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While all due care has been taken in preparing and checking this document, Pronto Software Pty Ltd cannot
guarantee the accuracy, completeness or currency of this information for all installations of PRONTO-Xi due to the
large number of variables involved in any given implementation.
Table of Contents
1 About this So Easy Education Guide ............................................................... 1
1.3 Objectives................................................................................................. 2
Purchase Orders
Installation
Preliminary Tasks
Entering a Printing a Editing a
(Item and Supplier
Purchase Order Purchase Order Purchase Order
Setup)
Receiving Items
Into the
Warehouse
Document : PRONTO-Xi Purchase Orders So Easy
Education Guide
Updating
Inventory Levels
and the GL
Purchase Orders
Purchase Order Automatically Printing the Goods
Maintenance
Reporting Reordering Items Received Report
Tasks
This guide assumes that the Project Costing Method major function flag (located in the
Module Scope (SYS M069) function) is set to ‘N’.
1.2 Prerequisites
In this guide, it is assumed that:
All of the Purchase Orders module setup tasks typically performed by a Pronto Software
Consultant have been performed.
The attendee is generally familiar with using the PRONTO-Xi application, for example
through having completed a PRONTO-Xi Overview training session.
The attendee is familiar with the principles of business purchasing and has been set up as a
Purchasing Officer.
1.3 Objectives
After working through this guide, you should understand how to:
Process the various types of transactions and tasks typically used in the Purchasing
business function.
Post typical transactions and update the relevant ledgers.
Track the flow of these transactions through the General Ledger.
1.4 Conventions
The following symbols are used in this guide:
Icon Purpose
The images shown in this guide are for illustrative purposes only and may not reflect the
settings relevant to your company’s dataset.
1. A member of staff, usually one who does not have the authority to make purchases, notices
that something needs to be purchased.
2. That member of staff raises a purchase requisition, which is then sent to a manager for
authorisation.
3. The manager authorises or rejects the purchase requisition.
4. If managerial authorisation has been obtained, the purchase requisition goes to the
Purchasing Officer (or equivalent) for purchasing to begin.
5. The Purchasing Officer raises a purchase order based on the purchase requisition.
Not all companies use purchase requisitions within PRONTO-Xi. Purchase requisitions
are only used if a company’s purchasing procedures require it. For more information, see
‘Processing Purchase Requisitions’ on page 54.
Item Details
The important thing to remember is to ask yourself the question, ‚Do I need to set up a
new purchasing item or supplier?‛ before working on each purchase order.
This chapter describes the typical setup tasks that may be required before a purchase order can
be created. The following sections are included:
If the supplier of the item is also new, you will need to create the supplier first, as this
needs to be selected when entering the new inventory item. For more information, see
Setting up a New Supplier on page 8.
3. Enter all of the required details for the new inventory item.
For more information on the fields that need to be entered in this screen,
press F1 (Help) to access the ‘Inventory Maintenance/Enquiry’ section of the
Inventory online Help.
4. Enter the supplier details, item price details, warehouse details, and the GTIN(s) for the new
item.
For more information on the fields that need to be entered, press F1 (Help) to
access the ‘Maintain Supplier Accounts’ section of the Accounts Payable
online Help.
This guide assumes that the Project Costing Method major function flag (located in the
Module Scope (SYS M069) function) is set to ‘N’. It also assumes that the attendee has
been set up as a purchasing officer.
Header
Line Items
Printing the Order
Field Description
Order Details
Field Description
N Normal Order
B Blanket Order
T Contract
R Goods Return
Q Quotation
X Goods Exchange
S Special Order
H Hire Order
F Fabric Order
W Warranty Order
Y Warranty Exchange
PO Order No. Enter the purchase order number or press <Enter> to automatically allocate
the next available number.
Order Point
Field Description
Warehouse Specify the warehouse for which to place the order. This is the location to
which the goods on the order are to be delivered.
Dates
Ordered This field defines the date that the goods were ordered and defaults to the
current system date.
Action Enter the date on which the supplier is expected to despatch the goods.
The field is mandatory and the date must be equal to or later than the
ordered date. Ensure that this date is accurate for use with the purchase
order reporting and enquiry functions.
Due Enter the date on which the ordered goods are expected to arrive at your
warehouse.
This field is mandatory and the date must be equal to or later than the
ordered date. Ensure that this date is accurate for use with the purchase
order reporting and enquiry functions. Any changes to this field after the
order is created are audited.
Other Details
Order Terms Specify the purchase order terms code (if applicable).
Press F2 (Lookup Help) to access the ‘Terms Description Codes – TD’ code
table. The default value of this field is the setting of the PO Policy field in the
Maintain Supplier Accounts screen for this supplier.
Example purchase order terms are:
Field Description
Project When the Project Costing module is in use and the entire purchase order is
to be associated with a specific project, enter the relevant project code or
press F2 (Lookup Help) to access a list of projects. Only projects with a
status of In Progress, Re-Opened or Set-up can be entered.
Category When a project code has been entered in the Project field, this field defaults
to one of the following:
The first material cost category on the project.
The global material cost category (as defined in the Project Defaults
(SYS M336) function) if no material cost category is defined on the
project.
Catalogue No. This field is only applicable when the ‘Use of Line Reference Field’
major function flag (located in the Sales Order Entry/Edit Procedures
(SYS M326) function) is set to ‘K’.
Enter the catalogue to use for the order. The lines entered on the purchase
order can then only be taken from that catalogue.
If a catalogue is not to be used, enter ‘0’ (Zero) in this field.
Notes Enter a brief note for this purchase order.
This note does not print on the purchase order.
Alternatively, the note can be selected from the ‘Purchase Order Notes –
UA’ code table.
Tax Code This field is only applicable when the Tax Type field in the Tax
Information (SYS M157) function is set to ‘G’, ‘L’ or ‘O’.
Leave this field blank to specify that all purchases are taxed, or press F2
(Lookup Help) to display the available tax rate/exemption options and select
from the available list.
The purchase order header details have now been completed and there are now modes
available at the bottom of the screen. To continue creating the purchase order and enter lines on
the order, follow the instructions below.
3. To enter the item(s) to be purchased on the order, click the [Lines] mode.
The Purchase Order Line Items screen is displayed.
4. In the Item Code column, enter an item code to be purchased on the order.
Press F2 (Lookup Help) to access the ‘Item Code Enquiry’ table and select from the available
list.
The Item Code column can also be used to enter other line types.
N (Note Lines) - You can enter note lines that you want printed on the order for the
supplier.
S (Special Lines) – No item code exists for this item. The field clears itself and allows a
full description of the special line to be entered.
M (Memo) – A memo line is similar to a note line however it does not print on the order.
C (Charges) – Charges for freight and delivery are added as a separate line.
O (Sales Order Link) – Links the line directly to a Sales Order.
5. Enter the following details in the Line Items screen for the selected item code, as required:
Field Description
Detail
6. Use the [Correct] mode to make changes to the purchase order line, as required. This mode
allows you to define the following information:
Sequence number
Supplier item description
Supplier item code
G/L account code
Quantity ordered
Required date
Required time
Requisition number
TBA
Price
Unit description
Conversion factor
Discount
Tax code
For further information on each of these fields and for the modes available in this
screen, press F1 (Help) to access the Purchase Orders online Help.
7. Create all line items that are required on the purchase order.
8. After all of the line items have been created, click [Quit].
The Purchase Order Conclusion screen is displayed.
This screen provides a review of some of the more important details on the purchase order, and
allows the status of the order to be specified before completing the order.
9. Specify the required status from the available options and click OK.
For the purposes of this guide, specify ‘P’ (Ready for Printing).
Status
C Cancel the Order
H On Hold (Planned)
F Firm Planned
O Ready to Print Confirm Only
A Approval Required
This option is entered by default if the current user has created a purchase
order that includes a total over their purchasing limit.
P Ready for Printing
This is the default option.
You must print the purchase order before it is a valid purchase order.
A menu is then displayed for making any final changes to the order, including adding last
minute instructions, notes or splitting the order. For more on these options, see the Purchase
Orders online Help.
10. Select Print Order and Finish and enter the print date.
The Enter Purchase Orders screen is displayed again for entering a new purchase order.
Press <Esc> to close this screen.
PRONTO-Xi has the facility for you to create your own purchase order layout. Details of
the layout are available in the System Administration reference manual. Additionally
there can be multiple layouts for purchase orders and purchase order returns. These can
be created to suit each supplier and attached to the supplier master file. For more
information on attaching layouts to a supplier record, see the Accounts Payable reference
manual.
Field Description
If ‘N’ is specified in this field, only the first line of the item
description is printed.
Order Selection Specify how purchase orders are selected for printing.
R Print all purchase orders within a specified range.
The default range can be accepted to ensure all orders with
the correct status are printed.
The purchase order range in the lower section of this screen can be selected based on the value
specified in the Order Selection field. For further information, press F1 (Help) in this screen to
access the Purchase Orders online Help.
The order can then be sent to the supplier as required.
3. To make additional changes to the new order, click [Correct] and then make any required
changes in the Line Details and Pricing Details areas of the screen.
4. Close the Purchase Order Lines screen.
5. In the Maintain Purchase Orders screen, select [Extra] Print.
A warning will be displayed indicating that the order has already been printed. Click OK.
6. Enter the print date and click OK.
The updated purchase order has been printed and can be sent to the supplier.
If you have already attached the purchase order to a shipment, you must use the
Shipment Processing (PO X009) functions to receive the goods. You can process the
invoice either before or after receiving the goods.
Items can be received using the Goods Received by Order (PO M101) function, or they
can be received by selecting the [Goods Receipt] mode in the Maintain Purchase Orders
(PO M006) function. The advantage of using the Goods Received by Order (PO M101)
function is that it allows the printing of labels for the received items.
For more information on the goods receipt process, see Appendix E: About the Goods
Receipt Process on page 68 and Appendix F: Goods Receipt Correction Tips on page 69.
Alternatively, see the Purchase Orders online Help.
2. Select the required purchase order number and click [Goods Receipt].
3. In the Goods Receipt Processing prompt, enter the receiving warehouse. (The warehouse
from the purchase order record is displayed by default).
Press F2 (Lookup Help) to display the ‘Warehouses – WH’ code table and select from the
available list.
The Goods Receipt screen is displayed.
Goods that are On Order can be received but goods that have the status Ready to Print or
Approval Required are not ready to be received yet.
4. Select the order line and then click [Item Receive].
5. Enter the item price, quantity of items received and backorder quantity.
Update these values for all lines on the order that were received.
You can only access the Price field during goods receipt if you have been granted the
INV S001 (Cost Security) security function.
When there are multiple lines on the order, the [All] mode can be used to update
the received quantity on all lines.
PRONTO-Xi allows you to receive more goods than ordered and will then adjust
the value accordingly.
7. In the Received field, enter the date on which the order was received.
8. In the Delivery Docket field, enter the invoice number.
Entering the invoice number makes it easier for Accounts Payable to identify the orders to
invoice. Otherwise, pressing <Enter> will allocate an internal number.
9. If required, specify whether to enter notes for the docket or create multiple dockets in the
Receive Options field.
10. Click OK.
The status of the Purchase Order is now Goods Received.
For more information on the Purchase Orders Update process, including the General Ledger
postings that are created, see the Purchase Orders online Help.
2. Click [Update].
3. Enter the transaction date in the Batch Header.
The Purchase Order Update screen is displayed.
When selected from the Goods Received by Order screen, the Purchase Order update screen
automatically defaults the order type, and order and warehouse range.
4. In order to complete the update process, complete the following fields as required:
Field Description
Release Items to Specify whether or not the received items can be released directly to
S/O sales orders waiting on the goods.
S Similar to ‘Y’, but it only uses the quantity received for the
allocation and not the current available inventory.
Serial Numbers Specify whether to print serial numbers for serialised items in the
Goods Received report.
The Goods Received report is printed and the status of the purchase order is changed to
Updated. Any backorders will be released if ‘Y’ was specified in the Release Items to S / O
field.
PRONTO-Xi automatically creates the Goods Received report whenever goods are
received against a purchase order or shipment.
Field Description
S Shipments
T Stocked Items
Field Description
P Special Items
A All Items
3. Specify the combination of ranges of purchase order/shipment number, warehouse and
purchase order received date by which to restrict the report.
4. Click OK.
The Goods Received report shows details of the order/shipment number, supplier, receipt details
and cheque details if the invoice has been paid. The report includes any information regarding
levies or promotions. For each order the line, the item and the quantities ordered and received
are also displayed.
In the Summary section at the end of the report, the total value is shown in the local
currency if the range of purchase orders/shipments selected consists of multiple
currencies. If the range of purchase orders/shipments selected consists of only one foreign
currency, the total value is reported in the foreign currency.
For more information on returning goods to the supplier through a ‘Goods Return’ purchase
order, see the Purchase Orders online Help.
6. Click [Lines] and then select the Part return of the original order option.
The Purchase Return screen is displayed, showing the item lines on the original purchase
order. The quantity and line totals are displayed as negative amounts.
7. Select the required item lines and click [Edit Qty].
8. In the Action column, specify the required option:
Q - Quantity Adjust
R – Return Items From Stock
D – Delete Line From Return
9. In the Return column, enter the quantity returned or removed from stock.
10. In the Reason field, specify the return reason code.
11. In the Purchase Order Conclusion screen, set the status to Return, Ready to Print and click
OK.
12. Select the Print the Order & Finish option and enter the print date.
For more information on the automatic reordering process, see the Inventory online Help.
4. In the Reorder Report screen, specify the required reorder options as described below:
Field Description
5. The remaining report options and ranges in this screen can be specified as required.
After completing the fields in this screen, the Reorder Report - Options screen is displayed.
6. Specify the required reorder options. Some of the more important fields are described
below. For full details of all fields in this screen, press F1 (Help) to access the Inventory
online Help.
Field Description
Reorder Type The report can be based on sales history, warehouse average demand,
forecasting or no demand. If based on sales history, specify ‘all
periods’ or ‘seasonal’. If you select all periods then the average
warehouse demand is calculated for all periods in the years entered. If
you select seasonal, then the demand is calculated for chosen periods
within the selected years only. Both 12 and 13 period years are
allowed.
If reorder to forecast is used, the quantity to order will be calculated by
multiplying the average daily forecast quantity by the supplier lead
time (in days). For example, the forecast quantity for a supplier may be
60 per month and the lead time 25 days. The average daily forecast
quantity (2 per day) multiplied by 25 days (lead time) will create an
order quantity of 50.
Reorder to Min Max If the Restrict Reorder Policy field on the initial screen (which is used to
or Commitments select only those items with a specific setting of the Reorder Policy field
on the Inventory master) was left blank, specify the level to which
items are to be reordered.
Omit Items When basing reorder on total inventory stored, the report must print
those items requiring reorder.
N Include blanket order items.
Options ‘B’ and ‘C’ will report all inventory with blanket orders
on a separate report and will not insert that inventory into the
reordering data table.
Base Reorder upon Specify whether to base the reorder upon total inventory in all selected
Total Inventory warehouses, or each individual warehouse.
Use Item Pack If consolidating to a central warehouse specify whether the pack
Quantities quantity on the item master record or base units should be used in the
calculation.
Supplier Lead Time When lead time is included, the available stock is decreased by the
average daily demand (calculation from average-monthly-demand)
multiplied by highest-priority-supplier’s lead time. The reorder report
uses the best supplier’s lead time.
Set Reorder Status to Specify the new status for the reorder records.
Blank No Status
L Locked from Reorder
The item can be purchased but no additional reordering
can take place.
H Held from Purchase Order Cover
The item cannot be purchased or reordered
The Reorder Report is created based on selected criteria and the Reorder All Items screen
shows the reorder quantity records created.
If there is a minimum reorder quantity on the item, this quantity will be used if it is higher than
the backorder quantity.
7. In the Reorder all Items screen, select the required record and then click [Extra] Purchase
Order Create.
The Create Purchase Order screen is displayed.
9. To print the order, select Purchase Orders Print Purchase Orders (PO R052).
For more information on printing purchase orders, see Printing a Purchase Order on page
18.
For more information on all reports available within the Purchase Orders module, see the
Purchase Orders online Help.
Field Description
U Unapproved
O Outstanding
C Complete
Print Charge Lines Specify whether to include charge lines in the report.
This is only applicable for a purchase order which does not have
a project code entered in the purchase order header.
Page on Entered By Specify whether to start a new page in the report each time the user ID
changes.
This field is only applicable when the Report Sequence field is set
to ‘E’.
Page on Warehouse Specify whether to start a new page in the report each time the
warehouse changes.
This field is only applicable when the Report Sequence field is set
to ‘W’.
Print GL Account Specify whether to print the General Ledger account codes and
descriptions.
Include Note Lines Specify whether to include purchase order note lines.
3. Specify the combination of ranges of purchase order number, project, shipment number,
order date, entered by, supplier, warehouse and warehouse group by which to restrict the
report.
4. Click OK.
The Purchase Order Detail report shows the item code, description, quantity ordered, quantity
outstanding, currency code, item cost, discount percentage and outstanding line cost.
For each order you are able to see the order number, ordered date, supplier code and name,
expected delivery date, destination warehouse, entered by and approved by. The line items
from the order are shown.
Any purchase order line linked to a type ‘A’ (Asset Creation) project is shown with the linked
General Ledger account code.
Field Description
C Supplier
S Item
P Purchasing Officer
H Shipment
New Page Specify whether to start a new page in the report each time the
sequence changes.
For example, if you set the Sequence field to ‘O’, a new page is started
each time the purchase order number changes.
Payment Selection Specify the payment selection type.
L Local Suppliers
O Foreign Suppliers
Status Codes Specify up to five status codes, or leave the field blank to select all
statuses.
Print Variance Order Specify whether to include or exclude completed variance orders.
Include ‘In Transit’ Specify whether to include or exclude in-transit orders.
Orders
N No
Purchase Order Type Specify the purchase order type.
Alternatively, leave this field blank to report on all purchase order
types.
For more information on purchase order types, see Appendix B:
Purchase Order Types on page 64.
Add Supp Lead Specify whether to add the supplier’s lead time to automatic purchase
Time orders.
3. Specify the combination of ranges of purchase order number, supplier code, item code, item
group, shipment number, warehouse, warehouse group, Purchasing Officer, order date,
delivery date and received date.
When a range of item codes has been selected, use the Exclude Lines field to specify
whether to exclude non matching purchase order lines.
The Header or Line Delivery Date field is used to specify if the delivery date details are
based on the header (H) or the line (L).
4. Click OK.
The Outstanding Purchase Orders report shows the supplier, supplier short name, contact, order
number and suffix, order status, order date, delivery date, warehouse, currency code, total
ordered, order value in local currency and received value in local currency.
6 Maintenance Tasks
This chapter describes the ongoing maintenance tasks that need to be performed from time to
time within the Purchase Orders module.
The following sections are included:
This function contains complete information about each inventory item. It contains descriptive
information such as item code and item description. It also includes hierarchy specification,
item type information, item dimensions, storage details, item costs and planning and control
information.
For each item you can also specify the pricing structure of the item, warehouses used to store
the item and supplier information. You can also view item movements, history, associated
orders, notes and audit records.
For more information on the options available in the Inventory Maintenance / Enquiry
(INV M138) function, press F1 (Help) to access the Inventory Maintenance/Enquiry topic in the
Inventory online Help.
This function contains complete information about each supplier. It contains identifier
information such as supplier account code and name. It also includes supplier balances,
tracking dates, YTD history information, full address details and details defining the terms of
business with the supplier, such as payment terms and payment type.
For each supplier you can also view the transaction history, aged balances, outstanding
commitments, delivery address and instruction information, and any notes that have been
entered.
For more information on the options available in the Maintain Supplier Accounts (AP M001)
function, press F1 (Help) to access the Maintain Supplier Accounts topic in the Accounts
Payable online Help.
2. Select the required item code and then click the [Whse] mode.
The Warehouse Detail screen is displayed.
This screen contains complete information about all warehouse records associated with the
selected item.
It contains warehouse details such as warehouse code, bin location, costs, and minimum and
maximum stock. It also includes tracking date information, inventory quantities and coverage
details. For each warehouse record you can also make stock adjustments, view the stock
movements, display FIFO costing records, view the reordering and forecasting status, view
totals, balances and audit records.
For more information on the options available in the Warehouse Details screen, press F1
(Help) to access the Inventory Maintenance/Enquiry topic in the Inventory online Help and
follow the links.
To approve a purchase order, you must have been granted the PO S001 (Maintain
Purchase Orders) security function. This is set up using the ‘Purchase Officer Validation’
major function flag (located in the Purchasing Procedures (SYS M063) function).
The authority tree code only affects the processing of requisitions, not purchase orders or
purchase returns.
The authority tree code controls what requisitions users see when they try to use the
Approve / Review Requisitions (PO M094) function.
The authority tree code, in combination with the Notify field (in the Purchasing Officers
(SYS M143) function), controls the sending of email to a user to warn them that a requisition
has been raised.
Field Description
Field Description
Alternatively, press <Enter> to accept the next sequential number from
the purchase order file.
Order Point
Required Enter the date on which the ordered goods are due to arrive.
Other Details
Buyer Name This field defaults to the login ID of the person entering the requisition,
but this can be modified. The Auth field code (as entered in the
‘Purchasing Officers – PO’ code table) can also be entered in this field.
Project / Category If the requisition is for a project, enter the project code and cost category.
4. Click [Entry] and enter the details for the requisition line, including the following:
Item code
Supplier description
Supplier code
G/L Account
Ordered quantity
Required date
For more information on the options that can be defined when entering a requisition line, see
Step 3 in Entering a Purchase Order on page 14.
To use this function, the current user must be defined as a purchasing officer in the
‘Purchasing Officer – PO’ code table and be granted the PO S001 (Purchase Order
Release) security function.
Mode Description
[Correct] Change the supplier of the item(s) on the requisition.
Purchase Contract
Confirmation Order
On Order (without printing the order)
On Order (with order printed)
Finished Order (Contract Order)
Finished Order
Blanket Order
Any levy fees that were attached to the original order are also
copied to the new order.
For more information on maintaining purchase requisitions, see the Purchase Orders online
Help.
Option Description
Approve For Approve a single order.
Convert
When this option is used, a ‘Y’ is placed in the Auth column to indicate
that the order has been approved for conversion to a purchase order.
Remove From Remove the selected order from the approval list.
Approval
Single Convert After a requisition has been approved it needs to be converted to a
purchase order. This option can be used to convert a single order.
Select the required status and the order is changed accordingly.
Bulk Convert After a requisition has been approved it needs to be converted to a
purchase order. This option allows conversion of a range of requisitions.
Enter the start and end purchase order number, or accept the default
values to record all requisitions that have been approved. Select the
required status and the range of orders will be changed accordingly.
Yes
Yes
No
Send PO to
Placed
supplier
Yes
Update inventory
levels
(Optional) Perform
batch enquiry via
general ledger
END
Type Description
Normal Order The normal purchase order is the most common type used within the
Purchase Orders module and follows a specific life cycle from creation to
completion, as described in ‘Appendix C: Normal Purchase Order Flow
Chart’ on page 63.
Goods Return A goods return order can be created to reverse all or part of an earlier
purchase order. Entries in all ledgers produced by the original order are
reversed. In particular, a purchase credit is raised debiting the supplier’s
account for the value of the goods returned.
Purchase returns that are marked as completed through order
maintenance are archived along with other purchase orders when
housekeeping is performed, even though they may not show an invoice
number.
Serial numbers selected to be part of a goods return purchase order must
have the same warehouse as entered on the goods return.
When using average costing to value inventory, the cost of the purchase
return order is used to calculate the average cost when the purchase
return is not linked to an original order.
Blanket Order A blanket order is an open order, placed with a supplier for items
supplied over a period of time.
A blanket order is useful when frequent small orders are raised against
the supplier, but invoices are not supplied for each order, or where a
specific delivery schedule needs to be followed with deliveries coming
on a regular basis. In such cases the supplier may require an open order
for the total quantity with a set delivery schedule. Alternatively, there
may be a blanket order placed on a supplier allowing a call on deliveries
at short notice. The blanket order gives the supplier notice that these
goods are required at short notice over a long period of time and
therefore gives them reason to hold stocks of the items ordered.
Quotation The Purchase Orders module allows a request for quotation to be raised.
This can later be converted into a Contract order, fixing the supplier’s
prices to those quoted. It can also become a Blanket order.
Goods Exchange A goods exchange order can be created to exchange all or part of an
earlier purchase order. When creating a goods exchange order, the
header details are completed as for a normal order. When the usual
Goods Repair Order A goods repair order can be used to create an order for repairs. The order
is entered in the same manner as a normal purchase order. The goods are
returned to the supplier for the repair work to be carried out, and the
process allows tracking of the status of the goods.
Special Order A special order can be used to enter an order where all line items are
special items. Each special item is entered using at least two lines. One
line is for the description and the other line (or the line following the
description) is for the value.
Special items are typically items like consumables, electricity,
water or other (low) cost items that are not controlled as stock.
A supplier record is required, but no warehouse record.
Hire Order A hire order can be used to create a purchase order for the hire of
equipment.
The header section of a hire order is entered as for a normal order. When
you access the lines section you are required to enter the equipment
description. Three lines of text for a general description are provided and
an anticipated return date can be entered. PRONTO Xi displays a further
screen where details of the equipment can be entered.
Warranty Claim / These are purchase order types that are the result of a warranty claim of
Warranty Exchange an item. They are linked to either a dealer/customer claim or a warranty
workshop job number.
These purchase order types load all the stock and non-stocked lines onto
a warranty purchase order. The item(s) that are being returned to the
supplier can be selected. Special lines can only be returned without
exchange. A financial claim (that is - no goods are to be returned) can be
entered by entering a special line for the amount being claimed.
With a warranty return, your organisation would expect a supplier credit
note against the order. This sets the status of the warranty claim to
Completed.
A warranty exchange is set to the Completed status when updated.
A new order is created with a backorder suffix. This order is used to
receive the goods. On receiving the purchase order, the update checks
the original order to see if it requires the received items and updates the
order accordingly.
If a combination of returns and exchange is required, two separate orders
need to be created - a return order and an exchange.
For more information on purchase order types, see the Purchase Orders online Help.
Start
On Order
Receive Goods
Goods Received
Update
Goods Updated
On Hand
Receive Invoice
Ready to Post
Invoice
Completed
End
For more information on the Batch Enquiry (GL E009) function, see the General Ledger
online Help.
3. To view the movements of the items on the purchase order, click [Stock Move].
If a receipt has been incorrectly entered and the order has not been updated, the receipt can
be reset, and the order status changed back to On Order. This is only available for orders
with a status of Goods Received Entered and can be done using the [Status] mode in the
Maintain Purchase Orders (PO M006) function.
When goods are received that do not appear on the original purchase order, you can add a
new line to the order.
FIFO stock management writes a FIFO record for each line item in the delivery.
When a part delivery is received, you can place the remainder of the order on backorder.
This indicates that the supplier has created a backorder for the unavailable stock. From a
purchasing viewpoint, the stock is still on order and no additional processing is required.
When stock is backordered on a part delivery, a new purchase order (sub-order) is created
for the backordered stock. The new purchase order has the same number as the parent
order, but two alpha characters are added as a backorder suffix.
If undelivered stock is not put on backorder, the remainder of the order is considered
cancelled and the quantity of stock on order is adjusted accordingly.
After goods are received, you can update the purchase order to add the stock to the
warehouse stock on hand. The received goods are deducted from stock on order or stock in
transit (depending on the order status), and added to the stock on hand at the destination
warehouse. The actual delivery date is recorded and lead times updated.
It is possible to automatically calculate a freight estimate that is added to the order as a
charge line. This is achieved by setting the ‘Freight Estimate at Receipt’ major flag (located
in the Purchasing Procedures (SYS M063) function) to ‘Y’. You should also set up the
‘Freight Estimate – FV’ code table with the percentage rates for the warehouse and item
group. For more information, see the System Administration reference manual.
When a purchase order is received, PRONTO Xi looks at all normal stock lines and
determines a total freight estimate based on the received value of the item if a rate exists in
the table for the warehouse and item group concerned. The total freight charge estimate is
added to the purchase order in the form of a charge line.
When receiving items into a type ‘2’ (Distribution) or type ‘3’ (WMS controlled) warehouse,
for a purchase order linked to a sales order, the stock is allocated to a ‘00LINK’ (Inwards
Linked) location. This stock does not go through the normal putaway process. When the
sales order is loaded and released, the picking program attempts to pick stock from the
‘linked’ location with a matching purchase order reference.
Resolution
Find out the current status of the purchase order, and then do one of the following:
If the purchase is at Goods Received status (not yet updated), use the Goods Receipt
(PO M006) function to adjust the received quantities and add new lines if required.
If the purchase order is at Updated status, use the Purchase Item Receipt Adjustments
function to adjust the received quantities (you cannot add lines using this method).
3. Click OK to confirm.
For more information about the Next Action code, see the Purchase Orders online Help.