Sales Order to Purchase Order User's Guide - Epicor · D2K Automatic Sales Order to Purchase Order users. ... Please make notes and ... Introduction Welcome to the Automatic Sales

ACTIVANT D2K Automatic Sales Order to Purchase Order User's Guide Release 3.0 Version 9

This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc.

From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you.

Created by: Yardley Technical Communication

2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies.

Activant Solutions Inc. 7683 Southfront Road Livermore, CA 94551

Release 3.0 Version 9 Publication Date: 3.22.2006

i

Table of Contents

Preface

Overview to the User’s Guide .....................................................................................................1 How to Use the User’s Guide ......................................................................................................2

Chapter 1 - Introduction

Chapter Overview .................................................................................................................... 1-1 What is Automatic Sales Order to Purchase Order?................................................................ 1-2 Features and Benefits............................................................................................................... 1-4 The Process of Installing the SO to PO Module...................................................................... 1-5 Set-Up Options ........................................................................................................................ 1-6 What is a Requisition? ............................................................................................................. 1-8 What is Consolidated Purchasing? .......................................................................................... 1-9 Conditions That Prevent Consolidated Purchasing ............................................................... 1-10 What is Conditional Purchasing?........................................................................................... 1-13 The Automatic Sales Order to Purchase Order Process ........................................................ 1-15 The SO to PO Menu............................................................................................................... 1-17 Knowledge Check.................................................................................................................. 1-18 Knowledge Check Answers................................................................................................... 1-21

Chapter 2 - Maintain Items for Automatic Purchase

Chapter Overview .................................................................................................................... 2-1 The Process of Maintaining Items for Automatic Purchase .................................................... 2-3 MNT.ITEM-PURCHASING - Screen 2.................................................................................. 2-5 Guidelines for Assigning a Primary Source Vendor ............................................................... 2-7 Knowledge Check.................................................................................................................... 2-8 Knowledge Check Answers................................................................................................... 2-11

Chapter 3 - Flagging Sales Orders for Automatic Purchase Chapter Overview .................................................................................................................... 3-1 The Process of Flagging Sales Orders for Automatic Purchase .............................................. 3-3 The Order “Buy” Prompt ......................................................................................................... 3-5 The Item “Buy” Prompt ........................................................................................................... 3-7 Guidelines for Entering a Sales Order for Automatic Purchase .............................................. 3-8 Enter a Sales Order for Automatic Purchase - ORDER.ENTRY & COUNTER Functions ... 3-9 Convert a Quotation to a Sales Order for Automatic Purchase............................................. 3-14 Enter a Sales Order for Automatic Purchase Using the SS.ORDER.ENTRY Function ....... 3-15 Knowledge Check.................................................................................................................. 3-18 Knowledge Check Answers................................................................................................... 3-21

Continued on next page

ii

Table of Contents, Continued

Chapter 4 - Convert Sales Activity to Purchase Orders or Requisitions Chapter Overview .................................................................................................................... 4-1 The CREATE.SO.PO Function ............................................................................................... 4-3 How to Run CREATE.SO.PO ................................................................................................. 4-4 The Sales to Purchase Order Register.................................................................................... 4-10 The Sales to Purchase Requisition Register .......................................................................... 4-13 Knowledge Check.................................................................................................................. 4-15 Knowledge Check Answers................................................................................................... 4-16

Chapter 5 - Requisition Processing Chapter Overview .................................................................................................................... 5-1 The Process of Converting Requisitions to Purchase Orders .................................................. 5-3 Screens Used by the PROCESS.SO.PO.REQN Function ....................................................... 5-4 The PROCESS.SO.PO.REQN Header Screen ........................................................................ 5-6 Methods of Assigning a PO Number to a Requisition............................................................. 5-8 The PROCESS.SO.PO.REQN Line Assignment Screen....................................................... 5-10 The PROCESS.SO.PO.REQN Line Item Detail Screen........................................................ 5-14 Commands Used by the PROCESS.SO.PO.REQN Function................................................ 5-16 Convert a Requisition to a Purchase Order............................................................................ 5-18 The Requisition to Purchase Order Register.......................................................................... 5-25 The DELETE.SO.PO.REQN Function.................................................................................. 5-29 How to Delete Requisitions Using DELETE.SO.PO.REQN ................................................ 5-30 Knowledge Check.................................................................................................................. 5-32 Knowledge Check Answers................................................................................................... 5-35

Chapter 6 - Reports and Inquiries

Chapter Overview .................................................................................................................... 6-1 SO to PO Reports and Inquiries............................................................................................... 6-2 The SO.PO.REGISTER Function............................................................................................ 6-3 The LIST.SO.PO Report.......................................................................................................... 6-6 How to Print the LIST.SO.PO Report ..................................................................................... 6-8 The SO.PO.INQ Inquiry ........................................................................................................ 6-11 How to Run the SO.PO.INQ Function................................................................................... 6-12 How SO to PO Affects the Sales Order ................................................................................. 6-15 How to Determine the Purchasing Status of a Sales Order Line Item................................... 6-16 How SO to PO Affects the Purchase Order ........................................................................... 6-19 Creating Custom SO to PO Reports Using IEP..................................................................... 6-20 Knowledge Check.................................................................................................................. 6-23 Knowledge Check Answers................................................................................................... 6-27

Summary

Putting These Ideas to Work.................................................................................................... 7-1

Preface 1

Preface

Overview to the User's Guide

Introduction Welcome to the Automatic Sales Order to Purchase Order User's Guide. We

hope you enjoy learning about your D2K system. We also hope you will use all of the resources available to you to learn the Automatic Sales Order to Purchase Order (SO to PO) D2K module as thoroughly as possible.

Purpose The purpose of this User's Guide is introduce you to Automatic Sales Order to

Purchase Order, and to provide procedures and guidelines for using the functions within the module. This User's Guide has been designed as both a self-study training tool and a reference manual.

Objectives Upon completion of this User's Guide, you will be able to

• define Automatic Sales Order to Purchase Order • identify the SO to PO set-up options your company will use • identify and perform item maintenance for the SO to PO module • create a customer sales order for automatic purchase using the

ORDER.ENTRY, COUNTER, SS.ORDER.ENTRY, or QUOTE.ENTRY functions

• convert sales activity to purchase orders or requisitions • modify, cancel, or delete requisitions • convert requisitions to purchase orders, and • identify key reports, inquiries, and audit trails used by the SO to PO

module.

Guide content This guide contains the following chapters:

• Chapter 1 - an introduction to the SO to PO module • Chapter 2 - a description of item maintenance needed by SO to PO • Chapter 3 - procedures for entering sales orders for automatic purchase • Chapter 4 - procedures for converting sales activity to purchase orders or

requisitions • Chapter 5 - procedures for converting, modifying, canceling and deleting

requisitions • Chapter 6 - a description of SO to PO reports, inquiries, and audit trails

2 Preface

How to Use the User's Guide

Introduction This User's Guide has been designed as both a self-study training tool and a

reference manual.

Audience The concepts and procedures presented in this guide are appropriate for new

D2K Automatic Sales Order to Purchase Order users. Note: If you are already familiar with D2K, you may find the procedures in this guide to be helpful as you perform your job tasks.

Recommended prerequisite

We recommend that you complete the D2K System Conventions User's Guide before completing this guide. D2K System Conventions User's Guide provides you with the basic D2K concepts and navigation instruction that you will need to complete this guide.

Customizing your User’s Guide

This is your User's Guide. Please make notes and customize the guide to help you complete the tasks for your job.

Menus, screens, and prompts

This User's Guide displays standard D2K menus, screens, and prompts. Your system may be customized to meet your company's needs. Therefore, your menus, screens, and prompts may not look the same. We provide a space called "Accessing the function" with each procedure in this guide. This space is for you to write in your system’s menu path to each function. Example: Use the boxes below to write your menu path to the AGE.AR function.

DIST-2000 GA AR AR.RPTS AGE.AR


D2K

Preface 3

How to Use the User's Guide, Continued

Review chapter objectives

Your first step in completing this guide is to review the objectives displayed in each chapter’s overview. If the material the objectives cover seems unfamiliar, assume that you need to study the entire chapter’s content.

Knowledge checks

This User's Guide provides knowledge checks at the end of each chapter, that will assess your learning of Automatic Sales Order to Purchase Order concepts. Answers to the knowledge check are found on the pages following the questions. Responding to the knowledge checks helps you evaluate your learning. Review the text if you have trouble answering the questions correctly. Proceed at a comfortable rate. If you reach your limit of concentration, stop at a natural division in the text so that you can continue later without difficulty.

Completion time

The time you need to complete this guide depends on your previous experience with the concepts, and on the pace you set for your learning. The average time estimate for completion of this guide is three to five hours.

Preface 1

Preface

Overview to the User's Guide

Introduction Welcome to the Automatic Sales Order to Purchase Order User's Guide. We

hope you enjoy learning about your D2K system. We also hope you will use all of the resources available to you to learn the Automatic Sales Order to Purchase Order (SO to PO) D2K module as thoroughly as possible.

Purpose The purpose of this User's Guide is introduce you to Automatic Sales Order to

Purchase Order, and to provide procedures and guidelines for using the functions within the module. This User's Guide has been designed as both a self-study training tool and a reference manual.

Objectives Upon completion of this User's Guide, you will be able to

• define Automatic Sales Order to Purchase Order • identify the SO to PO set-up options your company will use • identify and perform item maintenance for the SO to PO module • create a customer sales order for automatic purchase using the

ORDER.ENTRY, COUNTER, SS.ORDER.ENTRY, or QUOTE.ENTRY functions

• convert sales activity to purchase orders or requisitions • modify, cancel, or delete requisitions • convert requisitions to purchase orders, and • identify key reports, inquiries, and audit trails used by the SO to PO

module.

Guide content This guide contains the following chapters:

• Chapter 1 - an introduction to the SO to PO module • Chapter 2 - a description of item maintenance needed by SO to PO • Chapter 3 - procedures for entering sales orders for automatic purchase • Chapter 4 - procedures for converting sales activity to purchase orders or

requisitions • Chapter 5 - procedures for converting, modifying, canceling and deleting

requisitions • Chapter 6 - a description of SO to PO reports, inquiries, and audit trails

2 Preface

How to Use the User's Guide

Introduction This User's Guide has been designed as both a self-study training tool and a

reference manual.

Audience The concepts and procedures presented in this guide are appropriate for new

D2K Automatic Sales Order to Purchase Order users. Note: If you are already familiar with D2K, you may find the procedures in this guide to be helpful as you perform your job tasks.

Recommended prerequisite

We recommend that you complete the D2K System Conventions User's Guide before completing this guide. D2K System Conventions User's Guide provides you with the basic D2K concepts and navigation instruction that you will need to complete this guide.

Customizing your User’s Guide

This is your User's Guide. Please make notes and customize the guide to help you complete the tasks for your job.

Menus, screens, and prompts

This User's Guide displays standard D2K menus, screens, and prompts. Your system may be customized to meet your company's needs. Therefore, your menus, screens, and prompts may not look the same. We provide a space called "Accessing the function" with each procedure in this guide. This space is for you to write in your system’s menu path to each function. Example: Use the boxes below to write your menu path to the AGE.AR function.

DIST-2000 GA AR AR.RPTS AGE.AR


D2K

Preface 3

How to Use the User's Guide, Continued

Review chapter objectives

Your first step in completing this guide is to review the objectives displayed in each chapter’s overview. If the material the objectives cover seems unfamiliar, assume that you need to study the entire chapter’s content.

Knowledge checks

This User's Guide provides knowledge checks at the end of each chapter, that will assess your learning of Automatic Sales Order to Purchase Order concepts. Answers to the knowledge check are found on the pages following the questions. Responding to the knowledge checks helps you evaluate your learning. Review the text if you have trouble answering the questions correctly. Proceed at a comfortable rate. If you reach your limit of concentration, stop at a natural division in the text so that you can continue later without difficulty.

Completion time

The time you need to complete this guide depends on your previous experience with the concepts, and on the pace you set for your learning. The average time estimate for completion of this guide is three to five hours.

Introduction 1-1

Chapter 1

Introduction

Chapter Overview

Introduction D2K provides you with software that increases your productivity and gives

you tools to automate the tasks of operating a business.

Purpose The purpose of this chapter is to introduce you to the Automatic Sales Order

to Purchase Order (SO to PO) module. You will learn about the features and benefits of using SO to PO, and the different types of automatic purchases.

Objectives Upon completion of this chapter, you will be able to

• define Automatic Sales Order to Purchase Order • describe the features and benefits of using SO to PO • describe the installation process for the Automatic Sales Order to

Purchase Order module • describe the different ways in which SO to PO may be set up • describe what a requisition is, and the difference between a requisition

and a purchase order • describe the SO to PO process, and • identify the SO to PO menu.

1-2 Introduction

What is Automatic Sales Order to Purchase Order?

Definition Automatic Sales Order to Purchase Order (SO to PO) is a D2K module that

allows automatic creation of purchase orders based on sales order activity. Items are flagged for purchase during sales order entry in one of three ways: • Individual items on a sales order are manually flagged for purchase by

the operator. • Every sales order, and all items on each sales order, are automatically

flagged by the system for purchase. • The system automatically flags items for purchase that have special

considerations: they may be direct ship requests, non-stock items, or the item’s stock availability falls short of the quantity ordered by the customer.

The system will group items flagged for purchase by their primary source vendor. It then creates either purchase orders or requisitions (which can be converted into purchase orders) from this data. When the SO to PO module is installed on your system, the method in which items are flagged for purchase is identified. Installation of the module also identifies whether purchase orders or requisitions will be created from sales order activity.

Example 1 A-1 Distributors, Inc. sells heating and air conditioning replacement parts.

Most items ordered by their customers are carried in stock. However, a customer may order a special part not normally carried in the warehouse. When this occurs, the inside sales person wants to flag the item as it is entered on the sales order for purchasing consideration. A-1 Distributors’ SO to PO module is installed so that only those sales orders and line items flagged by the operator will have a purchase order or requisition generated.


Introduction 1-3

What is Automatic Sales Order to Purchase Order?, Continued

Example 2 Superior Packaging sells custom packaging equipment. The items they sell

are made to specification, and are never carried in stock. As a result, every customer sales order requires a purchase order to be generated. They want this task automated, where their inside sales people do not have to make additional decisions during the sales order entry process. Superior Packaging’s SO to PO module is installed so that every sales order will be automatically flagged by the system to have a purchase order or requisition generated.

Example 3 American Products, Inc. sells copier supplies and toner. They are a high-

volume business, and pride themselves on their quick reaction time to shipping special request items. They wish to automate the routine of reviewing sales order “exception” data for immediate purchasing consideration. "Sales exceptions" are sales order items entered for direct ship, non-stock items, and items whose stock availability is short of the quantity ordered by the customer. American Products’ SO to PO module is installed so that items on a sales order are automatically flagged by the system if they are a “sales exception”. Items entered as a direct ship request, non-stock items, and items whose stock availability is insufficient to meet the customer order quantity will have a purchase order or requisition generated.

1-4 Introduction

Features and Benefits

Introduction The purchasing process can be a time consuming task. Your buyer must

gather information to determine what items to order, and whom to order it from. This must be done in time to meet your customer demands.

Features & benefits

There are many features and benefits to using the D2K Sales Order to Purchase Order module. Some of them are:

Feature Benefit

Uses sales order activity to automatically create purchase orders or requisitions.

Increases your buyer’s productivity by automatically gathering and grouping information from the sales department on what to purchase.

Can allow certain types of items to be automatically flagged for purchase by the system (direct ship, non-stock, or availability shortage).

Eliminates the need for operator intervention during sales order entry.

Groups items from multiple sales orders together by their primary vendor source.

Eliminates the generation of multiple documents to the same vendor.

Multiple purchase requests for the same item and facility can be consolidated onto one purchase order or requisition line item.

Allows you to take advantage of volume pricing or special terms.

A separate purchase order or requisition can be generated for each sales order.

Provides a one-to-one relationship, making receipt of the purchase order and shipment of the sales order easier.

Prints a register of system generated purchase orders or requisitions.

Provides the user with a source document to review, modify, or delete purchase orders or requisitions.

Introduction 1-5

The Process of Installing the SO to PO Module

Introduction Before you may begin to use the Automatic Sales Order to Purchase Order

module, your D2K Customer Care Consultant must install the software on your account. In addition, specific file maintenance must be performed on items eligible for automatic purchase by someone in your company.

Process The table below describes the installation process for the Automatic Sales

Order to Purchase Order module.

Stage Description Responsibility1 Determine how your company will use the SO to

PO module. Client & D2K

2 Complete the prompts on the Sales to Purchase Order Options and Defaults screen of SOP.CONSTANTS. These prompts determine how the SO to PO module will function.

D2K

3 Set the next system-assigned number for purchase orders and/or requisitions, if necessary.

D2K

4 Install the SO to PO menu. D2K 5 Review “Automatic Sales Order to Purchase

Order User’s Guide”. Discuss any questions with your D2K Customer Care Consultant.

Client

6 Perform item maintenance on items eligible for automatic purchase.

Client

7 Tailor the sales order entry screens - add two new prompts - an Order “Buy” prompt, and an Item “Buy” prompt.

D2K

Important note Once all stages of the installation process are complete, the Automatic Sales

Order to Purchase Order module is activated. If you have questions as to which stage your installation process is on, please discuss with your D2K Customer Care Consultant.

1-6 Introduction

Set-Up Options

Introduction The Sales Order to Purchase Order module will operate according to options

installed by your D2K Customer Care Consultant. These options are found on the Sales to Purchase Order Options and Defaults screen of SOP.CONSTANTS.

Options & descriptions

The table below describes the installation options that may be set on the Sales to Purchase Order Options and Defaults screen of SOP.CONSTANTS. You may use this information to determine how your company will install the Automatic Sales Order to Purchase Order module.

Option Description Used when…

Answer Yes or No Create PO Requisitions from sales activity?

Requisitions are created instead of purchase orders. Requisitions can be modified, converted to a PO, or deleted from the system. Reference: For more information on requisitions, refer to the topic “What is a Requisition?” in this chapter.

you wish to review items flagged for purchasing prior to issuing a purchase order.

Choose one of the following three options: Initially flag sales orders for No Purchase

All sales order lines will be set to “N” (no purchase) unless the operator changes the flag to “Y”.

your sales entry operators need to flag only special items for immediate purchase.

Initially flag sales orders to Always Purchase

All sales order lines will be set to “Y” (purchase) unless the operator changes the flag to “N”.

you must buy an item each time it is ordered by a customer.

Initially flag sales orders for Conditional Purchase

Direct ship, non-stock, and items whose availability falls short of the customer’s order may be set to “Y” (purchase). The operator may change the flag on line items. Reference: For more information on conditional purchasing, refer to the topic “What is Conditional Purchasing?” in this chapter.

you wish to automate the review of “sales exceptions”, and have the system flag items for purchase.


Introduction 1-7

Set-Up Options, Continued

Options & descriptions (continued)

Option Description Used when… Choose any of the following options:

Consolidate quantities by item and facility

Multiple sales of an item from the same facility will be consolidated onto one PO or requisition line item. Reference: For more information on consolidation, refer to the topic “What is Consolidated Purchasing?” in this chapter.

you wish to group multiple line item quantities together to take advantage of special vendor pricing.

Create a separate PO for each facility

Only items from one facility will be grouped together on a purchase order or requisition.

you have multiple facilities and wish to keep all their purchases separate.

Create a separate PO for each sales order

Each sales order will generate its own PO or requisition for items flagged for purchase. Important: If your company chooses to create a separate PO or requisition for each sales order, consolidated purchasing may not be used.

all items on a sales order that are flagged for purchase should be kept together on one source document.

Create a separate PO for each direct ship item

Each direct ship item will generate its own PO or requisition when it is flagged for purchase.

you want each direct ship item flagged for purchase to be purchased on a separate source document.

Learning advice

For information about the set-up options chosen by your company, please speak with your System Administrator or D2K Customer Care Consultant.

1-8 Introduction

What is a Requisition?

Definition A requisition is a transaction that contains suggestions for item purchases. It

is generated from sales activity, but allows the user flexibility in modifying or deleting any part of it prior to converting the requisition to a purchase order.

Example SO to PO creates a requisition from sales activity, suggesting that you order a

group of items from their primary source vendor, Midwest Electric. Prior to conversion to a purchase order, you assign the requisition to a different source vendor, Electrical Supply Company, who can deliver the items quicker and at better terms.

Characteristics of a requisition

A requisition: • can be used as a “worksheet” when deciding what to purchase. • does not update an item’s “quantity on order” (whereas a purchase order

does). • allows you to assign requisition line items to a different vendor prior to

conversion to a purchase order. (To change the vendor on a PO, you must delete the PO, then re-enter it with the new vendor.)

• can be added to any open, unprinted PO for the vendor assigned to the requisition.

• allows you to convert selected or “all” line items to a purchase order. • does not have a standard document print function (whereas a purchase

order does).

Introduction 1-9

What is Consolidated Purchasing?

Definition Consolidated purchasing is a method of combining multiple purchase requests

for the same item and facility onto one purchase order or requisition line item.

Example Item 100, a non-stock item, appears on three customer sales orders for facility

01. It has been flagged for purchase on all three sales orders because it is a non-stock item.

Sales Order: 10604Cust Nbr: 11101Facility: 01

Item Nbr: 100Quantity: 12





Purchase Order: 89012Vendor Nbr: 1800Vendor Name: Quinn Power ProductsFacility: 01

Line# Item/Description Quantity 1 100 / Screwdriver 87

When using consolidated purchasing, one purchase order line item will be

generated, combining the purchase request for all three sales orders.

1-10 Introduction

Conditions That Prevent Consolidated Purchasing

Introduction When consolidated purchasing is enabled in SOP.CONSTANTS, there are

certain conditions that will prevent sales activity for the same item from being grouped onto one purchase order or requisition line.

Conditions The table below describes the conditions that will prevent consolidation from

occurring on a sales order.

WHEN… AND SOP.CONSTANTS… THEN SO to PO… there are multiple sales requests for the same item from multiple facilities

are set to create a separate PO for each Facility

creates one PO or requisition for each facility. The deliver-to address on the document will be the facility address.

are not set to create a separate PO for each Facility

creates one PO or requisition line item for each facility. The deliver-to address on the line item will be the facility address.

there are multiple direct ship sales requests for the same item/facility

are set to create a separate PO for each Direct Ship

creates one PO or requisition for each direct ship item. The deliver-to address on the document will be the sales order address.

are not set to create a separate PO for each Direct Ship

creates one PO or requisition line item for each direct ship item. The deliver-to address on the line item will be the sales order address.


Introduction 1-11

Conditions That Prevent Consolidated Purchasing, Continued

Conditions (continued)

WHEN… AND SOP.CONSTANTS… THEN SO to PO… there are multiple sales requests for the same item/facility, and the item is flagged for individual purchase in MNT.ITEM-PURCHASING (screen 2, Sales to PO Acton Code = “X”)

--

creates a separate PO or requisition line item for each sales occurrence of the item.

Important point

If your company has chosen to create a separate purchase order or requisition for each sales order, consolidated purchasing may not be used.

Learning advice

Consolidated purchasing is one of the set-up options that may be identified during the SO to PO module installation. If you are unsure whether your company uses consolidated purchasing, speak with your System Administrator or D2K Customer Care Consultant.

1-12 Introduction

Figure 1-1. The ORDER.ENTRY Detail screen, with item 100 flagged for purchase.

Sales Order Entry - Detail Screen Entries 0 Order Merch Total Del Date Weight Customer Number 11125 43 0.00 01-13-YY MODERN ELECTRONICS +------------------------------------------------------------------------------+ ¦ Pack On Hand Committed Available In Picking¦Ref Nbr On Order Due Date ¦ ¦ EA 500 9 491 0¦ ¦ +------------------------------------------------------------------------------+ Item Number UOM Order Qty / Buy? Selling Total Description Balance Qty Price Amount 001) 100|01 EA 400 Y SLOTTED SCREWDRIVER 4 Enter the Selling Price, TOP 5.00......

Introduction 1-13

What is Conditional Purchasing?

Definition Conditional purchasing is the method of allowing your D2K system to

automatically flag sales order items for purchase. Direct ship items, non-stock items, or items whose availability falls short of the customer’s order quantity can be automatically flagged using conditional purchasing.

Example Tri-State Supply sells certain items that are always direct shipped to the

customer. Whenever one of these items is entered on a customer sales order, the system automatically flags it for purchase. The SO to PO module then creates a purchase order for the item, with the sales order ship-to address as the purchase order deliver-to address.

Conditional purchasing based on availability

One of the conditional purchasing options allows the system to automatically flag sales order items whose availability falls short of the customer’s order quantity. Important: “Availability," as used by SO to PO, is calculated differently than the “Available to Sell” figure displayed in the sales function screens.

Availability calculation

Availability, as used by the Sales Order to Purchase Order module, is calculated as follows: Quantity on Hand + Quantity on Purchase Orders + Quantity on Requisitions - Safety Stock - Quantity on Reserve - Quantity Committed on Sales Orders - Quantity on Transfer Orders - Quantity on Work Orders

Illustration Figure 1-1 is an illustration of the ORDER.ENTRY Detail screen, with item

100 flagged by the system for conditional purchase. The sales order’s Availability Window shows enough available stock (491) to cover the customer’s order quantity (400), yet the system flagged this item for purchase. This item was flagged for conditional purchase because a quantity of 200 is on a transfer order to facility 02. The SO to PO quantity available is 291, which is not enough to cover the customer’s order quantity.

1-14 Introduction

Figure 1-2. The Automatic Sales Order to Purchase Order Process.

Entercustomer

sales orders

"Buy" flags areset for itemsto purchase

RunCREATE.SO.PO

Doessystem createrequisitions?

ReviewSales Order to

RequisitionRegister

Modify and/orconvert

requisitions

ReviewRequisition to

Purchase OrderRegister

Delete unwantedrequisitions

ReviewSales Order to

Purchase OrderRegister

User may modifypurchase orders

User may printPurchase Order

documents

YES

NO

Introduction 1-15

The Automatic Sales Order to Purchase Order Process

Introduction The Automatic Sales Order to Purchase Order process takes items flagged for

purchase from customer sales orders, then creates requisitions or purchase orders from these requests.

Illustration Figure 1-2 is an illustration of the Automatic Sales Order to Purchase Order

process.

Process The table below describes the Sales Order to Purchase Order process.

Stage Description 1 User enters a customer sales order in the ORDER.ENTRY,

COUNTER, SS.ORDER.ENTRY, or QUOTE.ENTRY function. 2 The system or the user sets “Buy” flags on the items to purchase. 3 At the end of the day (or other desirable time), the

CREATE.SO.PO function is run to generate either purchase orders or requisitions.

4 Use the table below to determine the next step.

IF CREATE.SO.PO…

THEN the user reviews the…

creates requisitions Sales Order to Requisition Register. Go to Stage 5.

creates purchase orders Sales Order to Purchase Order Register. Go to Stage 8.

Requisition Processing

5 User modifies and/or converts requisitions to purchase orders using the function PROCESS.SO.PO.REQN.

6 User reviews the Requisition to Purchase Order Register generated by the function PROCESS.SO.PO.REQN.

7 User deletes unwanted requisitions from the system using the function DELETE.SO.PO.REQN.

Purchase Order Processing 8 User modifies purchase orders prior to sending them to the vendor,

using the function ENTER.PURCH.ORDER, if necessary. 9 User prints purchase order documents using the function

PRINT.PURCH.ORDERS, if necessary.

1-16 Introduction

Figure 1-3. The Sales Functions SO-PO Processing menu.

sales 00040 10:50:16 13 JAN YYYY SALES FUNCTIONS SO-PO PROCESSING MENU NO. ..ITEM.NAME......... TYPE ...DESCRIPTION.................................... 1 CREATE.SO.PO F Create Requisitions/Purchase Orders from Sales 2 PROCESS.SO.PO.REQN F Convert Requisitions to Purchase Orders 3 DELETE.SO.PO.REQN F Delete Requisitions 4 LIST.SO.PO F Print Requisitions/Purchase Orders 5 SO.PO.INQ F Display Requisitions/Purchase Orders 6 SO.PO.REGISTER F Print Requisition/Purchase Order Register Enter Your Selection ...................... Previous Menu= D2K Current Menu = SF.SO.PO

Introduction 1-17

The SO to PO Menu

Description The SF.SO.PO menu contains all functions necessary for the Automatic Sales

Order to Purchase Order module.

Illustration Figure 1-3 is an illustration of the standard SF.SO.PO menu.

Learning advice

If you will not be creating requisitions, selection numbers 2 and 3 (PROCESS.SO.PO.REQN and DELETE.SO.PO.REQN) will be removed from your menu.

Accessing the menu

The SF.SO.PO menu will be added to your menu of choice. For specific instructions on how to access this menu, please speak with your System Administrator or D2K Customer Care Consultant. Use the boxes below to write your menu path to the SF.SO.PO menu.

1-18 Introduction

Knowledge Check

Directions Answer the following questions. This knowledge check is based on the

objectives stated in the beginning of this chapter.

Question 1 Automatic Sales Order to Purchase Order:

a. is a D2K module that generates a purchase order for every sales order

entered on the system. b. is a D2K module that allows automatic creation of purchase orders based

on sales order activity. c. can only be used if your company sells custom items, or items “made to

specification”. d. can create either purchase orders or requisitions (which can be converted

into purchase orders) from sales activity. e. both b. and d. f. both a. and c.

Question 2 List one of the features of the Automatic Sales Order to Purchase Order

module.


Introduction 1-19

Knowledge Check, Continued

Question 3 Match the set-up option on the left with its description on the right, by

placing the appropriate letter in the column provided.

a-h Set-up Option Description Create requisitions from

sales activity a. All sales order lines will be set to N

(no purchase) unless the operator changes the flag to Y.

Consolidate quantities by item and facility.

b. Only items from one facility will be grouped together on a PO or requisition.

Flag all sales orders for “No Purchase”.

c. A requisition is generated instead of a purchase order. Requisition lines can then be modified, converted to a PO, or deleted from the system.

Flag all sales orders to “Always Purchase”.

d. Direct ship, non-stock, and items whose availability falls short of the customer order may be set to Y (purchase). The operator may change the flag on line items.

Flag sales orders for “Conditional Purchase”.

e. All sales order lines will be set to Y (purchase) unless the operator changes the flag to N.

Create a separate PO for each facility.

f. Each sales order will generate its own PO or requisition for items flagged for purchase.

Create a separate PO for each sales order.

g. Each direct ship item will generate its own PO or requisition when it is flagged for purchase.

Create a separate PO for each direct ship item.

h. Multiple sales of an item from the same facility will be consolidated onto one PO or requisition line item.


1-20 Introduction


Question 4 Mark these statements true or false.

TRUE or FALSE Requisitions update an item’s “Quantity on Order”.

TRUE or FALSE Requisitions allow the user to assign the transaction to

different vendor prior to conversion to a purchase order.

TRUE or FALSE The user may modify or delete any part of the requisition prior to conversion to a purchase order.

TRUE or FALSE You may print a requisition form using a standard print program found on the SF.SO.PO menu.

Question 5 The SO to PO menu (SF.SO.PO):

a. is found on the SF.PROCESS.1 menu. b. is added to a menu of your choice upon installation. c. is found on the Purchasing menu. d. is found on the Inventory Control menu.

What’s next? Compare your answers to the ones provided on the next page.

The information in this chapter provides a foundation for other chapters within this user guide. If you were unable to complete this knowledge check, please review the chapter before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.

Introduction 1-21

Knowledge Check Answers

Answer 1 Automatic Sales Order to Purchase Order:

e. both b. and d. Automatic Sales Order to Purchase Order is a D2K module that allows automatic creation of purchase orders based on sales order activity, and can create either purchase orders or requisitions (which can be converted into purchase orders) from sales activity.

Answer 2 One of the features of the Automatic Sales Order to Purchase Order module

is: (your answer may be one of the following) • uses sales order activity to automatically create purchase orders or

requisitions • allows certain types of items to be automatically flagged for purchase by

the system (direct ship, non-stock, or availability shortage) • groups items from multiple sales orders together by their primary vendor

source • multiple purchase requests for the same item and facility can be

consolidated onto one purchase order or requisition line item • a separate purchase order or requisition can be generated for each sales

order, or • prints a register of system generated purchase orders or requisitions.


1-22 Introduction

Knowledge Check Answers, Continued

Answer 3 Match the set-up option on the left with its description on the right, by

placing the appropriate letter in the column provided.

a-h Set-up Option Description c Create requisitions from

sales activity a. All sales order lines will be set to N

(no purchase) unless the operator changes the flag to Y.

h Consolidate quantities by item and facility.

b. Only items from one facility will be grouped together on a PO or requisition.

a Flag all sales orders for “No Purchase”.

c. A requisition is generated instead of a purchase order. Requisition lines can then be modified, converted to a PO, or deleted from the system.

e Flag all sales orders to “Always Purchase”.

d. Direct ship, non-stock, and items whose availability falls short of the customer order may be set to Y (purchase). The operator may change the flag on line items.

d Flag sales orders for “Conditional Purchase”.

e. All sales order lines will be set to Y (purchase) unless the operator changes the flag to N.

b Create a separate PO for each facility.

f. Each sales order will generate its own PO or requisition for items flagged for purchase.

f Create a separate PO for each sales order.

g. Each direct ship item will generate its own PO or requisition when it is flagged for purchase.

g Create a separate PO for each direct ship item.

h. Multiple sales of an item from the same facility will be consolidated onto one PO or requisition line item.


Introduction 1-23


Answer 4 Mark these statements true or false.

TRUE or FALSE Requisitions update an item’s “Quantity on Order”.

Explanation: A purchase order updates an item’s “Quantity on Order”, whereas a requisition does not.

TRUE or FALSE Requisitions allow the user to assign the transaction to different vendor prior to conversion to a purchase order.

TRUE or FALSE The user may modify or delete any part of the requisition prior to conversion to a purchase order.

TRUE or FALSE You may print a requisition form using a standard print program found on the SF.SO.PO menu. Explanation: Requisitions do not have a standard document print function, whereas a purchase order does.

Answer 5 The SO to PO menu (SF.SO.PO):

b. is added to a menu of your choice upon installation.

Maintain Items for Automatic Purchase 2-1

Chapter 2

Maintain Items for Automatic Purchase

Chapter Overview

Introduction Prior to using the Automatic Sales Order to Purchase Order module, certain

item maintenance must be performed. This will provide your system with the necessary information it needs to automatically generate purchase orders or requisitions.

Purpose The purpose of this chapter is to identify the item maintenance needed for the

Automatic Sales Order to Purchase Order module.

Objectives Upon completion of this chapter, you will be able to

• describe the process of maintaining items for automatic purchase • identify key prompts for maintenance on screen 2 of the MNT.ITEM-

PURCHASING screen • describe the uses for the SO to PO action codes, and • identify guidelines for assigning a primary source vendor.

2-2 Maintain Items for Automatic Purchase

Figure 2-1. The Process of Maintaining Items for Automatic Purchase.

Identify itemsfor automatic

purchasingconsideration

UsingMNT.ITEM-PURCHASING

Screen 2:

Identify PrimarySource Vendoron eligible items

Review itemswith Primary

Source Vendorfor exception

coding

UsingConsolidatedPurchasing?

Code itemsfor NO

consolidation

Code itemsfor exclusionfrom SO to PO

processing

YES

NO


The Process of Maintaining Items for Automatic Purchase

Introduction Prior to using SO to PO, certain item maintenance must be performed.

Description All items that are eligible for automatic purchase must be coded with a

Primary Source Vendor - the vendor from whom they are normally purchased. All items with a Primary Source Vendor should then be reviewed for possible “exception coding” used by the SO to PO module: • If you are using consolidated purchasing, you may flag items whose

multiple sales requests for the same facility should never be consolidated onto one purchase order line item.

• If an item has a Primary Source Vendor identified for a purpose other than SO to PO, you may flag the item to be excluded from SO to PO purchasing.

Illustration Figure 2-1 is an illustration of the process of maintaining items for automatic

purchase.

Process The table below describes the process of maintaining items for automatic

purchase.

Stage Description 1 User identifies items that are eligible for automatic purchase.

Screen 2 of MNT.ITEM-PURCHASING 2 User enters a Primary Source Vendor (the vendor from whom the

item is normally purchased) for every item eligible for automatic purchase.

3 User reviews items coded with a Primary Source Vendor for “exception coding”.

4 If using Consolidated Purchasing, user may flag items whose multiple sales requests for the same facility should never be consolidated onto one purchase order line item.

5 If an item has a Primary Source Vendor identified for a purpose other than SO to PO, user may flag the item to be excluded from SO to PO purchasing.


Figure 2-2. The Vendor Source Screen (Screen 2) of MNT.ITEM-PURCHASING.

MNT.ITEM-PURCHASING - Vendor Source/Text Information Screen "CHG" Mode Item Nbr: 100|01 SLOTTED SCREWDRIVER .01) .02) 02 Code S001 S002 Entries 2 03 Vendor Number 1600 1800 Vendor Name Ace Industrial Supply Co. Quinn Power Products Price Family ID Vendor Price Flg 07 Vendor Item Nbr 08 Mfgr Code 09 Mfgr Catalog Nbr 10 Sales to PO Action Code 11 Review/Commodity Grp Group Buyer 13 Purchase Item Text Code 325 14 Item Text Entries 1 .01) Inspect before signing receiver .02) 15 Certification Required? 16 Certification Text Entries 0 .01) .02) Change Which Field, END, TOP, \P .........


MNT.ITEM-PURCHASING -- Screen 2

Description Screen 2 of MNT.ITEM-PURCHASING holds prompts necessary for the SO

to PO module. Items to be flagged for automatic purchasing must have certain maintenance performed on them as part of the installation of this module: • Items must have a Source Code / Vendor Number which identifies the

Primary Source Vendor for SO to PO processing. • Items may have a Sales to PO Action Code that indicates the item should

always be excluded from automatic purchasing, or that the item should always be purchased separately.

Illustration Figure 2-1 is an illustration showing the standard Vendor Source screen

(screen 2) in MNT.ITEM-PURCHASING for item 100. Prompts 2, 3, and 10 are used by SO to PO processing.

Fields & descriptions

The table below describes the key fields (in bold text) from the Vendor Source screen (screen 2) of MNT.ITEM-PURCHASING.

Field Description

Code A Source Code, which identifies the vendor number entered at the next prompt as a supplier of this item. An item may have multiple source codes: • R - identifies a Review Group vendor. • Snnn - identifies an additional supplier of the item. Important: When an item has multiple source vendors, SO to PO will use the Review Group vendor first when creating a purchase order. If no Review Group vendor is present, the additional supplier with the lowest Source Code value (Snnn) will be used. Example: In illustration 2-2, Ace Industrial Supply will be used as the SO to PO vendor, since his Source Code (S001) is lower in value than Quinn Power Products’ source code (S002).



MNT.ITEM-PURCHASING — Screen 2, Continued

Fields & descriptions (continued)

Field Description Vendor Number The vendor number, associated with a Source Code

entered in the previous prompt, who is a supplier of this item. Reference: For more information on assigning a vendor to an item, refer to the topic “Guidelines for Assigning a Primary Source Vendor” in this chapter.

Sales to PO Action Code

This optional prompt is used to identify any special processing needed for this item when creating an automatic purchase order:

Action Code Use this Code when… X the item should always be excluded

from SO to PO purchasing. Example: An item is being discontinued from your product line. You never want an automatic PO created for this item, so its Action Code is set to an “X”.

I multiple sales of the item from the same facility should always have separate PO line items generated. This code is used when the consolidated purchasing option is set.

Note: When this prompt is left blank (Null), the item will be flagged for purchasing using the options found in SOP.CONSTANTS.

Rule Only items with a Replenishment Source Code of LP (Local Purchase), CP

(Consolidated Purchase) or PK (Phantom Kit) may be considered for automatic purchase.


Guidelines for Assigning a Primary Source Vendor

Introduction An item may have multiple Source Vendors identified in MNT.ITEM-

PURCHASING, but only one of them will be the Primary Source Vendor.

Definition The Primary Source Vendor is the vendor used by SO to PO when a purchase

order or requisition is generated.

Guidelines Use these guidelines when assigning a Primary Source Vendor:

• While an item may have multiple source vendors, only one of them may

be a Review Group vendor. • Review Groups are used extensively by the Inventory Management

module to identify pricing, delivery, and purchasing advantages for items. Because of this, you should identify the Primary Source Vendor as a Review Group (“R” Source Code) vendor if your company may consider using the Inventory Management module in the future.

• If your company will never use the Inventory Management module,

identify the Primary Source Vendor as additional supplier 1 (“S001” Source Code).

• When an item has multiple source vendors listed in MNT.ITEM-

PURCHASING, only the Primary Source Vendor will be used for purchase order or requisition generation. All other source vendors are for user reference only.


Knowledge Check



Question 1 There are three prompts on Screen 2 of MNT.ITEM-PURCHASING that

relate to the SO to PO module. Is the entry of data in these prompts required or optional for an item to be considered for automatic purchase?

Prompt Required / Optional

Source Code Vendor Number Sales to PO Action Code


TRUE or FALSE An item can have only one Source Vendor identified in

MNT.ITEM-PURCHASING.

TRUE or FALSE Only one Source Vendor will be considered the Primary Source Vendor in MNT.ITEM-PURCHASING.

TRUE or FALSE If an item does not have a Sales to PO Action Code, it can never be considered for automatic purchasing.




Question 3 These item have been coded with multiple source vendors. On the screens

below, circle the vendor number and name that will be used as the Primary Source Vendor by the SO to PO module:


MNT.ITEM-PURCHASING - Vendor Source/Text Information Screen Item Nbr: 300|01 AC/DC GRINDER 380 VOLT .01) .02) 02 Code S001 R Entries 2 03 Vendor Number 2400 1800 Vendor Name Master Supply Quinn Power Products

MNT.ITEM-PURCHASING - Vendor Source/Text Information Screen Item Nbr: 1400|01 PHILLIPS SCREWDRIVER .01) .02) 02 Code S010 S100 Entries 2 03 Vendor Number 3510 1600 Vendor Name Contractor’s Supply Ace Industrial Supply

MNT.ITEM-PURCHASING - Vendor Source/Text Information Screen Item Nbr: 2800|01 AC/DC GRINDER 380 VOLT .01) .02) 02 Code S001 S002 Entries 2 03 Vendor Number 3000 2400 Vendor Name Tri-State Services Master Supply



Question 4 Fill in the blanks to complete these statements:

Your company uses conditional purchasing, with non-stock items always flagged for purchase. You recently bought a large quantity of a non-stock item from your vendor in a special promotion. To prevent this non-stock item from being automatically purchased, set the Sales to PO Action Code to ______. Your company uses consolidation purchasing (multiple sales requests for the same item and facility are consolidated into one PO or requisition line item). Item 4500 is a custom item, whose internal specifications must be set differently for every customer order. To prevent multiple sales requests for this item from being consolidated onto one PO line item, set the Sales to PO Action Code to ______.


If you were unable to complete this knowledge check, we recommend that you review the chapter before continuing. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 There are three prompts on Screen 2 of MNT.ITEM-PURCHASING that

relate to the SO to PO module. Is the entry of data in these prompts required or optional for an item to be considered for automatic purchase?

Prompt Required / Optional

Source Code Required Vendor Number Required Sales to PO Action Code Optional


TRUE or FALSE An item can have only one Source Vendor identified in

MNT.ITEM-PURCHASING. Explanation: An item may have multiple Source Vendors. Only one of these vendors is the Primary Source Vendor. All others are used for reference only.

TRUE or FALSE Only one Source Vendor will be considered the Primary Source Vendor in MNT.ITEM-PURCHASING.

TRUE or FALSE If an item does not have a Sales to PO Action Code, it can never be considered for automatic purchasing. Explanation: Sales to PO Action Codes are optional, and describe any special processing needed for an item when creating an automatic purchase order.




Answer 3 These item have been coded with multiple source vendors. On the screens

below, circle the vendor number and name that will be used as the Primary Source Vendor by the SO to PO module:


MNT.ITEM-PURCHASING - Vendor Source/Text Information Screen Item Nbr: 300|01 AC/DC GRINDER 380 VOLT .01) .02) 02 Code S001 R Entries 2 03 Vendor Number 2400 1800 Vendor Name Master Supply Quinn Power Products

MNT.ITEM-PURCHASING - Vendor Source/Text Information Screen Item Nbr: 1400|01 PHILLIPS SCREWDRIVER .01) .02) 02 Code S010 S100 Entries 2 03 Vendor Number 3510 1600 Vendor Name Contractor’s Supply Ace Industrial Supply

MNT.ITEM-PURCHASING - Vendor Source/Text Information Screen Item Nbr: 2800|01 AC/DC GRINDER 380 VOLT .01) .02) 02 Code S001 S002 Entries 2 03 Vendor Number 3000 2400 Vendor Name Tri-State Services Master Supply



Answer 4 Your company uses conditional purchasing, with non-stock items always

flagged for purchase. You recently bought a large quantity of a non-stock item from your vendor in a special promotion. To prevent this non-stock item from being automatically purchased, set the Sales to PO Action Code to “X”. Your company uses consolidation purchasing (multiple sales requests for the same item and facility are consolidated into one PO or requisition line item). Item 4500 is a custom item, whose internal specifications must be set differently for every customer order. To prevent multiple sales requests for this item from being consolidated onto one PO line item, set the Sales to PO Action Code to “I”.

Flagging Sales Orders for Automatic Purchase 3-1

Chapter 3

Flagging Sales Orders for Automatic Purchase

Chapter Overview

Introduction The SO to PO module will generate purchase orders or requisitions based on

sales activity. Items may be flagged for purchase as they are entered in either the ORDER.ENTRY, SS.ORDER.ENTRY, or COUNTER functions or in QUOTE.ENTRY (when converting a quote to a sales order).

Purpose The purpose of this chapter is to review how items ordered by your customers

are flagged for automatic purchase using the Automatic Sales Order to Purchase Order module.

Objectives Upon completion of this chapter, you will be able to:

• describe the process of how sales orders are flagged for automatic

purchase • identify the key prompts used by SO to PO on the order entry screens • change the “Buy” prompt for the sales order on the Header or Extended

Header screen, and • change the “Buy” prompt for an item on the Detail or Extended Detail

screen.


Figure 3-1. The Process of Flagging Sales Orders for Automatic Purchase.

User accessesORDER.ENTRY,

SS.ORDER.ENTRY,or COUNTER

System setsorder "Buy"prompt on

Header screen

User changesorder's

"Buy" prompt

User entersitems on

Detail screen

System setsItem "Buy"

prompts

User reviewsor changesItem "Buy"

prompts

Userfiles customer

order

System updatespurchaserequests

NOTE: The option is also available to flag sales orders converted from a quotation for automatic

purchase.


The Process of Flagging Sales Orders for Automatic Purchase

Introduction To create an purchase order using the Automatic Sales Order to Purchase

Order module, certain prompts must be set in the customer sales order.

Illustration Figure 3-1 is an illustration of the process of flagging customer sales orders

for automatic purchase.

Process The table below describes the process of flagging customer sales orders for

automatic purchase.

Stage Description 1 User accesses the ORDER.ENTRY, SS.ORDER.ENTRY, or

COUNTER function to enter a customer sales order or the QUOTE.ENTRY function to convert a quotation to a sales order.

2 System sets the Order “Buy” prompt on the sales order Header or Extended Header screen, based on set-up options found in SOP.CONSTANTS on the Sales to Purchase Order Options and Defaults screen. Note: SS.ORDER.ENTRY uses a single screen instead of a Header, Extended Header, Detail, and Extended Detail screen.

3 User changes the Order “Buy” prompt, if necessary. 4 User enters the items for the customer on the sales order Detail

screen. 5 The system sets the Item “Buy” prompt, depending on the Order

“Buy” prompt on the Header screen and set-up options. 6 User reviews and changes the Item “Buy” prompt on the sales

order Detail or Extended Detail screen, if necessary. 7 User files the customer sales order (or converts quotation to sales

order). 8 System updates purchase requests for those items whose “Buy”

prompt was set to “Y”. These requests are held until the function CREATE.SO.PO is run.


Figure 3-2. The ORDER.ENTRY Header screen, showing the Order “Buy” prompt.

ORDER.ENTRY - Header Screen "ADD" Mode Order Number 02 Customer Number 11101 03 Ship To Number MODERN ELECTRONICS 04 MODERN ELECTRONICS 821 GRANT AVE. 05 821 GRANT AVE. PARAMUS, NJ 07666 06 07 PARAMUS 08 NJ 09 07666 10 Order Date 12-02-YY 17 Facility Code 01 D2K 1 11 Del Date 12-09-YY 18 Division Code 12 PO Number 19 Payment Terms 4 2%10D, NET30 13 Ship Via COMMON CARRIER 20 Backorder Flag Y 21 Buy? Y 14 Instructions Entries 0 .01) .02) 15 Sales Rep Entries 1 16 Pct 22 Sales Tax Code Entries 1 .01) 10 TOM MOSS 100.00 .01) NJ STATE TAX .02) .02) 21 Do you want to Purchase Items on this Order? (Y,N), TOP: Y


The Order “Buy” Prompt

Description The Order “Buy” prompt controls how the line items on a sales order will be

flagged by the system for purchasing. The system sets the Order “Buy” prompt to a “Y”, “N”, or “C”, based on the installation options found in SOP.CONSTANTS. The user may then change the prompt’s setting when a sales order is entered. This prompt is added to either the sales order/quote entry Header or Extended Header screen by your D2K Customer Care Consultant when the SO to PO module is installed. The prompt number assigned depends on your screen’s structure.

Illustration Figure 3-2 is an illustration of the ORDER.ENTRY Header screen, where the

Order “Buy” prompt (in bold text) has been added as prompt 21.

Order “Buy” prompt settings

The Order “Buy” prompt will display one of the following three settings:

Setting Description

Y All detail lines entered on the sales order will be set to “Y” (purchase the item).

N All detail lines entered on the sales order will be set to “N” (do not purchase the item).

C Detail lines entered on the sales order will be set to “Y” or “N” based on conditions found when the item is entered. Reference: For more information on conditional purchasing, refer to the topic “What is Conditional Purchasing” in Chapter 1.

Learning advice

Speak to your System Administrator to determine which screen the Order “Buy” prompt will appear on (Header or Extended Header), and to determine what the default setting of the Order “Buy” prompt will be.


Figure 3-3. The ORDER.ENTRY Detail screen, showing the Item “Buy” prompt.

Sales Order Entry - Detail Screen Entries 2 Order Merch Total Del Date Weight Customer Number 11101 1054 2700.00 01-13-YY 0 MODERN ELECTRONICS +------------------------------------------------------------------------------+ ¦ Pack On Hand Committed Available In Picking¦Ref Nbr On Order Due Date ¦ ¦ EA 500 150 350 0¦ ¦ +------------------------------------------------------------------------------+ Item Number UOM Order Qty / Buy? Selling Total Description Balance Qty Price Amount 001) 100|01 EA 24 Y 5.00 120.00 SLOTTED SCREWDRIVER 24 002) 300|01 EA 6 N 450.00 2700.00 AC/DC GRINDER 380 VOLT 6 003) 6 Do you want to Purchase this Item? (Y,N), TOP: Y


The Item “Buy” Prompt

Description The Item “Buy” prompt identifies if an item will be selected by

CREATE.SO.PO for automatic purchasing. The system sets the Item “Buy” prompt to “Y” or “N” depending on the Order “Buy” prompt and options set in SOP.CONSTANTS. This prompt is added to either the sales order/quote entry Detail or Extended Detail screen by your D2K Customer Care Consultant when the SO to PO module is installed. The prompt number assigned depends on your screen’s structure.

Illustration Figure 3-3 is an illustration of the ORDER.ENTRY Detail screen, where the

Item “Buy” prompt (in bold text) displays after the “Order Quantity” prompt.

Item “Buy” prompt settings

The Item “Buy” prompt will display one of the following three settings: Note: The user may not modify the Item “Buy” prompt when adding the line item, and can only modify the setting to a “Y” or “N” in Change mode.

Setting Description

Y The item is flagged for purchase. N The item is not flagged for purchase. A Designates that the item has been “assigned” to a

purchase order or requisition via the CREATE.SO.PO or PROCESS.SO.PO.REQN function. Reference: For more information on assigned line items, refer to the topic “How SO to PO Affects the Sales Order” in Chapter 6.

Learning advice

Speak to your System Administrator to determine on which screen the Item “Buy” prompt will appear (Detail or Extended Detail screen).


Guidelines for Entering a Sales Order for Automatic Purchase

Introduction As you enter customer sales orders, the system will set the Order and Item

“Buy” prompts based on your SOP.CONSTANTS. The operator may choose to override these prompts, or use the system assigned settings.

Guidelines Use these guidelines when entering a sales order for automatic purchase:

• The Order “Buy” prompt, found on the Header or Extended Header

screen, may only be changed to a “Y” or “N”. Only the system may set the Order “Buy” prompt to “C” (for conditional purchase).

• If you are set up to conditionally purchase direct ship items, and if you

have flagged the entire sales order as a direct ship order, all items will have their “Buy” prompts set to “Y”.

• If the system finds a condition that prevents an item from being flagged

for purchase, a message will appear at the bottom of your screen explaining why the item will be bypassed.

Example: The item’s Sales to PO Action Code (MNT.ITEM-PURCHASING) is set to “X” (always exclude from purchasing):

Sales Order Entry - Detail Screen Entries 0 Order Merch Total Del Date Weight Customer Number 11101 1055 0.00 12-09-YY MODERN ELECTRONICS +------------------------------------------------------------------------------+ ¦ Pack On Hand Committed Available In Picking¦Ref Nbr On Order Due Date ¦ ¦ EA 500 7 493 0¦ ¦ +------------------------------------------------------------------------------+ Item Number UOM Order Qty / Buy? Selling Total Description Balance Qty Price Amount 001) 200|01 EA 12 N AC/DC GRINDER 220 VOLT 12 4 Enter the Quantity Ordered, TOP 12....... Item cannot be purchased it is an excluded item.--> Press <CR>


Enter a Sales Order for Automatic Purchase Using the ORDER.ENTRY and COUNTER Functions

Introduction Depending on the way in which your company uses the SO to PO module,

you may let the system flag sales orders for automatic purchase, or you may review and change the Order and Item “Buy” prompts.

Learning advice

Entering a sales order in the ORDER.ENTRY or COUNTER function requires that data be entered in a Header screen and a Detail screen. On the following pages, you will find procedures that cover each screen: • Procedure 1: The Header Screen • Procedure 2: The Detail Screen

The Order “Buy” prompt

As you enter a sales order, the setting of the Order “Buy” prompt on the Header or Extended Header screen will determine whether items on the sales order can be flagged for automatic purchase. Procedure 1: The Header Screen, covers how to modify the Order “Buy” prompt. Reference: For more information on the Order “Buy” prompt, refer to the topic “The Order “Buy” Prompt” in this chapter.

The Item “Buy” prompt

As you enter items on a sales order, each item will have its Item “Buy” prompt, found on the Detail or Extended Detail screen, set to either “Y” or “N” by the system. This prompt is set depending on the Order “Buy” prompt and options found in SOP.CONSTANTS. Procedure 2: The Detail Screen, covers how to modify the Item “Buy” prompt. Reference: For more information on the Item “Buy” prompt, refer to the topic “The Item “Buy” Prompt” in this chapter.



Enter a Sales Order for Automatic Purchase Using the ORDER.ENTRY and COUNTER Functions, Continued

Procedure 1: The Header Screen

Complete the steps in the table below to set the Order “Buy” prompt on the sales order Header or Extended Header screen, using the ORDER.ENTRY or COUNTER function.

Step Action

1 Access the sales entry function (ORDER.ENTRY, or COUNTER).2 Complete the prompts on the Header screen.

Result: The command line “Change Which Field, END,TOP, \P, EXT” displays.

3 Is the Order “Buy” prompt displayed on the Header screen? If yes, go to Step 5. If no, go to Step 4.

4 Type EXT and press [Enter]. Result: The Extended Header screen displays.

5 Do you wish to modify the Order “Buy” prompt? If yes, select the field number for the Order “Buy” prompt and press [Enter]. If no, go to Step 7.

6 Modify the Order “Buy” prompt as follows:

IF you want … THEN change the field to… all items on the sales order to

be purchased Y and press [Enter].

no items on the sales order to be purchased

N and press [Enter].

Result: The Command Line “Change Which Field, END,TOP, \P” displays.

7 Type END and press [Enter]. Result: The Detail screen displays. Go to “Procedure 2: The Detail Screen”.




Procedure 2: The Detail Screen

Complete the steps in the table below to set and modify Item “Buy” prompts on the sales order Detail or Extended Detail screen, using the ORDER.ENTRY or COUNTER function.

Step Action

Enter Items on the Detail Screen 1 Enter the items ordered by the customer, completing all prompts on

each detail line. Note: If the Item “Buy” prompt is displayed on the Detail screen, you will see it set based on the Order “Buy” prompt (from the Header or Extended Header screen).

2 Type END and press [Enter]. Result: The Command Line “Line #, (A)dd, (H)eader, END, TOP” displays.

3 Do you wish to review or modify an Item “Buy” prompt? If yes, go to Step 4. If no, go to Step 15.

Modify the Item “Buy” Prompt - Detail Screen 4 Type the line number you wish to change, then press [Enter].

Result: The prompt “Enter the Item Number, DELETE, CANCEL, END” displays.

5 Is the Item “Buy” prompt displayed on the Detail Screen? If yes, go to Step 6. If no, go to Step 9.

6 Press [Enter] until the system accesses the Item “Buy” prompt. Result: The prompt “Do you want to Purchase this Item?” displays.




Procedure 2: The Detail Screen (continued)

Step Action 7 Modify the Item “Buy” prompt as follows:

IF you… THEN change the field to… want to purchase this item Y and press [Enter]. do not want to purchase this

item N and press [Enter].

Note: If an item’s SO to PO Action Code = X (always exclude) or if it does not have a Source Vendor, it may not be flagged for purchasing.

8 Press [Enter] until the Command Line “Line #, (A)dd, (H)eader, END,TOP” displays. Return to Step 3. Modify the Item “Buy” Prompt - Extended Detail Screen

9 Press [Enter] two times. Result: The prompt “Enter the Quantity Ordered” displays.

10 Type EXT and press [Enter]. Result: The Extended Detail screen displays.

11 Select the field number for the Item “Buy” prompt, and press [Enter].

12 Modify the Item “Buy” prompt as follows:



Result: The Command Line “Change Which Field, END, TOP” displays on the Extended Detail screen. Note: If an item’s SO to PO Action Code = X (always exclude) or if it does not have a Source Vendor, it may not be flagged for purchasing.




Procedure 2: The Detail Screen (continued)

Step Action 13 Type END and press [Enter].

Result: The Detail screen displays, and the prompt “Enter the Quantity Ordered” displays.

14 Press [Enter] until the Command Line “Line #, (A)dd, (H)eader, END,TOP” displays. Return to Step 3.

File the Sales Order 15 Type END and press [Enter] from the Detail screen, and

Accounting Entry screen (if applicable). Result: The system displays the assigned sales order number. Press [Enter] to continue.

16 Do you wish to enter another sales order? If yes, return to Procedure 1: The Header Screen, Step 2. If no, type END and press [Enter] to exit the sales function.


Convert a Quotation to a Sales Order for Automatic Purchase


you may let the system flag sales orders for automatic purchase when they are converted from quotations, or you may review and change the Order and Item “Buy” prompts on a quotation before conversion to a sales order.

Learning advice

As you enter a quotation, the setting of the Order "Buy" prompt on the Header or Extended Header screen will determine whether items on a sales order converted from the quotation can be flagged for automatic purchase. As you enter items on a quotation, each item will have its Item "Buy" prompt, found on the Detail or Extended Detail screen, set to either "Y" or "N" by the system. This prompt is set depending on the Order "Buy" prompt and options found in SOP.CONSTANTS. This prompt may be overridden.

Converting a quote

Follow the procedures for setting and modifying Order and Item "Buy" prompts in the topic Enter a Sales Order for Automatic Purchase Using the ORDER.ENTRY and COUNTER Functions. Complete the steps in the table below to convert a quote into a sales order for automatic purchase.

Step Action

1 Enter a new quote or access an existing quote for conversion to a sales order. Set the Order and Item "Buy" prompts on the quotation. After all detail lines have been entered or modified, the command line on the detail screen will display: "Line#, (A)dd, (H)eader, (C)onvert, END, TOP".

2 Type C to convert the quotation into a sales order. Result: The sales order will be created and the appropriate items flagged for purchase.


Enter a Sales Order for Automatic Purchasing Using the SS.ORDER.ENTRY Function


you may let the system flag sales orders for automatic purchase, or you may review and change the Order and Item “Buy” prompts.

The Order “Buy” prompt

As you enter a sales order, the setting of the Order “Buy” prompt in the Header section of the screen will determine whether items on the sales order can be flagged for automatic purchase. Reference: For more information on the Order “Buy” prompt, refer to the topic “The Order “Buy” Prompt” in this chapter.

The Item “Buy” prompt

As you enter items on a sales order, each item will have its Item “Buy” prompt set to either “Y” or “N” by the system. This prompt is set depending on the Order “Buy” prompt and options found in SOP.CONSTANTS. Reference: For more information on the Item “Buy” prompt, refer to the topic “The Item “Buy” Prompt” in this chapter.

Procedure Complete the steps in the table below to set and modify So to PO “Buy”

prompts, using the SS.ORDER.ENTRY function.

Step Action 1 Access the SS.ORDER.ENTRY function. 2 Answer the prompts in the Header section of the screen, until the

prompt “Do you want to Purchase Items on this Order?” displays. Note: A default setting of “Y”, “N”, or “C” will display, as determined by SOP.CONSTANTS.

3 Do you wish to modify the Order “Buy” prompt? If yes, go to Step 4. If no, go to Step 5.



Enter a Sales Order for Automatic Purchasing Using the SS.ORDER.ENTRY Function, Continued

Procedure (continued)

Step Action 4 Modify the Order “Buy” prompt as follows:

IF you want … THEN change the field to… all items on the sales order to

be purchased Y and press [Enter].

no items on the sales order to be purchased

N and press [Enter].

5 Complete all other Header section prompts, and then enter the

items ordered by your customer. Note: You will see the Item “Buy” prompt set by the system (using the Order “Buy” prompt and SOP.CONSTANTS options) as each item is entered.

6 After entering the last item, type END and press [Enter]. Result: The Command Line “Change Which Field, END, TOP” displays.

7 Do you wish to modify an Item “Buy” prompt? If yes, go to Step 8. If no, go to Step 11.

8 Select the Item “Buy” prompt’s field number for the line you wish to modify, and press [Enter]. Example: 21.3 (where the Item “Buy” prompt is field 21, and you wish to modify line number 3). Result: The prompt “Do You Wish to Purchase This Item?” displays.



Enter a Sales Order for Automatic Purchasing Using the SS.ORDER.ENTRY Function, Continued


Step Action 9 Modify the Item “Buy” prompt as follows:



Result: The Command Line “Change Which Field, END, TOP” displays. Note: If an item’s SO to PO Action Code = X (always exclude) or if it does not have a Source Vendor, it may not be flagged for purchasing.

10 To modify another Item “Buy” prompt, repeat from Step 7. 11 Type END and press [Enter] to file the sales order.

Important point

The function SS.UPDATE must be run before the function CREATE.SO.PO, in order to update the sales activity requests for purchase from SS.ORDER.ENTRY.


Knowledge Check



Question 1 Items may be flagged for automatic purchase:

a. by the system b. by the operator c. by either the system or the operator.

Question 2 Mark the statements that are TRUE about the SO to PO order entry process:

a. The operator may not change the Order “Buy” prompt found on the

Header or Extended Header screen. b. Orders entered in the functions ORDER.ENTRY, COUNTER,

SS.ORDER.ENTRY and QUOTE.ENTRY may be flagged for automatic purchase.

c. The Order “Buy” prompt can only be found on the Extended Header screen.

d. The Item “Buy” prompt can only be modified once the line item is entered and the line has been selected in Change mode.

e. When the system finds a condition that prevents an item from being purchased, a message will appear at the bottom of your screen explaining why it is being bypassed.




Question 3 Write your answer to the following question on the sample screen provided,

underneath the “Buy?” prompt. On the Header screen, the Order “Buy” prompt is set to “Y”. What would the system set the Item “Buy” prompts to on the following screen?


underneath the “Buy?” prompt. On the Header screen, the Order “Buy” prompt is set to “N”. What would the system set the Item “Buy” prompts to on the following screen?


Sales Order Entry - Detail Screen Entries 2 Order Merch Total Del Date Weight Customer Number 11101 1065 1452.75 12-11-YY 0 MODERN ELECTRONICS +------------------------------------------------------------------------------+ ¦ Pack On Hand Committed Available In Picking¦Ref Nbr On Order Due Date ¦ ¦ EA 500 150 350 0¦ ¦ +------------------------------------------------------------------------------+ Item Number UOM Order Qty / Buy? Selling Total Description Balance Qty Price Amount 001) 100|01 EA 12 5.00 60.00 SLOTTED SCREWDRIVER 12 002) 300|01 EA 3 450.00 1350.00 AC/DC GRINDER 380 VOLT 3 003) 500|01 EA 9 4.75 42.75 AC/DC GRINDER 380 VOLT 9





underneath the “Buy?” prompt. On the Header screen, the Order “Buy” prompt is set to “C”. Your SOP.CONSTANTS are set so that items are conditionally purchased when they are flagged for direct shipment, and when the item’s availability falls short of the customer’s order quantity. What would the system set the Item “Buy” prompts to on the following screen? • Item 100 has an SO to PO availability of 10. • Item 300 has an SO to PO availability of 40, and is flagged as a direct

ship item. • Item 500 has an SO to PO availability of 350.


The information in this chapter provides a foundation for other chapters within this user guide. If you were unable to complete this knowledge check, please review the chapter before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.




Answer 1 Items may be flagged for automatic purchase:

c. by either the system or the operator.

Answer 2 Mark the statements that are TRUE about the SO to PO order entry process:

b. Orders entered in the functions SS.ORDER.ENTRY, COUNTER and ORDER.ENTRY may be flagged for automatic purchase. d. The item “Buy” prompt can only be modified once the line item is entered and the line has been selected in Change mode. e. When the system finds a condition that prevents an item from being purchased, a message will appear at the bottom of your screen explaining why it is being bypassed.




Answer 3 Write your answer to the following question on the sample screen provided,

underneath the “Buy” prompt. On the Header screen, the Order “Buy” prompt is set to “Y”. What would the system set the Item “Buy” prompts to on the following screen? Explanation: The system uses the Order “Buy” prompt on the Header screen as the default setting for the Item “Buy” prompts on the Detail screen. Since the Order “Buy” prompt = “Y”, all Item “Buy” prompts will default to “Y”.


Sales Order Entry - Detail Screen Entries 2 Order Merch Total Del Date Weight Customer Number 11101 1065 1452.75 12-11-YY 0 MODERN ELECTRONICS +------------------------------------------------------------------------------+ ¦ Pack On Hand Committed Available In Picking¦Ref Nbr On Order Due Date ¦ ¦ EA 500 150 350 0¦ ¦ +------------------------------------------------------------------------------+ Item Number UOM Order Qty / Buy? Selling Total Description Balance Qty Price Amount 001) 100|01 EA 12 Y 5.00 60.00 SLOTTED SCREWDRIVER 12 002) 300|01 EA 3 Y 450.00 1350.00 AC/DC GRINDER 380 VOLT 3 003) 500|01 EA 9 Y 4.75 42.75 AC/DC GRINDER 380 VOLT 9




underneath the “Buy?” prompt. On the Header screen, the Order “Buy” prompt is set to “N”. What would the system set the Item “Buy” prompts to on the following screen? Explanation: The system uses the Order “Buy” prompt on the Header screen as the default setting for the Item “Buy” prompts on the Detail screen. Since the Order “Buy” prompt = “N”, all Item “Buy” prompts will default to “N”.


Sales Order Entry - Detail Screen Entries 2 Order Merch Total Del Date Weight Customer Number 11101 1065 1452.75 12-11-YY 0 MODERN ELECTRONICS +------------------------------------------------------------------------------+ ¦ Pack On Hand Committed Available In Picking¦Ref Nbr On Order Due Date ¦ ¦ EA 500 150 350 0¦ ¦ +------------------------------------------------------------------------------+ Item Number UOM Order Qty / Buy? Selling Total Description Balance Qty Price Amount 001) 100|01 EA 12 N 5.00 60.00 SLOTTED SCREWDRIVER 12 002) 300|01 EA 3 N 450.00 1350.00 AC/DC GRINDER 380 VOLT 3 003) 500|01 EA 9 N 4.75 42.75 AC/DC GRINDER 380 VOLT 9




underneath the “Buy?” prompt. On the Header screen, the Order “Buy” prompt is set to “C”. Your SOP.CONSTANTS are set so that items are conditionally purchased when they are flagged for direct shipment, and when the item’s availability falls short of the customer’s order quantity. What would the system set the Item “Buy” prompts to on the following screen? • Item 100 has an SO to PO availability of 10. • Item 300 has an SO to PO availability of 40, and is flagged as a direct

ship item. • Item 500 has an SO to PO availability of 350. Explanation: The Item “Buy” prompts are set based on the conditions found when each line item is entered. • Item 100’s availability (10) is short of the quantity ordered (12), so its

“Buy” prompt is set to “Y”. • Item 300 is flagged as a direct ship item, so its “Buy” prompt is set to

“Y”. • Item 500’s availability (500) covers the quantity ordered, so its “Buy”

prompt is set to “N”.

Sales Order Entry - Detail Screen Entries 2 Order Merch Total Del Date Weight Customer Number 11101 1065 1452.75 12-11-YY 0 MODERN ELECTRONICS +------------------------------------------------------------------------------+ ¦ Pack On Hand Committed Available In Picking¦Ref Nbr On Order Due Date ¦ ¦ EA 500 150 350 0¦ ¦ +------------------------------------------------------------------------------+ Item Number UOM Order Qty / Buy? Selling Total Description Balance Qty Price Amount 001) 100|01 EA 12 Y 5.00 60.00 SLOTTED SCREWDRIVER 12 002) 300|01 EA 3 Y 450.00 1350.00 AC/DC GRINDER 380 VOLT 3 003) 500|01 EA 9 N 4.75 42.75 AC/DC GRINDER 380 VOLT 9

Convert Sales Activity to Purchase Orders or Requisitions 4-1

Chapter 4

Convert Sales Activity to Purchase Orders or Requisitions

Chapter Overview

Introduction Customer sales orders have been entered, and items have been flagged for

purchase. You are now ready to take this sales activity and convert it into purchase orders or requisitions.

Purpose The purpose of this chapter is to familiarize you with the CREATE.SO.PO

function, and the audit report it produces. You will also gain an understanding of where the system gets the data to use on the purchase order or requisition.


• use CREATE.SO.PO to convert sales activity to purchase orders or

requisitions • describe the type of audit report that will be generated by your system

when CREATE.SO.PO is run, and • identify key data on the CREATE.SO.PO Audit Report.


Figure 4-1. The CREATE.SO.PO screen.


The CREATE.SO.PO Function

Description The CREATE.SO.PO function is used to create either purchase orders or

requisitions from sales order line items flagged for purchase. Depending on your set-up options, the CREATE.SO.PO function may consolidate item purchases, or create individual transactions for each facility, sales order, or direct ship item. After running this function, a register prints as an audit trail of the processing performed by this function.

Illustration Figure 4-1 is an illustration of the CREATE.SO.PO screen.

The box labeled *** ATTENTION *** describes the type of transactions the CREATE.SO.PO function will generate (either purchase orders or purchase requisitions).

When to run The CREATE.SO.PO function may be run at any time, and as many times as

necessary during the day. However, the function may not be run while sales orders are being entered into the system.

Audit report An audit report prints immediately after the process is run. The type of report

is dependent on the type of transactions the CREATE.SO.PO function generates (purchase orders or requisitions). Samples of each audit report can be found on the following pages.


How to Run CREATE.SO.PO

Before you begin

Make sure all users have exited the sales entry functions prior to running CREATE.SO.PO.

Accessing the function

Use the boxes below to write your menu path to the CREATE.SO.PO function.

Procedure Complete the steps in the table below to convert sales activity to purchase

orders or requisitions:

Step Action 1 Access the function CREATE.SO.PO.

Result: The prompt “Do you want to proceed with this process?” displays.

2 Type Y and press [Enter]. Result: The prompt “Enter the Facility, END” displays.



How to Run CREATE.SO.PO, Continued


Step Action 3 Use the table below to determine your next step.

IF you want to convert

sales activity for … THEN…

all facilities press [Enter]. selected facilities • type the desired facility

code(s), pressing [Enter] after each.

• Press [Enter] when completed.

Note: When facilities are selected, only those detail lines associated with the selected facilities will be processed. Result: The prompt "Enter the Sales Order Number, TOP" displays.






IF you want to convert sales

activity for … THEN…

all sales orders meeting the other selection criteria

press [Enter].

selected sales orders • type the desired sales order numbers, pressing [Enter] after each.


Note: When Facilities and/or Vendors are selected, only those detail lines associated with the selected Facilities and/or Vendors will be processed. Result: The prompt "Enter the Vendor Number, TOP" displays.






IF you want to convert sales

activity for … THEN…

all vendors press [Enter]. selected vendors • type the desired vendor

numbers, pressing [Enter] after each.


Note: When vendors are selected, only those detail lines associated with the selected vendors will be processed. Result: The prompt "Enter an Existing Saved List Name, TOP" displays.






Do you want to convert

sales activity for a predefined list of sales order numbers? If …

THEN…

No press [Enter]. Yes • type the name of the list

containing the sales order IDs to be processed. The IDs in the list identify sales orders that have met the criteria included in a SELECT or SSELECT input sentence or specified in the SELECT.RECORDS function.


Note: When Facilities and/or Vendors are selected, only those detail lines associated with the selected Facilities and/or Vendors will be processed.

7 Type END and press [Enter].

Result: The function creates either purchase orders or requisitions, depending on your set-up. A register automatically prints to serve as an audit trail for the function.


Figure 4-2. The Sales to Purchase Order Register.

CREATE.SO.PO 09:30:45 13 JAN YYYY ADP DISTRIBUTION SERVICES Acct sales Process 0040 Page 1 Sales to Purchase Order Register Pur PO.Nbr Vendor Name..... SO Line Cust Name...... Lne Item Number......Purch Purch Purch AP Ven.Nbr Number Nbr Description UOM Qty Price UOM Extension 07 ACE INDUSTRIAL 1041*1 MODERN ELECTRONIC 1 100|01 EA 175 3.50 EA 612.50 1600 SLOTTED SCREWDRIVER 1043*2 CROMWELL & SMITH 2 C200|01 EA 225 .50 EA 112.50 PHILLIPS HEAD 1044*6 MODERN ELECTRONIC 3 C200|01 EA 60 .50 EA 30.00 PHILLIPS HEAD --------- 755.00 08 QUINN POWER 1043*4 CROMWELL & SMITH 1 200|01 EA 20 175.00 EA 3500.00 1800 AC/DC GRINDER 220 VOLT 1044*4 MODERN ELECTRONICS 2 C100|01 EA 200 .50 EA 100.00 SCREWDRIVER-SPECIAL ORDER -------- 3600.00 -------- *** Sales to Purchase Order Register Total 4355.00


The Sales to Purchase Order Register

Introduction If your SOP.CONSTANTS are set to generate purchase orders from sales

activity, a Sales to Purchase Order Register is printed by the function CREATE.SO.PO.

Description The Sales to Purchase Order Register shows a listing of the purchase orders

generated by the last run of CREATE.SO.PO. The register is sorted and totaled by PO Number.

Uses for the report

You may use this audit report to decide • if the data on a converted purchase order is correct • whether converted purchase orders should be printed • whether a converted purchase order should be modified, or • whether a converted purchase order should be deleted.

Reprinting the audit report

This register may be reprinted using the function SO.PO.REGISTER. However, the data appearing on the report is cleared the next time CREATE.SO.PO is run. Reference: For more information about the SO.PO.REGISTER function, refer to the topic “The SO.PO.REGISTER Function” in Chapter 6.

Illustration Figure 4-2 is an illustration of the Sales to Purchase Order Register.



The Sales to Purchase Order Register, Continued

Columns & descriptions

The table below describes the columns and their descriptions from the Sales to Purchase Order Register.

Column Description

PO Nbr The purchase order number assigned to the transaction. The system assigns the next available PO Number.

Ven. Nbr / Name The Vendor assigned to this purchase order. Note: This is the Primary Source Vendor, found in screen 2 of MNT.ITEM-PURCHASING, for all the items listed on this purchase order.

SO Line Nbr The customer sales order number and line number on which the item was ordered.

Cust Name The customer name, as it appears on the sales order. Pur Lne Nbr The purchase order line number this item has been

assigned to. Item Number / Description

The item number and description from the customer sales order. Note: If the item description was overridden on the sales order, the new description appears as the purchase order item description.

Purch UOM The item’s purchasing unit of measure. Purch Qty The item’s purchase quantity.

Note: If consolidation is used, the purchase order quantity will be the total quantity from all sales order lines listed.

Purch Price The item’s purchase price. Note: If a new Material Cost is entered on the sales order, this cost will be used as the purchase order price.

AP UOM The item’s Accounts Payable unit of measure. Extension The extension for this purchase order line item (quantity

times price).


Figure 4-3. The Sales to Purchase Requisition Register.

CREATE.SO.PO 13:07:48 13 JAN YYYY ADP DISTRIBUTION SERVICES Acct sales Process 0040 Page 1 Sales to Purchase Requisition Register Pur Req Nbr Vendor Name SO Line Cust Name.......Lne Item Number........Reqn. Reqn. Reqn. AP Ven.Nbr Number Nbr Description...... UOM Qty Price UOM Extension 10006 ACE INDUSTRIAL 1047*3 MODERN ELECTRONIC 1 100|01 EA 175 3.50 EA 612.50 1600 SLOTTED SCREWDRIVER 1048*1 CROMWELL & SMITH 2 C200|01 EA 225 .50 EA 112.50 PHILLIPS HEAD 1052*4 MODERN ELECTRONIC 3 C200|01 EA 60 .50 EA 30.00 PHILLIPS HEAD --------- 755.00 10007 QUINN POWER 1048*2 CROMWELL & SMITH 1 200|01 EA 20 175.00 EA 3500.00 1800 AC/DC GRINDER 220 VOLT 1052*1 MODERN ELECTRONICS 2 C100|01 EA 200 .50 EA 100.00 SCREWDRIVER-SPECIAL ORDER -------- 3600.00 --------- *** Sales to Purchase Requisition Register Total 4355.00


The Sales to Purchase Requisition Register

Introduction If your SOP.CONSTANTS are set to generate requisitions from sales activity,

a Sales to Purchase Requisition Register is printed by the function CREATE.SO.PO.

Description The Sales to Purchase Requisition Register shows a listing of the requisitions

generated by the last run of CREATE.SO.PO. The register is sorted and totaled by Requisition Number.

Uses for the report

You may use this audit report to decide • if the data on a requisition is correct • whether a requisition should be modified • whether a requisition should be deleted, or • whether a requisition should be converted to a purchase order.


This register may be reprinted using the function SO.PO.REGISTER. However, the data appearing on SO.PO.REGISTER is current as of the last run of CREATE.SO.PO or PROCESS.SO.PO.REQN. Reference: For more information about the SO.PO.REGISTER function, refer to the topic “The SO.PO.REGISTER Function” in Chapter 6.

Illustration Figure 4-3 is an illustration of the Sales to Purchase Requisition Register.



The Sales to Purchase Requisition Register, Continued


The table below describes the columns and their descriptions from the Sales to Purchase Requisition Register.

Column Description

Reqn Number The requisition number assigned to the transaction. The system assigns the next sequential requisition number.

Ven. Nbr / Name The Vendor assigned to this requisition. Note: This is the Primary Source Vendor, found in screen 2 of MNT.ITEM-PURCHASING, for all the items listed on this requisition.

SO Line Number The customer sales order number and line number on which the item was ordered.

Cust Name The customer name, as appearing on the sales order. Pur Lne Nbr The requisition line number to which this item has been

assigned. Item Number / Description

The item number and description from the customer sales order. Note: If the item description was overridden on the sales order, the new description appears as the requisition item description.

Reqn UOM The item’s purchasing unit of measure. Reqn Qty The item’s requisition quantity.

Note: If consolidation is used, the requisition quantity will be the total quantity from all sales order lines listed.

Reqn Price The item’s requisition price. Note: If a new Material Cost is entered on the sales order, this cost will be used as the requisition price.

AP UOM The item’s Accounts Payable unit of measure. Extension The extension for this requisition line item (quantity

times price).


Knowledge Check




TRUE or FALSE The CREATE.SO.PO function may only be run one time

per day.

TRUE or FALSE An audit report prints immediately after the CREATE.SO.PO function is run.

TRUE or FALSE The CREATE.SO.PO function may not be run while purchase orders are being entered in the system.

Question 2 The audit report printed by the function CREATE.SO.PO may be reprinted

using the function: a. CREATE.SO.PO b. LIST.SO.PO c. SO.PO.REGISTER d. ENTER.PURCH.ORDER

Question 3 List one use for the CREATE.SO.PO audit report.


If you were unable to complete this knowledge check, we recommend that you review the chapter before continuing. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or ADP representative.




TRUE or FALSE The CREATE.SO.PO function may only be run one time

per day. Explanation: The CREATE.SO.PO function may be run as many times as necessary.

TRUE or FALSE An audit report prints immediately after the CREATE.SO.PO function is run.

TRUE or FALSE The CREATE.SO.PO function may not be run while purchase orders are being entered in the system. Explanation: You cannot run CREATE.SO.PO when customer sales orders are being entered in the system.

Answer 2 The audit report printed by the function CREATE.SO.PO may be reprinted

using the function: c. SO.PO.REGISTER

Answer 3 List one use for the CREATE.SO.PO audit report. (possible answers are

listed below) • decide if the data appearing on a converted purchase order or requisition

is correct. • decide whether a converted purchase order should be printed. • decide whether a converted purchase order or requisition should be

modified. • decide whether a converted purchase order or requisition should be

deleted. • decide whether a requisition should be converted to a purchase order.

Requisition Processing 5-1

Chapter 5

Requisition Processing

Chapter Overview

Introduction If your system is set up to generate requisitions from sales activity, you will

need to convert these into purchase orders, or delete them from your system.

Purpose The purpose of this chapter is to familiarize you with the function

PROCESS.SO.PO.REQN, its screens, prompts and commands. You will learn how requisition line items can be modified, canceled, or converted into purchase orders. You will also learn how to remove unwanted requisitions from your system.


• describe the process of converting requisitions to purchase orders • identify the three screens used by the PROCESS.SO.PO.REQN function,

their purpose, and key prompts • identify the methods of assigning a Purchase Order Number to a

requisition • identify the commands used by the PROCESS.SO.PO.REQN function • convert a requisition into a purchase order • assign “all” line items, or individual line items to a purchase order • modify, unassign, cancel or reinstate line items on a requisition • identify key data on the Requisition to Purchase Order Register, and • delete an entire requisition.

5-2 Requisition Processing

Figure 5-1. The Process of Converting Requisitions to Purchase Orders.

Access requisitionin

PROCESS.SO.PO.REQN

Select vendorfor Purchase Order

Select PONumber to

assign

Assign ALL linesto a Purchase Order?Access Line

Assignment screen

Assign line itemsfor conversion

Modify dataon line items

using Line ItemDetail screen

Update requisition. All ASSIGNED

lines are convertedto a PO

Exit functionand generateAudit Report

Review auditreport and make

changes to POsif necessary

No

Yes


The Process of Converting Requisitions to Purchase Orders

Introduction Once you have converted sales activity to requisitions, the function

PROCESS.SO.PO.REQN is used to convert requisition line items to a purchase order. It may also be used to cancel (delete) requisition line items.

Illustration Figure 5-1 is an illustration of the process of converting requisitions to

purchase orders.

Process The table below describes the process of converting requisitions to purchase

orders.

Stage Description 1 User accesses PROCESS.SO.PO.REQN and calls up the

requisition to convert. 2 User selects the vendor to use on the purchase order, or chooses

the Primary Source Vendor displayed. 3 User selects a Purchase Order Number to which requisition line

items will be added, or requests a new PO Number to be assigned. 4 User automatically assigns all requisition lines to a purchase order,

or accesses the Line Assignment screen to review requisition lines prior to assignment.

5 User assigns requisition line items for conversion to a purchase order.

6 User modifies data (purchase quantity, price, etc.) on a line item by accessing the Line Item Detail screen, if necessary.

7 User updates the requisition, and all assigned line items are converted to a purchase order.

8 User exits function, and an audit report, “Requisition to Purchase Order Register”, is automatically generated.

9 User reviews the audit report, and makes changes to purchase orders using ENTER.PURCH.ORDER.


Screens Used by the PROCESS.SO.PO.REQN Function

Introduction The function PROCESS.SO.PO.REQN has three screens that the user may

access.

Screens & descriptions

The table below describes the three screens found in the function PROCESS.SO.PO.REQN, and their description.

Screen Description

Header The initial screen presented by the PROCESS.SO.PO.REQN function. Allows the user to identify the vendor, PO number, buyer, and follow-up days for the purchase order. Also displays the default deliver-to address for the document.

Line Assignment Allows the user to assign, unassign, cancel or reinstate individual detail lines from the requisition to a purchase order. Also allows the user to select a detail line for review and edit using the Line Item Detail screen.

Line Item Detail Allows the user to change the deliver-to code, delivery dates, quantities, and purchase pricing data on a requisition line item, prior to conversion to a purchase order.


Figure 5-2. The PROCESS.SO.PO.REQN Header screen.

PROCESS.SO.PO.REQN - Header Screen "CHG" Mode +------------------------------------------------------------------------------+ ¦ 01 Requisition Number 10008 Status 8 Buyer Assigned ¦ +------------------------------------------------------------------------------+ Requisition Source SOTOPO 04 Buyer Code SAM ADAMS, SAM 05 Vendor Number 1800 Quinn Power Products 06 PO Number NEXT 07 Assign All? N 08 Follow-Up -2 Days Deliver To Type F Deliver To Ref Nbr 01 +------------------------------------------------------------------------------+ ¦ Deliver To Address ¦ ¦ D2K 1 ¦ ¦ 1 D2K BLVD ¦ ¦ ¦ ¦ ROSELAND NJ 07068 ¦ ¦ ¦ +------------------------------------------------------------------------------+ Change Which Field, END, TOP, \P, REVIEW ..........


The PROCESS.SO.PO.REQN Header Screen

Description The first screen presented by the PROCESS.SO.PO.REQN function is the

Header screen. It allows the user to identify the vendor, PO Number, buyer, and follow-up days for line items that will be converted to a purchase order.

Illustration Figure 5-2 is an illustration of the PROCESS.SO.PO.REQN Header screen.


The table below describes the key fields (in bold text) and their descriptions from the PROCESS.SO.PO.REQN Header screen.

Field Description

Requisition Number

The number assigned to the requisition by the CREATE.SO.PO function.

Buyer Code The Buyer Code to be used on the purchase order. This code comes from either: • the master file of the vendor number displayed • the default Buyer Code entered in screen 1 of

PUM.CONSTANTS, or • is user-assigned in the PROCESS.SO.PO.REQN

function. Vendor Number Displays the vendor assigned to the requisition during

the CREATE.SO.PO function. Any other valid vendor number may be used when converting the requisition to a purchase order. Note: The vendor number is used for all detail lines assigned in a transaction. If you want to assign requisition detail lines to more than one vendor, you must process each vendor’s purchases separately.

PO Number Controls the assignment of the purchase order number to assigned requisition line items. Displays either : • the most current open, unprinted PO (generated via

CREATE.SO.PO) for the vendor displayed, or • “NEXT” (if no open PO exists for the vendor

displayed).



The PROCESS.SO.PO.REQN Header Screen, Continued


Field Description Assign All? Determines which requisition detail lines will be

converted to a purchase order:

Value Description Y System flags all detail lines as

“Assigned”. All detail lines will be converted to a purchase order when the user ENDs from the Header screen.

N User must manually assign the detail lines to be converted to a purchase order using the Line Assignment screen.

Follow-Up This field displays the default follow-up days as entered

in PUM.CONSTANTS, to be used on the purchase order. Follow-up days is the number of days relative to the delivery date when a follow-up should take place with the vendor. Example: Follow-up with the vendor: -3 = three days before the delivery date 0 = delivery date 3 = three days after the delivery date

Deliver To Address

The Deliver To Address that displays on the Header screen depends on the requisition detail lines, and whether or not a prestored deliver to address code is present in the Vendor record. Note: This Deliver To Address is used as a default for all detail lines not having a specified Deliver To Type Code.


Methods of Assigning a PO Number to a Requisition

Introduction Your entry in the “PO Number” prompt on the PROCESS.SO.PO.REQN

Header screen controls what PO number will be assigned to converted requisition lines.

Methods The table below describes the three methods of assigning a purchase order

number to converted requisition lines.

Method Description Add lines to an existing open purchase order

The system will display of the number of the most current open unprinted purchase order (generated by Sales to Purchase Order Processing) on file for the vendor displayed. You may choose to assign requisition lines to the PO Number displayed, or you may enter another open Purchase Order Number. Note: You may not add lines to a closed PO or one that is for a vendor different from that selected on the Header screen. You may add lines to a previously printed PO, but a warning message will display.

NEXT If no open purchase order exists for the vendor, the system displays “NEXT” to assign the next available number. The system will assign the next sequential PO number to the transaction.

User assigned The user may enter a new user-assigned Purchase Order Number.

Important point

The Purchase Order Number is used for all detail lines assigned in a transaction. If you want to assign requisition detail lines to more than one purchase order, you must assign and file requisition lines for each PO Number separately.

Multiple facility processing

If multiple facility processing is in use, you may be using system assigned PO numbers based on your home facility. Speak with your System Administrator to see if this option is used on your system.


Figure 5-3. The PROCESS.SO.PO.REQN Line Assignment screen.

PROCESS.SO.PO.REQN - Line Assignment Screen +------------------------------------------------------------------------------+ ¦Line¦ Item Number | Facility ¦ Deliver To ¦ Purchase ¦ Status / ¦ ¦Nbr.¦ Description ¦ Code/Ref Nbr ¦ Quantity U/M ¦ Unit Price¦ +------------------------------------------------------------------------------+ 1 100|01 NEXT PO# SLOTTED SCREWDRIVER 175 EA 3.50 2 C200|01 CANCELED PHILIPS HEAD 225 EA 0.50 3 C200|01 PHILIPS HEAD S 4705*3 60 EA 0.50 10 Enter the Line Number to modify, (A)ssign or (C)ancel, END: ...


The PROCESS.SO.PO.REQN Line Assignment Screen

Description The Line Assignment screen allows the user to assign, unassign, cancel or

reinstate individual detail lines to a purchase order. It also allows the user to select a detail line for review and edit on the Line Item Detail screen.

Illustration Figure 5-3 an illustration of the PROCESS.SO.PO.REQN Line Assignment

screen.


The table below describes the key fields (in bold text) and their descriptions from the PROCESS.SO.PO.REQN Line Assignment screen. Note: All fields are “display only," except for the “Status” field which changes based on commands the user enters to assign, unassign, cancel or reinstate line items. The user may only modify the purchasing data displayed by accessing the Line Item Detail screen.

Field Description

Line Nbr A sequential line number assigned to an item on the requisition. To modify, assign, unassign, cancel or reinstate an item, you must access the line number.

Deliver To Code/Ref Nbr

Displays the “Deliver To Code” and “Reference Number”, if different from what is shown on the Header screen. The Deliver To Code/Reference Number identifies the delivery address that will print on the purchase order.

Purchase Quantity Displays the requisition quantity. Purchase U/M Displays the purchase unit of measure, from the item

record.



The PROCESS.SO.PO.REQN Line Assignment Screen, Continued


Field Description Status Displays the status of this requisition line item. A

line’s status may be:

Status Description NULL The detail line is unassigned. ASSIGNED The detail line will be

converted into a purchase order when you file the transaction. Note: A requisition line may only be assigned to a purchase order once.

CANCELLED The detail line will be removed from the requisition when you file the transaction. It remains on the open requisition for reference, but cannot be modified or reinstated at a later time.

“Next PO#” or “PO# nn”

After assigning the line, displays the Purchase Order Number from the Header screen, that will be used when this line item is converted.

PO # nbr*line If you have filed the transaction and the detail line has been converted into a PO, the purchase order and line number it resides on (nbr*line) are displayed.



The PROCESS.SO.PO.REQN Line Assignment Screen, Continued


Field Description Unit Price This field displays the price to be used on the

purchase order. The system determines the unit price using: • the sales entry overridden cost. If this is null, • the list price in the item's VENDOR.PRICE

record. If this is null, • the material cost based on PUM.CONSTANTS

"Default Cost Set". If this is null, • the item material cost entered in item

maintenance. If this is null, • "A" (Advise) to indicate that the vendor will

advise the buyer of the price.


Figure 5-4. The PROCESS.SO.PO.REQN Line Item Detail screen.

PROCESS.SO.PO.REQN - Line Item Detail Screen "CHG" Mode Requisition Nbr 10006 Line Nbr 1 Status Item Nbr 100|01 SLOTTED SCREWDRIVER 05 Sales Refs .01) 1048*1 Vendor Nbr 1600 Ace Industrial Supply CO. .02) .03) ***** Delivery Information ***** Entries Name 07 Deliver To Code Address1 08 Reference Nbr Address2 City 15 Dlvy Date 16 Quantity ***** Pricing Information ***** .01) 01-14-YY 175 .02) 17 Purch UOM EA Each .03) 18 Purch Price 3.50 .04) 19 AP UOM EA Each .05) Extension 612.50 Entries Change Which Field, END, TOP, \P ..........


The PROCESS.SO.PO.REQN Line Item Detail Screen

Description The Line Item Detail screen allows the user to change the deliver-to code,

delivery dates, quantities, and purchase pricing data on the requisition line item, prior to conversion to a purchase order. This screen is accessed from the Line Assignment screen.

Illustration Figure 5-4 is an illustration of the PROCESS.SO.PO.REQN Line Item Detail

screen.


The table below describes the key fields (in bold text) and their descriptions from the PROCESS.SO.PO.REQN Line Item Detail screen.

Field Description

Sales Refs Displays the sales order IDs (Order Nbr*Line Nbr) that were used to generate the requisition line. Note: If using consolidation purchasing, each sales order ID used in the consolidation is displayed.

Deliver To Code &

Reference Nbr

Identifies the delivery address for the purchase order, if different than the Deliver To Address on the Header screen.

Code Description F The “Reference Nbr” identifies a

Facility.

P The “Reference Nbr” identifies a Prestored Address.

S The “Reference Nbr” identifies a Sales Order address.

V The “Reference Nbr” identifies a Vendor’s address.



The PROCESS.SO.PO.REQN Line Item Detail Screen, Continued


Field Description Dlvy Date The requested delivery date(s) of the item. The user may

modify or add additional delivery dates and quantities. Note: The system calculates one delivery date for the item. The number of Lead Time days stored in the vendor record is added to the requisition creation date. If vendor Lead Time is null, the default delivery date is calculated by adding the default Lead Time Days (stored in screen 1 of PUM.CONSTANTS) to the requisition creation date.

Quantity Displays the quantity to be purchased in the purchasing unit of measure, as derived by the CREATE.SO.PO function.

Purch UOM Displays the purchase unit of measure, from the item record.

Purch Price Displays the default purchase price for the item, as derived by the CREATE.SO.PO function. The system determines the unit price using: • the sales entry overridden cost. If this is null, • the list price in the item's VENDOR.PRICE record.

If this is null, • the material cost based on PUM.CONSTANTS

"Default Cost Set". If this is null, • the item material cost entered in item maintenance.

If this is null, • "A" (Advise) to indicate that the vendor will advise

the buyer of the price. AP UOM This field displays a default AP pricing unit of measure

dependent on the source of the default purchase price displayed at the previous prompt.


Commands Used by the PROCESS.SO.PO.REQN Function

Introduction The PROCESS.SO.PO.REQN function uses different commands to update

the requisition for processing, and to move between the three screens.

Description The Header and Line Item Assignment screens contain special commands in

their Command Lines. These commands allow movement between the three PROCESS.SO.PO.REQN screens, and perform special processing to the requisition. Examples: “Change Which Field, END, TOP, REVIEW” “Enter Line Number to Modify, (A)ssign, (C)ancel, END”

Commands & descriptions

The table below describes the commands used by the PROCESS.SO.PO.REQN function, their descriptions, and the screen from which the command is issued.

Command Description Entered on REVIEW Brings the user to the Line Assignment screen

where requisition line items may be assigned, modified, or cancelled.

Header screen

(A)ssign Allows the user to select line numbers to ASSIGN or UNASSIGN:

Line Assignment screen

IF Status is… THEN you may… NULL assign the line item for

conversion to a purchase order.

ASSIGNED unassign the line item. (item will not be converted to a PO).



Commands Used by the PROCESS.SO.PO.REQN Function, Continued

Commands & descriptions (continued)

Command Description Entered on (C)ancel allows the user to select line numbers to

cancel or reinstate:


IF Status is… THEN you may… NULL cancel the item from the

requisition. The item stays on the requisition, but cannot be modified or converted after the requisition is filed.

CANCELLED reinstate an item whose Status is CANCELLED. Note: An item may not be reinstated once the requisition has been filed.

Line

Number Allows the user to modify data on the Line Item Detail screen for the selected line number.



Convert a Requisition to a Purchase Order

Introduction You are now ready to convert requisitions into purchase orders using the

function PROCESS.SO.PO.REQN.


Use the boxes below to write your menu path to the PROCESS.SO.PO.REQN function.

Learning advice

Converting requisitions to purchase orders can be accomplished using one, two, or all three screens in PROCESS.SO.PO.REQN. On the following pages, you will find procedures that cover each screen: • Procedure 1: The Header Screen • Procedure 2: The Line Assignment Screen • Procedure 3: The Line Item Detail Screen Converting a requisition to a purchase order always starts by completing the Header screen procedure. Depending on the requisition, you may be directed to complete other procedures to finalize the transaction.

Procedure 1: The Header screen

Complete the steps in the table below to process the Header screen when converting a requisition to a purchase order.

Step Action

1 Access the function PROCESS.SO.PO.REQN. Result: The prompt “Enter the Requisition Number” displays on the Header screen.



Convert a Requisition to a Purchase Order, Continued

Procedure 1: The Header screen (continued)

Step Action 2 Type the Requisition Number you wish to convert, and press

[Enter]. Result: The requisition Header data is retrieved, and the prompt “Enter the Vendor Number” displays.

3 Do you wish to convert requisition line items for the vendor number displayed? If yes, press [Enter]. If no, type a valid vendor number, and press [Enter]. Note: The vendor number displayed is the Primary Source Vendor for all items on this requisition. Result: The “PO Number” prompt displays.

4 Use the table below to determine your next step.

IF you want to… THEN… use the PO Number

displayed press [Enter]. Note: A PO Number will only display if the vendor has an open, unprinted PO generated by the SO to PO process.

use a different open PO Number

type the number and press [Enter]. Note: You may not add lines to a closed PO or one that is for a vendor different from that selected on the Header screen. You may add lines to a previously printed PO, but a warning message will display.

assign the next available PO Number

type NEXT and press [Enter].

assign a user-assigned PO number

type the number and press [Enter]. Note: When overriding a default, if your entered PO has already been printed, a warning displays.




Procedure 1: The Header screen (continued)

Step Action 5 Do you want to assign all requisition line items for conversion?

If yes, type Y and press [Enter]. Result: The Status on all line items is set to “ASSIGNED," and the “Change Which Field, END, TOP, REVIEW” prompt displays. If no, press [Enter]. Result: The “Change Which Field, END, TOP, REVIEW” prompt displays. Line items must be manually assigned by accessing the Line Assignment screen.

6 Look at the “Assign All?” field. WHEN “Assign All?”…

= AND… THEN type… Y you do NOT

want to modify or review line item data

END and press [Enter]. Result: The assigned line items convert to a PO. This completes the procedure.

Y you want to review, modify or unassign line items

REVIEW and press [Enter]. Result: The Line Assignment screen displays. Go to “Procedure 2: The Line Assignment Screen”.

N - REVIEW and press [Enter]. Result: The Line Assignment screen displays. Go to “Procedure 2: The Line Assignment Screen”.




Procedure 2: The Line Assignment screen

Complete the steps in the table below to process the Line Assignment screen when converting a requisition to a purchase order. Note: This procedure starts from the Command Line “Enter the Line Number to modify, (A)ssign or (C) ancel, END” on the Line Assignment screen.

Step Action

1 Use the table below to determine your next step:

IF you want to… THEN type… AND go to… ASSIGN or

UNASSIGN line items for conversion to a PO

A and press [Enter] Note: If “Assign All?” on the Header screen = “Y”, you cannot UNASSIGN lines.

Step 2.

CANCEL or REINSTATE line items from the requisition

C and press [Enter] Step 5.

MODIFY data on a line item prior to conversion to a PO

the line number to modify, then press [Enter]

“Procedure 3: The Line Item Detail Screen”

CONVERT assigned lines to a PO

END and press [Enter] Result: The Header screen displays and the Command Line “Change Which Field, END, TOP, REVIEW” displays.

Step 8.

Reference: For more information on these commands, refer to the topic “Commands Used by the PROCESS.SO.PO.REQN Function” in this chapter.




Procedure 2: The Line Assignment screen (continued)

Step Action Assign / Unassign Line Items

2 Type the line number to assign or unassign, and press [Enter]. Result: The line’s “Status” changes.

3 Repeat Step 2 for every line item necessary, then type END and press [Enter] when completed. Result: Assigned lines display the PO# to be used when the requisition is converted in the Status field. The Status field for unassigned lines will be blank.

4 Return to Step 1. Cancel / Reinstate Line Items

5 Type the line number to cancel or reinstate and press [Enter]. Result: The line’s “Status” changes.

6 Repeat Step 5 for every line item necessary, then type END and press [Enter] when completed. Result: Cancelled lines display CANCELLED in their Status field. The Status field for reinstated lines is blank.

7 Return to Step 1. Convert Assigned Line Items

8 Type END and press [Enter]. Result: Assigned lines are converted to a purchase order. Cancelled lines are no longer available for processing, but remain on an open requisition for reference. Note: When all lines on a requisition are converted or cancelled, the requisition is deleted by the system.

9 Do you wish to process another requisition? If yes, return to Procedure 1: The Header screen, Step 2. If no, type END and press [Enter] to exit the function.




Procedure 3: The Line Item Detail screen

Complete the steps in the table below to process the Line Item Detail screen when converting a requisition to a purchase order. Note: This procedure starts from the Command Line “Change Which Field, END, TOP, \P” on the Line Item Detail screen.

Step Action

1 Do you wish to modify any of the data displayed for this line item on the Line Item Detail screen? If yes, select the field number to change and press [Enter]. If no, go to Step 4.

2 Type the new data and press [Enter]. 3 Repeat from Step 1. 4 Type END and press [Enter].

Result: The Line Assignment screen displays.

5 Return to Procedure 2: The Line Item Assignment Screen, Step 1.


Figure 5-5. The Requisition to Purchase Order Register.

PROCESS.SO.PO.REQN 13:45:20 14 JAN YYYY D2K DISTRIBUTION SERVICES Acct sales Process 0040 Page 1 Requisitions to Purchase Order Register Pur PO. Nbr Vendor Name SO Line Cust Name..... Lne Item Number........Purch Purch Purch AP Ven.Nbr Number Nbr Description.. UOM Qty Price UOM Extension 07 Ace Industrial 47*2 MODERN ELECTRONICS 1 100|01 EA 275 3.50 EA 962.50 1600 48*1 CROMWELL & SMITH SLOTTED SCREWDRIVER 47*3 MODERN ELECTRONICS 2 C200|01 EA 60 .50 EA 30.00 PHILLIPS HEAD ------- 992.50 08 Quinn Power Pr 48*5 CROMWELL & SMITH 1 200|01 EA 20 175.00 EA 3500.00 1800 AC/DC GRINDER 220 VOLT 49*1 MODERN ELECTRONICS 2 C100|01 EA 200 .50 EA 100.00 SCREWDRIVER-SPECIAL ORDER -------- 3600.00 *** Requisitions to Purchase Order Register Total 4592.50


The Requisition to Purchase Order Register

Introduction When you exit from the PROCESS.SO.PO.REQN function, an audit report

automatically prints to show purchase order lines converted from requisitions.

Description The Requisition to Purchase Order Register shows the new purchase order

lines converted from requisitions by the function PROCESS.SO.PO.REQN. The register is sorted and totaled by PO Number.

Uses for the report

You may use this audit report to decide • if the data on a converted purchase order is correct • whether converted purchase orders should be printed • whether a converted purchase order should be modified, or • whether a converted purchase order should be deleted.


This register may be reprinted using the function SO.PO.REGISTER. However, the data appearing on this report is cleared the next time CREATE.SO.PO is run, or the next time PROCESS.SO.PO.REQN is accessed.

Illustration Figure 5-5 is an illustration of the Requisition to Purchase Order Register.



The Requisition to Purchase Order Register, Continued

Columns and descriptions

The table below describes the columns from the Requisition to Purchase Order Register.

Column Description

PO Nbr The purchase order number assigned to the transaction. The system assigns the next available PO Number.

Vendor Nbr & Name

The Vendor assigned to this purchase order. Note: This is the Primary Source Vendor, found in MNT.ITEM-PURCHASING, for all the items listed on this purchase order.

SO Line Nbr The customer sales order number and line number on which the item was ordered.

Cust Name The customer name, as appearing on the sales order. Pur Lne Nbr The customer sales order number and line number on

which the item was ordered. Item Number & Description

The item number and description from the customer sales order. Note: If the item description was overridden on the sales order, the new description appears as the purchase order item description.

Purch UOM The unit of measure in which the item is purchased.



The Requisition to Purchase Order Register, Continued

Columns and descriptions (continued)

Column Description Purch Qty The item’s purchase quantity.

Note: If consolidation is used, the purchase order quantity will be the total quantity from all sales order lines listed.

Purch Price The item’s purchase price. Note: If a new Purchase Price is entered on the requisition, it will be used as the purchase order price.

AP UOM The item’s Accounts Payable unit of measure. Extension The extension for this purchase order line item (quantity

times price).


Figure 5-6. The DELETE.SO.PO.REQN screen.

DELETE.SO.PO.REQN - Delete Requisitions +---------------------------------------------------------------+ ¦ *** ATTENTION *** ¦ ¦ ¦ ¦ Use this function to delete from the system unwanted purchase ¦ ¦ order requisitions generated by CREATE.SO.PO. ¦ +---------------------------------------------------------------+ 01 Requisition Number Entries .01) .02) .03) 02 Latest Creation Date to Delete 03 Buyer Code Entries .01) .02) .03) 1.1 Enter the Requisition Number, <CR> for ALL, END: ......


The DELETE.SO.PO.REQN Function

Description The function DELETE.SO.PO.REQN is used to delete unwanted requisitions

from your system. The entire requisition is deleted when it is selected through this function. You may select individual requisitions to be deleted, all requisitions created on or before an entered cutoff date, or requisitions generated for specific buyers.

Illustration Figure 5-6 is an illustration of the DELETE.SO.PO.REQN screen, where the

user enters selection criteria for deleting requisitions.

When to run It is important to run this function on a routine basis to delete unwanted

requisitions, as open requisition quantities are figured into the “Availability” calculation used by SO to PO conditional purchasing. Reference: For more information about conditional purchasing, refer to the topic “What is Conditional Purchasing?” in Chapter 1.

Important point

Since there is no audit report produced by this function, it is important that you enter the proper selection criteria to delete only unwanted requisitions. You may want to print a report of unassigned requisitions using LIST.SO.PO prior to running this function.


How to Delete Requisitions Using DELETE.SO.PO.REQN

Before you begin

You may want to print the LIST.SO.PO report for open requisitions to determine which requisitions to delete.


Use the boxes below to write your menu path to the DELETE.SO.PO.REQN function.

Procedure Complete the steps in the table below to delete unwanted requisitions from

your system.

Step Action 1 Access the function DELETE.SO.PO.REQN.

Result: The prompt “Enter the Requisition Number” displays.

2 Use the following table to determine your next step.

TO delete… THEN… specific requisition

numbers type the requisition numbers, pressing [Enter] after each. Press [Enter] when done. Result: The Command Line “Change Which Field, END, TOP” displays. Go to Step 5.

ALL requisitions - or - requisitions by date or buyer code

press [Enter]. Result: The prompt “Enter the Latest Date to Delete, <CR> for ALL” displays.



How to Delete Requisitions Using DELETE.SO.PO.REQN, Continued


Step Action 3 Do you want to delete open requisitions created on or before a

specific date? If yes, type the latest creation date to delete, and press [Enter]. If no, press [Enter] for all requisitions. Result: The prompt “Enter Buyer Code” displays.

4 Do you want to delete open requisitions created for specific Buyer Codes? If yes, type the Buyer Codes, pressing [Enter] after each. Press [Enter] when done. If no, press [Enter] for all requisitions. Result: The Command Line “Change Which Field, END, TOP” displays.

5 Type END and press [Enter]. Result: The select requisitions are deleted from your system.


Knowledge Check



Question 1 Match the PROCESS.SO.PO.REQN screen name on the left with its use on

the right, by placing the appropriate letter in the column provided.

a-c Screen Name Use Line Assignment screen a. Allows the operator to identify the

vendor, PO#, buyer and follow up days for the purchase order.

Header screen b. Allows the operator to assign, unassign, cancel or reinstate detail lines on a requisition.

Line Item Detail screen c. Allows the operator to change the Deliver to Code, delivery dates, quantities and purchase pricing data on a requisition line item.


TRUE or FALSE You must use the Primary Source Vendor assigned to the

requisition when you convert it to a purchase order.

TRUE or FALSE You may create multiple purchase orders from a multi-line requisition, using a different vendor number each time.

TRUE or FALSE You may add requisition lines to an open purchase order that has already been printed.

TRUE or FALSE If a requisition line item is cancelled and the requisition is filed, it can still be reinstated in a later transaction.




Question 3 List the three methods of assigning a purchase order number to requisition

line items:

Question 4 The operator may assign ALL requisition line items to a purchase order by:

a. typing NEXT at the Purchase Order Number prompt to assign the next

sequential PO#. b. setting the “Assign All?” prompt to Y, then by typing END to file the

requisition. c. assigning each line item individually from the Line Assignment screen,

then typing END to file the requisition. d. running CREATE.SO.PO again. All requisition lines that have not been

cancelled are converted to purchase orders. e. both b. and c.




Question 5 Describe what each of these PROCESS.SO.PO.REQN commands will do:

REVIEW (A)ssign (C)ancel Line#

Question 6 Circle all that apply to the Requisition to Purchase Order Register:

a. is an audit trail for requisitions converted to purchase orders. b. shows line items canceled from the requisition. c. automatically prints a purchase order document to send to the vendor. d. prints immediately after the user ENDs from the

PROCESS.SO.PO.REQN function. e. shows the Purchase Order Number assigned to converted requisition lines.

Question 7 Fill in the blanks:

To delete an entire requisition, use the function _______________________. To delete one line item off a requisition, use the ______________ command in the function _________________________ .



Answer 1 Match the PROCESS.SO.PO.REQN screen name on the left with its use on

the right, by placing the appropriate letter in the column provided.

a-c Screen Name Use b Line Assignment screen a. Allows the operator to identify the

vendor, PO#, buyer and follow up days for the purchase order.

a Header screen b. Allows the operator to assign, unassign, cancel or reinstate detail lines on a requisition.

c Line Item Detail screen c. Allows the operator to change the Deliver to Code, delivery dates, quantities and purchase pricing data on a requisition line item.


TRUE or FALSE You must use the Primary Source Vendor assigned to the

requisition when you convert it to a purchase order. Explanation: You may assign any vendor to a requisition prior to converting it to a purchase order.

TRUE or FALSE You may create multiple purchase orders from a multi-line requisition, using a different vendor number each time.

TRUE or FALSE You may add requisition lines to an open purchase order that has already been printed, but a warning message will display.

TRUE or FALSE If a requisition line item is cancelled and the requisition is filed, it can still be reinstated in a later transaction. Explanation: Canceling a line item prevents it from any further requisition processing after the requisition is filed.




Answer 3 The three methods of assigning a purchase order number to requisition line

items are: • adding line items to an existing open purchase order for the vendor

number selected on the Header screen. • allowing the system to assign the NEXT sequential Purchase Order

Number to the transaction. • typing a user-assigned Purchase Order Number at the PO Number prompt.

Answer 4 The operator may assign ALL requisition line items to a purchase order by:

b. setting the “Assign All?” prompt to Y, then by typing END to file the requisition. c. assigning each line item individually from the Line Assignment screen,

then typing END to file the requisition.

Answer 5 Describe what each of these PROCESS.SO.PO.REQN commands will do:

REVIEW Brings the user from the Header screen to the Line Assignment screen where requisition line items may be assigned, modified, or cancelled. (A)ssign From the Line Assignment screen, allows the user to assign or unassign requisition line numbers. (C)ancel From the Line Assignment screen, allows the user to cancel or reinstate requisition line numbers. Line# Brings the user from the Line Assignment screen to the Line Item Detail screen for a specific line number, where the user may modify its purchasing data.




Answer 6 Circle all that apply to the Requisition to Purchase Order Register:

a. is an audit trail for requisitions converted to purchase orders. d. prints immediately after the user ENDs from the

PROCESS.SO.PO.REQN function. e. shows the Purchase Order Number assigned to converted requisition lines.

Answer 7 To delete an entire requisition, use the function DELETE.SO.PO.REQN.

To delete one line item off a requisition, use the (C)ancel command in the function PROCESS.SO.PO.REQN.

Reports and Inquiries 6-1

Chapter 6

Reports and Inquiries

Chapter Overview

Introduction At times, you may need to review the transactions generated by the SO to PO

module. You may do this by printing a report, viewing an inquiry, or calling the source document up on your screen to view the audit trail.

Purpose The purpose of this chapter is to identify the reports and inquiries available in

the Automatic Sales Order to Purchase Order module. It will also review how the system links the originating sales order to the purchase order or requisition.


• identify the reports and inquiries available in the SO to PO module • print and identify data on the SO.PO.REGISTER report • print and identify data on the LIST.SO.PO report • inquire into a purchase order and/or requisition’s status using SO.PO.INQ • monitor the status of an item flagged for purchasing by viewing the sales

order • identify, while viewing a purchase order, if it was generated by the SO to

PO module, and • describe guidelines for using Information Extraction Processing (IEP) to

create custom reports for the SO to PO module.

6-2 Reports and Inquiries

SO to PO Reports and Inquiries

Introduction The SO to PO module provides you with system-generated audit reports

showing the transactions it creates. It also provides you with a report and inquiry on open requisitions and purchase orders.

Function name & description

The table below describes functions found in the SO to PO module that automatically generate audit reports, or allow you to print or display purchase order or requisition data.

Function Description

System-Generated Audit Reports CREATE.SO.PO Prints an audit report showing purchase orders or

requisitions generated by the function. PROCESS.SO.PO.REQN Prints an audit report showing purchase orders

converted from requisitions. SO.PO.REGISTER Reprints the audit report from the last run of

CREATE.SO.PO or PROCESS.SO.PO.REQN. User-Generated Report / Inquiry

LIST.SO.PO Prints a report showing details of open purchase order or unassigned requisition line items generated by the SO to PO module.

SO.PO.INQ Displays details of open purchase orders or unassigned requisitions generated by the SO to PO module.


The SO.PO.REGISTER Function

Description SO.PO.REGISTER allows the reprint of the audit report created by the last

run of either CREATE.SO.PO or PROCESS.SO.PO.REQN. SO.PO.REGISTER will print: • the Sales to Purchase Order Register • the Sales to Purchase Requisition Register, or • the Requisition to Purchase Order Register.

Example: Your system is set up to generate requisitions from sales orders. The function CREATE.SO.PO is run, and the audit report “Sales to Purchase Requisition Register” prints. You may reprint this audit report using SO.PO.REGISTER as long as CREATE.SO.PO is not run again, and as long as PROCESS.SO.PO.REQN is not accessed.

Reference Samples of each of these reports are found in previous chapters. For more

information about each of these reports, refer to these topics: • “The Sales to Purchase Order Register” in Chapter 4. • “The Sales to Purchase Requisition Register” in Chapter 4. • “The Requisition to Purchase Order Register” in Chapter 5.


Figure 6-1. The LIST.SO.PO report, showing open purchase orders. LIST.SO.PO 15:06:22 15 JAN YYYY D2K DISTRIBUTION SERVICES Acct sales Process 0040 Page 1

Listing of Open Purchase Order Lines from Sales Orders

Sorted by Purchase Order Number PO... Byr Vendor Vendor Name.. SO Nbr.Cust Name..... PO. Item Number.........Purch Purch Purch AP Date Added Number Lne Description.. UOM Qty Price UOM Extension 5109 SAM 1800 Quinn Power 69 MODERN ELECTRON 1 100|01 EA 10 3.25 EA 34.50 12-04-YY Products SLOTTED SCREWDRIVER 69 MODERN ELECTRON 2 C100|01 EA 12 .50 EA 6.00 SCREWDRIVER-SPECIAL ORDER 69 MODERN ELECTRON 3 C900|01 EA 1 45.00 EA 45.00 POWER TABLE SAW 69 MODERN ELECTRON 4 200|01 EA 1 175.00 EA 175.00 AC/DC GRINDER 220 V -------- 260.50 5110 SAM 1800 Quinn Power 70 MODERN ELECTRON 1 100|01 EA 10 3.35 EA 33.50 12-04-YY Products SLOTTED SCREWDRIVER 70 MODERN ELECTRON 2 200|01 EA 6 175.00 EA 1050.00 AC/DC GRINDER 220 V 70 MODERN ELECTRON 3 C100|01 EA 50 .50 EA 25.00 SCREWDRIVER-SPECIAL ORDER 70 MODERN ELECTRON 4 C900|01 EA 12 45.00 EA 540.00 POWER TABLE SAW -------- 1648.50 *** Open Purchase Order Lines Total 1909.00


Figure 6-2. The LIST.SO.PO report, showing open requisitions. LIST.SO.PO 12:40:13 15 JAN YYYY D2K DISTRIBUTION SERVICES Acct sales Process 0040 Page 1

Listing of Unassigned Purchase Requisition Lines from Sales Orders

Sorted by Requisition Number Reqn. Byr Vendor Vendor Name..SO Nbr.Cust Name.... Req Item Number................ Purch Purch Purch AP Date Added Number Lne Description.. UOM Qty Price UOM Extension R10000 SAM 1800 Quinn Power 43 MODERN ELECTRONICS 1 C100|01 EA 200 .50 EA 100.00 12-04-YY Products SCREWDRIVER-SPECIAL ORDER 43 MODERN ELECTRONICS 2 C200|01 EA 60 .50 EA 30.00 PHILLIPS HEAD ------ 130.00 R10002 SAM 1600 Ace Industrial 40 CROMWELL & SMITH 1 C900|01 EA 4 45.00 EA 180.00 12-05-YY POWER TABLE SAW 41 GIANT CORPORATION 2 C900|01 EA 6 45.00 EA 270.00 POWER TABLE SAW 42 MODERN ELECTRONICS 3 C400|01 EA 50 1.55 EA 77.50 5/8" WRENCH 45 TOOLS INCORPORATED 4 400|01 EA 120 576.00 CS 5760.00 SCREWDRIVER 5/16 INCH ------- 6287.50 *** Unassigned Purchase Requisition Lines Total 6417.50


The LIST.SO.PO Report

Introduction In previous chapters, you learned that the system automatically prints a

register of new requisitions or purchase orders generated by the CREATE.SO.PO and PROCESS.SO.PO.REQN functions. At times, you may want to review all open requisitions or purchase orders generated by the SO to PO module.

Description The LIST.SO.PO function allows you to print a report of all open transactions

generated by the SO to PO module. Transactions may be printed for a specific date range, facilities, or buyer codes. You may print: • a listing of open purchase order detail lines that were generated by the

CREATE.SO.PO function, as well as the PROCESS.SO.PO.REQN function (when requisitions are generated prior to purchase orders).

• a listing of unassigned requisition detail lines that were generated by the

CREATE.SO.PO function. Note: This report is available only when your system is set up to generate requisitions.

Uses for the report

There are many uses for the LIST.SO.PO report. Some of them are: • monitor the status of open purchase order or requisition line items linked

to customer sales orders. • print a report for a specific buyer, allowing for their follow-up or review

of open purchase order or requisition data. • review unassigned requisition detail lines for conversion or deletion.

Illustrations Figure 6-1 is an illustration of the LIST.SO.PO report showing open purchase

order lines generated from sales orders. Figure 6-2 is an illustration of the LIST.SO.PO report showing unassigned purchase requisition lines generated from sales orders.



The LIST.SO.PO Report, Continued


The table below describes the columns and their descriptions from the LIST.SO.PO reports.

Column Description

PO / Reqn The purchase order or requisition number assigned to the transaction.

Byr The Buyer Code assigned to the transaction. This code comes from either: • the master file of the vendor number displayed • the default Buyer Code entered in screen 1 of

PUM.CONSTANTS, or • is user-assigned in the PROCESS.SO.PO.REQN or

ENTER.PURCH.ORDER function. Date Added The date the purchase order or requisition was created. Vendor Number & Name

The vendor assigned to this purchase order or requisition. This is either the Primary Source Vendor, or a user-assigned vendor entered in PROCESS.SO.PO.REQN.

SO Nbr The customer sales order number on which the item was ordered.

Cust Name The customer name, as appearing on the sales order. PO/Req Lne The line number this item appears on for the purchase

order or requisition. Item Number & Description

The item number and description as it appears on the purchase order or requisition.

Purch / UOM The unit of measure in which the item is purchased. Purch Qty The item’s purchase or requisition quantity.

Note: If consolidation is used, the quantity will be the total quantity from all sales order lines listed.

Purch Price The item’s purchase price. AP / UOM The item’s Accounts Payable unit of measure. Extension The extension for this purchase order line item (quantity

times price).


How to Print the LIST.SO.PO Report

Introduction Your responses to the prompts in LIST.SO.PO will determine the type of

report that will be produced.


Use the boxes below to write your menu path to the LIST.SO.PO function.

Procedure Complete the steps in the table below to print a report using the LIST.SO.PO

function.

Step Action 1 Access the LIST.SO.PO function.

Result: The prompt “Enter the Report Option (1,2)” displays.

2 Use the table below to determine your next step.

IF you want a… THEN type… Requisition report 1 and press [Enter]. Purchase Order report 2 and press [Enter].

Result: The prompt “Enter the Sort Option (1,2)” displays. 3 Use the table below to determine your next step.

IF you want to sort by… THEN type… Requisition or PO Number 1 and press [Enter]. Buyer Code, then Requisition

or PO Number 2 and press [Enter].

Result: The prompt “Enter the Starting Date, <CR> for Earliest” displays.



How to Print the LIST.SO.PO Report, Continued


Step Action 4 Do you want to identify a specific starting date for the report?

If yes, enter the starting creation date and press [Enter]. If no, press [Enter] for the earliest date. Result: The prompt “Enter the Ending Date, <CR> for Latest” displays.

5 Do you want to identify a specific ending date for the report? If yes, enter the ending creation date and press [Enter]. If no, press [Enter] for the latest date. Result: The prompt “Enter the Deliver To Facility, <CR> for ALL” displays.

6 Do you want to include only specific facilities on the report? If yes, type the facility code(s), pressing [Enter] after each. Press [Enter] when done. If no, press [Enter] for all facilities. Result: The prompt “Enter the Buyer Code, <CR> for ALL” displays.

7 Do you want to include only specific buyer codes on the report? If yes, type the buyer code(s), pressing [Enter] after each. Press [Enter] when done. If no, press [Enter] for all buyer codes. Result: The Command Line “Change Which Field, END, TOP” displays.

8 Type END and press [Enter]. Result: The report prints with the selected processing options.


Figure 6-3. SO.PO.INQ showing purchase orders for a specific item.

Figure 6-4. SO.PO.INQ showing requisitions for a specific vendor.

SO.PO.INQ D2K DISTRIBUTION SERVICES Page 1 Sales to Purchase Order for Item 900|01 POWER BUZZ SAW PO Line Date Ven Vendor SOD Purch Purch Purch Nbr Nbr Added Nbr Name Nbr UOM Qty Price -------------------------------------------------------------------------------- 5105 1 01-04-YY 1600 Ace Industrial Supply 40*2 EA 6 45.00 5138 1 01-07-YY 46*1 EA 12 45.00 Enter "X" to exit the function, <CR> or "END" to continue ...

SO.PO.INQ D2K DISTRIBUTION SERVICES Page 1 Sales to Purchase Requisition for Vendor 1600 Ace Industrial Supply CO. Reqn Line Date Item Nbr SOD Purch Purch Purch Nbr Nbr Added Description Nbr UOM Qty Price -------------------------------------------------------------------------------- R10000 1 01-03-YY C100|02 43*4 EA 200 0.50 SCREWDRIVER 2 C200|02 43*3 EA 60 0.50 PHILIPS HEAD R10004 1 01-05-YY 400|01 108*6 EA 180 576.00 SCREWDRIVER 5/16 411*4 3 900|01 411*7 EA 10 45.00 POWER BUZZ SAW R10006 2 01-07-YY C200|01 48*2 EA 225 0.50 PHILIPS HEAD R10007 1 01-08-YY C200|01 49*1 EA 60 0.50 PHILIPS HEAD Enter "X" to exit the function, <CR> or "END" to continue ...


The SO.PO.INQ Inquiry

Description The SO.PO.INQ function is used to display the details of selected open

purchase orders or unassigned requisitions generated by the CREATE.SO.PO or PROCESS.SO.PO.REQN functions.

Illustration Figure 6-3 is an illustration of an inquiry showing open purchase orders

generated for item ‘900’. This inquiry shows only purchase orders generated through the SO to PO module. Figure 6-4 is an illustration of an inquiry showing unassigned requisitions generated for vendor ‘1600’. This inquiry shows only requisitions generated through the SO to PO module.

Inquiry options When you run the SO.PO.INQ function, you are prompted for inquiry

options. These options determine the type of data to be displayed.

Option Description Requisition/PO Number

Displays a specific open Requisition or Purchase Order Number.

Vendor Displays open requisitions or purchase orders for a specific Vendor Number.

Item Displays open requisitions or purchase orders for a specific Item Number.

Date Added Displays open requisitions or purchase orders created between a specified Beginning/Ending date.

Facility Displays open requisitions or purchase orders for a specific Facility Code.

Buyer Displays open requisitions or purchase orders for a specific Buyer Code.

Sales Order Number

Displays open requisitions or purchase orders generated from a specific Sales Order Number.


How to Run the SO.PO.INQ Function

Introduction Your responses to the Inquiry Option prompts in SO.PO.INQ will determine

the type of inquiry that will be produced.


Use the boxes below to write your menu path to the SO.PO.INQ function.

Procedure Complete the steps in the table below to produce an inquiry using the

SO.PO.INQ function.

Step Action 1 Access the function SO.PO.INQ.

Result: The prompt “Display (R)equisitions or (P)urchase Orders” displays.

2 Use the following table to determine your next step.

IF you want to display… THEN type… requisitions R and press [Enter]. purchase orders P and press [Enter].

Result: The prompt “Enter the Display Option (1-7)” displays. 2 Use the following table to determine your next step.

TO display data for a… THEN type… Requisition or PO Number 1 and press [Enter]. Vendor Number 2 and press [Enter]. Item Number 3 and press [Enter]. Date Added 4 and press [Enter]. Facility 5 and press [Enter]. Buyer 6 and press [Enter]. Sales Order Number 7 and press [Enter].

Result: A prompt asking for your selection displays.



How to Run the SO.PO.INQ Function, Continued


Step Action 3 Enter the data you wish to select for the inquiry, and press

[Enter]. Example: If you chose “Vendor Number” in Step 2, type the Vendor Number for whom you wish to display data for. Note: If you selected “Date Added” in Step 2, you will be asked to enter both a Beginning Date and an Ending Date range. Result: The Command Line “Change Which Field, END, TOP” displays.

4 Type END and press [Enter]. Result: The selected purchase order or requisition data displays.


Figure 6-5. The ORDER.ENTRY Detail screen, showing an item linked to a requisition.

Figure 6-6. The ORDER.ENTRY Detail screen, showing an item cancelled from a purchase order.

Sales Order Entry - Detail Screen Entries 2 Order Merch Total Del Date Weight Customer Number 11101 1147 3540.00 01-15-YY 0 MODERN ELECTRONICS +------------------------------------------------------------------------------+ ¦ Pack On Hand Committed Available In Picking¦Ref Nbr On Order Due Date ¦ ¦ EA 30 19 11 0¦ ¦ +------------------------------------------------------------------------------+ Item Number UOM Order Qty / Buy? Selling Total Description Balance Qty Price Amount 001) 200|01 EA 12 A 295.00 3540.00 AC/DC GRINDER 220 VOLT 12 4 Enter the Quantity Ordered, TOP 12....... This line is part of line 1 on PO R10008--> Press <CR>

Sales Order Entry - Detail Screen Entries 4 Order Merch Total Del Date Weight Customer Number 11125 1148 117.50 01-15-YY 0 MODERN ELECTRONICS +------------------------------------------------------------------------------+ ¦ Pack On Hand Committed Available In Picking¦Ref Nbr On Order Due Date ¦ ¦ EA 0 60 -60 0¦ PO 901 3 01-08-YY¦ +------------------------------------------------------------------------------+ Item Number UOM Order Qty / Buy? Selling Total Description Balance Qty Price Amount 001) C400|01 EA 50 A 2.35 117.50 5/8" WRENCH 50 4 Enter the Quantity Ordered, TOP 50....... This line was cancelled from a PO created by the sales to PO link--> Press <CR>


How SO to PO Affects the Sales Order

Background When you run CREATE.SO.PO, the system sets the Item “Buy” prompt on

the sales order to “A” (assigned) and links the sales order line to the generated purchase order or requisition. Further requisition or purchase order processing will also be linked to the sales order line item. This enables you to monitor the status of an item that was flagged for purchasing on a sales order.

Illustrations Figures 6-5 and 6-6 are illustrations of the ORDER.ENTRY Detail screen.

When the “Buy” flag is reviewed for an item, its status on the purchase order or requisition is displayed on the bottom of the screen.

Sales order messages

The table below describes the two messages that may be displayed when reviewing an item whose “Buy” prompt is “A” (assigned) on a sales order.

Message Description

“This line is part of line nn on PO xxx.”

The item has been added to either a purchase order or requisition. Note: The number displayed (xxx) may be either a Requisition or a Purchase Order Number. To differentiate the two, consider using separate numbering schemes or a prefix for the PO or Requisition Number.

“This line was cancelled from a PO created by the sales to PO link.”

The request for purchase has either been CANCELLED from the requisition, or CLOSED from the purchase order.

Benefits The ability to display SO to PO messages about a line item while in the

customer sales order has many benefits. Some of them are: • identifies whether the sales order was processed by CREATE.SO.PO (the

line item’s “Buy” prompt is set to “A”). • allows the user to respond to customer inquiries about the status of a sales

order line item. • provides an on-screen audit trail, giving the user specific information

without having to print a report.


How to Determine the Purchasing Status of a Sales Order Line Item

Introduction As you create, convert, and manage purchase orders and requisitions

generated by the SO to PO module, the sales order line item is also updated.

Learning advice

Sales orders entered in the SS.ORDER.ENTRY function can be viewed in ORDER.ENTRY or COUNTER after they are converted by the function SS.UPDATE.

Procedure Complete the steps in the table below to determine the SO to PO purchasing

status of an item entered on a sales order:

Step Action 1 Access the order entry function (ORDER.ENTRY or COUNTER).

Result: The “Order Number” prompt displays.

2 Type the Order Number you wish to check, and press [Enter]. Result: The Header screen data is retrieved, and the Command Line “Change Which Field, END,TOP” displays.

3 Type END and press [Enter]. Result: The Detail screen appears, and the Command Line “Line#, (A)dd, (H)eader, END, TOP” displays.

4 Type the line number you wish to check, and press [Enter]. Result: The prompt “Enter the Item Number, DELETE, CANCEL” displays.

5 Is the Item “Buy” prompt displayed on the Detail screen? If yes, go to Step 6. If no, go to Step 8.

6 Press [Enter] until the system accesses the Item “Buy” prompt. Result: A message displays at the bottom of your screen, showing the purchasing status of the item.



How to Determine the Purchasing Status of a Sales Order Line Item, Continued


Step Action 7 Press [Enter] until the command line “Line#, (A)dd, (H)eader,

END, TOP” displays. Go to Step 13.

8 Press [Enter] two times. Result: The prompt “Enter the Quantity Ordered” displays.

9 Type EXT and press [Enter]. Result: The Extended Detail screen displays.

10 Select the field number for the Item “Buy” prompt. Result: A message displays at the bottom of your screen, showing the purchasing status of the item.

11 Type END and press [Enter]. Result: The prompt “Enter the Quantity Ordered” on the Detail screen displays.

12 Press [Enter] until the Command Line “Line#, (A)dd, (H)eader, END, TOP” displays.

13 Do you wish to check the purchasing status of another item? If yes, return to Step 4. If no, type TOP and press [Enter] to exit the sales order.


Figure 6-7. The ENTER.PURCH.ORDER Header screen.

Figure 6-8. The ENTER.PURCH.ORDER Long Form Detail screen.

Purchase Order Entry - Header Information "CHG" Mode PO NUMBER 4204 09 Ack Rqd? 02 Vendor Nbr 1500 MINERS ELECTRICAL CONT 10 Date Ack Recd 03 Buyer Code 11 Confirming Date 04 Contact WILLIAM MICHAELS 12 Resale/Taxable R 05 Pymt Terms 2 1%15D, NET30 13 Requisition Nbr 10503 06 Ship Via UPS 14 Requisitioner SOTOPO 07 Freight CD 15 Deliver to Type F 08 FOB Point 16 Deliver to Ref. 01 17 Def Deliver Date 01-24-YY ***** Deliver to Address ***** 18 Name D2K 1 19 Address 1 1 D2K BLVD 20 Address 2 21 City ROSELAND 22 State NJ 23 Zip 07068 ***** Header Text ***** 24 Code 25.01) .02)

Purchase Order Entry - Detail Information "CHG" Mode PO Number 4204 Vendor 1500 MINERS ELECTRICAL CONTRACTOR Line Number 1 03 Item/GL Nbr 200|01 14 Sales Refs .01) 23010*1 04 Description AC/DC GRINDER 220 VOLT Entries 2 .02) 23045*5 05 Ext Desc .01) 15 Special Buy Code Entries 0 .02) 06 Ven Item Nbr 07 Requisition 10503*1 16 Mfgr Code 08 Rsl/Txbl R 17 Mfgr Item 09 Del To Code - Setup Data by-> Order *- Delivery * Family -- 10 Del To Ref# 18 Min Qty * 21 * Code 11 Material Cert N 19 Setup Cost * 22 * 12 U/M Base/Pur EA 13/ EA 20 Qty Avoid SU * 23 * --> Delivery --- Entries 1 -- Discount Data ----- Entries 0 27 Date 28 Qty Balance 33 Disc % Disc Code Disc Source .01) 01-24-YY 10 10.00 .01) .02) .02) 30 Follow Up Date 01-22-YY Net Unit Price 175.00 31 List Price/Src 175.00 / I Net Ext. Price 1750.00 32 AP-Unit/Measure EA


How SO to PO Affects the Purchase Order

Background When a purchase order is created by the system (by the CREATE.SO.PO or

PROCESS.SO.PO.REQN function), certain fields on the purchase order are linked to the sales order and requisition. This enables you to identify a purchase order that was generated by the Automatic Sales Order to Purchase Order module.

Illustrations Figures 6-7 and 6-8 are illustrations of the ENTER.PURCH.ORDER Header

and Long Form Detail screens. These screens contain fields that link the purchase order to the sales order and requisition from which it was created.


The table below describes the key fields (in bold text) that identify a purchase order as being generated from the SO to PO module.

Field Description

Header Screen Fields Requisition Nbr Displays the requisition number from which the PO was

generated, when the PO was created by the PROCESS.SO.PO.REQN function. Note: If the PO was created by the CREATE.SO.PO function, this field will be blank (Null).

Requisitioner For all purchase orders created by the SO to PO module, this field displays “SOTOPO”.

Long Form Detail Screen Fields Requisition Displays the requisition and line number from which the

PO was generated, when the PO was created by the PROCESS.SO.PO.REQN function. Note: If the PO was created by the CREATE.SO.PO function, this field will be blank (Null).

Sales Refs For all purchase orders created by the SO to PO module, this field displays the sales order number and line number from which the PO was generated. Note: The presence of multiple sales order references indicates that Consolidated Purchasing was used to generate this PO line.


Creating Custom SO to PO Reports Using IEP

Introduction At times, it may be necessary to create a custom report for SO to PO

transactions, using the Information Extraction Processing (IEP) module.

Requisition files When the SO to PO module creates requisitions, requisition data is held in

two files: REQN.H and REQN.D.

File Name Description Contents REQN.H Requisition Header Contains one record for every

requisition generated by the CREATE.SO.PO function. The record ID is the Requisition Number. Note: Requisitions remain on file until they are deleted, or until all line items have been converted to a PO or cancelled.

REQN.D Requisition Detail Contains a record for every line item found on a requisition. The record ID is the requisition and line number. Example: 10503*1



Creating Custom SO to PO Reports Using IEP, Continued

Sales order IEP names

When creating an IEP report off the sales order files, three new IEP names are available to select sales orders processed by the SO to PO module.

File IEP Name Description

SOH SOPO.FLAG Contains the data placed in the Order “Buy” prompt by either the system or the operator. Reference: For more information about the Order “Buy” prompt, refer to the topic “The Order “Buy” Prompt” in Chapter 3.

SOD SOPO.FLAG Contains the data found in the Item “Buy” prompt. This data can be a “Y”, “N”, or “A”. Reference: For more information about the Item “Buy” prompt, refer to the topic “The Item “Buy” Prompt” in Chapter 3.

SOD SOPO.REQN.NBR Contains the requisition or purchase order number to which this line item is linked.



Creating Custom SO to PO Reports Using IEP, Continued

Purchase order IEP names

When creating an IEP report off the purchase order files, five new IEP names are available to select purchase orders processed by the SO to PO module.

File IEP Name Description

POH SOPO.FLAG “Y” or “N” to indicate if the purchase order was generated by the SO to PO module.

POH REQUISITION.NBR Contains the requisition number to which this purchase order is linked. Note: When CREATE.SO.PO creates purchase orders (and not requisitions), this field will be blank (Null).

POH REQUISITIONED.BY For purchase orders created by the SO to PO module, this field = “SOTOPO”

POD REQ.NBR Contains the requisition and line number to which this PO is linked. Example: 10503*1 Note: When CREATE.SO.PO creates purchase orders (and not requisitions), this field will be blank (Null).

POD SALES.REFS Contains the sales order number and line number from which a PO was generated. Example: 23045*1 Note: The presence of multiple sales order references indicates that Consolidated Purchasing was used to generate a PO line.

Learning advice

For more information about creating custom SO to PO reports using IEP, speak with your System Administrator or D2K Customer Care Consultant.


Knowledge Check



Question 1 Check all statements that are true about the SO.PO.REGISTER function:

a. allows the user to choose which audit report they wish to reprint. b. reprints the audit report created by the last run of either CREATE.SO.PO

or PROCESS.SO.PO.REQN. c. allows the user to choose the Facility Codes to print on the report. d. allows the user to choose either requisitions or purchase orders to print on

the report.

Question 2 Mark these statements true or false about the LIST.SO.PO function:

TRUE or FALSE If you choose a “Purchase Order” report, prints only

those purchase order lines created by the SO to PO module.

TRUE or FALSE If you choose a “Requisition” report, prints requisition lines that have been CANCELLED.

TRUE or FALSE You may choose to print both requisition and purchase order line items on the same report.

TRUE or FALSE You may choose a specific Start/End date, Facility, and Buyer Code to appear on the report.

Question 3 In the sales entry function, how can you determine the purchasing status of an

item?




Question 4 Look at the Purchase Order Header and Long Form Detail screens listed

below. What can you tell about this purchase order?






Question 5 Look at the Purchase Order Header and Long Form Detail screens listed

below. What can you tell about this purchase order?


Purchase Order Entry - Header Information "CHG" Mode PO NUMBER 4212 09 Ack Rqd? 02 Vendor Nbr 1500 MINERS ELECTRICAL CONT 10 Date Ack Recd 03 Buyer Code 11 Confirming Date 04 Contact WILLIAM MICHAELS 12 Resale/Taxable R 05 Pymt Terms 2 1%15D, NET30 13 Requisition Nbr 06 Ship Via UPS 14 Requisitioner 07 Freight CD 15 Deliver to Type F 08 FOB Point 16 Deliver to Ref. 01 17 Def Deliver Date 01-24-YY ***** Deliver to Address ***** 18 Name D2K 1 19 Address 1 1 D2K BLVD 20 Address 2 21 City ROSELAND 22 State NJ 23 Zip 07068 ***** Header Text ***** 24 Code 25.01) .02)

Purchase Order Entry - Detail Information "CHG" Mode PO Number 4212 Vendor 1500 MINERS ELECTRICAL CONTRACTOR Line Number 1 03 Item/GL Nbr 100|01 14 Sales Refs .01) 04 Description SLOTTED SCREWDRIVER Entries 0 .02) 05 Ext Desc .01) 15 Special Buy Code Entries 0 .02) 06 Ven Item Nbr 07 Requisition 16 Mfgr Code 08 Rsl/Txbl R 17 Mfgr Item 09 Del To Code - Setup Data by-> Order *- Delivery * Family -- 10 Del To Ref# 18 Min Qty * 21 * Code 11 Material Cert N 19 Setup Cost * 22 * 12 U/M Base/Pur EA 12/ EA 20 Qty Avoid SU * 23 * --> Delivery --- Entries 1 -- Discount Data ----- Entries 0 27 Date 28 Qty Balance 33 Disc % Disc Code Disc Source .01) 01-24-YY 48 48.00 .01) .02) .02) 30 Follow Up Date 01-22-YY Net Unit Price 2.85 31 List Price/Src 2.85 / I Net Ext. Price 136.80 32 AP-Unit/Measure EA




If you were unable to complete this knowledge check, we recommend that you review the chapter before continuing. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 Check all statements that are true about the SO.PO.REGISTER function:

b. reprints the audit report created by the last run of either CREATE.SO.PO or PROCESS.SO.PO.REQN.

Answer 2 Mark these statements true or false about the LIST.SO.PO function:

TRUE or FALSE If you choose a “Purchase Order” report, prints only

those purchase order lines created by the SO to PO module.

TRUE or FALSE If you choose a “Requisition” report, prints requisition lines that have been CANCELLED. Explanation: The “Requisition” report prints a listing of unassigned requisition detail lines that were generated by the CREATE.SO.PO function.

TRUE or FALSE You may choose to print both requisition and purchase order line items on the same report. Explanation: You must choose to print either purchase orders or requisitions, not both.

TRUE or FALSE You may choose a specific Start/End date, Facility, and Buyer Code to appear on the report.

Answer 3 In the sales entry function, how can you determine the purchasing status of an

item? Access the sales order in question. Select the line item you wish to check, and press [Enter] at the Item “Buy” prompt. A message will appear at the bottom of your screen, informing you of the item’s purchasing status.




Answer 4 Look at the Purchase Order Header and Long Form Detail screens listed

below. What can you tell about this purchase order? This purchase order was created by the SO to PO module (“Requisitioner” = SOTOPO on the Header screen), from requisition 10512, line 5 (“Requisition” field on the Long Form Detail screen). In addition, the quantity to purchase was a consolidation of the quantities found on sales order 23015, line 1, and sales order 23018, line 4. (“Sales Refs” field on the Long Form Detail screen).






Answer 5 Look at the Purchase Order Header and Long Form Detail screens listed

below. What can you tell about this purchase order? This purchase order was not created by the SO to PO module. I know this because both the “Requisitioner” on the Header screen is blank (Null), and the “Sales Refs” and “Requisition” fields on the Long Form Detail screen are also blank (Null).

Purchase Order Entry - Header Information "CHG" Mode PO NUMBER 4212 09 Ack Rqd? 02 Vendor Nbr 1500 MINERS ELECTRICAL CONT 10 Date Ack Recd 03 Buyer Code 11 Confirming Date 04 Contact WILLIAM MICHAELS 12 Resale/Taxable R 05 Pymt Terms 2 1%15D, NET30 13 Requisition Nbr 06 Ship Via UPS 14 Requisitioner 07 Freight CD 15 Deliver to Type F 08 FOB Point 16 Deliver to Ref. 01 17 Def Deliver Date 01-24-YY ***** Deliver to Address ***** 18 Name D2K 1 19 Address 1 1 D2K BLVD 20 Address 2 21 City ROSELAND 22 State NJ 23 Zip 07068 ***** Header Text ***** 24 Code 25.01) .02)

Purchase Order Entry - Detail Information "CHG" Mode PO Number 4212 Vendor 1500 MINERS ELECTRICAL CONTRACTOR Line Number 1 03 Item/GL Nbr 100|01 14 Sales Refs .01) 04 Description SLOTTED SCREWDRIVER Entries 0 .02) 05 Ext Desc .01) 15 Special Buy Code Entries 0 .02) 06 Ven Item Nbr 07 Requisition 16 Mfgr Code 08 Rsl/Txbl R 17 Mfgr Item 09 Del To Code - Setup Data by-> Order *- Delivery * Family -- 10 Del To Ref# 18 Min Qty * 21 * Code 11 Material Cert N 19 Setup Cost * 22 * 12 U/M Base/Pur EA 13/ EA 20 Qty Avoid SU * 23 * --> Delivery --- Entries 1 -- Discount Data ----- Entries 0 27 Date 28 Qty Balance 33 Disc % Disc Code Disc Source .01) 01-24-YY 48 48.00 .01) .02) .02) 30 Follow Up Date 01-22-YY Net Unit Price 2.85 31 List Price/Src 2.85 / I Net Ext. Price 136.80 32 AP-Unit/Measure EA

Summary 7-1

Summary

Putting These Ideas to Work

Introduction This concludes the Automatic Sales Order to Purchase Order User’s Guide.

At this point, you should have enough information about the Automatic Sales Order to Purchase Order module to complete the objectives listed in the Preface of this manual.

Essential ideas of this User’s Guide

You should now be able to • define Automatic Sales Order to Purchase Order • identify the SO to PO set-up options your company will use • identify and perform item maintenance for the SO to PO module • create a customer sales order for automatic purchase using the

ORDER.ENTRY, COUNTER, or SS.ORDER.ENTRY functions • convert sales activity to purchase orders or requisitions • modify, cancel, or delete requisitions • convert requisitions to purchase orders, and • identify key reports, inquiries, and audit trails used by the SO to PO

module.

For more information

The on-line prompt help and function documentation available on your D2K system, can provide additional information about the Automatic Sales Order to Purchase Order functions.

Learning advice

If you are not comfortable with the information presented, or have additional questions not answered by this User’s Guide, please speak with your System Administrator or D2K Customer Care Consultant.

Automatic Sales Order to Purchase Order User’s Guide Evaluation Name: ____________________________________ Date: _____________ Company/Region: ____________________________________ We depend on your feedback to help us improve our user’s guide. Please print and complete this form and fax it to: Manager, Technical Communications, D2K, at (215) 321-8015. For each of the statements below, check the box that reflects your reaction to a particular aspect of the user’s guide. Then use the Comments area to elaborate. Be as specific in you comments as possible. User’s Guide Organization 1. Did the sequence of information enhance your understanding by

leading you from simple to complex topics? Comments:________________________________ ___________________________________________

2. Was the guide’s level of difficulty appropriate for your level of

experience on the job? Comments:________________________________ ___________________________________________

3. Did this guide cover topics you need to know to perform your job?

Comments:________________________________ ___________________________________________

4. Was the length of the guide comfortable (informative but not taxing)?

Comments:________________________________ ___________________________________________

User’s Guide Objectives 1. Were the objectives written clearly?

Comments:________________________________ ___________________________________________

2. Did the objectives cover tasks you expect to perform on the job?

Comments:________________________________ ___________________________________________

Instruction 1. Do you feel you can perform the tasks stated in the objectives?

Comments:________________________________ ___________________________________________

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

continued…

2. Was the information written clearly?

Comments:________________________________ ___________________________________________

3. Were simple topics covered adequately, while complex topics were covered in depth? Comments:________________________________ ___________________________________________

Presentation of Information 1. Did the text help you to understand the illustrations?

Comments:________________________________ ___________________________________________

2. Did the illustrations supplement and clarify the information in the text? Comments:________________________________ ___________________________________________

3. Was the information presented in a clear and organized manner? Comments:________________________________ ___________________________________________ Time

1. How long did it take you to complete the user�s guide? ______ hours. In how many sittings? ________ Scope

1. Which topics, if any, need further explanation? Comments:________________________________ ___________________________________________

2. What topics, if any, should we consider adding? Comments:________________________________ ___________________________________________

3. What topics, if any, should we consider deleting? Comments:________________________________ ___________________________________________ Please use this space to provide us with more comments:

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Sales Order to Purchase Order User's Guide - Epicor · D2K Automatic Sales Order to Purchase Order users. ... Please make notes and ... Introduction Welcome to the Automatic Sales

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