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Chapter 4 PDF
Chapter 4 PDF
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Purchase Proposals
A purchase order proposal is a legally binding offer to purchase a certain amount of specific products in a specified timeframe at a
pre-defined price.
Create a Purchase Order Proposal
To create a purchase order proposal, expand the Purchase Order folder, expand the Purchase Order Proposal folder, and select
Create Purchase Order Proposal. This routine will create one Proposal per Supplier. The Supplier is selected based on the
parameters set when creating the Proposal.
On the first screen, do the following:
Define the selection range. Enter [/] to display more selection criteria. Enter [S] to save selections used regularly. If necessary,
enter [L] to load stored selection criteria. When all selection criteria have been entered, enter [0] in the Enter Selection
number field, and press [Enter] to go to the next screen.
Select the type of order to be considered for the purchase order proposal. If a type of order is not selected, the amount for
the orders of this type will not be included in the purchase order proposal. When prompted, select the orders numbers. Make
the selection based on the Order Number, Line Number, and Structure Line Number, and press [Enter].
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Enter Yes in the Delete Old Proposals ? field to delete all earlier proposals in the order file before the new proposal is
calculated.
Enter Yes if the system should Check the Reorder Levels set in the stock file when creating the Proposal or No if they
should not be checked.
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Enter Yes in the Use Budget Transactions field to check the purchase plan/detailed budget for the stock item.
Select which Warehouse should be considered for the proposal. Settings and current circumstances may be different,
depending on a particular location.
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Select which Order Number Counter series to use for the purchase orders created.
If the supplier prices and discounts are set, optionally choose a specific Supplier. Select Profile for the proposal such as the
one with the shortest delivery time [2], lowest price [1], or just use the default from the Stock File [0].
Note: If selected, the routine can use the Stock Budget and account for the planned
stock level requirements. Set the Planning Weeks for the Purchasing parameter in the
Purchase Order parameters to indicate how far forward the system should look.
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Enter the delivery address for the items being ordered in the Del/Add Cust field. This can be a Warehouse or a Customer
Code, in the case of direct orders or drop shipments.
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Enter through to the Accounting information; enter/adjust any specific accounting or analytical code information for this order.
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Note: It is possible to purchase items for which no item master exists by using
a dot (.) as the first character of the item code. In the system, these are known
as non-stock items (items with dot). They appear in statistics but create no
stock records.
Enter the QUANTITY to order. If [0] is entered here, you can change the Del. Date REQUESTED and the Del. Date
COMMITTED delivery dates agreed upon with the supplier as well as the Ordered Quantity.
Note: To adjust a previously entered order line, go to the Line Item field, and
insert the desired order line number. To enquire a particular stock items details
and information, enter [!] in the Stock Code field.
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When making an
enquiry on a purchase
order, users can
review the details for
the order lines and all
of the specific settings
for the Order. Select
the appropriate order
line using the arrow
keys, and press
[Enter].
Select the range of Purchase Orders to print. This can be done by Order Number, Supplier, and/or Purchaser. It is possible
to print more than one order at a time.
Select whether the purchase orders that have already been printed should be printed again and press [Enter].
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When the Dialog window appears, enter [*] to update and exit.
Enter a Delivery Note
To enter a delivery note, expand the Purchase Order folder, expand the Deliveries/Invoices folder, and select Enter Delivery
Note.
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If the order is
delivered, line by
line, confirm the
quantity was
RECEIVED. It is
possible to enter
partial deliveries.
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Enter Supplier Invoices
To enter supplier invoices, expand the Purchase Order folder, expand the Deliveries/Invoices folder, and select Enter Invoices.
Input the
Supplier's
Invoice No.
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Enter any
Reference. This
will be printed
on the
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payment
instructions.
Enter the scheduled Discount Dates for cash discounts, if early payment is made. In the next field, enter the percentage
discount, if applicable. Enter 000000 in the date field if cash discounts are not offered.
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Enter the Amount of the Invoice in the Supplier's currency. Press [Esc] to change currencies, or the exchange rate will be
used.
Enter the Tax Code that should be applied. Use the [F4] key to display the current Tax Codes available. The Tax Amount is
calculated automatically. Enter Yes if there is any Withholding Tax. If Yes, enter the amount in the next field.
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Select the
purchase order to
match against the
Invoice and
confirm the
Delivery Date
when the goods
were received into
inventory. The
current date is
displayed by
default.
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Enter the
Note: It is also possible to enter the delivery of the order at the same time as entering an
suppliers
Invoice with this function.
Delivery Note
number, if not entered separately.
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Note:
When amounts exist that cannot be directly applied to delivered order lines, use
the other allocation options to match the rest of the Invoice.
The Entry of Additional Costs - Enter or adjust the allocation of the transaction
being posted to the General Ledger.
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Optionally enter a
Reference.
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Modify payment
information such as the
Payment Method,
Payment Priority, or
Authorization By Code.
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Authorize an Invoice
Use the Enter Supplier Invoices routine to authorize an invoice. The status of the invoice will change from unauthorized to
authorized, and an invoice transaction will be generated. The transaction generated with the unauthorized invoice (dependent on
system configuration) will be reversed.
To authorize an invoice, expand the Purchase Ledger folder, expand the Invoices/Journal folder, and select Enter Supplier
Invoices.
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Confirm the entry by pressing [Enter]. Accounts Payable is immediately updated. The accounting transaction is kept in a Purchase
Ledger Invoice Journal until it is updated to the General Ledger.
Invoice Periodically
Use the Enter Supplier Invoices routine if you wish to allocate an expense across several accounting periods. (This procedure
follows the procedure above.)
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Modify an Invoice
Use the following routines to adjust an existing invoice. The system does not allow you to adjust the invoice amount. To adjust it,
use the Enter a Credit Note routine.
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Change the Invoice Date, Due Date, and Payment Information - To change the invoice date, due date, and payment
information, expand the Purchase Ledger folder, expand the Supplier File folder, expand the Other Supplier Files folder,
and select Adjust Supplier Invoice.
Enter the Supplier Code.
Select the Invoice to adjust.
The invoice information is displayed. Adjust information in the required fields.
Change the Book Entry Date, Payable Account, and Dimensional Codes - To change the book entry date, payable
account, and dimensional codes, expand the Purchase Ledger folder, expand the Supplier File folder, expand the Other
Supplier Files folder, and select Adjust Ledger Entry.
Enter the Supplier Code.
Select the Invoice to adjust.
The invoice information is displayed. Adjust information in the required fields.
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Purchase Pricing
You can set the parameters, prices, and discounts for each supplier before you work with Purchase Order. You can then adjust the
prices and discounts as needed.
Enter Supplier Prices and Discounts
To enter supplier prices and discounts, expand the Purchase Order folder, expand the Miscellaneous folder, expand the
Prices/Discounts per Supplier folder, and select Enter Prices by Stock Code.
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Enter the % Discount received from the supplier, if any, as well as the dates for which it is valid.
Enter the Delivery Time and the unit for the Delivery Time. The values available are [D] for days, [W] for weeks, [M] for
months, and [Y] for years.
Enter the Reorder Level for this supplier. Since this is equal to demand during the lead time plus any safety stock that may
be required, suppliers with a short delivery time usually have a lower order point. The default comes from the stock file and
can be automatically calculated in Stock Control.
Enter the Optimal Purchase Quantity for this supplier. This is an estimate only also known as the Economic Order Quantity.
The default value comes from the stock file which can automatically be calculated in Stock Control.
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Enter up to eight levels of QUANTITY DISCOUNTS received from the supplier. In the QUANTITY field, enter the minimum
quantity required and the % DISCOUNT or a new fixed unit PRICE. If both are entered, the fixed unit price is used.
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