1. Approve a Purchase Order


Material Planning/Purchase Order Management/Purchase Order Management 
 

The following screen will appear:

 
 
Depress the Find record button and follow the Find a PO  procedures to find a PO for Approval.

Approve PO

Pressing the Approval button in the Purchase Order module will ask for the user’s password. The user must enter a password that has been authorized (within the Purchase Setup module) to approve the dollar amount of the order.
 
Entry of an un-authorized password will receive the following message:
 
 

 

Entry of an authorized password and approval will  inactivate the 1st approval button and place the initials of the person approving the order next to the approval button , (If in the Purchase Setup , the company has selected to allow one approval of purchase orders).  Then upon approval the temporary Purchase Order number will be replaced with a permanent PO number (replacing the "T" with a "0"). 
 
If in the Purchase Setup , the company has selected requiring two approvals, then the process must be repeated for the second approval, and the temporary Purchase Order number will be replaced with a permanent PO number (replacing the "T" with a "0") once both approval are granted.

 

Note:  That if the Purchase Order is an Service or In-store order, once the PO has received it’s final approval the temporary Purchase Order number will be replaced with a permanent PO number (replacing the "T" with a "0") and the PO Status marked as closed.
 
If the user has elected to use manual purchase order number,the screen will prompt the user for an order number to be applied to the purchase order.   Note:  If users enter a PO number manually using a "T", then changes the numbering to Auto, and later edits and approves this PO the "T" will be changed to "0".  The system has no way of knowing that the PO was manual numbered before the change.  
 
 
 
 
1.1. Inventory Part

Selecting Inventory Parts as the item type, the user may jump directly to the part number box (click on it) and enter a part number. Or, the user may step through the Part Classes and Part Types to narrow the focus and then select a part from the desired part type.  Once a part number from Inventory has been entered, Manex completes the boxes associated with the item master.

If more than one manufacturer exists for the part, the user may click on the down-arrow next to the manufacturer edit box and select the appropriate manufacturer for the order.  The Material type will be displayed in the pulldown next to the Mfg. and Mfgr. PN.  

 If more than one supplier part number exists for the part, the user may click on the down-arrow next to the supplier part no. edit box and select the appropriate supplier part no. for the order.

The system will look for the preferred supplier part number and if found will show it as a display. At this time the user can leave the part number as is or select a different one if available. After a user will save the PO, the supplier part number will be saved and next time you will see the selected suppler part number when viewing the same PO.

No history will be saved because this field is for the information only.

  

Firm Plan

If this box is checked, the MRP module will not try to override the purchasing decision.  Lets take a test case. The user makes a decision to block order 600 parts, but the need is only for 100 parts per month for the next six months. Without any Firm Plan command, the MRP module would instruct the user to cancel the PO for 600 quantity and re-issue for 6 separate purchases of 100 each.  Firm Plan tells MRP that the purchasing decision was intentional and no action is required.  (For further detail see Article #1080 ).
First Article This box will be checked if set-up in the Inventory Control Management Module. You may uncheck it or check it if user has been instructed that it may be changed for this item only.  This information will be carried forward to the PO Receiving screen for reference.
Serialized This box will be checked if set-up in the Inventory Control Management Module and will not be editable within the Purchase Order Management .  This indicates to the user that this BUY part has been marked as Serialized and any product coming in or out of the system will require serial number tracking. 

The user may edit or add a percentage amount of extra material that will be allowed to be shipped against the order. By entering a percentage in the OVERAGE field, receiving will be allowed to receive extra parts up to the limit imposed in this field.

The user may also edit or add in purchasing lead time and min/mult order quantities through the Purchase Order Management module.Once the record has been saved this information will then be updated within the Inventory Control Management under the MRP Info screen.

The user may check the box for Inspection Exception and select from the Inspection Exception Pulldown (which is established in the  Inspection Exception Setup module).The user will then also be allowed to enter any Inspection Exception Notes and/or Load Insp Excep doc that pertain to that PO line item.This information will then be displayed within the PO Receiving as reference information to the users that are processing the Receipts through the system.

The user is then prompted for the purchase order quantity of parts to be ordered. The user may enter either the Purchase Quantity or the Stocking quantity, and Manex will complete the other field based on the purchase/stocking unit of measure and conversion field.

Then the unit price is entered (Price Each). The extended amount is shown, calculated by extending the quantity by price.  (If the inventory part that you are creating a line item for currently has a standard cost of 0.00 within inventory control the system will prompt the user if you wish to take that Purchase Order Price entered and use it as the standard cost for that item within inventory control).  This can not be controlled by the Security level due to the fact that it is better practice to have a $$ assigned to the ICM record before the Purchase Order Receipt is accepted into the system.  Otherwise you will have stock that is not valued properly, accounting records that will not be correct, etc. . . .  So this is why ManEx allows any Purchase Order user to populate the STD cost field for that record with the purchase $ that you are loading.  BUT . . Once a Std Cost is associated with the ICM record - the users within Purchase Order Management should no longer be able to change that value through the PO module.

The user may then indicate that the items are taxable by clicking on the Taxable check box.

The Stock/BOM field will update automatically based upon the conversion table defined in setup.   The completed screen should appear as follows:

 

Before saving the order you will need to check the expand box and enter the Schedule detail information.

Entering Schedule Detail Information
 
The item will schedule automatically by adding the lead time to todays date and schedule the entire order amount.


At this time the user has the option to change the Schd date/Req date/commit date information and also the Qty Schd.
 
Note:   If user is not following MRP suggestions when creating POs they need to keep in mind inspection time when entering a schedule for a PO. 

If the user wants to modify the automatic scheduled date, they can either manually adjust the Date information by highlighting the field and typing in the new date, or place the cursor in the Due Date field.Type in a ?.  A calendar will appear.

Depress the desired delivery date.To advance into the next month, depress the > button.

  

Schedule Field Definitions

Schd Date The date the material is due to land on the users dock
Req Date This is the internally required or desired date.It is not used for the supplier
Commit Date The commit date is a reference field for the buyer
Qty Schd The quantity scheduled for the due date
Warehouse The User can choose the Warehouse from the pulldown or leave it blank.  The Y next to the Warehouse location indicates that, that Warehouse is set-up in the AVL.  The N next to the Warehouse location indicates that, that Warehouse is not set-up in the AVL.  If the warehouse field is left blank then the warehouse can then be assigned at PO Receiving Management.  Once the record has been saved within the PO Receiving this information will then be updated within the Inventory Control Management under the Qty info screen.
Location The Location field will update automatically from the Inventory Control Management module. The user can edit this field in the scheduling detail. This will not change the location in the Inventory Control Management module under the quantity info screen.
Distribute To This is classification of the distribution of the item when received, either to regular Inventory Receiving or to Allocate to Special Work Order or Project
GL Number The General Ledger number where the purchase order will post
Schd Notes Depressing on the       button will bring up a screen where the user can enter in specific notes that pertain to that one schedule, item, and date. Type in the note. Depress the Save button. Exit

Pressing the Save button at the top of the screen saves the order and item(s) entered, and assigns a temporary number to the order.  After adding items to the purchase order and saving them, the Purchase Order will display all items added to the order.

The user may use the scroll bars at the right and bottom of the items listed to scroll over additional information.

The user may modify the column widths in the current view by placing the cursor on the right border of the column in the column header, and pressing the left mouse button. Moving the border while holding the mouse button then releasing at the new location resizes the columns.

1.1.1. Allocate to Special Work Order or Project

Introduction

Inventory Allocation is used to allocate (reserve) quantities of existing items in stock or future Purchase Order deliveries to a Work Order or Project Number.This allocation prevents issuing the quantity reserved to any other use except the Work Order or Project Number specified. Purchase Order Line Item allocations may be removed prior to receipt of the parts by editing the Purchase Order.After receipt of parts allocated by Purchase Order, the allocation may only be removed after the parts are in stock, by using the Inventory Allocation module.

ALLOCATION OF PURCHASE ORDER DELIVERIES

Allocating a PO Line Item is used to make sure that the item will be reserved for a particular Work Order or Project Number  when it is received.PO line item allocation is generally used when allocating to a Work Order or Project Number for which the items are not available in stock.Line Shortages of items not on the BOM, which are not in stock, are an example of typical PO Line Item Allocations.To allocate Purchase Order Line Item Deliveries to a Work Order or Project Number:

  • A Work Order or Project Number must be open for the product.  
  • The Item to be allocated must be entered in the Inventory Control Item Master.
  • The quantity allocated must equal the quantity ordered. ie. The total quantity ordered on a line item may be allocated to multiple Work Orders or Project Numbers through the schedule screen.

PROCEDURES

To Allocate a PO Line Item to a Work Order or Project Number:

  1. Allocate to a new or existing PO.
  2. Select the desired PO in Article #153. 
  3. Highlight the line item you want to allocate.
  4. (If it is an existing PO) Depress the Edit action button.
  5. Expand the Schedule Screen, tab or click on the "Distribute to"  field.
  6. Select WO Alloc or Prj Alloc, enter the Work Order number or Project number to allocate to in the WO # field or Project # field.
  7. Follow normal PO Mgmt procedures to save and approve.

    NOTE:The user may wish to allocate a line item to multiple Work Orders and/or Project Numbers.  In the schedule for an item, the user can create as many schedule lines as required.  Each schedule line can have a different allocation.  If the user had a requirement for 5 Work Orders and/or Project Numbers of 100 parts for each Work Order and/or  Project Number, the user would add a line to the PO for 500 parts, then in the schedule, the user can add a line for each Work Order and/or ProjectNumber to which the parts are allocated. The schedule dates can be the same or different. The supplier will see only the total quantity required by the schedule date and is not bothered with the individual allocations.

To Un-allocate a PO Line Item that has not yet been Dock Received:

  1. Select the desired PO in  Article #153.
  2. Highlight the line item you want to un-allocate.
  3. Depress the Edit action button.
  4. Expand the Schedule Screen, tab or click on the "Distribute to" field.
  5. Select Inv Recv.
  6. Follow normal PO Mgmt procedures to save and approve.

To Un-allocate a PO Line Item that has already been Dock Received:

  1. Receive into inventory using Purchase & Receiving Mgmt procedures.
  2. Use the Inventory Allocation procedure to un-allocate.
    1.2. MRO Items

    MRO stands for Management Required Options.  Generally this is used for supplies, etc. purchases.

    After selecting the Item Type to be "MRO"

    1. If the MRO item is included in inventory
      1. The user may jump directly to the part number box (click on it) and enter a part number. Or, the user may step through the Part Classes and Part Types to narrow the focus and then select a part from the desired part type.
      2. Fill in the quantity and unit price. 
    2. If the part is not in inventoryThe user may enter in the Suppliers part number manually (or leave blank) and then jump to the description field and enter the description.

    The finished screen should look like the screen displayed:

       
    1. Check the Expand box in the Schedule screen.
    2. Enter schedule dates and quantity scheduled.
    3. Type in the title or name of the person requesting the item in the “Distribute To” field.
    4. Enter a General Ledger account number in the GL Number field.

    The completed Schedule screen will appear as follows:

    1. At the conclusion of entry for the item, the user may depress the Save record action button or the Abandon record action button.
    2. To complete see Add a PO .
    1.3. Service Items

    Services items are for those instances where the assembly is outsourced.

    After selecting the Item Type to be "Service"

    1. The user may enter the supplier Part number manually (or leave blank) and then go to the description field and enter the description.
    2. Fill in the quantity and unit price. 

    The finished screen should look like the screen displayed:

       
    1. Check the Expand box in the Schedule screen.
    2. Enter schedule dates and quantity scheduled.
    3. Type in the title or name of the person requesting the item in the “Distribute To” field.
    4. Enter a General Ledger account number in the GL Number field.

    The completed Schedule screen will appear as follows:

    1. At the conclusion of entry for the item, the user may depress the Save record action button or the Abandon changes action button. 
    2. Approve record.