Purchasing Essentials – Procurement and Purchase Orders Presenter: Debra Walke

Agenda  Inventory Re-Order Report  Purchase Requisition  Manually Created  Based on a Request for Price  Generated from a Work Order Quote  Job Take-Off  Setup / Edit Purchase Orders  Purchase Order Report Generator  General Discussion

Inventory Re-Order Report  Procurement can create Purchase Orders based on the Inventory Re-order Report  You must set-up minimums and maximums on your parts so that the re-order report will know the quantity to be ordered

Inventory Re-Order Report  Parts will be ordered to bring quantities up to the identified maximum recorded in the parts master file

Inventory Re-Order Report

 The supplier used is either the first supplier in the inventory master file or selected by the supplier we have checked in the tick box on the right

Inventory Re-Order Report  Edit any of the lines by double clicking  Delete a line by selecting it and clicking Delete  Add an additional line by clicking New  Insert a line by clicking Insert  Clicking Print PO’s will quickly generate all of the Purchase Orders listed

Purchase Requisitions  For manually created orders we select our suppliers and save the Requisition

Purchase Requisitions  To generate RFP’s leave the supplier code blank and click on Set-up RFP’s

Purchase Requisitions  Pick the supplier you want to provide you with a price and click Print

Purchase Requisitions  You can print the RFP or send it by J-Mail

Purchase Requisitions  Insert the prices quoted from various suppliers and track your dates

Purchase Requisitions  Select Use Lowest Price to generate multiple PO’s to the suppliers with the lowest parts prices  Select Use One Supplier to generate one PO to the supplier who has the lowest total price

Purchase Requisitions  Merge the Requisition to generate PO’s the same way as we did for the Inventory Re-order Report

Work Order Quote  We added the ability to create a requisition directly from Work Order Quotations by clicking on Create Requisition  The requisition number created is prefixed with the letter W followed by the remainder of the Work Order Number

Job Take Off  In the Estimates menu in Job Costing, we can create Take-Offs base on our inventory requirements for the Job

Job Take Off  In Procurement we can create batch records and create PO’s based on our selected Take-off

Setup / Edit Purchase Orders  There are several choices available when setting up a PO.

Setup / Edit Purchase Orders  A Multi PO means that we can write our PO for Multiple Jobs, Work Order or GL distributions.

Setup / Edit Purchase Orders  A Multiple Release / Blanket PO means that when we receive parts against a PO, the Program will make a debit to where the PO is allocated to and credit an accrued liability account that is setup in the AP profile.

Purchase Order Report Generator  Report and Filter on PO status codes  Find the value of unbilled Purchase Orders to determine accruals

General Discussion  What do we do when a PO is greater than the amount of the invoice.  Key Flags  Single vs Multiple PO’s  Packing Slips (Option to force printing)  Archiving Purchase Orders  Loyalty Thresholds  Using a requisition to Charge Parts to Jobs.