Training Guide: Purchasing. Version 001. Training Prerequisite: i2i Training Session, Suppliers

Transcription

1 Training Guide: Purchasing Version 001 Training Prerequisite: i2i Training Session, Suppliers Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 1

2 Table of Contents Purchasing... 3 Search purchase orders... 3 New Purchase Order... 4 Bottom Buttons... 4 Purchase Order Tabs... 5 Open Orders... 6 Buyer s Exception List... 6 Production Schedule... 8 Purchase Invoices... 9 Search Invoices... 9 New Supplier invoice... 9 Reports Setup Maintain Purchase Categories...11 Purchase user defined labels...11 Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 2

3 Purchasing The purchasing section is where you can control and monitor all purchasing through your system. As you can see from the tree menu there are many tabs for you to explore and use to make your purchasing an efficient process. Search purchase orders This allows the user to search for a purchase order. You can enter information into the fields to narrow the search. You can also see the Purchase order status, whether it s complete, incomplete or sent. The alternative option is to Search Purchase Order Detail which is a similar for to this one however it shows you the order and line level not at supplier level, hence making it easy to search by product order. Using the Maintain Purchase Order tab allows you to go into the purchase orders and make the relevant changes. Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 3

4 New Purchase Order Select the new purchase order button and you will be presented with the following screen: Once you have entered the supplier that you require you will be presented with the following: Bottom Buttons Files Allows you to open a file dropper to drop files against the PO and supplier. Add Line - Add line Item to Purchase Order Add Line Above - Inserts a line Item above the selected line. Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 4

5 Edit Line - Opens the Selected Line for editing. The line Item can also be opened by Double Clicking. Delete Line - Deletes Selected Line from Purchase Order. PO Allocations This is where the user can drill down in to the allocations that have been subject to this purchase order if manufactured to order is being used. New Rev This allows the user to create a new revision on the purchase order. Repeat PO Allows the user to repeat the same Purchase Order to avoid creating a new one from scratch. Labels Allows the user to print product labels. View P.O. - Opens the Purchase Order in a format that can be printed or saved in pdf Format. Supplier Contact must be selected. as PDF - Takes the Purchase Order to an as an attachment. The is opened for editing. Supplier Contact must have an address to do this and then the purchase order can be ed off to the supplier. The status will automatically change to PO Sent. Close Closes the Purchase Order. Purchase Order Tabs Purchase Order Line Detail This is where the PO is built up by selecting the inventory you wish to order. See image showing what you will be presented with when selecting add line. This is where you have access to your inventory list or you can add a non-stock item. Ship to Details This is simply where you will select the suppliers address from the list that you have already set up against the relevant supplier within the supplier section of the system. Additional Detail Within this tab you can manually type in purchase order notes and internal notes against the purchase order. Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 5

6 User Defined Fields Here you can enter the user defined field information for further reporting and search ability. GRN Details This will record all of the information once the Purchase Order had been received in. Inspection Failed Detail If a product that has been received has not passed inspection the information will be recorded here. Revision Detail This is where notes can be entered when revising a purchase order, it will also record the user and the date and time it was carried out. Transactions This is where all of the transactions will be recorded about the purchase order. Every time when the purchase order is changed it will record in this tab. Open Orders Here is where you can search for open orders within the system that are awaiting purchase orders to be received. This form allows you to search for open orders within the system. You can see various details such as the required by date and part numbers and the sales order numbers. Buyer s Exception List The buyers exception list is a powerful tool that will prompt you when you are low on inventory or if your sales have exhausted the stock levels, as long as your products have Max/Min and are stock controlled items and also that the user has Purchase Exceptions Alerts on in the User details and active to purchase is flagged (Stock Allocation). Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 6

7 To accses the user detail (Administrator accsses only) Select Utilities, setup, installation,security and edit user. You can see below the buyer s exception list which will fully control your demand for inventory, if your exceptions list is kept to a minimum then you will have fulfilled your demand. You will need to click on Run Exceptions Scan which will scan the whole system looking at demand on orders, current stock levels and max/min quantities. Then you will have a list of the exceptions within the system. For your purchasing requirements you will need to click on Purchasing Requirements tab and then on the list of required purchases you can right click on the item and then add to a new purchase order or an existing one if there is a purchase order awaiting. From this point it is the same as creating a new purchase order. The image below shows what the user will be presented with when they wish to open a new purchase order from the buyer s exception list. They will be presented with a list of the suppliers that are available for this part and then the purchase order can be produced as normal from this point. Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 7

8 Press next and continue as if you were creating a new purchase order. Production Schedule This allows you set a production schedule. You can view the report request by pressing 'view' Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 8

9 Purchase Invoices This is where the purchase invoices can be uploaded to the system if required and the amounts can be balanced. Search Invoices This allows you to search though all the suppliers invoices to view any record you choose. You can double click on their selected field to view more information. New Supplier invoice This form allows you to create a new supplier invoice. You must first enter the suppliers name from the drop down menu, and then will be taken to the next page in which the invoice can be completed. You can see above that you can link the supplier invoice to a purchase order if required and this will pull the order lines on to this invoice to cross match the lines. You can fill out the invoice as required with the relevant amounts and details. Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 9

10 Reports This is the drop down menu for you to select a report of your choice. More reports are being added all of the time so please check your latest version for further reports. You must select a date range first in order to create the report. This will request a report between the two dates. The report could look like this Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 10

11 Setup Maintain Purchase Categories This allows you to set notes to specific orders so that other users can see requirements for the chosen order, this can then be linked to the inventory part when adding new stock. When running the buyers exception list this note will show you as to what category the item is in, to consider when to purchase the product. Purchase user defined labels This allows you to create defined fields that can be used when purchasing. This is simply the labels of the user defined fields. As you may have seen these throughout the system, these are purely for you to enter further information against your system and for further reporting. Inventory 2 Invoice Ltd 2013 Nimble Business Services Ltd 2013 Purchasing 01 11