Activant Prophet 21. Creating and Adjusting Purchase Orders

Transcription

1 Activant Prophet 21 Creating and Adjusting Purchase Orders

2 This class is designed for Purchasing personnel in charge of creating and editing purchase orders

3 Objectives Create manual Purchase Orders Edit Existing Purchase Orders Requisition Purchase Orders Print Purchase Orders Print Open POs Report Perform Inquire Options

4 This course will NOT cover Purchase Order Requirements/Generation Criteria Purchase Order Requirements/Generation

5 Purchase Order Entry PO Requirements Generation Prophet 21 suggests items to purchase based on your criteria. Create Purchase Orders Purchase Order Entry User generates the purchase order manually, keying all of the data. Create PO From OE User generates the purchase order from within sales order entry.

6 Purchase Order Entry

7 Purchase Order Entry Create manual POs for stock purchases

8 Purchase Order Entry Step 1: Enter a purchase location (where the material will arrive). Step 2: Enter the Vendor, Supplier, and Division IDs.

9 Purchase Order Entry Step 3: Enter a Buyer ID. Step 4: Enter an External PO Number.

10 Purchase Order Entry Step 5: Enter a Required Date. Step 6: Select the Print PO Form/Fax/ PO Form to generate a copy of the PO when you save.

11 PO Notes Tab Apply to the entire purchase order Print at the top of the PO paperwork

12 Totals Tab View totals related to PO Track control and target value information

13 Purchase Order Entry Step 7: Enter the Item ID.

14 Purchase Order Entry Step 8: Enter a Quantity to Order. Step 9: Review the Unit Price and adjust if necessary. Add additional items press [Enter] until a new line displays

15 Extended Info Tab

16 PO Line Notes Tab

17 Commitment Schedule

18 Backorders Link regular backorders to purchase orders

19 Purchase History

20 Purchase Order Entry Save the PO to the system File/Save Or

21 Release Schedules

22 Release Schedules Establish a repeating amount for receipt during a specified period of time Schedule to apply to all or some line items Schedule specific to a line item only

23 Schedules Tab Specific Dates set up releases by dates that you indicate. Rule releases scheduled based on number of days, weeks, months, etc

24 Schedules Tab Round Quantity On If the ordered amount does not allocate to all releases evenly, choose when you want to request the uneven shipment.

25 Schedules Tab Apply selects prior to entering a line item; the schedule will be applied to that line item. Apply to All selects after all line items are entered on the purchase order.

26 Release Schedule Tab Enter Item ID and total amount to order

27 Release Schedule Tab Enter Release Date. Enter Release Quantity.

28 Editing Purchase Orders Edit any regular PO through the PO Entry window Manual and Generated!

29 Editing Purchase Orders Key or search for the Purchase Order you plan to edit.

30 Editing Purchase Orders To cancel an entire PO, select the Delete Checkbox.

31 Editing Purchase Orders To cancel a line item, select the Delete Checkbox on that line.

32 Editing Purchase Orders Ordered Quantities can be edited if the Order Quantities field is editable. Click in the Order Quantity field to enter the new purchase amount.

33 Editing Purchase Orders Adjust pricing when the Unit Price or Extended Price fields are enabled. To add additional items, place your cursor in the last line and press [Enter] until a new line displays.

34 Editing Purchase Orders If a PO is complete or cancelled, adjustments cannot be made Adjust quantity or price as necessary Support solution 1394 Details editing for special and direct ship POs

35 Requisition Purchase Orders Generate POs for Requisition items Furniture Computer equipment Office supplies

36 Requisition Purchase Orders Step 1: Enter a purchase location (where the material will arrive). Step 2: Enter the Vendor, Supplier, and Division IDs.

37 Requisition Purchase Orders Step 4: Enter an External PO Number. Step 3: Enter a Buyer ID.

38 Requisition Purchase Orders Step 5: Enter a Required Date. Step 6: Select the Print PO Form/Fax PO/ Form to generate a copy of the PO when you save.

39 Requisition Purchase Orders Enter notes on the PO Notes tab

40 Requisition Purchase Orders Step 7: Enter the Item ID.

41 Requisition Purchase Orders Step 8: Enter a Quantity to Order. Step 9: Review the Unit Price and adjust, if necessary. To add additional items, press [Enter] until a new line displays.

42 Printing Purchase Orders Purchase Orders can be printed through: Purchase Order Entry Requisition Purchase Order Entry Purchase Order Requirements/Generation Purchase Orders Report

43 Purchase Orders Report Print purchase orders for the first time Reprint an existing purchase order

44 Printing Purchase Orders Enter a specific Purchase Order or range. If necessary, indicate Vendor, Supplier ID and Location Info. Choose File/Print or

45 Reprinting Purchase Orders Select Reprint POs checkbox. Choose File/Print or

46 Open POs Report Locate information related to outstanding receipts from your supplier through the Open PO Report

47 Open POs Report Enter a Location ID or range.

48 Open POs Report Enter a Supplier ID or range.

49 Open POs Report Enter an External PO Number or range.

50 Open POs Report Select PO Type.

51 Open POs Report Indicate the Required Date range.

52 PO Inquire Options Locate details related to Purchase Orders through the PO Drill Down Options

53 PO Drill Down by Supplier View all purchase order information related to a specific supplier

54 PO Drill Down by Supplier Enter a Location ID or range. Key or search for the supplier ID. Verify the Starting Date.

55 PO Drill Down by Supplier Locate additional details by drilling into the Purchase Order column

56 PO Drill Down by Supplier Drill into the Item ID field to view any associated sales orders

57 PO Drill Down by Item Locate purchase orders specific to an item

58 PO Drill Down by Item Enter a Location ID or range. Key or search for an Item ID. Verify the Starting Date.

59 PO Drill Down by Item Drill into the PO Number field to view details related to a specific purchase order

60 PO Drill Down by Item

61 PO Drill Down by PO View information related to a specific PO

62 PO Drill Down by PO Key or search for the PO, by Purchase Order Number or External PO Number

63 PO Drill Down by PO Drill into the Item ID field to view any associated Sales Orders

64 Summary Created manual Purchase Orders Edited existing Purchase Orders Requisition Purchase Orders Printed Purchase Orders Printed Open POs Report Used the Inquire Options

65 For More Information Prophet 21 Help Files Visit Activant on the web: distribution.activant.com View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Professional Services Sales pss@activant.com