A Purchase Order can be entered individually with multiple order lines allowed for each order. All validations are carried out at the time of entry. A Purchase Order may also be linked to backorders and forward orders. When linked to a backorder the system automatically takes the titles from backorder and produces a purchase order. The same occurs for forward orders.
Orders can be one of two types:
- Inventory automatic – Purchase Order number is automatically assigned to the system.
- Inventory manual – Purchase Order number is manually entered.
EDI of purchase order/invoice is catered for.
Single purchase orders can be raised on behalf of multiple business units and forwarded to the supplier. The supplier ships the stock to a single destination and stock is allocated to the various business units in accordance with the original requisitions. The receipt invoice is interfaced to Accounts Payable and allocated to business units’ creditor accounts. The invoice is not split to the various business units. The whole purchase order is invoiced to one creditor.
In order to provide an efficient way of maintaining purchase order items, Purchase Order Maintenance by Title has been designed, which offers direct access to all purchase orders (either outstanding or completed) for a selected title. The individual line items display in purchase order number sequence, and can then be selected for maintenance as required. A Date stamp file is created, and date time stamp records are generated against each ISBN when the status or quantities of a PO are changed. The user responsible for the change is included in the log. The statuses C, D, O, P, R, X and Z will record an entry in the date stamp.
Also a Purchase Order Filter is available to list Purchase Orders by selected status, suppliers, warehouse, shipping method, Port of Embarkation, Currency or Specific title.
The Purchase Order does not display Titles that are restricted to the user and any related cost sensitive information (like Buying Price) for that restricted title. A message displays User is not authorised to view the title for those specific titles.
A Purchase Order Completion report can be run on the completion of a purchase order. This report is produced showing the before and after on-board and on-order quantities.
Purchase Order Cancellation is used to cancel all outstanding titles on a specific purchase order and print a cancellation advice to the supplier. Purchase Order Cancellation looks at the purchase order line by line and determines which quantities to cancel. The status of the Purchase Order changes to a “C” = Completed and the warehouse stock quantities are adjusted to reflect the cancelled Purchase Order. A Request to Cancel Outstanding Titles report is then generated.
The purchasing parameter definition includes entry parameters Buying Method & Discount. The Buying Method field enables creation of multiple definitions for each shipping method/supplier. The Discount field is used to assign a special discount percentage to a particular supplier.
Buying method & Discount is defaulted when the relevant supplier/shipping method/port of embarkation is entered on the Purchase Order header. Entries are validated against the definition held on the Purchasing Parameter, so that a hard warning will appear if the supplier/shipping method/buying method/port of embarkation combination do not exist on the Purchasing Parameter file.
Receipt quantity can be controlled when receiving stock:
- For non-location controlled warehouses; TMSDS/PO-QTY can be setup by company with the excess percentage that the receipt quantity can exceed by.
- For location controlled warehouse the receipt quantity tolerance is by warehouse as specified in TMSWH/RCT-QTY.
The system will populate the landed costs of receipts into buying price database for all receipts selected by control file TMSPU/BP-RCT that are linked to EBP purchase orders. This is to enable cost allocation of components in a pack.
Inter-company process can generate shipping invoice and receipt based on TMSDS/ICS-AP. The shipment invoice will post to AP immediately. When the shipping invoice is credited, the system will locate the original shipment and allocate the credit to it. If the original shipment is not found then a new shipment will be created with the negative invoice.
