Manufacturing and Distribution

Purchase Order Processing

Orders

Initiate purchasing with requisitions...

Requisitions are optional pre-purchase order documents that companies can use to initiate purchasing. There are many scenarios when a requisition might be preferred to an actual purchase order (PO):

· Allow employees to request supplies that can be queried and approved/rejected by buyers

· Use requisitions instead of PO’s when purchasing documents need to be generated from sales orders for purchase-on-order items

· Use requisitions instead of PO’s when the system automatically generates purchasing documents for items that have dropped below minimum inventory levels.

Enforcing the requisition step adds an extra level of protection from accidentally sending PO’s to vendors that have not been approved by an authorized buyer.

A privilege-protected ‘Convert To PO’ button lets buyers quickly create and approve a PO. The original requisition remains in the vendor’s purchase history with a ‘CvtToPO’ status.

Flexible PO automation functionality...

Use PO’s to buy goods for sale from vendors that you can then ship to either an internal warehouse or a customer’s location. PO’s can be manually entered by authorized buyers, automatically generated from sales orders (for purchase-on-order items), or, when integrated with the GBMS WMS module, automatically generated based on items’ below minimum safety levels for inventory replenishment. When integrated with the GBMS SFC module, PO’s can also be automatically generated for build-on-order item components or sub-contract services.

Drop-ship to customers…

Set up ‘direct-to-customer’ warehouses that will support drop-shipments from your vendors. This way, you can track and invoice inventory that is sent to a customer’s location.

Quickly locate existing orders…

Use the Purchase Order Filters screen to quickly search through existing orders based on criteria, such as order status, destination, required date, and originator.

Reduce data entry time…

All the vendor-specific fields in the PO header can auto-populate once the vendor is selected. Reduce time when entering PO lines with vendor-specific purchasing information. The buyer can override any default. Additionally, specify the primary required date and delivery warehouse, which are defined on the PO header and are carried forward to each order line, with the option to overwrite.

Order product in a different unit of measure…

For companies using the Front Office module with GBMS WMS, a UOM Conversion field displays in PO lines, enabling users to order product in a different unit of measure than that which is used for internal inventory tracking.

Direct access to related documents…

PO lines provide buyers with a direct link to canceling backorders. The ‘Open Quantity Edit’ screen, accessed directly from PO lines, displays a complete history of any increase or decrease to the order quantity.

Also, when integrated with the GBMS WMS module, the order’s Related Documents tab provides hyperlinks to detailed receiving, inspection and put away information for each PO.

 

Use the PO filters screen to quickly search for PO’s based on specified criteria (e.g., Status, Vendor, Date). Drill down to the actual document directly from the screen. (Click here for more examples.)

See GBMS in action...

To learn about the Order functionality’s step-by-step procedures, view the training videos.   Training Videos

· Save buyers time by allowing other departments or system-triggers to issue requisitions that can be quickly reviewed and converted to actual purchase order documents

· Track the requisition’s ‘Originator’ separate from the buyer who approves the order

· When applicable, a Related Documents tab links users to the originating sales order

· One-step conversion of requisition to purchase order

· Converted requisitions are archived, referencing resulting PO

· Automatic generation of PO from sales order for purchase-on-order items, with optional drop-ship specification to customer’s shipping address

· Look up and select vendor by item ID

· Reduce data entry time with vendor and item-specific default data, as well as with a ‘Copy PO’ option

· Identify separate required dates for each line item

· View or change the item’s ‘Open Quantity’ and track history of changes

· Link bulk PO’s to multiple sales orders for automatic inventory allocation upon receipt

· Specify separate receiving warehouses for each order line (when combined with GBMS WMS module)

· Direct link to complete receiving, inspection and put away history (when combined with GBMS WMS module)

Key Features

Related Documents & Reports

· Requisition — Similar to the purchase order document, and can include a signature line for approval

· Purchase Order — The standard purchase order document includes bill-to and ship-to information, a section for special vendor instructions, and an optional signature line

· Purchase Document Listing — Displays a complete list of PO’s, including PO type (drop-ship vs. regular), order date, vendor, reference document (requisition, sales order, etc.), ship-to ID, primary ship-to warehouse, and total dollar amount

· Purchase Document Listing (DETAIL) — Displays a complete list of PO’s, with originator, PO type (drop-ship vs. regular), order date, vendor, items ordered, reference document (requisition, sales order, etc.), ship-to ID, ship-to warehouse (by line item), and dollar amounts (by item and total). Sort the report by receipt date

When combined with the GBMS WMS module…

· Purchase Order Receipts (By Receipt Date) — Displays the receiver number(s), purchase order ID, required date, vendor ID and name, PO status, and complete list of received items

· Purchase Order Receipts (By Vendor) — Similar to the ‘Purchase Order Receipts (By Receipt Date)’ report, but sorted by vendor ID

Image 1: Purchase Orders Filter Screen

Image 2: PO Lines

The user-friendly layout of the PO Lines screen lets users easily view or edit details for each line item. For example, view or edit the Open Quantity, Unit of Measure, and/or Extended Description. (Click here for more examples.)

Image 3: PO—Related Documents tab

The PO’s Related Documents tab summarizes all the existing documents (e.g., receivers, putaways, transfer orders). Available Document ID hyperlinks let you drill down to document details directly from this tab. (Click here for more examples.)

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