Non Stock Item PO Life Cycle: From Request to Purchase Order

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1 : From Request to Purchase Order Revised: 2/5/2008 This Mini-Manual is meant to be an overview of the non stock item PO life cycle/process with best practices in mind. Please be aware that different agencies and different people (with certain security clearance) could perform variations on this process. Creating a non stock item purchase order (PO) involves 9 main steps and 4 different wizards. Access Add Purchase Request Wizard. Enter purchase request details. Search for and select item. Add quote: Create New Quote Wizard. Select bidder(s). Receive quotes. Award bid/create requisition from quote: Create New Requisition Wizard. Approve open requisition. Receive items into warehouse: Add Received Item Wizard. To Create a Non Stock Item Purchase Order Access 1. From the Main Menu screen, click REQUEST. The Browse Requests screen appears with all new purchase requests displayed in a table. Access Add Purchase Request Wizard 2. Click on the toolbar. The Add Purchase Request Wizard is initiated. Enter Purchase Request Details 3. Select Non-Stock Product as the product kind. 4. Enter the requested date (start date that defaults to today s date) and due date (defaults to one week from today s date). 5. Make sure the requestor and ship to (where item(s) will be sent) information is correct and click START. Hint: If you have multiple purchase requests to add, check the repeat wizard checkbox. This will start the Add Purchase Request Wizard again immediately after finishing a purchase request. Search For and Select Item To ensure against adding duplicate item records, it is best to first search for the item you want to request to purchase. 6. Click next to the description textbox. The Select Item screen appears with all active items displayed in a table. 7. Select how you would like to order the item table from the ordered by drop-down list Tenmast Software Making Your Job Easier! Page 1 of 5

2 8. Type your search criteria into the search for field and click GO. The table will sort accordingly. (This is an wildcard search field. For example, if you select to order by description, if you enter lawn mower, the first record with lawn mower in the description will be highlighted.) 9. Highlight the item you want to work with and click. The second step of the wizard appears again with the selected item information displayed. If the item does not exist in the system, just enter the description for the non stock item, and then enter as many details about the item as possible in the available fields. 10. Enter other (optional) information, such as your GL account information, if necessary. 11. Click NEXT. Verify and confirm that the information you entered is correct and click FINISH to create the purchase request. The Browse Request screen appears. Purchase requests created for non stock inventory always have a status of Request. Add Quote 1. Exit back to the Main Menu screen and click QUOTES. The Browse Quote screen displays with all open quotes displayed in a table. 2. Click. The Create New Quote Wizard is initiated. 3. Enter a detailed description for the quote, such as Quote for lawn mower, and specify the quote date (defaults as today s date) and due date. 4. Click START to continue to step two of the wizard. All purchase requests are displayed in a table. Select Purchase Request(s) 5. Highlight the request in the top, available requests list and click. The request now displays in the bottom, selected requests list. Repeat until all requests are placed in the selected requests list. If necessary, you may search for the purchase request using the filter drop-down lists at the top of the screen. To move all items to the bottom of the screen, just click. 6. If necessary, edit the quantity and/or units of any of the selected requests. Hint: You also have the ability to express add a purchase request to the requisition. Click Add Purchase Request Wizard. to access the Search For and Select Bidder(s) 7. Click NEXT to continue to step three of the wizard where you can choose a bidder(s) (from whom you want to get quotes). 8. You may select to filter the bidder table by category (such as carpentry or plumbing). After selecting the information from the drop-down list, the bidders who meet your filter criteria display in the table below. 9. Select how you would like to order the bidder table from the ordered by drop-down list. 10. Type your search criteria into the search for field and click GO. The table will sort accordingly. (This is an exact search field. For example, if you select to order by vendor number, you must enter the entire number for the search to be successful.) 2008 Tenmast Software Making Your Job Easier! Page 2 of 5

3 Note: Your bidders may already be displayed if you have set up the default bidders/vendors in Consumable Inventory. To choose a different vendor besides the default, select the select from list of all vendors radio button at the top, right-hand corner of the screen. 11. Highlight the bidder you want to use in the top list and click. The bidder now displays in the bottom list. Repeat until all bidders are placed in the bottom list. To move all bidders to the bottom of the screen, just click. 12. Click NEXT to access step four of the wizard. Select Warehouse 13. Select the warehouse to where the bidder should send the quoted item(s). 14. Click NEXT. Verify and confirm that the information you entered is correct and click FINISH. The open quote is now available to work with on the Browse Quote screen. 15. To print or preview a quote form, select the appropriate option from the print drop-down list. If there is more than one bidder, a quote form will print for each bidder. Enter Bidder Details 16. Highlight the quote you just created and click. The Maintain Quote screen appears with the Main tab selected. 17. Select the Bidder tab and click. Enter the shipping cost, discount amount, sent date (date the quote was sent to bidder), and received date (date quote was received back). Click to save all changes. on the toolbar Enter Received Quotes/Bids 18. Select the Bids tab and click. Enter each bidder s proposed cost for each item. Click on the toolbar to save all changes. The bidder s total cost (items total - discount amount + shipping cost = total cost) will display at the bottom of the screen. If necessary, select the Part 2 sub-tab and enter any additional notes and comments. Click on the toolbar to save all changes. Award Bid 1. After all bids are received and you have made your decision on to whom to award the bid, return to the Browse Quote screen, highlight the quote you want to work with in the table, click and select Create Requisition. The Create New Requisition Wizard is initiated. on the toolbar, Create Requisition From Quote A requisition is a group of requested items to be purchased from a single vendor; and, it is a pre-purchase order that needs someone s approval Tenmast Software Making Your Job Easier! Page 3 of 5

4 Note: You have the option to skip the create requisition step and go directly to creating a purchase order. However, if you want to check budgets, you must create a requisition in order to do so. 2. Click. The Create New Requisition Wizard is initiated. 3. Select the winning bidder from the drop-down list. 4. Edit the description for the requisition, if necessary, and specify the requisition date (defaults as today s date) and due date (date requisition needs to be approved by). 5. Click START to continue to step two of the wizard. All purchase requests are displayed in a table. 6. If necessary, edit the quantity and/or unit/total cost of any of the purchase request(s). Select Warehouse 7. Click NEXT to continue to step three of the wizard. 8. Select the warehouse to where the bidder/vendor should send the requested item(s). 9. Click NEXT. Verify and confirm that the information you entered is correct and click FINISH. The Maintain Quote screen appears again and the open requisition is now available to work with. To print or preview a requisition form, select the appropriate option from the print drop-down list. If you have the necessary security rights, you also have the ability to create and approve a purchase order from this screen. Select Create Purchase Order from the action drop-down list and enter your PIN #. Search For and Select Requisition 10. Return to the Main Menu screen and click REQUISITION. The Browse Requisition screen appears with all open requisitions displayed in a table, with the most recently created requisition at the bottom. 11. Highlight the requisition you just created and click. The Maintain Requisition screen appears with the Main tab selected. Add Approval Signature 12. Click, and select Add Approval Signature. The Add Approval Signature on PO screen opens. Hint: Before adding an approval signature, you still have the ability to edit requisition details, such as quantity and cost, on the Main/Detail tabs of the Maintain Requisition screen. 13. Select the approval signature from the approved by drop-down list, enter the PIN number, and check the complete approval checkbox. Note: If multiple approvals are needed, (for example, if you are only allowed to approve a requisition for a certain amount and the requisition is for more than that amount), do not check the complete approval 2008 Tenmast Software Making Your Job Easier! Page 4 of 5

5 checkbox. This will keep the requisition open until another person with the necessary approval rights can complete the approval. Another Note: If your agency has set up a mandatory budget check with requisition approvals, you will need to click to ensure the GL account information is correct. The current budget information will display at the bottom of the screen for review. 14. Click OK. The open requisition is now an open, approved purchase order and its new purchase order number is generated and displayed. The Maintain Requisition screen appears again. Review Purchase Order Details 1. Exit back to the Main Menu screen and click PURCHASE ORDER. The Browse Orders screen appears with all open purchase orders displayed in a table with the most recently created purchase order at the bottom. 2. Select the purchase order you want to work with and click to access the Maintain Orders screen. 3. Review all purchase order details and make changes, if necessary, on information contained on the screen s three tabs. (Limited information is available to edit at this time, such as tax rate, shipping cost, etc.) Click on the toolbar to save all changes. Receive Items 4. Select the Received tab, click, and select Receiving Items. The Add Received Item Wizard is initiated. Note: You can also access the Add Received Item Wizard by clicking RECEIVE PO on the Main Menu screen. 5. Verify the received date and edit the shipping cost and discount amount, if necessary. 6. Make sure the displayed warehouse is correct. (This is the warehouse where the items will be increased.) Click START to access step two of the wizard. 7. In the received qty field of each item, enter the quantity of the item to be received into the warehouse. OR Click to receive in all items; click to clear all entered item quantities. 8. Click NEXT. Verify and confirm that the information you entered is correct and click FINISH. The items contained in the purchase order are now added into the warehouse you selected. The non stock item purchase order is now closed and you are now finished guiding a non stock item purchase order through its entire life cycle, from purchase request to purchase order! 2008 Tenmast Software Making Your Job Easier! Page 5 of 5