PURCHASING MODULE

pc/MRP Purchase Order Main Menu

7.1.1 Overview

pc/MRP's Purchasing Module allows users to enter, edit, print out Purchase Orders and reports. In addition reports can be sent to disk and POs can be faxed directly from the 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 Inventory 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)

· From the Main Menu, select "Purchase".

• From the Purchasing and Returns to Vendor Menu, select "New (Add A New PO)"

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.

Note: (at the lower left-hand corner) the Vend Address and Part number check boxes are activated (with check marks). This indicates that the screen is set to look up address and part information from the database. The "Vendor Acct #" and "Part #"fields are always linked to the Address Book and Part Master. This means that the entries to these two data fields must be valid numbers contained in the Address Book or the Part Master. .

Step 1: Select Part

Parts can be selected by using Auto Look-Up or Sale Import.

Auto Look-Up:

• Place the cursor in the Part # Field, Description Field or Manufacturer Field.
• Type in the first few characters of the part #, part description or manufacturer.
• A list of parts matching the characters (that you have entered) will appear.
• Scroll to the desired part and hit [Rtn] or double click. All the necessary part information (including part #, description, model #, PO unit, cost/unit, and manufacturer) will be entered automatically. A list of the primary vendors for that part number will be displayed. See the next figure. By pressing F1 after a part has been entered users can view the inventory data screens for that part.

Sale Import

• Click the Sales Import Check Box and the window showing the Sales Data File will appear.
• Select the desired part and all the necessary part information, including part #, quantity, description, model number, PO unit and manufacturer, will be entered automatically. A list of the primary vendors for that part number will be displayed. See the next figure.

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:

• Once you have selected a vendor from the list shown above the Address, Terms, Tax Rate, Trade Discount and Account Number will be entered automatically.

Step 3: Enter Quantity

• Type in the quantity. Unit and pricing data will be updated automatically. If there is a price/quantity break, the price data will be different for different quantity levels. Please note, if you enter the qty first and then the part number or description, pc/MRP will highlight the vendor associated with that price quantity break, provided option 42 in the Configuration/Settings and Utilities menu is set to "PO cost based on vendor price list" and not "Last PO Cost" or "Average Cost."

Step 4: Enter the Remaining Information

By Example:

• The Date Required
• The Related Document Number (related sales order or contract #)
• The Contact (This field will automatically be populated from the Address book contact field or can be manually overwritten.)
• The PO Placed By (This field will be populated by the buyer per inventory part. If the buyer is empty it will be populated by the user login. This field can also be manually overwritten.)
• The D.O. Rating (Department of Defense Rating).  This is used to help determine the priority of defense contracts.
• The Freight Amount
• Up to four lines of Comments.

Step 5: Add Another Line Item if required

o Click "Add" and a new Purchase Order Screen (with Vendor data already entered and the Part Number button activated) will appear.

o Enter the appropriate part data.

Step 6: Save the Purchase Order when finished

• When you are satisfied with the all the entries, click "Finished" to save.

Note: pc/MRP will check all the data validity. If the Vendor Account # or Part Number is not valid (cannot be found in the Address Book or Part Master), the user will be prompted to take corrective actions. If the Purchase Order is for a non-standard part, enter "NA" in the Part # field and pc/MRP will not check the Part Master.

• When you are finished you also have the opportunity to print, display, send to e-mail, or send the purchase order to an HTML document to attach the purchase order to an e-mail. Through the use of programs like WINFAX users can also directly fax from pc/MRP. Furthermore, if the flag file POMAILLB.FLG exists an address label for the vendor on that purchase order will automatically be created from the CUSADR*.LBX or the CUSTADR*.LBX.

Note: If you send an e-mail directly from pc/MRP we use MS Outlook. The e-mail address in MS Outlook will automatically be populated from the e-mail entry in the pc/MRP Address Book. If you create an HTML document, you can save this document and attach the purchase order to an e-mail created in your existing e-mail program.

7.1.3 Functions of the Purchase Order Screen

Select Manufacturer

• To change the manufacturer, click the Manufacturer Check Box and select the alternate manufacturer:

Review The Items Already Entered

• Click "Back" and the last item screen will appear,
  or
• Click "Jump To" and a list of all the line items will appear.
• Select the one you want to review.

Delete A Line Item

• Click "Jump To" and select the line items that you want to delete.
• Click "Delete". (The item will still be showing on the screen, but will not be saved upon exit to the Main Menu.)

Undelete A Line Item

• Click "Jump To" and select the line item that you want to undelete.
• Click "Undelete" and the item is active again.

Duplicating A Line Item ( V6.57D and up)

• Click "Clone" and the Item Cloner window will appear.

• "Number of clones to create" means the number of line items to be added to the PO for the same part in addition to the current line.
• The number entered into the "Every'" box will be activated only when the "Date REQ" field on the PO entry screen has a valid delivery date.
• Enter the desired parameters and click "OK"
• Clicking "Cancel" will return to the PO entry screen without adding any line items.

Adding Line Item With Different Quantity For Each Delivery

• Click "Breakdown" and the following window will appear.

• On the top of the window is the part that you are ordering, followed by the total number of parts you have entered in the PO entry screen.
• Enter the number of parts and the delivery dates in the highlighted columns.
• As the numbers are entered, the "Accounted for" will increase to reflect the total that has been entered so far.
• The "Still needed" indicating the number of parts left. It will become zero when all the required number of parts have been entered with delivery dates.
• Click "OK" when all the entries are done. Note: if the total of all the deliveries does not match with the number entered in the PO entry screen, a warning will appear.

• Select "OK", pc/MRP will accept all the deliveries entered and discard the original quantity entered in the PO entry screen. Click " Correct" to go back to the Breakdown window to correct the entries. Click "Abandon" will discard all the entries and go back to the PO entry screen.

The Options Button

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.

• The Whole Database (default setting)-- The window (e.g. Address Book) will contain the whole database starting at the first matching name. By scrolling up and down, every entry of the database can be displayed. This is the fastest look-up method.
• Starts with Entered Characters -- The window will only show the entries starting with the characters entered in the data field.
• Contains Entered Characters -- The window will show all the entries as long as they contain the characters entered. This is the most versatile look-up method but is also the slowest of the three methods with large database.
• Always Look-up pricing info
  When clicked, the pricing will always be looked up even when then quantity is edited.
• Resort the Order Items
  When clicked, the Items Number will be sorted in ascending order.
• Update all Header Information
  When this option is activated, the header information (the customer information) will sync with the selection (one of the three listed)
• Mailing Labels
  The Mailing Labels button will allow you to create shipping labels for this purchase order.

7.1.3 Edit/View A Purchase Order

• Select View/Edit from the Purchase Order entry screen.
• The "Scroll the Purchase Database file" window will appear as shown:
• 

• Select "View" or "Edit" and hit "OK".
• From the Scroll Window, select the desired line item of the Purchase Order.
• The PO Data Entry Screen with the selected line item will appear and be ready for modification.
  Choosing the single review type will bring only the PO item selected up for viewing/editing, while the multiple option will bring up the entire PO.
  Note: Adding a new item to an existing PO can only be done with the multiple review type.

All the buttons (of this screen) function exactly the same as described in "Enter A PO" section
and the following items have been added:

C/O# field -- This field is for the change order #.
Received field -- Cumulative quantity received
Rejected field -- Cumulative quantity rejected (must be added manually)
Date Rcvd field -- Date received; if there are multiple shipments, this indicates the date of the most recent shipment.
Time Recd field -- Time received; if there are multiple shipments, this indicates the time of the most recent shipment.
Ontime Del field -- If any delivery is late, this field will show "N".
Logbook button -- Clicking this button will open a text file related to this PO. There is a single logbook file for the entire PO.

• If "Edit" is selected, you can:
  Modify the information on the current screen
  Add a line item (when on the last item number of the PO)
  Delete -- Marked for deletion. See 7.1.7 for removing the record from the disk.
  Undelete
• If "View" is selected, any modification to the Purchase Orders will not be saved.

If you edit a quantity in the PO quantity you must also edit the onorder quantity in the inventory file. If you do not want to edit the on order quantity in inventory, the "Audit Purchase Order" option will automatically correct the onorder quantities inventory 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.

For dot matrix printers

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.

For laser printers

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 pre-collated 8-1/2" X 11" paper. It comes in sets per package.

Example Purchase Order is shown below, it can be faxed, printed or displayed using pc/MRP's Windows print functions.

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:

All PO records (purlog.frx and custpo*.frx with purchase.dbf)
All PO records for a product code
All PO records for a part number
All PO records for a vend/cust account #
All PO records for a document/contract #
All PO records for a div/dept
All PO records for a model number
All PO records for a serial number
All PO records for a purchase order number
All PO records for a purchasing agent
All PO records for a debit/charge #
All PO records for a requester
MRP report (all parts required to be ordered) (lgparreq.frx with partmast.dbf)
ISO 9000 Vendor Performance report
All PO records for a PO Request #.

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:

All records regardless of time period
Records entered during a specified time period
Records due during a specified time period
Records exactly 30, 60, and 90 days old

Any of the above can include:

All open and closed records
Open records only (total quantity not received, Complete # Y)
Closed records only (quantity received, Complete = Y)
Overdue records only

Any of the above may be sorted by:

Purchase Order Number

Part number (faster no re-indexing)
Part number
Account number (faster no re-indexing)
Part number root

Date entered
Division
Document/Contract #
Date due
Model number
Product code
PO number
Debit/Charge #
requester

The report output options include:

Displayed on screen
Printed in narrow carriage format
Printed in wide carriage format
Sent to an ASCII text file
HTML file

Sent to a XLS file
Sent to a DBF file

If the Database, Comma Delimited, or ASCII output options are chosen, pc/MRP will create a file of that type which contains all of the raw data used by the report. If you have the Windows Generic Print Driver installed, you may select one of the Print output options. Then select Print to File to generate a text file, which mirrors the actual report. Any portion of the printed report, which normally appears in bold, will be included in the text file three times. You may edit the report forms to remove the bolding and prevent the duplication. See Configuration, Settings & Utilities, option 24.

The report format options include:

Standard format
Custom format (see custom report section)

7.1.5a ISO 9000 Vendor Performance Report

The ISO 9000 Vendor performance report allows end users to track their vendor’s 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 vendor’s performance.

7.1.5b Purchasing MRP Reports

The MRP Report in Purchasing can use one of two methods to determine the purchasing requirements. Both methods utilize the screen below.

MIN/MAX

The first method, is the MIN/MAX selection. This reports all parts under the minimum quantity allowable. The minimum quantity for each part is entered into the Inventory 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 Inventory Database File and should be set at some level higher than the minimum quantity.

Consolidated Purchasing Report

The second method, Consolidated, provides the exact amount of parts required to be ordered to meet the demand driven by sales orders and/or work orders. The consolidation report first zeros out all on order and on demand quantities in inventory and updates these fields representative of open purchase orders and sales/work orders. It then compares what is on demand from open sales/work orders with what is on order, in WIP, on hand (finished assemblies, sub assemblies, and minimum stocking levels). Consequently, the quantity required is calculated as described below.

MINQTY+ONDEMAND-ONORDER-(THE SUM OF THE STORAGE AREAS CHOSEN)

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 cannot 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. 

The Consolidated Purchasing Report can be ran several different ways. Users can include or exclude sales orders and or work orders as well as all inventory locations. (Users must keep WIP checked to run this MRP.) Users can also select to Print Trace Calculations. This is a detailed report that explains exactly where and how demand for each part is driven. Do not printout and trace the calculations unless you disagree with the MRP results. The Consolidated Purchasing Report can also be sorted several ways and the output can be set to display, print, or several different file types.

Example, Narrow Carriage Purchase Order Report Format

After the consolidated report has been generated, pc/MRP offers an Excess Inventory report.

This new report can include:

• All parts
• Only parts without requirements
• Parts with more On-Hand than required
• Both: Parts without requirements or more onhand than required

It can be sorted by:

• Part number
• Description
• Model number
• Manufacturer

It will also provide the Average or Standard cost of the excess inventory

The user will be given the option to automatically generate Purchase Orders based on the consolidated shortage report. If this option is selected, a Purchase Order will be created to the primary vendor for all requirements. All the Purchase Orders that were generated may then be printed. If the program is unable to create a Purchase Order item for a requirement, an error report describing the error(s) will be available.

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 14.11.1, Debit Memo Module.

7.1.7 Audit Onorder Quantities

Zeros out the onorder quantity in inventory 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 inventory quantities. This option will also display non-existent PO dates and part numbers that do not exist in inventory.

7.1.8 PO Log Book

This feature can be used to record conversations or commitments pertaining to each PO. The Windows version of pc/MRP uses generic ASCII text files.

7.1.9 Index

Re-indexes 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.