Process Map Pickerings Auto Group Parts Module Process Code: P220 Purchase Order Creation & Maintenance
2 Contents High Level Process Definition... 3 Business Policies... 4 Procedures... 5 Create a New Purchase Order for a Suggested Re-Order... 5 Create a New Purchase Order independently of other processes... 6 Maintain Purchase Order... 7 Statement of Work... 8 Create a New Purchase Order for a Suggested Re-Order... 8 Create a New Purchase Order Independently of other Processes... 13 Part not on Dealer Part Master... 13 Maintain Purchase Order... 15 Delete Purchase Order... 16 Process Flowchart... 17 Program Parameters... 18 Purchase Orders Maintenance... 18
3 High Level Process Definition Process Name Process Intent Process Owner Process User Process Starts with Process Ends with Process Customer PURCHASE ORDER CREATION AND MAINTENANCE Create and Manage Purchase Orders on Parts Suppliers Parts Manager Parts Manager Identification of Order requirement for Parts from a Parts Supplier (including conversion of Suggested Re-Order to a Purchase Order Purchase Order completed and sent to Supplier. Purchase Order Status Maintained Parts Department Service Department Parts Customers Sales Staff New & Used Stock Units
4 Business Policies The following Business Policies are applicable to the execution of the processes defined and referred to in this Process Map.
5 Procedures Process Description: Create a New Purchase Order for a Suggested Re- Order Process (Major) Steps 1. Prepare for transaction Objective: Prepare system for generation of a new Purchase Order 2. Setup for the P/O Creation Objective: Prepare Purchase Order Control data preparatory to defining line item details 3. Populate Line Items to Purchase Orders Maintenance Screen (Identify and select Suggested Re-Order files and Lines) Objective: Create Purchase Order detail 4. Preview Purchase Order and send to supplier Objective: Finalise Purchase Order preparation and submission Procedure a. Open the Purchase Order Maintenance Screen b. Enter PIN c. Click the New Order Button a. Select/Enter Supplier Number or Contact Code, Order Type and, if needed, a Date Required b. Add any Delivery Note applicable, Freight Method, Tax Exempt No. c. Tick / Untick, as necessary, the Print, Print Preview, Use alternate Part and Show Prices boxes d. Set Order Status from Drop-down list e. Select Branch f. Click Radio Button to select the report display type of Stocking or Purchasing Quantity a. Click Select from Reorder File Button to display Suggested Reorder Search and Select Window b. Select the relevant Re-Order file from the File ID list, click Retrieve and content will be populated to screen c. Confirm correct order retrieved, select (highlight) parts to be populated to P/O, click Select to transfer lines to P/O Mtce Screen d. Perform any maintenance that may be necessary and Save a. Preview Purchase Order verify content b. Perform maintenance as required c. Send Purchase Order to Supplier Internal Policy
6 Process Description: Create a New Purchase Order independently of other processes Process (Major) Steps 1. Prepare for transaction Objective: Prepare system for generation of a new Purchase Order 2. Set Up for the P/O Creation Objective: Prepare Purchase Order Control data preparatory to defining line item details 3. Populate Line Items to Purchase Orders Maintenance Screen Objective: Create Purchase Order detail 4. Preview Purchase Order and send to supplier Objective: Finalise Purchase Order preparation and submission Procedure a. Refer Create a New Purchase Order for a Suggested Re-Order 1(a) (c) a. Refer Create a New Purchase Order for a Suggested Re-Order 2(a) (f) a. Add line to body of Screen b. Select Franchise and enter the Part Number c. If Part Number does not exist in Master File Respond to the Part Does Not Exist message click Yes if new part to be added No to return to main screen d. Complete Stock Item Maintenance window and Save e. If Part being procured relates to a Repair or Sales Order select the appropriate RO/CO flag from the drop-down and enter the Order Number in the RO No / Order No field f. Repeat Process until Purchase Order is completed a. Refer Create a New Purchase Order for a Suggested Re-Order 3(a) (c) Internal Policy
7 Process Description: Maintain Purchase Order Process (Major) Steps 1. Prepare for transaction Objective: Identify & display Purchase Order details in readiness for data maintenance 2. Perform Data Maintenance as required Objective: Update Purchase Order as required 3. Preview Purchase Order and send to supplier Objective: Finalise Purchase Order preparation and submission Procedure a. Open the Purchase Order Maintenance Screen b. Enter PIN and select Purchase Order to be maintained (use SmartSearch feature if required) c. Screen will be populated with Purchase Order data a. Change data elements as required b. Save b. Refer Create a New Purchase Order for a Suggested Re-Order 3(a) (c) Internal Policy
8 Statement of Work All Parts Procurement activity should be supported by Purchase Orders unless extenuating circumstances exist and procurement in the absence of a Purchase Order is approved by Management. Separate Procedures relate to the Generation of Purchase Orders emanating from the Current Out of Stock Resolution procedure activated in Parts Sales Order & Invoicing, Service Parts Issue Entry and Internal Parts Sales. This procedure deals with the creation of Purchase Orders for Suggested Re-Orders and Purchase Orders raised outside the Out of Stock Resolution process. Be aware that if a Part Order is created outside the Out of Stock Resolution process by raising a Purchase Order independently in this process and a Repair Order or Sales Order Number is quoted in the data entry UNITS will deem the part to be additional requirements and will increment the Order Quantity in the Sales or Repair Order by the quantity in the Purchase Order. Create a New Purchase Order for a Suggested Re-Order Open the Purchase Order Maintenance window. Enter the user PIN and click the New Order button. UNITS will allocate and display the Purchase Order Number Enter / Select the Supplier Code, select the Order Type D and enter a Date Required
9 (Note if the Date Required is a future date and outside of the current month the order will be excluded from calculations for Recommended Re-order and Multi Branch processing). The Order Date will default to the current date and contact details for the supplier will be displayed. Add any Delivery Notes and Freight Method that may be required, enter a Tax Number (if required) and set the Order Status (Order Status is a manually maintained field). Set or change the Print Options and set the Use Alternate Parts and Show Prices Indicators. Update Branch code if required. Select the Report Quantity Display Type. Activate the Select From Reorder File button and the Suggested Reorders Search and Select Window will display Click on the drop down list on the File field and select the Reorder file applicable then click the Retrieve button. The line items contained in the selected Reorder File will be displayed in the body of the window.
10 Confirm accurate selection of Reorder data and select all line items to be placed on the Purchase Order Line items are selected by holding shift key and arrow down, holding CTRL key and mouse clicking required lines and holding SHIFT Key and clicking first and last part in a series. You may wish to sort by Suggested Qty, in order to exclude parts with zero quantity. Exercise care when selecting less than the total file as parts selected are not deleted and the risk of ordering again is high as a general rule the entire file created in Suggested Reorder should be transferred to a Purchase Order.
11 When selection is complete click the Select button and UNITS will return to the Purchase Orders Maintenance window and display the line items selected. The opportunity to verify that the correct order has been selected should be taken and then the Save button clicked. The Parts Purchase Order Report will be displayed / printed in line with the selected Print Options.
12 Review the output and transmit the Purchase Order to the supplier Email, Facsimile, Post etc. If Internal Business Rules require, Print a Hard Copy of the Purchase Order.
13 Create a New Purchase Order Independently of other Processes UNITS facilitates the creation of a Purchase Order independent of Out of Stock Resolution processes or Suggested Reorder. Where a Purchase Order is to be raised by this process open the Purchase Order Maintenance window. Enter the user PIN and click the New Order button. UNITS will allocate and display the Purchase Order Number Enter / Select the Supplier Code, select the Order Type and, if required, enter a Date Required. The Order Date will default to the current date and contact details for the supplier will be displayed. Add any Delivery Notes and Freight Method that may be required, enter a Tax Number (if required) and set the Order Status (Order Status is a manually maintained field). Set or change the Print Options and set the Use Alternate Parts and Show Prices Indicators. Update Branch code if required. Select the Report Quantity Display Type. Right click in the body of the window to add a blank line in readiness for data entry. Enter / Select the Franchise Code and Part Number. Part not on Dealer Part Master If the Part Number entered is not recorded on the Dealer Part Master File the file the system will generate the following message:
14 The initial reaction to this message should be to validate that the data entered by the user is correct (if not then click NO and correct the error) and only after this step, determine whether the part is to be added to the Dealer Part Master File in order to proceed with the transaction. Clicking No will return the user to the Purchase Order Mainenance window but clicking YES will result in the Stock Item Maintenance window appearing. After selecting the appropriate Franchise Code and Supplier Code, Part Data will be extracted from the Manufacturer Master File and displayed for review and adjustment as required. At the same time the Supplier Code will be checked and if validation fails the following message will display. When the data is considered correct click the SAVE button to add the part to the Dealer Part Master file and return to the Purchase Order Maintenance window. Verify data entry is correct and then click the Save button. The Parts Purchase Order Report will be displayed / printed in line with the selected Print Options. Review the output and transmit the Purchase Order to the supplier Email, Facsimile, Post etc. If Internal Business Rules require Print a Hard Copy of the Purchase Order.
15 Maintain Purchase Order From time to time an existing Purchase Order will require maintenance. UNITS permits all data (Supplier, Order Type and content) to be modified and extreme care must be exercised in this area of business. Be aware that changing Supplier on an existing Purchase Order might result in the original supplier acting on their order as well as the new supplier acting on the modified order resulting in double delivery and issues regarding receipting and payment. Consequently the Supplier should never be changed and care must be exercised to ensure that changes are communicated to and accepted by the Supplier before being confirmed. Cancelled Purchase Orders must be replaced with a new order on the alternate supplier. To maintain a Purchase Order open the Purchase Order Maintenance window Enter the user PIN and enter / select the Purchase Order Number that is to be maintained. Purchase Order detail will be displayed enabling data to be modified as required (and approved). When maintenance is complete Click Save. The Parts Purchase Order Report will be displayed / printed in line with the selected Print Options. Review the output and transmit the Purchase Order to the supplier Email, Facsimile, Post etc.
16 Delete Purchase Order Purchase Orders may also be deleted in this window and where this action is required after displaying the relevant Purchase Order click the Delete button. The system will request verification that the order is to be deleted by displaying the following message: Click Yes to remove the Purchase Order and make it unavailable. Purchase Orders that have been Deleted cannot be reinstated.
17 Process Flowchart
18 Program Parameters The following notes define the parameters applicable to applications described in this Process Map. Purchase Orders Maintenance Parameter Name Branch DisableBranchSel Franchise ShowPrices StkItmMntEnquiryMode To set the default branch Valid Values: A valid Branch Default Value: Blank Parameter Function To prevent branch selection from being changed Valid Values: Y/N Default Value: N To set the default franchise code Valid Values: A valid franchise code Default Value: Blank To print purchase order values Valid Value: Y/N Default Value: Y To determine if the Parts Detailed Information program should be opened in Update or Enquiry mode when the Info button is clicked for the selected line item in the parts grid view of the parent program Valid Values: Y/N Default Value: Y