PO0000 Purchase Order and Receiving Overview 5

Startup

Application Overview

 

Before proceeding with this section, you must have already created all directories and loaded the Elliott Programs. This is a fairly automated process. For further instructions, please refer to the installation section of the System Manager manual.


Setup Procedure

 In order to begin using the Purchase Order and Receiving system, the following steps must be completed after creating the data files.

       1. Both the A/P and I/M packages are necessary prerequisites. They must be installed and fully functional before P/O can be installed.

       2. The P/O control data must be entered through the P/O Setup application in the Util_setup window.

       3. Select P/O Form Setup application the Util_setup pull down window and select Reset Option from the menu bar.

       4. Enter data for the following applications in any order in the Maintenance section of the P/O main menu.

           -  Ship-To Code File

           -  Buyer Code File

           -  Comment Code File

           -  Reject Reason Code File

           -  Item Vendor File

           -  Vendor Service Address

The above steps will load the system with the necessary information to process future transactions. 

The application sections in this manual may be used to obtain specific information on each application.  The file load sheets contained in each of these sections may assist in accumulating and loading data.

Processing Procedures

Daily Processing

 In performing this checklist, complete each step before moving on to the next step.

¨              Step 1     Enter regular, blanket and drop ship purchase orders

                      -   Select Purchase Order Processing - Add application

¨              Step 2     Verify the purchase order transactions

                      -   Select Purchase Order Processing - List application

¨              Step 3     Print the purchase orders that should be sent to the vendors

                      -   Select Print Purchase Orders - Print application 

¨              Step 4     Receive the merchandise

                      If you are using on-line receivings:

                      -   Select Receivings Processing - Add application

                      -   Print the Receivings Audit Trail Report - Print to verify all items were received

                      If you are using batch receivings:

                      -   Select Receivings Processing - Add application

                      -   Print an edit list using Receivings Processing - List application

                      -   Post the transactions using Post Receivings Transactions - Post application

                      -   Select Receivings Audit Trail Report - Print application to maintain a history of the transactions

¨              Step 5     (optional) Determine when you can expect to receive your merchandise

                      -   Select Scheduled Receipts Reports - Print application

 

Weekly Processing

 

¨              Step 1     If unreleased purchase orders are created in I/M using the Create Unreleased PO's By Vendor application, print an edit list to determine which purchase orders should be released

                      -   Select Purchase Order Processing - List application

¨              Step 2     Change the P.O. Status from U to R and then print the purchase orders

                      -   Select Purchase Order Processing - Change application

                      -   Select Print Purchase Orders - Print application


Period End Processing

In performing this checklist, complete each step before moving on to the next step.

¨              Step 1     Perform Daily Processing Checklist (Detailed in its entirety on the preceding page - Step 1 through Step 5)

                      -   All reports should be spooled to disk to allow for backup retention

¨              Step 2     Perform Period End Processing Checklists for A/P and I/M packages

¨              Step 3     (optional) Close any outstanding or unnecessary purchase orders by changing the P.O. Status to C

                      Note:  You will be warned if the purchase order has not been fully received or fully invoiced

                      -   Select Purchase Order Processing - Change application

¨              Step 4     Release any blanket orders for the period

                      -   Select Release Blanket Orders - Release application

¨              Step 5     Perform the following applications as needed:

                      -   Print Scheduled Receipts Reports

                      -   Print Drop Shipment Receivings Reports

                      -   Print Purchase Line History Report

                      -   Print Cash Requirements Projection Report

                      -   Print Commodity Code Vendor Report

                      -   Print Vendor Performance Analysis Report

                      -   Print Open Purchase Orders Reports

                      -   Print Receivings Audit Trail Report

                      -   Print Item/Vendor Report from Item Vendor File Maintenance application

¨              Step 6     Perform a backup

                      -   Make a period end backup of your ENTIRE Elliott system to keep for auditing purposes.  Label and date this backup "Period  ___/___/___  End Backup"

 

Year End Processing

 In performing this checklist, complete each step before moving on to the next step. 

¨              Step 1     Perform Period End Processing Checklist (Detailed in its entirety on the preceding page - Step 1 through Step 6)

                      -   Save the backup labeled "Period End Backup" with your other period end backups

¨              Step 2     Perform Year End Processing Procedures for A/P and I/M

¨              Step 3     Perform a backup

                      -   Make a final year end backup and keep for auditing purposes  Label this backup "Final Year 19___ End Backup"

¨              Step 4     Clear the vendor year to date statistics

                      -   Select Clear YTD Statistics - Clear application

¨              Step 5     Perform a backup

                      -   Make a beginning of the year backup and label it "Beginning Of The Year 20___ Backup"


P/O Main Menu

 

Application Overview

This application presents the menu of Purchase Order and Receiving applications that are available to the user. The menu consists of seven pull-down windows. 

The user should type the letter of the application he wishes to run and press RETURN.  After the application has been run to completion, the P/O menu will display once again and allow entry of another applica­tion.

 The Maintenance window contains applications to maintain the P/O package.

 The Inquiry window allows you to view the Purchase Order file without the ability to change any record.

 The Processing window is where most all of your activity will take place.  Entering transactions and posting/updating this information to other files.

 The Reports window presents a wide selection of management and analysis reports that will assist you in making company decisions.

 The Util_setup window accesses files that need to be set up in order to tailor the software to meet your company's needs.

 After the application has been run to completion, the P/O menu bar will display once again and allow entry of another application.

 

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