estelplan Purchase Orders Release 4.0a February 15, 216

Transcription

1 Purchase Orders Release 4.0a February 15,

2 Copyright 2016 Invera Inc. All Rights Reserved. Invera Inc. (hereinafter referred to as Invera) has prepared this document for use by its personnel, licensees and customers. The information contained herein is the property of Invera and shall not be reproduced in whole or in part without prior written approval from Invera. Invera reserves the right to make changes in specifications and other information contained in this document without prior notice, and the reader should in all cases consult Invera to determine whether any such changes have been made. The terms and conditions governing the licensing of Invera software consist solely of those set forth in the written contracts between Invera and its customers. No representation or other affirmation of fact contained in this document, including but not limited to statements regarding capacity, response-time performance, suitability for use, or performance of products described herein shall be deemed to be a warranty by Invera for any purpose or give rise to any liability of Invera whatsoever. is a Trademark of Invera Inc. Web: info@invera.com Phone: (514) Fax: (514) Invera Corp Luther Lane, #425 Dallas, TX U.S.A. Invera Inc St. Catherine Street West, Westmount, Quebec H3Z 1P9 Canada

3 Table of Contents 1. PURCHASE ORDER FUNCTIONS... 1 OVERVIEW... 1 PURCHASE ORDER FEATURES... 2 SOURCES OF MATERIAL... 3 Mill Purchases... 3 Direct Shipments... 3 Buyout Purchases... 3 TYPES OF PURCHASE ORDERS... 4 Blanket Purchase Orders... 4 Normal Purchase Orders... 4 Outside Processing Purchase Orders... 4 Release Purchase Orders... 4 Standard Purchase Orders... 4 PURCHASE ORDER FLOWCHART... 5 PURCHASE ORDER STRUCTURE... 6 Purchase Order Header Information... 7 Purchase Order Detail Information... 7 PURCHASE ORDER PREREQUISITES... 8 Reference Tables... 8 Applications PURCHASE ORDER ENTRY... 9 OVERVIEW... 9 Product Installations Options... 9 Restricted Entry Branch... 9 Cost Warning... 9 Cost Quantity Default PO Type Customer Credit Remarks Usage Update Selective/Immediate Print Number of Copies to Print Days Late Calculation Late Reason Field Access Late Reason Field Default Deletion Prompt Standard Dimension Warning Message For Cus No Default User Menu Options Manual Numbering Purchase Order Deletion Exchange Rate Restriction Licensed Material, August 1, 2017

4 Table of Contents Page ii ADDING A NEW PURCHASE ORDER Adding a Purchase Order Header Information Default Window Freight Window Order Header Action Bar Options Purchase Order Header Fields Adding a Purchase Order Item Product Identification Purchase Order Quantities Costs Classification Information Order Item Action Bar Options CHANGING A PURCHASE ORDER Workflow Interface Modifications to the Purchase Order Header/Item Due Date Modifications to the Purchase Order Header Buyer Code Changing a Purchase Order Header Restrictions Changing a Purchase Order Item Restrictions DELETING A PURCHASE ORDER Deleting an Entire Purchase Order Restrictions Deleting a Purchase Order Item Restrictions COPYING AN EXISTING PURCHASE ORDER Copying Purchase Order Header Information Copying Purchase Order Item Information Restrictions Blanket/Release COPYING AN EXISTING PURCHASE ORDER ITEM Restrictions CUSTOMER BOUGHT-FOR CREDIT CHECK OPTIONS PO Copy Function Foreign Currency Restrictions AUTOMATIC PRINTING Restrictions PURCHASE ORDER COSTS OVERVIEW Restrictions Foreign Currency Vendors Exchange Rate Type Cost Quantity Type Restrictions Vendor/Add-On Costs COST ENTRY Adding a Cost Line Add-On Cost Entry Changing a Cost Line Deleting a Cost Line ORDER ITEM VALUATION CALCULATION Licensed Material, August 1, 2017

5 Table of Contents Page iii LOT COSTS VESSEL ACCOUNTING COSTS FREIGHT COSTS Adding Freight Costs for Automatic Calculation Delivery Method Freight Responsibility Automatic Freight Calculation Vendor vs. Add-On Freight Costs Lot Freight Costs Changing Automatic Freight Calculations Restrictions Manual Freight Costs PURCHASE ORDER REMARKS OVERVIEW HEADER/TRAILER REMARKS Additional Header Remarks ITEM REMARKS Material Specification Standards Remarks REMARKS ENTRY Copying Vendor Remarks Adding and Changing Remarks Reviewing Remarks Copying a Remark Template Replacing Remark Prompting Characters OUTSIDE PROCESSING PURCHASE ORDERS OVERVIEW ADDING AN OUTSIDE PROCESSING PURCHASE ORDER Header Information Window Purchase Order Type Customer Number Outside Processing Purchase Order Item Entry Allocation Update Usage For Customer Number Purchase Order Item Entry Action Bar Options Reservations Against Incoming Inventory Reservations Restrictions CHANGING AN OUTSIDE PROCESSING PURCHASE ORDER Changing the Purchase Order Header Restrictions Changing Purchase Order Items Restrictions DELETING AN OUTSIDE PROCESSING PURCHASE ORDER OUTSIDE PROCESSING PURCHASE ORDER COSTING Stock Inquiry Cost Warning PURCHASE ORDER DISTRIBUTION OVERVIEW Features ADDING A PURCHASE ORDER BRANCH DISTRIBUTION RECORD Licensed Material, August 1, 2017

6 Table of Contents Page iv Adding a Purchase Order Branch Distribution Header Action Bar Options Purchase Order Branch Distribution Summary Screen Adding a Purchase Order Branch Distribution Detail Record Blanket Order Item Identification Status Line Distribution Display Area Distribution Entry Line Action Bar Options Freight Costs CHANGING/CANCELING A PO BRANCH DISTRIBUTION RECORD Changing a Purchase Order Distribution Header Entry Changing a Purchase Order Distribution Detail Entry Deleting a Purchase Order Distribution Detail Entry Canceling an Entire Purchase Order Distribution Record UPDATING A PURCHASE ORDER BRANCH DISTRIBUTION RECORD Workflow Message PURCHASE ORDER FORM PRINTING OVERVIEW Product Installation Options Company Name and Address Payment Information Costing Information Condition Codes Color Description Customer Part Specification Material Specification Standard Remarks Extended Description Reservations Product Codes Vendor Currency Vendor Name Printed Date/Time on Vendor Copy Printing FOB or Del SELECTION ENTRIES Purchase Order Form Modified Purchase Order Form PURCHASE ORDER FORMS USAGE Purchase Order Form Usage Modified Purchase Order Form Usage REMARKS PRINTING Overview Basic Purchase Order Remarks Additional Purchase Order Remarks Basic Purchase Order Remarks Additional Purchase Order Remarks Material Specification Standard Remarks Standard Product Remark Template Type G Purchase Order Item Template Remarks Forms Samples with Basic Purchase Order Remarks Licensed Material, August 1, 2017

7 Table of Contents Page v Forms Samples with Additional Remarks FORMS DESIGNATIONS Header Vendor Information Ribbon Area Certificate Requirements and Header Remarks Area Item Detail Inventory Allocations Section Previously Read Vendor Copy Internal Copy Trailer Remarks Standard Messages Buyer/Page Number PURCHASE ORDER INQUIRIES AND LOOK-UPS OVERVIEW PURCHASE ORDER LOOK-UPS Header Screen Look-Up Item Screen Look-Up PURCHASE ORDER INQUIRIES PO Inquiry Structure Access to Other Branches Accessing the Purchase Order Inquiries Header Inquiry Purchase Order Header Indexes Item Inquiry Purchase Order Item Indexes Purchase Order Number (PO No) PURCHASE ORDER SUMMARY INQUIRY Initial Screen Display Alternate Access Entry Formats Purchase Order View Options Window Purchase Order Summary Inquiry Full Screen PURCHASE ORDER HEADER INQUIRY Header Remarks PURCHASE ORDER ITEM INQUIRY Initial Screen Display Alternate Access Entry Formats Purchase Order Item View Options Window Order Item Full Screen Blanket/Release Screen Purchase Order Item by Vendor by Product Screen PURCHASE ORDER ITEM INQUIRY Purchase Order Item Remarks Condition Codes Reservations Inquiry PURCHASE HISTORY INQUIRY PURCHASE ITEM HISTORY INQUIRY WITH RECEIVING TRANSACTIONS PC Costs PURCHASE ORDER REPORTS OVERVIEW Licensed Material, August 1, 2017

8 Table of Contents Page vi SELECTION ENTRIES PURCHASE ORDER AUDIT Selection Screen OPEN PURCHASE ORDERS Selection Screen PURCHASE ORDER SUMMARY BY BRANCH, BY VENDOR, BY PRODUCT Selection Screen PURCHASE ORDER SUMMARY BY BRANCH, BY PRODUCT, BY VENDOR Selection Screen PURCHASE ORDER RECAPS Selection Entry PO Recap By Due Date Report Sequence Totals PO Recap by Vendor Report Sequence Totals PO Recap by Product Report Sequence Totals Report Fields Reservations and Receipts Printing Costs PURCHASE ORDER STATUS REPORT Selection Screen OPEN PURCHASE ORDERS BY CUSTOMER Information Completed Purchase Orders Report Sorting Report Totals Selection Screen Report Layout PURCHASE ORDER EXPEDITING Selection Screen PURCHASE ORDER RECEIPTS FORECAST Selection Screen GROUP PURCHASE FORECAST REPORT Selection Screen VENDOR PURCHASE FORECAST Selection Screen RESERVATIONS AGAINST INCOMING REPORT Product Installation Option Restrictions Selection Screen PURCHASE ANALYSIS REPORTS OVERVIEW General Report Printing Characteristics PURCHASE ANALYSIS BY VENDOR REPORT Selection Screen PURCHASE ANALYSIS BY PRODUCT GROUP REPORT Selection Screen PURCHASE ANALYSIS BY VENDOR, BY STANDARD DIMENSION Licensed Material, August 1, 2017

9 Table of Contents Page vii Selection Screen PURCHASE ANALYSIS BY STANDARD DIMENSION, BY VENDOR Selection Screen NON-STEEL PURCHASES INTRODUCTION Non-Steel Purchase Orders Functions Purchasing Receiving Voucher Processing IMPLEMENTING NON-STEEL PURCHASING Non-Steel Product Category Code Setup Non-Steel Product Coding Product Groups Product Masters Non-Steel Purchase Order Category Product Installation Option Settings Purchase Order Entry <poppoe> Purchase Cost Reconciliation <irsirc> GL Account Setup for Non-Steel Purchases ENTERING A NON-STEEL PURCHASE ORDER Prerequisites Non-Steel Purchase Order Features Restrictions Printing Non-steel Purchase Orders RECEIVING NON-STEEL PURCHASES Prerequisite Non-Steel Purchase Order Receiver Features Restrictions ADJUSTMENTS VOUCHER ENTRY PURCHASE COST RECONCILIATION PERIODIC PROCEDURES PURCHASE ORDER COMPLETION AND DELETION UTILITY Purchase Order Completion Option Completion Restrictions Purchase Order Deletion Options Purchase Order Deletion Restrictions Calculation of Purchase Order Costs Non-Vessel Purchase Orders Vessel Purchase Orders PURCHASE HISTORY DELETION UTILITY Restrictions INCOMING RESERVATION CLEANUP UTILITY <inticr> APPENDIX A USER MENU OPTIONS APPENDIX B PURCHASING CALCULATIONS Partial Receipts Partial Receipts Stock Inquiry Costs Over-Received Purchase Order Items Reversal of Receipt Index Licensed Material, August 1, 2017

10 Table of Contents Page viii Licensed Material, August 1, 2017

11 1. PURCHASE ORDER FUNCTIONS OVERVIEW The Purchase Order functions record and display information related to the purchase of material or services. The creation of a Purchase Order represents a commitment to buy a product or service. The Purchase Order application includes the following functions: Purchase Order Entry, which includes: o Addition of new Purchase Orders o Modification of existing Purchase Orders and/or Items o Deletion of Purchase Orders and/or Items o Copying of Purchase Orders and Items o Immediate Purchase Order form printing o Faxing the Purchase Order to the Vendor (requires estelfax) Non-Steel Purchasing Interface to the Receiving, Inventory Planning and Purchase Cost Accounting applications Selective Purchase Order form printing Purchase Order Inquiries Open Purchase Order reporting Purchase Analysis reporting Interface to Vendor Managed Inventory extraction (see the Inventory Planning manual for details).

12 1. Purchase Order Functions Page 2 PURCHASE ORDER FEATURES The ability to enter Purchase Orders for material and services is provided. Provides for multiple cost lines for each Purchase Order Item. Cost Types include Material, Processing, Freight and Other. Each of these Cost lines can be further differentiated as Vendor or Add-on costs and gives you the ability to enter costs for multiple Vendors on a single Purchase Order. Exchange rate handling capabilities for foreign Vendors on both a fixed and variable rate basis. Open Purchase Orders are converted to the Base Currency for in-house reporting and inquiries. The ability to reserve purchased material against a Sales or Transfer Order is provided. A separate Stock Inquiry Cost is available for each Purchase Order Item. This feature enables Purchasing managers to modify the Purchase Order Item cost displayed in the Incoming Material Inquiry so that the salespeople can remain competitive in the prices that they quote to customers. The ability to print separate internal and/or external Purchase Order Forms. These documents contain information such as the terms of the purchase, the costs, the types and quantities of products or services that have been purchased. The external form is sent to the Vendor. The internal form can include additional product handling and distribution information for use at the time of receiving. Purchase Analysis by Product and Vendor is provided to assist Purchasing staff in evaluating product distribution and supplier volumes. An expediting report is available that enables you to monitor Purchase Orders to ensure that they are shipped on a timely basis. This report also highlights purchases made for customer Sales Orders to ensure prompt receipt of material. Up-to-the-minute Purchase Order information is available through on-line inquiries and printed reports. The information displayed is tailored to meet the specific needs of each department and management level within your service center.

13 1. Purchase Order Functions Page 3 SOURCES OF MATERIAL The Purchase Order functions support purchases made from any of the following sources: Mill Purchases These Purchase Orders are placed for stock in anticipation of future sales or production. The material is received into inventory and assigned a cost. Generally, mill purchases are significant in value and size and should only be initiated or approved by a manager after an analysis of demand and current inventory positions. Lead times are often long and therefore the business conditions that prompted the order may change before the order is received. These orders must be monitored closely by the purchasing or traffic personnel to ensure that there are no changes to delivery dates or prices. Direct Shipments These Purchase Orders are placed with a mill for direct shipment to a customer to fulfill a Sales Order. Typically, these orders are not physically received into inventory because the quantity required is large enough to ship a full truckload directly to the customer to avoid handling and warehouse costs. For Direct Shipment Sales Orders, having Purchase Order Reservations and the Direct Ship code set to Y- Yes, the cost of the purchased material is automatically transferred from the Purchase Order to the Invoice during the Invoicing procedure. Buyout Purchases Buyouts involve purchasing material to fill a specific Sales Order Item that is currently out of stock. Generally, this type of purchase is smaller in volume than a Mill Purchase and is received into inventory so that it can be staged for shipment with the remaining Sales Order Items. Buyouts are also used to provide a customer with a product that you do not normally stock but is required to sell other inventory items.

14 1. Purchase Order Functions Page 4 TYPES OF PURCHASE ORDERS The following are the valid Purchase Order types: B N O R S Blanket Normal Outside Processing (Service Purchase Order) Release Standard Blanket Purchase Orders Blanket Orders are large volume orders placed with a single vendor that will be fulfilled over a long period of time. Individual shipments are initiated through the use of Release Orders. Normal Purchase Orders These orders are for material purchases that will be stocked and reserved to Sales Orders or used for production. This is the default Purchase Order type. These purchases are generally planned and placed with suppliers according to mill rolling schedules. The decision to make this type of purchase is usually based on inventory levels and anticipated Sales Order requirements. Outside Processing Purchase Orders Outside Processing Orders are used to purchase services from another vendor or processor. Owned or Customer-Owned material is shipped to an outside processor for additional finishing or processing. Release Purchase Orders Release Orders are used to initiate a shipment against a Blanket Order. As each Release Order is created, the corresponding Blanket Order is updated, removing the released quantity. Standard Purchase Orders This type of order is used to generate a Purchase Order without having to re-enter all of the product information. These Purchase Orders are used for inventory material that is purchased frequently or for services frequently required. You cannot receive material against a Standard Purchase Order. It must be converted into either a Normal or Outside Processing Purchase Order prior to committing the receiving transaction.

15 1. Purchase Order Functions Page 5 PURCHASE ORDER FLOWCHART The following flowchart illustrates the typical sequence of the purchasing functions. Requirements Forecasting Inquiries Purchasing Decision Purchase Order Entry Document Document Purchase Document Order Printing Numeric File Supplier File Receiving Supplier Change/Delete Purchase Order Yes Purchase Order Changes No Print Modified Purchase Order Receiving Purchase Order Flowchart

16 1. Purchase Order Functions Page 6 PURCHASE ORDER STRUCTURE The following diagram illustrates the components of a Purchase Order: Purchase Order Header Header Remarks 99 External 99 Internal Purchase Order Detail 999 Items Product Identification Cost Table 9 Max of 9 Costs 7 Variable 2 Fixed (Freight and Vessel) Remarks 99 External 99 Internal Conditions Variable based on the codes used Reservations 999 Max 0f 999 Ord er Reservations against a Purchase Order Inventory Reservations 999 Reservations (Used for Outside Processing) Trailer Remarks 99 External 99 Internal Standard Messages Purchase Orders Diagram

17 1. Purchase Order Functions Page 7 Purchase Order Header Information Purchase Order Header identifies the Vendor and Branch of the Purchase Order. The Header also contains Vendor and transaction classification information, various dates and reference data required to process the Purchase Order. Header Remarks Trailer Remarks General Internal and External Remarks concerning all items on the Purchase Order. These remarks are printed on the first page (Header) of the Internal and/or External Purchase Order form. General Internal and External Remarks concerning all items on the Purchase Order. These remarks are printed on the last page (Trailer) of the Internal and/or External Purchase Order form. Purchase Order Detail Information Item Detail Cost Table Item Remarks Condition Codes Sales Order Reservations Reservations This is the basic item information including the identification of the product being purchased. Additional item related data including the Stock Inquiry Cost and Part number is also stored at this level. Contains a detailed breakdown of the item costs. Includes different types of remarks lines or product specifications for the item. Records the Condition codes of the purchased material for verification at time of Receiving. Identifies Sales or Transfer Order items that are reserved against the Purchase Order Item. Used for Outside Processing Purchase Orders. Includes the Inventory Reservations and the Reservation Remarks.

18 1. Purchase Order Functions Page 8 PURCHASE ORDER PREREQUISITES The Purchase Order functions described in this manual require that the following tables or applications be installed prior to starting. Reference Tables All reference tables required for Inventory Control All reference tables required for Accounts Payable Vendor maintenance Standard Messages types ENT and POR Purchase Order reference information including: o Buyers o Purchase Order Categories o Order Status codes o Source codes o Freight Responsibility codes o Vendor Remarks o Remarks Templates Product Installation Options for Purchase Order Entry, Purchasing Statistics and Analysis and Purchase Cost Accounting as required Controlled Sequence numbers for the automatic numbering of Purchase Orders (Application PO, Reference Prefix PO) If you require the manual entry of Purchase Order numbers, set the User Menu Option M on the Purchase Order Entry program <poppoe>. Applications The Inventory Control application must be live.

19 2. PURCHASE ORDER ENTRY OVERVIEW The Purchase Order Entry program is used to add, change, delete or copy Purchase Orders and Items. This program is comprised of many different functions, some of which are optional. These functions are contained on different screens within the program. Purchase Order Entry is composed of the following screens: Purchase Order Header o Header Information window o Freight window o Order Header screen o Header Remarks screen Purchase Order Item o Order Item screen o Item Remarks o Condition Code window o Reservations Against Incoming screen o Inventory Reservations screen o Purchase History screen Product Installations Options Product Installation Options are used to control certain Purchase Order Entry functions. Refer to the Product Installation Options Guide for complete details of these options. Restricted Entry Branch The FBB=XXX option is provided to prevent the entry of Purchase Orders for a specified Branch. Cost Warning The VAR=999 option is provided to determine whether to display a warning message if the Purchase Order Item Material Cost is greater or less than a defined percentage of the Product Master Balance Average Cost for the product.

20 2. Purchase Order Entry Page 10 Cost Quantity Default The TYX=Y option is available to default the Cost Quantity Type (Actual, Theoretical or Packing Slip) for each type of Purchase Order Cost (Material, Processing, Freight or Other). PO Type The POT=X option is available to set the default Purchase Order Type (Normal, Blanket, Outside Processing or Standard). Customer Credit Remarks The DRA=X option controls the display of Customer Credit Remarks when entering a Customer number on either the Purchase Order Header or Purchase Order Item. Usage Update The USG=X option is provided to determine how the Usage fields in the Product Statistics file are updated for Outside Processing Purchase Orders. Selective/Immediate Print The ability to selectively or immediately print the Purchase Order Form from the Purchase Order Entry program is provided through the PRT=X Product Installation Option. Number of Copies to Print The BLC=99 option allows the printing of multiple copies of the Internal and Vendor Purchase Order forms on a laser printer. Days Late Calculation The DAT=XXX option is provided to determine which date is used for the Days Late calculation. This calculation is only used by estelperformance. Late Reason Field Access Access to the Purchase Order Item Late Reason field is controlled by Product Installation Option LAT=X. This field is only accessible if estelperformance is installed. Late Reason Field Default The RSN=XXX option determines the default Late Reason code when completing a Purchase Order. It is mandatory to set this option if estelperformance is installed.

21 2. Purchase Order Entry Page 11 Deletion Prompt The DEL=X option controls whether you are prompted to delete the Purchase Order upon exiting, when no items exist. Standard Dimension Warning Message For Outside Processing Orders, the MSG=X option controls the display of the Standard dimension does not exist warning message. For Cus No Default FCO=X defaults the Quote Customer number to the For Cus No field of Purchase Order Items created when a Quote with a Buy Out record is converted into a Sales Order User Menu Options These options are used to provide additional program flexibility. Refer to Appendix A for details. Manual Numbering An option is provided for manual Purchase Order numbering. Purchase Order Deletion An option is provided for the deletion of Purchase Orders. Exchange Rate Restriction An option is provided to restrict access to the Purchase Order Exchange Rate fields.

22 2. Purchase Order Entry Page 12 ADDING A NEW PURCHASE ORDER The following screen is displayed when accessing the Purchase Order Entry program: Type N Purchase Order Header PO No PHI- Vendor Ship-From Ship-to Whs Attn: Byr Mail-to Brh Metric Ven Ack Status PO Cat Source Pur Terms PO Date / / PO Due Dt / / Ex Rt Dlv Mth Cert Rcvd FOB Chem Reqd Frt Resp Frt Rt / Phy Reqd Frt Ex Rt Cert Type Shpt Cpy Vessel No Inv Cpy 1-Rls/Cpy Cus Owned UD Purchase Order Header screen Action Bar Rls/Cpy Action Calls the Copy Purchase Order pop-up window. Refer to the Copying an Existing Purchase Order section of this chapter for details.

23 2. Purchase Order Entry Page 13 Adding a Purchase Order The Purchase Order Header contains data about the Purchase Order, the Vendor and the Freight information related to the shipment. When the Header screen is first displayed, the Branch code defaults from your User profile. If you have multi-branch access, you can change the Branch code, using <Esc> from the Purchase Order number field. You can enter any valid Branch code. However, if the restricted entry branch Product Installation Option is set, you cannot enter a Purchase Order for the restricted Branch. To enter a new Purchase Order, you can: Press <Enter> from the Purchase Order number field. This automatically assigns the next sequential Purchase Order number from the Controlled Sequence number file. Manually assign a Purchase Order number, if the User Menu Option M is set on the Purchase Order Entry program. Header Information Default Window Once the Purchase Order number is assigned, the Header Information window is displayed. This window is shown each time you enter a new Purchase Order. Data entered in this window pertains only to the current Purchase Order being entered and is defaulted to the Purchase Order Header. The cursor is positioned in the Type field. Purchase Order Type N Vendor No Ship-From Ship-To Buyer PO Cat Status Source PO Due Dt 01/19/05 PO Date 01/19/05 Mail-to Cus Owned Header Information window

24 2. Purchase Order Entry Page 14 Field Name Default Validation Description Type N or POT=X option B, N, O, R, S Used to specify the type of Purchase Order. Valid codes are: B N O R S Blanket Normal Outside Processing Release Standard Cannot be changed once you exit the Header Information Default Window. Vendor No Vendor reference Identifies the Vendor from whom you are purchasing material or services. Cannot be changed once you exit the Header Information Default Window. Ship-From Vendor Ship-From reference Indicates which Vendor Ship-From will expedite the material. Cannot be modified once you exit the Header Information Default Window. Ship-To Warehouse reference Indicates which of your Warehouses is expected to receive the material. Must be a valid Warehouse for the Purchase Order Branch. This field cannot be modified once you exit the Header Information Default Window. Buyer Buyer reference Enter the code of the Buyer responsible for the purchase. PO Cat Purchase Order Categories reference Allows you to classify the Purchase Order for reporting and analysis. Status Order Status reference This code is defaulted to each item on the Purchase Order. Allows you to classify the Purchase Order for reporting and analysis. Source Source reference This code is defaulted to each of the Purchase Order items. Allows you to classify the Purchase Order for reporting and analysis. PO Due Dt System Date Valid Date This is the desired Purchase Order Due Date. Defaults to each of the entered items. PO Date System Date Valid Date Indicates the Purchase Order entry date. Mail-to Purchase Order Branch Branch reference Indicates which of your Branches should receive the Vendor invoice. Cus Owned Customer reference This field is only accessible for Outside Processing Purchase Orders. It is used to indicate that Customer-Owned material is being shipped for processing. Enter the Customer number associated with the material that is being processed. DRA=X controls the display of Customer Credit Remarks when a Customer number is entered.

25 2. Purchase Order Entry Page 15 Freight Window Once you have completed the entries in the Header Information window, the Freight window is displayed. For detailed Freight information, refer to the Freight Costs section of the Costing chapter of this manual. Purchase Order Freight Dlv Mth CC Common Carrier FOB DESTINATION Frt Resp IN INC.0000/CWT Frt Ex Rt Purchase Order Freight window Once the Freight window is accepted, the completed Header screen is displayed. Type N Purchase Order Header PO No PHI Vendor 1050 Ship-From Ship-to Whs PPR Attn: KEN FOSTER PHILADELPHIA AMERICAN STEEL PROCESSORS 114 EAST 47th STREET 4526 STEEL DRIVE SOUTH ANNEX 5 PHILADELPHIA, PA PHILADELPHIA, PA U.S.A. & CANADA Byr AB Mail-to Brh PHI Metric N Ven Ack N Status BRK PO Cat FO Source D Pur Terms 3 PO Date 11/27/04 PO Due Dt 01/25/05 Ex Rt Dlv Mth CC 1060 ABC FREIGHT Cert Rcvd N FOB DESTINATION Chem Reqd N Frt Resp IN INC Frt Rt /CWT Phy Reqd N Frt Ex Rt Cert Type O Shpt Cpy 3 Vessel No Inv Cpy 3 Cus Owned UD 1-Items 2-Chng Hdr 3-Hdr Rmks 4-Fax/Eml 5-Freight Purchase Order Header screen Order Header Action Bar Options Action Bar Items Chng Hdr Hdr Rmks Fax/Eml Action Proceeds to the Item screen. Allows you to modify field information on the Header screen. Refer to the Changing a Purchase Order section of this chapter for details. Allows you to enter or modify the Header and Trailer Remarks. Refer to the Header and Item Remarks chapter of this manual for details. If estelfax is installed, this option calls the estelfax menu and generates a fax or allows you to the Purchase Order.

26 2. Purchase Order Entry Page 16 Action Bar Freight Action If estelfax is not installed, this action bar option is dimmed. Allows you to recompute the Freight costs when: The Item Quantity or Weight is modified Any of the Freight fields are changed This action bar option blinks when the Freight costs need to be recomputed, otherwise, it is dimmed and not accessible. If you exit the Purchase Order while the Freight action bar option is blinking, the Freight is automatically recomputed. This action bar option is dimmed when you are creating a new Purchase Order, as there is no Freight to be computed. Refer to the Freight chapter of this manual for details. Purchase Order Header Fields The following shows the Vendor, Vendor Ship-From and Ship-To fields. Type N Purchase Order Header PO No PHI Vendor 1050 Ship-From Ship-to Whs PPR Attn: KEN FOSTER PHILADELPHIA AMERICAN STEEL PROCESSORS 114 EAST 47th STREET 4526 STEEL DRIVE SOUTH ANNEX 5 PHILADELPHIA, PA PHILADELPHIA, PA Field Name Default Validation Description Vendor Name & Address Vendor reference Can be overridden as required. Ship-To Whs Name & Address Purchase Order Header Information window Warehouse reference Can be overridden as required. The following illustrates the next set of fields on the Purchase Order Header screen. Byr AB Mail-to Brh PHI Metric N Ven Ack N Status BRK PO Cat FO Source D Pur Terms 3 PO Date 11/27/04 PO Due Dt 01/25/05 Ex Rt

27 2. Purchase Order Entry Page 17 Field Name Default Validation Description Byr Mail-To Brh Metric Purchase Order Information window Purchase Order Header Information window Base Measure from the Installation Options Buyer reference Branch reference Can be modified as required. Can be overridden. N, Y For installation with a Base Measure of I- Imperial, this field can be changed to Y-Yes. For sites with a Metric Base Measure, the default is Y-Yes and cannot be changed. Changes to the Metric code on the Header do not affect existing Purchase Order items. Ven Ack Vendor N, R, Y Indicates if the Vendor requires acknowledgement of the Purchase Order. Pur Terms Vendor Terms of Payment reference Ex Rt Status PO Cat Source PO Date Vendor and Currency reference Purchase Order Header Information window Purchase Order Header Information window Purchase Order Header Information window Purchase Order Header Information window Status reference PO Categories reference Source reference Valid Date Valid codes are: N R Y (Default) Not required Acknowledgment received Required Terms of Payment for the Purchase Order. Can be changed as necessary. The Vendor s Exchange Rate Type, Rate and Currency code are displayed. Type: This field defaults to V-Variable and can be changed to F-Fixed. If the Exchange Rate is overridden, the Exchange Type is automatically changed to F. Rate: The Rate defaults from the Currency file, based on the Vendor profile. It can be changed. Vendor s Currency Code: This is a display field that cannot be changed. NOTE: This field is not accessible if the User Menu Option X is installed. Status code. Can be changed as required. Purchase Order Category. Can be modified as required. Source code. Can be changed as required. Purchase Order Date. Can be modified.

28 2. Purchase Order Entry Page 18 Field Name Default Validation Description PO Due Dt Purchase Order Header Information window Valid Date Purchase Order Due Date. Can be changed as necessary. The following shows the last set of fields on the Purchase Order Header screen: Dlv Mth CC 1060 ABC FREIGHT Cert Rcvd N FOB DESTINATION Chem Reqd N Frt Resp IN INC Frt Rt /CWT Phy Reqd N Frt Ex Rt Cert Type O Shpt Cpy 3 Vessel No Inv Cpy 3 Cus Owned UD Field Name Default Validation Description Cert Rcvd N N, Y Used to indicate if a certificate (Original Certificate or Certificate of Compliance) was received with the material purchased. Chem Reqd Phy Reqd Cert Type Shpt Cpy Inv Cpy Dlv Mth FOB Frt Resp Frt Rate Frt Ex Rt Ship-From/ Vendor reference Ship-From/ Vendor reference Ship-From/ Vendor reference Ship-From/ Vendor reference Ship-From/ Vendor reference Freight defaults Freight defaults Freight defaults Freight defaults Freight defaults N, Y Indicates if Chemical Analysis is required with the shipment. N, Y Indicates if Physical Tests are required with the shipment. C, O Indicates the type of Certificate required from the supplier. OT, CC Freight Resp reference C Certificate of Compliance O Original Certificate Identifies the number of Certificates required with the shipment. Identifies the number of Certificates required with the Invoice. Refer to the Freight chapter of this manual for details. Freight On Board. Can be modified. Refer to the Freight chapter of this manual for details. Refer to the Freight chapter of this manual for details. Refer to the Freight chapter of this manual.

29 2. Purchase Order Entry Page 19 Field Name Default Validation Description Vessel No Vessel Account Refers to the Vessel number on which the material has been shipped so that the Vessel Costs can be added to the Purchase Order Costs. Restrictions: estelvessel must be installed. Cannot be entered for Types B, O or S. NOTE: For Blankets, the Vessel Number must be entered on the Release PO. Cus Owned Purchase Order Header Information window Customer reference Customer-Owned. Cannot be changed. UD User Defined reference When a new Purchase Order is entered, the User Defined code defaults from the Vendor Ship-From reference to the Purchase Order Header. If there is no Vendor Ship-From, the UD defaults from the Vendor reference. When a Purchase Order is created for a Vendor Ship-From that has no UD code defined (blank UD field), the UD code defaults as follows: From the Vendor reference if there is no State code in the Vendor Ship-From. From the Vendor Ship-From reference if there is a State code in the Vendor Ship-From. In this case, a blank UD is carried to the Purchase Order Header. Adding a Purchase Order Item The Purchase Order Item identifies the product being purchased, the specifications required, and the costs to be paid to the Vendor. The Purchase Order Item is composed of a required screen and several optional ones. The required screen, containing the product information, costs, and classification is entered first. Optional screens include: Item Remarks Condition Codes PO Reservations Reservations Against Incoming Inventory Reservations Contains different remarks related to the individual Purchase Order Item. Allows entry of Condition codes for verification of the material at time of receipt. Used to reserve the Purchase Order Item against a Sales or Transfer Order. Used to make a Purchase or Transfer Order Reservation for Outside Processing Purchase Orders. Enables you to reserve material to an Outside Processing Purchase Order.

30 2. Purchase Order Entry Page 20 Purchase History Used to view the history of a Purchase Order Item. To access the Purchase Order Item screen, press <Enter> from the Header screen or access the Items action bar option. The following screen is displayed: Type B Purchase Order Item PO No PHI US STEEL Group Size Grade Width Length Ga Order: Msr: Wgt: Bal : Msr: Wgt: Cst Description A/V Rate UM Quantity Ty Amount Stk Inq Cost / Ex Rt Bs Crncy Amt Stk Inq Alloc: / For Cus No Part No Cus Own N Stk Inq Rmks Upd Usg N Source Status ENT Item Due Date 01/25/05 Rdy Dt / / Rolling Wk Prt Modif N Orig Due Date 12/15/04 Complete N 1-Cpy PO Itm Purchase Order Item screen Action Bar Cpy PO Itm Action Used to copy an existing item. See the Copying a Purchase Order Item section of this chapter. The Purchase Order Item screen is divided into the following sections: Product identification Purchase quantities Costs Classification information Product Identification Group CRS Cold Rolled Steel Sheet Commercial Quality Size Nom X " X " Grade CQ Width " Length " GaN

31 2. Purchase Order Entry Page 21 Field Name Default Validation Description Group, Size, Grade, Dimensions and Gauge Product Master reference Identifies the product being purchased. Refer to the Inventory Handling chapter of the User s Guide for the entry format. If there is no Company Standard Dimension for the entered product, a warning message is displayed. This enables you to exit the program and create a Company Standard Dimension record so that the Product Statistics file is updated under the correct dimension. NOTE: The MSG=X Product Installation Option controls the display of the message for Outside Processing Purchase Order Items. Purchase Order Quantities Order: 500 PCS Msr: SFT Wgt: LBS Bal : 500 PCS Msr: SFT Wgt: LBS The standard Pieces, Measure and Weight routine is used to enter these fields. Refer to the Product Handling chapter of the User s Guide for details. Both the Original Ordered Quantity and Balance are shown for your reference. If after initial entry, you change the Order Balance, the Quantity Ordered is changed by the difference between the old and new quantities. Example: The Original Ordered Quantity was 10,000 LBS, and the current Balance is 5,000 LBS. If the Balance is increased to 6,000 LBS, the Quantity Ordered is also increased by 1000 LBS to 11,000 LBS. This allows you to determine the total Ordered Quantity. Costs Costs can be entered as Vendor or Add-On Costs. Refer to the Costing chapter of this manual for details. M MATERIAL V CWT LBS A USD F FREIGHT V CWT LBS P USD P PROCESSING A PCS 500 PCS A USD O OTHER A CSF SFT A USD Classification Information These fields provide inquiry and reporting information for Purchase Order management and follow-up.

32 2. Purchase Order Entry Page 22 Stk Inq Cost /CWT A Ex Rt Bs Crncy Amt Stk Inq Y Alloc: / For Cus No 1020 Part No 218-F Cus Own N Stk Inq Rmks AMERICAN APPLIA 218-F Upd Usg Source D Status ENT Item Due Date 01/27/05 Rdy Dt 01/25/05 SLS Rolling Wk 44 Prt Modif Y Orig Due Date 12/15/04 Complete N Field Name Default Validation Description Stk Inq Cst Total item cost This Cost is displayed in the Incoming Material Inquiry. It allows you to control the Cost that salespeople see on the estelview Incoming Material Inquiry. It is automatically updated whenever changes are made to the Cost table. If you are using Vessel Accounting or Foreign Currency Vendors, then this Cost is also updated by the End of Day function. This cost is calculated as a weighted average. Stk Inq Cst = Bs Crncy Amt/Bal Qty If you do not want the Stock Inquiry Cost to change, set the update code to M-Manual. The default is A-Automatic. The INQ=X Product Installation Option is used to default the Stock Inquiry Cost code from a Blanket Purchase Order to its corresponding Release Orders. NOTE: A warning message Stock Inquiry Cost is not calculated is displayed if the calculated cost rate exceeds 6 digits (e.g., is greater than ). This could occur if the material value is extremely high or the balance on order quantity very small. Stk Inq Y N, Y Determines if the Stock Inquiry Cost is displayed in the Incoming Material Inquiry. Ex Rt Bs Crncy Amt Alloc For Cus No Purchase Order Header Header Information Customer number (Outside Processing Purchase Orders) OR Quote Customer Number if PO created from a Quote Buyout Customer reference For foreign currency Vendors, the Exchange Rate is displayed. It cannot be modified. Total amount of the Purchase Order in the Base Currency. This field is not accessible. Indicates the Quantity and Cost of the inventory reservation associated with an Outside Processing Purchase Order Item. Indicates the Customer for whom the material is purchased. Manually entered or automatically passed from the Quote Customer when the FCO=X Product Installation Option is set and the Purchase Order is created from a Quote Buyout. If entered, this Customer number is passed to the Product Item record at the time of receiving. For Customer-Owned, Outside Processing Purchase Orders, the Header Information window Customer number is defaulted and cannot be changed. The display of Customer Credit Remarks is controlled by the DRA=X Product Installation Option.

33 2. Purchase Order Entry Page 23 Field Name Default Validation Description Part No Cus Own Stk Inq Rmks Source Status Item Due Date Rdy Dt Purchase Order Header For Customer number and Part number Purchase Order Header Purchase Order Header Purchase Order Header Source reference Order Status reference Valid Date Credit Checking is controlled by the CRD=X and PAS=XXXXXX Product Installation Options. Used to indicate the Part number of the ordered item. If entered, it is passed to the Product Item record at the time of receiving. The PBS=X Product Installation Option controls printing the Part Spec tolerances and remarks on the Purchase Order Forms. This field is not accessible. Can be user entered or the information entered in the For Cus No and Part No fields is formatted and displayed. If entered, these remarks are displayed at the time of receiving and can be moved to the Product Item record for the item. Source code. Can be changed as required. Status code. Can be modified as required. Item Due Date. Can be changed. This date is displayed in the Incoming Material Inquiry. Ready Date. Only accessible if estelperformance is installed. If entered, this field is used in the calculation of Days Late. Late Reason PIO Only accessible if estelperformance is installed. A valid Late Reason is required if the Purchase Order Item is late. Once the Ready Date is entered, you can enter a Late Reason even if the PO Item is not late (controlled by the LAT Product Installation Option.) Upd Usg PIO N, Y This field is only accessible when entering Outside Processing Purchase Orders. It determines how the Product Statistics file is updated for the item. Rolling Wk Optional field used to indicate the metal rolling week. Prt Modif Y N, Y Determines if the item is printed on the Modified Purchase Order form. Orig Due Date Purchase Order Header Cannot be modified. Used in estelperformance for the calculation of days late. Complete N N, Y Indicates that the Purchase Order Item has been completely fulfilled. Once an item is completed, you can no longer receive material against it. This field is not accessible in Add mode but can be modified in Change mode. This field is also updated by the End of Day if the criteria for Percentage Complete are met.

34 2. Purchase Order Entry Page 24 Order Item Action Bar Options Type N Purchase Order Item PO No PHI AMERICAN STEEL PROCESSORS Group CRS Cold Rolled Steel Sheet Commercial Quality Size Nom X " X " Grade CQ Width " Length " GaN Order: 500 PCS Msr: SFT Wgt: LBS Bal : 500 PCS Msr: SFT Wgt: LBS Cst Description A/V Rate UM Quantity Ty Amount M Material V CWT LBS A USD F Freight V CWT LBS P USD P Processing A PCS 500 PCS A USD O Other A CSF SFT A USD Stk Inq Cost /CWT A Ex Rt Bs Crncy Amt Stk Inq Y Alloc: / For Cus No 1020 Part No 218-F Cus Own N Stk Inq Rmks AMERICAN APPLIA 218-F Upd Usg N Source D Status ENT Item Due Date 01/27/05 Rdy Dt 01/15/05 SLS Rolling Wk 44 Prt Modif Y Orig Due Date 11/15/04 Complete N 1-Chng Itm 2-Rmk 3-Cond Cds 4-PO Res 5-Res Incmg 6-Res 7-Hdr 8-Hist Completed Purchase Order Item Action Bar Chng Itm Rmk Cond Cds PO Res Res Incmg Res Hdr Hist Action Allows you to change various fields on the Item screen by block of fields. Refer to the Changing an Existing Purchase Order Item section of this chapter for details. Calls the standard Remarks entry program and allows you to add or modify the Purchase Order Item Remarks. Refer to the Header and Item Remarks chapter of this manual for details. Calls the Conditions window and allows you to add or modify Condition codes. Refer to the Inventory Functions chapter of the Inventory manual for details. Calls the Reservations Against Incoming entry program. You can reserve the Purchase Order Item to a Sales or Transfer Order. Refer to the Reservation Against Incoming chapter of the Sales Order manual for details. Only accessible for Outside Processing transactions. Calls the Reservations Against Incoming entry program. Allows you to reserve an Incoming Purchase or Transfer Order to the Outside Processing Purchase Order Item. Refer to the Reservation Against Incoming chapter of the Sales Order manual for details. Only accessible for Outside Processing transactions. Calls the Inventory Reservations entry program allowing you to reserve on-hand material to the Purchase Order Item. Refer to the Sales Order manual for details of this feature. Proceeds to the Header page. Calls the Purchase Order History with Receiving Transaction Inquiry.

35 2. Purchase Order Entry Page 25 CHANGING A PURCHASE ORDER To access or modify an existing Purchase Order, enter the Purchase Order number. If you do not know the Purchase Order number, use the <F9> Look-Up function from the PO number field. This feature enables you to scan existing open Purchase Orders and select the one to be modified. Once the Purchase Order number is entered, the Header information is displayed and you can proceed with the required changes. Workflow Interface Modifications to the Purchase Order Header/Item Due Date If the Purchase Order Header/Item Due Date is changed, a workflow message is emitted as follows: Business Condition Code Business Condition Description PO-DATE-CHG Change to Purchase Order/Item Due Date Message Type Workflow Message Application / Workflow Linkage Workflow Organizational Levels* Supported - Yes/No N The Due Dt of PO ###-######- ### has been altered for SO ###- ######-###. where the # are replaced by the PO and SO REF-BRH REF-NO REF-ITM Purchase Order Entry Purchase Order Item Entry Initiator PO Reference Branch Inside Salesperson (T) for Reserved Order Items C Yes B Yes W No T Yes E Yes Modifications to the Purchase Order Header Buyer Code Business Condition Code Business Condition Description PO-BYR-CHG Change to Purchase Order Buyer Message Type Workflow Message Application / Workflow Linkage Workflow Organizational Levels* Supported Yes/No N PO ###-######-needs to be reviewed. where the # are replaced by the PO REF-BRH REF-NO Purchase Order Entry PO Reference Branch Buyer (T) C Yes B Yes W No T Yes E Yes Refer to the estel/scope manual for details.