Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Material Planning/Purchase Order Management/Purchase Order Management

The following screen will be displayed:

1.  Depress the Find Record icon. The following screen will be displayed. 2.  On the left hand side of the screen, select the desired Filter:  by selecting the appropriate radio button - Open PO, All, Closed/Cancelled PO, For Approval, or ALL.     3. Once you’ve made your “Filter” choice, determine the "Find by" search method by choosing between PO Number, Inventory Part Number, MRO Part Number, Supplier, Inventory Manufacturer Part Number, MRO Manufacturer Part Number, All, Inventory Description, or MRO Description.     If you do not know the exact number, Customer, etc you may enter in a partial number, letter, etc, then once you depress the enter key the system will pull up the matching record onto the screen or a list of all Purchase Orders that contain the partial number, letter, etc. entered, to select from.

4a.  For example, a selection on the left for an Open PO, and a selection of ALL on the right will produce the following screen, listing all open purchase orders.
4b.  A selection on the left for All and a selection of All on the right will produce a list of all purchase orders, open, closed, etc.

If you enter information in the Red Box and the system cannot find any information, users will receive the following message and if they select "YES"  a list of Open PO will be displayed.   The rest of the right hand selections are essentially the same as for those illustrated above.

5. After finding the Purchase Order, the Purchase Order screen will be displayed, populated with any parts on order.

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.

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.

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 with the following message, giving the user the option to assign the purchase price to be the standard cost for this item.


 
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:

 

There are situations when the users will either not enter a schedule or enter a partial schedule at time of creating PO.  If the scheduled qty does not match the order qty or the "Allow Partial Schedule" box is unchecked, upon depressing the Save button the following message will be displayed.  This gives the user the option to stop the save process and return to the item and schedule or continue on and save without scheduling.  Some users may not know an exact date for scheduling at the time of the PO creation and just create the PO to get the part on order.  Then upon the supplier response add the scheduled dates to the PO at a later time.  This is why we do not enforce the scheduling at the time of the PO creation. 

 

 

If the "Allow Partial Schedule" box is checked upon saving the PO without a schedule or a partial schedule this message will not be displayed.

 

The item will schedule automatically by adding the lead time to todays date and schedule the entire order amount.  (Note:  MRP will NOT acknowledge qty's that are NOT scheduled).

 

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.  This is the date MRP uses.
Req Date	This is the internally required or desired date.  It is not used for the supplier or MRP.
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 indicates that, that Warehouse is set-up in the AVL.  The "N" next to the Warehouse indicates that, that Warehouse is NOT set-up in the AVL.  If the warehouse field is left blank the user will receive the following message    upon saving the record and the user has the option to go back and add the warehouse at this time or leave it blank and assign it 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 only edit this field in the scheduling detail if the "Allow Auto Create Location at Receiving" is checked within the ICM module.
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. Enter 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.

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

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

After selecting the Item Type to be "MRO"

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 or Select a General Ledger account number in the GL Number field.  These GL numbers are defaulted in from the Purchase Setup module.

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. User must then Approve the Purchase order. 

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

After selecting the Item Type to be "Service"

1. The user may enter a 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 or select a General Ledger account number in the GL Number field.  These GL numbers are defaulted in from the Purchase Setup module.

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. User must then Approve the Purchase Order.  Upon Approval the PO Status will change from Open to Closed.

Find the Purchase Order that you would like to edit.

Pressing the Edit record action button in the Purchase Order screen will allow the user to modify all the following information: 

 

• The Confirmation Name, Buyer, PO Priority, Supplier Ack., check or uncheck Freight Included box.
• The Status field will only be enabled in the edit mode for users with approval rights. User MUST have approval rights to Modify the PO Status.
• Order quantity and unit price, min/multi qty, purchase lead time, overage amount, Firm Plan or First Article.
• Add or Deletion of a Line Item
  • By depressing the Add button allows the user to add additional items to the PO.
  • By depressing the Delete button you can delete an existing line Item from the PO, only if there have been no receipts against the line item.  If there have been receipts against the line item user will receive the following warning and will not be able to delete the line item.

• If there have been no receipts agains the line item, highlight the line item that you wish to delete, then depress the Delete button.
• The user will be asked to validate the deletion before proceeding.
• If you select OK the item will be deleted from the order.  Once a line item has been deleted from the Purchase Order user will loose all links and will NOT be able to restore the item.

A user can Cancel a line item rather than deleting the line item from the PO by checking the "Cancel this Item" box.    

• This will allow user to cancel an individual item on a PO. Since the system does not allow you to delete a line item that has had any kind of transaction, we needed a way for users to cancel individual line items without having to cancel the entire order within the system. If any parts have been accepted, it cannot be cancelled. Once a part has any receipts the user cannot delete the line, so if they reject the total received qty they can cancel the line to prevent it from affecting the PO, or PO history for the other line items. If they do not want to reject the entire qty then their only option is to reduce the balance qty to the accepted qty. Cancelled line items will be excluded from the Purchase Order reports within the module.  A line item that has been cancelled will be displayed in Red.  A cancelled line item will be able to be restored by unchecking the "Cancel this Item" box.

• Information about the terms, FOB, Ship Via, Ship Charge, and Account number, Ship Charge Amount, whether taxable, the tax % 
• Schd Date, Requested Date, Commit Date, Quantity Scheduled, Warehouse, Location, Distribute To and Schd Notes.
• Modify or add any information in the Item Master Notes, PO Item Notes, PO Notes, and PO Foot Notes.  (Depending on how the user has System Setup/Material/Purchase Setup module marked depends on whether user can edit the notes without going into edit mode on the PO record.  If the "Require approvals for Date changes and Notes" is marked as "Yes" then it will force the users to first put the PO in edit mode before they will be allowed to edit any notes and the note changes will be recorded in the "View Changes History" screen.  But if it is marked "No" then the notes become editable without the actual record in Edit mode and the note changes will NOT be recorded in the "View Changes History" screen).  

Depress the Save record action button after you have finished with editing the record. The user will then need to approve the order.  If user has the "Auto Assign new Change Order # Upon Approval" box checked within the System Setup/Material/Purchase Setup module, the reminder will NOT be issued and CO#  field becomes NOT editable.  When the user approves the change the Change Order number will be automatically increased.   If user has the "Auto Assign New Change Order # Upon Approval" box unchecked within the System Setup/Material/Purchase Setup module when user makes changes the CO# will stay the same, the system will prompt the reminder, and user may manually assign a change order number if applicable.

 

 

There are situations when an item may not have a schedule or may have a partial schedule.  If the "Allow Partial Schedule" box is unchecked within the System Setup/Material/Purchase Setup module, user will receive the following popup warning when editing and saving that line item or any other line item on that same purchase order.   If the box is checked the system will not ask any questions when saving a po with only partial schedule. (Note: MRP will NOT acknowledge qty's that are not scheduled).  

 

 

NOTE: If the "Auto Assign new Change Order # Upon Approval" box is checked, and PO is new and the user goes into the "Edit" mode prior to approval, no changes will be made to the CO# on screen or in the "View Changes History" screen.  If PO has been approved and the user goes into the "Edit" mode the next CO#  will be referenced in the "View Changes History" screen but will NOT increase on screen until PO has been approved.  If the user goes to the "Edit" mode more than once before approving the change the CO#  will only increase once in the "View Changes History" screen.  

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. 

If multiple users are editing the same PO and the PO has not been approved yet, so it still has a temp # and the 1st users approves the PO, while the 2nd user is still making their changes,  when the 2nd user goes to exit and save their changes they will receive the following message:

 

Manex tracks all revisions of a Purchase Order and each receipt against each revision of the order.  The system will NOT allow any changes to a Purchase Order which has parts in Dock Receiving that have not yet been processed in the Purchase Order Receiving & Inspection module.

Cancel a Purchase Order

Closing out a Purchase Order

At times, the user may wish to close out a PO to suppliers who have either shipped short or overages of ordered components.  For example, say a user has a Purchase Order for 100 components.  100 units are received with 5 rejections.  (See the DMR procedures). This would show the Purchase Order showing a quantity of 5 for a balance.  What if the user informs the supplier that they do not want the last 5 pieces.

In the above set of circumstances, the user will be allowed to change the ORIGINAL order quantity by removing the rejected quantity via the DMR procedure.   When the Received quantity PLUS the DMR quantity is LESS than the order quantity, the user will be allowed to decrease the order quantity by that many.  Original Order 100; Received quantity 100; Rejected quantity 5.  Returned to supplier via DMR 5.  At this point, the user may reduce the quantity ordered, AND the accompanying amount scheduled to 95.  This action will close out the Purchase Order.

The user must depress the Edit button. Change the Purchase Order Quantity, then change the Quantity Scheduled so that the total of the schedule dates exactly equals the new quantity.  Depress the Save button.  Approve the PO and the PO status will change to close.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Material Planning/Purchase Order Management/Purchase Order Management

The following screen will be displayed:

 

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 1^st 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.