Purchase Order entry (Commitment) by pharmphresh28

VIEWS: 21 PAGES: 32

									     Purchase Order Entry for Non Stock Items (Rollout)

                     Author: P.Williams
                     Version: 6
                     Date: 30/04/2009




LG                                        Financial Systems
Table of Contents

Introduction ............................................................................................................................................ 3
Purchase Order Entry ............................................................................................................................ 4
Order Tab ................................................................................................................................................ 4
Order Tab - Internal References .......................................................................................................... 5
Invoice Tab ............................................................................................................................................. 7
Delivery Tab ............................................................................................................................................ 7
Details Tab .............................................................................................................................................. 9
Saving the Purchase Order ................................................................................................................. 12
Automatic email notification for orders authorised by Procurement ............................................ 13
Printing Automatic Order Generation Purchase Orders .................................................................. 13
Emailing Purchase Orders from Agresso ........................................................................................... 14
Selecting Email Option......................................................................................................................... 14
Adding Email Address .......................................................................................................................... 15
Sending the Email ................................................................................................................................ 16
Supplier Contacts in Outlook .............................................................................................................. 17
Appendix A – Additional Order Tabs ................................................................................................. 17
Setup tab ............................................................................................................................................... 17
Info Tab ................................................................................................................................................. 18
Notes tab ............................................................................................................................................... 19
Appendix B - Amending a Purchase Order ....................................................................................... 19
Appendix C – Creating an additional order address ........................................................................ 20
Checking the results ............................................................................................................................ 21
Purchase Order Entry Screen – Contact Field .................................................................................. 22
Appendix D - Cat/Description adding more text to the 35 characters allowed........................... 23
Appendix E - GL Analysis Spread ....................................................................................................... 23
Appendix F - Showing settlement discount ...................................................................................... 24
Appendix G - Adding additional rows to a previously saved order. .............................................. 25
Appendix H – Searching for Invoice payment details ..................................................................... 26
Appendix I - Terminating or reactivating a Purchase Order or individual lines .......................... 29
Terminating a Purchase Order ........................................................................................................... 30
Terminating purchase order lines. ..................................................................................................... 31
Reactivating a Purchase Order ........................................................................................................... 31
Reactivating purchase order lines. .................................................................................................... 32




                                                                                                                                                           2
Introduction



The Purchase Order Entry/Amendment screen is used to input and update details of purchase
orders. Orders are entered manually using this screen.

The screen is divided into seven tabs: Order, Invoice, Delivery, Details, Setup, Information
and Notes. To move from tab to tab you can use the Tab key, click on the title of the tab, or
press the Alt button plus the underlined letter in the tab.

At the point of save, a Purchase Order Number is given and automatically the Purchase Order
(PO01) and its Internal copy (PO03) are ordered together with a medical exemption
certificate if applicable. The report also sets the status of these orders to Ordered (O).

Orders that are above the users limit are passed electronically to the next authoriser.

The screen can also be used for enquiries.

The appendices cover and explain all other aspects associated with Purchase Orders.




                                                                                                3
Purchase Order Entry

From the menu open: Agresso Logistics/ Purchasing/Purchase Orders, double click
into the option Entry/Amendment of purchase order.




The Purchase Order Input Screen is now displayed.




The Purchase Order Screen has seven tabs:

Order Tab

This is where all the purchaser order header details are input. As this screen can be used for
creation and amendment of a Purchase Order the cursor will be positioned in the OrderNo
field. TAB to the SuppID field. A supplier must be entered. Tab through the SuppID field and
enter the Supplier’s ID number if known.




If you need to search for the Supplier ID then press F9. The grey bar is a search bar. Tab to
the required field and enter any information that will help you with your search. You can use
the * (wild card) to help where necessary.
In the field Supp Grp you will see ‘DS’ (Departmental Suppliers) already set up. This
ensures that you view only those Suppliers available for departments to use.




                                                                                             4
In this example the search is for the supplier Sigma Aldrich. To help with the search, part of
the Supplier Name has been used together with the * (wild card). Tab out and click on the
    binoculars from the toolbar or press F7 for the results. This search will look for a
Supplier whose name starts with SIGMA, in a Supplier group DS, with an active status (N). If
no results are returned you should clear all details on the gray bar (including the status ‘N’)
leaving only the Supplier name then search again.

Please Note: It is very important that you do this because the Supplier that you are
searching for may be closed (status C) or in a different Supplier group. If this is the case then
you should contact the Procurement department requesting that Supplier be either re-opened
or changed to Supplier group DS (Departmental Suppliers).
(See training document for Updating Supplier Details)




Double Click on the required supplier to bring the Supplier details onto the front screen.




Once a supplier has been selected the supplier’s identifier (Supplier Number) will be displayed
automatically and as you tab out of the field the default information from the supplier’s
record will be displayed.




The cursor is now in the field Contact. In this field, the user can choose a different address
held against the Supplier in the Supplier master file record. The contact address entered here
decides the supplier address for this purchase order only. (Please refer to Appendix C). If
your order does not require a different address then leave the ‘Contact’ field blank.


Order Tab - Internal References

On the Left Hand Side of the template you will see an Internal References Block.




Authorisation: The name in the Authorisation Box may change. Each member of staff, set
up for Agresso Rollout, will have an associated amount and person they are responsible to as
part of their set-up. If the total order value, VAT excluded, being processed is above the limit
allowed for the inputer then the order will ‘Save’ as ‘Not Accepted’ and the order details will
be passed electronically to the person they are responsible to. Once the order is approved the
Authorisation box will show the name of the person who has authorised the order.

                                                                                               5
Input: This name is defaults from your login name

Originator: You must choose the name of the Originator of the order. This will be the
person who has authorised the requisition. To select an Originator, click on the down arrow of
the Originator box and double click on the required name to select it. If the name does not
appear on this pull down list it will have to be set up in AGRESSO. This should be actioned by
the Departmental Administrator. (See Training Notes on Create an Originator for Orders)




On the Right Hand Side of the template:

Treatment Block

The default is AUTOMATIC ORDER GENERATION, which is the correct option for
Departmental Users.
Please Note: Only the Finance Office uses the other option FINANCE ORDERS.




Status will show ‘Not ordered’ until the order has been authorised. The Accepted box will
default as ticked.

The Dates box will show the financial period and input date. These dates should not be
modified.




Please Note: The date to be printed/faxed on the Purchase Order will be the Order final
authorised date. Tab through until you reach the Invoice TAB




                                                                                            6
Invoice Tab




This screen provides information about the Invoice and the Invoice Control
Invoice: Information on the Payment terms for the supplier

Invoice Control: As you enter the screen the user can see the defaults settings for Invoice
control which are Unit Price (£) and an Overrun percentage (Currently set at 1.00%).

Please Note: If the radio button ‘No control’ is selected, at the point of save for the order,
you will see the following error message:




Click on OK and click on the Invoice Tab and change the radio button to a valid control.


Delivery Tab




This tab has three separate blocks:

Chrgs/Disc Block - Not used for this stage of ROLLOUT

Delivery Block - This block is blank when you enter the screen but when the order is saved
the Warehouse and Delivery Address fields will be populated with the default delivery


                                                                                            7
address information which is held against the order inputer together with the inputer’s DGI
code.
Please Note: You can have additional delivery addresses setup if required. If the goods you
are ordering are to be delivered to a different Warehouse address from your default delivery
address then click on the down arrow in the Delivery Warehouse field and select your
warehouse and tab out.




This will display the default address.




To change the delivery address click on the down arrow in the field below your DGI code and
if you have additional delivery address setup the user can click on the required address and
tab out.




A different address will now show in the delivery address filed and this address will be printed
on the order as the delivery address. It should be remembered however that this would not
update or change the default delivery address record held against the warehouse.




Order Block - This relates to a Supplier address. It should only be used if the order is
being sent to a different divisional address from the Supplier’s default address and is to be
used for one order only.

If the address you are about to use will be used frequently you should set up an additional
address against the Supplier. (See training note for Creating Order Addresses)




                                                                                                8
Details Tab

This is the main tab for purchase order input and is where you add the details about the
goods/services you are going to order.




Ensure the cursor is on the first line (line number 1) of the first column (Pos). As you tab out
of the first field a line number will be generated and the default product code ‘G’ will
populate the product field.




Tab to the next field <Description> and enter the description of the product you are
ordering. The field is 35 characters long and is alpha numeric.




If you need to type more text than the 35 characters allowed in this field please refer to
Appendix D.

Tab to Unit descr field and enter details if required. (E.g. Box of 6)

Tab to the Qty field and enter the quantity required. Tab to the Unit Price field and enter
the unit price. (You will notice that the Unit Price is entered to three decimal places). The
Net Amount has been calculated and is displayed in the Net Amount field.

Please Note: In instances where settlement discounts are allowed please refer to
Appendix F.




Tab through the field S (Status). When you enter the order lines the status will show as N
(Not Ordered) but when the order is saved the status will change to ‘O’ (Ordered).

Tab to the Account field and input the account. E.g. 2300




                                                                                                9
Tab to the field CostC to input the appropriate cost centre. E.g. ESG10001

Please Note: The 3rd digit of the cost centre code indicates whether it is a research
or non research cost code. ‘R’ indicates Research; ‘G’ indicates Non Research.
e.g. ESG10001 = Earth & Ocean Science Non Research
     ESR10001 = A specific research grant within Earth & Ocean Science.

If you input an account that does not exist in AGRESSO the following message will appear.




Click OK and investigate the account code.

Please Note: If you need to spread the accounting between numbers of different accounts,
cost centre or Dept1 & 2 codes please refer to Appendix E (GL Analysis spread).

After entering the account details tab to the next field Dept1. For AGRESSO ROLLOUT two
new fields have been created to allow departments’ lower level analysis. The field names are
Dept1 and Dept2. Input into Dept1 and Dept2 as required.
If you need to search for the values held in these fields use Agresso field help by pressing F9
and then press F7 or click on the binocular          from the toolbar to run the enquiry. This
enquiry will return all the active (Status N) codes.
Please Note: If Dept1 or 2 codes have been closed they will have a status (C). To see the
closed codes in this enquiry you should delete the N from the last column and search again.




Select the required code by double clicking on it.




Please Note: If you need to create another value for Dept1 or Dept2 or amend an exiting
value please see the Departmental Administrator and the Training Notes for
Create/Maintain Dept1/Dept2 Codes

The values for Dept2 can be retrieved using the methodology above.




                                                                                            10
Tab into the TC (Tax Code) field and input the appropriate tax code and tab out. (See list
below)




    VAT code    Description
    E           Exempt
    F           Flat rate recoverable on purchases
    L           Reduced rate recoverable on purchases (L = Lower)
    M           Medical Certificate (Medically exempt)
    S           Standard rate recoverable on purchases
    X           Single Market VAT
    Z           Zero rate on purchases

The field MED Cert is used for the production of Medical Exemption VAT Certificates. If the
VAT code is M then a Medical Certificate should be ordered.

If the user inputs one on the codes listed below in the field Med Cert in UPPER CASE then
the appropriate exemption certificate will automatically be printed after the PO01 (Purchase
Order print) and before the PO03 (Internal Purchase Order).

Note: If no code is entered then no certificate will be produced.

In the field <Med Cert> to select the appropriate certificate, press F9 and the F7.

From the list double click on the required option.




Please Note: If there are multiple rows on the order with the same code e.g. two rows with
a MED Cert Flag of A then only one certificate will be produced but both products will be
listed on the certificate.

Input all your order lines as required. If you need to add additional rows left click on the
‘Insert Row’ icon from the toolbar and it will insert 10 new rows.




Please Note: Once the detail tab has been successfully completed and if no further input is
required the order can be saved at this point. The additional tabs on the Purchase Order
‘Setup’, ‘Info’ and ‘Notes’ are covered as appendices in this document.




                                                                                              11
Saving the Purchase Order

To save the order, click on the Save icon      from the toolbar, or press F12. The Purchase
Order number will now be displayed.




Please ensure that you record the Order Number on your document. At the point of save
Agresso will check the details you have input and if there are errors, a message will appear
alerting you to a potential error. Read the message and correct. Save the transaction again.
For system problems contact the Financial Systems team.




If the Purchase Order you are saving exceeds your authorised limits the following message
will appear.




Click on ‘Yes’ to move the order to the next authoriser and the next step is very
important, press Save F12 or click on the         icon again to get your order number.




This order is moved electronically to the person who is authorised to save it.




                                                                                            12
Automatic email notification for orders authorised by Procurement

If the order exceeds £4,999.99 and moves to Procurement for authorisation an email is
generated alerting the Procurement team that an order requires authorisation.
An example of the email is shown below.




Once the order has been authorised by Procurement an email is generated alerting the
inputter that the order has been authorised and should be printed from the Print Purchase
Orders option in Agresso Logistics.




Please Note: If the order has exceeded your limits and is passed electronically to another
user, future enquiries will show their name as the order’s authoriser.




Printing Automatic Order Generation Purchase Orders

After saving the Purchase order in the normal way click on the Maintenance of report
printouts button from the Toolbar.




In the example below the Original Purchase Order P001 and the internal Purchase Order
P003 for Purchase Order 100014260 are ready to be printed.
The Purchase Order number is shown in the column marked #.
In this maintenance screen the column Order number refers to the print routine order, not
the Purchase Order.




Double click on the required order and print in the normal way by clicking on the print option.




                                                                                             13
The print icon with the spanner shows the print setup. The other print icon will give the
option to print the order.

From the ‘Print’ window click on OK.




Emailing Purchase Orders from Agresso

In the example below the Original Purchase Order P001 and the internal Purchase Order
P003 for Purchase Order 100020887 are ready to be printed.
From Maintenance of Report Printouts icon on the Toolbar, double click on the required order
and from the screen that opens click on the envelope option. (Export)




Selecting Email Option
From the Export window click on the down arrow of the Destination field and select ‘Microsoft
Mail (MAPI)’. Please Note: the format ‘Acrobat PDF’ MUST NOT be changed.




                                                                                            14
Click OK. Another window will pop up and you should click OK for this window too.

Adding Email Address

From this Send Mail window click on the Address button and it will open the Outlook address
book.




If, in Outlook, you have created a special contacts groups called Supplier’s details you can
choose to open that folder to display all your Supplier email address.




Double click on the required Supplier and the details appear in the ‘To’ box. Click OK.




                                                                                          15
Please Note: You can add the Supplier’s email address in the ‘To’ field if you don’t use the
contacts option in Outlook.

Sending the Email

The ‘Send Mail’ box opens with the previously selected Supplier’s email address in the ‘To’
box. You can add a suitable Subject like the Purchase Order Number and add any message in
the message box.




Finally click the ‘Send’ button, to send the email.

The following Outlook warning message opens. Click ‘Yes’




The email will now be sent. It will also send a copy to your sent folder.

This is how it will look to the recipient and to you if you look in your sent folder.
Double clicking on the attachment will open the Purchase Order.




                                                                                         16
Supplier Contacts in Outlook

For setting up a folder called ‘Supplier Contacts’ in Outlook please refer to CSD’s web site:

http://www.liv.ac.uk/csd/email/questions.htm#noab

Appendix A – Additional Order Tabs

Setup tab

The setup tab is where you can set up header text for the purchase order or add an external
reference number that the Supplier asks you to quote on the order.

Header text Click into the free text field next to the box ‘Header text’ and type the required
information.




Please Note: There are some saved header text options available to use. Click on the down
arrow in the field Header text. Example: DELFAO is DELIVER FOR THE ATTENTION OF:




To use, click on the option required and tab out. You can then add the person’s name
required for this order.




                                                                                                17
Your Reference

Your Ref. This is optional. If the Supplier has asked you to quote a reference number to
identify your department; this number should be entered here. It will then appear on the
printed purchase order as the Customer Reference.




Info Tab

The Info tab record details about amendments made to the purchase order and the Order
amounts

After the order has been saved if you click on the Info tab you will see in the Amendments
block that the order has been authorised and date of authorisation has been recorded.

If any amendments are made to the order the date and the user id are recorded here.

In the Order info block it shows:
The Net amount of the order
The amount that has been posted to the general ledger
The net amount still outstanding for the order




                                                                                             18
Notes tab




The Notes tab provides an opportunity for you to input details that relate to the order. The
field is 56 characters long and is a free text field.

When typing a note that is longer than 56 characters be aware that you will need to click into
the next line after 56 characters. There is no automatic feed.

PLEASE NOTE: Documents may be scanned and attached to the order for completeness if
required. The methodology used is the same as scanning and attaching invoices to Agresso
transactions. Please refer to those training notes – See FQA’s on Financial Systems web
pages.



Appendix B - Amending a Purchase Order

From the menu open: Agresso Logistics/ Purchasing/Purchase Orders, double click
into the option Entry/Amendment of purchase order.




The Purchase Order Input Screen is now displayed.




                                                                                           19
The cursor will be sitting in the OrderNo field. Enter the order number of the order you want
to amend. Tab out of the field and the purchase order details will automatically be displayed.
The user should click into the required field, make the changes, tab out of the field and save
by clicking on the save icon the    from the Toolbar or pressing F12.



Appendix C – Creating an additional order address

An additional order address may be necessary because the order is going to a local address
rather than the Suppliers main head office address. Only create an order address if it will be
used regularly. Once created it is prefixed by your DGI (Departmental Group Identifier) to
help you identify it.

Once created, the address will be available from the screen ‘Entry and Amendment of
Purchase Orders from the field ‘Contact’ on the order tab.




From the menu open: Agresso Logistics/Purchasing/Rollout Setup/ double click on the
option Create Order Address




You will be presented with the following screen:




The parameters numbered 1 to 9 are the standard AGRESSO parameters used for this
process. You do not enter into these fields.
Row 10: enter the supplier ID number.
                                                                                             20
Rows 11 – 16: enter the address lines including the post code.

Please see the following example:




When all the data is complete, press F12 or the save icon     , from the toolbar.

You will be given a sequence number. Press OK. This process will add an address line to the
Order screen.

Checking the results

From the menu open: Agresso Logistics/Purchasing/Supplier Master File/ double click on the
option Supplier




You will be presented with the following screen.




Enter the supplier number in the SupplierID field, and press the Tab key.

You will be presented with the following screen with the Supplier details.

                                                                                          21
Select the Address tab and you will see that there are two addresses available.




The address in line 1 is the payment address. The payment address always has a sequence
number (#) 0. The address in line 2 is the address that has just been created. It is a postal
address for the order to go to via email or post.

Purchase Order Entry Screen – Contact Field

From the Agresso Logistics menu, select Purchasing/ Purchase Orders/Entry and Amendment
of Purchase Orders. The next time you raise an order for the Supplier 2791 the address will
be available from the ‘Contact’ field. Click on the order address required and as you tab out of
the field you will see the local address details that you entered.




Please note that when the order address is chosen, the external ref also changes to order
address. The Payment address will not alter as this is set by default as the payment address.




                                                                                                22
Appendix D - Cat/Description adding more text to the 35 characters
allowed.

If you need to add more text to a purchase order line proceed as follows:
From the Toolbar, click on Tools/Edit/Text mode. Use the down arrow to access the next
line.




This will enable you to type freely using many lines.

Please note: The extra fields are 60 characters long. There is no line wrap so you will need
to remember to click into the next row at a suitable place.




As you finish typing the text and before you tab out of the field click on Tools – Edit –
Text mode. This will return the field into its normal mode. Tab out.


You can see that each additional line of text has the same line number (Pos).




Appendix E - GL Analysis Spread

This screen is used if you need to spread the accounting between numbers of different
accounts, cost centres/work orders, Dept1 & 2 codes etc. The screen requires the input of a
percentage split rather than an amount. To do this you must enter your first order line details
fully as normal then click on Tools – GL Analysis – GL Analysis Spread from the toolbar.




                                                                                            23
You will be navigated to a lower level screen and the order line details will be in the lower
part of the screen.




Click anywhere on the line containing the accounting information and from the Toolbar click
on the ‘Change row’ icon . This will transfer the accounting line to the upper part of the
screen. Tab through the fields and in the ‘Percent’ field enter the percentage split you
require. In this example the requirement is for 50% between two different cost centres.
From the Toolbar click on the icon         ‘Keep row’. This will transfer the accounting line
back to the lower half of the screen.




Edit the information in the second line to show the different cost centre and by using the
‘Keep’ icon as before the information will be transferred to the lower part of the screen.




Press F12 or click on the save icon and finally close this screen using the bottom cross top
RHS of the screen. This will return you to the details tab of the Purchase Order screen.

You will notice that the accounting information is not visible. This is normal!




Appendix F - Showing settlement discount

Some Suppliers will invoice with a ‘discount allowed for prompt payment’. This will affect the
unit price of the goods as shown on the original purchase order. To show this discount on
your order, proceed as follows:

Example
The Electrical Unit we have ordered is quoted as £5000 less a settlement discount of 3%.

                                                                                           24
Enter the line in the usual way by inputting the Description, quantity, unit price (before
discount) and full accounting string (as above). Click into the line’s description and press F2
to allow editing. As you may want to input the text on a new line go to Tools/Edit Text
Mode and click on the down arrow key and in the Cat/Descr field type in the text required
for this line of discount. See the example below. In this example it is clear what the original
unit price was and the discount taken.




You should change the unit price to the new discounted price, in this example £4850.00. The
order must now be saved again.

Appendix G - Adding additional rows to a previously saved order.

You may need to add an additional row to an order. This might be an order you are
producing now or a previously saved order. For a previously saved order this could be for an
additional charge such as a delivery or package charge. To add more rows left click on the
‘Insert Row’ icon from the toolbar and it will insert 10 new rows.




Input the new line and before you save the order click into the field S (Status) and change
the status from N (Not Ordered) to O (Ordered) tab out and save the order by clicking on the
save icon   from the toolbar or press F12. A message box will appear informing you that
changes have been made to the order.




The purchase order has been amended successfully.

Please note: Each time the order is saved it will pass through the validation routines and if
the order value has been changed upwards and it now exceeds your limit the following
message will appear. Click on ‘Yes’ to move the order on.


                                                                                            25
Click on ‘Yes’ to move the order to the next authoriser.




This order is moved electronically to the person who is authorised to save it.

Please Note: If the order has exceeded your limits and is passed electronically to another
Person, future enquiries will show their name as the order’s authoriser.
If you enquire on this order again and click on the Info Tab you will see in the amendments
that is order was Authorised on 26/3/2007 and updated by a User on 27/3/2007.




Appendix H – Searching for Invoice payment details

To enquiry on a purchase invoice matched/posted against an order proceed as follows:

From the menu open: Agresso Logistics/ Purchasing/Purchase Orders, double click
into the option Entry/Amendment of purchase order.




From the Order Entry Screen enter the relevant purchase order number in the order number
field and tab out.

                                                                                        26
From the Toolbar click on, Tools/Look up/Invoice.




There are two possible scenarios: the invoice will be either waiting to be paid to the Supplier
(an open item B) or paid to the supplier (Historic Item C).

Option 1: The invoice is awaiting payment.

If the invoice has not yet been paid then the following screen will open containing the invoice
details. In the first Column the line is marked as an Open item (B) which means it is still
waiting to be paid. This may be because it has only just been input into Agresso or the
invoice is not yet due for payment.




Double click anywhere on the white line to see the invoice details. From this screen you can
check the date the invoice is due to be paid (Due Date)




And the date it was input into Agresso (Updated date)




Please Note: The Finance Office process BACS payments normally once each week usually
on Mondays.

Option 2: The invoice is paid




                                                                                              27
At first glance this looks strange because it returns no results. This is because there are no
invoices waiting to be paid. Click on the ‘binoculars’       from the Toolbar or press F7.




The following screen opens with the ‘Enquiry setup’ template. On the LHS of the template
only the Box B ‘Open Item’ is ticked.




Tick the Box C ‘Historical Items’ too. This will allow you to view the details for invoices
that have been paid. Click OK.




The results show the invoice detail line.




In the first Column the line is marked as (C) which means it is a paid transaction.

The results show the following details:
SuppID is the Supplier’s ID number
Doc Ref for this transaction is the invoice number
Curr Amount is the amount the Supplier was paid
TT is the transaction Type (SD is an invoice posted by a rolled out department)
PM is the Pay Method and the value IP is a BACS payment.

                                                                                                 28
To see the payment details from the Toolbar click on Tools/Paid




The results show an additional line. (The payment line is italicised)




In this example the results show the following:
Line 1: The invoice details - transaction type ‘SD’. Doc ref is the invoice number.
Line 2: The payment details - transaction type ‘SC’ or ‘S4’. Doc ref is either the BACS
transmission date or the cheque number. In this example the payment is a BACS payment
(SC) and the Doc Ref 1812083 gives the transmission date for the payment (18/12/08) the
last digit being a sequence number.
In this example you will notice that the invoice amount is different from the payment amount.
This is because the payment to that Supplier for that week contained more than this one
invoice payment. To see more details double click on the white line for the payment, then
click Tools/Paid.




The following results show 2 invoices made up the Suppliers payment.




To return to the original enquiry screen close each window down with click on the cross at
the top RHS of the screen. You will need to do this until you are returned to the original
enquiry screen.



Appendix I - Terminating or reactivating a Purchase Order or individual
lines


To terminate and/or reactivate a purchase order completely, or to terminate and/or reactivate
individual purchase order lines proceed as follows:

From the menu open: Agresso Logistics/ Purchasing/Purchase Orders/Purchase
order follow up and double click into the option Order confirmation.




                                                                                             29
Terminating a Purchase Order

From the following screen select:

Number Type: Click on the down arrow in this field select DP for departmental purchase
orders. (PO is for Purchase orders input by Finance.)

Order number: Type in your order number, tab out and then click on the binoculars
from the toolbar or press F7 to search for the results.

In this example you can see that the purchase order and all the lines have a status of ‘O’
(Ordered).




To terminate the order completely go to Tools/Close




The following message will appear for any line being terminated where goods have been
ordered and not invoiced. If you want to terminate that line click ‘Yes’ if appropriate.




Finally click on the save icon      from the toolbar or press F12.

The order has been terminated.



                                                                                             30
Terminating purchase order lines.

If you need to terminate an individual purchase order line on an open purchase order
proceed as follows from the order confirmation screen:

Number Type: Click on the down arrow in this field select DP for departmental purchase
orders (PO is for Purchase orders input by Finance).

Order number: Type in your order number, then click on the binoculars           from the
toolbar or press F7 to search for the results.




To terminate an order line, click into the status field of the required line and change the
status from O (Ordered) to T (Terminated) and tab out. The following message may appear.
This is an advisory note. If you wish to continue, click on ‘Yes’. To save the change, click on
the save icon      from the toolbar or press F12.




Reactivating a Purchase Order

To reactive a purchase order the user must reactive the order lines that require reactivation
before changing the status in the upper part of the screen.


                                                                                           Step 2



                                                                                           Step 1

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Once you have changed the order status in the header part of the screen (step 2) the ‘save’
option becomes available. To save the change, click on the save icon     from the toolbar or
press F12.




The following message appears to confirm results. Click OK to clear the screen.




Reactivating purchase order lines.

If you need to reactivate an individual purchase order line proceed as follows from the order
confirmation screen:

Number Type: Click on the down arrow in this field select DP for departmental purchase
orders or PO for Purchase orders input by Finance.

Order number: Type in your order number, then click on the binoculars            from the
toolbar or press F7 to search for the results.




To reactivate an order line, click into the status field of the required line and change the
status from T (Terminated) to O (Ordered) and tab out.




The save option is available. Click on the save icon      from the toolbar, or press F12 to
save.




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