Purchasing Module

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Purchase Order Main Menu
pc/MRP Purchase Order Main Menu

7.1.1 Overview

The Purchasing Module allows users to enter, edit, print out Purchase Orders and reports. In addition reports can be sent to disk and POs can be faxed directly from the PC (requires FAX/modem card). Address and part number information can be scrolled and imported from their respective modules. Entering a PO automatically increments the on order quantity in the Inventory File. Over 100 different reports can be generated including Consolidated Order Requirements, All Overdue Purchase Orders, All Purchase Orders for a Month, and Purchasing History Reports. Each Purchase Order can contain up to 9999 line items. Each line item can be taxable or nontaxable, have its own due date and discount.

7.1.2 New (Enter A Purchase Order)

         From the Main Menu, select "Purchase".

The PO Data Entry Screen will appear with the next available PO number and Date as shown below. You can overwrite the PO number with your own PO number. However, the PO number should consist of only numeric characters with leading zeros. pc/MRP is unable to increment alpha characters.

 

Note: (at the lower left-hand corner) the Vend Address and Part number check boxes are activated (with check marks). This indicates that the screen is set to look up address and part information from the database. The "Vendor Acct #" and "Part #"fields are always linked to the Address Book and Part Master. This means that the entries to these two data fields must be valid numbers contained in the Address Book or the Part Master. .

Step 1: Select Part

Parts can be selected by using Auto Look-Up or Sale Import.

Auto Look-Up:

Sale Import

Except the part #, all the other information can edited by the user. If the part # is changed manually, all the associated information will be changed to match with the new part #. The entry to the Part # Data Field must be a valid number contained in the Part Master. If the PO is for a non-standard part, use "NA" for the Part # and pc/MRP will not verify the existence for this item or recommend a vendor.

Step 2: Select Vendor:

 

Step 3: Enter Quantity

Step 4: Enter the Remaining Information

By Example:

Step 5: Add Another Line Item if required

o        Click "Add" and a new Purchase Order Screen (with Vendor data already entered and the Part Number button activated) will appear.

o        Enter the appropriate part data.

 

Step 6: Save the Purchase Order when finished

Note: pc/MRP will check all the data validity. If the Vendor Account # or Part Number is not valid (cannot be found in the Address Book or Part Master), the user will be prompted to take corrective actions. If the Purchase Order is for a non-standard part, enter "NA" in the Part # field and pc/MRP will not check the Part Master.

Note: If you send an e-mail directly from pc/MRP we use MS Outlook. The e-mail address in MS Outlook will automatically be populated from the e-mail entry in the pc/MRP Address Book. If you create an HTML document, you can save this document and attach the purchase order to an e-mail created in your existing e-mail program.

7.1.3 Functions of the Purchase Order Screen

Select Manufacturer

Mfr Select

Review The Items Already Entered

Delete A Line Item

Undelete A Line Item

Duplicating A Line Item ( V6.57D and up)

 

 

Adding Line Item With Different Quantity For Each Delivery

 

The Options Button

The selections of the "Auto Look-Up Returns will determine what appear in the customer list and the part number list during the selecting customer and selecting parts operations.

 

7.1.3 Edit/View A Purchase Order

This option allows users to scroll, edit, delete, undelete or run queries against Purchase Order records.

Selecting an Indexed Search allows users to search on indexed fields.† This allows pc/MRP to find the information much faster.† To perform an Indexed Search select the:

         Indexed Search tab

         Desired Sort Order

         Desired Include information, Open, Closed, Both Open and Closed

         Enter the applicable data in the Begin Scrolling At: field

         Select the desired Action, View or Edit.† If View is selected any changes made will not be saved.

         Select Review Type, Multiple will work on most purchase orders.

For purchase orders larger than 50 line items, user may opt to select Single for the Review Type.† Choosing the single review type will bring only the PO item selected up for viewing/editing, while the multiple option will bring up the entire PO.

Note: Adding a new item to an existing PO can only be done with the multiple review type.

         Press Search

pc/MRP will automatically scroll to the desired record or the nearest match.† Select the correct record by scrolling and press Ok to proceed to the edit screen for that record.

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Purchase Order table.† For further details see chapter 15.14.

 

 

All the buttons (of this screen) function exactly the same as described in "Enter A PO" section and the following items have been added:

o        C/O# field -- This field is for the change order #.

o        Received field -- Cumulative quantity received

o        Rejected field -- Cumulative quantity rejected (must be added manually)

o        Date Rcvd field -- Date received; if there are multiple shipments, this indicates the date of the most recent shipment

o        Time Recd field -- Time received; if there are multiple shipments, this indicates the time of the most recent shipment

o        Ontime Del field -- If any delivery is late, this field will show "N".

o        Logbook button -- Clicking this button will open a text file related to this PO. There is a single logbook file for the entire PO.

Every field in the Purchase Order edit screen is editable.† There are however several key concepts users must understand when editing.

o        If you edit a quantity in the PO quantity you must also edit the onorder quantity in the inventory file or run one of the Audit OnDemand functions.

o        pc/MRP prints out the vendors address from the first line item.

o        To add an additional line item to an existing PO, select the "Add" button while on the last current item number of the PO.

o        If you make a change to the header information while editing, you can quickly propagate that change to the header of the remaining items. Just press the Options button and select the "Update All Header Information" check box.

o        The Complete, and Qty Received Fields are displayed only in the edit mode and are filled in automatically when the items are received. The Qty Received Field contains the accumulative amount received. pc/MRP uses the Complete Field to determine if a record is overdue, open or closed. A Y in the Complete Field marks the record as closed (The original quantity ordered for the line item has been received).† Users should not manually edit these fields unless they wish to close the purchase order or adjust the quantity received.†

 

Users can use the delete and undelete buttons in the data entry screen to mark purchase order line items for deletion and undeletion. Once the record has been marked for deletion, return to the menu and select REMOVE ALL DELETED RECORDS FROM DISK AND REINDEX.

7.1.4 Print (Display/FAX A Purchase Order)

This option will print/display/FAX a purchase order (po.frx,pob.frx). See section 15.4.1 to create a custom purchase order form (cpo.frx).

Each PO can contain up to 9999 line items. Each line item can have its own delivery date allowing you to track blanket orders with multiple delivery dates. Each line item can have its own tax and discount rate.

Each line item can have up to four lines of Comments.

Up to eight lines of Notes can be added to all Purchase Orders by using the configuration Menu's Add Boiler Plate Option.

Purchase orders may be folded in third and placed in the double window envelopes listed below.

Purchase orders may be Faxed with a FAX/Modem by selecting the FAX/Modem driver instead of the default printer driver. Purchase orders can also be e-mailed.

For dot matrix printers

 

You can order pc/MRP's two part (5K-2990-2), three part (5K-2990-3) or four part (5K-2990-4) carbonless forms and matching double window envelopes (5K-DW3787) from Rapid Forms, telephone number 1-800-257-8354. Be sure to give the Rapid Forms Operator pc/MRP's Keycode Number C20100.

 

For laser printers

 

You can order the 3 part NCR carbonless paper by calling JC Paper in Mt. View, CA at (650)965-0983. Ask for the zero-form, straight sequence 3 part NCR pre-collated 8-1/2" X 11" paper. It comes in sets per package

 

Example Purchase Order is shown below, it can be faxed, printed or displayed using pc/MRP's Windows print functions.

 

7.1.5 Reports (Printout/Display Purchase Order Reports)

Allows you to print out or display various reports from the Purchasing Database File. See section 15.4.1 to create custom reports. Your standard report options are as follows:

All PO records (purlog.frx and custpo*.frx with purchase.dbf)
All PO records for a product code
All PO records for a part number
All PO records for a vend/cust account #
All PO records for a document/contract #
All PO records for a div/dept
All PO records for a model number
All PO records for a serial number
All PO records for a purchase order number
All PO records for a purchasing agent
All PO records for a debit/charge #
All PO records for a requester
MRP report (all parts required to be ordered) (lgparreq.frx with partmast.dbf)
ISO 9000 Vendor Performance report
All PO records for a PO Request #.

 

Any of the above can include the following:

Matching Exact: This selection allows you to find purchase orders by using the exact, product code, part number, vend/cust account #, document/contract #, div/dept, model number, serial number, PO number, purchasing agent, debit/charge #, requester, or MRP report. It will display/print/send only those records.

Matching Partial: This selection allows you to find purchase orders by using a partial description of the, product code, part number, vend/cust account #, document/contract #, div/dept, model number, serial number, PO number, purchasing agent, debit/charge #, requester, or MRP report. It will display/print/send all POs matching the partial description.

Any of the above can include:

All records regardless of time period
Records entered during a specified time period
Records due during a specified time period
Records exactly 30, 60, and 90 days old

 

Any of the above can include:

All open and closed records
Open records only (total quantity not received, Complete # Y)
Closed records only (quantity received, Complete = Y)
Overdue records only

 

Any of the above may be sorted by:

Purchase Order Number

Part number (faster no re-indexing)
Part number
Account number (faster no re-indexing)
Part number root

Date entered
Division
Document/Contract #
Date due
Model number
Product code
PO number
Debit/Charge #
requester

 

The report output options include:

Displayed on screen
Printed in narrow carriage format
Printed in wide carriage format
Sent to an ASCII text file
HTML file

Sent to a XLS file
Sent to a DBF file

If the Database, Comma Delimited, or ASCII output options are chosen, pc/MRP will create a file of that type which contains all of the raw data used by the report. If you have the Windows Generic Print Driver installed, you may select one of the Print output options. Then select Print to File to generate a text file, which mirrors the actual report. Any portion of the printed report, which normally appears in bold, will be included in the text file three times. You may edit the report forms to remove the bolding and prevent the duplication. See Configuration, Settings & Utilities, option 24.

 

 

The report format options include:

Standard format
Custom format (see custom report section)

 

7.1.5a ISO 9000 Vendor Performance Report

The ISO 9000 Vendor performance report allows end users to track their vendorís performance and reliability. This report is automatically generated by using information compiled within the purchasing and receiving modules of pc/MRP. This report further allows the end user to grade vendors and define a course of action based on the vendorís performance.

7.1.5b Purchasing MRP Reports

The MRP Report in Purchasing can use one of two methods to determine the purchasing requirements. Both methods utilize the screen below.

Purchasing MRP

 

MIN/MAX

The first method, is the MIN/MAX selection. This reports all parts under the minimum quantity allowable. The minimum quantity for each part is entered into the Inventory Database File and should equal the quantity used per week x lead-time in weeks x your safety factor. The maximum quantity for each part is entered into the Inventory Database File and should be set at some level higher than the minimum quantity.

Consolidated Purchasing Report

The second method, Consolidated, provides the exact amount of parts required to be ordered to meet the demand driven by sales orders and/or work orders. The consolidation report first zeros out all on order and on demand quantities in inventory and updates these fields representative of open purchase orders and sales/work orders. It then compares what is on demand from open sales/work orders with what is on order, in WIP, on hand (finished assemblies, sub assemblies, and minimum stocking levels). Consequently, the quantity required is calculated as described below.

MINQTY+ONDEMAND-ONORDER-(THE SUM OF THE STORAGE AREAS CHOSEN)

If there are not enough finished assemblies and sub assemblies to fill the open sales and work orders pc/MRP will use the BOMs to determine which parts need to be ordered. The report lists parts to be ordered for assemblies. It does not list sub-assemblies as they cannot be ordered. The Consolidated Purchasing Report will tell you what to order but not when to order. Software Arts offers an optional Infinite Bucket module that allows MRP reporting in much more detail. This is covered in chapter 16.3.1 in the manual.†

The Consolidated Purchasing Report can be ran several different ways. Users can include or exclude sales orders and or work orders as well as all inventory locations. (Users must keep WIP checked to run this MRP.) Users can also select to Print Trace Calculations. This is a detailed report that explains exactly where and how demand for each part is driven. Do not printout and trace the calculations unless you disagree with the MRP results. The Consolidated Purchasing Report can also be sorted several ways and the output can be set to display, print, or several different file types.

Example, Narrow Carriage Purchase Order Report Format

PURCHASE ORDER

After the consolidated report has been generated, pc/MRP offers an Excess Inventory report.

This new report can include:

It can be sorted by:

It will also provide the Average or Standard cost of the excess inventory

The user will be given the option to automatically generate Purchase Orders based on the consolidated shortage report. If this option is selected, a Purchase Order will be created to the primary vendor for all requirements. All the Purchase Orders that were generated may then be printed. If the program is unable to create a Purchase Order item for a requirement, an error report describing the error(s) will be available.

7.1.6 Return items to a vendor (Debit Memo)

A debit memo is issued to a vendor to cover returned goods, pricing errors, freight charges, etc. You can think of this as an option to enter a negative receiver (a receiver for a negative quantity). Accountants refer to this type of transaction refer to this as a debit memo transaction.

This selection allows you to enter a debit memo. pc/MRP will issue you the next available receiver number (essentially you are entering a negative receiver), a PO number of "NONE" and a line item number of "00DM". Enter the part number and quantity you are returning. You will notice the quantity has been converted to a negative number.

Debit Memos can be created to debit specific receivers or be created as a stand-alone debit memo not related to any specific receiver as illustrated below:

If you do not wish to issue the debit memo for a specific receiver, accept the next available receiver number, PO number "NONE" and line item number "00DM".

If you wish to take a credit against a specific receiver, enter the debit memo, accept the next available receiver number, PO number "NONE" and line item number "00DM". Once you have finished entering the debit memo go back and edit the debit memo. Change the receiver number to the receiver number you wish to attach the debit memo to. Enter the original PO number and leave the line item as "00DM". Once you are finished you can reprint the receiver and the debit memo will be attached as part of the receiver.

Additional information on debiting and crediting a debit memo in the general ledger can be found in Chapter 14.11.1, Debit Memo Module.

7.1.7 Audit Onorder Quantities

Zeros out the onorder quantity in inventory and then replaces the on order quantities with the on order quantities from all open POs. If several purchase order quantities are edited this option will automatically correct inventory quantities. This option will also display non-existent PO dates and part numbers that do not exist in inventory.

7.1.8 PO Log Book

This feature can be used to record conversations or commitments pertaining to each PO. The Windows version of pc/MRP uses generic ASCII text files.

7.1.9 Index

Re-indexes the Purchase Order File.

7.1.10 Remove Marked Records

Removes all Purchase Orders marked for deletion from the disk. The records will no longer be recoverable.

7.1.11 Remove Over X Years

Deletes and removes from the disk all Purchase Orders that have a PO Date of over a specified number of years old. Prior to running this command, it is advisable to save the Purchase Database File to disk and label it "Purchase DBF as of mm-dd-yr". You should also generate a printout of the file prior to closing it out.