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PO0000 Purchase Order and Receiving Overview 2


Scheduled Receipts Report

 The reports available through this application let you know what is on order and when you can expect to receive the merchandise.

 Drop Shipment Receiving Report

 The Drop Ship Receiving Report is the means by which Customer Order Processing is informed when to bill a customer for a drop shipment.  This report should be printed routinely if drop shipments are a common occurrence.

 Purchase Line History Report

 When purchase orders are deleted (through the Purge Closed Purchase Orders application) certain information regarding the line items on those purchase orders is saved.  This data is known as the purchase line history data and it may be printed out on the Purchase Line History Report.

 Cash Requirements Projection Report

 Prints a report that projects your cash requirements for vendors. This information is derived from purchase order line items. These line items may have receivings posted against them.  They may even be partially billed.  The cash requirement for each line item is simply the unbilled portion of that line item's scheduled receiving.  The cash requirement date is the due date of the anticipated invoice, with the assumption being that the invoice will be dated as of the scheduled receipt date.

 Commodity Code Vendor Report

 This report lists all of the vendors who provide each commodity that you purchase. Information shown on the report includes the vendor's name, telephone number, contact, status and last activity date. A commodity is a category of merchandise that is purchased or manufactured. Different commodities are identified by codes that you define. A vendor may provide one commodity or several commodities. Which commodities a vendor provides is specified in the Vendor file in the Accounts Payable package. If you wish to know which vendors provide a specific commodity, however, you will need to print this report.

 Vendor Performance Analysis Report

 Enables you to evaluate the performance of particular vendors, as well as comparing the performance of one vendor with another. The report shows such information as the vendor's last activity date, the number of orders you have submitted during the year, the value of purchases this year and last year, the number of purchase order lines for the year and the number of lines that were late. The report also provides several comparison percentages that give you a very clear idea of the vendor's ability to deliver quality products at the expected cost and on time. These percentages include the percentage of purchase order lines that were late this year and last, the percentage cost variance between expected and billed costs and the percentage of delivered items that were rejected.  Finally, the report presents two averages: the average lead time and the average number of days late.

 Open Purchase Orders Reports

 Enables you to identify items that were ordered and not received into inventory. It displays the quantity ordered, dollar value and quantity not received of each item that was ordered through a specified date.

 Receivings Audit Trail Report

 This report shows all transactions that occur against a line item during receivings.


Util setup 

P/O Setup

 Allows you to tailor the Purchase Order and Receiving package to the way you do ordering and receiving in your company.

 P/O Form Setup

 Allows you to custom­ize a form layout designed by you. You can control both the size of the form as well as what information is printed on the form.

 Print Spooled Reports

 Allows you to display or print reports that were generated in the Purchase Order and Receiving package.


A General Explanation Of The P/O And Receiving Package

 Purchase Order and Receiving (P/O) is a vital function of both distri­bution and manufacturing companies.  Purchase order and receiving activities do not get the attention they deserve in many manufacturing concerns since management tends to put most of their attention on the shop floor for planning and controlling production.  Yet some pro­duction problems are created by late deliveries from vendors and by rejection of critical deliveries because of poor quality.

 The Purchase Order and Receiving package helps ensure that the correct quantity and quality of material is available when it is required.  For instance, the analysis of vendor performance available in the package helps reduce shortages and the delivery of off‑standard material by summarizing each vendor's performance and letting you see which vendors are reliable and which are not.

 One of the major benefits of the package is its ability to enhance a buyer's productivity.  Many of the semi‑clerical activities such as searching for a copy of an order or figuring out the receiving history for an order are greatly facilitated.  The buyer is thereby able to devote more time and attention to the truly important activities of finding the best prices and maintaining reliable sources of supply.

 Certain capabilities of the receiving function significantly reduce the overall time from receiving to stores.  Critical material can be delivered to the correct destination without delay.  Where documents or information are missing, the package provides extensive information, along with improved control and coordination of the receiving functions and minimizes operating costs.

 The Purchase Order and Receiving package requires Elliott's Inventory Management and Accounts Payable packages to be installed and functioning.  Specific features and capabilities of the Purchase Order and Receiving package are discussed below.


Purchase Order Types

 The package supports four types of purchase orders:  normal orders, blanket orders, releases against blanket orders and drop ship orders.  For normal orders, the buyer selects a vendor, decides which items to order, and then writes up the purchase order to be sent to the vendor.  The vendor ships according to the dictates of the purchase order.

 Blanket orders (also called running orders) are long‑term agreements with the vendor to purchase at some future date or in installments (called releases).  Blanket orders are usually contracted to obtain lower prices based on the projected volume of purchases over the life of the order.

 Releases (also known as supplier releases and blanket order releases) are very similar to normal orders.  The difference is that a release pertains to a specific blanket order and specifies shipment of only those items were listed on the blanket order.  Whereas the blanket order listed only gross quantities and prices, the release lists specific quantities to be delivered along with the requested delivery date.

 Drop ship orders are similar to normal orders except that the purchased items will be delivered to any location other than your default location.


Purchase Order Processing

 The on‑line entry and editing of purchase orders is allowed.

 For each purchase order you may specify the vendor number, the buyer, the means by which merchandise should be shipped, the terms of sale, whether or not an acknowledgment is required, whether or not confirmation is required, whether the merchandise should be shipped collect or prepaid, the address to which the merchandise should be shipped, the FOB point, general comments and the specific items that are being ordered. For each item that is being ordered you must specify the item's inventory number.  The package will verify that the number is that of a valid inventory item.  (You do have the option, however, of entering the number of an item that is not defined.)  For valid items the description will display automatically; for undefined items you must enter the description manually.  In either case, the description may be modified to better communicate your order to the vendor.

 Once the item's number and description have been established you will enter such fields as the vendor's item number, the unit of measure in which the merchandise should be delivered, the number of the job for which the item is destined (optional), the cost at which you expect to be billed, the number of units you are ordering for the unit of measure specified above, the date upon which you wish to have the merchandise delivered, the initials of the person who should be notified of its arrival, the area to which the merchandise should be moved upon receipt and comments specific to this item.

 Although the bulk of the information stored for an order concerns those things that the vendor needs to know in order to fill the order, there is also a considerable amount of data that is useful for facilitating receiving and deriving reports concerning scheduled receipts and projected cash requirements.


Printing Purchase Orders

 For a purchase order to be of any value, it must be printed and sent to the vendor.  The Purchase Order and Receiving package allows the printing of all four types of purchase orders.

 Generally, a purchase order should only be printed once.  During the initial printing of an order, it may be reprinted as often as necessary to get the number of clear copies that you want.  Once the printing of the order has been finalized, it may not be reprinted as an original.  If the original is lost, a duplicate copy, clearly labeled as such, may be printed to replace it.  The vendor would not ordinarily ship against a duplicate unless you explicitly instructed him to do so.  This feature allows you to reprint lost or damaged orders but makes it very unlikely that the vendor would ship against two versions of the same order.



 Once merchandise has been ordered, its scheduled receipt date is known since that is the date upon which you requested delivery.  A report listing scheduled receiving by vendor, item or job can be obtained on request.  This report shows, among other things, when you can expect the merchandise to arrive and whether or not it is now late.  The report pinpoints areas where problems might arise because of delayed shipments.

 The majority of shipments coming from suppliers cause no problems.  Order numbers and quantities are with the original purchase order, inspection is straightforward and the materials arrive in stores on time to meet production/distribution requirements.

 Some problems that can arise in ordinary receiving systems:

1. Arrival of material with no paperwork or inadequate identification so that time must be spent tracking down the data by searching through files, phoning the buyer or contacting the vendor.

2. Loss or delay of critical items at the receiving dock because nobody knows they were urgently needed elsewhere; or determining who should be advised of the receipt if it is apparent that the shipment is critically important.

3. Figuring out where to send the items once they have been inspected.  With urgently needed items, for example, should a partial quantity be sent directly to the shop floor or should the whole shipment go to stores first?

4. Deciding whether off‑standard material should be returned to the vendor or be accepted because of a critical need.

Getting answers to questions such as these takes a large portion of the time and effort of receiving personnel.  All of these problems can be handled with the Receiving applications.

 For instance, each purchase order bears the initials of the person within the company who should be notified of receipt of the order.  You may choose not to utilize this feature for routine orders, but for those that meet a critical demand you would want to make sure that the interested party was identified.

 Purchase orders also carry a brief description of the area to where material should be transferred upon receipt.  This resolves a lot of the confusion that can be generated by the occasional order that must receive special handling or by routine orders if there is more than one place to which their material could be transferred.

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