Purchase Order Entry

Transcription

1 STANDARD OPERATING PROCEDURES Purchase Order Entry For Site Managers and Assistant Site Managers Revised: October 9, 2018 Singh Management Company 7125 Orchard Lake Road, Suite 200 West Bloomfield, Michigan v

2 Topics to be covered: 1. Concepts of Purchase Orders 2. Adding Purchase Orders 3. Using the Distribution Function 4. Adding Change Orders

3 Singh Management Co., LLC 1. Chapter 1: Purchasing Overview This chapter describes how to create and use purchase orders (POs), change orders (COs), and recurring purchase orders (RPOs). The information in this chapter is intended for staff that request, purchase, and receive products and services. PAYscan purchase orders, change orders, and recurring purchase orders enable the automation of requesting and receiving products and services. Automation helps prevent user error, as well as saving time and money. Purchase Orders Quite simply a purchase order is a shop-ping list. More precisely, a purchase order is a document issued by a buyer to a seller, indicating types, quantities, and agreed upon prices for products or services the seller will provide to the buyer. When the requested products or services arrive, you can record in PAYscan what you received which may be everything you ordered, or it may be less than you ordered. When you receive an invoice from the vendor and you are ready to pay for the products or services received, you can pull the purchase order (the whole purchase order or individual purchase order detail lines) into an invoice register batch, which can be posted to a payable batch. If you decide you want to inactivate a purchase order, you can close it. PAYscan Purchase Orders are required for all company related purchases Purchase Orders ARE used for: One-time purchases (purchase order). Entertainment for events. Office Equipment (computers, printers, phones). One-time Maintenance Inventory Items. Site/Community Improvement Projects. Recurring purchases (recurring purchase orders). Office Supplies (paper, toner, etc.) Landscaping Services. Food, Beverage and Dining Room Supplies (TBD). Cleaning Supplies. On-Hand Maintenance Inventory Items Purchase Orders ARE NOT used for: Just-In-time purchases. Credit/Purchasing Card purchases Fuel for company vehicles Monthly Utility Bills. Community Electric Bills Community Gas Bills Community Telephone Bills Community Cable Television Bills Community Insurance Bills Petty Cash Expense Reports

4 Figure 1: Purchase Order: Top Part of the Screen Vendor Expense Type Description Display Type Sched. Deliv. Order Date Total Amount Type or select the code of the vendor that will supply the product or service. Select an expense type. The Expense Type field contains the list of items defined when expense types were set up. Type a description of the product or service. Select the appropriate display type for the recurring purchase order. Most Singh RPO s use STANDARD PO. Type or select the date the product or service is scheduled for delivery. PAYscan automatically completes this field with the system date (today s date). You may change it if needed. This date is used to calculate budgets. NOTE If the Budget Month field appears on your screen, the Order Date field is not used to calculate budgets. The total amount of the recurring purchase order. PAYscan automatically updates this field when you add or delete detail line items.

5 Figure 2: Purchase Order: Details Tab More Details Button Change Order Button Check Budget Button Distribute Button Property Unit Description GL Account GL Account Description Qty Ord Unit Price To add additional rows to the detail items area, click this button. This button becomes visible after a purchase order has been approved. The Check Budget button does not appear until you click Save. If you want to check the budget, click the Check Budget button. The Budget tab appears. When budget warning is enabled If entering a purchase order puts you over budget, the Budget tab appears. If it is okay to go over budget, you can type an explanation in the OVER BUDGET Explanation field and click Save. To distribute an amount over multiple properties, click this button. 1) The Distribute screen appears. 2) Complete the screen. 3) Click OK. Type or select the code for the property where the products or services will be used. If this product or service is being ordered for a specific unit at a property, type or select the unit code. Type a detailed description for the item. Type or select a GL Account. PAYscan automatically displays the G/L account description when you TAB out of the GL Account field. Type the quantity you want to order. Type the unit price of the item.

6 Figure 3: Purchase Orders: Distribute Function The Distribute function is used to spread the cost of an expense across a phased property by unit count. This is to be used if you have a global expense that will be spread to both phases. Property Quantity Account Unit Price Description Whole Numbers Only Type or select a property or property list. If you choose a property list, PAYscan automatically distributes the amount based on the % field on the Property List screen. If you choose multiple properties, PAYscan automatically distributes the amount by dividing the amount by the number of properties. Type the total number of items to purchase. PAYscan will divide this number among the designated properties. To use the same G/L account for each property, type or select that account number. To use different G/L accounts, leave this field blank and type the account numbers on the Purchase Order screen. Type the unit price of the item. Type a detailed description of the item. Select N to divide an uneven quantity evenly as a decimal (rounded to four decimal places). This will make sure the consolidated cost is spread to each phase properly.

7 Figure 4: Purchase Order: General Info Tab Print on PO Notes Print Notes Type remarks that you want to appear on the printed purchase order. Type remarks about the purchase order. If you select the Print Notes check box in the Options section, these notes will appear on the purchase order. If this check box is selected, PAYscan includes the text from the Notes field on the printed purchase order. Figure 5: Purchase Orders: Addresses Tab Bill To Information Ship to Information After you click Save, the bill to address defaults to the Singh Management address. After you click Save, the ship to address defaults to your property address. The Purchase Order Workflow tab and the Approvers tab are not used by Singh Management.

8 Figure 6: Printed Purchase Order Print on PO Purchase Order Notes Print Notes

9 Adding a Purchase Order Step Procedure Notes Part One: Enter Basic Purchase Order Data (PAYscan) 1 From the SIDE MENU, select PURCHASE ORDERS>ADD PO. 2 Select a VENDOR. 3 Verify the VENDOR INFO. 4 Select an EXPENSE TYPE. Type or select the code of the VENDOR supplying the product or service. NOTE: When you TAB out of the Vendor field, the vendor name, address and phone number appears below the Vendor field. This will auto-populate the vendor basic vendor data Most Singh Management and Waltonwood PO Expense Types will be OPERATIONS. 5 Enter a DESCRIPTION. Enter a short description of the purchase. 6 Verify the DISPLAY TYPE. ALL Singh Management and Waltonwood PO Display Types will be STANDARD PO. 7 Verify/update the SCHEDULED DELIVERY DATE. 8 Verify/update the ORDER DATE. PAYscan will auto populate this field with TODAY'S DATE. You can change this if necessary. 9 Verify/update the REQUIRED BY DATE. Part Two: Enter the Purchase Order Details (PAYscan) 10 Select the PROPERTY the PO is for. 11 Enter a detailed DESCRIPTION of the item. Type or select the code of the PROPERTY the where the products of services will be used. Enter a detailed description of the item being purchased. 12 Select an expense GL ACCOUNT. 13 Enter the QTY ORDERED. Type the quantity you want to order. 14 Enter the UNIT PRICE. Enter the price of the item ordered. 15 Click SAVE. Repeat steps for EACH item ordered on this P.O.

10 Part Three: Distribute (Optional) For products or services that will be distributed among properties you can use the DISTRIBUTE function to automatically allocate the distribution of expense across the properties that are part of a property list. 16 Click the DISTRIBUTE button. 17 Enter or select a PROPERTY LIST. This should be a PROPERTY LIST. 18 Enter the QUANTITY. 19 Enter the ACCOUNT (optional). Enter the total number of items to purchase. PAYscan will divide this number among the designated properties. To use the same G/L account for each property, type or select the account number. To use a different G/L accounts leave this field blank. 20 Enter the UNIT PRICE. Enter the price of the item ordered. 21 Enter the DESCRIPTION. Enter a detailed description of the item being purchased. 22 Select the WHOLE NUMBERS ONLY option. Select N to divide an uneven quantity evenly as a decimal (rounded to four decimal places). 23 Click SUBMIT to see the distribution preview (optional). 24 Click POST. The DISTRIBUTION PREVIEW will allow you to see how the item(s) will be entered in the Purchase Order. If you do not need to see the preview click POST. The item(s) will be added to the Purchase Order. Repeat steps for EACH item DISTRIBUTED on this P.O. Part Four: Print Purchase Order 25 Click SAVE. 26 Click PRINT.

11 Singh Management Co., LLC Change Orders (C/Os) Change Orders (C/O) are to be used whenever the invoice changes price/quantity, positive or negative, from the original PO. These are POs themselves, but are flagged as a Change Order and are linked to the original PO. EX: I order 1 case of broccoli at $40/case, it ships and we are invoiced at $45/case then a C/O is issued to amend the original PO at the difference of $5. EX: I order 2 cases of broccoli, but only 1 ships and we will not receive the other, then a C/O is issues to amend the amount received. C/Os assist in tracking variance in what we ordered/paid for and what we received and were charged for. To Create a Change Order: Step Procedure Notes 1 From the SIDE MENU, select PURCHASE ORDER>Review Purchase Order 2 Enter a PO # The Post Recurring POs screen appears. Type or select a PO# of the Purchase Order you are trying to modify. 3 Enter a VENDOR (optional). Type or select a VENDOR CODE. 4 Click SUBMIT. The Recurring POs tab displays the recurring purchase orders that meet the filter criteria. 5 Click the Change Order button on the PO screen This will create another PO that is a Change Order to the original PO. 10 Follow all the steps to Create a PO with any revisions needed. If you are changing the Quantity enter the negative quantity and positive price. If you are changing the amounts of the items, enter the matching quantity from the original PO and a net difference between the price. 11 Click SAVE.