MAS 90 Demo Guide: Purchase Order

Transcription

1 MAS 90 Demo Guide: Purchase Order Purchasing is one of the main driving forces behind many companies, so tracking orders is of vital importance. In this guide we will look at where orders are entered and how they are received. To access the Purchase Order module select it from the Tree menu and click on the Main menu. When prompted for a date, enter 05/31/03. Please note: Printing this document will resolve any blurriness or focusing issues on images or screenshots. Purchase Order Entry This function is used to record your orders for another vendor s product. - To enter purchase orders double click on Purchase Order Entry in the main area of the Launcher.

2 - The first step is to select an order number by clicking on the # button next to the Order Number field. This will give you the next sequential order number. - Next, select which supplier you are placing this order with by entering their vendor number in the Vendor No. field, or click the Magnifying Glass icon and choose from the list. The vendor and shipping information will default from what is set up for them in Accounts Payable Vendor Maintenance. - To select the items the customer is buying click on the Lines tab, or press ALT 3.

3 - On the Lines tab, select the item you want to purchase by entering the item ID in the Item Number field. The default information about the item will be displayed. - Press the Enter key until the 0.00 in the Order field is highlighted. This is where you enter the quantity the customer wishes to purchase. Please enter a quantity. - Press the Enter key to move the highlight to the Unit Price field. Please note: If you have special pricing for this item or vendor, the amount in the Unit Price will change automatically. - Press the Enter key until the Ok button is highlighted, then press the Enter key one more time to save that line. You can also click the Ok button with your mouse. - To finish the order, click on the Totals tab, or press ALT 4. This tab will total the items entered on the Lines tab, and calculate any taxes. Click the Accept button to save the order.

4 Receipt of Goods Entry This function is used to record the receipt of items ordered. It can be used to receive the invoice for the order being recorded along with the receipt of goods. Receiving can be based on Purchase Orders in the system or done directly without a pre-existing order. - To access this function double click on the Receipt of Goods Entry option in the main area on the screen.

5 - The first step is to select a receipt number by clicking on the # button next to the Receipt No. field. This will give you the next sequential receipt number. - If you are receiving against an existing order, enter the order number in the PO No. field or click on the Magnifying Glass icon next to that field to pull up a list of outstanding orders. This will fill in the rest of the receipt information. -If you are recording the invoice for these goods at the same time, enter the vendors invoice number in the Inv. No. field. This will cause an invoice in Account Payable to be automatically created, eliminating the need for double entry. - Go to the Lines tab by clicking on it, or pressing ALT 3. On the Lines tab you will indicate which items from the order are being received. You can choose to receive the entire order or select only some of the items. If you are creating an invoice at the same time, it would only be for the items you indicated are being received.

6 - If you are receiving goods that are not on an existing order, indicate the vendor that is supplying the items by entering their identification number in the Vendor No. field, or click on the Magnifying Glass icon to produce a list of vendors. - If you are recording the invoice for these goods at the same time, enter the vendor s invoice number in the Inv. No. field. This will cause an invoice in Account Payable to be automatically created, eliminating the need for double entry. - To select the items you are receiving, click on the Lines tab or press ALT On the Lines tab, select the item you are receiving by clicking on the appropriate line or select the item from the list of inventory items by clicking the Magnifying Glass icon next to the Item Number field. The default information about the item will be displayed. - If you are receiving against a PO press the Enter key until the number under the Received field is highlighted. This number should reflect the quantity you are actually receiving.

7 - If this receipt does not have a pre-created PO then press the Enter key until the 0.00 in the Order field is highlighted. This is where you enter the quantity you are receiving. Please enter a quantity. Note that after you enter a quantity and press the Enter key, the Received field is filled in with that same quantity. - Press the Enter key to move the highlight to the Unit Price field. Please note: If you have special pricing for this item or vendor, the amount in the Unit Price will change automatically. - Press the Enter key until the Ok button is highlighted, then press the Enter key one more time to save that line. You can also click the Ok button with your mouse. - To finish the receipt, click on the Totals tab or press ALT 4. This tab will total up the items entered on the Lines tab, and calculate any taxes. Click the Accept button to save the invoice.