Purchase Order Manual 2008

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					                           RM Finance



    Purchase Order Manual



                                 June 2008




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PURCHASE ORDERS INTRODUCTION .......................................................................................... 3

NEW PURCHASE ORDER .................................................................................................................. 4
   PURCHASE ORDER INFORMATION ..................................................................................................... 5
   CATALOGUE ........................................................................................................................................ 6
   DETAIL SCREEN .................................................................................................................................. 6
   BUTTONS ............................................................................................................................................. 9
   POSTAGE AND PACKING REMINDER ................................................................................................ 10
   PRINTING THE ORDER ...................................................................................................................... 11
AMEND PROCESS ORDERS ............................................................................................................ 12
   FIND OR SELECT AN ORDER ............................................................................................................. 12
   DISPLAY ORDER................................................................................................................................ 13
   RECEIVING GOODS ........................................................................................................................... 14
   EDIT AN ORDER ................................................................................................................................ 15
   COMPLETIONS................................................................................................................................... 16
   SORTING THE ORDER LINES............................................................................................................. 16
   PRINTING AN ORDER – AFTER IT HAS BEEN RAISED ....................................................................... 16
   PAYMENTS ......................................................................................................................................... 17
EXPRESS PURCHASE ORDERS ...................................................................................................... 19
   AMEND/PROCESS THE ORDER .......................................................................................................... 20
   TO CANCEL THE ORDER ................................................................................................................... 23
REPORTS AVAILABLE ON PURCHASE ORDERS ..................................................................... 24




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Purchase Orders Introduction

This booklet is to be used in conjunction with the RM Finance
Manual.

The Purchase Order module of RM Finance has been written to enable schools to
account for their outstanding commitments.

Accounting for commitments should not be limited to the larger schools. Whether
outstanding orders are large or small amounts they can affect the accuracy of your
budget monitoring.

i.e.    Outstanding orders of £2000.00 for a school with resources of £100,000.00
will affect the budget calculations more than if these orders were for a larger school
with more resources.

The reporting facility enables the user to monitor commitments against individual
accounts.

School Set-up

To obtain the most accurate, up to date information it will be necessary to review the
internal ordering procedures currently operating within your school.

If you have requests for goods arriving daily throughout the month from budget
holders you will be continually entering the details onto your system. This will create
a lot more work than if you arranged for set days for ordering.

Example:
By having the 15th day of the month as the last day for ordering by budget holders,
this will enable you to enter and print all of the orders together, knowing that there is
nothing outstanding for that month and all the reports are accurate. You will not be
sending out several orders to the same supplier, and receiving several deliveries, each
month.

Choosing a day near the 15th will mean you will already have received the Salary
print out for the previous month and the Central Payments print out for that month.

There will, unfortunately, still be occasions when you may need an urgent replacement
of goods.




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New Purchase Order
To enter a purchase order in RM Finance

        Click on          :      Transactions
                                 New Order




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Purchase Order Information

When the Purchase Order Information screen appears select a supplier by typing in
the Short Name and pressing tab, or pressing tab against a partial code or blank
supplier box for a list of suppliers. Choose the supplier required by highlighting and
double clicking or pressing enter. You will also have the option to enter a new
supplier ‘on the fly’.

Accept the current date

The user order number is optional. The system generates its own unique number
however this box could be used for the pink order number if the school still uses the
pink order books.

Type a brief description for the whole order if required (details are typed in later).

Enter a name in the FAO field if appropriate. (e.g. Caretaker, Maths dept etc)




If the order is to be batched put a cross in the box marked ‘batch this order’ and
enter a batch reference in the field which appears, if required. The orders will then be
stored in a batch and will have to be updated in the same way as other types of
transactions before they will appear as commitments in RM Finance.

Click on the Detail button to move on to the detail screen.




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Catalogue
It is possible to install an electronic catalogue (e.g. County Supplies Catalogue) in
Records, Supplies Catalogue, or to build your own catalogue by saving details of
goods, which are to be re-ordered frequently, as the orders are entered.
The County Supplies electronic catalogue includes between 5,000 and 6,000 items and
is probably not necessary for most primary schools unless they order from a very wide
range of goods.
It is possible to delete catalogue codes which have not been used or amend details.
Call the Helpline for instructions.

Detail Screen




If you input a catalogue number that has already been set up, the description will
appear in the Item Description box.

Tab on the blank box and press return at the Code Filter screen to bring up the list of
already available codes.


NOTE: Tab between fields.

If you are building your own catalogue click on the Spyglass and enter details.




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Click on New




Enter the Catalogue Code
Enter the Description
Enter the Supplier
Click on OK




You can also enter the Price per Unit but this field may have to be amended at a later
date as prices change. Please call the Helpline for further advice.




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If you entered zero you need to overtype ‘Your Text Here’ with the description of the
goods ordered.

Tab to the next field  Quantity
The number ordered (check how the quantity is shown in the catalogue, i.e. by the
pack or individual.)

Tab to the next field  Price
Price per item or pack, if the price is not known a nominal amount must be entered.

Tab to the next field  VAT
Enter a 1 if the goods will attract VAT, or 4 for any HCC purchase.

Tab to the next field  Budget
This should be the Budget account where the cost is to come from. A list will appear
when you tab in the blank field.

Tab to the next field  Analysis
Enter the appropriate analysis for the type of goods ordered and the budget used. A list
will appear when you tab in the blank field.

Once you are satisfied that this line of the order is correct click on ADD.

   Once the Order has been posted you will not be able to edit the Budget and
Analysis codes

Budget Accounts can be set up on the fly but line links have to be added later.
This line of the order will be recorded in the box at the bottom of the window and the
cursor will return to the code box so that the next item can be entered.

Note that the Budget Account and Analysis Code will be retained for ease of entering
multiple line orders for the same Budget or Analysis. If any of these details vary they
can be overtyped as required.

To return to a previous line of the order, highlight the line in the list, this will enable
you to edit that line.




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To change the supplier details - Click on the ‘i’ at the top right of the window.

Buttons

                 : adds a line to the order as an alternative to tabbing

                 : will remove a line of order that has been selected from the list

                 : will clear the detail on a highlighted line ready for you to enter
                 alternative details to amend that line.

                 : to access the help function.

                 : will cancel the entire order

                 : enters the completed order

Press Enter Order to complete the order.


Click on Yes




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Select the bank
Click on OK

Postage and Packing Reminder

If you would like the system to remind you about Post & Packaging, this can be
switched on or off in System Manager, System Set-up, Options, Transactions.




If this facility is ON you will get the following reminder when you click on Enter
Order.




If it is known that Post and Packaging will be charged
Click on the button Add Line P&P. (Otherwise click on Do not add P&P)



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This will give you another line of the order which will require the input of the cost of
post and packing.

Click on Enter Order

Select the School Bank and click OK.

Printing the Order
The order may be printed now or at a later date.




When printing the order one or more copies may be made.




Note that the order must be signed by an authorised signatory in the space provided
and at least one hard copy must be kept in school. A third copy may be required for
the Department Head who raised the order.

Click either YES to enter another order or NO to quit.




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Amend Process Orders
This transaction type is used to amend, receive and pay for goods. The order can be
cancelled from here, if the commitment is no longer valid. It is also possible to re-
print an order from here.

        Click on          :      Transactions
                                 Amend/Process




Find or Select an Order
In the Find Order screen, type in the order number, if known, the user order number or
enter any other information known about the order and press enter. Please note that if
using the supplier details to find an order, only the exact short code will be accepted.




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If these details are not known, select ‘outstanding’ or ‘all orders’, as required and
click on ‘Display’.

Display Order

Highlight the order required press enter or double click.




Clicking on ‘Display’ will bring up a list of the order lines ready for processing.

Click on the line you wish to work on.




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Receiving Goods

The goods must be recorded as received before any payments may be made.

If the whole order has been received click on the RED word ‘Rec’d’, above the list of
order lines, and the whole order will be recorded as being received.




If you click on Rec’d and      the whole order has not been received
each line has to be edited individually.

Highlight the line to be received and click on the ‘Receive Goods’ button. Select
‘Receive Line’ and the system will record that line.




If the line has only been part-received you will be given the opportunity to record only
the number of items which have been received by highlighting a line and clicking on
the ‘Receive Goods, button then Part Received’.            Enter the number of items
received.




When going back into receive the rest of an order you have to type in the total amount
received to date i.e. Previously received 3 and now received another 3 the Total
Quantity Received line must read 6.


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Edit an Order

Click on the ‘Change order’ button. This will allow an order to be amended.




The options, which are self-explanatory, are:

        Add New line
        Edit Line
        Duplicate Line
        P & P, Discounts
        Delete Line

The P & P option allows an amount for post and packing to be entered.

The Discount line allows the entry of a discount. The cash amount must be entered.
If it is necessary to amend the VAT this may be done during the payment routine by
overtyping the calculated amount.

The discount line may also be used to amend the total of the order without changing
individual lines. It can be either a positive or a negative amount.




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Completions

This allows the outstanding commitment to be removed for a line of an order or for
the whole order. This option would be used if you are no longer going to receive the
goods.




Sorting the Order Lines

If you have many lines on an order it may be useful to sort them into a different order.


The option is accessed by clicking the two red arrows          and provides a variety of
ways for sorting the order lines.




Printing an Order – After it has been Raised
Transactions
Amend /Process




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Type the order number to select the order to be displayed and click on the PRINT
button, this will enable one or more copies to be printed.

Payments

When you have selected the items which have been received, click on the pay button
to move to the Payments screen:

This screen allows one line or all lines to be paid.




It is possible to change the number of items to be paid for by typing a lower number in
the ‘pay’ box at the bottom left hand side of the screen. It is also possible to overtype
the amount to be paid and the VAT in order to match the invoice exactly.

Type in the quantity of items you are paying for in the box Pay.

Check the amount of VAT on the screen to make sure it agrees with the invoice, if it
is different overtype.




To pay the whole order press the enter key or click the RED Pay button at the top of
the screen.


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Complete the lines to be paid, as above.

Click on the Pay button.




Enter the cheque number in the Reference box. Check that the totals shown at the top
agree with the invoice.




At this point a description may be added to the order no. of the details of the actual
goods purchased to facilitate easier interrogation of the system.


Click OK.




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Express Purchase Orders
This is a quick way of getting orders on the system without having to enter all of the
item details. Ideal if you need to show a commitment for a large project etc.

In Transactions click on Express Order




Enter the Supplier
Description
FAO
Budget
Analysis
Click on Enter Order


Click on Yes




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Click on Yes




Select the School Bank

Print the order




Amend/Process the Order

To receive the order or change the order click on Amend/Process




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You receive part or all of an order by clicking on Receive/Amend Goods




Enter the amount you have received. Please note that the received amount is a value
and not a number of items.

You can amend the Budget and Analysis code here if needed.

Click on OK



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When you are ready to Pay the Order, click on PAY




If the invoice attracts VAT, put a 1 in the code box.

Check that the amount of VAT is the same as your invoice, if different over type with
correct amount.




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Click on Pay




Enter Cheque number and Invoice number.

You can amend the description so that you can interrogate the system at later date.

Click on OK.

To Cancel the Order

Click on Cancel Remainder




Select Yes




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Reports available on Purchase Orders
To print or view all Purchase Orders on the system.

Click on ‘Transactions,
Reports
Purchase Orders
Put the cross in Full Details.
This report can go to the screen or the printer.

It will include totals for all Outstanding orders and all batched orders as well as show
received orders.




Financial Summary, Budget Summary,

Orders Outstanding line is all orders outstanding except batched orders.




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By clicking on the ‘Spyglass’ you can get a printout of the outstanding orders.




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Financial Summary , Overall Including VAT

Orders Outstanding line is all orders outstanding except batched orders, but includes
VAT.




The Budget versus Actual Versus Committed report within Records, Reports gives the
breakdown per each Budget account. This can be useful for schools that have
curriculum areas under S&S.

                                                   Committed   Total   Difference




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The Budget Accounts in Records

Shows the Orders Outstanding




By clicking on the ‘Spyglass’ you can get a printout of the outstanding orders on that
particular Budget.




Also by clicking on the ‘Spyglass’ next to Balance remaining you can get a further
breakdown of the orders including the analysis code.

The List of Budget Accounts does not include any commitments, whereas the Budget
Profile report includes the committed amount when calculating Out-Turns.




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