Process Map. McIntosh and Son. Administration Module. Process Code: A100 Creditors Purchase Order Entry

Process Map McIntosh and Son Administration Module Process Code: A100 Creditors Purchase Order Entry

2 Contents High Level Process Definition... 3 Process Flowchart... 4 Business Policies... 9 Purchase Order Entry... 9 Sundry Codes... 9 Machine Purchase Orders... 9 Procedures... 10 Purchase Order Entry - Machine... 10 Purchase Order Entry Miscellaneous... 11 Modify Purchase Order Supplier... 11 Cancel Purchase Order... 12 Statement of Work... 13 Introduction... 13 Purchase Order Entry... 14 Purchase Order Entry Machine... 15 (Machine Purchase Orders)... 15 Purchase Order Entry Miscellaneous... 20 (Sundry Codes)... 21 (Purchase Order Entry)... 22 Modify Purchase Order Supplier... 25 Cancel Purchase Order... 27 Program Parameters... 28 Creditors Purchase Order Entry... 28

3 High Level Process Definition Process Name Process Intent Process Owner Process User Process Starts with Process Ends with Process Customer Purchase Order Processing To manage the creation and maintenance of Purchase Orders raised for the supply of goods and services which may be applied to a Stock Unit or for a Sundry Expense item. Branch Administrator All Staff Requirement to source goods and / or services from an external supplier Purchase Order created, approved and issued to the nominated supplier for fulfilment External Suppliers

4 Process Flowchart

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9 Business Policies The following Business Policies are applicable to the execution of the processes defined and referred to in this Process Map. Business Policy A100-01 Purchase Order Entry All Miscellaneous Purchases must be created using a valid Purchase order number generated from Equip with an accurate Purchase Order Value. Business Policy A100-02 Sundry Codes Staff must always select a valid Sundry Code when raising a Miscellaneous Purchase Order. Contact Group Admin should the required Sundry Code not be available. Business Policy A100-03 Machine Purchase Orders Purchase Orders for machines from: - McIntosh Distribution - Niche Equipment Are to be created using Equip program. All other Purchase Orders for machines are to be ordered on the OEM (Manufacturer) standard order form. Business Policy V100-04 Sundry Machine Purchase Orders It is mandatory for Sundry Machine Purchase Orders to be generated and used for: - All Costs, Attachments and Accessories supplied by an outside (3 rd party) Supplier as per the Salesman Worksheet - Purchase Orders generated to Supplier for Pallet Forks - Purchase Orders generated to Supplier for Machine Delivery

10 Procedures Process Description: Purchase Order Entry - Machine Process (Major) Steps 1. Prepare System for Transaction Objective; To prepare system for transaction and enter primary data 2. Enter Purchase Order details Objective: To identify Stock Unit(s) and enter Purchase Order detail data 3. Review Purchase Order, Print and Send to Supplier Objective: Verify data contained on Purchase Order and communicate with Supplier Procedure a. Open Creditor Purchase Order Entry window b. Enter / Select Branch (if Required) c. Complete the Print Values Indicator as required d. Enter / Select / Search for Supplier Account & Name e. Note the PO Number allocated by System f. Select Machine tab a. Enter / Select / Search for Stock Unit Number i. If Stock Unit Number does not exist and user is authorised to create New Stock Unit THEN proceed accordingly ELSE search for correct Stock Unit Number ii. If Stock Unit Number exists and is Sold / Swapped and the User is authorised to proceed complete transaction ELSE search for correct Stock Unit Number b. If Stock Unit Number exists and is In Stock or Pending, complete the transaction c. Select Type (Accessory, Other, Pre Delivery etc. from Drop-Down) and enter Value d. Enter PO Description and PIN and Click Save e. Complete the Enter PO Notes pop up a. Review PO Preview for completeness and accuracy b. Print document and provide to Supplier Internal Policy

11 Process Description: Purchase Order Entry Miscellaneous Process (Major) Steps 1. Prepare System for Transaction Objective; To prepare system for transaction and enter primary data 2. Enter Purchase Order details Objective: To identify Stock Unit(s) and enter Purchase Order detail data 3. Review Purchase Order, Print and Send to Supplier Objective: Verify data contained on Purchase Order and communicate with Supplier Procedure a. Open Creditor Purchase Order Entry window b. Enter / Select Branch (if required) c. Complete the Print Values Indicator as required d. Enter / Select / Search for Supplier Account & Name e. Note the PO Number allocated by System f. Select Misc tab a. Enter / Select Sundry Code b. Enter Description and Ex Tax Value for the line item c. Enter Description and PIN and Click Save d. Complete the Enter PO Notes pop up a. Review PO Preview for completeness and accuracy b. Print document and provide to Supplier Internal Policy Process Description: Modify Purchase Order Supplier Process (Major) Steps 1. Prepare for Transaction Objective: Prepare system for transaction and enter primary data Procedure a. Open Purchase Order Cancellation window b. Enter / Select / Search for Purchase Order Number c. Verify Purchase Order correctly selected Internal Policy

12 Process Description: Modify Purchase Order Supplier Process (Major) Steps 2. Modify Purchase Order Supplier Objective: Effect change of Supplier assigned to Purchase Order 3. Review Purchase Order, Communicate with Current and Previous Suppliers Objective: Manage communication of Purchase Order changes Procedure a. Enter / Select / Search For New Supplier Account / Name b. Verify changed supplier is correct c. Click Save Change a. Access Purchase Order reprint (Document Reprint) feature b. Select Document Type / Enter Document Number c. Review displayed document for accuracy d. Determine output requirements e. Send modified Purchase Order to New Supplier and notify previous supplier of Purchase Order change Internal Policy Process Description: Cancel Purchase Order Process (Major) Steps 1. Prepare for Transaction Objective: Prepare system for transaction and enter primary data 2. Cancel Purchase Order & Communicate to Supplier Objective: Effect of the Purchase Order Procedure a. Open Purchase Order Cancellation window b. Enter / Select / Search for Purchase Order Number c. Verify Purchase Order correctly selected a. Click Cancel P/Order button b. Confirm Purchase Order Cancellation in pop up c. Communicate to Supplier that PO has been cancelled if required Internal Policy

13 Statement of Work Introduction Purchase Orders are able to be generated for goods and services to be applied to a Stock Unit or Sundry Expense. Sound Business Practice to mandate the use of Purchase Orders for all transactions (with exceptions such as recurring expense and/or utilities as defined within the business) thereby ensuring improved control and accountability. When a Purchase Order is raised in this application an entry is generated in the Purchasing Control File and a credit to the value of the Purchase Order is posted to the Purchases Control Account in the General Ledger. The debit will be posted to either: 1. the various machine stock accounts (if the order is for machines) or 2. the nominated Sundry Code (Miscellaneous accounts if sundry or expense) The Purchase Control Account will have been nominated in the Global Integration Table. All purchasing entries remain in the Purchases Control Register until matched by Creditors' Invoices (Refer to A110 Creditors Invoice Entry Process Map). The actual behaviour of the program can be affected by the settings of various parameters (refer Program Parameters section at the end of this document).

14 Purchase Order Entry Open PO Entry window. Enter / select (if required and / or authorised) the appropriate Branch for the transaction. Unless there is a specific reason to not print the value of the transaction on the Purchase Order the user should check the Print Values check box (if same has not been defaulted by way of parameter setting). The Print Value Check Box may be modified if necessary. Enter / Select / Search Supplier Code. The system will populate the Supplier Name and assign a Purchase Order Number for the transaction.

15 Purchase Order Entry Machine Having completed the initial data input as described in Purchase Order Entry above select the Machines tab. Refer Business Policy A100-03 (Machine Purchase Orders) Enter / Select / Search the relevant Stock Number and the system will populate appropriate data to the line. If, following the entry of a Stock Unit Number, the user attempts to change PO Type from Machine to Miscellaneous, for any reason, the system will generate the following message.

16 If user is not authorised to create New Stock Units the following message will display Clicking OK will return the user to the Purchase Order Entry window. If the subject Stock Unit has been sold or swapped and the user is authorised to proceed with the transaction the following message will be displayed. Clicking OK will populate data to the details section of the window and the user can proceed. If the user is not authorised clicking OK will leave the detail line in the PO Entry window blank and ready for data entry Up to three (3) Charge Types may be assigned to the Purchase Order for the Stock Unit and these are selectable from the drop down list attaching to the Type field as follows

17 Enter the Description and PIN and click the Save button. The Enter Purchase Order Notes pop up will appear for completion.

18 If set up, standard Notes such as Supply or Supply and Fit may be selected from the drop down list associated with the Insert Notes field

19 After making the appropriate selection (if required) additional notes/instructions etc. need to be added to the Purchase Order Notes pop up ( ie: provide sufficient detail for supplier) When PO Notes pop up has been completed and click OK and the PO will display for review ahead of printing and transmission to the supplier.

20 Purchase Order Entry Miscellaneous Having completed the initial data input as described in Purchase Order Entry above select the Misc tab. The Purchase Order Entry screen will show the Sundry Code selection functionality in line with the setting of the Sundry PO and Authority Group parameters (refer Program Parameters section at the end of this document)

21 Where the user is presented with the GL Accounts the selection will be required to be made from the complete Chart of Accounts presented in the drop down list whereas if the parameter settings are such that a Sundry Code selection is presented the user is restricted to only those GL Accounts that are assigned to the user particular Authority Group. Refer Business Policy A100-02 (Sundry Codes)

22 After selecting the relevant GL Account or Sundry Code complete the Description and ex GST Value. The description entered in the line item detail section may be copied to the Description field in the bottom section of the window. It is recommended that the Supplier name is typed in the Description box for future reference. Refer Business Policy A100-01 (Purchase Order Entry) Enter the user PIN and click Save. The Enter Purchase Order Notes pop up will appear for completion.

23 If set up, standard Notes such as Supply or Supply and Fit may be selected from the drop down list associated with the Insert Notes field After making the appropriate selection (if required) additional notes/instructions etc. may be added to the Purchase Order Notes pop up

24 When PO Notes pop up has been completed and click OK and the PO will display for review ahead of printing and transmission to the supplier.

25 Modify Purchase Order Supplier From time to time there may be reason to modify the Supplier for an existing Purchase Order. Open PO Cancellation window and enter / select / search PO Number Enter / Select / Search new supplier Click Save Change and open the Document Reprint window.

26 Select the By Documents tab and select the Document Type from the drop down list. Enter the Purchase Order Number to be reprinted. Review output, determine output requirements and notify supplier(s)

27 Cancel Purchase Order Open PO Cancellation window and enter / select / search PO Number Click Cancel PO and following warning displays Click Yes to proceed; Click No to return to PO Cancellation window.

28 Program Parameters The following notes define the parameters applicable to applications described in this Process Map. Creditors Purchase Order Entry Parameter Name AllowIntercompanyTrans AllowNewStock AuthorityGroup Branch DefaultGLBranch DefaultPrintValues Parameter Function To determine if GL transactions is restricted to single company or multiple companies Valid Values: Y - GL transactions are not restricted to a single company, N - GL transactions are restricted to a single company Default: Blank Allows user to create a new stock unit from these programs Valid Values: Y/N Default Value: N To show only, and allow use of, the accounts or codes attached to the Authority Group specified Valid Values: A valid Authority Group Default Value: Blank To set the default branch Valid Values: A valid Branch Default Value: Blank To specify the default GL Branch Account Valid Values: A valid GL Branch Account Default Value: If no parameter is set, it will default to the value entered in the default expense account in Creditor Maintenance. If the Parameter is the same as the Branch in the Expense Account (if there is a default expense account), the Expense account is displayed, otherwise the parameter is displayed. To default the selection of the printing $ values on the Purchase Order Valid Values: Y/N Default Value: Y

29 Parameter Name DisableBranchSel DisableVehicleOrder RentalAuthorityGroup RestrictGLAccounts StopOnSoldOrSwapped SundryPO UpdateVHSalesValue Parameter Function To prevent branch selection from being changed Valid Values: Y/N Default Value: N To enable or disable the Vehicle Tab Valid Values: Y, disable the Vehicle Tab; N (other than Y), the Vehicle Tab is enabled and the order will performance as per normal Default Value: N To identify the rental sundry items associated with the Authority Group specified Valid Values: A valid Rental Authority Group Default Value: Blank To determine if the GL dropdown list are restricted to a single company or for multiple companies Valid values: Y - GL drop lists are restricted to a single company, N - GL drop lists are not restricted to a single company Default: Blank To restrict operators from creating internal part sales to Sold or Swapped stock units Valid Values: Y/N Default Value: N If Y the user can perform a Sundry Purchase order Valid Values: Y/N Default Value: N To disable the prompt of Update Sales Value response window from appearing Valid Values: Y/N Default Value: N