PURCHASING Module

Pear Tree
2016-11-10 15:47

Contents

Purchase Orders

Purchasing – Update PO

Create a New Purchase Order

Purchasing – Process PO – PO Receive

Inquiries and Reports

 

This section refers to the Purchasing module of Dealership. It is divided into several sub-sections, each detailing a particular Purchasing function. These functions are used most often by Parts employees for ordering and restocking parts for the dealership and placing orders for customers.

Purchase Orders

A purchase order is a request to buy parts from a vendor and have them shipped to you (or a customer, or anywhere you like).  Purchase orders can be created for two purposes. The first is to restock your inventory with parts. The second is to obtain parts that are not typically stocked for a customer with an uncommon request.  

 

As a purchase order is a request for items made to a vendor, you cannot order parts from multiple vendors on a single purchase order. If you want to order parts from more than one vendor, you will need a separate order for each vendor. Likewise, individual parts in an order cannot usually be shipped to more than one location; you will need a separate order for each.  

 

Purchasing – Update PO

 

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Create a New Purchase Order

 

Purchase Order:

-        Click New.

-        Alphanumeric.

-        Unlimited space.

 

Vendor Code:

-        Either type in the Vendor Code, if known, or click on the Underlined link to see all existing Vendors in the system, and choose from the Table.

-        Once a vendor is chosen, the link becomes inaccessible.  If it is the incorrect vendor, need to Clear and start again.

-        When a Vendor is entered, a table appears on the right with all the contact information entered on the Vendor Profile.

 

Ship To:

-        Optional.

-        If Shipping to the Dealership, enter the Dealership ID.

-        If Shipping to the Vendor, enter the Vender ID.  Make sure the Vendor’s complete address is on file before drop-shipping.

-        Either type in the Vendor Ship To Code, if known, or click on the Underlined link to see all existing Vendors in the system, and choose from the Table.

 

Tax Code:

-        Will default from the Vendor ID, if set up.

-        Can change by choosing another Tax Code from the dropdown.

-        If proper Tax Code is not showing, must be added to the Tax Table (System Admin – Configuration – Tables – Tax – Codes) and then added to the Product Profile.

 

P.O. Date:

-    When New is clicked, automatically defaults to the current date.  

-     Can be overridden by either manually entering the Date (M/D/Y), typing the alphanumeric version (Sept 10 will put in 09/10 and the current year), or using the Calendar Icon to bring up the Calendar and choose from there.

 

Funds Code:

-        Automatically defaults from the Vendor Profile.

-        Cannot be overridden.

 

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Add Product:

-        If a Product is not in the system, can click this Button to add a New Product.

-        An empty Product Profile window will appear.  Fill in the pertinent information (see Section on Parts Profile).

 

Our Product No.:

-        Type in the Product Number, if known.

-        If unknown, click the Underlined Link and choose from the Table.

-        Only parts for this Vendor, as set up in the Vendor’s section of the Parts Profile, will show in the Table.

 

 

Their Prod. No.:

-        Defaults from the Parts Profile.

-        Cannot be overridden.

 

Description:

-        Defaults from the Parts Profile.

-        Can be overridden.

-        Alphanumeric.

-        Unlimited Space.

 

Quantity:

-        Defaults from the Parts Profile.

-        Can be overridden.

-        Alphanumeric.  Must be numeric only to be added into the P.O. Total.

-        Unlimited Space.

 

Puom Cost:

-        Per Unit of Measure Cost.

-        Defaults from the Parts Profile.

-        Can be overridden.

-        Unlimited Space.

 

STP:

-        Stock to Purchase.

-        Defaults from the Parts Profile.

-        Numeric only.  Must enter a number or an Error warning will appear.

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-        Number cannot be negative or 0 or an Error warning appears.

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Extension:

-        Qty * Puom Cost OR STP * Puom Cost 

-        Cannot be overridden.

 

 

Cust. ID:

-        Fill in if this is a Special Order for a Customer.

-        Leave Blank if this is for your Dealership.

-        Type in the Customer ID.

-        If unknown, click the Underlined Link and pick from the Table.

 

Reference ID:

-        May be blank.

-        Only used on PO created from Special Orders.  Shows the Order Number to which the PO is linked.

-        Cannot be edited.

 

View Cust.:

-        Click on the light green field to show Customer Profile for whom this order was created.

-        Only interactive if a Customer ID is showing in the Cust. ID field.

 

Comments:

-        Can type in a comment if special instructions are needed.

-        Freeform.

-        Alphanumeric.

-         Shown at the bottom of the Invoice.

 

Shipping/Handling:

-        Enter the Shipping/Handling Charges, if applicable.

-        Numeric only or will receive an Error warning.

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-        Cannot be negative or will receive an Error warning.

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Discount/Surcharge:

-        Numeric only or will receive an Error warning.

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-        Can be positive, negative, or 0.00.

-        This is a dollar amount not a percentage.

-        Negative amount is a Discount.

-        Positive amount is a Surcharge.

 

Tax Code/Tax Amount:

-        Calculates the Tax amount based on the TX Code entered on the PO.

-        P.O. Total + Shipping/Handling + Discount/Surcharge * Tax amount.

 

P.O. Total:

- Total Extension + Shipping/Handling + Discount/Surcharge + Tax Amount.

- Calculated automatically.

- Cannot be overridden in this field.

 

Submit:

-        Submits any New information to the system.

 

Clear:

-        Clears the screen.

-        If any new information is not submitted forst it will be lost.

 

Delete:

-        Deletes the PO from the system.

-        All information is lost.

 

Print:

-        Prints the PO.

-        If this is a new PO, it must be submitted before the Print Button is enabled.

-        Any new information must be submitted before the Purchase Order can Print.  If it is not, an Error warning will appear.

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-        Once printed, no more parts can be added.

 

Save As Std PO:

-        A template to be used for future purchase orders.

-        If your dealership regularly orders the same parts from the same vendors, this feature can save you a bit of time.

-        Instead of clicking Submit, click Save as Standard.

-        Dealership will save the purchase order as a Standard PO.

-        To use a Standard PO, open the Update PO screen and click New. Enter the Vendor Code and click Standard PO. The standard PO for this vendor will load. Make any necessary changes and click Submit.

Purchasing – Process PO – PO Receive

Receive against an outstanding PO.

 

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Purchase Order: 

-        Type in the PO number or click on the Underlined link to see all existing POs in the system, and choose from the Table.

 

Store:

-        Store ID automatically fills in upon opening window.

-        When retrieving from the PO Table, User must have access to this store in order to receive against any PO’s.  If User does not access, an Error warning appears.

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Vendor Code:

-        Automatically fills in upon entering PO number.

-        Cannot be overridden in this window.

 

Vendor Name:

-        Automatically fills in upon entering PO number.

-        Cannot be overridden in this window.

 

Receiving Date:

-        Show’s Today’s Date.

-        Can be overridden by either manually typing in the Date (M/D/Y) or using the Calendar Icon.

 

Date Printed:

-        Shows Date PO was printed.

 

Funds Code:

-        Automatically fills in upon entering PO number.

-        Cannot be overridden in this window.

 

Ship To ID:

-        Automatically fills in upon entering PO number.

-        Cannot be overridden in this window.

 

Our Prod No:

-        Automatically fills in from PO.

-        Cannot add any other products to the Receiving PO section or will receive an error.

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-        Cannot change the Product No or will receive an error.

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Their Prod No:

-        Fills in automatically from PO.

-        Alphanumeric

-        Can be overridden.

 

Description:

-        Fills in automatically from PO.

-        Alphanumeric

-        Can be overridden.

 

Purchasing UOM:

-        Fills in automatically from PO.

-        Cannot be overridden.

 

List Price (Update):

-        Fills in automatically from PO.

-        Numeric.  If an alpha is used will receive an Error message.

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-        Can be overridden.

-        If Update is checked, and the Price is changed, it will automatically be Updated on the Parts Inventory window (Inventory – Parts – Update – Parts Update).

 

PUOM Cost (Update):

-        Fills in automatically from PO.

-        Numeric.  If an alpha is used will receive an Error message.

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-        Can be overridden.

-        If Update is checked, and the Price is changed, it will automatically be Updated on the Parts Inventory window (Inventory – Parts – Update – Parts Update).

Qty:

-        Quantity of Product from the PO.

-        Can be overridden.

-        Numeric.

 

Rec’d:

-        Two ways to put in Received  quantity;

o   Manually type in the amount.

o   Click the underlined Rec’d link and the Received is automatically updated with the Quantity amount for all rows.  If all or most of the received amount is the same as the quantity this is the faster way.  Any lines that differ can be manually changed.

-        If the product is a special order for a customer, a pop up will appear to advise you of the customer name and telephone number.

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Order Filled:

-        Defaults to No before anything is filled in.

-        If all products have been received, defaults to Yes.

-        If the Received amount is less than the Quantity, the dropdown remains as No.

-        Can change to Yes if the product will not be Backordered.

 

Cust ID:

-        If this is a special order for a customer, the Customer’s ID will show in this field.

-        Clicking in this field will show the Customer’s information.

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# of Barcodes:

-        Put in the number of barcodes that need to be printed.

-        Rec’d * STP.

-        Can be manually changed.

-        Must be numeric or will receive an Error warning.

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STP:

-        Stock to Purchase.

-        Defaults from the Parts Profile.

-        Numeric only.  Must enter a number or an Error warning will appear.

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-        Number cannot be negative or 0 or an Error warning appears.

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-        Designates how many items go into Stock when inventory arrives.

 

Shipping and Handling:

-        Can add Shipping and Handling costs here.

-        Number must be positive and greater than 0 or an Error warning appears.

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-        If Taxes apply to the shipment, they will be added to the Shipping and Handling charges.

-        The amount is added to the P.O. Total.

 

Tax Codes/Tax Amounts:

-        Calculated from the Tax Code set in the PO Update.

-        Tax Codes will show the type of Tax Code used, and Tax Amounts will show the amount.

 

P.O. Total:

- Net Amount + Shipping/Handling + Tax Amounts + Discount/Surcharge

 

 

Update:

                  Part Costs:

o   Automatically checked if PUOM Cost (Update) is checked in the Product Section.

o   Unchecking one will uncheck the other.

 

Part Prices:

o   Automatically checked if List Price (Update) is checked in the Product Section.

o   Unchecking one will uncheck the other.

 

Submit:

-        Enters the Products into Inventory.

-        A pop up will appear asking if an Invoice needs to be created (Option in the system.  May not appear).

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-        If Yes is chosen, another pop up appears asking to edit the Invoice.

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o   An AP Invoice Maintenance appears for editing.

-        If No is chosen, the following pop up appears to print product labels.

         

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o   If Yes is chosen, the labels will appear in a Report to be printed.

o   If No is chosen, the Purchase Order is updated.

 

-        Inventory is increased.

-        G/L Transactions are not created until the A/P Invoice is received and updated.

 

 

 

 

 

 

Purchasing – Process PO - Receive Product

 

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-        Use this screen if a PO has not been entered for the Product being received.

-        Updates Products individually, not an Invoice.

 

Product ID:

-        Enter the ID manually or click on the Underlined link to choose from the Table.

 

Invoice No.:

-        Optional.

-        Cam enter number if an Invoice was sent with the Product.

 

Date Received:

-        Defaults to the current date.

-        Can be changed by typing in manually or using the Calendar icon.

 

Vendor Code:

-        Primary Vendor will appear as set on the Parts Update window.

-        Can change by either typing in the correct Code or by clicking the Underlined link and choosing from the Table.

-        Must be a Vendor that is listed for that part on the Products Update screen or will receive an Error message.

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Description/UPC Code/Price/Store/Product Class/Location/Stocking UOM/Current On Hand Quantity/ Last Received/Average Cost:

-        Fill in from the Products Update Profile.

-        Information only.

-        Cannot be edited in this window.

 

Quantity to Add:

-        Enter the number of individual products received and to be stocked, not the Purchasing UOM.

-        If one box of the product is received with 10 items in that box, enter 10, not 1.

 

Cost:

-        Per Product, not the total amount.

 

Submit:

-        Saves the information.

-        Updates the Inventory.

-        No GL transactions are created.

 

Clear:

-        Clears the screen of any added information.

-        If new information has been entered and not submitted, no information will be saved or updated.

 

Print Label:

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-        Barcode Printer:

o   If the correct Printer is not showing, click on the Underlined link and choose from the Table.

-        Preview before printing:

o   Uncheck of no preview is necessary.

-        Number of Labels:

o   Enter the number of labels that need to be printed for that Product.

-        Print Part Prices:

o   Uncheck if do not want Prices on the Label.

 

 

 

Inquiries and Reports

 

Sales – Parts – Reports – Outstanding Retail Orders

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-        If fields are blank, a list of all Outstanding Orders will show.

 

Purchase Order:

-        If looking for a specific Order, either enter manually or click the Underlined link to choose from the Table.

-        If left blank will show all Orders.

 

Product Number:

-        If looking for a specific Product, either enter manually or click the Underlined link to choose from the Table.

-        If left blank will show all Products.

 

Print:

-        Prints a report as per the parameters selected.

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Inventory – Parts – Reports – Inventory Activity

-        Can search by All Parts, a specific Part, Product Class, or Transaction.

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From/To Date:

-        Defaults to the current month range.

-        If not the required date range, either manually enter or use the Calendar icon to change.

 

Product Number:

-        Manually enter or use the Underlined link to choose one Product from the Table.

-        Leave blank to show all Products Activities.

 

Product Class:

-        Manually enter or use the Underlined link to choose one Product Class from the Table.

-        Leave blank to show all Product Classes Activities.

 

Source Transaction:

-        Use dropdown to choose one Transaction Type from the List.

-        Leave as is to show all Transaction Types.

 

Ref #:

-        Enter to look at just one Reference type (Invoice number, WO number, Sales number, etc.).

 

Sort Options:

-        Use the dropdown to decide how the information is to be sorted.

 

Submit:

-        Brings up the information as requested by the Search parameters entered.

-        Can drill down for further information by clicking on a Product or Reference field in the pop up.

Inventory – Parts – Reports – Listings – Std. Parts

-        Leaving any fields blank will show all information for that Search Parameter.

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Inventory – Parts – Reports – Ordered Prod. – Reorder

-        What parts need to be re-ordered.

-        Enter the Vendor Code or click the Underlined link to choose one from the Table.

-        Leaving blank will show all Vendors.

 

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Inventory – Parts – Reports – Consumption

-        Leaving the From Date blank will show all information.

-        Can narrow down the search by entering a From Date.

-        Can be used if Min and Max Levels are not set on the Parts Profiles.

 

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