Purchase Order Processing Instructor Guide

Transcription

1 Purchase Order Processing Instructor Guide Rutherford and Associates October 2012 All rights reserved.

2 All rights reserved. The reproduction or use of this document in any form or by any electronic, mechanical, or other means, now known or hereafter invented, including photocopying and recording, and including republication as or in connection with instructional or training seminars, and in any information storage and retrieval system, is forbidden without the written permission of Rutherford and Associates. Page 2

3 Table of Contents Table of Contents... 3 Notes to the Instructor... 5 Purchase Processing Overview... 7 Lesson Purpose... 7 Lesson Objectives... 7 Lesson Topics... 7 Processing a Purchase Order... 9 What are the Steps for Processing Purchases?... 9 Starting the Purchase... 9 Understanding the Purchase Tracker Pushing the Purchase through the Purchase Tracker Exporting Data to the Dynamics GP Accounting Software Page 3

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5 Notes to the Instructor PURPOSE: The purpose of this lesson is to introduce the participants to the purchase order processing functions in eostar. AUDIENCE: MATERIALS: The audience for this lesson may include, but is not limited to, the following: Accounting Clerk Accounting Manager Office Manager Chief Financial Officer The following material are needed to facilitate this lesson: Instructor Guide for Purchase Order Processing Printed Participant Guides for Purchase Order Processing Laptop Projector Access to database with customer data Flip Charts Badges and Markets Page 5

6 PREPARATION: DURING CLASS: Complete the following preparatory tasks before you begin the class: Have PowerPoint slides queued Ensure the customer database is accessible and displays the appropriate data for the class Verify that working user names and passwords are available for all participants Ensure that all preparations have been made to prepare for hands-on training for all learners Complete flipcharts for: o The title of the class along with the instructor(s) o Data for guided walk-throughs or handson exercises Complete the following tasks during class: Remember to verify student success by directly observing their work Answer or park all questions Page 6

7 Purchase Processing Overview Lesson Purpose This lesson introduces you to eostar s functions related to purchase order processing. It includes various set up functions related to creating, processing and exporting purchase orders. Lesson Objectives After completing this lesson, you will be able to: Process a purchase order including: Lesson Topics o Starting the purchase order o Pushing the purchase order through the Purchase Order Tracker o Exporting data to the Great Plains (GP) Accounting software This lesson includes the following topics: Topic 1: Processing a Purchase Order Page 7

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9 Processing a Purchase Order What are the Steps for Processing Purchases? There are three main steps for processing a purchase. These steps are: Starting the purchase Pushing the purchase through the Purchase Tracker Exporting data to the Dynamics GP Accounting software Starting the Purchase The first step of processing purchases occurs on the Processing new purchase screen. This screen includes two main areas. The top portion of the screen allows you to enter product information on the purchase while the bottom of the screen displays information on the products in the purchase order after they are added. The initial Processing new purchase screen is shown the next page. Page 9

10 Figure 1: Processing New Purchase Screen Page 10

11 Complete the following steps to start the purchase: 1. Go to Inventory > New Purchase. 2. Select a supplier in the Supplier field 3. Ensure the proper receiving warehouse is selected. If the proper receiving warehouse is not selected, use the drop-down to select the proper warehouse. 4. Populate any additional fields such as Shipper, Plant, or Category. It is also beneficial to ensure the estimated time shipped (ETS) and expected time of arrival (ETA) are correct. 5. Click Start purchase. Note: The follow fields appear: Item Qty Pack Price The Add to purchase button also appears and the Post button is now active. You are also unable to navigate away from this page until you post or cancel the purchase order. Figure 2: Processing new purchase Screen After Starting a Purchase 6. Enter an item in the Item field (or select an item using the drop-down arrow. 7. Enter the desired quantity (or select a quantity in the Qty field). Page 11

12 Note: If no values are loaded into the Laid-In- Cost Manager, then eostar uses the amounts listed on Records > Products > Records > Suppliers panel, followed by the most recent purchase price to populate the purchase order. If no prices are specified and the item was never purchased from the supplier, then the price defaults to $0.00. The purchase price can be overridden during purchase entry. 8. Click ADD to purchase. 9. Repeat steps 4 6 until all your items have been added to the Purchase Order. Figure 3: Inventory Pop-up Window Page 12

13 Alternative to Step 8: Click Inventory at the bottom on the screen. A pop-up lists items from this supplier. Highlight an item and click Add selected items to invoice. Repeat as needed. Close the popup window with the red X in the right-hand corner. Enter the quantities in the Order column. 10. Click Post. 11. Read any popup messages and confirm to save your purchase. Page 13

14 Understanding the Purchase Tracker eostar s Purchase Tracker follows the life cycle of a purchase order in the system. It uses up to a four-step process and function much like other trackers in eostar. Each process has an associated queue. The left side of the purchase tracker screen shows the different queues while the right side of the screen shows the purchases in the queue. The arrows below each of the queue buttons help you to determine where you are in the purchase tracker flow. The arrow becomes red when you are in a particular queue, to push transactions to the next queue. The purchases are displayed in a grid form of the right-hand side of the page. Each line of the grid provides a checkbox so that the purchase record can be selected for the move to the next queue. Page 14

15 Figure 4: Purchase Tracker Page 15

16 Explain each of the queues. Ask if there are any questions after you explain all of the queues. The available queues for purchases are: Waiting to be Printed A purchase record is in this queue when a purchase is first created. It has not yet been printed. When the purchase record leaves this step in the tracker, it is considered to be on-the-way to the selected warehouse from the supplier. Waiting to be Received A purchase record arrives in the queue when the purchase is on-theway to the selected warehouse. The purchase record leaves this step when the purchase arrives to the warehouse. Waiting for Supplier Bill A purchase record is in this queue when the purchase arrives at the warehouse. If there is a difference between what was ordered and received, it may be edited in this step. Moving it from this step is done when the supplier's bill has been settled. Waiting for Freight Bill A purchase record is in this queue when the purchase has been settled with the Supplier; however, the freight charges may not have been settled yet. At this point only freight values may be modified. Moving it from this step completes the life or a purchase and it moves to Accounts Processing to be paid, and can no longer be changed. Page 16

17 Pushing the Purchase through the Purchase Tracker Complete the following steps to push the purchase through the purchase tracker: Waiting to be Printed Queue 1. Go to Inventory > Purchase Tracker. Figure 5: Purchase Tracker - Waiting to be printed queue 2. Click Waiting to be printed. 3. Locate the purchase order to be printed in the Purchases on file grid. 4. Check the Move checkbox for the purchase order(s) you want to push to the next queue, or highlight multiple purchase orders and click Mark selected in the upper left-hand corner. 5. Click the red down arrow to push the checked purchase order(s) to the Waiting to be received queue. Page 17

18 6. Confirm the move by clicking Yes on the pop-up window. Waiting to be Received Queue 1. Click Waiting to be received. Note: Purchase orders in this queue can still be modified, if needed. After leaving this queue and verifying received quantities, changes should no longer be made. Once the purchase order has been included in a warehouse inventory, the items and quantities can no longer be changed and a corrective ticket needs to be created for any quantity adjustments. 2. Locate the purchase order to be printed in the Purchases on file grid. 3. Check the Move checkbox for the purchase order(s) you want to push to the next queue or highlight multiple purchase orders and click Mark Selected in the upper left-hand corner. Page 18

19 4. Click the red down arrow to push the checked purchase order(s) to the Waiting for supplier bill queue. Figure 6: Receiving Purchase Order Pop-up 5. A popup appears for each purchase order being moved to verify the received quantity and specify date codes, if required. Note: When receiving multiple purchases, clicking the Red X will cancel the current purchase order and proceed to the next. This purchase will not be moved when performing Step 6e below. a. Specify the received date (default is today) Page 19

20 6. Change the value in the Actual column to reflect the quantity received. a. If the item is date code tracked, click Click here to assign. i. Enter the quantity for the given date code in the Quantity field ii. Enter the date code for the item. Date codes can be entered in many formats, a few examples are: Day #/Year or Day#.Year (134/12 = May 13, 2012) MM/DD/YY or MM.DD.YY ( = Feb 22, 2012) iii. Once you ve entered date codes for all your received quantity for an item, click Save. b. Repeat Step 6a for all items that require date codes. c. To add items to the purchase order click Add item. Note: Use the Item selector to find and select an item. Enter a quantity and click Add to purchase. Click Done once complete. d. Once all Items and quantities have been verified and date codes entered where required, click Proceed. e. Repeat Step 8 for all purchases checked to be moved. Once all have been processed, confirm the move popup by clicking Yes. Page 20

21 Waiting for Suppler Bill Queue Figure 7: Waiting for Supplier Bill Queue 1. Click Waiting for supplier bill. 2. Check the Move checkbox for the purchase order(s) you want to push to the next queue, or highlight multiple purchase orders and click Mark selected. 3. Click the red down arrow to push the checked purchase order(s) to be either finalized or the Waiting for freight bill queue. Page 21

22 4. A popup appears (one for each purchase order being moved) to reconcile the supplier bill. Another prompt appears asking if you want to freight at the same time. Click Enter freight charges later. 5. Enter the totals shown on your invoice into the Total payment and Total discount fields. NOTE: If the Click here to fix hyperlink appears there is a discrepancy between the information calculated in the grid and the information you typed as the total. There are two ways to fix discrepancies, manually modifying the grid or using the hyperlink. Clicking the hyperlink to fix discount or freight totals will present a popup asking how the discrepancy should be handheld, the available options are: a. Create an adjusting entry to balance the total discount This option will create a new line item on the invoice with the total discrepancy amount specified in the column its adjusting (Price/Disc/Freight). b. Prorate total discount (or freight charge) attempt to evenly distribute the discrepancy between all the items on the purchase order, proration is done using one of the rules below, any remainder that cannot be evenly distributed will be added as a line item using the appropriate billing code for the discrepancy: i. Prorate based on items weight ii. Prorate based on estimated freight iii. Prorate based on item prices iv. Prorate based on primary pack quantity Page 22

23 6. Make any necessary changes to the values in the grid. Figure 8: Partial View of Supplier Bill Screen 7. By default all cost components are checked to be considered shipper costs. Uncheck the Shipper Cost? checkbox for any cost component expected to be associated to the supplier bill. Once unchecked, specify a value in the Total cost column of the cost component. Once complete, click Prorate cost components. Note: Cost components are setup ahead of time and proration rule are defined at the time of setup, mouse over the Cost component number for a tooltip describing the proration rule. 8. Enter the Supplier invoice # in the field in the upper right corner 9. Make any necessary changes to the Due date and Invoice date. 10. Click Post as Reconciled to save your changes. Page 23

24 Waiting for Freight Bill Queue Figure 9: Waiting for Freight Bill Queue 1. Click Waiting for Freight Bill. 2. Check the Move checkbox for the purchase order(s) you want to push to the next queue, or highlight multiple purchase orders and click Mark selected. 3. Click the red down arrow to push the checked purchase order(s) to the Finalized queue. Exporting Data to the Dynamics GP Accounting Software Complete the following steps to export your finalized purchased orders to the Dynamics GP Accounting Software. Page 24

25 Note: You can use the calendar to look at any existing exports and the pull down below it to select additional AP exports performed on that day. 1. Go to AP > Export. Figure 10: Export to Dynamics GP Software Screen 2. All finalized purchase orders that have not been previously exported appear in the grid. Evaluate any purchase order details by clicking the plus sign at the far left of the purchase order. To export the documents, click Export all Payables. Page 25