Chapter 10 Purchase Orders 291
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Create a New Purchase Order To enter the Purchase Order Processing section of FleetMinder, click POP from the main screen. Purchase Orders Section To generate a new Purchase Order Process, click on Enter. New Purchase Order Type in either all or part of the Account Number of the supplier or else all or part of the supplier s name in the AC No. field. In this example, we wrote in ASC. Press Enter on your keyboard. Selecting A/C number This will display a list of suppliers meeting the search criteria. The more detailed the search criteria, the fewer suppliers that will be suggested in the list. 293
Select the Supplier from the List Click on the required supplier so that it is highlighted in blue. Click Use. If the supplier you are looking for is not there, click Cancel to exit this section. Supplier Selected To add an item to the Purchase Order, click Add Product. Add Product A new screen will display looking for either all or part of the Product Code or the Description of the product. 294
Type in all or part of the Product Code or Description and press Enter. Alternatively, click the display button ( ) to show the full list of items from this Supplier. Search by Description The more detailed the search criteria, the fewer items that will appear in the list, making it easier to find the product item you want. Select a Product However, if the item you are looking for is not in the returned selection, you can click Close and do a more accurate search from the previous screen. 295
You will be prompted to fill in the Quantity of this item you wish to order. Quantity Click Add once the quantity has been filled in. Purchase Order The purchase order with the supplier name and the product to be ordered is displayed. You can click on Add Product to add more items to the Purchase Order. Click on Save to save the Purchase Order. The next step is to put the Purchase Order on order. 296
Put a Purchase Order on Order Find the Purchase Order you wish to put on order from the All Open POPs status selection or alternatively refine it using the search fields and click on it to highlight it. Click Put On Order. Selecting Open Purchase Order to Put on Order You will be asked Do you wish to produce a visible order for Order Number? Click Yes to view the Purchase Order. Produce Visible Order The Purchase Order will then appear on-screen. Visible Purchase Order This Purchase Order can then be emailed or faxed to the Supplier. 297
Email a Purchase Order When you have clicked Yes when queried if you want to produce a visible order number, the Purchase Order will appear on-screen. To email this Purchase Order to the Supplier click on Email. Visible Purchase Order An Outlook dialog box may then appear, click on Allow. Outlook Dialog Box Outlook will then open an email with the Purchase Order as a PDF attachment. 298
Email Generated by FleetMinder Purchase Order Enter the email address of the Supplier in the To: field. You can also add any required text into the main body of the email. Click Send to send the email. Print/Fax a Purchase Order When you have clicked Yes when queried if you want to produce a visible order number, the Purchase Order will appear on-screen. Visible Purchase Order Click Print on the top left to print the Purchase Order. 299
Alternatively, click Fax to display the fax details screen. Fax Details section On the Fax Details screen you must ensure fill in all labels marked with an asterisks. Recipient Name and Recipient Fax Number are essential, as is the Sender. Recipient Company Name, Recipient Department and Recipient Email can be optionally filled in. However, all these fields will be filled from the details provided in the Suppliers section of the system and if they have been filled correctly you simply need to verify the information that appears. Click Send. Click in the top right corner to close the fax/print display. Put on Order (continued) Back on the visible Purchase Order screen, click the to close it. in the top right corner You will then be asked if you would like to put the Purchase Order on order. Put on Order If you want to put the items on order, click Yes. 300
If you wanted to just view the order and do not actually want to place the order, click No. The order will remain in the All Open Orders section and will not be put on order. You must place all items on Order if you want to be able to receive in the order onto the system. Note that after clicking Yes, the order will have moved from All Open Orders to All On Order list. 301
Purchase Order Status There are 3 types of Purchase Order status: PO Status Open Purchase Orders that have been created but have not been put on order yet. On Order Purchase Orders that have been put on order AND Purchase Orders that have been received but not signed off. Closed Purchase Orders that have been signed off. Search for a Purchase Order You can search by POP No or Supplier. If you select POP No. you must fill in a value by which to search. If you select Supplier you must select a Supplier from the drop down list provided. Purchase Order Search Click Go to prompt the system to start the search. You will see a grid of all Purchase Orders matching your query. Double click Purchase Order you wish to view. 302
View a Purchase Order To view a Purchase Order, highlight it by clicking on it and then click on Report. Report A Purchase Order report will be displayed. It will not activate anything but it allows the user to view what is against that order to date. Purchase Order Report 303
Edit a Purchase Order Open the Purchase Order by double clicking the relevant one from the grid. Note only a Purchase Order with a status of Open or On Order can be edited. However, if you try to edit a Purchase Order with a status of On Order the following warning will be shown. Edit an On Order PO Double click on the product item in the grid that you wish to alter. Unit Cost and Quantity To alter the Unit Cost of the item being ordered, click on the Unit Cost field and alter figure accordingly. To alter the Quantity of items being ordered, click on the Quantity field and alter figure accordingly. When completed, click Save to store the alterations. If the Purchase Order was On Order, ensure to print out a Report again and notify the supplier of the alterations of the details. Click the alterations. in the top right corner if you wish to exit without saving 304
Create a Quick Stock Card from within a Purchase Order If you are creating a Purchase Order and the item you are searching for is not available on the system and you want to add a new stock item, instead of having to exit this section to go into the Stock section, you can create a quick stock card. Click Create Quick Stock Card. Create Quick Stock Card Type in all the basic details necessary for creating a new Stock Card for the product. Quick Stock Card 305
These fields are: Product Code: Individual code for that product item. Description: Basic description of the product to make searching more efficient. Unit Cost: How much a unit of the product costs to purchase. V.A.T. Code: V.A.T. code of new product retrieved from drop-down list. Location: Where part is kept in the stores area. Selling Price: Value of how much a unit of the product is sold. Stock Group: Select from drop down box which stock group this product belongs from a list of predefined stock groups. Sub Group: When Stock Group is selected, select from a drop down box, which sub stock group this product belongs from a list of predefined sub stock groups. Purchase Nominal Ledger Code: Nominal Ledger code that this item is purchased under. Select from a drop down list of codes. Options: Whether or not you wish this item to have the default stock group discounts applied to it. Tick box to apply. Serial Number Required: Tick box if you wish to ensure that a serial number is written against it each time one is received into stock. If you are unsure about an item you cannot by-pass it as these are the compulsory items that are necessary to set up a new stock item. Click Close to exit without saving the item. Click Save and the system will store the item details once all relevant fields have been correctly filled in. If the details have not filled in correctly, the system will alert you to the relevant areas. If you wish to fill in more details, you can complete the Quick Stock Card and then enter the Stock section for the full selection of fields. 306
View a Full Stock Table Instead of the Suppliers Parts When adding parts to a Purchase Order, click the display button ( display a full list of all the products supplied by that customer. ). This will Display Parts If you wish to find a part on the system click on Show Full Stock Table. Show Full Stock Table This will display a list of all stock items on the system. If the item is definitely not on the system, you can either exit this section to create a new item in the Stock section or you can use the Create Quick Stock Card facility. 307
Order Details on a Purchase Order Click on Order Details tab in the Purchase Order. Order Details In the example above, this is a Purchase Order generated from the POP section, so you will only be able to select Put into Stock in the Order Type section. If it is a Purchase Order generated from a Job Card, it will default to Put onto Job Card and put it against the correct Job Card number. If it is a Purchase Order generated from a Sales Order, it will default to Direct Part Sale and put against the correct Sales Order number. You can add a Note to this section if you wish. Job/SOP Status shows the current status of the job if this purchase order has been set up for a job card. Ordered By is the name of the person who the set up the Purchase Order. 308
Receive Goods on a Purchase Order Click All On Order button or else select the relevant Purchase Order by searching for it via POP No. or Supplier. All On Order Purchase Orders In the grid, click the Purchase Order on which you wish to receive goods so that it is highlighted. Click Receive button. Receive The Goods Received Note (GRN) screen appears. Receiving in Goods 309
Fill in the Delivery Docket No. field. If the date that the goods are received is not the current date (which is input into the Date Received field by default), click on the drop down tab at the Date Received field and use the calendar to allocate the correct date. Click on the Qty. Recd. field and type in the figure received. In the example above, although the system ordered 2 units, we only received 1 unit today. Click OK. Click Save. The Goods Received screen will close and the parts will be received in. 310
To Ensure That You Do Not Receive Goods in Twice If you have received goods, you can enter the received goods section again by clicking on the Purchase Order to highlight it and then click Receive. Receiving in the Balance of Goods When you view the Goods Received screen after the previous time(s) that you have received goods, you will note that it displays an adjusted Balance figure due to a certain number having been received in already. In the example above, we had received in 1 of 2. So the balance is currently 1. This will ensure that you do not accidentally receive in more goods than ordered, simply because the delivery was split. 311
Receive in More Items Than Were Ordered FleetMinder will not allow you to receive in more good than were ordered. FleetMinder will only allow you to fill in a Qty. Recd. value up to the value that is in the Balance field. So even if you had ordered 2 units of a product and received both in, you still couldn t type in 2 in the Qty. Recd field as the Balance field would display 0. If you tried to type in a higher value a message would appear noting The Quantity Received is greater than ordered. Please revise your order before proceeding. Receive in More Items Than Were Ordered 312
Save a GRN without a Delivery Docket Number You cannot save a Goods Received Note (GRN) without supplying a Delivery Docket Number. If you click Save from the Goods Received screen and there is no Delivery Docket No. supplied, then you will receive an error message, explaining the situation. Delivery Docket Number Not Supplied 313
Sign Off a Purchase Order Click the Purchase Order you wish to Sign Off to highlight it. Click Sign Off Invoice. Sign Off Depending on how many loads the goods were delivered in, you will see an equivalent number of GRN (Goods Received Notes). 2 GRN s on Sign Off Click on one of the GRNs to highlight it. Click Sign Off. 314
Sign off GRN Screen Click Save. Inputting the Invoice Number Against the GRN Type in the Invoice Number relating to the goods that were received on the GRN. You must ensure at this point that the price on the GRN and the price on the Invoice correspond. 315
Click OK. GRN is Closed If all details are in order, the system will produce the following message: The Invoice has been successfully updated and this GRN is now Closed. Once all the GRN s have been signed off then the Purchase Order Status will change to closed. Alter the Details of a GRN When Signing Off a Purchase Order When you receive your invoice for the goods, you may notice that there has been an alteration in price, alteration in VAT code or possibly that a discount has been received. All need to be noted at this stage of signing off invoice as you will not have a later opportunity to rectify any figures. Alter the Price of an Item on a GRN When you are signing off a GRN against an invoice, you may note that the unit cost of a product has altered. In our example, the product was 100 per unit and we want to change it to 150 per unit. Click the field that displays the Unit Cost of the product you wish to change. Type or use the onscreen keypad to type in the new updated value. Click OK. 316
Change the Unit Cost Price Click Save. The system recognises that you have altered the price. Possibly this is something that is a once-off situation however, it may be a permanent price change and so you may want to store the product on the system with this updated price. FleetMinder will ask if you wish to change the default price to the new price, as you have entered in this purchase order. Change the Default Price If you wish to store the new price as the default product price, click Yes. If you do not want this price to be displayed as the default product price in future, click No. 317
Discount Items on the GRN After the Goods Have Been Received Click the % Disc (percentage discount) field on the line relevant to the product that has had a discount provided against it. Type in or use the onscreen keypad to fill in the percentage discount that was provided. In our example, it was 10%. Click OK. Change the Percentage Discount New Net Total after Discount The Sign Off GRN screen now displays the percentage discount value and also the relevant alteration to the Net Tot (Net Total) price once the percentage discount is included. 318
Sign Off an Invoice if the Goods Have Not Been Received FleetMinder will not allow you to sign off an invoice if you have not received in the goods relating to it. However, if you have received some of the items ordered on the Purchase Order and have allocated a Delivery Docket number to it; then the system will allow you to sign off an invoice for those items while not allowing you to sign off for anything that hasn t a delivery docket against it. Goods Have Not Been Received The system will keep the Purchase Order under the All On Order POPs section until such time that all items have been received and all GRN have been signed off. Then it is visible under All Closed POPs section. Edit a Closed GRN A Closed GRN cannot be edited. If you try to edit a GRN that is already closed, the system will not allow you to do this. A message will be displayed: This GRN can not be Edited. Closed GRN Cannot Be Edited 319
View the Purchase Order Audit Trail for a Part You can view Purchase Order Audit Trail information for any part that has been received into stock. This means that you may find Audit Trail information under the Purchase Orders in the All On Order POPs and also in the All Closed POPs sections. Click on the Purchase Order in question to highlight it. Click on Report. A Purchase Order Report is displayed. Purchase Order Audit Trail Click on the Part No for which you wish to view an Audit Trail. A Purchase Order Audit Trail Report will appear. The Purchase Order from which it was generated is displayed. If there are no relevant details, the form will have blank fields. In our example, there were two units of the item ordered. 320
Each was received on a different GRN. The report displays each GRN, the Sign Off date of the invoice and what Invoice No. it came in on. Also the report notes whether the GRN has been invoiced or not, and therefore, what Status it is. If not all the items had been received, you will see the Outstanding Balance value. This report can be printed by clicking Print. It is closed by clicking the in the top right corner. 321
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