8. Departmental Purchasing Requisitions/Purchase Order

Transcription

1 8. Departmental Purchasing Requisitions/Purchase Order

2 Overview The following screens illustrate the use of the following Dynamics SL modules: Requisitions Purchasing (Purchase Order) 2

3 Overview (Continued) The Requisition module provide the ability for staff to enter Departmental Item Requests into the system for approval. Based on approval levels, the item request may be automatically approved or require approval of the department manager. Upon approval by the Department manager, the Purchasing department can consolidate item request and generate requisitions. Requisitions may optionally be submitted to vendors for Bid. Requisitions are converted into Purchase Orders. 3

4 Overview (Continued) In the following demonstration, a staff person in the finance department will create a Item Request and submit for approval. The department head (Hannah Gordon) will review the request and approve it. Finally, the item request will be submitted for bid (Optional). Upon selection of the vendor, the requisition will be converted into a Purchase Order by Erika Pook (Purchasing Agent) 4

5 Aviation Specialties Unlimited Key Setup

6 Key Setup The following items have been setup to illustrate the process: Department 90 Finance Department Department Assignment (User) Define who can purchase for the finance department Department Approval levels Account/Subaccount Define what accounts each user can purchase to 6

7 Web Access Item Request Item Request Users may enter Item request using a browser and avoid full concurrent user license. The following demonstration will enter item request in the Dynamics SL solution. The Web Screen is identical to the Dynamics SL screen 7

8 Department Maintenance 8

9 Department Assignment 9

10 Department Approval Maintenance - Requistion 10

11 Department Approval Maintenance Item Request 11

12 Account/Subaccount Access 12

13 Aviation Specialties Unlimited Item Request/Requisition/Purchase Order Process

14 Overview The process to create item request, approve item requests and create requisitions/purchase order is demonstrated in the following screens. 14

15 Process Flow TO01 Stephen J. Toth will enter and submit a item request as an employee of the Finance department GO01 Hannah Gordon will approve the item request PO01 Erika Pook will submit the request for bid, select the winning vendor and create the requisition/purchase order 15

16 Logged in as TO01 For convenience, two screens relating have been added to TO01 main menu 16

17 Requisition Budget Screen 17

18 Create Item Request by copying from another one 18

19 Review and Complete Item Request 19

20 Form View of Item Request- Change Unit Cost 20

21 Bill to/ship to Information 21

22 Other Info Tab 22

23 Print Item Request (Optional) 23

24 Review Budget Status prior to completing the requisition 24

25 Submit for approval 25

26 At this point. Item request has been submitted Login to system as Hannah Gordon to approve the requisition 26

27 Hannah Gordon Home Page 27

28 Hanna can see all item request with status s SA-Submitted for Approval 28

29 Item Request Approval screen listing items to be approved 29

30 Enter Approval Comments 30

31 Review budget status 31

32 Review the details (see item request) 32

33 Approve the item requests 33

34 At this point. Item request has been approved Login as PO01 Erika Pook to generate purchase orders 34

35 PO01 Erika Pook Favorite tailored 35

36 Generate Requisitions from list of Item request pending 36

37 Requisition At this point the requisition can be reviewed by the Purchasing Agent. It can be submitted to bid 9 (Not Shown) or vendor selected. 37

38 Assign Vendor 38

39 Print requisition (Optional) 39

40 Submit for Approval Due to approval authority, when the requisition is submitted for approval, it will automatically be approved since the Purchasing Agent has been setup with authority. 40

41 Approved requisitions may be converted into Purchase Orders 41

42 Budget Status after Purchase Order generated (Before AP processing) 42

43 Aviation Specialties Unlimited Accounts Payable Processing

44 Overview Purchase Orders may be pulled into the Accounts Payable voucher screen as shown in the following screens. 44

45 Accounts Payable Module Menu 45

46 Voucher and Adjustment Screen 46

47 Release AP Voucher Updating General Ledger and Accounts Payable 47