Purchasing Module

7.1.1 Overview

The Purchasing Module allows users to enter, edit, and print out Purchase Orders and reports. In addition reports can be sent to disk and POs can be emailed and or faxed directly from the PC.   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.

7.2.1  Enter a new purchase order step 1, select Purchase, New

From the Main Menu shown above, select "Purchase" and “New”.  The PO Data Entry Screen shown below will appear with the next available PO number and Date as shown below on the following page.    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.    You can prevent the PO numbers from being edited with Option 74 in Settings and Utilities.

7.2.2 Enter a new purchase order step 2, enter the quantity

Enter the quantity first, this will allow pc/MRP to highlight the vendor with that best price for  that  quantity, 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."

If no vendor cost exists or the vendor is not listed for the part, Standard cost is used.

7.2.3  Enter a new purchase order step 3, select a part number

Place the cursor in the Part # Field, Description Field, or Manufacturer Field.   Type in the first few characters of the part number, 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.

7.2.3 Enter a new purchase order step 4, select a vendor

Select from a list of primary vendors for that part number.   The vendor with the best price at for the quantity listed will be highlighted.   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.

7.2.5  Enter a new purchase order step 5, enter remaining information

• The Date and Time Required.  pc/MRP will compare the date and time required with the actual date and time delivered when generating ISO 9000 Vendor Performance Reports.   Use Configuration, Settings and Utilities, Option 85 to set the allowable days early and late.
• 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
• Unlimited lines of Comments.
• Check the Confirmed Check Box when the customer has confirmed that he has received the PO.
• You can change the Manufacturer and Model Number by checking the Pick Manufacturer Checkbox.
• Enter the ShipVia (UPS, FedEx) and FOB information in the Shipping Information Page.

7.2.6  Enter a new purchase order step 6, add additional line items

To Add another line item click on the Add Button.   Once a new line item is added to the PO you can click on the Back, Next, and Jump To Buttons to navigate to and from line items.   In addition you can Create Part Numbers and Create Addresses on the fly.  You can also add a PO line item from a sales order line item by clicking on the Sales Import Button.

7.2.7 Enter a new purchase order step 7, enter boiler plate notes and review line items

If you want to enter boiler plate notes other than the default boiler plate notes set in option 22 or you wish to review your line items, click on the Items/Notes Button.

7.2.7  Enter a new purchase order step 8, save the purchase order

When you are satisfied with the all the entries, click  on the Finished Button to save.   If the Vendor Account  # is not found in the Address Book Module or the Part Number can not be found in the Inventory Module, the user will be prompted to take corrective action.   If the Purchase Order is for a non-standard part, enter NA in the Part Number field and pc/MRP will not check the Part Master.

7.2.8  Enter a new purchase order step 9, print display email the purchase order

When you are finished, you also have the opportunity to print, display, fax, send to e-mail as HTML or send to e-mail as PDF.   To send to e-mail, MS Outlook, not MS Outlook Express,  must be your default e-mail program.   To send to fax you must install print driver like WINFAX.   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.

7.3.1 Creating blanket purchase orders with the Clone Button

Press the Clone Button to create a blanket purchase orders with even delivery dates and quantities.

7.3.2 Creating blanket purchase orders with the Breakdown Button

Press Breakdown Button to create a blanket purchase order with uneven dates and qtys.

7.3.4 Using the Options Button

The Auto Look-Up Drop Down List Box will allow you to set the look-up method for part numbers and addresses.   

o The Whole Database (default setting) -- The look-up window 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.

Other options on the Option Window include:

• 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.
• Terms and Conditions  – If you are not using the default terms and conditions, Press the Terms and Conditions Button and select which terms you wish to include on this PO.  Terms and Conditions can be created with Option 83 in Settings and Configurations.

7.3.5 Using the Terms and Conditions Button

Pressing the Terns and Conditions Button on the Options Window allows you to select specific terms for this PO.   Terms and Conditions can be created by selecting Configuration, Settings and Utilities, Option 83.    The Terms and Conditions will be created as the last page of the PO.

7.3.6 Shipping Information Page

The Shipping Information Page allows users to enter a different Ship to Address and Tracking Numbers.   The Track Button will track the packages listed in the Tracking Numbers Window.

If you wish to track the packages through pc/MRP, enter  the Tracking Number(s).   When you click the Track Button, pc/MRP will track the package.   pc/MRP will first look to the Ship Via Edit Box to see which shipping vendor (UPS, FedEx, DHL, Postal Service, TNT) to track.   If the Ship Via Edit Box is blank or you used multiple vendors pc/MRP will see if the tracking number is proceeded by UPS:, FEDEX:, DHL:, or TNT: to see which shipping vendor to track.   If all of the above is blank, pc/MRP will prompt you to select a shipping vendor.

7.3.7 Item Information Page

The Standard Cost is inserted from the Inventory Data Base for that part number.   It is used by the Purchase Price Variation Report found in pc/MRP’s Accounting Module to compare with the actual cost on the purchase order.
7.4.1 Select a purchase order to edit

Selecting Modules, Purchase, Edit will display the screen shown below and allows users to scroll, edit, delete, undelete, or run queries against Purchase Order records.

Selecting an Indexed Search allows users to search on indexed fields.  An Indexed Search is much faster than a Queried Search. 

For purchase orders larger than 50 line items, user may opt to select Single for the Review Type.  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.  Adding a new item to an existing PO can only be done with the multiple review type.

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Purchase Order table.  For further details, see chapter 15.14.

7.4.2 Edit a purchase order

Every field in the Purchase Order edit screen is editable.  There are however, several key concepts users must understand when editing.

· If you edit a quantity in the PO quantity, you must also edit the onorder quantity in the inventory file or run one of the Audit OnOrder Quantities.  With pc/MRP version 8.01 and higher pc/MRP will correct the onorder quantity in the inventory file automatically.

· 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.

· 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).  Users should not manually edit these fields unless they wish to close the purchase order or adjust the quantity received.

· Users can use the delete and undelete buttons in the data entry screen to mark purchase order line items for deletion and un-deletion. Once the record has been marked for deletion, return to the menu and select REMOVE ALL DELETED RECORDS FROM DISK AND REINDEX.

7.5.1 Select a PO to Print, Display, E-mail, or Fax

To print, display, e-mail or fax a PO select Modules, Purchase Orders, Print and the screen shown below will appear.

Configuration, Settings and Utilities, Settings

· Option 24 allows you to create custom purchase order forms

· Option 22 allows you to add up to eight lines of Notes to all purchase orders

· Option 83 allows users to add selectable Terms and Conditions for purchase orders

pc/MRP is designed to print out purchase orders on plain paper with a laser or ink jet printer.  If necessary carbonless forms can be obtained as shown below:

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.

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

Purchase orders may be folded in third and placed in the double window envelopes listed below.

7.6.1 Purchase Order Reports

To print or display purchase order reports select Modules, Purchase Order, and Reports.   pc/MRP will display the screen shown below.

Configuration, Settings and Utilities, Option24 allows users to create custom report forms.  See Section  15.4.1 of this manual for instructions on creating custom reports forms.

7.6.2 ISO 9000 Vendor Performance Report 

The ISO 9000 Vendor performance report shown above 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.   The criteria for lateness can be set with Configuration, Settings and Utilities,  Option 85.   Leaving the Vendor ID blank and checking the Partial Match Radio Button will print out a report that includes all vendors.

7.6.3  MRP Report  (All Parts Required)

The MRP Report in Purchasing can use one of two methods, Consolidated (Single Bucket MRP) or Min/Max to determine the purchasing requirements. Both methods utilize the screen below.

7.6.3.1 Min/Max Report

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. This report takes into account the order qty and the on-demand qty for each part and assembly.

7.6.3.2 Consolidated Single Bucket MRP 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.

7.7.1 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" will automatically be inserted into the Debit Memo. 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.

7.8.1 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.

7.9.1 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.

7.10.1 Index

Re-indexes the Purchase Order File.

7.11.1 Remove Marked Records

Removes all Purchase Orders marked for deletion from the disk. The records will no longer be recoverable.

7.12.1 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.