Purchase Orders for Adagio. Users' Guide

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1 Purchase Orders for Adagio Users' Guide

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3 Purchase Orders for Adagio Version 8.1A Trademark Copyright Warranty Adagio is a registered trademark of Softrak Systems Inc. All product names mentioned are trademarks or service marks of their respective owners. The programs and printed materials are copyright by Softrak Systems Inc. All rights reserved. The software and manual are protected by all applicable copyright laws. The details of permitted uses of this product are set forth in the License Agreement, which is printed on the next page. Softrak Systems Inc. warrants the physical media to be free from defects in materials and workmanship for a period of 90 days from the date of payment of the license fee. If notified within the warranty period, Softrak Systems Inc. will replace any defective media at no charge. This software and manual are sold as is and without warranty as to performance. Because of the many uses to which the software may be put and the variety of hardware used in conjunction with it, no warranty of fitness for a particular purpose is offered. While the developer has invested considerable time and money to create a high quality product, the user must assume the risk of using this software. Developed, Published & Supported by: Softrak Systems Inc. Suite Burrard Street Vancouver, BC V6Z 2C7 Web site: Phone: (604) Fax: (604) Printed in Canada

4 Purchase Orders for Adagio License Agreement The use of Purchase Orders for Adagio from Softrak is governed by the following agreement. You demonstrate your acceptance of the terms of this agreement by using Purchase Orders and its associated materials. You may terminate this agreement at any time by returning the original disks and manual to Softrak Systems Inc. with a letter stating that all copies of the software have been destroyed. The letter must be signed by an officer of the company. Usage Rights For the fee you have paid, Softrak Systems Inc. hereby grants to you and you accept a license to use this application and the related materials on a single computer system only. To use this application on more than one computer system, you must either purchase a license for another copy of Purchase Orders for Adagio or arrange for a multi-user license from Softrak Systems Inc. You may not copy any of the materials received with Purchase Orders, in whole or in part, except for archival and backup purposes. Registration and Support Liability To receive technical support and notices of upgrades and announcements, your copy of Purchase Orders for Adagio must be registered. To register, install Purchase Orders for Adagio as you would any other Windows application. When you start up Purchase Orders for the first time, you will be presented with a screen that gives you the option to register. Enter your company information and print the registration form to be mailed or faxed to Softrak Systems Inc. This software requires registration within 60 days of first use. It will cease to operate after 60 days have elapsed without a registration code. You agree that regardless of the form of any claim, the liability of Softrak Systems Inc. for any damages to you or to any other party shall not exceed the license fee paid for the materials included in Purchase Orders for Adagio. Nothing in this agreement shall be construed as a product warranty and all such warranties are explicitly and expressly denied.

5 Table of Contents About This Manual 1 Chapter 1 - Getting Started 3 How Purchase Orders fits with Other Adagio Modules... 3 Purchase Orders Features... 4 Understanding Clearing Accounts... 5 Sample Integrations with Other Adagio Modules... 7 Starting Purchase Orders for Adagio... 9 Personalizing Purchase Orders Screens Using the Requisition, PO, and Receipt Document Grid Displaying the documents grid Control features Color coded documents Filtering documents by status Grid Pop up Menu Buttons on the document grid Running Multiple Instances of POA Notes on multiple instances Chapter 2 - Day-to-Day Processing 19 Processing Overview Displaying the documents grid Buttons on the document grid Add/Modify Requisitions Requisition screens and fields Approve Requisitions Add/Modify Purchase Orders Purchase Orders screens and fields User Guide Page i

6 Contents Autogenerate Orders From Inventory Control Processing Options PO Number Order Info Vendor Info Autogenerate Orders From Order Entry Processing Options PO Number Order Info Vendor Info Using Standing Orders Processing Receipts Customizing receipt entry Entering serial numbers on a receipt Using the Receipt Total tab Posting the receipt Receipts screens and fields Add a Quick Receipt Receipts screens and fields Processing Invoices and Cost Adjustments Inv/Adj Header Tab Inv/Adj Details Tab Inv/Adj Total Tab Tax Adjustment Posting the Invoice Invoice screens and fields Processing Returns Return Header Tab Return Details Tab Line Detail screen Return Total Tab Posting the Return Page ii Purchase Orders for Adagio

7 Contents Return screens and fields Add a Quick Return Quick Return Header Tab Quick Return Detail Tab Quick Return Total Tab Return screens and fields Day End Processing What does it do? How to proceed Day End audit list Print/purge Item History Printing PO Documents Direct printing after posting Right-click and choose Print from the document grid Choosing the Documents screen from the POA toolbar or menu Backup / Restore Archiving Documents Using the Archive function Purging archived data from history Chapter 3 - Looking Up Information 71 Looking Up Documents and Item Information Print documents Viewing Archived Documents Print documents Restore transactions Delete transactions Purge documents from history Chapter 4 - FAQs -- How do I Frequently Asked Questions User Guide Page iii

8 Contents How to Insert a Line on a PO How to Set Up GST and PST How to Import Standard Comments How to Receive 2 POs on one Receipt How to Invoice 2 Receipts together How to Process a Deposit with an Order Transaction How to Process Prepaid Order Transaction How to Browse Orders by Vendor How to Import a Competitive Price List Integrate POA with Adagio Job Cost Recommended steps for integrating How to Compress Data Files Chapter 5 - Reports 109 Purchase Orders Reports Statistical Analyser Purchase Order Reports Purchase Order/Receipt/Return lists Outstanding Purchase Orders Aged Purchase Orders Outstanding Receipt Invoice List Transaction Reports Inventory Receipts Tax Tracking Tax Summary Purchase Variance Price Update Outstanding Order Items Inventory Receipts File Reports Company Setup Sundry Items Sundry Vendors Page iv Purchase Orders for Adagio

9 Contents Ship-to Addresses Tax Tables Miscellaneous Charges Ship Via Table Event Records Contract Prices GL Transactions Report Consolidate Transactions History Reports Archived Documents Chapter 6 - Maintaining POA Master Data 133 Maintaining POA Master Records and Files Tax Groups Pick-Up Address Event Budgets Ship-Via Table Ship-To Addresses Miscellaneous Charges Contract Pricing Comments Sundry Vendors Using sundry vendors for interdepartmental purchasing Sundry Items Maintaining Vendor Tax Information Chapter 7 - Maintaining PO Forms and Form Specifications149 Formatting Specifications Specification Editor Tips Setting Default Document Specs for Printing Document Printing Error Messages User Guide Page v

10 Contents Chapter 8 - Choosing Purchase Orders Company Profile Options 153 Updating from Inventory Receipts to POA Setting Up The Company Profile Interface Options Inventory Control interface options Job Costing interface options Accounts Payable interface options Interface Posting Options Event Budgets General Ledger Accounts Payable Job Costing Account Interface: RunTime Variables About cost fields RunTime Variables Processing Defaults: Auto Numbering Options History and Tax Information History Information Tax Information Order Receipts Default Print Order Options Print Purchase Order / Requisitions Options Log Tab Setting Default Document Specs for Printing Chapter 9 - Using Security 183 Using Security Creating User Groups Setting Up Users Page vi Purchase Orders for Adagio

11 Contents Editing a User's Information Chapter 10 - Installing Purchase Orders for Adagio 189 System Requirements Prerequisites Understanding Multicurrency Multicurrency Prerequisites Integration Implications: Updating from Inventory Receipts to POA Network / Standalone PC Installation Installation Procedures for stand-alone PC or network installation Workstation Installation Installation Warnings and Messages Setting Up The Company Profile Maintaining POA Master Records and Files Understanding Multicurrency Multicurrency Prerequisites: Chapter 11 - Complete List of All POA Transaction Screens and Fields 203 Purchase Order Transaction Tabs and Fields The Header Tab Document Information Primary Vendor Information Operating Information The Details Tab Vendor Information fields Document Details fields and columns Document Details Detail Type - IC Item or Sundry Item Detail Type - Miscellaneous Charge Detail Type - Comments/Instructions User Guide Page vii

12 Contents Additional Item Information Bill-To / Ship-To Tab Total Tab Processing Options View Tab Data Flow Tab Index 227 Page viii Purchase Orders for Adagio

13 About This Manual This manual provides instructions for installing, setting up and maintaining Purchase Orders for Adagio (POA). Each chapter is divided into sections based on major sub-topics. For ease of navigation, the name of the section appears at the top right hand corner of each page. A table of contents and an index make finding specific information easy. The contents of each chapter are listed below. Chapter I: Getting Started Lists the key features and system requirements for Purchase Orders for Adagio, covers some basic concepts, and shows you how to start the Purchase Orders system. Chapter II: Day to Day Processing Explains how to process requisitions, purchase orders, receipts, returns, and invoices using Purchase Orders for Adagio. Chapter III: Looking Up Information Describes how to look up current and archived Purchase Orders documents. Chapter IV: FAQs -- How do I... Quickly covers some common questions -- such as how to process deposits with purchase orders. Chapter V: Reports Provides an overview of the available reports Chapter VI: Maintaining POA Master Data files Includes instructions for specific enter and edit functions for POA Master files. Chapter VII: Maintaining PO Forms and Form Specifications Explains how PO documents work, how to set default forms, and how to modify existing forms. Chapter VIII: Choosing Purchase Orders Company Profile Options Provides detailed information on configuring Purchase Orders for Adagio. Chapter IX: Using Security Explains how to add users and user groups and set up PO security. Chapter X: Installation Explains how to install Purchase Orders for Adagio and reviews key installation issues. User Guide Page 1

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15 Chapter 1 Getting Started How Purchase Orders fits with Other Adagio Modules Adagio Ledger POA updates ledger purchase expenses, costing accounts and tax accounts in batch mode. If the Event Budget option is selected, POA will also monitor budget figures entered for expense accounts, as orders are created, and will import GL budget figures directly into the Event Budget tables. Adagio Inventory Control Inventory Control costs and quantities are updated from Orders, Receipts, Returns and Invoice/Adjustments posted in POA in real time. Adagio Payables POA creates an open batch in Payables for all Invoices created for AP Vendors, after End of Day processing. Adagio Order Entry Purchase Orders can be generated directly from Adagio Order Entry orders and cross-referenced to Order Entry orders. Adagio Job Costing POA integrates directly to Adagio Job Cost. Adagio DataCare Purchase Orders for Adagio, does not yet integrate with Phase 2 data care processing. Phase 1 processing is enabled. Adagio LanPaks Purchase Orders for Adagio uses the same Lanpaks as other Adagio modules and will start to count against the licenced count for each additional concurrent user of POA. ACCPAC Plus POA will integrate with all ACCPAC Plus 6.1 modules and higher. User Guide Page 3

16 Purchase Orders Features POA is backwards compatible with Inventory Receipts 6.5. POA is not backwards compatible with Inventory Receipts 7.0. See also Sample Integrations. Purchase Orders Features Purchase Orders for Adagio (POA) helps you manage purchase orders, shipment receipts, and vendor invoices. POA integrates seamlessly with Adagio Accounting solutions. The program: Shares the Adagio Lanpak count for network licencing. Is fully compatible with Inventory Receipts for ACCPAC Plus version 6.5 or later -- requiring no data conversion. Is fully compatible with ACCPAC Plus Accounting Software solutions, although references to ACCPAC Plus have been removed from this documentation because Sage discontinued support of ACCPAC Plus in September Normal processing involves creating, revising, printing or reprinting a purchase order that updates on-order quantities and costs as soon as the transaction is posted. You can match vendor shipments/services to existing POs and update costs and quantities when receiving goods. And you can match vendor invoices to POs or related packing slips to further update costs if applicable. Subsequent vendor adjustments, if necessary, can be matched to delivery notes or invoices to make cost adjustments. Using requisitions Purchase Orders for Adagio lets you create Requisitions which require appropriate security access to be approved and converted to Purchase Orders. Miscellaneous charges POA lets you use miscellaneous charges to develop landed costs for all inventory items. Miscellaneous charges can be expensed directly or allocated by purchase order using a variety of allocation methods. Miscellaneous charges can be added for the same vendor or different vendors or with different currencies, all on the same PO, to allow you to track all related costs of that order. Multiply POs and multiple receipts You can combine multiple POs into a single receipt. You can also combine multiple receipts into a single vendor invoice, giving you processing flexibility for real-life purchasing situations. Page 4 Purchase Orders for Adagio

17 Understanding Clearing Accounts Within the normal processing, transactions are color coded to identify the status. Screen grids can be sorted and filtered by users to meet their needs. Intuitive data flow lets you track related documents with drilldown capabilities to specific record details. Other features Purchase Orders for Adagio processes all vendor transactions that are supported by POs, sending them as invoice batches to Accounts Payable. It also creates batches of GL transactions, either with transaction level details or consolidated by date and account, and it updates Inventory Control quantities and costs when goods are received. POA uses minimum/maximum order quantities for autogeneration of Purchase Orders, and provides the flexibility to deal with the timing nuances associated with receiving shipments/services from numerous vendors and vendor documents. You can use POA in several different configurations: As a standalone Purchase Order Solution integrated with Accounts Payable with/without General Ledger Budgeting, Working as a distribution management tool within an Adagio Inventory Control / Order Entry solution, Or working as a Job Costing control tool within an Adagio Job Costing solution. You configure the software to meet your custom needs in single or multicurrency business environments. Data conversion is required to convert Purchase Order transaction data from ACCPAC Plus Inventory Control or ACCPAC Plus Purchase Orders, or UniDevco Inventory Receipts 6.1 version 2. Understanding Clearing Accounts G/L Implications when using Purchase Orders for Adagio Abbreviations used: POA IC AP Purchase Orders for Adagio Adagio Inventory Control Adagio Payables Assumptions: Uses IC Items Uses AP Vendors Process receipts via Packing Slip and follow with a Vendor Invoice later User Guide Page 5

18 Understanding Clearing Accounts Vendor Invoices processed through POA Direct batch posting to AP, turned on in POA Company Profile Ignores Taxes Transaction notes: 1. Create a PO to buy IC Item from an AP Vendor; qty =5 and unit price=$10 This transaction has no GL implications 2. Receipt to delivery note; qty =4 and unit price unknown at this time If the unit price is not edited during entry of the receipt, POA assumes that the PO unit price is correct and uses it for calculating all entries. POA Day end will create the entries in a GL batch. Inventory AP Clearing AP Debit Credit Debit Credit Debit Credit Invoice processed in POA; qty=4 and actual unit price= $10.50 POA Day end will create the entries in a GL batch. POA Day end will create an AP unposted batch. Inventory AP Clearing AP Debit Credit Debit Credit Debit Credit AP batch posted AP posting will create a GL batch Inventory AP Clearing AP Debit Credit Debit Credit Debit Credit AP Clearing Account is a Liability Account equivalent to a Received Goods (Receipt Clearing) Accrual. It contains the value of all goods received for which a Vendor Invoice has not yet been processed. After processing the POA Day End and posting the subsequent AP and GL batches, this account should balance to the Outstanding Receipt Invoice List report in POA. Page 6 Purchase Orders for Adagio

19 Sample Integrations with Other Adagio Modules We recommend that it be a separate account to facilitate balancing for period end review and reconciliations. After defining the account in the General Ledger, the account number is assigned in Profile > Interface Posting Options. Sample Integrations with Other Adagio Modules This is a basic distribution model, with Inventory Items and possibly Sundry Items, linked to Order Entry, with Autogeneration of PO's either enabled or disabled. In this model, POA works almost exactly like OE, but in reverse, in that you are creating orders with your vendors. User Guide Page 7

20 Sample Integrations with Other Adagio Modules This is a basic job cost model with sundry items, instead of inventory items being purchased for jobs. Distribution for the job would be coded on the PO, and distributed to the job when the goods or services are received. This is a job cost model with Purchasing to Inventory or to Jobs, and contracted services in Sundry items. Purchases of inventory can be posted to Inventory for Page 8 Purchase Orders for Adagio

21 Starting Purchase Orders for Adagio stock purchases, or to jobs for defined purchases. Inventory can also be transferred from stock to jobs. This is a basic Payables mode, with Sundry Items being purchased, and distributed to GL accounts. In this model, we often see event budgeting used either as a guide or control for budgeted purchasing, by relying upon links to the General Ledger budgets by account, and even by account within periods. Starting Purchase Orders for Adagio This section explains how to start Purchase Orders and how to use command line parameters to streamline this process. To start Purchase Orders for Adagio, double-click the PO icon on your desktop. Enter: User ID Password Enter your 3-digit UserID. Enter your password, if one has been assigned to you. User Guide Page 9

22 Starting Purchase Orders for Adagio Current Date Data Path Extension The date will default to the PC system date; use the calendar icon to select another date. You can click on the single file folder (left icon) to browse to your data files or click on the multiple file folders to select from a list of previously used datasets. You must enter an extension that matches your dataset. Command Line Parameters Purchase Orders for Adagio allows you to use command line parameters to start the application. Command line parameters are set as properties for the program and allow you to bypass certain fields in the Open Purchase Orders dialog box each time you start the application. The parameters are as follows: Parameters Description /u Set the default user /p Set a default password /d Set the default data path /e Set a default data extension /t Set the session date Warning: Because command line parameters can bypass certain security functions such as user identification and passwords, you must ensure that you are the only user on the particular machine and that password security is not a concern in your office before using command line parameters. Setting Command Line Parameters To set command line parameters: 1. Right click on the Purchase Orders icon on your desktop and select Properties from the pop-up menu that appears. 2. Click the Shortcut tab Page 10 Purchase Orders for Adagio

23 Personalizing Purchase Orders Screens 3. Click to locate your cursor at the end of the information in the Target field (the drive and directory where you installed Purchase Orders, and the name of the program file). 4. Type the desired parameter and then the default information for that parameter. For example, to set a default user, type /usys. Do not leave a space between the parameter and the default information. 5. Continue to type in as many parameters (with the associated default information) as you require, leaving a space between each one. If you set all four parameters, Purchase Orders will bypass the Open Purchase Order for Adagio dialog box entirely each time you start up Purchase Orders. The date field will default to the current date on your machine. Note: You must use the /d and the /e parameters together -- they only function as a pair. Personalizing Purchase Orders Screens We know that everyone works differently, and views different pieces of information as important. For that reason, we've included a Column Editor with Purchase Orders for Adagio that allows you to customize most display grids to best suit your needs. Many of the grids can be sorted by clicking on a column heading; once for ascending and twice for descending. The Documents window and the Print Documents window have color coded filters that can be turned off and on. Changes made in the Column Editor or to the View Filters are stored by PC login ID. Sort order changes are stored only for the current view. If you close the grid and reopen it will revert to the default sort order. User Guide Page 11

24 Personalizing Purchase Orders Screens Column Editor To activate the Column Editor, use the right mouse click to popup a window from which you can select Show/Hide columns. The Column Editor is now visible as shown below: From this pop-up window you can select a field and drag it to the column heading title bar. To remove a column from the grid, you must open the Column Editor and drag the column heading back to the Column Editor window. Page 12 Purchase Orders for Adagio

25 Personalizing Purchase Orders Screens Note: Only those users who have been given rights to the Column Editor will be able to access this feature. When a user is set up in File > Security > Users, the System Administrator must click the Edit columns checkbox on if he/she wishes to give the user access to the column editor. Color Coded Status Filters Each status box has two options: A left mouse click on the box will turn the color display in the grid off and on. A right mouse click on the box will filter out of the display all documents that match that status. In the example above, all completed Purchase Orders are filtered out of the view. Note: Use the color displays to distinguish status' of PO's at a glance. The filters are also an effective tool to sort or selectively view Purchase Orders. User Guide Page 13

26 Using the Requisition, PO, and Receipt Document Grid Using the Requisition, PO, and Receipt Document Grid Displaying the documents grid Click the PO/Receipt icon or the Requisitions icon Press Ctrl-E to open or edit Requisitions, POs, or Receipts. If you are using requisitions, you choose the Requisitions tab to edit requisitions and to approve them. If you are not using requisitions, you will not be able to choose the Requisitions icon or select the Requisitions tab. You must select Use Requisitions on the RunTime Variables 1 tab in the Company Profile to be able to create purchase requisitions. You can choose requisitions from the Requisitions tab, purchase orders from the POs tab, and receipts using the Primary Vendors tab or the All Vendors tab, whichever is easier for you. Choose Extended Mode at the top of the grid to be able to list documents in Doc # order, Vend # order, Order Date, Receipt Date, etc. Page 14 Purchase Orders for Adagio

27 Using the Requisition, PO, and Receipt Document Grid Control features Tabs at the top of the table sort the PO documents into Purchase Orders, Receipts by Primary Vendor or by All Vendors, and Requisitions. Note: Requisitions, Orders and Receipts can have multiple vendors within each document. Primary Receipts sorts the Receipts by the vendor on the document header. Receipts - all Vendors display all vendors that you have receipt transactions on a document. This is necessary to find secondary vendor receipts to match to secondary Invoices. Color coded documents Click on the color code filter boxes at the bottom right of the screen. Yellow is completed, Green is Partial Receipted Orders, Brown is Standing Orders, Pink is Entered. Colors or no colors are changed by clicking on the color box of each status. Filtering documents by status Exclude a status by right clicking on the status box, and exclusion is marked by an X. You can eliminate any status from view. Note: Filtering all orders except fot partial receipts will display all backorders of receipted orders. Sorting documents by column in Extended Mode Click the title of each column in the document grid to sort documents in the grid. Click the column again to reverse the document order. User Guide Page 15

28 Using the Requisition, PO, and Receipt Document Grid Grid Pop up Menu Right click the grid to display the grid popup menu: Complete PO: You can highlight a PO and complete or close out an order. Before closing the program will check to see if you have any items still on back order. If you still have backorder items, you will be asked to confirm that you want to still complete the order. You cannot reverse the complete order function. Show/Hide columns: Click on Show/Hide columns and a popup window appears. The window has a slide bar to show the available fields that could appear on the grid title and then display the details from the data base. Click on the table name and drag to the grid title line, and then release. The new column is now added to the title of the grid and the display will be refreshed with the new data. To remove a column from the grid title, click and drag into the Customize columns window, and release. When you add columns to the grid, you may find it necessary to widen the existing screen settings to expand your grid view. If the screen detail listing of Orders is longer than window, you can use the slide bar to find your order. Buttons on the document grid New PO or Ctrl-N: Click to create a new Purchase Order. View PO or Ctrl-V: Highlight and Click to inquire or display Order details. Edit PO or Ctrl-E: Highlight Order Line and click to edit an existing Order. You can also highlight on the order summary line and double click on a selected Order. Page 16 Purchase Orders for Adagio

29 Running Multiple Instances of POA Templates or Ctrl -T: Click to load available Order templates. Delete PO or Ctrl - D: Click to delete a selected Order. If selected, you will be asked to confirm your deletion selection. Quick Rcpt or Ctrl - Q: Click to crate a Quick Receipt or Receive goods without an original order. Receipt or Ctrl-R: Click to create a new Receipt from the highlighted Order Find or Ctrl-F: Click to access the find Pop Up Menu. What to Find: Select PO, Return, Receipt, or Invoice/Adjustment. Vendor: Select Payables Vendors or Sundry Vendors. This will then sort the Vendor window (to the right) by vendor table, to filter out the documents by vendor. The Finder F5 (Binoculars) and F6 smart finder are also active selection filters. Purchase Order Number (Document Number): Select a Purchase Order or use F5 (Binoculars) and F6 smart finder as active selection filters to find an Order. Depending upon what you select in what to find, the Document Order Number will find that document number, for that document type. Help or Ctrl- H: Select to connect to on screen field help files. Close or Ctrl-C: Select to close the screen. Running Multiple Instances of POA Purchase Orders lets you run multiple instances on the same workstation. This means that if you are running the accounting system for more than one company, you can enter purchase orders for more than one company at a time on the same computer. It's also very useful when you want to perform two or more functions at the same time, such as entering purchase orders and printing reports. User Guide Page 17

30 Running Multiple Instances of POA Each additional instance uses a license. Therefore, an Adagio Lanpak must be installed to use this feature. Notes on multiple instances Although you can run multiple instances of Purchase Orders for Adagio, Purchase Orders is not included on the Adagio menu. You must open other instances of Purchase Orders from your Start menu or a desktop shortcut. When running multiple instances of Purchase Orders, the program adds an instance number to the window titles, such as Purchase Orders for Adagio (2) for the second instance, and so on. To help you differentiate between the databases you have open in the multiple instances of Purchase Orders, you may wish to take advantage of the background colour option in the Company Profile. This option allows you to set a different background colour for the main windows in Purchase Orders, for the individual databases that you are working with. Multiple users can print the same report at the same time. Page 18 Purchase Orders for Adagio

31 Processing Overview Chapter 2 Day-to-Day Processing The following diagram provides an overview of the Purchase Orders system. Note: You must choose the Use Requisition option in the Company Profile (on the RunTime Variables 1 tab) if you want to enter purchase requisitions. Purchase Orders are automatically generated from requisitions when you select the requisition document and click the Approve button. User Guide Page 19

32 Processing Overview Processing Orders is divided into two main areas: Requisitions/Orders/Receipts and Returns/Invoices/Adjustments. Requisitions: If you use requisitions, you start the purchasing process by creating a requisition. When the requisition is approved, you select the requisition and click the Approval button to automatically generate a purchase order. You must select the Use Requisition option in the Company Profile (on the RunTime Variables 1 tab) if you want to enter purchase requisitions. Orders: If you do not use requisitions, you start the purchasing process by entering a purchase order or autogenerating an order from Inventory reorder records or orders in OrderEntry. Receipts: You receive quantities against a existing Purchase Orders when goods arrive -- or you can record a Quick Receipt for goods that arrive without a Purchase Order. (For example, office supplies or miscellaneous materials under $500 may be exempt from the PO process, but must still be received.) Receipts can be packing slips or could be the invoice for a Purchase Order. Returns: You can item returns from stock with quantities and costs, or you can enter credits or cost adjustments for items. Invoices (Adjustments): Invoices are matched to Receipts, and then sent to Accounts Payable in batches. Invoices do not adjust quantities, but could adjust costs or taxes. You can enter debit note and credit note adjustments to adjust costs from Invoices. In addition, you can... Include multiple PO's on a receipt. Include multiple receipts on an invoice. Include multiple vendors on an order or receipt. Add items or services to existing orders, or partially processed/receipted orders, or to receipts. Process and invoice receipted items before other items or related services are even received. Purchase Orders updates... Order and item status in Order Entry and Inventory Control as soon as you post orders, receipts, invoices, and returns. General Ledger batches, Accounts Payable batches, Job Costing batches, and item history when you run Day End Processing. Page 20 Purchase Orders for Adagio

33 Processing Overview Displaying the documents grid Click the PO/Receipt icon or the Requisitions icon Press Ctrl-E to open or edit Requisitions, POs, or Receipts. If you are using requisitions, you choose the Requisitions tab to edit requisitions and to approve them. If you are not using requisitions, you will not be able to choose the Requisitions icon or select the Requisitions tab. You must select Use Requisitions on the RunTime Variables 1 tab in the Company Profile to be able to create purchase requisitions. You can choose requisitions from the Requisitions tab, purchase orders from the POs tab, and receipts using the Primary Vendors tab or the All Vendors tab, whichever is easier for you. Choose Extended Mode at the top of the grid to be able to sort documents in Doc # order, Vend # order, Order Date, Receipt Date, etc. Click the title of each column in the document grid to sort documents in the grid. Click the column again to reverse the document order. User Guide Page 21

34 Processing Overview Buttons on the document grid New PO or Ctrl-N: Click to create a new Purchase Order. View PO or Ctrl-V: Highlight and Click to inquire or display Order details. Edit PO or Ctrl-E: Highlight Order Line and click to edit an existing Order. You can also highlight on the order summary line and double click on a selected Order. Templates or Ctrl -T: Click to load available Order templates. Delete PO or Ctrl - D: Click to delete a selected Order. If selected, you will be asked to confirm your deletion selection. Quick Rcpt or Ctrl - Q: Click to crate a Quick Receipt or Receive goods without an original order. Receipt or Ctrl-R: Click to create a new Receipt from the highlighted Order Find or Ctrl-F: Click to access the find Pop Up Menu. What to Find: Select PO, Return, Receipt, or Invoice/Adjustment. Vendor: Select Payables Vendors or Sundry Vendors. This will then sort the Vendor window (to the right) by vendor table, to filter out the documents by vendor. The Finder F5 (Binoculars) and F6 smart finder are also active selection filters. Purchase Order Number (Document Number): Select a Purchase Order or use F5 (Binoculars) and F6 smart finder as active selection filters to find an Order. Depending upon what you select in what to find, the Document Order Number will find that document number, for that document type. Help or Ctrl- H: Select to connect to on screen field help files. Close or Ctrl-C: Select to close the screen. Page 22 Purchase Orders for Adagio

35 Add/Modify Requisitions Add/Modify Requisitions Note: If the Requisitions button or menu is not available, see your system administrator. To start a new purchase requisition: 1. Choose the Requisitions button from the Purchase Orders Tool bar or choose Requisitions from the Edit/View menu. 2. With the Requisitions tab selected on the Documents grid, click the New Req button (ALT-N). To edit an existing requisition, double-click the requisition that you want to edit. 3. When the New Requisitions window appears, you can fill in document and primary vendor information. Or, skip the vendor information for now, and click the Details tab to start entering item information immediately. If you choose the Details tab when adding a new requisition, the program automatically displays the Line Detail screen, so you can add the first item. Click the tabs above for information on all purchase order fields. To edit an existing purchase requisition: Select (highlight) an existing requisition in the grid and click Edit Req (ALT- E) to edit that requisition. To approve a purchase requisition: Highlight the purchase requisition that you want to approve, and click the Approve button. User Guide Page 23

36 Add/Modify Requisitions You cannot use requisitions unless: You have security access to the Requisitions screen. The Use Requisitions option on the RunTime Variables 1 tab of the Company Profile has been selected for your POA system. You can customize access to Purchase Orders screens by selecting File > Security > Groups, selecting a group, and changing the options on the Forms tab of the Group Details screen. For information on adding or removing columns on POA screens, see Personalizing Purchase Orders Screens. For help on the Purchase Requisitions fields, see POA Transaction Entry - Header Tab or POA Transaction Entry - Details Tab. Requisition Numbers Every requisition must have a unique number to identify it in the system. The program will not allow you to use the same number for more than one requisition, and you cannot change the requisition number once the requisition is posted. Document numbering is usually determined by the Auto Numbering Options. The number is assigned to requisitions and orders when you post them. Even if you are using the autonumbering features, you can override the programassigned number when you post the document. Before you begin entering Purchase Orders, use the Order Receipts Defaults tab in the Company Profile to add default entries to speed up the data entry process. For more information on the approval process, see Approve Requisitions. Requisition screens and fields For descriptions of all of the screens and fields that you fill in to create or edit a requisition, see: Purchase Order Transaction Tabs and Fields The Header Tab The Details Tab Bill-To / Ship-To Tab Total Tab View Tab Data Flow Tab Processing Options Page 24 Purchase Orders for Adagio

37 Approve Requisitions See also: Autogenerate Orders From Inventory Control Autogenerate Orders From Order Entry Approve Requisitions Personalizing Purchase Orders Screens Approve Requisitions You use the Approve button on the Documents grid to create new purchase orders from the requisitions that you have entered. Note: You can create more than one purchase order from a requisition by using the Approve button, changing the requisition (for example, adding a new line), and then clicking the Approve button again. If you need to change a requisition after getting approval, you should delete the PO that you created, change the requisition, and then approve again. Requisitions are optional in Purchase Orders. You can enter purchase orders with or without creating a requisition first. To approve an existing purchase requisition: 1. Choose Requisitions or POs/Receipts from the Purchase Orders Toolbar. 2. Highlight the purchase requisition that you want to approve (on the Requisitions tab). 3. Click the Approve button. 4. Confirm that you want to create a new purchase order from the requisition. User Guide Page 25

38 Add/Modify Purchase Orders 5. Accept or change the new purchase order number. PO will display the next number in the autonumbering sequence if you use autonumbering. You can change the number if the edit option is turned on. Add/Modify Purchase Orders To start a new purchase order: 1. Choose the POs/Receipts button from the Purchase Orders Tool bar or choose POs/Receipts from the Edit/View menu. 2. With the PO tab selected on the Documents grid, click the New PO button (ALT- N). To edit an existing PO, double-click the PO that you want to edit. 3. When the New Purchase Order window appears, you can fill in document information and primary vendor information. Or, skip the vendor information for now, and click the Details tab to start entering item information immediately. Page 26 Purchase Orders for Adagio

39 Add/Modify Purchase Orders If you choose the Details tab when adding a new PO, the program automatically displays the Line Detail screen, so you can add the first item. Click the tabs above for information on all purchase order fields. To edit an existing purchase order: Select (highlight) an existing order in the grid and click Edit PO (ALT-E) to edit that order. You can customize Purchase Order Entry by selecting File > Security > Groups, selecting a group, and changing the options on the Forms tab of the Group Details screen. For information on adding or removing columns on POA screens, see Personalizing Purchase Orders Screens. For help on the Purchase Orders fields, see POA Transaction Entry - Header Tab or POA Transaction Entry - Details Tab. Order Numbers Every order must have a unique number to identify it in the system. The program will not allow you to use the same number for more than one order, and you cannot change the order number once the order is posted. Order numbering is usually determined by the Auto Numbering Options. The number is assigned to the order when you post it. Even if you are using the autonumbering features, you can override the programassigned number when you post the order. Before you begin entering Purchase Orders, use the Order Receipts Defaults tab in the Company Profile to add default entries to speed up the data entry process. Purchase Orders screens and fields For descriptions of all of the screens and fields that you fill in to create or edit a purchase order, see: Purchase Order Transaction Tabs and Fields The Header Tab The Details Tab Bill-To / Ship-To Tab Total Tab View Tab Data Flow Tab Processing Options User Guide Page 27

40 Autogenerate Orders From Inventory Control See also: Autogenerate Orders From Inventory Control Autogenerate Orders From Order Entry Approve Requisitions Personalizing Purchase Orders Screens Autogenerate Orders From Inventory Control Automatically generate purchase orders from Inventory Control based on re-order minimum, maximum levels entered in Inventory Control. Purchase Orders for Adagio creates PO's for vendors as defined in the Inventory Control Master record. The system cannot generate if no vendor is present in the Item Master file. To begin, select Process > Auto generate from the main menu. Generate from: you can choose Inventory Control or Order Entry. Run date: will default to the current system date. You can revise as necessary. Select all Vendors: all vendors will be displayed in the grid; you can select them one at a time or use this check box to select all vendors. Items: you can select one Item or a range of Items. Categories: you can select one Category or a range of Categories. Page 28 Purchase Orders for Adagio

41 Autogenerate Orders From Inventory Control Include: do you want to order from the Primary or Secondary Vendor, as defined in Inventory Control. Use quantity: choose to use either the re-order quantity defined in Inventory Control or the calculated quantity as follows, for the comparative quantity: Qty on hand - Qty on Sales Order + Qty on PO Order items: choose whether to order only items below minimum stock levels, below maximum stock levels, or all items. Order quantity: choose whether you want the order quantity to be up to the minimum, up to the maximum or to go above the maximum. Processing Options Generate Click on Generate and you attempt to generate Purchase Orders that match your criteria. If no matches are found to your defined criteria, the message No order lines were generated appears, otherwise the items that meet the defined criteria will be displayed as follows: A new check box appears on the screen, titled Select all items. Here, you can individually select those items that you wish to order or tick the checkbox to select all items. Double-clicking on a line item will open a window that allows you to edit or check the following information: User Guide Page 29

42 Autogenerate Orders From Inventory Control Returning to auto-generated items screen, your options are: Cancel, to exit out of the Auto generate function to go Back to the previous screen and change criteria to try again. Delete selected line items that you do not want to order. Save the generated information for use at another time. Create PO, which will begin the generation of the PO(s) for the selected item(s) Here you will need to fill in fields as required for your Purchase Order. Page 30 Purchase Orders for Adagio

43 Autogenerate Orders From Inventory Control PO Number Order Info If you have chosen to manually generate PO numbers, the PO number field will be blank and you must enter one. If you have chosen to autonumber with edit capability, you will be able to change the information in the PO number field and it will be saved exactly as you type it, unless the number already exists. If you have chosen to autonumber your PO's without edit capability, the information in the PO number field will not be editable. See also Auto Numbering Options and Order Receipts Default. Reference: (optional) You can enter, for example, a requisition number, etc. Order Date : (required) The order date is the date on which you are ordering the product. You can enter numbers only. The date defaults to your system date. You may also click on the calendar icon to the right of the field or press the down-arrow key to select your date from a Calendar display. Expected Receipt: (optional)the expected receipt date is the date you expect for the goods to arrive. If you enter an Expected Receipt date on the header tab it will be used as the default Receipt date for the line items on the detail tab. Even if you don't know the exact expected date, you should estimate the date so that you can track late purchase orders. The Expected Receipt date defaults to all line items, but can be defined for each line item as well. Ship-via Code: (optional) Clicking on the binoculars to the right of the field or pressing the down arrow key or F5 will display a list of predefined shipping methods as entered in the ship-via table. You may select a method from this list, type in a shipping method, or leave blank. FOB (Free on board) point: (optional) The order is shipped as far as the FOB point at no cost to the customer. FOB is optional but is normally defined as Vendor Warehouse Location: (required) Locations link to the Inventory Location or location can be a warehouse, city, storeroom or other branch location for sundry items. Clicking on the binoculars to the right of the field or pressing the down arrow key or F5 will display a list of location as defined in the Inventory Control module. User Guide Page 31

44 Autogenerate Orders From Inventory Control Vendor Info Description: (optional) The information entered here can display in the default grid of the Main PO documents window. Comment: (optional) Use this field to provide additional information that pertains to the entire Order. 2 lines available. Terms: (required) Enter the terms code that applies to the order If you select an AP vendor, the program defaults the terms code and description from the Accounts Payable vendor record. You can enter a different code or press F5 to select a code from the Finder list. The code must be defined in Accounts Payable. If you select a Sundry vendor, the program automatically enters the terms code and description from the Sundry vendor record created in Purchase Orders. see also Sundry Vendors Reference: (optional) One use might be to record the vendor's order confirmation number. Tax Group: (required) This code specifies which tax tables the program will use to calculate taxes. If you use Accounts Payable, the program automatically enters the tax group code and description from the Vendor record in AP. If you use Sundry vendors, the program automatically enters the tax group code and description from the Sundry Vendor record. Tax Status: (required) This will default to the tax status as defined in the Vendor record and can be overridden as required. Tax Status codes are pre-defined in the tax tables. Price List: (optional) If you choose to use Inventory Control Alternate price lists, select the price list code you want to use for this vendor. Remit: (optional) Remit details can be entered and printed on forms. Comment: (optional) Use this field to provide additional information to the vendor, such as special instructions for the order. Currency: (required) For multicurrency accounting you can override the default currency code from the Vendor record in Accounts Payable or Sundry Vendors. For single currency installations, you cannot edit this field and the currency defaults from Accounts Payable Vendor files. Exchange: (required) This field will default to the exchange rate associated with the currency code and rate type selected for this vendor on the date of the document being created. For multicurrency accounting, you can override the exchange rate. For single currency installations, you cannot edit this field. Page 32 Purchase Orders for Adagio

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