number is displayed to facilitate selection of line numbers being received. The Long Form screen offers additional item and delivery data fields. It is used to enter receipt quantities, put-away bin locations, or close a line short. Another option available on the Long Form screen is the ability to override the Net Unit Price from the purchase order. This is an installer-controlled option that must be set up on the Purchase Order Receipts screen in IVC.CONSTANTS.



Screens Used by the ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Functions, Continued

Screens and descriptions (continued)

Screen Description Lot Number Entry Identifies the lot numbers received for a purchase order

line item when the item is flagged to use inbound lot control. Note: This screen does not appear when a drop ship receipt is entered in ENTER.MRD.RECEIPTS.

Serial Number Entry

Identifies the serial numbers received for a purchase order line item when the item is flagged to use inbound serial number control. Note: This screen does not appear when a drop ship receipt is entered in ENTER.MRD.RECEIPTS.

Item Comments The user may view any item text or material certification text entered during item maintenance or purchase order entry.


Figure 5-B-2. The ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Header Screen.


The PO Receipts Header Screen

Description The Header screen is used to access the purchase order for which receipts will

be entered. It is also used to display current status information from the purchase order, and to enter optional data that can print on a receiving report.

Illustration Figure 5-B-2 is an illustration showing the ENTER.PO.RECEIPTS and

ENTER.MRD.RECEIPTS Header screen.


The table below describes the key fields on the ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Header screen. Note: Some of the fields are used only by the ENTER.PO.RECEIPTS function, as indicated below.

Field Description

Packing Slip Nbr The document number on which the items were received. Generally, this number is assigned by the vendor, is associated with a particular shipment, and appears as a reference on the vendor's shipping documents. The packing slip number is used in PO.PAYABLE to reconcile the invoice to the receipt. Important: If using PO.PAYABLE, the packing slip number must be different from those previously entered on active purchase orders for this vendor.

Date Received The transaction date of a receipt. An entered date will continue to display for subsequent purchase order receipts entered during the session, until changed.

Received By ENTER.PO.RECEIPTS only: The name or initials of the person who received the goods. This field is prompted only in when IVC.CONSTANTS is set to update receiving report records. An entry will display for subsequent receipts entered during the session, until changed.



The PO Receipts Header Screen, Continued


Field Description Received At ENTER.PO.RECEIPTS only: For a facility that uses

Multiple Location Processing, the location where the material was received. This location must be a "REF" (Received At Location) type. Entry of the item putaway warehouse location is controlled by IVC.CONSTANTS. If this option is used, a putaway location is entered on the Long Form Detail screen for each item. Note: An entry will display for subsequent purchase order receipts entered during the session, until changed. Reference: For more information about "REF" type locations, refer to Chapter 2, Multiple Location Processing, in the Inventory Control User’s Guide.

Carrier Name ENTER.PO.RECEIPTS only: The name of the carrier which delivered the merchandise, (i.e., Federal Express, Roadway, United Parcel, Vendor's Truck, etc.). This field is prompted only when IVC.CONSTANTS is set to update receiving report records. Note: An entry will display for subsequent purchase order receipts entered during the session, until changed.

Freight Bill ENTER.PO.RECEIPTS only: The freight bill or delivery receipt number. This field is prompted only when IVC.CONSTANTS is set to update receiving report records. �Note: An entry will display for subsequent purchase order receipts entered during the session, until changed.



The PO Receipts Header Screen, Continued


Field Description Received From ENTER.PO.RECEIPTS only: The name of the vendor

from whom merchandise was received. This field is prompted only when IVC.CONSTANTS is set to update receiving report records. Note: An entry will display for subsequent purchase order receipts entered during the session, until changed.

Remarks ENTER.PO.RECEIPTS only: Up to three lines of remarks that are entered by the person performing the receiving function. This field is prompted only when IVC.CONSTANTS is set to update receiving report records. Note: An entry will display for subsequent purchase order receipts entered during the session, until changed.

FOB Date Used for informational purposes only. The date that ownership of the purchased merchandise transfers from the vendor to the purchaser.


Figure 5-B-3. The ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Short Form Detail / Review Screen.


The PO Receipts Short Form Detail / Review Screen

Description The Short Form Detail / Review screen offers quick and easy entry by

prompting only for the quantity of the detail line item received on a shipment. It also summarizes the purchase order lines and shows receipts entered for the current transaction. The vendor's item number is displayed to facilitate selection of line numbers being received. When an item cannot be received (because of its "Deliver to Type" field), a message displays under the item number. For example, illustration 5-B-3 shows a purchase order with three line items. The first two items are to be received into facility 01, with the third line item to be received into facility 03. Since you may only receive items into your home facility, line 3 is flagged with the error condition "*** NOT RECEIVABLE ***". Note: A negative quantity entry (to reverse a receipt) is not allowed in Short Form entry.


ENTER.MRD.RECEIPTS Short Form Detail / Review screen. The "Entry Method" displayed at the top of the screen identifies the current method of detail line entry (Short or Long Form).


The table below describes the key fields on the ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Short Form Detail / Review screen.

Field Description

Item Number / GL Number

The system displays the item number or general ledger account number on the detail line. Note: An item number preceded with an asterisk (*) (see line 2 on illustration 5-B-3) indicates that the item does not have enough on-hand quantity to cover the quantity that has already been committed to sales orders and kit orders (IPL file attribute 15 minus IPL file attribute 103 and PEGGED.REQ.INDEX file field 3).

Fac The facility number into which the item can be received. In the case of a drop ship line item, the facility that entered the purchase order.

Line Bal The total balance quantity of all delivery dates left to be received on the line item.



The PO Receipts Short Form Detail / Review Screen, Continued


Field Description Next Dely The quantity scheduled for receipt on the next delivery

date. Note: The delivery dates and balances for each date are available on the Long Form Detail screen.

Vendor Item Number

A number used by the vendor to identify an item.

Qty this Receipt The quantity of the item received in purchasing unit of measure.

Line Status Indicates the status of a purchase order detail line. Valid statuses are Open, Complete, Closed Short, and Canceled.


Figure 5-B-4. The ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Long Form Detail Screen.


The PO Receipts Long Form Detail Screen

Description The Long Form Detail screen allows you to enter the quantity received for a

specific detail line, and also displays additional item and delivery data fields. It is used to enter the receipt quantity, the item put-away bin location, to view item comments, or close the line item short when it is not received complete. In addition, an option is available in IVC.CONSTANTS to allow an override to the Net Unit Price which displays from the purchase order.


ENTER.MRD.RECEIPTS Long Form Detail screen.


The table below describes the key fields on the ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Long Form Detail screen.

Field Description

Open Deliveries This area displays all scheduled deliveries for the item, including the quantity ordered and the balance due for each delivery date.

Net Unit Price Displays the net unit price of the item, as entered in the ENTER.PURCH.ORDER function. Note: This price will be used for cost calculations and updates, when applicable. An option is available in IVC.CONSTANTS to allow an override to the displayed price. If this option is not used and the cost is not correct, it should be modified in the ENTER.PURCH.ORDER function prior to entering receipts.

Qty this Receipt The quantity of the item received in the receiving unit of measure. Note: When reversing a receipt, a negative amount (amount preceded by a minus sign) is entered at this field.

Receiving UM The system recommends either the purchase or base/stocking unit of measure as specified in IVC.CONSTANTS. The user may either accept the displayed unit of measure, or enter a new unit of measure.



The PO Receipts Long Form Detail Screen, Continued


Field Description Location ENTER.PO.RECEIPTS only: Used only when the

receiving facility has Multiple Location Processing, and when IVC.CONSTANTS is set to use the "Putaway Option" for items. You may enter a valid warehouse location where the received quantity will be put away. Depending on IVM.CONSTANTS, the item’s Permanent location, if one has been assigned, may automatically be used. If the item does not have a Permanent location, the Warehouse location specified as a default (in MNT.LOC) for the "Received At" location entered on the Header screen will automatically be used as the item put-away location. Reference: For more information on Permanent and Warehouse locations, refer to Chapter 2, "Multiple Location Processing" in the Inventory Control User’s Guide.

Permanent Location

ENTER.PO.RECEIPTS only: Displays the Permanent location of the item, if one has been assigned in item maintenance (MNT.ITEM-SERIES or MNT.ITEM-LOC). This field displays only when the receiving facility has Multiple Location Processing

(C)omments Available

A field that indicates whether item text and/or material certification text is available to display on the Item Comments Screen.



The PO Receipts Long Form Detail Screen, Continued


Field Description Percentage Complete

This field displays only if the "Close Short" option is set up in IVC.CONSTANTS. A percentage displays indicating the level of completion of the purchase order detail line based on the quantity received and the quantity ordered.

Close Short Flag This field is displayed only if the "Close Short" option is set up in IVC.CONSTANTS. Indicates whether the detail line should be closed short when no further quantity will be received from the vendor. To close a line short, the "Percentage Complete" must be equal to or greater than the "Close Short Percentage" stored in IVC.CONSTANTS. Note: Entry of a negative quantity will reopen a closed short line.


Figure 5-B-5. The ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Item Comments Screen.


The PO Receipts Item Comments Screen

Description The Item Comments screen is used to display any item text or material

certification text entered on the purchase order. The user may display this screen when on the Long Form Detail screen, and when the "(C)omments Available" field is "Yes".


ENTER.MRD.RECEIPTS Item Comments screen.


The table below describes the key fields on the ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS Item Comments screen.

Field Description

Item Comments Displays any item comments from the purchase order detail line.

Material Certification

Displays any material certification text from the purchase order detail line.


Figure 5-B-6. The ENTER.PO.RECEIPTS Lot Number Entry Screen.


The ENTER.PO.RECEIPTS Lot Number Entry Screen

Description The Lot Number Entry screen is used to identify the lot number(s) received

for a purchase order line item when the item is flagged to use inbound lot control. Note: This screen does not appear when a drop ship receipt is entered for an inbound lot controlled item in ENTER.MRD.RECEIPTS.

Illustration Figure 5-B-6 is an illustration showing the ENTER.PO.RECEIPTS Lot

Number Entry screen.


The table below describes the key fields on the ENTER.PO.RECEIPTS Lot Number Entry screen.

Field Description

Quantity Received The total quantity received for the item, as entered on either the Short or Long Form Detail screen.

Quantity Reversed When reversing a receipt (using a negative receipt quantity on the Long Form Detail screen), the field identifies the total quantity to be reversed from lot number(s) on file.

Lot Number The lot number of the item being received or reversed. Note: When reversing a receipt for a lot controlled item, the lot number entered must be a valid lot number on file for the item.

Lot Qty The quantity received or reversed for the associated lot number.


Figure 5-B-7. The ENTER.PO.RECEIPTS Serial Number Entry Screen.


The ENTER.PO.RECEIPTS Serial Number Entry Screen

Description The Serial Number Entry screen automatically displays for items that use

inbound serial number tracking. Serial numbers may be entered individually, or as a group (when the numbers are consecutive). When the Serial Number Entry screen needs to be re-accessed to make corrections or modifications, you may do so by reentering the quantity received. Note: This screen does not appear when a drop ship receipt is entered for an inbound serial numbered item in ENTER.MRD.RECEIPTS.

Illustration Figure 5-B-7 is an illustration showing the ENTER.PO.RECEIPTS Serial

Number Entry screen.


The table below describes the key fields on the ENTER.PO.RECEIPTS Serial Number Entry screen.

Field Description

Total Quantity The total quantity received for the item, as entered on either the Short or Long Form Detail screen. Note: The total serial numbers entered must equal the "Total Quantity" before this screen may be exited.

Serial Numbers The serial number(s) received or reversed. Note: When reversing a receipt for a serial numbered item, the serial number(s) entered must be valid for the item.


Knowledge Check



Question 1 Match the PO receipts screen name on the left with its use on the right, by

placing the appropriate letter in the column provided.

a-f Screen Use Header a. Used to enter receipt quantity, put-away

bin location, or close a line short. Short Form Detail b. Identifies the receipt date, and other

information that can be printed on a receiving report.

Long Form Detail c. Used to identify lot numbers received. Lot Number Entry d. Used to view item or material

certification text entered on the purchase order.

Serial Number Entry e. Prompts only for the quantity received, and summarizes all purchase order line items showing receipts entered for the current transaction.

Item Comments f. Used to identify serial numbers received.

Question 2 Which field, entered on the PO receipt Header screen, is used in

PO.PAYABLE to match the vendor’s invoice to the purchase order receipt? a. Freight Bill b. Received From c. Packing Slip Number d. Carrier Name




Question 3 TRUE or FALSE You may only receive purchase order line items that

were ordered for your home facility.

Question 4 Circle all statements that apply to the ENTER.PO.RECEIPTS and

ENTER.MRD.RECEIPTS Long Form Detail screen. a. Is used to enter the quantity received for a detail line. b. Is used to enter the item put-away bin location. c. Is used to review all purchase order line items on the transaction. d. Allows you to receive an item that was ordered for a facility other than

your home facility. e. Is used to close the line item short when it is not received complete. f. Must be accessed in order to display item comments.





Answer 1 Match the PO receipts screen name on the left with its use on the right, by

placing the appropriate letter in the column provided.

a-f Screen Use b. Header a. Used to enter receipt quantity, put-away

bin location, or close a line short. e. Short Form Detail b. Identifies the receipt date, and other

information that can be printed on a receiving report.

a. Long Form Detail c. Used to identify lot numbers received. c. Lot Number Entry d. Used to view item or material

certification text entered on the purchase order.

f. Serial Number Entry e. Prompts only for the quantity received, and summarizes all purchase order line items showing receipts entered for the current transaction.

d. Item Comments f. Used to identify serial numbers received.

Answer 2 Which field, entered on the PO receipt Header screen, is used in

PO.PAYABLE to match the vendor’s invoice to the purchase order receipt? c. Packing Slip Number

Answer 3 TRUE or FALSE You may only receive purchase order line items that

were ordered for your home facility.

Answer 4 Circle all statements that apply to the ENTER.PO.RECEIPTS and

ENTER.MRD.RECEIPTS Long Form Detail screen. a. Is used to enter the quantity received for a detail line. b. Is used to enter the item put-away bin location. e. Is used to close the line item short when it is not received complete. f. Must be accessed in order to display item comments.

Entering a Purchase Order Receipt 5-C-1

Section C

Entering a Purchase Order Receipt

Overview

Introduction The purchase order receipt functions are used to enter the receipt of items into

inventory, and to acknowledge the drop shipment of items, which do not affect inventory.

Purpose The purpose of this section is to introduce you to the procedures necessary to

enter a receipt using the ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS functions.


• describe the purchase order receipt process • describe the commands available on the Header, Short Form, and Long

Form Detail screens • identify guidelines for choosing a receipt method • enter a receipt of items into inventory, and • enter a receipt for items shipped directly to another source.

5-C-2 Entering a Purchase Order Receipt

Figure 5-C-1. The Purchase Order Receipt Process.

Vendor's packingslip arrives.

Drop ShipReceipt?

AccessENTER.MRD.RECEIPTS.

AccessENTER.PO.RECEIPTS.

User completesHeader screen.

User accessesReview screen.

Select methodfor entering

receipt:

ReceivedComplete?

Return toHeader screen

& markCOMPLETE.

Need to enterbin location,

view commentsor close theline short?

Use Long FormDetail screen.

Quickly enterreceipt

quantities?

Use Short FormDetail screen.


Drop shipreceipt?

System updatesGeneral Ledger.

System updatesinventory and

General Ledger.

Yes

No

Yes No


The Purchase Order Receipt Process

Introduction Your vendor has shipped items to your facility, or directly to a customer.

You are now ready to enter the receipt of the purchased items.

Illustration Figure 5-C-1 is an illustration showing the Purchase Order Receipt process.

Process The table below describes the Purchase Order Receipt process.

Stage Description 1 The user determines if this purchase order was received in the

facility, or if it was drop shipped to another location. 2 Were the items received into inventory?

If yes, the user accesses the ENTER.PO.RECEIPTS function, and calls up the purchase order number to receive. If no, the user accesses the ENTER.MRD.RECEIPTS function, and calls up the purchase order number to receive.

3 The user enters the packing slip number, receipt date, and other information needed on the Header screen.

4 The user accesses the Short Form Detail / Review screen to check the items on the purchase order. Note: If the Long Form screen will be used to enter receipts, the user may use the Short Form Detail / Review screen to identify the line numbers for which receipts will be entered.



The Purchase Order Receipt Process, Continued

Process (continued)

Stage Description 5 The user selects a method of entering the receipt:

IF… THEN… the user must enter the

put-away bin location, view item comments, close short a line item, or override the Net Unit Price

• the user accesses the Long Form Detail screen and enters line item receipts.

• When done, the user returns to the Header screen.

all items were received complete and no changes need to be made

the user returns to the Header screen, and types Complete.

full or partial receipt quantities need to be entered, with no additional changes

• the user enters receipts using the Short Form Detail screen.

• When done, the user returns to the Header screen.

Note: If necessary, the user completes the Serial and/or Lot Number screens for items being received into inventory.

6 The user files the purchase order receipt, updating the purchase order, inventory (if appropriate), and the General Ledger.


The Complete Command

Introduction A special command, Complete, is found on the Header screen of the PO

receipt functions. This command can be used in situations when the vendor ships the entire order, or the majority of the order, complete.

Description The Complete command is used when you want to receive a quantity equal to

the balance on the next open delivery for each detail line, when no specific quantity received (including 0) has been or will be entered. Lot and serial number entry screens will display, as required. Use this option after you have • entered any partial or zero receipts to detail lines using either the Short or

Long Form screens, and • verified that the balance on the next open delivery is the quantity received

for all detail lines where a receipt quantity was not entered.

Example 1 The user reviews the purchase order on the Short Form Detail screen. The

packing slip indicates that the quantities received equal the "Next Dely" quantities.



The Complete Command, Continued

Example 1 (continued) The user clicks OK to return to the Header screen and clicks the Complete

Form Command Button Result: The system receives a quantity equal to the "Next Dely" for each detail line, when no specific quantity received has been entered.




Example 2 The user reviews the purchase order on the Short Form Detail screen. The

packing slip indicates that one of the items was not received, but that the quantities received on the other two items equal the "Next Dely" quantities. The user enters a quantity of 0 (zero) on the item not received.




Example 2 (continued) The user clicks OK to return to the Header screen and clicks the Complete

Form Command Button Result: The system receives a quantity equal to the "Next Dely" (Next Delivery) for each detail line, when no specific quantity received has been entered.

Restriction Using the Complete Form Command Button is not allowed in conjunction

with the processing of a reverse receipt (negative quantity). This insures that only the reversal(s) and actual line items keyed are posted.


Using the Complete Command with Multiple Location Processing

Introduction When the receiving facility uses Multiple Location Processing, carefully

consider whether you will want to use the Complete command in the purchase order receipt functions.

Rule With Multiple Location Processing, item put-away locations are normally

entered on the Long Form Detail screen. When using the Complete command, you are not given the opportunity to identify each item’s put-away location, nor will the system use the item’s Permanent location, if defined. When received "Complete", quantities are automatically received into the warehouse location specified as a default (in MNT.LOC) for the "Received At" location specified on the Header screen.

Example The user enters "DOCK" at the "Received At" location on the Header screen.

The "DOCK" location uses a default warehouse location of "STOCK" (as defined in MNT.LOC). Any item received "Complete" will have its receipt quantity put away in the "STOCK" warehouse location.

PO Receipts are moved from the DOCK into thestorage location"STOCK".

When received"COMPLETE"... DOCK

"REF"location

type.

Item 88873-39

Putaway in"STOCK".

Item A-2949SRL

Putaway in"STOCK".

Item 310/500

Putaway in"STOCK".


Navigational Commands

Introduction There are many Form Command Line Buttons presented in the purchase order

receipt functions. These buttons allow you to move from screen to screen, and also can determine the method in which receipts will be entered.

Illustration Figure 5-C-2 is an illustration of the most frequently used commands that

allow you to navigate between the purchase order receipt screens. Note: The Form Command Buttons found on each screen may offer you additional options to navigate within the function. Please refer to the on-line help at each for additional information.

Navigational commands

The table below describes the most frequently used commands in the ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS functions.

FROM the… USE… TO…

Header screen OK proceed to the first line item on the Long Form Detail screen.

Line Nbr proceed to the specified line number on the Long Form Detail screen

Review display the Short Form Detail / Review screen.

Short Form Detail screen

Line Nbr enter receipts for a specific line number, using the "Entry Method" displayed at the top of the screen.

[Enter] proceed to the first line item, using the "Entry Method" displayed at the top of the screen.

OK return to the Header screen to file the receipt.



Navigational Commands, Continued

Navigational commands (continued)

FROM the… USE… TO… Long Form Detail screen

Next Line proceed to the next line item on the Long Form Detail screen.

Review display the Short Form Detail / Review screen.

Comments view item or material certification text. LOT re-enter the lot numbers for this detail

line’s receipt Line Nbr enter the quantity received on the Long

Form Detail screen for the specified line number.

Item Nbr enter the quantity received on the Long Form Detail screen for the specified item or general ledger number.

OK return to the screen from which you originally accessed the Long Form Detail screen.


Guidelines for Choosing a Receipt Method

Introduction As you begin to work with the purchase order receipt functions, you will

learn that they are very flexible, and offer the user many choices in how to enter the receipt.

Guidelines Follow these guidelines when deciding the best method for entering a

purchase order receipt: • Most D2K GS users find that the Short Form Detail screen provides the

easiest and quickest method for entering a purchase order receipt. In general, use this method when the receiving facility does not use Multiple Location Processing.

• If your facility uses Multiple Location Processing, and if items do not

have Permanent locations assigned to them, use the Long Form Detail screen to enter purchase order receipts. This screen allows you to enter the putaway location for the item.

• If you need to close a line item short (the vendor sends a partial receipt,

and no further quantities will be sent), you must use the Long Form Detail screen to enter the purchase order receipt.

• Note: Your system must be set up to allow the line to be closed short using the purchase order receipt function(s).

• If you need to view item comments or material certification text, you must

use the Long Form Detail screen to enter the purchase order receipt. • If you need to override the detail line Net Unit Price, you must use the

Long Form Detail screen. Note: Your system must be set up in IVC.CONSTANTS to allow the Net

Unit Price to be overridden. • To use the Complete Form Command Button, first verify the packing slip

quantities against the balance quantities on the Short Form Detail / Review screen. Enter any partial or zero receipts against line items not received complete. Then, return to the Header screen and click Complete. Click OK to file the purchase order receipt.


How to Receive Items into Inventory (ENTER.PO.RECEIPTS)

Introduction The ENTER.PO.RECEIPTS function is used to enter items received into

inventory from a purchase order. Only purchase order line items with a Deliver to Code of "F" (Facility), "P" (Pre-stored code) or "C" (Custom address) may be received in this function.

Rule The ENTER.PO.RECEIPTS function allows you to receive only those items

for your home facility. This prevents another facility from accidentally accepting the receipt of items that belong in a different facility’s inventory.


Use the boxes below to write your menu path to the ENTER.PO.RECEIPTS function.

Important note Certain prompts on the Header and Long Form Detail screens are controlled

by parameters set in IVC.CONSTANTS. You may or may not be prompted for certain data, as noted in the procedures below, based on your system setup.

Learning advice

Receiving purchased items into inventory is accomplished by entering data into one, or multiple screens. On the following pages, you will find procedures that cover each screen: • Procedure 1: The Header Screen • Procedure 2: The Short Form Detail / Review Screen • Procedure 3: The Long Form Detail Screen Always start by completing Procedure 1: The Header Screen. Depending on the transaction, Procedure 1 will direct you to complete other procedures to finalize the transaction.



How to Receive Items into Inventory (ENTER.PO.RECEIPTS), Continued


Complete the steps in the table below to complete the Header screen when receiving items into inventory from a purchase order.

Step Action

1 Access the function ENTER.PO.RECEIPTS. Result: The PO Number field is highlighted.

Access the Purchase Order 2 Make the following decision:

IF you… THEN … know the number of the

purchase order being receivedthe purchase order number and press [Enter]. Go to Step 4. Result: The Packing Slip Nbr field is highlighted.

know the vendor number on the purchase order being received

VEN followed by the vendor number and press [Enter]. Example: VEN4500

know the number of the item being received

ITM followed by the item number and press [Enter]. Result: ITM50105

want to exit the function Click Cancel. Result: The function is exited, and you are returned to the menu.





Step Action 3 Did the system find more than one purchase order for the vendor or

item number entered? If yes, choose the purchase order from the "Selected POs" screen by clicking on the PO number. If no, go to Step 4. Result: The Packing Slip Nbr field is highlighted.

Complete the Header Screen 4 Type the packing slip number that accompanied this receipt, and

press [Tab]. Note: If the packing slip number was already used on a previous receipt, a warning message is displayed. Click [OK] to bypass the message. (Important: Once at the Form Command Buttons, change the packing slip number so that the receipt is recorded using a unique identifying number). Result: The Date Received field is highlighted.

5 Type the date the merchandise was received and press [Tab], or press [Tab] to accept the default date displayed. Note: This date will display for subsequent receipts, until changed.

6 Is the Received By field highlighted? If yes, type the initials or name of the person who received the merchandise and press [Tab], or press [Tab] to bypass the prompt. If no, go to Step 7. Note: These initials or name will display for subsequent receipts, until changed.





Step Action 7 Is the Received At field highlighted?

If yes, enter the location where the material was received, and press [Tab]. If no, go to Step 8. Note 1: The location must be a "REF" (Reference) type location. Note 2: This location will display for subsequent receipts, until changed.


IF the … THEN… Carrier Name is

highlighted. type the name of the carrier which delivered the merchandise and press [Tab], or press [Tab] to bypass the prompt. Note: This name will display for subsequent receipts, until changed. Result: The Freight Bill field highlighted.

Cursor moves to the Form Command Buttons

go to Step 13.





Step Action 9 Type the identifying number on the freight bill or delivery receipt

and press [Tab], or press [Tab] to bypass the prompt. Note: This freight bill number will display for subsequent receipts, until changed. Result: The Received From field is highlighted.

10 Press [Tab] to accept the vendor name displayed, or type the name of the vendor from whom the merchandise was received, and press [Tab]. Result: The Remarks field is highlighted.

11 Do you wish to enter remarks about this receipt? If yes, type the remarks (up to three lines), pressing [Tab] after each. Press [Tab] when done. If no, press [Tab]. Result: The FOB Date field is highlighted.

12 Type the FOB Date and press [Tab], or press [Tab] to bypass the prompt. Result: Cursor moves to the Form Command Buttons.





Step Action Form Command Button Decisions


TO… THEN… change a field on the

Header screen click on the field to change.

enter receipts to the first detail line in sequence, using the Long Form Detail screen

• click Detail. • Go to Procedure 3: The Long

Form Detail Screen.

review the status of all detail lines, or to enter receipts using the Short Form Detail screen

• click Review. • Go to Procedure 2: The

Short Form Detail / Review screen.

enter receipts to a specific detail line number, using the Long Form Detail screen

• click Line Nbr and enter the line number to receive in the dialog box that appears

• Go to Procedure 3: The Long Form Detail Screen.

automatically receive the balance quantity of the next open delivery for detail lines where no quantity received was entered

• click Complete. • Go to Step 15. Result: The system uses the balance quantity on the next open delivery as the receipt quantity.

receive a specific item number or G/L number, using the Long Form Detail screen

• Click Item Nbr and enter the item number or G/L number.

• Go to Step 14.

file the receipt using the quantities entered

go to Step 15.






WHEN the system finds… THEN… only one line item

containing the entered item number

go to Procedure 3: The Long Form Detail Screen.

more than one detail line for the item number entered

• the "Selected PO Detail Lines" screen displays.

• click the line number to enter the receipt against.


Filing the Receipt

15 Click OK. Result: The system files the receipt. If your system creates receiving reports, the assigned report number displays. Click OK to continue. The Header screen clears, and the PO Number field is highlighted.

16 Return to Step 2.




Procedure 2: The Short Form Detail / Review Screen

Complete the steps in the table below to review the status of all detail lines on a purchase order, or to enter receipts using the Short Form Detail screen. Note: This procedure starts on the Short Form Detail screen. The screen displays with the cursor at the Form Command Buttons.

Step Action

Form Command Decisions 1 Look at the "Entry Method" displayed at the top of the screen.

Note: The Entry Method determines which screen (Short or Long Form) will be used when you enter receipts.

2 Make the following decision: IF you want to… THEN… change the "Entry

Method" displayed at the top of the screen

• click Detail (for Long Form) or Review (for Short Form).

• Repeat this step.

enter a receipt to a specific line number using the current "Entry Method" screen

click line number. Result: • If "Entry Method" = SF, go to

Step 3. • If "Entry Method" = LF, go to


enter receipts to line items sequentially (starting with the first line item), using the current "Entry Method" screen

If "Entry Method" = SF, click Qty Rcvd field for the 1st line number If "Entry Method" = LF, click Qty this Receipt field for the 1st line number. Result: • If "Entry Method" = SF, go to






Procedure 2: The Short Form Detail / Review Screen (continued)

Step Action 2,

cont. IF you want to… THEN… return to the Header screen

to file the receipt click OK. Result: The Header screen displays. Return to Step 12 of Procedure 1: The Header Screen.

Enter Receipt Quantities

3 Look at your screen and locate the cursor in the "Qty Rcvd" column. Note: The cursor placement determines the line item for which you are ready to enter receipts. Result: The field is highlighted.






IF you want to… THEN… enter, change, or delete a

receipt to this line item type the quantity received and press [Tab], or * and press [Tab] to delete the quantity received. Note 1: If the quantity entered is greater than the balance quantity, a warning message is displayed. Click OK to bypass the message. Note 2: If the item is lot or serial number controlled, the Lot or Serial Number Entry screen is displayed. Enter the data, then click OK to return to the Short Form Detail screen. Reference: For information on how to enter serial numbers, refer to the topic "How to Complete the Serial Number Entry Screen" in the Inventory Control User’s Guide.

proceed to the next line item

press [Enter].





Step Action 4,

cont. IF you want to… THEN… return to the previous line

item click the Qty Rcvd field for the previous line item.

proceed to a specific detail line number

click the Qty Rcvd field for the line number. Example: L5

return to the Form Command Buttons

type END and press [Enter]. Result: The Command Line displays. Return to Step 2.

Result: The cursor is positioned in the next line item’s "Qty Rcvd" column, or at the Form Command Buttons (if this was the last line item on the PO).

5 Repeat Step 4 until the cursor returns to the Form Command Buttons.

6 Return to Step 2.





Complete the steps in the table below to enter receipts using the Long Form Detail screen. Note: This procedure starts on the Long Form Detail screen. The cursor is at the Form Command Buttons.

Step Action Form Command Decisions


IF you want to… THEN… change or delete the quantity

received go to Step 2.

change the Net Unit Price (you must be set up in IVC.CONSTANTS to allow an override to this field)

go to Step 2.

close the line item "short" (no additional quantities will be received) Note: Your system setup determines if a line may be closed short, based on the "Percentage Complete" field.

go to Step 6.

proceed to a specific detail line number to enter the next receipt

• Click Line Nbr, enter the line number and press [Enter].

• Return to Step 1.

proceed to the next line item to enter the next receipt

• Click Next Line. • Return to Step 1.

proceed to the Review screen to view all detail lines on the PO

Click Review. Result: The Short Form / Review Screen displays. Go to Procedure 2: The Short Form Detail / Review Screen.





Step Action 1,

cont. IF you want to… THEN… modify lot numbers received

(for a lot controlled item) click LOT. Result: The Lot Entry screen displays. Modify the data and click OK. Repeat this step.

display Item Text and/or Material Certification Text from the purchase order

click Comments. Result: The Comments Screen appears. After viewing the comments, click OK to return to the Long Form Detail screen. Repeat this step.

receive a specific item number or G/L number, using the Long Form Detail screen

• click Item Nbr, type the item number or G/L number and press [Enter].

• Go to Step 8.





Step Action Change/Delete Receipt Quantities

2 Click the "Qty this Receipt" field. Result: The Qty this Receipt field is highlighted.

3 Do you want to delete the receipt quantity entered? If yes, type * and press [Enter]. Return to Step 1. If no, type the correct quantity to receive and press [Enter]. Result: The Receiving UM field is highlighted.

4 Press [Enter] to use the default unit of measure displayed, or type a new unit of measure and press [Enter]. Note: Depending on your setup, a warning message is displayed either at this prompt or the next prompt if the quantity entered is greater than the balance quantity. Click OK to bypass the message.

5 Is the Net Unit Price field highlighted? If yes, press [Enter] to use the default Net Unit Price displayed, or type a new Net Unit Price and press [Enter]. Return to Step 1. Note: Depending on your setup, a warning message is displayed either at this prompt or the previous prompt if the quantity entered is greater than the balance quantity. Click OK to bypass the message. If no, return to Step 1.





Step Action Close a Line Item "Short"

6 Click "Close Short Flag" field. Result: A checkmark (√) appears in the box.

7 Return to Step 1. Selecting the PO Detail Line


WHEN the system finds… THEN… only one line item containing

the entered item number • the Long Form Detail

Screen displays. • Return to Step 1.



• Click the line number to enter the receipt against.



How to Enter a Drop Ship Receipt (ENTER.MRD.RECEIPTS)

Introduction The ENTER.MRD.RECEIPTS function is used to record the receipt of items

on a purchase order that were shipped directly from a vendor to another destination without affecting inventory. Only purchase order line items with a Deliver to Code of "S" (Sales Order) or "V" (Vendor) may be received in the ENTER.MRD.RECEIPTS function.


Use the boxes below to write your menu path to the ENTER.MRD.RECEIPTS function.



Learning advice

Recording the receipt of drop shipped items is accomplished by entering data into one, or multiple screens. On the following pages, you will find procedures that cover each screen: • Procedure 1: The Header Screen • Procedure 2: The Short Form Detail / Review Screen • Procedure 3: The Long Form Detail Screen Always start by completing Procedure 1: The Header Screen. Depending on the transaction, Procedure 1 will direct you to complete other procedures to finalize the transaction.



How to Enter a Drop Ship Receipt (ENTER.MRD.RECEIPTS), Continued


Complete the steps in the table below to complete the Header screen when recording the receipt of drop shipped items.

Step Action 1 Access the function ENTER.MRD.RECEIPTS.


Access the Purchase Order 2 Make the following decision:

IF you… THEN… know the number of the

purchase order being receivedthe purchase order number and press [Enter]. Go to Step 4. Result: The Packing Slip Nbr field is highlighted.

know the vendor number of the purchase order being received

VEN followed by the vendor number and press [Enter]. Example: VEN11200

know the number of the item being received

ITM followed by the item number and press [Enter]. Result: ITM50105

want to exit the function Click Cancel. Result: The function is exited, and you are returned to the menu.





Step Action 3 Did the system find more than one purchase order for the vendor or

item number entered? If yes, choose the purchase order from the "Selected POs" screen by clicking on it. If no, go to Step 4. Result: The Packing Slip Nbr field is highlighted.

Complete the Header Screen 4 Type the packing slip number that accompanied this receipt and

press [Tab]. Note: If the packing slip number was already used on a previous receipt, a warning message is displayed. Click OK to bypass the message. Result: The Date Received field is highlighted.

5 Type the date the merchandise was received, or press [Tab] to accept the default date displayed. Note: An entered date will display for subsequent receipts, until changed. Result: The cursor moves to the Form Command Buttons.





Step Action Form Command Decisions


TO… THEN… change a field on the

Header screen Click the field to change.

enter receipts to the first PO detail line in sequence, using the Long Form Detail screen

• click Detail. • Go to Procedure 3: The Long

Form Detail Screen.

review the status of all detail lines, or to enter receipts using the Short Form Detail screen

• click Review. • Go to Procedure 2: The

Short Form Detail / Review Screen.

enter receipts to a specific detail line number, using the Long Form Detail screen

• click Line Nbr, the line number and press [Enter].


automatically enter the balance quantity of the next open delivery for detail lines where no quantity received was entered

• click Complete. • Go to Step 8. Result: The system uses the balance quantity on the next open delivery as the receipt quantity.

receive a specific item number or G/L number using the Long Form Detail screen


• Go to Step 7.

file the receipt using the quantities entered

go to Step 8.







the entered item number go to Procedure 3: The Long Form Detail Screen.



• click the line number to enter the receipt against.


Filing the Receipt

8 Click OK. Result: The system files the receipt. The Header screen clears, and the PO Number field is highlighted.

9 Return to Step 2.





Complete the steps in the table below to review the status of all detail lines on a purchase order, or to enter drop ship receipts using the Short Form Detail screen. Note: This procedure starts on the Short Form Detail screen with the cursor is at the Form Command Buttons.

Step Action

Form Command Decisions 1 Look at the "Entry Method" displayed at the top of the screen.

Note: The Entry Method determines which screen (Short or Long Form) will be used when you enter receipts.

2 Make the following decision: IF you want to… THEN… change the "Entry

Method" displayed at the top of the screen

• click Detail (for Long Form) or Review (for Short Form).

• Repeat this step.

enter a receipt to a specific line number using the current "Entry Method" screen

click line number. Result: • If "Entry Method" = SF, go to



enter receipts to line items sequentially (starting with the first line item), using the current "Entry Method" screen

If "Entry Method" = SF, click Qty Rcvd field for the 1st line number If "Entry Method" = LF, click Qty this Receipt field for the 1st line number. Result: • If "Entry Method" = SF, go to



Return to the Header Click OK.




Step Action Enter Receipt Quantities

3 Look at your screen and locate the "Qty this Receipt" column. Note: The cursor placement determines the line item for which you are ready to enter receipts. Result: The cursor it at the Form Command Buttons.

4 Make the following decision: IF you want to… THEN… enter, change, or delete a

receipt to this line item type the quantity received and press [Enter], or type * and press [Enter] to delete the quantity received. Note: If the quantity entered is greater than the balance quantity, a warning message is displayed. Click OK to bypass the message.

proceed to the next line item press [Enter]. return to the previous line

item Click the Qty this Receipt field for the previous line item.

proceed to a specific detail line number

click Line Nbr, the line number and press [Enter].

return to the Command Line Press [Enter]. Result: The cursor returns to the Form Command Buttons. Return to Step 2.

Result: The cursor is positioned in the next line item’s "Qty this Receipt" column, or is at the From Command Buttons (if this was the last line item on the PO).





Step Action 5 Repeat Step 4 until the cursor moves to the Form Command

Buttons. 6 Return to Step 2.





Complete the steps in the table below to enter drop ship receipts using the Long Form Detail screen. Note: This procedure starts on the Long Form Detail screen with the cursor at the Form Command Buttons.

Step Action

Command Line Decisions 1 Make the following decision:


received go to Step 2.

change the Net Unit Price (you must be set up in IVC.CONSTANTS to allow an override to this field)

go to Step 2.

close the line item "short" (no additional quantities will be received) Note: Your system setup determines if a line may be closed short, based on the "Percentage Complete" field.

go to Step 6.

proceed to a specific detail line number to enter the next receipt

• click Line Nbr, the line number and press [Enter].


proceed to the next line item to enter the next receipt

• click Next Item. • Return to Step 1.


click Review. Result: The Short Form / Review Screen displays. Go to Procedure 2: The Short Form Detail / Review Screen.





Step Action 1

cont. IF you want to… THEN… display Item Text and/or

Material Certification Text from the purchase order

click Comments. Result: The Comments Screen appears. After viewing the comments, click OK to return to the Long Form Detail screen. Repeat this step.

proceed to the Long Form Detail screen for a specific item number or G/L number


• Go to Step 8.

Change/Delete Receipt Quantities

2 Click the "Qty this Receipt" field. Result: The "Qty this Receipt" field is highlighted.

3 Do you want to delete the receipt quantity entered? If yes, type * and press [Enter]. Return to Step 1. If no, type the correct quantity to receive and press [Enter]. Result: The Receiving UM field is highlighted.

4 Press [Enter] to use the default unit of measure displayed, or type a new unit of measure and press [Enter]. Note: Depending on your setup, a warning message is displayed either at this prompt or the next prompt if the quantity entered is greater than the balance quantity. Click OK to bypass the message.





Step Action 5 Is the Net Unit Price field highlighted?

If yes, press [Enter] to use the default Net Unit Price displayed, or type a new Net Unit Price and press [Enter]. Return to Step 1. Note: Depending on your setup, a warning message is displayed either at this prompt or at the previous prompt if the quantity entered is greater than the balance quantity. Click OK to bypass the message. If no, return to Step 1.

Close a Line Item "Short" 6 Click "Close Short Flag" field.

Result: A checkmark (√) appears in the box.

7 Return to Step 1. Selecting the PO Detail Line




Screen displays. • Return to Step 1.



• click the item number to enter the receipt against.



Knowledge Check



Question 1 Which statement best describes the use of the Complete Form Command

Button, which appears on the Header screen in ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS? a. Used to file the quantities entered on the purchase order receipt. b. Used to close a line item short, indicating that it’s status is now

"Complete". c. Used to automatically receive a quantity equal to the balance of the next

open delivery for each detail line, when no specific quantity received (including 0) has been entered.

d. Used to proceed sequentially through all open line items on the purchase

order, allowing entry of receipt quantities.

Question 2 You are entering a receipt for a purchase order that has twenty five line items.

Two of the line items were not shipped by the vendor (quantity received is 0). What steps would you take to enter this receipt, using the Complete Form Command Button?




Question 3 On the Short Form Detail screen below, you see a purchase order line item

that has multiple delivery dates scheduled (the "Line Balance" is 20), with a quantity of 10 for scheduled for the next delivery. The Complete Command Button will: a. automatically receive a quantity of 20 on the line item. b. automatically receive a quantity of 10 on the line item.

Question 4 You wish to change your "Item Entry Mode" (to either Short Form or Long

Form). Which screen allows you to issue this command?

Question 5 You wish to view an item’s material certification text. Which screen must

you first access to issue the command to display the Item Comments screen?




Question 6 TRUE or FALSE In general, the Long Form Detail screen should always

be used to enter receipts when the receiving facility uses Multiple Location Processing, and when items do not have Permanent locations assigned to them.





Answer 1 Which statement best describes the use of the Complete Form Command

button, which appears on the Header screen in ENTER.PO.RECEIPTS and ENTER.MRD.RECEIPTS? d. Used to automatically receive a quantity equal to the balance of the next

open delivery for each detail line, when no specific quantity received (including 0) has been entered.

Answer 2 You are entering a receipt for a purchase order that has twenty five line items.

Two of the line items were not shipped by the vendor (quantity received is 0). What steps would you take to enter this receipt, using the Complete Form Command Button? • Using either the Short or Long Form Detail screen, enter a receipt

quantity of 0 (zero) for the two line items not shipped by the vendor. • Return to the Header screen. • Click Complete, and then file the receipt. Result: The remaining twenty three line items are automatically received complete.




Answer 3 On the Short Form Detail screen below, you see a purchase order line item

that has multiple delivery dates scheduled (the "Line Balance" is 20), with a quantity of 10 for scheduled for the next delivery. The Complete Form Command Button will: b. automatically receive a quantity of 10 on the line item.

Answer 4 You wish to change your "Item Entry Mode" (to either Short Form or Long

Form). Which screen allows you to issue this command? The Short Form Detail / Review Screen




Answer 5 You wish to view an item’s material certification text. Which screen must

you first access to issue the command to display the Item Comments screen? The Long Form Detail Screen

Answer 6 TRUE or FALSE In general, the Long Form Detail screen should always

be used to enter receipts when the receiving facility uses Multiple Location Processing, and when items do not have Permanent locations assigned to them.

Reversing a Purchase Order Receipt 5-D-1

Section D

Reversing a Purchase Order Receipt

Overview

Introduction It is extremely important to enter accurate information on the purchase order

receipt, since the data updates many modules on your D2K GS system. When an error is detected, the proper procedure should be used to correct the mistake.

Purpose The purpose of this section is to provide the procedures necessary to reverse a

purchase order receipt when an error is detected. It will also provide guidelines to make corrections if the receipt to inventory is entered with an incorrect cost.


• identify guidelines for correcting inventory and drop ship purchase order

receipt errors, and • reverse inventory and drop ship purchase order receipts.


Guidelines for Reversing a Purchase Order Receipt

Introduction If an error is made while entering a purchase order receipt, it is possible to

correct the transaction, using the function in which the receipt was originally entered. However, care should be taken when doing this, so inventory balances and costs are properly updated.

Before you begin

Pinpoint the exact error in the receipt by printing one of the purchase order receiving reports, using the SHOW.IT.HISTORY inquiry, or printing the General Ledger report PRINT.IT.JOURNALS. Next, determine whether the error is a quantity error or a costing error.

Guidelines for correcting quantity errors

Follow these guidelines when correcting a purchase order receipt error where the wrong quantity was received: • If the entered quantity received was greater than the actual quantity

received, reverse the over-posted quantity using the ENTER.PO.RECEIPTS or ENTER.MRD.RECEIPTS function. This is done by entering a negative receipt quantity on the Long Form Detail screen.

• If the entered quantity received is less than the actual quantity received,

add another purchase order receipt for the under-posted quantity using the ENTER.PO.RECEIPTS or ENTER.MRD.RECEIPTS function.

Note: If using Average costing, the item cost will be properly adjusted. However, slight rounding errors may occur, especially if more than two decimals are used to maintain item costs.



Guidelines for Reversing a Purchase Order Receipt, Continued

Guidelines for correcting cost errors

Follow these guidelines when correcting a purchase order receipt error where the item was received at the wrong cost: • When you use Replacement or Average costing, extra care must be taken

to insure that purchase order receipts are valued correctly when they are added into inventory. If the item is received at the wrong cost, the cost is updated improperly in the item record, and the value of the receipt is updated improperly in the General Ledger. Furthermore, existing inventory is revalued using the wrong cost.

• To correct a Replacement costing error, you will have to determine

whether transactions were entered after the purchase order receipt, and change the cost of the item in the Item Master file using the function MNT.ITEM-COST.

• To correct an Average costing error, you will have to determine whether

transactions were entered after the purchase order receipt, manually calculate the average cost of the item before the keying error, manually calculate the new (correct) average cost, and change the cost of the item in the Item Master file using the function MNT.ITEM-COST.

Reference: For more information, refer to these topics in Chapter 3 of the Inventory Control User’s Guide: • "How to Correct Replacement Cost Errors" • "Example: Correcting a Replacement Cost Error" • "How to Correct Average Cost Errors" • "Example: Correcting an Average Cost Error"

Critical point Be aware that when an item has a negative on-hand quantity, the system will

automatically use Replacement costing for the purchase order receipt, regardless of your costing method.


How to Reverse a Purchase Order Receipt

Introduction When a purchase order receipt is entered in error, it may be reversed using the

function it was originally received in. Receipts are reversed by entering a negative quantity received on the Long Form Detail screen.



Learning advice

Reversing a receipt of items into inventory is accomplished by entering data into the Header and the Long Form Detail screens. The procedure will direct you to use the Review screen to identify the line items to reverse. On the following pages, you will find procedures that cover each screen: • Procedure 1: The Header Screen • Procedure 2: The Short Form Detail / Review Screen • Procedure 3: The Long Form Detail Screen Always start by completing Procedure 1: The Header Screen. Procedure 1 will direct you to complete other procedures to finalize the transaction.



How to Reverse a Purchase Order Receipt, Continued


Complete the steps in the table below to complete the Header screen when reversing a receipt of items into inventory from a purchase order.

Step Action


IF the receipt to reverse was… THEN access… a receipt to inventory ENTER.PO.RECEIPTS. a drop ship receipt ENTER.MRD.RECEIPTS.

Result: The PO Number field is highlighted. 2 Type the purchase order number to reverse a receipt for and press

[Tab]. 3 Does the dialog box "Warning - There are no open line items on

this PO" display? If yes, click OK. If no, go to Step 4. Result: The Packing Slip Nbr field is highlighted.

Complete the Header Screen 4 Type the packing slip number from which you are reversing the

receipt and press [Tab]. Note: The dialog "Warning - receipts for this packing slip are already on file" displays. Click OK to bypass the message. Result: The Date Received field is highlighted.

5 Type the date the merchandise was originally received and press [Tab]. Note: This date is used to reverse the inventory and general ledger transactions, and should be the date entered on the original receipt.





Step Action 6 Respond to the remaining prompts, until the cursor moves to the

Form Command Buttons. 7 Make the following decision:

IF you want to… THEN… review the purchase order

detail lines on the Short Form Detail / Review screen

• click Review. Result: The Short Form Detail / Review screen displays. • Go to Procedure 2: The

Short Form Detail / Review Screen.

exit the reverse receipt go to Step 8.

Filing the Reverse Receipt 8 Click Cancel.

Result: The system exits the PO receipt. The Header screen clears and the PO Number field is highlighted.

12 Do you wish to reverse a receipt on another purchase order? If yes, return to Step 2. If no, click Cancel. Result: The function is exited and you are returned to the menu.





Complete the steps in the table below to review the status of all detail lines on a purchase order, or to access the Long Form Detail screen. Important point: Reverse (negative) quantities cannot be entered on the Short Form Detail screen. Note: This procedure starts on the Short Form Detail screen with the cursor at the Form Command Buttons.

Step Action

Command Line Decisions 1 Look at your screen, and identify which line items need to be

reversed. Note: You may scroll the screen forward or backward by clicking Forward or Back.

2 Look at the "Entry Method" displayed at the top of the screen. Note: The Entry Method determines which screen (Short or Long Form) will be used to enter receipts.


IF the "Entry Method" is… THEN… "SF" (Short Form) click Detail. "LF" (Long Form) go to Step 4.






IF you want to… THEN… reverse a receipt to a specific

line number • type the line number and

press [Enter]. • Go to Procedure 3: The

Long Form Detail Screen.

reverse receipts to line items sequentially (starting with the first line item)

• press [Enter]. • Go to Procedure 3: The

Long Form Detail Screen.

return to the Header screen to file the reverse receipt

click OK. Result: The Header screen displays. Return to Step 8 of Procedure 1: The Header Screen.





Complete the steps in the table below to reverse receipts using the Long Form Detail screen.


IF you want to… THEN… reverse a receipt to this

line item go to Step 2.

proceed to the next line item

• press [Enter].



return to the previous screen (Header or Short Form Detail)

click OK. • If the Header screen displays,

go to Step 7 of Procedure 1: The Header Screen.

• If the Detail screen displays, go to Procedure 2: The Short Form Detail Screen.

Enter Reverse Receipt Quantities

2 Type the quantity to reverse, using a negative quantity, and press [Enter]. Example: -12 Note: You may not reverse more than the total prior receipt quantity. Result: The Receiving UM field is highlighted.





Step Action 4 Press [Enter] to use the default unit of measure displayed, or type

a new unit of measure and press [Enter]. 5 Is the Net Unit Price field highlighted?

If yes, enter the Net Unit Price of the receipt that you are reversing and press [Enter] or press [Enter] to use the displayed Net Unit Price from the purchase order. Note: The displayed price is the price from the purchase order not an overridden price entered at the time of the receipt. If no, go to Step 6.

6 Is the Putaway/Bin Location field highlighted. If yes, enter the location where the material was received in error and press [Enter], or press [Enter] to use a default location. If no, go to Step 7. Note1: Response to this prompt may be optional, based on your system setup. Note 2: If the item is lot or serial number controlled, the Lot or Serial Number Entry screen is displayed. Enter the data, then click OK to return to the Long Form Detail screen. Reference: For information on how to enter serial numbers, refer to the topic "How to Complete the Serial Number Entry Screen" in the Inventory Control User’s Guide. Result: The cursor moves to the Form Command Buttons.





Step Action Command Line Decisions



reversed go to Step 8.

proceed to a specific detail line number to enter the next reverse receipt

click Line Nbr, the line number and [Enter]. Return to Step 1.

proceed to the next line item to enter the next reverse receipt

Click Next Line. Return to Step 1.







Step Action 7,

cont. IF you want to… THEN… modify the lot numbers

reversed (for a lot controlled item)

click LOT. Result: The Lot Entry screen displays. Modify the data, then click OK to return to the Long Form screen. Repeat this step.

proceed to the Long Form Detail screen for a specific item number or G/L number

• Click Item Nbr and type the item number or G/L number and press [Enter].

• Go to Step 12.

file the reverse receipt click OK. • If the Header screen

displays, go to Step 7 of Procedure 1: The Header Screen.

• If the Detail screen displays, go to Procedure 2: The Short Form Detail Screen.

Change/Delete Reverse Receipt Quantities

8 Click the "Qty this Receipt" field. Result: The Qty this Receipt field is highlighted.






TO… THEN… change the entered quantity to

reverse type the correct quantity to reverse, using a negative quantity and press [Enter]. Example: -12

delete the reverse quantity entered

type * and press [Enter]. Return to Step 7.

Result: The Receiving UM field is highlighted.

10 Press [Enter] to use the default unit of measure displayed, or type a new unit of measure and press [Enter].

11 Is the "Net Unit Price" field highlighted? If yes, enter the Net Unit Price of the receipt that you are reversing and press [Enter] or press [Enter] to use the displayed Net Unit Price. If no, return to Step 7.

Selecting the PO Detail Line 12 Make the following decision:



Screen displays.



• Click the line number to enter the receipt against.

13 Return to Step 1.


Knowledge Check



Question 1 Which statement best describes the way in which a purchase order receipt is

reversed? a. Reverse the receipt using the inventory adjustment function

(ENTER.INV.ADJUSTMENT). b. Reverse the receipt by entering a negative receipt quantity in

ENTER.PO.RECEIPTS or ENTER.MRD.RECEIPTS. c. You cannot reverse a purchase order receipt once it has been filed on the

system. d. Reverse the receipt by using the REVERSE.PO function.

Question 2 If you are using Replacement or Average costing, and if a purchase order is

received using the wrong cost, what implications are there to your D2K GS system?

Question 3 TRUE or FALSE A negative receipt quantity can be entered on either the

Short or Long Form Detail screen.





Answer 1 Which statement best describes the way in which a purchase order receipt is

reversed? b. Reverse the receipt by entering a negative receipt quantity in

ENTER.PO.RECEIPTS or ENTER.MRD.RECEIPTS.

Answer 2 If you are using Replacement or Average costing, and if a purchase order is

received using the wrong cost, what implications are there to your D2K GS system? • The cost is updated improperly in the item record • the value of the receipt is updated improperly in the General Ledger,

and • existing inventory is revalued using the wrong cost.

Answer 3 TRUE or FALSE A negative receipt quantity can be entered on either the

Short or Long Form Detail screen. Explanation: A negative receipt quantity can only be entered on the Long Form Detail screen.

Purchase Order Reports 6-1

Chapter 6

Purchase Order Reports

Overview

Introduction Purchase order reporting is a crucial tool used by management to check the

status of purchase orders, audit receipt transactions to verify balances, and identify late or delayed deliveries.

Purpose The purpose of this chapter is to review the key reports contained in the

Purchase Management module.


• identify and describe the key reports found in the Purchase Management

module, and • locate reports containing specific information using the learning aid

provided.

Learning advice

For more information on printing, selection and sort options for reports, refer to the chapter "Producing D2K GS Reports and Inquiries" in the D2K GS System Conventions User’s Guide for Learning and Reference manual.

6-2 Purchase Order Reports

Key Reports

Introduction The Purchase Management module contains many reports, which present

purchasing data in different manners.


The table below describes the key report functions found in the Purchase Management module.


Status Reports OPEN.PO.REPORT Identifies open PO detail lines showing the

quantity due and extended purchase price for each expected delivery date.

PO.DELIVERIES Prints open PO delivery information for use by receiving and stockroom personnel. Dollar values are not printed on this report.

PO.REGISTER Prints all PO detail lines processed since the last register was run. Includes POs that were entered and printed for the first time, and those whose status is "Called In". Reference: For more information, refer to the topic "The Purchase Order Register (PO.REGISTER)" in Chapter 3.

Receiving Reports PRINT.RECEIVING.RPTS Prints information for each PO receipt

processed in ENTER.PO.RECEIPTS. This function is used to print receiving reports if they are not printed automatically in ENTER.PO.RECEIPTS, or if a report must be reprinted. Note: Your system must be set up to gather receiving report data in order to use this function.

PO.RECEIPTS.REG Audits purchase order receipts to inventory for a specified date range, as entered in the ENTER.PO.RECEIPTS function.



Key Reports, Continued


Function Description Receiving Reports, continued

PURCH.COST.REGISTER Audits how item Material cost has been updated by the ENTER.PO.RECEIPTS function. Note: A sample of this report is not included in this chapter. For more information, refer to the online documentation for the function.

Action / Advisory Reports FOLLOW.UP.LIST Prints open PO detail lines with follow-up

dates within a selected date range. The report also indicates late deliveries.

EXPEDITE.LATE.DEL Prints open PO detail lines that are late as of the current date, based on the delivery date. Note: A sample of this report is not included in this chapter. For more information, refer to the online documentation for the function.

LEAD.TIME.REPORT Prints a report of items, their vendor sources, and all associated lead times on file.

LEAD.TIME.EXCEPTIONS PO receipts with lead times that exceeded the maximum percentage variance allowed, and which were therefore excluded from the calculation and update of item lead time. Note: A sample of this report is not included in this chapter. For more information, refer to the online documentation for the function.



Key Reports, Continued


Function Description SALE.PURCH.ACTION.RPT Identifies sales order detail lines for which

a PO should be generated, as specified at order entry time by entering a "Y" at the "Notify Purchasing" prompt on the Extended Detail screen. Note: A sample of this report is not included in this chapter. For more information, refer to the online documentation for the function.


Finding the Report You Want

Introduction There are hundreds of report functions on your D2K GS system. At times, it

may be an intimidating task to find the report that provides you with the type of information you need.

Learning aid The table below describes the types of information you may be looking for on

a report, and suggested reports to print.

IF you need to… THEN consider… a list of all open purchase orders on your system, including their value

OPEN.PO.REPORT

review outstanding purchases authorized by a specific buyer

OPEN.PO.REPORT - select POs for a specific buyer code

plan for deliveries expected in a specific time frame (i.e., the upcoming work week)

OPEN.PO.REPORT -or - PO.DELIVERIES (select POs for a range of delivery dates)

a list of all open purchase orders on your system, excluding their value (for use by non-management personnel)

PO.DELIVERIES

check the accuracy of purchase order receipts as entered using the ENTER.PO.RECEIPTS function

PO.RECEIPTS.REG

check the accuracy of purchase order receipts as entered using the ENTER.MRD.RECEIPTS function

DIRECT.ITEMS.RCVD (found in the Sales Processing module)

audit cost changes to your items and General Ledger

PURCH.COST.REGISTER

insure that purchases will be delivered on the agreed upon delivery date

FOLLOW.UP.LIST



Finding the Report You Want, Continued

Learning aid (continued)

IF you need to… THEN consider… take action on purchases that were not delivered on the agreed upon delivery date

EXPEDITE.LATE.DEL

review, monitor and adjust item lead times, based on data gathered by the system

LEAD.TIME.REPORT

monitor and follow up on item lead time exceptions that were not used in lead time calculations

LEAD.TIME.EXCEPTIONS

identify items entered on customer sales orders that need to be purchased

SALE.PURCH.ACTION.RPT


Figure 6-1. The Open Purchase Order Report (OPEN.PO.REPORT).

OPEN.PO.REPORT 10:25:46 11 MAR YYYY D2K DISTRIBUTION SERVICES Acct purch Process 60100 Page 1 Open Purchase Orders in Purchase Order Number/Delivery Date Sequence

Purch. Purch.. Vendor Byr Lne Item Number.. Description.. Purchase Purch Expected Deliver Purchase Purchase. Extended. Order Order Number Nbr or GL Account Quantity Unit/ Delivery To Data Balance Price Price Number Date Ordered Meas Date Qty Due 25410 03-01-YY 1600 SAM 1 C900|01 POWER TABLE SAW 12 EA 03-23-YY F 01 12.00 45.00 540.00 25410 03-01-YY 1600 SAM 2 C910|01 TABLE SAW 6 EA 03-23-YY F 01 6.00 299.00 1794.00 25410 03-01-YY 1600 SAM 2 C910|01 TABLE SAW 6 EA 03-30-YY F 01 6.00 299.00 1794.00 25410 03-01-YY 1600 SAM 2 C910|01 TABLE SAW 12 EA 04-12-YY F 01 12.00 299.00 3588.00 --------- *** 7716.00 25411 03-02-YY 1901 TMJ 1 01-01-5740 1-YR NEWSPAPER 1 EA 03-11-YY F 01 1.00 195.00 195.00 SUBSCRIPTION 25412 03-04-YY 1500 SAM 3 BD20|01 POWER SANDER 2 EA 03-05-YY F 01 2.00 284.05 568.10 25412 03-04-YY 1500 SAM 3 BD20|01 POWER SANDER 6 EA 03-10-YY F 01 6.00 284.05 1704.30 25412 03-04-YY 1500 SAM 1 1500|01 BELT SANDER 8 EA 03-18-YY F 01 8.00 59.86 478.88 25412 03-04-YY 1500 SAM 2 C300|01 1/2" WRENCH 24 EA 03-18-YY F 01 24.00 2.65 63.60 --------- *** 2814.88 25413 03-07-YY 1800 DAR 1 100|01 SLOTTED 60 EA 03-19-YY F 01 60.00 1.33 79.80 SCREWDRIVER 25413 03-07-YY 1800 DAR 2 C100|01 PHILLIPS 60 EA 03-19-YY F 01 60.00 1.45 87.00 SCREWDRIVER 25413 03-07-YY 1800 DAR 3 C200|01 PHILIPS HEAD 12 EA 03-19-YY F 01 12.00 3.98 47.76 25413 03-07-YY 1800 DAR 4 C300|01 1/2" WRENCH 12 EA 03-19-YY F 01 12.00 6.12 73.44 --------- *** 288.00 11013.88

Nbr Description The quantity ordered for each scheduled delivery (in purchasing unit of

measure). The quantity remaining open for each scheduled delivery on a purchase order

detail line (in purchasing unit of measure). The price per unit (in AP unit of measure) less discounts.


The Open Purchase Order Report (OPEN.PO.REPORT)

Description The OPEN.PO.REPORT function prints a list of open purchase order detail

lines showing the quantity due and extended purchase price for each expected delivery date. Since the report shows the dollar value of expected receipts, the OPEN.PO.REPORT is typically used by office personnel to plan and monitor outstanding purchases.

Illustration Figure 6-1 is an illustration showing the Open Purchase Order report.

Sort options The report may be sorted by

• Purchase Order Number / Delivery Date • Vendor Number / Purchase Order Number / Delivery Date • Extended Price / Purchase Order Number / Delivery Date • Item Number / Delivery Date • Delivery Date / Item Number • Purchase Order Number / Line Number / Delivery Date • Delivery Date / Vendor Number / Item Number

Selection options

Specific data may be printed on the report by choosing • ALL or a range of Delivery Dates • ALL or selected Buyers • ALL or selected Facilities • ALL or selected Vendors • ALL or a range of Purchase Order Numbers • ALL or a range of Extended Prices • ALL or a range of Items Note: A purchase order detail line must meet all selection criteria to print on the report.


Figure 6-2. The Open Purchase Order Deliveries Report (PO.DELIVERIES). PO.DELIVERIES 11:07:57 11 MAR YYYY D2K DISTRIBUTION SERVICES Acct purch Process 60100 Page 1 Open Purchase Deliveries in Purchase Order Number/Delivery Date Sequence

Purch. Purch... Vendor Vendor Name..... Byr Lne Item Number Description..... Purchase Purch Expected Deliver Purchase Order Order Number Nbr or GL Account Quantity Unit/ Delivery To Data Balance Number Date Ordered Meas Date Qty Due 25410 03-01-YY 1600 Ace Industrial SAM 1 C900|01 POWER TABLE SAW 12 EA 03-23-YY F 01 12.00 Suppl 25410 03-01-YY 1600 SAM 2 C910|01 TABLE SAW 6 EA 03-23-YY F 01 6.00 25410 03-01-YY 1600 SAM 2 C910|01 TABLE SAW 6 EA 03-30-YY F 01 6.00 25410 03-01-YY 1600 SAM 2 C910|01 TABLE SAW 12 EA 04-12-YY F 01 12.00 *** 25411 03-02-YY 1901 PUBLIC SERVICE SAM 1 01-01-5740 1-YR NEWSPAPER 1 EA 03-11-YY F 01 1.00 SUBSCRIPTION 25412 03-04-YY 1500 MINERS SAM 3 BD20|01 POWER SANDER 2 EA 03-05-YY F 01 2.00 ELECTRICAL CO 25412 03-04-YY 1500 SAM 3 BD20|01 POWER SANDER 6 EA 03-10-YY F 01 6.00 25412 03-04-YY 1500 SAM 1 1500|01 BELT SANDER 8 EA 03-18-YY F 01 8.00 25412 03-04-YY 1500 SAM 2 C300|01 1/2" WRENCH 24 EA 03-18-YY F 01 24.00 *** 25413 03-07-YY 1800 Quinn Power SAM 1 100|01 SLOTTED SCREWDRIVER 60 EA 03-19-YY F 01 60.00 Products 25413 03-07-YY 1800 SAM 2 C100|01 PHILLIPS SCREWDRIVER 60 EA 03-19-YY F 01 60.00 25413 03-07-YY 1800 SAM 3 C200|01 PHILIPS HEAD 12 EA 03-19-YY F 01 12.00 25413 03-07-YY 1800 SAM 4 C300|01 1/2" WRENCH 12 EA 03-19-YY F 01 12.00 ***

Nbr Description

The quantity ordered for each scheduled delivery (in purchasing unit of measure).

The quantity remaining open for each scheduled delivery on a purchase order detail line (in purchasing unit of measure).


The Open Purchase Order Deliveries Report (PO.DELIVERIES)

Description The PO.DELIVERIES function prints a report of selected open purchase

order deliveries for use by receiving and stockroom personnel. Dollar values are not printed on this report, so the value of incoming deliveries will not be known by the personnel handling them.

Illustration Figure 6-2 is an illustration showing the Open Purchase Order Deliveries

Report.


• Purchase Order Number / Delivery Date • Vendor Number / Purchase Order Number / Delivery Date • Item Number / Delivery Date • Delivery Date / Item Number • Purchase Order Number / Line Number / Delivery Date

Selection options

Specific data may be printed on the report by choosing • ALL or a range of Delivery Dates • ALL or a range of Purchase Order Numbers • ALL or a range of Item Numbers • ALL or selected Vendors • ALL or selected Facilities Note: A purchase order detail line must meet all selection criteria to print on the report.

Receiving Reports 6-11

Figure 6-3. The Purchase Order Receiving Report (PRINT.RECEIVING.RPTS).

PRINT.RECEIVING.RPTS 14:34:04 11 MAR YYYY D2K DISTRIBUTION SERVICES Acct purch Process 60110 RECEIVING REPORT

Receiving Report Nbr: 1052 V MINERS ELECTRICAL COMPANY (1500) Receiving Facility : 01 FACILITY 1 E 123 MAIN ST. Purchase Order Nbr : 25412 N CHICAGO, IL 60045 Date of Receipt : 03-18-YY D Freight Charge data : O Received at : REC R Received by : PJU Vendor Contact : ROB Received from : Contact Phone : 312-556-7800 Carrier : UPS Buyer Name : ADAMS, SAM Freight Bill Number : 5981-87021 Packing Slip : 2604 ----------------------------------------------------------------------------------- Application of Receipt ----------

Lne Item Number Quantity Unit Receiving Location Putaway Dely Scheduled Scheduled Recvd Delivery Nbr Description Received Meas Location Quantity Location Nbr Dely Date Dely Qty To Date Balance --- --------------------- -------- ----- --------- -------- -------- ---- --------- --------- -------- --------- 1 BD20|01 2 EA RCVNG 2 F1 1 03-05-YY 2 2 0 POWER SANDER 2 1500|01 7 EA RCVNG 7 G1 1 03-18-YY 8 7 1 BELT SANDER 3 C300|01 24 EA RCVNG 24 A12 1 03-18-YY 24 24 0 ½" WRENCH 4 1600|01 2 EA RCVNG 2 1 03-17-YY 5 2 3 WASHING MACHINE Serial Numbers : 1217-3888,1217-3977 Material Certification required for this item. Must meet specifications

Nbr Description The system-assigned Receiving Report Number, which identifies a purchase

order receipt transaction. The quantity received on this transaction.

When the receiving facility uses Multiple Location Processing, this area on the report identifies the receipt quantity and item put-away location.

The total quantity received to date on the line item.

The balance left to receive on the line item.


The Purchase Order Receiving Report (PRINT.RECEIVING.RPTS)

Description The function PRINT.RECEIVING.RPTS is used to print receiving reports if

they are not printed automatically by the ENTER.PO.RECEIPTS function, or if a report must be reprinted. A receiving report is used by warehouse personnel to audit the accuracy of receipts entered into the D2K GS system, and to assist them in determining if the received item should be handled in some special manner. For example, the report identifies nonstock items, and prints sales reference text entered on the Long Form Detail screen in ENTER.PURCH.ORDER. Receiving reports remain on file until they are purged by running the function RCVNG.RPTS.PURGE. If your system gathers receiving report data, this should be done periodically to eliminate obsolete data from your system.

Learning advice

Your system must be set up to gather receiving report data in IVC.CONSTANTS in order to use this function.

Illustration Figure 6-3 is an illustration showing the Purchase Order Receiving Report.

Sort option One report prints for each Receiving Report number selected. The Receiving

Report Number is assigned by the system when the purchase order receipt is filed.

Selection options

Specific data may be printed on the report by choosing • selected Receiving Report numbers • selected Facilities.

Receiving Reports 6-13

Figure 6-4. The Purchase Order Receipts Register (PO.RECEIPTS.REG).

PO.RECEIPTS.REG 11:33:27 11 MAR YYYY D2K DISTRIBUTION SERVICES Acct purch Process 60100 Page 1 Purchase Order Receipts Register Sorted By Purchase Order Number, Line Number From "03-11-YY" to "03-11-YY" For Facility 01

PO Lne Vendor |---- Transaction ----| PO Receipt Material Freight Total Number Nbr Item Number........ Number Date.... Quantity UOM.. Amount....... Amount...... Amount..... Amount....... 25412 1 BD20 1500 03-03-YY 2 EA 568.10 568.10 568.10 POWER SANDER 25412 2 1500 1500 03-03-YY 7 EA 419.02 419.02 419.02 BELT SANDER 25412 3 C300 1500 03-03-YY 24 EA 62.40 55.20 7.20 62.40 ½" WRENCH *** 1049.52 1042.32 7.20 1049.52

25413 1 100 1800 03-06-YY 60 EA 79.80 79.80 79.80 SLOTTED SCREWDRIVER 25413 2 C100 1800 03-06-YY 60 EA 87.00 87.00 87.00 PHILLIPS SCREWDRIVER 25413 3 C200 1800 03-06-YY 12 EA 47.76 47.76 47.76 PHILLIPS HEAD 25413 4 C300 1800 03-06-YY 12 EA 73.44 73.44 73.44 ½" WRENCH *** 288.00 288.00 288.00

Facility Total 1337.52 1330.32 7.20 1337.52 Total all Facilities 1337.52 1330.32 7.20 1337.52

Nbr Description Transaction Date / Quantity

The Material cost of the received item.

The Freight cost of the received item.

The total cost of the quantity received for a purchase order detail line (includes Material, Freight, and Other costs).


The Purchase Order Receipts Register (PO.RECEIPTS.REG)

Description The PO.REGISTER function prints a listing of purchase order receipt

transactions for a specified date range. The register is used as an audit report for the ENTER.PO.RECEIPTS function, and should be used to verify the accuracy of the receipts entered. Note: The audit report for ENTER.MRD.RECEIPTS is the function DIRECT.ITEMS.RCVD, found in the Sales Order Processing module.

Illustration Figure 6-4 is an illustration showing the Purchase Order Receipts Register.


• Purchase Order Number / PO Line Number • Receipt Date / Item Number • Item Number / Receipt Date • Vendor Number / Purchase Order Number

Selection options

Specific data may be printed on the report by choosing • the earliest and latest receipt transaction date to include • ALL or selected Facilities.

Action / Advisory Reports 6-15

Figure 6-5. The Purchase Order Follow Up Report (FOLLOW.UP.LIST). FOLLOW.UP.LIST 12:34:08 25 MAR YYYY D2K Distribution Services Acct purch Process 60200 Page 1 Purchase Order Follow Up Report Sorted by Follow up date, by Vendor, by Buyer.

Buyer Vendor Name.................... PO Lne Item/Part Number Purch Order Recvd Bal Sched Code Nbr Contact................. Number Nbr Description Unit Qty Qty Due Deliv Phone..............

-------------------------------- |-Follow Up Date 03-24-YY *****| -------------------------------- SAM 1901 PUBLIC SERVICE 25411 1 01-01-5740 EA 1 0.00 1.00 03-28-YY PUBLICATIONS DEPT. 1-YR SUBSCRIPTION 312-555-1200 -------------------------------- |-Follow Up Date 03-14-YY *****| -------------------------------- JB 10000 MIDWEST SUPPLIERS 25389 1 C900|01 EA 6 3.00 3.00 03-18-YY Late Del JIM DELANEY TABLE SAW 630-459-0192 25389 2 1500|01 EA 12 11.00 1.00 03-18-YY Late Del BELT SANDER -------------------------------- |-Follow Up Date 02-24-YY *****| -------------------------------- JB 10000 MIDWEST SUPPLIERS 25381 4 C900|01 EA 10 9.00 1.00 02-26-YY Late Del JIM DELANEY POWER TABLE SAW 630-459-0192 25381 6 C200|01 EA 60 59.00 1.00 02-26-YY Late Del PHILLIPS HEAD

Nbr Description The date the follow-up on a scheduled delivery should be performed if the

shipment has not been received. The quantity of an item scheduled for delivery on a purchase order detail line.

The quantity received for the purchase order detail line.

The quantity remaining open for a scheduled delivery on a purchase order detail line.

A scheduled delivery date for items on a purchase order detail line.

Late Delivery Message - printed when a scheduled delivery is dated prior to the current date.


The Purchase Order Follow Up Report (FOLLOW.UP.LIST)

Description The function FOLLOW.UP.LIST prints a report showing open purchase order

detail lines with follow-up dates within a selected date range. The report also indicates late deliveries. Any scheduled delivery dated prior to the current date is flagged as a late delivery. This information can be used by the buyer to identify vendors who should be called to insure on-time delivery of the items. The vendor contact and phone number is printed on the report to streamline this process.

Illustration Figure 6-5 is an illustration showing the Purchase Order Follow Up Report.


• Follow-Up Date / Vendor / Buyer • Vendor / Follow-Up Date • Buyer / Follow-Up Date / Vendor

Selection options

Specific data may be printed on the report by choosing • a range of Follow-Up Dates • ALL Follow-Up Dates

Action / Advisory Reports 6-17

Figure 6-6. The Item Lead Time Report (LEAD.TIME.REPORT).

LEAD.TIME.REPORT 09:37:46 13 APR 1998 D2K DISTRIBUTION SERVICES Acct purch Process 60150 Page 1 Lead Time Report Listing of Purchase Lead Times - Sorted by Item Number

Item Number FAC Item Description Buyer Eff Item Review-Commodity Group ** Source ** Quote Vendor Code ID Lead Lead Group Type Lead Vendor Type Lead Lead Time Time ID Code Time Number Code Time Time ---------------- ---- ---------------------- ----- ---- ---- ---------------------- ------------ ---- ------ 104 01 1/2" Copper Elbows SAM 36 36 100 S001 40 105 01 3/4" Copper Elbows SAM 25 25 100 S001 40 110 01 21" Echo Chain Saw SAM 82 82 100 S001 40 400 01 5/16" Screwdriver SAM 63 63 100 S001 40 431 01 Marble Ring JB 13 13 9019-55 01 2-1/2 S/10 PIPE PE 21FT JB 39 39 12421-4 01 1/2" Copper Elbow SAM 10 2450 R 10 13723-8 01 48 Oz Ajax Cleanser SAM 10 2450 R 10 27769-9 01 Brill Steel Wool Pads SAM 7 7 2450 R 10 27921-1 01 30 Count Glad Trash Ba SAM 10 2450 R 10 042031644 01 Bond 2X20" Series Pipe SAM 21 60043007 01 Circuit Breaker Panel JB 18 A359 01 Seat Wrench JB 64 64 ABL25-22365-GL167 01 ELECTRICAL CONNECTOR 2p SAM 17 AR1064-000 01 Valve JB 36 36 ENGEL72511-1 01 Electrical connector 4p SAM 14 GKT070 01 Compression Gasket SAM 53 53 J37 01 Univ Steel Joint Solid SAM 20 20 R12/2 01 12/2 W/Ground Cable JB 17 17 TFE-1-1/2 01 Teflon Flexible Tubing SAM 7 TFE-3/4 01 3/4 " Teflon Flex Tubin SAM 17

Nbr Description

The Effective Lead Time, identified by the system when the report is run, which is used in replenishment planning and in calculating order point.

The item purchasing lead time, as found in MNT.ITEM-PURCHASING. The item lead time may be system-updated when purchase orders are received, or may be user-assigned.

The source vendor for the item, as entered in MNT.ITEM-PURCHASING. When an item has a source vendor identified, the system will retrieve and print the vendor’s purchasing lead time in the following column.

The vendor purchasing lead time (entered in VENDORS).


The Item Lead Time Report (LEAD.TIME.REPORT)

Description The function LEAD.TIME.REPORT prints a report of items, their vendor

sources, and all associated lead times on file (the system may find up to four different lead times for an item/vendor combination). The system determines and prints the item’s "Effective Lead Time" on the report, which is used by the system for replenishment planning and in calculating order point. The system uses the first lead time it encounters for the item as the "Effective Lead Time", in this sequence: • Item Purchasing lead time (entered or system calculated in

MNT.ITEM-PURCHASING) • Group lead time (entered in MNT.REVIEW.GROUP) • Vendor price lead time (entered in MNT.VENDOR.PRICE) • Vendor lead time (entered in VENDORS). This report may be used when buyers want to focus their lead time reduction activities upon items for which reduced lead time will provide the most benefit.

Illustration Figure 6-6 is an illustration showing the Item Lead Time Report.


• Item Number • Effective Lead Time • Buyer Code • Vendor Number • Review / Commodity Group

Selection options

Specific data may be printed on the report by choosing • selected or ALL Buyers • selected or ALL Vendors • selected or ALL Review / Commodity Groups.

Reference For more information about lead times, refer to the topics "Item Lead Times"

and "The Process of Updating Item Lead Times" in Chapter 5/Section A


Knowledge Check



Question 1 On Friday, you wish to print a report of open purchase orders that are

expected to arrive at your facility in the upcoming week. Since this report will be used by warehouse personnel, you do not want the values of the receipts to be included on this report. a. Which report would allow you to print open purchase orders for a range

of delivery dates, without revealing the value of the transactions? b. If you wanted to print the same report for the purchasing manager, and

include the value of the transactions, which report would you print?

Question 2 Your company has hired a new operator, who is responsible for entering

purchase order receipts. At the end of each day, you would like to verify the accuracy of all receipts entered onto the system, by checking both the quantities received and the total value of all receipts. Which report could you print to recap the receipt information for the entire day?





Answer 1 On Friday, you wish to print a report of open purchase orders that are

expected to arrive at your facility in the upcoming week. Since this report will be used by warehouse personnel, you do not want the values of the receipts to be included on this report. a. Which report would allow you to print open purchase orders for a range

of delivery dates, without revealing the value of the transactions? The Open Purchase Order Deliveries Report - PO.DELIVERIES b. If you wanted to print the same report for the purchasing manager, and

include the value of the transactions, which report would you print? The Open Purchase Order Report - OPEN.PO.REPORT

Answer 2 Your company has hired a new operator, who is responsible for entering

purchase order receipts. At the end of each day, you would like to verify the accuracy of all receipts entered onto the system, by checking both the quantities received and the total value of all receipts. Which report could you print to recap the receipt information for the entire day? The Purchase Order Receipts Register - PO.RECEIPTS.REG

Purchase Order Inquiries 7-1

Chapter 7

Purchase Order Inquiries

Overview

Introduction Being able to retrieve purchase order information quickly and easily is one of

the benefits of the D2K GS Purchase Management module. This allows you to respond to customer, vendor, and internal questions as to the status of an inventory item.

Purpose The purpose of this chapter is to review the inquiries available in the

Purchase Management module.


• identify and describe the key inquiries found in the Purchase Management

module, and • locate inquiries containing specific information using the learning aid

provided.

Learning advice

For more information on printing, selection and sort options for inquiries, refer to the chapter "Producing D2K GS Reports and Inquiries" in the D2K GS System Conventions User’s Guide for Learning and Reference manual.

7-2 Purchase Order Inquiries

Key Inquiries

Introduction The Purchase Management module contains many inquiries which present

purchase order status data in different manners.


The table below describes the key inquiry functions found in the Purchase Management module.


FIND.PO Displays delivery and receipt information for each detail line on selected purchase orders.

FIND.PO-COST Displays delivery, receipt, and item cost information for each detail line on selected purchase orders.

PO.INQUIRY Displays purchase order detail lines for a specified item number.

ITEM.RECEIPTS.HIST Prints or displays item purchase order receipts history and the last price paid for an item.

NONSTOCK.ITEMS.RCVD Prints or displays non-stock items received into inventory via ENTER.PO.RECEIPTS, and the open sales orders that exist for them.


Finding the Inquiry You Want

Introduction There are hundreds of inquiry functions on your D2K GS system. At times, it

may be an intimidating task to find the inquiry that provides you with the type of information you need.

Learning aid The table below describes the types of information you may be looking for on

an inquiry, and suggested inquiries to display.

IF you need… THEN consider… the status of a purchase order, including delivery dates and receipts

FIND.PO

the status of a purchase order, including delivery dates, receipts, and item cost

FIND.PO-COST

to find all open purchase orders for an item

PO.INQUIRY

the last price paid for an item ITEM.RECEIPTS.HIST identify any open sales orders that exist for a non-stock item just received into stock

NONSTOCK.ITEMS.RCVD


Figure 7-1. The FIND.PO Inquiry.

71

1

2

3 4 5 6 7 8

Nbr Description A description of the code that defines the current status of the purchase order.

For a list of codes and descriptions, refer to the topic "Purchase Order Status Codes" in Chapter 2/Section A.

The current status of the line item: • Open - a quantity remains due • Closed - received complete • Short - a partial receipt was entered and the remaining quantity canceled • Canceled - line item was canceled before any receipts were entered

The date the items are scheduled to be delivered.

The purchase quantity requested for delivery.

The date the items were received.

The packing slip number under which the item was received.

The quantity received for this delivery.

The quantity remaining open for a scheduled delivery date.


The FIND.PO Inquiry

Description The FIND.PO inquiry displays delivery and receipt information for each

detail line on a selected purchase order. A Search screen is available which allows the user to select purchase orders by their purchase order number, vendor, or item number. In addition, the user may specify the status of the purchase order to display (open, closed, or both). Note: The status pertains to the entire purchase order, and not to individual line items.

Illustrations Figure 7-1 is an illustration of the FIND.PO inquiry.

Sort option Data on the inquiry is sorted by the detail line number.

Selection options

Specific data may be displayed on the inquiry by using the Search screen, and by choosing • to enter the PO number, vendor number, or item number • open purchase orders, closed purchase orders, or both.


How to Display a Purchase Order (FIND.PO)

Introduction The FIND.PO function displays delivery and receipt information for each

detail line on selected purchase orders.


Use the boxes below to write your menu path to the FIND.PO function.

Procedure Complete the steps in the table below to display delivery and receipt

information for purchase order line items using the FIND.PO function.

Step Action 1 Access the function FIND.PO.



IF you… THEN type… know the number of the

purchase order you wish to display

the purchase order number and press [Enter]. Result: The requested purchase order displays. Go to Step 9.



How to Display a Purchase Order (FIND.PO), Continued


Step Action 2,

cont. IF you… THEN type… know the vendor number

you wish to display PO’s for

VEN followed by the vendor number, then press [Enter]. Example: VEN11200

know the item number you wish to display PO’s for

ITM followed by the item number, then press [Enter]. Example: ITM50105

want to search for specific purchase order information

SEARCH and press [Enter]. Go to Step 4. Result: The Search screen is presented.

Result: If only one PO is found, it is displayed. If more than one purchase order meets your selection criteria, a Selected PO screen displays.

3 Is the "Selected POs" screen displayed? If yes, go to Step 8. If no, go to Step 9.





Step Action Search Screen

4 Enter a search option as follows:

IF you want to… THEN type find a specific purchase order 1 and press [Enter].

Go to Step 6. Result: The Search Value field is highlighted.

find all PO’s for a vendor 2 and press [Enter]. find all PO’s for an item 3 and press [Enter]. display PO’s based on the

order, vendor, or item number4 and press [Enter].

Result: The Open Option field is highlighted.


TO select… THEN click… open orders only O closed orders only C both open and closed orders B

Result: The Search Value field is highlighted.






IF the "Search Option" is… THEN type the… PO purchase order number to

display and press [Enter].

VEN vendor number to display PO’s for and press [Enter].

ITM item number to display PO’s for and press [Enter].

ALL purchase order, vendor, or item number to display and press [Enter].

Result: The cursor moves to the Form Command Buttons.

7 Click OK. Result: • If only one PO is selected, it is displayed. Go to Step 9. • If more than one purchase order meets your selection criteria, a

Selected POs screen displays.





Step Action Selected Purchase Order Screen

8 To select a purchase order number to display, click the purchase order number and click OK. NOTE: Click a box below a data column to refine the search criteria (i.e. click the empty box below STAT and enter an "O" to limit the selected list to only purchase orders).

9 After viewing the purchase order data, click OK. Note: Use the scrolling Form Commands Buttons Forward and Back to display additional line items on the purchase order, if necessary.

10 Repeat Steps 8 and 9, if necessary, until you have viewed the last purchase order. Result: The PO Number field is highlighted.

11 Click Cancel. Result: The function is exited and you are returned to the menu.


Figure 7-2. The FIND.PO-COST Function

.

1

2 3 45 6 7 8

Nbr Description A number indicating how many times a purchase order has been printed and

then modified. The price per unit (AP unit of measure) less discounts.



The date the items were received.

The packing slip number under which the item was received.

The quantity received for this delivery.



The FIND.PO-COST Inquiry

Description The FIND.PO-COST inquiry displays delivery, receipt, and item cost

information for each detail line on selected purchase orders. A Search screen is available which allows the user to select purchase orders by their purchase order number, vendor, or item number. In addition, the user may specify the status of the purchase order to display (open, closed, or both). Note: The status pertains to the entire purchase order, and not to individual line items.

Important Because this inquiry displays the unit cost (value) of the item, access to this

function should be restricted to those individuals needing this sensitive information.

Illustration Figure 7-2 is an illustration of the FIND.PO-COST inquiry.

Sort option Data on the inquiry is sorted by the detail line number.

Selection options

Specific data may be displayed on the inquiry by using the Search screen, and by choosing • to enter the PO number, vendor number, or item number • open purchase orders, closed purchase orders, or both.


Figure 7-3. The PO.INQUIRY Function.

Nbr Description

Information about the latest receipt of the item is displayed, including the purchase order number, receipt date, quantity, and Base/Stocking unit of measure.




The Deliver to Type and Reference Number, which indicates the source of the deliver to address. Possible entries are F with a facility number, S with a sales order number, and V with a vendor number.

The price per unit (AP unit of measure) less discounts.

1

2 3 4 5 6


The PO.INQUIRY Function

Description The PO.INQUIRY displays purchase order detail lines for a specified item

number. Order and balance due quantities are displayed for each delivery date. The inquiry also displays information about the latest receipt of the item.

Illustration Figure 7-3 is an illustration of the PO.INQUIRY function.

Sort option The inquiry is sorted by purchase order number in descending sequence, by

detail line number.

Selection options

Specific data may be displayed on the inquiry by choosing • open purchase orders for a specific item • closed purchase orders for a specific item • both open and closed purchase orders for a specific item.


How to Display Purchase Orders for a Specific Item (PO.INQUIRY)

Introduction The PO.INQUIRY function is used to display purchase order detail lines for a

specified item number. It can display open, closed, or both open and closed line items.


Use the boxes below to write your menu path to the PO.INQUIRY function.

Procedure Complete the steps in the table below to display purchase orders for a specific

item.

Step Action 1 Access the function PO.INQUIRY.

Result: The Item Number field is highlighted.

2 Type the item number you wish to inquire on, and press [Enter]. Result: The Selection Option (1-3) field is highlighted.


IF you want to display… THEN type… only open purchase orders 1 and press [Enter]. only closed purchase orders 2 and press [Enter]. both open and closed

purchase orders 3 and press [Enter].

Result: The cursor moves to the Form Command Buttons.



How to Display Purchase Orders for a Specific Item (PO.INQUIRY), Continued



Result: The inquiry data is processed and displayed, and the cursor moves to the Form Command Buttons..

5 Use the Form Command Buttons Forward and Back to scroll to additional lines of inquiry data, if necessary.


IF you want to… THEN click… enter a new item number,

using the same display option entered in Step 3 (open, closed, both)

• NEXT. • type the new item number

and press [Enter]. Return to Step 5.

enter a new item number, using a different display option (open, closed, both)

OK. Return to Step 2.

exit the function OK and then Cancel. Result: You are exited from the function and returned to the menu.


Figure 7-4. The ITEM.RECEIPTS.HIST Inquiry.

Nbr Description The date of a purchase receipt transaction.

The quantity received in the purchasing unit of measure.

The unit of measure in which an item is purchased.

The price per unit (AP unit of measure) less discounts.

The actual price paid (updated by the PO.PAYABLE function).

A flag that indicates whether the item is to be shipped to a customer or vendor site. Drop shipments are not received into inventory.

1 2 3 4 5 6


The ITEM.RECEIPTS.HIST Report/Inquiry

Description The ITEM.RECEIPTS.HIST function is used to print or display item

purchase order receipts history, along with the last price paid for each receipt. This inquiry is only available when purchase order history is gathered by the system, based on PUM.CONSTANTS. Furthermore, the last price paid is updated only when you are using the PO.PAYABLE function to enter vendor invoices for purchase order receipts.

Illustration Figure 7-4 is an illustration of the ITEM.RECEIPT.HIST inquiry.

Sort options When printing a report, the data may be sorted by

• Vendor / Item Number / Descending Receipt Date • Item Number / Descending Receipt Date

Selection options

Specific data may be printed on the report by choosing • an optional starting Receipt Date • ALL or selected Items • ALL or selected Vendors


Figure 7-5. The NONSTOCK.ITEMS.RCVD Inquiry.

Nbr Description The last quantity received from a vendor, in base/stocking unit of measure.

The current on-hand quantity of the item that is in stock.

The next scheduled receipt quantity (purchase order or warehouse transfer order) and the date the items are scheduled to be delivered.

Open sales order number(s) - for all orders requiring the item.

The open quantity of the item remaining to be shipped on the customer sales order.

The customer’s required date of delivery.

NONSTOCK.ITEMS.RCVD D2K Distribution Services Page 1 Non-Stock Items Received All Order Delivery Dates Sorted by Item Number/Picking Priority Code Item Sales Last Qty Quantity Quantity Next Rcpt Item Number Fac Description UM Rcvd On Hand Avail Qty/Date

-------------------------------------------------------------------------- 55-0310 01 MOTOR ASSEMBLY EA 2 2 0 6 03-12-YY Order Customer Line Balance Delivery Nbr Number Customer Name Nbr Due Date 45987 11101 MODERN ELECTRONICS 1 1 02-25-YY 45992 12101 GIANT CORPORATION 1 1 03-05-YY *** Total: 2

-------------------------------------------------------------------------- Enter "X" to exit the function, <CR> or "END" to continue


The NONSTOCK.ITEMS.RCVD Function

Description The NONSTOCK.ITEMS.RCVD function is used to print or display a report

showing non-stock items that have been received into inventory through ENTER.PO.RECEIPTS, and the open customer sales orders that exist for them. Customer sales order information is current as of the moment the report is generated. This report should be run regularly by your Sales Department to assign received non-stock items to open sales orders. Note: Drop ship items sent directly from the vendor to the customer are not included on the report.

Illustration Figure 7-5 is an illustration of the NONSTOCK.ITEMS.RCVD inquiry.

Sort options The inquiry may be sorted by

• Item Number / Picking Priority Code • Item Number / Delivery Date • Facility / Item Number / Picking Priority Code • Facility / Item Number / Delivery Date

Selection options

Specific data may be displayed on the inquiry by choosing • ALL or a specific delivery date • ALL or selected facilities (if multiple facilities are utilized)


Knowledge Check



Question 1 The sales department calls, wanting to know the status of a specific item that

is out of stock. A purchase order was placed for the item weeks ago, but has not yet been received. The sales department also needs to know if there was a cost increase on the purchase, which would impact the sales price they are quoting to their customers. Which purchase order inquiry would you use to immediately determine the open purchase orders for the item, their status, and the purchase cost?

Question 2 You have noticed many cost fluctuations for one of your high-demand items,

and want to analyze why this is occurring. Since the item is frequently ordered from three different vendors, you want to see which vendor is selling the item at the best price. Which inquiry will provide you with historical information about receipts of the item, along with the purchased and invoiced cost?





Answer 1 The sales department calls, wanting to know the status of a specific item that

is out of stock. A purchase order was placed for the item weeks ago, but has not yet been received. The sales department also needs to know if there was a cost increase on the purchase, which would impact the sales price they are quoting to their customers. Which purchase order inquiry would you use to immediately determine the open purchase orders for the item, their status, and the purchase cost? The FIND.PO-COST Inquiry

Answer 2 You have noticed many cost fluctuations for one of your high-demand items,

and want to analyze why this is occurring. Since the item is frequently ordered from three different vendors, you want to see which vendor is selling the item at the best price. Which inquiry will provide you with historical information about receipts of the item, along with the purchased and invoiced cost? The ITEM.RECEIPTS.HIST Inquiry

Summary 8-1

Summary

Putting These Ideas to Work

Introduction This concludes the Purchase Order Processing User’s Guide. At this point,

you should have enough information about Purchase Order Processing to complete the objectives listed in the Preface of this manual.

Essential ideas of this user’s guide

You should now be able to • describe Purchase Order Processing, including its features and benefits • describe the purchasing process • describe the ENTER.PURCH.ORDER function, along with its screens

and key prompts • identify concepts that are necessary for entering a new purchase order • create a new purchase order using the ENTER.PURCH.ORDER function • print and reprint purchase order documents • maintain a purchase order • delete an entire purchase order • describe the purchase order receipt functions, along with the screens and

key prompts • describe and clarify concepts that are necessary for entering a purchase

order receipt • enter a purchase order receipt for inventoried or drop shipped items, and • identify and describe the key inquiries and reports found in the Purchase

Management module.

purchase order processing user's guide -...

Documents