pc/MRP Purchase Order Main Menu
7.1.1
7.1.1 Overview
pc/MRP's Purchasing Module allows you to enter, edit, print out Purchase Orders and reports. In addition reports can be sent to disk and POs can be faxed directly from your PC (requires FAX/modem card ). Address and part number information can be scrolled and imported from their respective modules. Entering a PO automatically increments the on order quantity in the Partmaster File. Over 100 different reports can be generated including Consolidated Order Requirements, All Overdue Purchase Orders, All Purchase Orders for a Month, and Purchasing History Reports. Each Purchase Order can contain up to 9999 line items. Each line item can be taxable or nontaxable, have its own due date and discount.
7.1.2 New (Enter A Purchase Order)
The PO Data Entry Screen will appear with the next available PO number and Date as shown below. You can overwrite the PO number with your own PO number. However, the PO number should consist of only numeric characters with leading zeros. pc/MRP is unable to increment alpha characters.
Parts can be selected by using Auto Look-Up or Sale Import.
Auto Look-Up:
Sale Import
Except the part #, all the other information can edited by the user. If the part # is changed manually, all the associated information will be changed to match with the new part #. The entry to the Part # Data Field must be a valid number contained in the Part Master. If the PO is for a non-standard part, use "NA" for the Part # and pc/MRP will not check the Part Master.
Step 2: Select Vendor:
Step 3: Enter Quantity
Step 4: Enter the remaining information
Step 5: Add Another Line Item if required
Step 6: Save the Purchase Order when finished
7.1.3 Functions of the Purchase Order Screen
Select Manufacturer
Review The Items Already Entered
Delete A Line Item
Undelete A Line Item
Duplicating A Line Item ( V6.57D and up)
Adding Line Item With Different Quantity For Each Delivery
The selections of the "Auto Look-Up Returns will determine what appear in the customer list and the part number list during the selecting customer and selecting parts operations.
7.1.3 Edit/View A Purchase Order
If you edit a quantity in the PO quantity you must also edit the onorder quantity in the partmaster file. If you do not want to edit the onorder quantity in the partmaster, the "Audit Purchase Order" option will automatically correct the onorder quantities in the partmaster for all open purchase orders.
pc/MRP prints out the vendors address from the first line item.
To add an additional line item to an existing PO, select the "Add" button while on the last current item number of the PO.
If you make a change to the header information while editing, you can quickly propagate that change to the header of the remaining items. Just press the Options button and select the "Update All Header Information" check box. Then, select which item is to be used as the header template.
The Complete, and Qty Received Fields are displayed only in the edit mode and are filled in automatically when the items are received. The Qty Received Field contains the accumulative amount received. pc/MRP uses the Complete Field to determine if a record is overdue, open or closed. A Y in the Complete Field marks the record as closed (the original quantity ordered for the line item has been received).
pc/MRP for Windows uses the delete/undelete buttons in the data entry screen to mark purchase order line items for deletion and undeletion. Once the record has been marked for deletion, return to the menu and select REMOVE ALL DELETED RECORDS FROM DISK AND REINDEX.
7.1.4 Print (Display/FAX A Purchase Order)
This option will print/display/FAX a purchase order (po.frx,pob.frx). See section 15.4.1 to create a custom purchase order form (cpo.frx).
Each PO can contain up to 9999 line items. Each line item can have its own delivery date allowing you to track blanket orders with multiple delivery dates. Each line item can have its own tax and discount rate.
Each line item can have up to four lines of Comments.
Up to eight lines of Notes can be added to all Purchase Orders by using the configuration Menu's Add Boiler Plate Option.
Purchase orders may be folded in third and placed in the double window envelopes listed below.
Purchase orders may be FAXed with a FAX/Modem by selecting the FAX/Modem driver instead of the default printer driver. Purchase orders can also be e-mailed.
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You can order pc/MRP's two part (5K-2990-2), three part (5K-2990-3) or four part (5K-2990-4) carbonless forms and matching double window envelopes (5K-DW3787) from Rapid Forms, telephone number 1-800-257-8354. Be sure to give the Rapid Forms Operator pc/MRP's Keycode Number C20100. |
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You can order the 3 part NCR carbonless paper by calling JC Paper in Mt. View, CA at (650)965-0983. Ask for the zero-form, straight sequence 3 part NCR precolated 8-1/2" X 11" paper. It comes in sets per package. |
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Example Purchase Order is shown below, it can be faxed, printed or displayed using pc/MRP's Windows print functions. 
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7.1.5 Reports (Printout/Display Purchase Order Reports)
Allows you to print out or display various reports from the Purchasing
Database File. See section 15.4.1 to create custom reports. Your standard
report options are as follows:
Any of the above can include the following:
Matching Exact: This selection allows you to find purchase orders by using the exact, product code, part number, vend/cust account #, document/contract #, div/dept, model number, serial number, PO number, purchasing agent, debit/charge #, requester, or MRP report. It will display/print/send only those records.
Matching Partial: This selection allows you to find purchase orders by using a partial description of the, product code, part number, vend/cust account #, document/contract #, div/dept, model number, serial number, PO number, purchasing agent, debit/charge #, requester, or MRP report. It will display/print/send all POs matching the partial description.
Any of the above can include:
Any of the above can include:
Any of the above may be sorted by:
The report output options include:
The report format options include:
The ISO 9000 Vendor performance report allows end users to track their vendors performance and reliability. This report is automatically generated by using information compiled within the purchasing and receiving modules of pc/MRP. This report further allows the end user to grade vendors and define a course of action based on the vendors performance.
The MRP Report in Purchasing can use one of two methods to determine the purchasing requirements.
The first method, pc/MRP's Under Minimum Report reports all parts under the minimum quantity allowable. The minimum quantity for each part is entered into the Partmaster Database File and should equal the quantity used per week x lead time in weeks x your safety factor. The maximum quantity for each part is entered into the Partmaster Database File and should be set at some level higher than the minimum quantity.
The Under Minimum Report will print out all parts whose onhand quantity is
less than its minimum quantity. The quantity required number printed out in this
report is equal to:
The second method, pc/MRP's Consolidated Purchasing Report, provides the exact amount of parts required to be ordered to meet the sales commitments. The consolidation report first zeros out all on order and on demand quantities in the partmaster. It then replaces the on order and on demand quantities in the partmaster based on the open PO and sales/work order quantities in the purchasing and sales/work order files. It then compares what is on demand from open sales and work orders (include work orders if you are using them to build to stock) with what is on order, in WIP, on hand (finished assemblies, sub assemblies, and minimum stocking levels. If there are not enough finished assemblies and sub assemblies to fill the open sales and work orders pc/MRP will use the BOMs to determine which parts need to be ordered. The report lists parts to be ordered for assemblies. It does not list sub-assemblies as they can not be ordered. The Consolidated Purchasing Report will tell you what to order but not when to order. Software Arts offers an optional Infinite Bucket module that allows MRP reporting in much more detail. This is covered in chapter 16.3.1 in the manual. dates.
The Consolidated Purchasing Report will provide a printout of all parts required to be ordered sorted by vendor (sometimes called a buy list). Prior to initializing the report, pc/MRP will ask if you want to "Printout and trace calculations?" When selecting the consolidated report, you will have the capability to alter the report parameters. You can select the inventory areas to include in the calculation. By default, only the primary stores and WIP areas are selected for consideration. You also have the option to consider only sales orders or only work orders. By default, both sales and work order are considered. You will also have the option to "Printout Trace Calculations". If selected, pc/MRP will provide a printout of all the calculations it made so that you can trace back on paper how pc/MRP arrived at its buy list printed out at the end of the report. Do not printout and trace the calculations unless you disagree with the results. Next pc/MRP will ask if you wish to include quantities in WIP to fill the orders. Answer Y to this question otherwise pc/MRP will not count what you have already purchased and issued to manufacturing as items available to fill outstanding orders. The last question asks, "Include demand from work orders?". Answer Y if your company builds to stock and you wish to cover items to be purchased for outstanding sales orders and manufacturing work orders. Answer N if you are using manufacturing work orders to build assemblies for existing sales orders. If you do not use work orders it doesn't matter if you answer Y or N.
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Example, Narrow Carriage Purchase Order Report Format
Page No. 1 ALL PO RECORDS BY PO NUMBER
04/20/94
ITEM PO DATE DESCRIPT PARTNUMBER VENDACCT DUE DATE UNIT ORDER QTY TOTAL BAL DUE
COST QTY RECVD VALUE
PO NUMBER 000019
0001 01/15/94 BEARING 3" 000000001 ULT01 01/30/94 5.0000 5.000 4.000 25.00 5.00
0002 01/15/94 SPOKES SS 000000002 ULT01 01/25/94 0.0150 1000.000 1000.000 15.00 0.00
**Subtotal** 40.00 5.00
PO NUMBER 000020
0001 01/16/94 WIDGET 2" 000000005 GEN01 02/30/94 5.1000 10.000 10.000 51.00 0.00
0002 01/16/94 SPOKES SS 000000002 GEN01 02/30/94 3.0000 100.000 100.000 300.00 0.00
**Subtotal** 351.00 0.00
** Total **
391.00 5.00
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After the consolidated report has been generated, pc/MRP offers an Excess Inventory report.
This new report can include:
It can be sorted by:
It will also provide the Average or Standard cost of the excess inventory
7.1.6 Return items to a vendor (Debit Memo)
A debit memo is issued to a vendor to cover returned goods, pricing errors, freight charges, etc. You can think of this as an option to enter a negative receiver (a receiver for a negative quantity). Accountants refer to this type of transaction refer to this as a debit memo transaction.
This selection allows you to enter a debit memo. pc/MRP will issue you the next available receiver number (essentially you are entering a negative receiver), a PO number of "NONE" and a line item number of "00DM". Enter the part number and quantity you are returning. You will notice the quantity has been converted to a negative number.
Debit Memos can be created to debit specific receivers or be created as a stand alone debit memo not related to any specific receiver as illustrated below:
If you do not wish to issue the debit memo for a specific receiver, accept the next available receiver number, PO number "NONE" and line item number "00DM".
If you wish to take a credit against a specific receiver, enter the debit memo, accept the next available receiver number, PO number "NONE" and line item number "00DM". Once you have finished entering the debit memo go back and edit the debit memo. Change the receiver number to the receiver number you wish to attach the debit memo to. Enter the original PO number and leave the line item as "00DM". Once you are finished you can reprint the receiver and the debit memo will be attached as part of the receiver.
Additional information on debiting and crediting a debit memo in the general ledger can be found in Chapter 14.10.1, Debit Memo Module.
7.1.7 Audit Onorder Quantities
Zeros out the onorder quantity in the partmaster and then replaces the
on order quantities with the on order quantities from all open POs. If
several purchase order quantities are edited this option will automatically
correct the partmaster quantities. This option will also display non existent
PO dates and part numbers that do not exist in the partmaster dbf file.
7.1.8 PO Log Book
7.1.9 Index
Reindexes the Purchase Order File.
7.1.10 Remove Marked Records
Removes all Purchase Orders marked for deletion from the disk. The
records will no longer be recoverable.
7.1.11 Remove Over X Years
Deletes and removes from the disk all Purchase Orders that have a PO
Date of over a specified number of years old. Prior to running this command,
it is advisable to save the Purchase Database File to disk and label it
"Purchase DBF as of mm-dd-yr". You should also generate a printout
of the file prior to closing it out.
