Activant Prelude. Purchasing Basics

Transcription

1 Activant Prelude Purchasing Basics

2 This class is designed for Buyers, warehouse staff, operations managers Accounting staff to see how Purchasing functions affect their work in Prelude

3 Objectives Create purchase orders Manipulate order- and line-level settings Learn options for adding, deleting, linking, and sorting line items Use the Buyer Queue Inquiry Convert recommended P/Os Resolve A/P discrepancies Resolve receiving discrepancies Use Inquiries and Reports

4 This course will NOT cover Setting up customers, products, or vendors Special types of P/Os (e.g., consignment, multicurrency, blanket, RFQs) Details of purchasing parameters User-specific topics

5 Starting a Purchase Order Choose one of the following: Press ENTER for a new P/O Enter the existing P/O Number Press F3 to search for an existing P/O Purchasing > Purchase Order Entry

6 Starting a Purchase Order Choose one of the following: Enter the vendor number Enter a vendor keyword Press F3 to search for a vendor Purchasing > Purchase Order Entry

7 Defining Order-Level Information Header information defaults from Vendor Maintenance or Vendor Ship-From Maintenance. Purchasing > Purchase Order Entry > F5-Hdr

8 Defining Order-Level Information Ship-From D Default address M Manual address F3 Search for ship-from addresses Purchasing > Purchase Order Entry > F5-Hdr

9 Defining Order-Level Information P/O Date - current date Delivery Date - expedite date Promised - vendor performance statistics Purchasing > Purchase Order Entry > F5-Hdr

10 Defining Order-Level Information Unusual Delivery - determines if the delivery time is used for lead time calculations Emergency P/O - notifies the buyer to take immediate action. Not used for lead time calculations. Purchasing > Purchase Order Entry > F5-Hdr

11 Defining Order-Level Information Information defaults from Vendor Maintenance or Vendor Ship-From Maintenance. Purchasing > Purchase Order Entry > F5-Hdr > F5-Add Info

12 Adding Products To enter a Product, enter one of the following: The exact part number A keyword, then press ENTER

13 Adding Products Enter the quantities to order and press F2-Save.

14 Adding Products For detail information, select the product and press ENTER.

15 Viewing Product Details Accept: Y - If everything is correct N - To change dates or cost Purchasing > Purchase Order Entry > Line Item Detail

16 Viewing Product Details Change the Delivery Date or the Promised date for just this line item to override the setting in the header screen. Purchasing > Purchase Order Entry > Line Item Detail

17 Viewing Product Details Adjust the cost or discount as necessary. Purchasing > Purchase Order Entry > Line Item Detail

18 Additional Purchase Order Features Link purchase order line items to sales orders Add comments/notes Delete line items Split the delivery date for a line item Add kits/components to a purchase order Resort lines on a purchase order Add freight to cost of goods sold Duplicate purchase orders

19 Linking to a Backordered Product Purchase Order Entry > F6-Link

20 Linking to a Backordered Product Number of linked order

21 Inserting a Blank Line Press CTRL + INSERT.

22 Adding Comments Enter a comment code on a blank line From the Action Bar, choose Prod Func > Add Comment Lines Enter C under Product

23 Adding Notes Header notes - an asterisk appears by the P/O number Line item notes - an asterisk appears by the line item Purchase Order Entry > Action Bar > Notes

24 Deleting Orders or Line Items To delete the ENTIRE ORDER, press F4-Delete To delete a line item Press DELETE + ENTER \+ ENTER

25 Splitting Lines by Delivery Dates Quantities and delivery dates OTHER THAN the one on the original line Purchase Order Entry > Action Bar > Product Func > Line Item Split

26 Splitting Lines by Delivery Dates

27 Purchasing Kits Enter the quantity of kits.

28 Purchasing Kits Each kit component becomes a line item.

29 Resorting Lines Purchase Order Entry > Action Bar > P/O Func > Resort Purchase Order

30 Estimating Freight Allows you to allocate freight to the cost of goods sold Purchase Order Entry > Action Bar > P/O Func > Estimate Freight

31 Saving a Purchase Order

32 Saving a Purchase Order Determines how to generate the P/O Default based on setting in Vendor Maintenance Purchase Order Entry > F2-Save

33 Generate P/O vs. Suspend P/O Generate Saves the order Date/time stamps the log with your User ID Faxes, s, or prints a copy of the P/O Ready for receiving Suspend Saves the order Date/time stamps the log with your User ID DOES NOT generate a copy of the P/O Ready for receiving

34 Copying an Open Purchase Order Copy an open purchase order to a new vendor and/or warehouse Purchase Order Entry > Action Bar > P/O Func > Duplicate Purchase Order

35 Copying a Received Purchase Order Copy a received purchase order to a new vendor and/or warehouse Purchase Order Entry > Action Bar > P/O Func > Duplicate Purchase Order History

36 Using the Buyer Queue Inquiry Purchasing > Inquiries > Buyer Queue Inquiry

37 Converting Recommended P/Os Purchasing > Inquiries > Buyer Queue Inquiry > Recommended Purchase Orders

38 Reviewing Vendor Line Targets Purchasing > Inquiries > Buyer Queue Inquiry > Recommended Purchase Orders > F5-Edit > F7-Targets

39 Resolving P/O Discrepancies

40 Accounts Payable Discrepancy Inquiry Receivers put on hold by A/P for cost discrepancies Purchasing > Inquiries > Buyer Queue Inquiry > A/P Discrepancy

41 A/P Cost Discrepancies Review and/or re-cost the receiver and release it back to A/P for processing. Purchasing > Inquiries > Buyer Queue Inquiry > A/P Discrepancy > F5-AP/PO Entry

42 Stock Receipts Discrepancy Inquiry Reason for hold: Q over or under received quantity C over or under the cost tolerance 01, 02 etc rejection reason code Purchasing > Inquiries > Buyer Queue Inquiry > Stock Receipts Discrepancy

43 Inquiries Purchase Order Inquiry open orders Purchase Order History Inquiry received orders Purchase Order Log Inquiry list of all transactions affecting the order

44 Purchase Order Inquiry Purchasing > Inquiries > Purchase Order Inquiry

45 Purchase Order History Inquiry Purchasing > Inquiries > Purchase Order History Inquiry

46 Purchase Order Log Inquiry Purchasing > Inquiries > Purchase Order Log Inquiry

47 Reports Open Purchase Order Reports Overdue Orders Daily/Monthly Accounting Reports Product Audit Reports Vendor Audit Reports Over 75 more

48 Summary Create purchase orders Manipulate order- and line-level settings Line item options Add lines Add comments/notes Add kits Link purchase orders to sales orders Delete lines Split delivery dates Add freight to Cost of Goods Sold

49 Summary Duplicate purchase orders Use the Buyer Queue Inquiry Convert recommended P/Os Resolve A/P discrepancies Resolve receiving discrepancies Use Inquiries and Reports

50 For More Information On-line help keys in the Prelude Purchasing screens Visit Activant on the web: Prelude HTML documentation Purchasing manual View Educational Services course offerings Search the Solutions database Submit a Support case Professional Services Sales with questions about Training or Consulting pss@activant.com