MTS #6A - Purchase Order Processing

Purpose:  To gain a good, strong working knowledge of Purchase Order Processing.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

Allocation-is the assignment of product for Pre-Book Sales Orders to Purchase Orders.

View-The term VIEW is use for programs that present information simply with options to filter that information for specific tasks.  For example, a Sales View will show sales orders for a specific time period.

Overview:

The Purchase Order Menu is used for PO Entry, Receiving and related tasks.

Purchase Orders can be initiated from several different sub-menus providing different views, including:

•         View Purchase Orders
•         PO Entry and Receiving
•         View Incoming Availability
•         Purchase Order Document Processing

A Purchase Order progresses through three (3) phases or status conditions:

•         In Process (IP) occurs when you create a PO, enter/change line items on the PO until it is ready to order product from the vendor.
•         On-Order (OR) this phase occurs when the PO is placed On-Order, products On-Order can be viewed on the Incoming Availability screen and sales can be made against the incoming product.
•         Received (RC) phase occurs when the PO is updated with actual quantities received and the product received is placed into inventory for sale. Product not yet received can be placed on Back Order.

Purchase Order View

The Purchase Order View is a power tool for managing buyer information and the status of orders from Vendors.  Select the Purchase Order View by using the following Menus:

PURCHASE ORDERS > VIEW PURCHASE ORDERS

This View is normally displayed by PO# in descending sequence (the most recent PO at the top of the screen).

PO information on this View can be filtered by:

•         Arrival Start Date
•         Arrival End Date
•         Max Order #
•         Vendor Name
•         Status
•         Today’s Orders checkbox

The default setting for Arrival Start Date is 45 days prior to today’s date and the Arrival End Date is 10 days in the future.

The PO View column summary is:

•         PO# - Purchase Order number assigned by the SMARTSystem.
•         Sfx (Suffix) identifies a regular purchase order when zero suffix or a back order for any number greater than zero.  The PO# remains the same for both regular and back order PO’s.
•         SO – means Standing Order.  There are two codes used in this column:

o   M = Master Standing Order

o   C = Child Standing Order

Blank means this PO is not a Standing Order PO.

•         Ship Date – the date set by the Buyer for Shipment of product on this PO from the Vendor or Farm.
•         Status – options are: ALL status, Not Cancelled (all active orders) , In Process, Ordered, Received.
•         Buyer – Name of the person creating this PO.
•         Vendor Name – Name of the Vendor.
•         Ship Via – Transportation Carrier
•         Arrival Date – Estimate Arrival Date set by the Buyer.
•         PU/DEL – Pick-up or Delivery.
•         # of Items – Number of line items in the purchase order.
•         Qty Ordered – Quantity of all line items on the purchase order.
•         Total – Total Landed Cost
•         Email Sent – Date and Time a purchase order email was sent to the vendor.

The following setting in Control Info > System Control > Options > Purchasing Options is set to show the PO Ship Date or the PO Order Date on this View:

Each column can be sort in ascending or descending sequence by clicking the lower right corner of the column heading.

You can turn off the Total of PO’s except for selected management staff by selecting the following Menus:

Control Info > System Control > Options

At the bottom of the Purchase Order View you can PRINT LIST of all items selected items showing on the PO View. Clicking on NEW PO will display a new PO Entry screen or REFRESH the screen with orders being added by other buyers.

On the Purchase Order View, you can double click on a PO or right click to open the PO.

PO Entry and Receiving

You can select an existing Purchase Order from the PO View by double clicking the Order that you want view and the following screen will be displayed for that vendor.  A NEW Purchase Order can be created from the NEW button on the PO View or the following Purchase Order sub-menus: 

•         PO Entry and Receiving
•         Purchase Order Document Processing

The first screen display for a Purchase Order is Vendor Information:

There are 6 tabs on a Purchase Order.  These tabs are normally in the following sequence:

•         Vendor Information
•         Product Information
•         Quick Entry
•         Special Order
•         Standing Order Information
•         Allocation

The initial entry of a PO gives it an IP (In Process) Status. The Status is shown above the tabs on the top right side of the screen.

Drop Ship orders can be generated by changing the ShipTo Address or establish ShipTo Addresses that can be selected with the Select ShipTo drop down.

The Ship Date always defaults to todays date and can be changed.

Using the Order Arrival Days from the Vendor record, as shown below, the estimated Arrival Date of the PO is calculated (Ship Date + Order Arrival Days). You can change the Arrival Date as needed.

The following setting in Control Info > System Control > Options > Purchasing Options will change the Arrival Date to the date the PO is received:

The Pickup / Delivery buttons above, between the Ship Date and Arrival Date default to Delivery.  If this PO is a local Pickup, just click the Pickup button and enter the Pickup time.

The Vendor Type in the Vendor record defines the default Purchase Type in the PO:

PO default Purchase Type:

Using the default Purchase Type in the PO a link is created to capture the PO Type information and the G/L account for Current Other Vendor Charges:

The Current Other Vendor Charges are entered and allocated to each line item entered based on the setting in System Control.

On the bottom of the Vendor Information tab the following information can be entered:

•         Purchase Cost % for Landed Cost can be stored in the Vendor record and default to this field.  The Purchase Cost % is often used for Hard Goods delivery charges, like 18% of product cost for the trucking fee.

The Vendor record, Purchase Info tab at the bottom is the place to set the default Purchase Cost % of Landed Cost for this Vendor:

•         Checkbox to Add Percent to Surcharge is used for US Customs or other surcharges.  The additional surcharge on flowers from Ecuador is 6% and by checking this box the calculated amount is captured as a Surcharge for each line item entered.

Vendor Invoice # is optional and can entered in this field.

Current Other Vendor Charges are used for box charges and other Vendor Charges on the vendor invoice. These charges are used to verify the vendors invoice (Vendor Chgs:) entered into the PO, to calculate a landed cost and be transferred to the Accounting System for a complete PO.

Total Other Import Charges represent freight or clearing charges that are billed to you separately and not part of the Vendors invoice.  These charges do not go to the Accounting System as part of the purchase order since they are billed separately.  But, these charges are important to calculate the landed cost of the products.

Pickup/Delivery Instructions in the Vendor record on the Purchase Info tab can be set as default.  

PO instructions will show on the PO Vendor Information screen and can be changed. 

The following setting in Control Info > System Control > Options > Purchasing Options will allocate Charges by stems or boxes as defined by this checkbox:

At the bottom of the screen is a running total from left to right:

•         # Ordered
•         # Received
•         Vendor Charges (should always equal the vendors invoice)
•         Total Product cost
•         Total Other Charges
•         Total Landed Costs

Product Information Screen

The next tab is the Product Information Screen which provides additional features, such as, entering Mixed Boxes.  This screen will pull in information from the Inventory table concerning Purchase Unit Quantities. For example if you have a case packed 6 then it will fill in the pack quantity on this screen (this does not autopopulate on the Quick entry tab)

Quick Entry Screen

The Quick Entry is used to simplify the entry of a purchase order. 

The entry fields for this PO screen are:

•         Qnty is the number of boxes, cases, bundles, etc. being ordered.
•         Pack specifies the number of units per quantity (Qnty). For example, 1 box of 125 stems.
•         UofM is the unit of measure for the Qnty.
•         Product Code can be entered or is optional if the product name is selected in the Description.
•         Description of the product you want is selected by typing in part of the name and pressing enter or selecting the drop down menu to display products similar to the name entered.

Note: There are two search options:

o   Enter the product name and select the drop down to fined that specific name or

o   Enter a key word for that product and press enter or down arrow to show all options.

•         Item Cost is automatically displayed from the last purchase price of the product selected.
•         Other Item Charges field is used if an additional cost is associated with the line item being entered.
•         Landed Cost is calculated using the:

o   Item Cost

o   Allocated portion of the Current Other Vendor Charges

o   Allocated portion of the Total Other Import Charges

o   Allocated portion of the Purchase Cost %

o   Freight charges calculated based on the Ship Via

•         Sales Price is calculated based on the Margin/Markup for this Product Type.
•         Internal Comment is used by the buyer to provide information for salesperson using the Sales Selective Ordering screen.

A Special Order Code (SOC) can be entered at the beginning of this field.  Enter 1 to 6 characters and a pipe symbol. (the character above the \ on your keyboard)

Sales Selective Ordering will show the SOC:

Landed Margin shows based on Sales Price

Price Level 1 at the top of the screen shows the Price Level 1 sales price.

You can delete a line by right clicking and selecting delete.

To change a field, click the cell and enter the new value.  Tab to the next cell to record the change.

Add Unallocated Items

Unallocated Items are Pre-Book sales products needed for purchased to fulfill the sales order.

Special Order Information

This tab is used to enter additional information regarding this purchase order.

Allocation Tab

The Allocation tab will show a number after the word when product is on the purchase order and there are Pre-Book items that could be added from the Unallocated Items list.

Print PO

This is the PO document that can be emailed to the vendor.  There are various options associated with content of this document. Only Total Product Cost is shown on the emailed PO document.

Print W/S (Receiving Worksheet)