Purchasing. Section 10 Purchase Orders. Purchase Orders can be entered directly into the PO Entry pages without using LDS emarket.

Transcription

1 Purchasing Section 10 Purchase Orders Purchase Orders can be entered directly into the PO Entry pages without using LDS emarket. Creating a Purchase Order This section contains information on how to enter a direct purchase order. Navigate to Purchasing Purchase Orders Add/Update POs. Double check the Business Unit to be sure you are entering in the correct one. Click on Add a New Value. Enter the Vendor ID Enter the Buyer ID Enter the Requester Click on the PO Defaults link 64

2 Purchase Order Defaults On the Purchase Order Defaults page, enter the following information: Ship-To code Location code Applicable General Ledger Codes, i.e. Account, Dept ID, Product, Project, etc. The Ship Via and Freight Terms Code should default based on the vendor. They can be changed if desired. When finished, click the OK button. Purchase Order Defaults will filter down inside each line as it is entered if the data on the defaults page is entered before the lines are. If the lines are entered first, it is possible to use the Purchase Order Defaults page to push the data down to the lines. This saves the person entering the order the need to enter ship to and account information over and over for each line. 65

3 Comments To enter a comment, click on the Add Comments link on the main Purchase Order entry page. Type in the comment in the large text field. Place a check mark in the Send to Vendor box. This will make the comment appear on the purchase order so the vendor can read it. When finished, click the OK button. Note that a Standard Comment can be entered by clicking the Use Standard Comments link. Attachments Documents can be attached to any purchase order. This is done on the Comments page. Near the bottom of the page, click on the Attach button. Browse to find the attachment. Click the Upload button. Click on the box to send the attachment to the vendor. 66

4 Entering Purchase Order Lines Two types of items can be entered. Those that have an Item Number from the item file Non-sourced (Special Request) items not coming from the item file are entered with free-form information. Item Number Entry From the Purchase Order Entry page, do the following: Enter the Item Number in the Item field in the Lines section of the entry page. As quick as you tab out, the Description, Unit of Measure, and Category will populate into the line. This information comes from the item file. Enter the PO Quantity. As quick as the PO Quantity is entered, the unit Price of the item will appear. This also comes from the item file. The data entry for the line is complete. Non-sourced Item Entry From the Purchase Order Entry page, do the following: Enter the Description of the item Enter the PO Quantity Enter the Unit of Measure Enter the Category Enter the Price Below is an example of an entry with both types of lines. Saving the Purchase Order Now that line information has been entered on the purchase order, the purchase order should successfully save when clicking the Save button on the Purchase Order Entry page. When the order is successfully saved, you will see the purchase order number at the top left of the page. 67

5 Creating a Purchase Order Using the Express Purchase Order Pages Navigate to Purchasing Purchase Orders Add/Update Express POs. Double check the Business Unit to be sure you are entering in the correct one. Click on Add a New Value. The same information is required to enter an order using the Express Purchase Order Entry pages as the regular PO Entry Pages. The same data entry steps exist as above and should be followed. The only difference is the Line area of the page. On the left hand side of the page, a point icon can be clicked to expand the area below it. This page format is handy for one line purchase orders because the information behind the PO Defaults can be entered directly on the line without having to actually enter PO Defaults. It saves a click or two. 68

6 Copying a Purchase Order to Create a New Order At times it may be handy to copy one purchase order to another. This section shows how that is done. Navigate to Purchasing Purchase Orders Add/Update POs. Double check the Business Unit to be sure you are entering in the correct one. Click on Add a New Value. From the Purchase Order Entry page, select Purchase Order from the Copy From field. 69

7 From the Copy Purchase Order from Purchase Order page Enter the PO Number of the purchase order you want to copy Click on the Search Button Place a Check Mark in the Select field Click on the OK button. The data from the copied purchase order will appear in the new purchase order. Enter the Requestor Make any adjustments to the Order before saving Click Save 70

8 Moving an Open Status Purchase Order to Pending Approval After the buyer has completed the order, it is necessary for him to change the status of the order to Pending Approval so it can be approved. To find open orders for a particular business unit, navigate to Purchasing Purchase Orders Add/Update Pos Find an Existing Value Enter the Business Unit Select Open as the PO Status Click the Search button A list of all open purchase order will be returned. Select a purchase order. Near the top right corner of the order, the PO Status will display Open. To change the status from Open to Pending Approval, click the Green Checkmark. 71

9 Reserving a Purchase Order Number There may be instances when a buyer needs a purchase order number quickly without necessarily completing the entire order. This section shows how to reserve a purchase order number now so it can be completed later. Navigate to Purchasing Purchase Orders Reserve PO IDs. Enter the Business Unit. Click on Add a New Value. On the Purchase Order Reservations page Enter the Number of PO numbers to reserve Enter the Vendor ID Enter the Buyer Click Save At a later time, the purchase order can be completed by the buyer using the PO Entry pages under Purchasing Purchase Orders Add/Update Purchase Order. 72

10 Cancelling a Purchase Order or Purchase Order Line The entire purchase order can be cancelled or a single purchase order line may be cancelled. The purchase order must be dispatched before it can be cancelled. Purchase Order Cancellation To cancel the entire purchase order, navigate to Purchasing Purchase Orders Add/Update PO s and enter the Business Unit and Purchase Order number you want to cancel. Click on the red X in the upper right corner of the page. This cancels the entire purchase order. Purchase Order Line Cancellation To cancel a single line on a purchase order, do the following: Click on the Line Details icon for the line you want to cancel. 73

11 The details for the line will display. Click the Red X in the upper right portion of the screen You will receive a series of messages. Note that you cannot cancel a purchase order that has been invoiced or received. 74

12 This message indicates the source of the purchase order was a requisition. If the requisition is reopened for sourcing when canceling the purchase order line, the requisition line is also open. If you answer Yes to this question, the requisition will come through the batch process and create another purchase order. If you answer No, the requisition line will remain closed and no further purchase orders will be created. The status of the purchase order line is now Canceled. 75

13 Creating a Change Order There are situations where information on the original order sent to the vendor needs to change. This section shows how to create a change order. Change orders need to be reapproved and re-dispatched to the vendor. In order to create a change order, the purchase order must be in a dispatched status. Not all fields will create a change order when they are changed. The following fields will create a change order, but the change does not need to be reapproved Billing Address Payment Terms Item Description Item ID Unit of Measure Ship to Location The following fields will create a change order that needs to be reapproved if changing upward Unit Price Quantity Navigate to Purchasing Purchase Orders Add/Update PO s. Enter the business unit and purchase order number of the PO to change. In this example, the Quantity was changed from 1 to 2 ea. 76

14 The change triggers a response from the system that a change order is about to be created. Click Yes if the change is to occur. Notice that the PO Status is now Pending Approval requiring reapproval and redispatching. Also notice that the change order number has been incremented by 1. Finding What Changed on a Change Order It is handy to know what caused a change order to occur, who changed the order, and when it was changed. This can be seen under Review Change Orders. Navigate to Purchasing Purchase Orders Review Change Orders. Enter the business unit and purchase order number of the desired purchase order. 77

15 In the example above, the Seq column corresponds to the Change Order Number. Change Order Number 1 was made by MMDLFE on 12 Sept at 12:45:28 pm. It shows the quantity was changed from 1 to 2 and the Merchandise Amount (Total Item Price) was changed from $ to $ Locating When a Purchase Order was Dispatched Finding when a purchase order was dispatched to vendor can be found by navigating to Purchasing Purchase Orders Add/Update PO s. Enter the business unit and purchase order number of the PO to change. At the bottom center of the page is a drop-down menu called More. Select PO Dispatched History from the menu. 78

16 A line will appear in the grid each time the purchase order is sent to the vendor. It will display when it was sent, who sent it, and the method the PO was sent, i.e. , Print, or cxml Dispatch. 79