ManEx KB

1. Purchase Setup

1.1. Supplier Information

1.1.1. Prerequisites - Supplier Information

After activation, "Supplier Information" access for each user must be setup in the ManEx System Security module. Users with “Supervisor Rights” will automatically have access.

*Supplier Numbering*	The System Setup/Number System must be defined for either automatic or manual supplier numbers.
*Account Status*	The codes for supplier account status must be setup in Supplier Status.
*Supplier Types*	The types of suppliers must be setup in Supplier Type.
*Terms*	The Purchase terms for the Supplier must be set up in Payment Terms.
*Contacts*	If used, The contacts used at the Supplier.

1.1.2. Introduction for Supplier Infomration

The Supplier Module is used to enter the details about Suppliers. This information is used to prepare purchase orders and receivers, as well as establish defaults to be used when new purchase orders are created for a supplier. A supplier may have more than one remit-to address, if there are different divisions for the supplier with different accounting departments. One supplier remit-to address will be identified as the default address to be used in the creation of new purchase orders. One supplier confirm-to address will be identified as the default address in new purchase orders. Also, terms and conditions identified in these screens will be used as defaults for purchasing, receiving and accounting. The user has the opportunity to modify the default information at the time a new purchase order is created.

The Receiving and Billing Information is the user’s addresses which will print on the Purchase Order.

1.1.3. Fields & Definitions for Supplier Information

1.1.3.1. Supplier Tab

Supplier Information tab field definitions

Supplier No	The number assigned to the Supplier.
Supplier Name	The name of the Supplier.
Prefix	This is only a reference field and does not affect any other modules within the system at this time. This field has been implemented for future use.
Account Status	Allows the user to select the status of the Supplier; Preferred, Approved, Under Evaluation, Inactive or Disqualified. This field is NOT a required field and can be left blank. The status really doesn't have much influence throughout the system. The status is displayed on screen when creating a PO. If a supplier has an account status of either "Inactive" or "Disqualified" this supplier will NOT be displayed on the Supplier List when creating a New PO.
Supplier Type	The type of Supplier, either Manufacturer, Distributor, Independent Rep. or In-Stores.
Purchase Type	The type of purchases the user makes from the Supplier, either Inventory, MRO or both. (MRO stands for Materials, Repairs and other, usually used for almost everything else other than Inventory.)
Account Number	The number the Supplier has assigned the user.
Phone	The Supplier’s telephone number.
1099	If this box is checked, the system will track all of the checks written to the Supplier during a calendar year and a report will be available in Accounting / Accounts Payable / Issue Checks.
Terms	The terms the Supplier affords the user, such as 30 Days Net, 2% 10 days, net 30, COD, etc.
Fax	The Supplier’s fax number.
Credit Limit	The amount of credit the Supplier affords the user.

CONTACTS

Name	The name of the supplier contact.
Title	The contact’s title at the supplier.
Phone	How to reach the Contact.
Fax	How to reach the Contact.

1.1.3.2. Remit To Tab

Remit To tab field definitions

Supplier Name	The name of the Supplier.
Default	If this box is checked, it’s the default address where to send the Purchase Order.
Remitting Address	The list of available remittance addresses for this supplier. Ther are no limitations to the number of addresses that can be added to this field.
Remit To	The name of the check payee.
Address	The mailing address where the remittance will be sent.
Phone/Fax/E-Mail	How to contact the remittance address personnel.
Attention	The contact at the remittance address.
Buttons	Used to Add, Edit or Delete a remittance address.

1.1.3.3. Confirm To Tab

Confirm To tab field definitions

Supplier Name	The name of the Supplier.
Default	If this box is checked, it’s the default address where to send the Purchase Order.
Confirming Address	The list of available addresses where to send the Purchase Order for this supplier.
Confirm To	The name of the Purchase Order recipient.
Address	The mailing address where the Purchase Order will be sent.
Phone/Fax/E-Mail	How to contact the confirming address personnel.
Attention	The contact at the confirming address. This is probably the name of the Sales Representative.
Buttons	Used to Add, Edit or Delete a confirming address.

1.1.3.4. Profile Tab

Profile tab

This tab is available for the user to make notes/comments about the Supplier.

1.1.4. How To .... for Supplier Information

1.1.4.1. Find Supplier Information

Enter Material Planning/Purchase Setup/Supplier Information Module

The following screen will appear:

Depress the Find action button, the following screen will appear:

Select Supplier Name a list of supplier names will appear along with their Id:

The user selects the Supplier name by either entering it into the red box, or scrolling down the list and clicking on the selected supplier.

Select Supplier Id a list of supplier Ids will appear along with their names:

The user selects the Supplier Id by either entering it into the red box, or scrolling down the list and clicking on the selected Id. The information will populate the screen.

1.1.4.2. Add Supplier Information

Enter Material Planning/Purchase Setup/Supplier Information Module

The following screen will appear:

To ADD a new Supplier, the user selects the Add action button, enter password, this enables the fields on the screen for data entry.

Enter the following fields:

The Supplier Number assigned to the Supplier. If automatic numbering assignment was selected in Number System Setup, it will be completed when the data is saved. If manual, it must be entered.

The Supplier Name.

A Prefix if desired.

The Account Status, such as preferred, approved, etc. Select from the pulldown:
The Type of Supplier, such as Distributor, Manufacturer, etc.Select from the pulldown:
The Type of Purchase, such as inventory, MRO, or both.Select from the pulldown:

Enter the user’s Account Number with the Supplier.

Enter the Phone Number of the Supplier.

Check the box nex to (1099) if the Supplier is to receive a 1099.

The Terms the Supplier has for the user, such as Net 30, 2% 10, COD, etc..... Select from the pull down:

Enter the Fax Number of the Supplier.

Enter the Credit Limit established by the Supplier for the user.

When this screen is viewed for an existing Supplier, Contacts entered in the Contacts Module will show for this Supplier. This field is NOT editable from this module.

After completing the Supplier information screen, the user may tab (clicks on the next) to the Remit To screen.

In this screen, the user defines the Supplier information for payment purposes.

The Supplier Remit-To Directive buttons will now be active:

	This button allows the user to define multiple remit-to locations for the Supplier.
	This button allows the user to modify existing remit-to information about a Supplier. If more than one remit to address exists for a Supplier, the address highlighted is the one that will be opened for editing.
	This button allows the user to delete an existing remit-to record for a Supplier.
	This button allows the user to save the modified bill-to information.
	This button will cancel any modifications made to the screen after the edit button has been pressed.
	This button is selected for the default Remit-To location. The Remit to address with the default checked is the one that will automatically be placed in New Purchase Orders. However, the user still has the opportunity to change the remit to address in the Purchase Order module by selecting another address. Note: There must be one Default Remit To address.

Enter information as follows:

The name of the Supplier, Defaulted from the first screen, but may be over-written.

A list of Remit-To addresses created for the Supplier, from which to choose for editing data.

The name of the organization to which payment is to be sent. (It may be a different division.)

Enter the Supplier Remit-To Address (may use two lines).

Enter the City, State and Zip Code for the Supplier Remit-to Address.

Enter the Supplier Country.

Enter the phone number at the Supplier’s Remit-to Address.

Enter the Fax Number of the Supplier’ Remit-to Address.

Enter the e-mail address of the Supplier Remit-to Address.

The Contact Name at the Remit-to address (if established in the Contacts Module).

After completing the Remit To information screen, the user may tab (clicks on the next) to the Confirm-To screen.

In this screen, the user defines the Supplier information for ordering purposes.

This screen and fields are identical to the Remit-to screen, except that the information will be used for the mailing address of the Supplier.

Pressing the Add action button will automatically fill the information from the Remit-to screen, if it has been completed. All data may be edited and saved, or new data may be added to the database. Note: There must be a default Confirm To address.

After completing the Confirm-To screen, the user may tab (clicks on the next) to the Profile screen.

In this screen, the user defines the Supplier Profile notes for internal purposes. This screen is a memo field that may be used to record Supplier company information.

Once all of the data entry is complete. Depress the Save action button. You will be asked if you want to create another Supplier.

1.1.4.3. Edit Supplier Information

Find the Supplier Information you need to edit.

Depress the Edit action button. All fields on the Supplier tab will be enabled for modification.

All fields on the Remit To tab will be enabled for modification.

Note: The system will keep the address information (on existing PO's) that was actually selected at the time the PO was created. If you add a new Supplier Remit To address and mark the new address as the Default. The previously created PO's will still carry the original Remit to (ManEx cannot assume that the user wants to change all Remit To's across the board for already created and approved PO's). The user will be required to edit each PO that the change affects and update the Remit to with the new default (any new PO's created will properly take the new default).

The Invoices created through the PO Reconciliation module also carry the original Remit to Address information. Any invoice that already was created and remains on your AP Aging will need to be edited through the Manual AP Entry screen. IF it was already released to the GL at that time, I don’t think that the Edit feature would be available. If you are unable to edit the Remit to information via the Manual AP Entry, then you can control the Remit to information that will print on the AP Check, by creating a Manual check through the Check Maintenance screen.

If you completely delete a Remit To address any previously created PO's will no longer have a Remit to address to refer to, therefore the remit to information on existing PO's will be blank. The AP check module prints the checks per the Remit To information that is associated with each PO, so the address printed on the check will also be blank. So, each PO that still has invoices residing within the AP Aging, will have to be edited and the Remit To information will have to be updated with the new address, if a Remit To address is deleted. We would suggest that the person making changes to the Remit To Address information is careful before deleting one from the system. You have to make sure that any record that has already been associated with that record has been processed through the system, and/or updated with the new address information.

All fields on the Confirm To tab will be enabled for modification.

All fields on the Profile tab will be enabled for modification.

At the conclusion of the modification process, the user must either depress the Save action button or the Abandon changes action buttons.

1.1.5. Reports - Supplier Information

To access the reports, depress the Print button at the top of the screen. The report screen will appear.

Select the output you desire by selecting one of the output radial selections at the top left of the screen, Screen, Printer, XL File, TXT File, or PDF.

Highlight the report desired and click on the option tab (if available) or Depress the OK button.

Supplier Information report

Supplier Contact Information report

Select the Supplier by highlighting the one you wish and depressing the > button .If you want all suppliers, depress the >> button.

Depress the OK button.

The following report will print:

Supplier Contact Anniversay Report

Select the Supplier by highlighting the one you wish and depressing the > button. If you want all suppliers, depress the >> button.

Enter the desired date range.

Depress the OK button.

The following report will appear:

1.2. Supplier Contacts Information

1.2.1. Prerequisites for Supplier Contact Information

Prerequisites for Entering a New Contact:

After activation, "Supplier Contact Information" access for each user must be setup in the ManEx System Security module. Users with “Supervisor Rights” will automatically have access.

Supplier Name	The Contact must refer to a Supplier, which has been set up in the Supplier module.
Picture File	A picture of the contact may optionally be included as a memory jogger, but the picture must already be available to pickup in a picture format.

1.2.2. Introduction for Supplier Contact Information

The Contact Module is used to record the details of supplier contacts. Contacts may be of any nature, but must be associated with a supplier. Manex provides the user with the ability to maintain both professional and personal details about a contact, including provision for personal tastes and affiliations. Contacts must be entered in this module if they are to be included in the supplier remit-to and confirm-to data fields at a later time. A contact who has moved to another supplier may have a new supplier assigned to him/her without having to re-enter their personal data.

1.2.3. Fields & Definitions for Supplier Contact Information

1.2.3.1. Business Tab

Fields & Defintions

Last Name	The last name of the contact being added or edited.
First	The first name of the contact being added or edited.
MI	The middle initial of the contact
Status	The status of the Supplier Contact, either Active or inactive.
Nickname	The nickname of the contact.
Company	The name of the Supplier.
Title	The title of the contact at the Supplier.
Department	The name of the department in which the contact is at the Supplier.
Phone	The phone number and/or extension for the contact at the Supplier (may be different than the supplier main number).
Cellular	The Cellular phone number for the contact.
Fax	The FAX number for the contact at the Supplier (may be different than the supplier main number).
Pager	The Pager number for the contact.
Internet or E-mail Address	The E-Mail address of the contact.

1.2.3.2. Personal Tab

Fields & Definitions

	This button allows the user to load a photo for a Supplier contact. The photo file should be in the MANEX directory, and should be BMP or TIF format.
Birthday	The Supplier Contact Birth Date.
Spouse's Name	The Supplier Contact’s Spouse Name.
Spouse's Birthday	The Contact’s Spouse’s Birthday.
Anniversary	The Contact’s Anniversary.
Home Phone	The Contact’s Home Phone.
Address	The Contact’s Home Address (two lines available).
City	The Contact’s Home City.
State, Zip	The Contact’s Home State and Zip code.
Country	The Contact’s home country.
	This set of buttons allow the user to record specific information that they may wish to retain about the supplier contact. It is divided into several categories to narrow the search for information later. Pressing any of these buttons brings up a memo window that may be added to, edited or canceled at will.

1.2.3.3. Lookup Tab

Fields & Defintions

Last Name	The last name of the contact.
First Name	The first name of the contact.
Company	The company to which the contact belongs.
Title	The title of the contact at the supplier.
Work Phone	The phone number and/or extension of the contact at the supplier (may be different than the supplier main number).

1.2.4. How To .... for Supplier Contact Information

1.2.4.1. Find a Supplier Contact

Depress the Lookup tab. This screen allows the user to locate a supplier contact alphabetically. Double click on the supplier contact name will bring the associated data into all screens without having to use the FIND action button. This screen will list all of the supplier contacts entered beginning with the Last Name, First Name, Company, Title and Contact Phone number (not the company phone number).

1.2.4.2. Add a Supplier Contact

Enter Material Planning/Purchase Setup/Supplier Contacts Information Module

The following screen will appear:

Depress the Add action button. The user will be prompted for an authorized password.

Type in the last name of the contact being added.

Type in the first name of the contact being added.

Type in the middle initial of the contact.

Select the status of the Customer Contact, either Active or Inactive.

Type in the nickname of the contact.

Select the company to which the contact belongs by depressing on the down arrow located on the right hand side of this field and highlighting the selection.

Type in the title of the contact at the supplier.

Type in the phone number and/or extension of the contact at the supplier (may be different than the supplier main number).

Type in the FAX number of the contact at the supplier (may be different than the supplier main number).

Type in the E-Mail address of the contact.

Type in the department at the supplier in which the contact works.

Type in a Cellular phone number for the contact.

Type in a Pager number for the contact.

After completing the Business information, the user may click on the Personal tab. In this screen, the user may enter personal information relating to the contact.

The Supplier Contact Directive buttons will now be active.

This button allows the user to load a photo for a supplier contact. The photo file should be in the MANEX directory, and should be BMP or TIF format. Select the desired image. It will appear in the window.

This set of buttons allow the user to record specific information that they may wish to retain about the customer contact. It is divided into several categories to narrow the search for information later. Pressing any of these buttons brings up a memo window that may be added to, edited or canceled at will.

Type in the Supplier Contact Birth Date.

Type in the Supplier Contact’s Spouse Name.

Type in the Contact’s Spouse’s Birthday.

Type in the Contact’s Anniversary.

Type in the Contact’s Home Phone.

Type in the Contact’s Home Address(two lines available).

Type in the Contact’s Home City.

Type in the Contact’s Home State and Zip code.

Type in the Contact’s home country.

Depress the Save action button to save changes, or depress the Abandon changes action button to abandon changes.

1.2.4.3. Edit a Supplier Contact

Enter Material Planning/Purchase Setup/Supplier Contacts Information

The following screen will appear:

Depress the Find action button. The following selection screen will be displayed. To find an existing Supplier Contact select one of the following: Last Name, First Name, or Supplier.

The user may exit the selection screen without a selection by selecting the X button.

When the user elects to find Supplier Contact Information by Last Name, a screen appears listing contacts in alphabetical order by last name along with their first name and the Supplier Name. The user may elect to show only Active customers, or Inactive contacts. The user selects the contact by either entering it into the red box, or scrolling down the list and clicking on the selected contact.
When the user elects to find Supplier Contact Information by First Name, a screen appears listing contacts in alphabetical order by first name along with their last name and the Supplier Name. The user may elect to show only Active customers, or Inactive contacts. The user selects the contact by either entering it into the red box, or scrolling down the list and clicking on the selected contact.
When the user elects to find Supplier Contact Information by Customer, a screen appears listing Supplier Names in alphabetical order. The user selects the supplier by either entering it into the red box, or scrolling down the list and clicking on the selected customer.
Then a list of all of the selected supplier contacts are shown in alphabetical order by last name, along with their first name and supplier. The user may elect to show only Active contacts, or Inactive contacts. The user selects the contact by either entering it into the red box, or scrolling down the list and clicking on the selected contact.

Once you have made your choice, the information will be displayed as follows:

Depress the Edit action button. Enter password.

All fields available for editing will be enabled for modification.

At the conclusion of the modifications process, the user must Save changes, or Abandon changes using the action buttons.

Depress the Exit action button to return to the previous screen.

1.2.5. Reports - Supplier Contact Information

To access the reports, depress the Print button at the top of the screen. The report screen will appear.

Select the output you desire by selecting one of the output radial selections at the top left of the screen, Screen, Printer, XL File, TXT File, or PDF.

Highlight the report desired and click on the option tab (if available) or Depress the OK button.

Supplier Contact Information Report

Choose to display Active, Inactive, or All Supplier contacts by depress the radial.

Select the Supplier by highlighting the one you wish and depressing the > button .If you want all suppliers, depress the >> button.

Depress the OK button.

The following report will print:

Supplier Contact Anniversary Report

Choose to display Active, Inactive, or All Supplier contacts by depress the radial.

Select the Supplier by highlighting the one you wish and depressing the > button. If you want all suppliers, depress the >> button.

Enter the desired date range.

Depress the OK button.

The following report will print:

1.3. Receiving And Billing Information

1.3.1. Prerequisites for Receiving & Billing Information

Prerequisites for Entering Receiving & Billing Information:

After activation, "Receiving Information" access for each user must be setup in the ManEx System Security module. Users with “Supervisor Rights” will automatically have access.

Sales Tax Authority	The Sales Tax Authority must be setup in System Setup /Sales Tax Authority Table
Ship Via	The Ship Via must be set up in System Setup /Ship Via
FOB	The FOB must be setup in System Setup /FOB
Ship Charge	The Ship Charge must be setup in System Setup /Ship Charge

1.3.2. Introduction for Receiving & Billing Information

The Receiving & Billing Information Module is used to record the details of the user’s billing and receiving addresses.

1.3.3. Fields & Definitions for Receiving & Billing Information

1.3.3.1. Receiving Address Tab

Receiving Location	This is the company name of the user’s receiving location. If you have more than one receiving location, you must select at least one as the default. You can choose among the selection of receiving addresses when you prepare the purchase order.
	User must select at least one as the default by checking this box
Address	This is the street address where you want your product delivered. Two address lines are allowed. The second line is for a suite number, etc.
City	This is the City where you want your product delivered
State	This si the State where you want your product delivered
Postal Code/Zip	This is the Zip code where you want your product delivered
Country	This is the country of the receiving location.
Phone	This is the phone number at the receiving location.
Fax	This is the fax number at the receiving location.
Attention	This is the name of the contact at the receiving location.
Receiving Addresses	All the Receiving addresses available are displayed in this box.

1.3.3.2. Tax & Shipping Mode Tab

Receiving Location	This is the name of the company at the receiving location. This carries over from the previous screen and can’t be edited.
Ship Via	This is the name of the carrier
FOB	This selection is for Free-on-board information. This is the point when title passes
Ship Charge	This selection is for Shipcharge selection. This will indicate the shipcharge preference of the user.
Account Number	This is the user’s account number in those instances where the user will be paying the freight charges directly to the carrier and not to the supplier.
Delivery Time	This is the time when the delivery is expected to be at the receiving location.
Tax Exempt Number	This is the user’s sales tax identification number for those purchases which are not subject to sales tax. Please check with your state or local sales tax authorities for more information regarding Sales Tax exemptions since the laws vary from state to state.
Sales Tax Authority/Tax %	This is the sales tax authority and the Tax % is for those purchases which are subject to tax.

1.3.3.3. Billing Information Tab

Billing Address	This is the company name of the user’s billing location. If you have more than one billing location, you must select at least one as the default. You can choose among the selection of billing addresses when you prepare the purchase order.
	User must select at least one as the default by checking this box
Address	This is the street address where you want your billing mailed. Two address lines are allowed. The second line is for a suite number, etc.
City	This is the City where you want your billing mailed.
State	This si the State where you want your billing mailed.
Postal Code/Zip	This is the Zip code where you want your billing mailded.
Country	This is the country of the billing location.
Phone	This is the phone number at the billing location.
Fax	This is the fax number at the billing location.
Attention	This is the name of the contact at the billing location. Example: Accounts Payable.
Receiving Addresses	All the billing addresses available are displayed in this box.

1.3.4. How To ..... for Receiving & Billing Information

1.3.4.1. Add Receiving and Billing Information

Enter Material Planning/Purchase Setup/Receiving and Billing Information Module

The following screen will appear:

Depress the Add action Button.

Type in all of the receiving information that you want to appear in your Purchase Order. Type in the user’ s information as follows:

The company name of the user’s receiving location. This is a required field. If you have more than one receiving location, you must select at least one as the default. You can choose among the selection of receiving addresses when you prepare the purchase order.

Type in the street address where you want your goods delivered. Two address lines are allowed. The second line is for a suite number, etc.

Type in the phone number at the receiving location.

Type in the fax number at the receiving location.

Type in the city, state and zip code.

Type in the country of the receiving location.

Type in the name of the contact at the receiving location.

A sample of the completed screen appears below:

Depress the Tax and Shipping Mode information.

This screen has information for carrier name, FOB, tax status, etc.

The name of the company at the receiving location carries over from the previous screen and can’t be edited.

Type in the name of the carrier. Refer to System Setup procedures for Ship Via to set up this information. Depress the down arrow and the following screen will appear:

Select the name of the carrier.

This selection is for Free-on-board information. This is the point when title passes. Refer to System Setup procedures for FOB section to set up this information. Depress the down arrow and the following screen will appear:

Select the appropriate FOB point.

Sales Tax

The sales tax authority and the Tax % is for those purchases which are subject to tax. Refer to System Setup procedures for Sales Tax Authority Table section to set up this information. Depress the Add Tax button and the sales tax authority selections will appear:

Choose the one applicable to your company’s purchases.

This selection is for Shipcharge selection. This will indicate the shipcharge preference of the user. Refer to System Setup procedures for Ship Charge to set up this information. Depress the down arrow and the following screen will appear:

Select the appropriate Ship charge.

Type in the user’s account number in those instances where the user will be paying the freight charges directly to the carrier and not to the supplier.

Type in the time when the delivery is expected to be at the receiving location.

Type in the user’s sales tax identification number for those purchases which are not subject to sales tax. Please check with your state or local sales tax authorities for more information regarding Sales Tax exemptions since the laws vary from state to state.

A sample of the completed screen appears below:

Depress the Save record action button to save changes, or depress the Abandon changes action button to abandon changes.

Depress the Billing information tab. This would be the address of the user’s Accounts Payable department.

Depressing the tab and depressing the Add record button, will bring up the following screen:

Type in the name of the user. This is a required field. If you have more than one billing location, you must select at least one as the default. You can choose among the selection of billing addresses when you prepare the purchase order.

Type in the street address where you want your billing mailed. Two address lines are allowed. The second line is for a suite number, etc.

Type in the phone number at the billing location.

Type in the fax number at the billing location.

Type in the city, state and zip code.

Type in the country of the billing location.

Type in th name of the contact at the billing location, normally Accounts Payable, for example.

The completed screen would appear as follows:

Depress the Save record action button to save changes, or depress the Abandon changes action button to abandon changes.

Depress the Exit action button and return to the previous screen

1.4. Supplier Contract Management (OPTIONAL Module)

1.4.1. Prerequisites for Supplier Contract Mgmt

ManEx’s standard module configuration allows most users to accomplish their daily tasks. For those users wanting to get more from ManEx by leveraging the total solutions, this is one of the optional modules available for purchase. If user purchase's the Optional module -In-Plant Store (IPS) they will also receive the Supplier Contract Management module. These two modules go together. To place an order or to learn more about this specific module or any of the other optional modules please contact us at http://manex.com"contactus.aspx

Prerequisites for Entering a New Supplier In-Store Contract:

After activation, "Contract Purchase Management" access for each user must be setup in the ManEx System Security module. Users with “Supervisor Rights” will automatically have access.

Supplier	In-Store supplier must be added in Supplier Information
Stores Warehouse	Add a Stores Warehouse in System Setup /Warehouse Setup
In-stores Inventory	Add the In-Store item into Inventory Control Managment
Materials in warehouse	Move the materials into the warehouse through Inventory Handling

1.4.2. Introduction for Supplier Contract Mgmt

Supplier Contract Management is for recording the contract with the supplier for In-Store items.

IPS inventory is received via Inventory Handling. The IPS module is to keep inventory as Supplier owned but is recognized as being available for consumption by MRP and kitting. When it is consumed by kitting or transfer, a Purchase Order is automatically generated to reimburse the Supplier for the material.

There are three uses for the IPS module: supplier owned but stored on-site, customer owned and stored on-site, and internally owned but obsolete parts that the user does not want to affect the books.In any of these situations a supplier must be established (this means that the customer must also be a supplier and the user must be a supplier if they have obsolete inventory in the IPS location).

Tracking In-Store processing through MANEX:

· Add the Supplier in the Supplier Information Module.

· Set up a Stores Warehouse and the applicable G/L number in System Setup/Warehouse Setup module.

· Add the in-stores item into the Item Master in the Inventory Control Mgmt module.

· Move the materials into the warehouse using the Inventory Handling module.

· Add the In-Store Contract in the Supplier Contract Mgmt module.

· Pull a kit (only a kit shortage gets a P.O.) within the Kitting & Shortage Mgmt module.

· Add a Purchase Order and select In-Stores within the PO Mgmt module.

1.4.3. Fields & Definitions for Supplier Contract Mgmt

1.4.3.1. Supplier & Contract Part List Tab

Supplier & Contract Part List field definitions

Supplier	The Name of the Supplier with which the contract exists.
	This button will be displayed in RED if there are notes regarding the contract.
Part Number	The number the user has assigned to the part.
Rev	The revision number applicable to the part Number.
Part Class	The classification to which the part is assigned.
Part Type	The type within the classification to which the part is assigned.
Description	The description of the part.
Prim	A check in the box indicates that the supplier is considered “Primary” and will be the first supplier consider for this part.
Note	This column is for notes regarding the Part Number.
Contract Number	The number of the contract.
Quote Number	The number of the quotation that the supplier made.
Start Date	The beginning of the contract period.
Expiration Date	The ending of the contract period.
Quantity Limit	The top limit on each In-Store purchase.
UOM	The unit of measure for the part.

1.4.3.2. Manufacturer & Price List Tab

Manufacturer & Price List tab field definitions

For the Part Number highlighted in the Supplier & Contract Part List tab:

Part Number	The number the user has assigned to the part.
Rev	The revision number applicable to the part Number.
Part Class	The classification to which the part is assigned.
Part Type	The type within the classification to which the part is assigned.
Description	The description of the part.

Manufacturer:

Add/Delete Manufacturer (Buttons)	These buttons are used to add or delete manufacturers
Manufacturer	The name of the manufacturer.
Manufacturer’s Part Number	The number the manufacturer has assigned to the part.

Price:

Add/Delete Price (Buttons)	These buttons are used to add or delete quantity price breaks.
Quantity Break	This is the point where the user wants to stop using the price listed and have the system use the next price listed. For Example if you have the following price breaks setup as in the screen above: 100 @ $2.685; This price will be used for qty's 1-100 300 @ $2.50; This price will be used for qty's 101-300 1,000 @ $2.00; This price will be used for qty's 301- and UP If you have only one price break setup for example; 1 @ $5.65 this price will be used for qty's of 1 and UP.
Price Each	The price for one unit at the quantity indicated on the left.

1.4.3.3. Contract Part & Supplier List Tab

Contract Part & Supplier List tab field definitions

Part Number List:

Part Number	The number the user has assigned to the part.
Rev	The revision number applicable to the part Number.
Part Class	The classification to which the part is assigned.
Part Type	The type within the classification to which the part is assigned.
Description	The description of the part.
Div	If the user has the multi-plant version, the division number will display here.

Supplier:

For the part highlighted on the left, the Supplier(s) of that part will display. The primary or “First Choice” supplier will have a check mark in the Prim column, as illustrated above.

1.4.4. How To .... for Supplier Contract Mgmt

1.4.4.1. Find an In-Store Supplier Contract

Enter Material Planning/Purchase Setup/Supplier Contract Management Module

The following screen will appear:

To find an existing contract, depress the Find action button.

The following selection screen will appear:
If the user selects to find by Contract Number, the following screen will appear: Type the Contract Number into the red box or highlight your selection and double click.
If the user selects to find by Supplier, the following selection screen will appear: Type the name of the Supplier into the red box or highlight your selection and double click.
The list of contracts for that Supplier will appear: Type the Contract Number into the red box or highlight your selection and double click.
If the user selects to find by Part Number, the following selection screen will appear: Type the Part Number into the red box or highlight your selection and double click.
A list of contracts for that Part Number will appear: Type the Contract Number into the red box or highlight your selection and double click.

After the Find selection is completed, the information regarding that contract will populate the screen.

1.4.4.2. Add a New In-Store Supplier Contract

Enter Material Planning/Purchase Setup/Supplier Contract Management Module

The following screen will appear:

To add a new In-Store Supplier Contract, depress the Add action button while in the Supplier & Part List tab.

Enter the password. A selection screen will appear:

If you select by Supplier Name, the following screen will appear:

Type the Supplier into the red box or highlight the selection and double click.

If you select by Supplier ID, the following selection screen will appear:

Type the Supplier ID into the red box or highlight and double click.

Once the Supplier is selected, a list of parts will appear:

Type the applicable Part Number into the red box or highlight your selection and double click.

The part number selected will populate the screen, as displayed below:

If you want to add a note regarding the supplier contract, depress the Supplier Contract Note button. Depress the Edit button. Type in the note. Depress the Save button. Depress the Exit button.

If you want to add a note regarding the Part Number, click on the Note column. Depress the Edit button. Type in the note. Depress the Save button. Depress the Exit button.

Type in the Contract number. Type in the Supplier’s Quote number. Enter the start date for the contract. Today’s date will default, but you can override it. Type in the expiration date. Type in the quantity limit (the highest quantity which can be purchased).

Depress the Manufacturer & Price list tab. The following screen will appear:

Note that the Manufacturer and Manufacturer’s Part Number per the Inventory Master have populated the left hand of the screen. While the Manufacturer is highlighted, depress the Add Price button on the right hand side of the screen. Type in the first quantity break and the Price Each for that quantity. Continue depressing the Add Price button on the right hand side of the screen, typing in the first quantity break and the Price Each for that quantity until ALL of the Pricing breaks under the contract are entered.

If you want to add more manufacturers, depress the Add Manufacturer button on the left hand side of the screen. (Note there must be more than one manufacturer listed in Inventory Control module). If there are more manufacturers, the following selection screen will display:

Double click on your selection. Add the Price breaks for this manufacturer, as detailed above.

Depress the Save record action button.

NOTE: Users MUST enter Qauntity Break and Price Each for every manufacturer listed or they will receive the following message and will unable to Save the record until ALL Quantities and Pricing breaks have been entered for the part highlighted.

Depress the Contract Part & Supplier List tab:

Note that the Part Number you selected in the Supplier & Contract Part List tab is listed in the Part Number list. Highlight that Part Number. The primary supplier for that part will display, as illustrated above.

1.4.4.3. Edit an In-Store Supplier Contract

Find the Supplier contract you wish to Edit.

Depress the Edit action button. Type in the password. You’ll be able to add a Contract Note, change the Contract Number, Quote Number, Start Date, Expiration Date, Quantity Limit, Quantity Break and Price Each.

Depress the Save action button to save your changes, or depress the Abandon changes button to abandon changes.