Purchase Order Duplication Options

Reference Contents > Purchase Orders > Purchase Order Duplication Options

Having selected a Purchase Order in the Purchase Order Maintenance window, you can duplicate it and create a new PO with all line items reproduced with due dates changed to reflect your new requirements. This options window is brought forward. In it you can also choose an historic, already received, purchase order.

If you select the Old received Order option, you must click on the Select button to choose the order you wish to duplicate in the Purchase History PO Selection window. The earliest and latest receipt dates for items will be shown.

You can choose to move the selected order’s due dates by a number of days, which can optionally be in working days from the Buy Calendar. Alternatively, you can set all items to have a due date on a particular date. The earliest and latest dates will be shown.

Once you confirm with an OK or by pressing the Enter key, a duplicate order will be created.

NOTE: Line Items which are for Job or Work Order Outwork Operations will not be duplicated.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

See also: –

– Purchase Orders Menu Purchase Order Maintenance

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Purchase Order Listing for a Part or Supplier

Reference Contents > Purchase Orders > Purchase Order Listing for a Part or Supplier

This window opens when you drill-down to a supplier on-order value or a part due from PO/WOs value. It enables you to select an order or RFQ to view.

See also: –

Purchase Order or RFQ Details

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Purchase Order Report Selection

Reference Contents > Purchase Orders > Purchase Order Report Selection

This report setup window provides you with the ability to choose a range of selections, sort order and report types.

You can drag and drop onto the window from the Suppliers ScratchPads to obtain a report of selected suppliers only.

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
Print Report	Will cause a report to be printed of the subject matter. Right-click to change the report destination.

See also: –

Purchase Order Header Selection

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Purchase Order Header Selection

Reference Contents > Purchase Orders > Purchase Order Header Selection

This subwindow is used to define the range of criteria for a selection of purchase orders. It is displayed on windows requiring their selection.

Parent Windows

Purchase Order Report Selection
Link System Maintenance
Graphical Analysis Maintenance – Graphs Tab

Operation

Enter data in the data entry boxes to restrict the range of parts. Records must meet all criteria entered to be selected. If the left and/or right data entry boxes are left blank for a particular criteria, parts will be selected between the first and/or last otherwise qualifying part record. Data entry boxes can be populated by finding a single item using Keyword Search, drag and drop from the Suppliers ScratchPad, or by double-clicking a list item from the Keyword Result window.

Data records can be obtained using one of the following methods or a combination of them (see Tip below):

1. Enter values into the selection ranges and use the Standard Search. The context menu provides a Clear Selection function.
2. Define or use a Custom Search.
3. Create an Ad Hoc Search Calculation using the context menu function.
4. Drag-and-drop one or more lines from the Supplier ScratchPad onto the general window area.
5. Use the ScratchPad Transfer Selected function
6. Use the KeyWord Search Transfer Selected function

TIP: Using an Ad Hoc Search Calculation (3) overrides any Custom Search (2) and a Custom Search overrides the Standard Search (1). In any of the search cases (1, 2 or 3), ScratchPad Transfer and Drag-and-Drop or KeyWord Search Transfer (4, 5 or 6) is combinational, so that records found using any of these methods must also conform to the search criteria adopted.

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

Button	Action
Custom Search	Opens the Custom Search Selection window and checks the Use custom checkbox.

See also: –

Search Options Menu Purchase Order Report Selection Supplier ScratchPad Keyword Result

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KanBan Purchase Order Entry

Reference Contents > Purchase Orders > KanBan Purchase Order Entry

This window opens from Process — Purchase Order — Create KanBan Orders menu item. While this function opens and operates with the Purchase Order Maintenance window, this is technical and the User does not need to have Purchase Order — Update PO or RFQ privileges. If the user does not, then the PO Maintenance window will remain inert to the user.

KanBan Purchase Orders

KanBan is a concept related to lean and just-in-time (JIT) production. Typically it is implemented for Bulk Issue items that get re-stocked on the basis of the shopfloor stock level dropping to a certain re-order point usually physically identified by a KanBan Card being revealed in the stock bin of the part. The card typically contains a barcode so that the production worker can use the card to directly trigger an order for re-stocking.

This window allows for a single line item PO to be created and printed by scanning a KanBan Card. It also is used to print the KanBan Cards in the first place or re-print them when needed.

The window is deliberately restrictive for use by staff not normally authorised to place Purchase Orders. The part number can be entered by barcode, directly or by clicking on the Parts ScratchPad.

An order can only be created for a part that has a valid Primary Supplier and a Purchase Part record for that supplier, typically with a minimum stock set, otherwise the quantity will be the part’s re-order level. If there is more than one purchase part record the cheapest will be selected first.

TIP: For a User or Group you can force even more restrictions on the purchase part being used. The option optPOKanBanNoChoice can be set: If set to 1, the user will be forced to accept the best ranked purchase part record. If set to a text, then the purchase-part record with that text (case-insensitive) in the notes will be chosen, then by rank. This allows you to restrict the parts available for KanBan orders.

A message at the bottom of the window reports any problems encountered with a part. If a part can be ordered it will be added to the Print part list, to allow for printing of KanBan Cards.

When a PO is created all normal rules of PO creation will apply as though the user created a PO in the PO Maintenance window. Any anomalies will be reported as normal and the order will not be created if the rules are broken, for example, user limits, supplier limits, etc..

NOTE: If the user has a Setting in Defaults (File — Preferences — User Settings) that defaults them to RFQs rather than POs, an RFQ will be created.

Button	Action
Create and Print PO	Click to create a PO for the part/supplier and print it.
Print KanBan Cards	Click to print cards for the selected parts in the list to the left.

See also: –

Purchase Order Maintenance

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Purchase Order Line Item Maintenance

Reference Contents > Purchase Orders > Purchase Order Line Item Maintenance

This details subwindow forms part of the Purchase Order Maintenance window.

A Purchase Order header can exist without line items, however it can not be printed and is not really meaningful. Up to 999 line items can be created for a PO.

You can sort the list of line items in any order by clicking on the appropriate list heading. Sorting by due date will sort the list by date and then part number enabling you to view it as a schedule.

Purchase Order Line Items

To add items to the Purchase Order, click on the Add button. The next available line number will be automatically entered. A PO is limited to 999 line items. If the item is a part with a valid Part record, enter it’s part number or partial number. If the item is not a normal part, leave the Our part number field blank. You can also use Keyword Search, or drag and drop from the Parts ScratchPad. A useful technique is to multiple select parts in the ScratchPad and drag them and drop them on the list. All will be added with appropriate minimum order quantities.

WARNING: Once a part number item line has been created and some quantity has been received, the part number can not be changed for that item.

TIP: You can use drag-and-drop in the list to re-order your line items. This can only be done if you have the list sorted by line number (in descending order) and the PO has not had any receipt of goods. When the lines are re-positioned the lines are renumbered starting from 1.

If you are purchasing an operation of a process route for an assembly subject to a Work Order, you must construct a pseudo part number in the form of “WO-999999-000”, where 999999 is the full work order number and 000 is the operation number, with leading zeros if required to make 3 characters.

If you are purchasing an operation of a Job, you must construct a pseudo part number in the form of “JO-999999-000”, where 999999 is the full Job number and 000 is the line number, with leading zeros if required to make 3 characters.

NOTE: For the system to accept an Outwork Operation, the following must be the case:

• The pseudo part number must be correctly constructed, starting with a WO- or JO-.
• There must be a current Work Order or Job with the number you enter.
• You must have entered a valid Route Operation or Job Line Number (001 to 999).
• For a WO the assembly being manufactured under the Work Order must have a Process Route with an appropriately numbered operation.
• The Work Centre assigned to this process route operation or job operation must be flagged as an Outwork Work Centre.

After a part number has been entered, the system searches the Purchase Part file for a match for this part number and the PO supplier. If found, details from the Purchase Part record are loaded into the supplier part number, description, buy UoM and buy UoM multiplier fields. If a record is not found in the Purchase Part file, data from the parts master record is used. The Buy UoM will be the same as the Stock UoM with a multiplier of 1.0000. In both cases, you can edit any of the entered data. Any changes will be recorded in the Purchase Part file after the item’s receipt when the Update purchase part file on receipt is checked. If you check the MRP to ignore checkbox, the supply this item represents will be ignored in MRP processing.

Additionally, the part’s Re-order quantity divided by the Buy UoM is provided as default for the Order quantity or, if the item is a WO Outwork Operation, the WO assembly quantity or,if a Job Operation, the Job item quantity. The delivery date defaults to the date calculated from the part’s lead time and the Buy Calendar. For an Outwork Operation the date is calculated from the operation Lag Time divided by the Work Centre time per day.

WARNING: You may find that you can not edit the order quantity below a certain amount. This will be because the Purchase Part record for the Supplier/Part has a zero first cost and an initial cost quantity. Doing this, in effect, enforces a minimum order quantity for this part from this supplier.

The This-purchase cost is, by default, the current material cost for the part. If the part is an Outwork type part, the This-Level Outwork current cost is provided as default. If the item is an outwork operation the operation times and Work Centre rates are used to calculate a default cost. You can change the cost at this time.

WARNING: If the System Preferences are set to automatically update and create Purchased Part records on goods receipt, the “Update PP file on receipt of item” checkbox will be checked. If left that way the data appearing on the order will be used to update or create a Purchase Part record when a receipt is processed. You should un-check the box to prevent update for this item.

If the our part number field is left blank, all fields must be completed by you from scratch. No fields can be left blank, other than the two part numbers.

CUSTOM CAPABILITY: oCustom1.$PolqtyCheck() can be used to process your own quantity validation or messaging system. It is called if the quantity is changed.

CUSTOM CAPABILITY: oCustom1.$AfterItemAddedToPo() is available to provide additional validation when a part is added.

WARNING: You are prevented from deleting, or changing Order quantity or UoM multiplier, if the item has had an outwork kit issued to the supplier.

NOTE: You can apply individual parts texts to Purchase Order part items in an alternative manner. If you set option optPODefaultIndivText to ‘1’, ‘Y’, ‘Yes’ or ‘YES’, the Individual Text will form a default description for the part rather than an additional text. I.E. When optPODefaultIndivText is set to ‘1’, line item description will default to the individual purchase text for the part when there is no relevant Purchase Part record description. Whenever this options is set, the individual parts texts will NOT be printed on the Purchase Order, as they are when it is not set.

Outwork Assemblies and Purchase Order Kits

The part type is significant to a purchase order item.

An Outwork Assembly must be a type ‘O’ part. When entered on an order, it’s kit must be issued before it can be received. The system supports shortages in the kit issue process. To learn more about Outwork Assembly processing see the Purchase Order Outwork Kit Review and Processing window.

A Purchase Order Kit must be a type ‘P’ part. When entered on an order, it’s kit components will be assumed to be received rather than the assembly part itself. This process is effectively automatic. You will only see the assembly part on a PO document or any reviews or receiving windows. However, when received or returned the kit components are received or returned and not the assembly. This is similar to a Sales Order Kit only in reverse. The parent is ordered and the components received. There is no variation in the receiving quantities of components, they are only ever received or returned in the BoM quantities for the relevant parent quantity. For the full implications to MRP see the Treatment of Purchase Order Kits section in the MRP Menu topic.

TIP: An appropriate use for PO Kits would be if the item you are purchasing comes from the supplier as an assembly which you break down into a number of components that are used in different product sub-assemblies. The mix of components is always fixed and in the same proportion within the parent.

Window Fields and Buttons

Button	Action
Add	This will create a new (normally blank) record in the file. You will then be able to enter details for the record. NOTE: You can control which users are permitted to add parts to a purchase order using the Purchase Users field on a part record. TIP: Control can also be applied to purchasing non-part, work order and job operation items using the system options optPOJobOpUsers, optPONonPartUsers and optPOWoOpUsers.
Copy	This will create a Copy of the current record displayed on the window. You will then be able to change the details.
Delete	Execute this button to permanently remove the currently selected record from the file. If you are permitted to delete the item, you will be asked for confirmation, otherwise an explanation will be given. TIP: If you remove low numbered lines, you may want to renumber other lines. You can do this by using drag-and-drop in the list to re-order a line item. This can only be done if you have the list sorted by line number (in descending order) and the PO has not had any receipt of goods. When the lines are re-positioned the lines are renumbered starting from 1.

The window has 3 tab panes.

Item Details 
Additional 
Planning 

Item Details

Back to top

Additional

Additional details for the selected order line item.

Back to top

Planning

Planning implications of the purchase for a part.

NOTE: Outwork Assemblies will show as Due from W/POs and kit components will be Allocated to WOs until they are issued. PO Kit assemblies, on the other hand, will not show as Due from W/POs but their kit components will, as they are the items that will be received into stock.

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Purchase Order Outwork Items

Reference Contents > Purchase Orders > Purchase Order Outwork Items

This window opens by clicking on the View All POs with Outwork Items button on the PO Outwork Kit Review and Processing window.

The window lists all Purchase Order line items that are Outwork type parts. Unkitted outwork assemblies will be indicated by having a blank kitted date. Double-click to select and apply a PO to the PO Outwork Kit Review and Processing window.

See also: –

Purchase Order Outwork Kit Review and Processing

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Purchase Order Line Item Report Selection

Reference Contents > Purchase Orders > Purchase Order Line Item Report Selection

This report setup window provides you with the ability to choose a range of selections, sort order and report types.

You can drag and drop onto the Print Report button from the Parts or Suppliers ScratchPads to obtain a report of selected parts or suppliers only.

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
Print Report	Will cause a report to be printed of the subject matter. Right-click to change the report destination.

See also: –

Purchase Order Line Item Selection

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Reference Contents > Purchase Orders > Purchase Order Line Item Report Selection

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Purchase Order Line Item Selection

Reference Contents > Purchase Orders > Purchase Order Line Item Selection

This subwindow is used to define the range criteria for a selection of purchase order line items. It is displayed on windows requiring their selection.

Parent Windows

Purchase Order Line Item Report Selection
Link System Maintenance
Graphical Analysis Maintenance – Graphs Tab

Operation

Enter data in the data entry boxes to restrict the range of parts. Records must meet all criteria entered to be selected. If the left and/or right data entry boxes are left blank for a particular criteria, parts will be selected between the first and/or last otherwise qualifying part record. Data entry boxes can be populated by finding a single item using Keyword Search, drag and drop from the Parts ScratchPad the Suppliers ScratchPad or the Accounts ScratchPad, or by double-clicking a list item from the Keyword Result window.

Data records can be obtained using one of the following methods or a combination of them (see Tip below):

1. Enter values into the selection ranges and use the Standard Search. The context menu provides a Clear Selection function.
2. Define or use a Custom Search.
3. Create an Ad Hoc Search Calculation using the context menu function.
4. Drag-and-drop one or more lines from a ScratchPad (or BoM and Where-Used Listing) onto the general window area.
5. Use the ScratchPad Transfer Selected function
6. Use the KeyWord Search Transfer Selected function

TIP: Using an Ad Hoc Search Calculation (3) overrides any Custom Search (2) and a Custom Search overrides the Standard Search (1). In any of the search cases (1, 2 or 3), ScratchPad Transfer and Drag-and-Drop or KeyWord Search Transfer (4, 5 or 6) is combinational, so that records found using any of these methods must also conform to the search criteria adopted.

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

Button	Action
Custom Search	Opens the Custom Search Selection window and checks the Use custom checkbox.

See also: –

Search Options Menu Purchase Order Line Item Report Selection Parts ScratchPad Supplier ScratchPad Accounts ScratchPad Keyword Result

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Reference Contents > Purchase Orders > Purchase Order Line Item Selection

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Purchase Order Maintenance

Reference Contents > Purchase Orders > Purchase Order Maintenance

For an Introduction to Purchase Orders see the Purchase Orders Menu topic.

Two files contain the Purchase Order data. Each Purchase Order has a header that contains all information that is general for the PO document as a whole. Associated with a PO are multiple Line Item records that contain details of the specific items under order. The system is self-cleansing in that when items are received from the supplier the associated line items are converted into history records. Hence, PO information on the system only relates to material yet to be received from suppliers.

Create New PO or RFQ

When you operate the New Order or RFQ Purchase Order menu function, you are first prompted for a supplier with the Supplier Selection window.

The PO maintenance window will be brought forward with no PO Number assigned. When you save the PO, the next available PO number will be assigned to it. The default delivery details, order date and your Transaction ID will be pre-entered. You can change the Delivery Point Code and standard delivery instructions text code. Both must be pre-defined.

You can change the supplier’s default currency for the order then enter any Special PO Header Text and Entry Comments.

TIP: If you are operating under an MRP environment, you can create Purchase Orders directly from MRP result order recommendations. See the MRP Purchase Order Recommendations window for details.

If a Supplier has the Do not use flag set, you will not be able to use the Supplier.

TIP: If a supplier has a minimum order value, you can enter this in supplier maintenance and accompany the value with a minimum order rule. If you do this you will be warned when you select the customer and on saving an order that has a value below the supplier’s minimum order value.

TIP: You can individually limit a user’s ability to order using a system option optPOUserValueLimits. Enter a comma separated list made up of UserID, local currency value pairs. E.G. SYS,1000,CR,500 means user SYS is limited to 1000 and CR is limited to 500. Users not listed have no limit. These limits apply to an whole PO and if exceeded the user cannot save the PO and is given a warning message.

TIP: You can impose a PO authorisation procedure using menu security and default settings. Some users can prepare RFQs with only a manager with privileges able to convert them to POs. The option optPORfqToPoInitFix can be set to 1 to prevent the created-by id (POHINIT) being updated to the PO converters ID.

CUSTOM CAPABILITY: You can use the oCustom1.$OnCreatePo method in the OpenVision library to pre-load Purchase Order header fields, such as the reference or texts.

The window has 3 tab panes.

Supplier and Delivery 
Contact Details 
Line Item Details 

Supplier and Delivery

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Contact Details

Contact details of telephones etc.

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Line Item Details

Line Items of the order. This pane consists entirely of the Purchase Order Line Item Maintenance subwindow.

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Reference Contents > Purchase Orders > Purchase Order Maintenance

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