Opera 3 PO Processing Training Manual

Opera 3 PO Processing Training Manual

Contents Purchase Ledger...3 Orders... 3 Terms... 3 Purchase Order Documents...4 Main Processing Screen... 4 Creating a New Document without a Model... 5 Editing an Existing Document... 7 Progress a Document to Order... 7 Purchase Order Processing...7 Main Processing Screen... 7 Creating a New Order... 8 Supplier Products... 10 Editing an Order... 11 Deleting Orders... 11 Reprinting Orders... 11 Receiving and Matching Goods... 11 Creating an Invoice... 13 Satisfying Lines... 14 Viewing Details... 15 Modifying Suppliers Product Details... 15 Document Searching... 15 Warning Icons... 15 R 1.1 2 PO Processing

Purchase Ledger Orders Before you can begin processing in Purchase Order Processing, you will need to revisit the Purchase Ledger. Within the Purchase Ledger Processing form, you can specify which Suppliers are accessible within Purchase Order Processing. This allows the Accounts department to control which Suppliers can have requisitions/orders raised for. Purchase Processing - Orders Delivery Instructions can be specified against each account. These instructions will print on the documentation sent to the Supplier. Selecting Orders from the Action button allows you to specify the following Purchase Order tick options; Purchase Order If ticked, this Account can have requisitions/orders raised. (If greyed out, an Order currently exists for this Account). Hide If this Account currently has Requisitions/Orders raised, then this option will hide the Account from being used in Purchase Orders. No Print If Documents are not to be sent to the Supplier, then this option stops the printing and e-mailing of documents. Terms The Account can also be specified to have documentation e-mailed under the Terms function on the Action button. Terms R 1.1 3 PO Processing

Purchase Order Documents Main Processing Screen The POP Document screen allows the user to view Suppliers that have been marked allow Purchase Order in the Purchase Ledger processing screen. It displays account details of the Supplier. (For example order/current balance, turnover and credit limit). Accounts can be located in the usual manner or by selecting the List tab on the form. The form also displays a list of Uncommitted orders and their current On Order status in the bottom half of the screen. Document Screen Documents which are waiting to be approved are shown as Uncommited. Documents which are shown as Optimised are documents that have been consolidated into new documents. The On Order status of U/Optimised indicated that part of the document has been consolidated into a new document. The information in the bottom half of the form contains the following information from left to right; Reference A unique reference for the document Date The date at which the document was first created Memo Reads Memo if there is a memo attached to the document Total Value The total value of goods/services on the document Cur The currency in which the document was created Status/On Order The current status of the document Alt. Reference An alternative reference for the document R 1.1 4 PO Processing

Creating a New Document without a Model To create a new Document, select New from the Action button whilst being on the appropriate Supplier. The system will ask you if you wish to create a new Document without a model select OK. The following screen will ask you to confirm the destination you wish the goods to be delivered to. If several Warehouses have been defined, you will be able to select the destination Address/Contact/Telephone Number by selecting the appropriate warehouse. The Ref field allows you to enter a document reference. The O/All field allows you to add an overall discount percentage to the document. Be mindful that the Delivery Instructions which can be entered on the header form of the Document will appear on the final paper work (For example, the Purchase Order). The Required Date can be specified and this date will be applied to all lines on the Document. Once all the information is entered, select OK to begin entering lines. When the Document is saved, by highlighting the relevant Document on the P. Order Documents screen and from the Action button selecting Memo, you can enter any internal instructions regarding this Document. Document Lines This form shows you the goods/services that have been added to this document. On the footer of the form, you will be able to see the list of goods/services that have been added to the document. By selecting each line, you will be able to see the details of the individual line on the header of the form. If this is the first line of a new document, the system will automatically select New mode which can be seen in the bottom left corner of the form. When creating a new document, the cursor will automatically be flashing in the Reference field. If the product which you are ordering is an item for stock, you can enter either the stock reference or a small description of the stock item and select Enter. If more than one product matches your reference or description you have entered, you will be asked to select the product from the list displayed. (Shown on the next page). R 1.1 5 PO Processing

Product Search To select the stock item to add to your document, you can either highlight the stock item and select OK or double click the stock item. Adding a Line to a Document Once the part has been selected, majority of fields can be modified to suit such as Description or Quantity etc. Once satisfied, you can add the new line to the document by pressing the Page Down key. Once the last line of the Document has been added, select the Save icon from the bottom toolbar (Shortcut key Ctrl+S). This will take the Document out of New mode into View mode. You are now able to review each line these can also be modified if needed. (If anything is modified, select Page Down or the Save icon to save changes). R 1.1 6 PO Processing

Reviewing Lines in a Document When all the changes to the document have been completed, select the OK button to post the document. This will then return you to the main Document Processing screen. Editing an Existing Document From the main Document Processing screen, select/highlight the relevant Document that you wish to modify. From the Action button, you can select the Edit function. This will take you through the same steps as adding a new document except you will be able to see the lines and details that have already been added. Once completed, select the OK button to return to the main Document Processing screen. Progress a Document to Order Select the Document you wish to progress to an Order. From the Action button, select the Commit function. You will be prompted to enter a PO number, however if this is left blank, it will select the next PO number on the system for you. The Publisher will appear for you to print the Purchase Order. Once the printing is finished, the PO Number will appear on the screen for you. Purchase Order Processing Main Processing Screen The PO Processing screen allows the user to view all the Suppliers that been marked to allow Purchase Order in the Purchase Ledger. The main screen displays the details of the Supplier (For example; Order/Current Balance, Turnover, Credit Limit etc). Different Suppliers can be located in the usual manner (Ctrl+F) or by selecting the List tab on the form. On the footer of the form, it displays a list of Orders and their current status. R 1.1 7 PO Processing

Main POP Screen The raising of orders holds the goods/services as outstanding for both deliveries and invoices. The Purchase Order process relies on a system of matching the delivered and invoiced goods to the original Order. This could potentially result in multiple orders being covered in one delivery or a delivery covering just part of one order. The information in the footer of the screen contains the following information from left to right; Reference A unique reference for the Purchase Order Date The date at which the order was first created Memo Reads Memo if there is a memo attached to the order Total Value The total value of goods/services ordered Cur The currency in which the order was created Status The current status of the order Alt. Reference An alternative reference for the order. (Usually the Suppliers order number) There are seven types of status for an Order. They are as follows; Order No goods or invoices are matched against the order Delivered Goods are completely matched but no lines are matched against Invoice Invoiced All lines are matched to an Invoice, but no goods are matched to a Delivery Completed All lines are matched to a Delivery and Invoice Ord/D Partial Lines/Quantity are delivered match the Order Ord/D/I Partial Lines/Quantity are delivered and invoiced match the Order Ord/I Partial Lines/Quantity are invoiced match the Order. Creating a New Order To create a new Order, on the relevant Supplier, select the New icon from the toolbar (Shortcut Key Ctrl+N). If the printing of Orders for this Supplier is mandatory, then the Publisher screen will appear asking for the destination of the output. (This is defined in the Purchase Ledger, Orders option). The Header screen gives you the option to specify which Warehouse the goods are to be delivered to. If one is not selected, then the system will default to the Company s correspondence address. If required, you can add a Delivery address for the purpose of direct deliveries. The Date Required can be entered at the Header Screen and this date will be used for every line entered onto the Order. R 1.1 8 PO Processing

Order Lines Screen The lines of the order allow the entry of either products or services required. If a stock item is being ordered, then the reference of that particular product should be entered into the Reference field. (This should be either the product code or description). The Description, Quantity (Economic Order Quantity), and the Price will be taken from the Supplier s Product List. (Page 10) If certain lines of an Order are to be booked into an alternative Warehouse to the one that was specified on the Order Header Form, then the field Warehouse can be used. If no Warehouse was specified on the Order Header Form, then a Warehouse will need specifying for all subsequent lines. If an Overall Discount was specified on the Order Header Form and one of the lines of the Order is included, then the O/All field should be selected. This will reduce the value in the Line Val field. If the Required Date was not entered on the Header Form, then it will automatically take the System Date plus the Lead Time associated with the product in the Supplier Product List (Page 10) to establish the Required Date. If the price or discount was quoted as a special price, then the Quote field can be ticked and the date it was quoted can be recorded. To save a line, select the Save icon (Shortcut key Ctrl+N) or to continue adding lines, select the Page Down key. When all the lines of the Order have been entered, select the OK button and the Order will be posted. R 1.1 9 PO Processing

Supplier Products If you haven t used this Supplier to order a Stock Item before, you will be prompted on whether you would like to create a Supplier Product. If you select Yes the following screen will appear; Supplier Product At this point, you will enter the Supplier Reference and can optionally change the description of the Stock Item. Once you select OK, you will return to the Order screen where the Supplier Reference will be entered with the Reference which was added on the Supplier Product. This will be saved for every Order you create with the Supplier with that particular Stock Item. The Supplier Product is used to link Stock Items with PO Suppliers. It records the Economic Order Quantities, Vendor Ratings and Lead Times for analysis purposes. To view what Stock Items are linked to a relevant Supplier, you can select the Products function from the Action button on the PO Processing screen. Products Screen This lists all the Stock Items linked to the Supplier. It will include their Cost Price, Vendor Rating and Lead Time which can determine whether or not you want to order with them or a different Supplier. R 1.1 10 PO Processing

Editing an Order An Order can be modified by highlighting the Order and selecting Edit from the Action menu. (Shortcut Key Ctrl+E). The Line of an Order can only be modified/deleted if no receipts have been matched to the Line. Additional Lines can be added to an Order by selecting the New Icon from the bottom toolbar. After editing an Order, the system will ask if the Order needs reprinting. Deleting Orders Orders can only be deleted if their status is not Delivered or Completed. However, if there are outstanding Lines for delivery on the Order, then the system will ask if the lines are to be removed from the Order. The part delivered order will have its status converted to Delivered. If the status is still at Order, the deletion routine will cancel and remove the Order completely. Reprinting Orders The reprinting of Orders can be achieved by highlighting the Order and selecting the Print function from the Action menu. (Shortcut Key Ctrl+P). Receiving and Matching Goods Goods can be booked into Stock and matched to the Order they were ordered on ( Description Line Only is included). This functionality will allow lines from multiple orders to be booked in and matched if the Supplier uses Consolidated Deliveries. This process can also be done through the GRN process within the Stock module. To begin the process of receiving goods from an Order, select the Receipts function from the Action menu. (Shortcut key F5). Receipts Screen The initial screen will request the Purchase Order number (however, only required if working with a single order). A Warehouse should be specified for the goods to be received into, along with a Delivery note reference. Once you have entered the relevant information, the OK button should be selected. At this point, the system will display the lines on ordered on the specified Order. R 1.1 11 PO Processing

Receipt Lines To receive the total amount into stock that was on Order and match the Receipt to the Order, highlight the desired line and select the Tick/Untick function from the Action menu. (Shortcut Key F7). The received quantity will default to the quantity ordered and the line will be completed. Repeat this for all of the lines on the delivery and when complete, select the OK button. If a partial delivery of the line has been received, enter the received quantity into the Received field and select the Save icon. The system will ask if the line is complete (underdelivery). If the quantity is more than the order quantity, highlight the desired line and enter the quantity received in the Received field and select the Save icon. The system will confirm if you wish to accept the over-shipment. If multiple orders are included on a single delivery note, leave the Purchase Order field blank. The system will now list a selection of Purchase Orders which can be selected. This can be done by highlighting each order and selecting the Tick/Untick from the Action menu. (Shortcut Key F7). Once all the required Orders have been selected, click the OK button. The system will now display all lines from the Orders selected the form is the exact same when working with a single order. R 1.1 12 PO Processing

Creating an Invoice An Invoice can be entered onto the system whilst matching it to Order Lines. The lines displayed can be those that have had receipts matched against them or all lines of outstanding orders. To create an invoice, select the Invoice function from the Action menu. (Shortcut key F6). This will display the invoice header screen where a Reference and Value is required. Invoice Header Screen This will display the Invoice Header Screen where a reference needs to be entered in the Reference field. The Value should include any VAT from the Invoice. These fields are both mandatory. On clicking the OK button, the system will prompt where the Invoice should be created from; Purchase Order Delivery Invoice Purchase Order Range If creating an Invoice based on a Purchase Order, the system will ask for a range of Orders to work with. Clicking OK will list all outstanding orders. Purchase Order List After selecting the range of Orders, you will be prompted to select the Purchase Orders to match against the Invoice. Use the F7 key to pick the required Orders or F8 to view the Purchase Order image. On selecting OK to confirm the selection, you will be shown the lines of the Purchase Order(s). If these lines match the lines on the Invoice, select OK. R 1.1 13 PO Processing

Invoiced Lines The Total figure at the footer of the screen should match the Value that was entered on the Header Screen. If there is a value in the Remaining field, either the lines selected are incorrect or the value against the lines does not match the original line value of the order. The values of each line can be altered to match the values on the Invoice. If the full quantity has not been delivered, the quantity can be changed to match that of the invoice. The system will ask if the line is complete when the Save icon is selected. When the remaining value is zero, select the Post button to complete the posting and matching of the Invoice. Satisfying Lines In some instances, when a line is not satisfied either by the delivery or invoice routine, it may need satisfying later. (Completing it). The Satisfy procedure on the Action menu will display all lines for all Purchase Orders and if the lines have been satisfied by the delivery or invoice procedures. Satisfy Screen If the columns Dlv (delivered) and Inv (Invoiced) are blank, the line has not been satisfied. To manually satisfy a line, highlight the line and select either F7 to complete the delivery or F8 to satisfy the line as Invoiced. The changes will be saved when the OK button is selected. R 1.1 14 PO Processing

Viewing Details Information stored against an Order can be viewed by using the View function located on the Action Menu. The information can be viewed regardless of the Order Status. Selecting the Header will show the information regarding the Header of an Order. Selecting Lines will display the lines of an Order. (Viewing the Account is also available from the Action menu). Modifying Suppliers Product Details To add or modify the Supplier details for a stock item, select Products from the Action menu. To add a new product link for the Supplier, select the New icon from the first toolbar and enter the product code followed by the Supplier Product Code, Description, EOQ, Cost, Vendor Rating and Lead Time in days. Select Save to save the new product link. To change the details of an existing product link, highlight the product and change the required details, select save to complete the changes. Document Searching Documents can be searched without knowing the Account code by selecting Find Document function. (Shortcut Key F8). Warning Icons Warning Icons If the mouse cursor is hung over these icons, the tool tips will explain what the meaning of them. Account has information in the Memo Account has exceeded their Credit Limit Account has been placed on Stop Account has attachments Account has notes Currency of Account is foreign The Memo for an Account can be displayed/edited by selecting the Memo tab on the main POP screen. R 1.1 15 PO Processing