BaaN ERP Purchase Order Processing Training Manual

Table of Contents

1 <> Definitions 6

PO <> _ 6

2 <> introduction_ 7

2.1 <> Overview_ 7

2.2 <> Objectives 7

3 <> Standard baan session navigation tool bar 8

4 <> PO maintenance 9

4.1 <> Where to Find the PO Sessions on the Menu_ 9

4.2 <> Purchase Order Header 10

4.2.1 <> Purchase Order Header Main_ 10

4.2.2 Purchase Orders Header – Field Definitions 12

4.2.2.1 Purchase Order Headers – General TAB_ 13

4.2.2.2 Purchase Order Headers – Buying TAB_ 15

4.2.2.3 Purchase Order Headers – Shipping TAB_ 16

4.2.2.4 Purchase Order Headers – Invoicing TAB_ 18

4.2.2.5 Purchase Order Headers – Paying TAB_ 20

4.2.2.6 <> Purchase Order Headers – Changes TAB_ 21

4.2.3 <> Purchase Orders Header – NORMAL Order Entry_ 22

4.2.4 <> Purchase Orders Header – RETURN Order Entry_ 24

4.2.5 <> Purchase Orders Header – Maintenance 25

4.2.6 <> Purchase Orders Header – Cancellation_ 26

4.2.6.1 <> Purchase Order Header Text Creation_ 26

4.2.6.2 <> Purchase Order Header – Cancellation Method_ 28

4.2.7 <> Purchase Orders Header – Deletion_ 29

4.3 <> Purchase Order Lines 30

4.3.1 <> How to Access Purchase Order Lines 30

4.3.2 <> Purchase Order Lines – Field Definitions 31

4.3.2.1 <> Purchase Order Lines – General TAB_ 33

4.3.2.2 Purchase Order Lines – Purchasing TAB_ 34

4.3.2.3 <> Purchase Order Lines – Shipping TAB_ 35

4.3.2.4 <> Purchase Order Lines – Invoicing TAB_ 36

4.3.2.5 <> Purchase Order Lines – Receiving TAB_ 37

4.3.2.6 <> Purchase Order Lines – Inventory TAB_ 38

4.2.3.7 <> Purchase Order Lines – Project TAB_ 39

4.2.3.8 <> Purchase Order Lines – Finance TAB_ 40

4.2.3.9 <> Purchase Order Lines – Changes TAB_ 41

4.3.3 <> Purchase Orders Lines – Order Entry_ 42

4.3.4 <> Purchase Orders Lines – RETURN Order Entry_ 48

4.3.5 <> Purchase Orders – Life Cycle 49

4.3.6 <> Purchase Orders Lines – Printing 51

4.3.6.1 <> Print Purchase Order Lines – Option One 51

4.3.6.2 <> Print Purchase Order Lines – Option Two_ 54

4.3.6.3 <> Print Purchase Order Lines – Option Three 55

4.3.7 <> Purchase Order – Release to Warehousing 56

4.3.8 <> Purchase Order Lines – Maintenance 56

4.3.8.1 <> Purchase Order Lines – Change Code Entry_ 57

4.3.8.2 <> Purchase Order Lines – Text Entry_ 58

4.3.8.3 <> Purchase Order Lines – Field Changes 60

4.3.6 <> Purchase Order Lines – Delivery Date Confirmation and Maintenance 61

4.3.9 Purchase Order Lines – Line Cancellation_ 63

4.3.10 Purchase Order Lines – Line Deletion_ 65

4.4 <> Planned Transactions 66

4.5 <> Inventory Levels 68

4.6 <> Transaction History_ 71

4.7 <> Purchase Order Receipts 74

4.7.1 What Happens to a Purchase Order Line After a Complete PO Receipt 74

4.8 <> Purchase Order Backorders 82

4.8.1 How to Access the Purchase Order Backorder Screens 82

4.8.2 How to Use the Purchase Order Backorder Screens 85

4.8.3 Purchase Order Backorder Problem Solving 86

Table of Figures

Figure 1 Standard BaaN Session Menu bar <> . 8

Figure 2 Where to find the Purchase Orders session on the menu <> .. 9

Figure 3 Purchase Orders session <> .. 10

Figure 4 <> Purchase Orders Headers – General TAB.. 12

Figure 5 Purchase Orders Headers <> -Buying TAB.. 15

Figure 6 Purchase Orders Headers <> – Shipping TAB.. 16

Figure 7 Purchase Orders Headers <> – Invoicing TAB.. 18

Figure 8 Purchase Orders Headers <> – Paying TAB.. 20

Figure 9 Purchase Orders Headers <> – Changes TAB.. 21

Figure 10 Purchase Orders Header Creation – One <> . 22

Figure 11 Purchase Orders Header Creation – Two <> . 22

Figure 12 Purchase Orders Header Creation <> – Three. 23

Figure 13 Purchase Orders Header Creation <> – Four. 23

Figure 14 Purchase Orders Header Creation <> – Five. 24

Figure 15 Purchase Orders Header Maintenance <> . 25

Figure 16 Purchase Orders Header Text Entry <> . 26

Figure 17 Purchase Orders Header Text Selection <> .. 26

Figure 18 Purchase Orders Header Text Creation <> .. 26

Figure 19 Purchase Orders Header Text Entry 1 <> . 27

Figure 20 Purchase Orders Header Text Entry 2 <> . 27

Figure 21 Purchase Orders Header Text Save and Exit <> 27

Figure 22 Purchase Orders Header Cancellation <> .. 28

Figure 23 Purchase Orders Header Cancellation Pop Up Question 1 <> . 28

Figure 24 Purchase Orders Header Cancellation Pop Up Question 2 <> . 28

Figure 25 Purchase Orders Header Cancellation Save <> . 29

Figure 26 Purchase Orders Header Cancellation Verification <> .. 29

Figure 27 Purchase Orders Lines Selection Method 1 <> . 30

Figure 28 Purchase Orders Lines Selection Method 2 <> . 30

Figure 29 Purchase Orders Lines Field Definitions 1 <> . 31

Figure 30 Purchase Orders Lines TAB Fields Access <> . 32

Figure 31 Purchase Orders Lines <> – General TAB.. 33

Figure 32 Purchase Orders Lines <> – Purchasing TAB.. 34

Figure 33 Purchase Orders Lines <> – Shipping TAB.. 35

Figure 34 Purchase Orders Lines <> – Invoicing TAB.. 36

Figure 35 Purchase Orders Lines <> – Receiving TAB.. 37

Figure 36 Purchase Orders Lines <> – Inventory TAB.. 38

Figure 37 Purchase Orders Lines <> – Project TAB.. 39

Figure 38 Purchase Orders Lines <> – Finance TAB.. 40

Figure 43 Purchase Orders Lines <> – Changes TAB.. 41

Figure 39 Change Reason Code <> . 41

Figure 40 Purchase Orders Lines <> – Creation Selection.. 42

Figure 41 Purchase Orders Lines Data Entry <> – ONE.. 42

Figure 42 Purchase Orders Lines Data Entry <> – TWO.. 43

Figure 43 Purchase Orders Lines Item Selection 1 <> . 43

Figure 44 Purchase Orders Lines Item Selection 2 <> . 44

Figure 45 Purchase Orders Lines Item Selection 3 <> . 44

Figure 46 Purchase Orders Lines Unit of Measure <> . 44

Figure 47 Purchase Orders Lines Ordered Quantity <> . 45

Figure 48 Purchase Orders Lines Linked Purchase Price Contract <> 45

Figure 49 Purchase Orders Lines Purchase Price <> . 46

Figure 50 Purchase Orders Lines Receipt Warehouse <> . 46

Figure 51 Purchase Orders Lines Planned Delivery Date <> . 47

Figure 52 Purchase Orders Lines Save <> . 47

Figure 53 Purchase Orders Lines Creation Verification <> .. 48

Figure 54 Purchase Orders Lines Return Order Entry <> . 48

Figure 55 Purchase Orders Life Cycle <> . 49

Figure 56 Where to Find Purchase Order Lines Overview <> … 50

Figure 57 Purchase Order Lines Overview <> … 50

Figure 58 Where to Find Print Purchase Order Lines <> – Option One. 51

Figure 59 Print Purchase Order Lines <> – Option One. 52

Figure 60 Select Report Purchase Order layout <> 52

Figure 61 Select Device <> . 53

Figure 62 Device Data <> . 53

Figure 63 t Purchase Order Lines <> – Option Two. 54

Figure 64 Print Purchase Order Lines <> – Option Two Selection.. 54

Figure 66 Print Purchase Order Lines <> – Option Three. 55

Figure 67 Print Purchase Order Lines <> – Option Three Selection.. 55

Figure 69 Purchase Order Lines Change Code Request <> 56

Figure 70 Purchase Order Lines Change Code Entry <> . 57

Figure 71 Purchase Orders Line Text Entry <> . 58

Figure 72 Purchase Orders Line Text Creation <> .. 58

Figure 73 Purchase Orders Line Text Entry 1 <> . 58

Figure 74 Purchase Orders Line Text Entry 2 <> . 59

Figure 75 Purchase Orders Line Text Save and Exit <> 59

Figure 76 Purchase Orders Line Confirmed and Changed Delivery Date Fields <> . 61

Figure 77 Purchase Orders Line Cancellation Selection <> .. 63

Figure 78 Purchase Orders Line Cancellation Question <> .. 63

Figure 79 Purchase Orders Line Cancellation Missing Change Type <> . 63

Figure 80 Purchase Orders Line Cancellation Change Type <> . 64

Figure 81 Purchase Order Lines Changes <> . 64

Figure 82 Purchase Orders Line Cancellation Confirmation <> .. 64

Figure 83 Where to Find the Planned Inventory Transactions by Item Session <> .. 66

Figure 84 Planned Inventory Transactions by Item <> … 67

Figure 85 Where to Find the Inventory by Item and Warehouse Session <> .. 68

Figure 86 Inventory by Item and Warehouse <> . 69

Figure 87 <> Inventory by Item and Warehouse – Detail One. 70

Figure 88 Inventory by Item and Warehouse <> – Detail Two. 70

Figure 89 Where to Find Inventory Transactions by Item and Warehouse Session <> .. 71

Figure 90 Inventory Transactions by Item and Warehouse <> . 72

Figure 90 Inventory Transactions by Item and Warehouse <> – Detailed.. 73

Figure 91 <> Purchase Order Line Receipt Example. 74

Figure 92 Purchase Order Line General TAB <> – Pre Receipt 75

Figure 93 Purchase Order Line General TAB <> – Post Receipt 75

Figure 94 Purchase Order Line Inventory TAB <> – Pre Receipt 76

Figure 95 Purchase Order Line Inventory TAB <> – Post Receipt 76

Figure 96 Planned Inventory Transactions <> – Pre Receipt 77

Figure 97 Planned Inventory Transactions <> – Post Receipt 77

Figure 98 <> Inventory by Item and Warehouse – Pre Receipt 78

Figure 99 Inventory by Item and Warehouse <> – Post Receipt 78

Figure 100 Purchase Order Lines Overview <> – Pre Receipt 79

Figure 101 Purchase Order Lines Overview <> – Post Receipt 80

Figure 102 Inventory Transactions by Item and Warehouse <> -Pre Receipt 81

Figure 103 Inventory Transactions by Item and Warehouse <> -Post Receipt 81

Figure 118 Where to Find the Purchase Order Line Details <> . 83

Figure 104 Purchase Order Line Details <> . 83

Figure 105 Purchase Order Line Details <> – Received Sequence. 84

Figure 106 Purchase Order Line Details <> – Non Received Sequence. 84

1 Definitions

Purchase Order

MRO

Maintenance, Repair and Operations

Business Partner

PO Header

The top level of a PO, which defines the supplier information

PO Line

The lower level of a PO, which defines the purchased component information

MRP

Materials Requirements Planning

MPS

Master Production Scheduler

MAUC

Moving Average Unit Cost

2 introduction

2.1 Overview

This training is designed to introduce the trainee to the BaaN sessions “Purchase Orders” and “Purchase Order Lines”.

The trainee will be shown the function and meaning of all PO screen fields, how to navigate the through the sessions and how to use the sessions correctly.

The trainees will also learn the PO life cycle, from creation to history. They will learn about PO receiving, financial impact of POs and PO history.

2.2 Objectives

After completing this module, the trainee will be able to perform the following:

* Navigate through the PO sessions
* Fully understand all the major fields in the PO sessions
* Create a new PO
* Create a return PO
* Print a PO
* Release a PO to warehouse
* Maintain a PO
* Cancel a PO
* Debug erroneous POs
* Debug erroneous PO receipts
* Understand PO planned transactions
* Understand PO history transactions

3 Standard baan session navigation tool bar

Each session of BaaN ERP has a standard navigation bar (see Fig. 1). It is similar to those used by standard Windows based programs, but with a few modifications. Become familiar with these navigation tools and what they look like because they are referenced throughout both the training manual and the exercise guide. Following is a listing of each icon on the tool bar and its definition:

Navbar_wcallouts

Figure 1 Standard BaaN Session Menu bar

save – Saves a record and/or any transactions performed in a session

print – Prints a session (Note: This icon is rarely used.)

new – Inserts a new record

duplicate – Copies an existing record to a new record

delete – Deletes a record

undo – Undoes the last action performed (Note: Unlike a Microsoft application like Word, this function only undoes the last action performed, not multiple actions.)

find – Searches for a record

first record(s) – Returns to the first record

previous record(s) – Moves back one record

next record(s) – Moves forward one record

last record(s) – Goes to the last record

new group – Inserts a new group record; used for top level transactions prior to inserting a new record

first group record(s) – Returns to the first group record

previous group record(s) – Moves back one group record

next group record(s) – Moves forward one group record

last group record(s) – Goes to the last group record

text editor – Allows trainee to create new, or edit existing, text

help or “what’s this?” – Provides field specific help

As on any Windows tool bar, if an icon is grayed out (i.e., not active), it is unavailable for use.

4 PO maintenance

4.1 Where to Find the PO Sessions on the Menu

1 \\Baan Order Management\ Purchase Control\ Purchase Orders\ Purchase Orders

Figure 2 Where to find the Purchase Orders session on the menu

Double click with left mouse button to activate the session.

4.2 Purchase Order Header

4.2.1 Purchase Order Header Main

Figure 3 Purchase Orders session

The purchase orders session looks as above. Each line across the screen represents a different PO.

The fields on the screen are as follows:

* Order – The PO number. Each PO must posses a unique number which identifies each PO within BaaN
* Type – The Order Type determines which activities are part of the order procedure and in which sequence they are executed. Once order lines exists, the order type cannot be changed * Ord.Creat.Date – The date the PO was created in BaaN
* Buy From BP – The BaaN Business Partner code or supplier with whom the PO will be placed. Each supplier is assigned a unique BP code in BaaN. This field is followed by a description of the BP
* Suppl Order No.- This is a text field where the user may enter the supplier order number if one exists. This is necessary for return PO’s * POfc. – The purchase office. This field defines to which BaaN finance company the purchase financial transactions should be sent. It is necessary to ensure that finance can match the PO with supplier invoices. This field is very important!
* Cncl. – The cancelled flag. If the PO has been cancelled this field will contain a tick

To view a single PO, double right mouse click anywhere on the PO line. The following screen will appear:

4.2.2 Purchase Orders Header – Field Definitions

Figure 4 Purchase Orders Headers – General TAB

The Purchase Orders Headers session contains SIX pages. Each page is selected (viewed) by mouse click on the TAB. There are 6 TABS:

* General – This page contains general information about the PO and is probably the most relevant of the six pages for buyers * Buying – This page contains buying information about the supplier, the buying contact, the buying address and phone number etc
* Shipping – This page contains shipping information about the supplier, the shipping contact, the shipping from address and phone number, the terms of delivery and delivery dates.
* Invoicing – This page contains shipping information about the supplier, the invoice contact, the invoice from address and phone number, the purchase currency, the currency exchange rate etc * Paying – This page contains payment information about the supplier, the pay to contact, the pay to address and phone number, the terms of payment etc
* Changes – This page contains information about any changes made to the PO header within BaaN. This is a method of documenting changes to PO’s during their life cycle. Each time a buyer makes a change to a PO header, information on this page must be completed

4.2.2.1 Purchase Order Headers – General TAB

Here are the field definitions for the purchase order headers General TAB:

* Buy From BP – The unique BaaN BP code which defines the supplier with whom the PO is placed and the BP description

* Purchase Office- The purchase office and description. This field defines to which BaaN finance company the purchase financial transactions should be sent. It is necessary to ensure that finance can match the PO with supplier invoices. Be especially careful with this field in Budapest because there are 2 purchase offices linked to 2 BaaN finance companies (375 and 376)
* Type – The Order Type determines which activities are part of the order procedure and in which sequence they are executed. Once order lines exists, the order type cannot be changed

* Number – The unique BaaN purchase order number * Ord.Creat.Date – The date and time the PO was created in BaaN * Buyer – A unique BaaN code assigned to each buyer, and the buyer code description
* Suppl Order No- A text field where the user may enter the supplier order number if one exists. This is necessary for return PO’s * Reference A – A text field where the user may enter text relevant to the purchase order
* Reference B – A text field where the user may enter text relevant to the purchase order
* Contract – If the PO is for a special contract, the contract number must be entered here. If a contract number is entered, much of the PO data is defaulted from the contract information and need not be entered by the buyer.
* Cancelled – The cancelled flag. If the PO has been cancelled this field will contain a tick
* Delivery Date – The PO Header planned delivery date. This field defaults to the current date when a PO header is created, but may be modified by the user. This is a reference field only and does not affect the delivery date requested from the supplier. The delivery date requested from the supplier can be found on the PO line. When a PO line is created, the PO line planned delivery date is defaulted to the same value as the PO header planned delivery date. However, changing the PO header planned delivery date after the PO lines have been created has no effect on the PO line planned delivery date.
* Conf.Del.Date – The PO Header confirmed delivery date. This field acts the exactly same as the header planned delivery date, except it is for the confirmed delivery date
* Warehouse – This is the warehouse were the supplier must physically deliver the shipment. The address of this warehouse is printed on the PO and sent to the supplier. The warehouse in this field is not the BaaN PO receipt warehouse. The PO receipt warehouse can be found on the PO line. * Terms of Del. – The standard BaaN code that describes whether Uniparts or the supplier is responsible (and pays for) the shipment of the PO from the supplier to Uniparts. Here are the most common values:

* CIF – The supplier organizes and pays for the cost of the insurance and Freight only
* DDP – The supplier organizes the shipment and pays all costs including duty
* DDU – The supplier organizes the shipment and pays all costs, except duty
* EXW – Uniparts organizes the shipment and pay all costs * FCA – Uniparts or the supplier organize the shipment. The cost and liability transfers from the supplier to Uniparts once the goods arrive at an agreed point
* FOB – Uniparts organize the shipment. The cost and liability transfers from the supplier to Uniparts once they are on the boat

* Orig.Ord Type – If the PO is of type “return”, the user may enter either “order” or “Receipt”. This value defines if the number in the Orig.Doc No field is a PO number or a receipt number
* Orig.Doc No – This number is either the number of the PO being returned or the number of the PO receipt being returned. this functionality not used.
* Return Reason – The reason the goods are being returned to the supplier

* Header – If this box is checked it means there is header text associated with this PO. This text will appear immediately above the PO line on the printed PO
* Footer – If this box is checked it means there is footer text associated with this PO. This text will appear immediately below the PO line on the printed PO

4.2.2.2 Purchase Order Headers – Buying TAB

Figure 5 Purchase Orders Headers -Buying TAB

Here are the field definitions for the purchase order headers Buying TAB:

* Code – The unique BaaN code, which identifies the person within the suppliers organization who is the customers contact for buying
* Surname – The surname of the supplier contact * Phone – The contacts phone number

* Code – The unique BaaN code, which identifies the address of the suppliers buy from contact
* Line of Business- Suppliers may be grouped together by their type of business. This group is called the line of business
* Area – A supplier may be linked to an area in the world
* Order Discount- Uniparts may receive a special discount from a supplier. If this is true, this field will be populated with the discount percentage
* BP Prices/Disc – Uniparts may receive a special price from a supplier. If this is true, this field will be populated with the discounted price
* BP Texts – This field will display any special texts associated with the supplier

4.2.2.3 Purchase Order Headers – Shipping TAB

Figure 6 Purchase Orders Headers – Shipping TAB

Here are the field definitions for the purchase order headers Shipping TAB:

* Ship From BP – The unique BaaN BP code, which defines the supplier from whom the purchased components will be shipped and the BP description. The ship from supplier may different than the buy from supplier. Although currently, within Uniparts all BP codes, buy from, ship from, invoice from and pay to on a PO are always the same
* Address – The unique BaaN code which identifies the address of the ship from supplier
* Contact – The unique BaaN code, which identifies the person within the suppliers organization who is the customers contact for shipping information

* Delivery Date – The PO Header planned delivery date. This field defaults to the current date when a PO header is created, but may be modified by the user. This is a reference field only and does not affect the delivery date requested from the supplier. The delivery date requested from the supplier can be found on the PO line. When a PO line is created, the PO line planned delivery date is defaulted to the same value as the PO header planned delivery date. However, changing the PO header planned delivery date after the PO lines have been created has no effect on the PO line planned delivery date.
* Conf.Del.Date – The PO Header confirmed delivery date. This field acts the exactly same as the header planned delivery date, except it is for the confirmed delivery date
* Warehouse – This is the warehouse were the supplier must physically deliver the shipment. The address of this warehouse is printed on the PO and sent to the supplier. The warehouse in this field is not the BaaN PO receipt warehouse. The PO receipt warehouse can be found on the PO line. * Carrier – The unique BaaN code that identifies the carrier who has been selected to deliver the PO goods.
* Terms of Del. – The standard BaaN code that describes whether Uniparts or the supplier is responsible (and pays for) the shipment of the PO from the supplier to Uniparts. Here are the most common values:

* Delivery Address- The unique BaaN code, which identifies the address to which the PO goods should be delivered. This field defaults to the address of the warehouse entered on the General TAB, but may be changed by the buyer.

4.2.2.4 Purchase Order Headers – Invoicing TAB

Figure 7 Purchase Orders Headers – Invoicing TAB

Here are the field definitions for the purchase order headers Invoicing TAB:

* Invoice From BP- The unique BaaN BP code, which defines the supplier from whom the PO invoice will created and the BP description. The invoice from supplier may different than the buy from and ship from supplier. Although currently, within Uniparts all BP codes, buy from, ship from, invoice from and pay to on a PO are always the same.
* Address – The unique BaaN code which identifies the address of the invoice from supplier
* Contact – The unique BaaN code, which identifies the person within the suppliers organization who is the customers contact for invoice information

* Order Currency- The currency in which the order is placed. This value is linked to the BP code and is defaulted to the BP value when the PO is created
* Order Currency Rate- The currency exchange rate that is applied to the PO price or PO amount to convert it into the reference currency. This value may not be modified by the buyer and is defaulted from the current exchange rate at the time of the PO creation.
* Rate Factor – A unit that may also be used to convert a value from one currency to another. This value is defaulted at the time of the PO creation and may not be modified by the buyer
* Exchange Rate Type- A unique BaaN code, which identifies which exchange rate type has been used. Within BaaN multiple exchange rate types may be used. Each exchange rate type may have a different exchange rate, one for sales and a different one for purchasing for example. This value defaults at the time of the PO creation and may not be modified by the user * Fixed Rate – A BaaN code, which identifies at which point in time the exchange rate is fixed for this particular PO.
* Country – The BaaN code, which identifies the country of the supplier. The country code is used to assign tax rates etc. This value is defaulted at the time of the PO creation
* Self Billed Invoice- This box determines if Uniparts create an invoice and send it to the supplier, or if the supplier creates an invoice and send it to Uniparts. This value is defaulted at the time of the PO creation
* Tax – If this box is checked, Uniparts must pay tax on the PO. This value is defaulted at the time of the PO creation

4.2.2.5 Purchase Order Headers – Paying TAB

Figure 8 Purchase Orders Headers – Paying TAB

Here are the field definitions for the purchase order headers Paying TAB:

* Pay To BP- The unique BaaN BP code, which defines the supplier to whom Uniparts must pay the PO invoice and the BP description. The pay to from supplier may different than the buy from, ship from and invoice from supplier. Although currently, within Uniparts all BP codes, buy from, ship from, invoice from and pay to on a PO are always the same.
* Address – The unique BaaN code which identifies the address of the pay to supplier
* Contact – The unique BaaN code, which identifies the person within the suppliers organization who is the customers contact for paying information

* Terms of Payment- A BaaN code, which identifies how Uniparts must pay the supplier. This value is defaulted at the time of the PO creation * Late Pmt Surcharge- A BaaN code, which identifies if Uniparts must pay extra money if the payment to the supplier is late. This value is defaulted at the time of the PO creation
* Remittance Agreement- This field is concerned with agreements between sub-contractors and main contractors

4.2.2.6 Purchase Order Headers – Changes TAB

Figure 9 Purchase Orders Headers – Changes TAB

Here are the field definitions for the purchase order headers Changes TAB:

* Acknowledg.Code- A BaaN code, which identifies an acknowledgement type.
* Change Order Seqn- A BaaN code, which identifies a change order sequence type.
* Change Reason – A unique code, which identifies why the PO header has been modified. Users should enter a value here each time they change the PO header.
* Change Type – A unique code, which identifies how the PO header has been modified. Users should enter a value here each time they change the PO header.

* Acknowledg.Code- A BaaN code, which identifies an acknowledgement type on the PO Line
* Change Reason – A unique code, which identifies why the PO header has been modified on the PO line
* Change Type – A unique code, which identifies how the PO header has been modified on the PO line

4.2.3 Purchase Orders Header – NORMAL Order Entry

This description is for the creation of a normal PO, not a return PO.

To start the creation of a purchase order header, select the “new” button from the toolbar

Figure 10 Purchase Orders Header Creation – One

The following screen will appear and the cursor will sit in the Buy From BP field

Figure 11 Purchase Orders Header Creation – Two

Enter the BP code, or zoom to the BP session (using arrow) and select BP code of the supplier the goods are to be purchased from. Push the TAB key to move off the field once a BP code is entered.

The following screen will appear, with the certain fields populated with data:

Figure 12 Purchase Orders Header Creation – Three

At this stage all the necessary fields are populated with data. Next, TAB through each field ensuring that the data is correct. If you wish to enter text into the “Reference” fields, you may do so at this stage. In normal circumstances a buyer doesn’t need to check any of the remaining forms, but only save the order by selecting the “Save” button.

Figure 13 Purchase Orders Header Creation – Four

After selecting the save button, BaaN will create a unique purchase order number for the purchase order header. This number is circled in RED above. The PO header is now complete.

4.2.4 Purchase Orders Header – RETURN Order Entry

The entry of a RETURN purchase order header differs from a NORMAL PO header in the following ways.

After entry of the BP code, TAB down to the Order Type field and change the value to the RETURN order type.

Figure 14 Purchase Orders Header Creation – Five

After entry of the return order type, TAB through the remaining fields adding any Reference data as necessary. For a PO return order it is usual to enter the original PO number for which the return PO is being created to reverse.

NOTE: After the creation of a RETURN purchase order it is always necessary to send an email to the finance department detailing the original (NORMAL) PO number and the return PO number and the reason for the return of the goods. This is necessary to allow finance to match the two PO’s and balance the financial records.

4.2.5 Purchase Orders Header – Maintenance

Do not modify a purchase order header if there exists one or more linked purchase order lines. In fact most PO header fields are greyed out (un-modifiable) if even a single PO line exists.

One exception to this rule, are the three Reference fields. A buyer may maintain these fields at any time, should the need arise.

Figure 15 Purchase Orders Header Maintenance

If no purchase order lines exist, for example, the buyer has just created and saved a header and realised they have used an incorrect BP code, the buyer may maintain the BP code, or any other available field.

4.2.6 Purchase Orders Header – Cancellation

A purchase order header may only be cancelled if no linked purchase order lines exist.

4.2.6.1 Purchase Order Header Text Creation

Prior to the cancellation of a PO header, the user must enter PO header text. The text must describe the reason for the cancellation. PO Header text is entered as follows:

Select the Text button

Figure 16 Purchase Orders Header Text Entry

The following pop up question box will appear. Select Header Text and select OK

Figure 17 Purchase Orders Header Text Selection

If no header text already exists, the following pop up question box will appear. Select Create

Figure 18 Purchase Orders Header Text Creation

After selecting create the following pop up window will appear:

Figure 19 Purchase Orders Header Text Entry 1

Type the required text in to the window as below

Figure 20 Purchase Orders Header Text Entry 2

After the required text has been entered, select file / save.

Followed by save file/exit

Figure 21 Purchase Orders Header Text Save and Exit

4.2.6.2 Purchase Order Header – Cancellation Method

To cancel a purchase order header select the cancel button

Figure 22 Purchase Orders Header Cancellation

The following pop up question will appear. Select the YES button.

Figure 23 Purchase Orders Header Cancellation Pop Up Question 1

If PO lines exist the following pop up question box will appear. In this case, select NO and proceed to the purchase order lines session to cancel each individual PO line if required.

Figure 24 Purchase Orders Header Cancellation Pop Up Question 2

If no PO lines exist, the following screen will appear. The user is brought to this screen in order to allow the entry of change management data. However, We do not use change management for PO headers, therefore, when presented with this screen simply select the save button.

Figure 25 Purchase Orders Header Cancellation Save

After selecting the save button, close the screen by selecting the close button and confirm that the PO header is cancelled by checking the cancellation flag.

Figure 26 Purchase Orders Header Cancellation Verification

4.2.7 Purchase Orders Header – Deletion

Never, in any circumstances, delete a purchase order header.

4.3 Purchase Order Lines

4.3.1 How to Access Purchase Order Lines

To access to the purchase order lines screen either:

i] Select the “Order Lines” button from the PO header detail session

Figure 27 Purchase Orders Lines Selection Method 1

ii] Highlight the PO and select the PO lines button from the menu bar above

Figure 28 Purchase Orders Lines Selection Method 2

4.3.2 Purchase Order Lines – Field Definitions

NOTE: To describe the purchase order line field definitions, an existing purchase order line will be used. However, the description of how to create a purchase order line can be found after the section on field definitions.

The screen below shows a purchase order line. PO lines are not editable here; this screen is only to allow the buyer to view the available lines per PO. These fields will be described first, followed by the detail TABS

Figure 29 Purchase Orders Lines Field Definitions 1

* Order – The PO number. Each PO must posses a unique number which identifies each PO within BaaN

* Buy From BP – The unique BaaN BP code which defines the supplier with whom the PO is placed and the BP description

* Order Bal. – The total value of all the PO lines on the order, in both the purchase currency and Euro
* Open Bal. – The total value of all PO lines, on all orders, for this BP code in Euro
* Crd. Lmt – The value of any credit limit that has been agreed between Uniparts and the supplier
* Pos. – A unique BaaN number on the PO, which identifies the specific PO line. Each PO line has a different position number
* Seq. – A unique BaaN number on the PO line, which identifies how many deliveries have been received against this line. On this screen the value is always zero, but in the PO Line details screen, seen later, it may be greater than zero
* Item – A unique BaaN number, which identifies the goods Uniparts want to purchase from the supplier. This number is Uniparts’s number for the goods, not the suppliers.
* Ordered – The original quantity of the goods ordered from the supplier
* Unit – The unit in which the goods have been ordered. Usually “EA” for single eaches, but may be different occasionally. * Price – The price, in purchase currency, of a single “EA” of the goods

* Cl – Cancelled PO line. If this box is checked, it means the PO line has been cancelled

To access the PO lines TABs, use the right mouse button to double click on the appropriate line.

Figure 30 Purchase Orders Lines TAB Fields Access

4.3.2.1 Purchase Order Lines – General TAB

This is the purchase orders lines General TAB

Figure 31 Purchase Orders Lines – General TAB

Here are the field definitions for the purchase order lines General TAB:

* Position Number- A unique BaaN number on the PO, which identifies the specific PO line. Each PO line has a different position number * Code Item type – A BaaN number, which identifies a particular item code system. An item code system is a group of item codes linked together. The second field is the item code within the item code system this functionality currently not used
* Item – The unique BaaN number, which identifies the goods Uniparts want to purchase from the supplier. The first empty field is the project code. Each item can belong to a project and the first box would contain the project code if there was a linked project * Description – The description of the item in BaaN
* Project – A unique BaaN number, which identifies a project. This field represents the project to which the item is linked * E-Item Revision- A BaaN code, which identifies the revision of the item. Each item may have multiple revisions (each revision may have slightly different characteristics), although it is usual for a purchased item to have only a single revision
* Ordered – The quantity of the goods ordered and the unit of purchase quantity. The unit will default to the standard purchase unit for the item and should not usually be modified by the buyer. The buyer must insert a quantity
* Price – The price of a single unit of the goods to be purchased. This field may default to the contract price, if one exists, or the buyer may be required to enter a price
* Amount – This field is the vale of the PO line and is defaulted to the price multiplied by the quantity. This may not be modified by the buyer
* Ariba Sup PartNo- The unique Ariba number, which identifies the part within the Ariba system

* Cancelled – Cancelled PO line. If this box is checked, it means the PO line has been cancelled

* Std Description – Defines if a non standard description should be used. This field defaults to yes and should not be changed
* Order Line Text- If the buyer has entered PO line text, this field will be checked to signify that text exists
* Split Delivery Lines- If this box is checked, the buyer is allowed to select PO line details and to create split delivery quantities for a single PO line.

4.3.2.2 Purchase Order Lines – Purchasing TAB

This is the purchase order lines Purchasing TAB

Figure 32 Purchase Orders Lines – Purchasing TAB

Here are the field definitions for the purchase order lines Purchasing TAB:

* Price – The price of a single unit of the goods to be purchased. This field may default to the contract price, if one exists, or the buyer may be required to enter a price
* Matrix Definition- Not used
* Discount Percentage- The percentage value of the PO line amount that the supplier will reduce the amount to be paid by
* Line Disc Amnt- A specific amount that the supplier will reduce the PO line price by
* Total Disc Amount- The total discount to the PO line amount * Total Net Amount – The total value of the PO line after all discounts have been applied
* Order Date – The date the PO line was created for manual orders. This value defaults to the current date, but may be changed by the buyer prior to saving the record.
* Ord Confirm Date- The date the confirmed delivery date was entered in the PO line
* Discount Code – A BaaN code that identifies a pre-determined amount of discount to be applied to the PO line amount. The buyer should not modify this value
* Determining – If this box is checked, the PO line is included in the calculation for the total order discount amount. The buyer should not modify this value
* Eligible – If this box is checked, any PO discounts are applied to the PO line. The buyer should not modify this value
* Vendor Rating – If this box is checked the PO line will be included in the supplier performance calculations, on time delivery etc

4.3.2.3 Purchase Order Lines – Shipping TAB

This is the purchase orders lines Shipping TAB

Figure 33 Purchase Orders Lines – Shipping TAB

Here are the field definitions for the purchase order lines Shipping TAB:

* Warehouse – This value represents the receipt warehouse in BaaN. This is not the warehouse to which the supplier must deliver the goods, but the BaaN or system warehouse in to which the goods will be placed after a PO receipt in BaaN. This value defaults to the value of the warehouse on the Item purchase data. The buyer my change this warehouse, but must be careful to ensure the new warehouse is linked to the correct finance company. A single PO may have many PO lines, each with a different PO line warehouse
* Del address – The BaaN code, which identifies the address of the PO line warehouse. This address is not printed on the PO

* Planned Del Dt – This is the date upon which Uniparts initially request the goods to arrive at the delivery address. This is the date, which is sent to the supplier as the first delivery request date. Once entered and sent to the supplier, this date should not be changed
* Order Confirm Date- The date the confirmed delivery date was entered in the PO line
* Rec Qty – The first quantity received against this PO line. If there were further partial receipts of this PO line, this field does not change. This field always shows the quantity received on the first receipt, not the total of all partial receipts for the PO line

* Carrier – The unique BaaN code that identifies the carrier who has been selected to deliver the PO goods.

4.3.2.4 Purchase Order Lines – Invoicing TAB

This is the Purchase Order Lines Invoicing TAB

Figure 34 Purchase Orders Lines – Invoicing TAB

Here are the field definitions for the purchase order lines Invoicing TAB:

* Item – The unique BaaN number, which identifies the goods Uniparts want to purchase from the supplier * Price – The price of a single unit of the goods to be purchased
* Invoice Number- If the purchase order has been delivered or partially delivered and finance have matched the supplier invoice with the PO, the invoice number will appear here

* Amount – This field is the value of the PO line and is defaulted to the price multiplied by the quantity

* Tax Code – This field determines the tax code, which is applied to the PO line amount. This field will be defaulted and should not normally be changed by the buyer

4.3.2.5 Purchase Order Lines – Receiving TAB

This is the purchase Order Lines Receiving TAB:

Figure 35 Purchase Orders Lines – Receiving TAB

Here are the field definitions for the purchase order lines Receiving TAB:

* Item – The unique BaaN number, which identifies the goods Uniparts want to purchase from the supplier

* Lot Selection – This field determines if the receipt should be performed for a specific lot. A lot is a method of identifying a specific group of goods from another group of goods with the same item code. * Lot – The BaaN code, which identifies the lot.
* Posting Status – This field determines if the inventory update is associated with a main item or the component. Do not change this field. this functionality currently not used
* Received Qty – The first quantity received against this PO line. If there were further partial receipts of this PO line, this field does not change. This field always shows the quantity received on the first receipt, not the total of all partial receipts for the PO line
* Release Date – The date upon which the PO line may be released to the BaaN warehouse module so that the BaaN receiving session can see the PO line to execute a PO receipt. This value is defaulted to the current planned delivery date. The release to warehouse BaaN session is set up to release PO’s to the warehouse module one week prior to the planned receipt date or release date
* Confirmed Dl Dt- The date, upon which the supplier has confirmed they will deliver the goods. Once entered this must not be changed (Uniparts policy)
* Changed Del Dt- If any change is required to a suppliers confirmed delivery date, the new delivery date must be entered in the changed delivery date field, not the confirmed delivery date field
* Inspection – If the item has been identified elsewhere in BaaN as an inspection item, this box will be checked. An inspection indicates that at the point of receiving the goods must be inspected prior to be placed into the warehouse

4.3.2.6 Purchase Order Lines – Inventory TAB

This is the purchase Order Lines Inventory TAB:

Figure 36 Purchase Orders Lines – Inventory TAB

This screen is purely for information. The buyer is not allowed to change any of the values displayed: Here are the definitions for the fields on display:

* On Hand – The current level of inventory of the PO line item in the PO line delivery warehouse.
* On Order – The current level of inventory for the PO line item, which is due to be received into the PO line delivery warehouse, i.e. other PO’s
* Allocated – The current level of inventory of the PO line item in the PO line delivery warehouse, which is planned to be used on another order, i.e. a production order issue
* Committed – The current level of inventory of the PO line item in the PO line delivery warehouse, which is committed to be used on another order, i.e. an outbound order

THE NEXT FOUR FIELDS ONLY EVER CHANGE WITH THE FIRST RECEIPT AGAINST THE PO LINE, IF FURTHER RECEIPTS ARE PERFORMED AGAINST THE PO LINE, THESE FIELDS WILL NOT CHANGE

* Received Qty – The first quantity received against this PO line.

* Backorder Qty – If the first receipt for this PO line was a partial receipt, this field will display the remaining quantity to be delivered after the first receipt
* Approved – This field displays the quantity from the first receipt, which passed inspection. If no inspection was required, this field is the same as the first receipt quantity

THE NEXT TWO FIELDSARE UPDATED EACH TIME A RECEIPT IS MADE AGAINST THE PO LINE. THESE TWO FIELDS DISPLAY THE TRUE TOTAL RECEIPT AND BACKORDER QUANTITY OF THE PO LINE

* Effective Received- This value is the total quantity of goods received for this PO line
* Effective Backorder- This field is the current backorder quantity

4.2.3.7 Purchase Order Lines – Project TAB

This is the purchase Order Lines Project TAB:

Figure 37 Purchase Orders Lines – Project TAB

Here is the field definitions for the Purchase Order Lines Project TAB

* Project – A unique BaaN number, which identifies a project. This field represents the project to which the item is linked.

4.2.3.8 Purchase Order Lines – Finance TAB

This is the purchase Order Lines Finance TAB

Figure 38 Purchase Orders Lines – Finance TAB

Here are the field definitions for the Purchase Order Lines Finance TAB

* Ledger Account – A value in this field will override the standard BaaN ledger account and place the financial transaction in the ledger account in this field
* Cost Center – A value in this field will override the standard BaaN dimension 1 and place the financial transaction in the dimension 1 in this field
* Customer Project- A value in this field will override the standard BaaN dimension 2 and place the financial transaction in the dimension 2 in this field
* Market Segment – A value in this field will override the standard BaaN dimension 3 and place the financial transaction in the dimension 3 in this field
* Not Used – not used
* Not Used – not used

4.2.3.9 Purchase Order Lines – Changes TAB

This is the purchase Order Lines Changes TAB

Figure 43 Purchase Orders Lines – Changes TAB

Here are the field definitions for the Purchase Order Lines Finance TAB

* Acknowledg.Code- A BaaN code, which identifies an acknowledgement type.
* Change Order Seqn- A BaaN code, which identifies a change order sequence type.
* Change Reason – A unique code, which identifies why the PO line has been modified. Users should enter a value here each time they change the PO line
* Change Type – A unique code, which identifies how the PO line has been modified. Users should enter a value here each time they change the PO line

Example of change reason code:

Figure 39 Change Reason Code

4.3.3 Purchase Orders Lines – Order Entry

To start the creation of a purchase order line, select the “new” button from the toolbar

Figure 40 Purchase Orders Lines – Creation Selection

The following screen will appear and the cursor will sit in the position number field

Figure 41 Purchase Orders Lines Data Entry – ONE

BaaN automatically defaults the correct sequence number. A buyer should not change this value, but simply tab to the next field.

For normal PO entry, select the tab key three times until the cursor sits in the second Item field. Note the first Item field is for entering a project code.

Figure 42 Purchase Orders Lines Data Entry – TWO

From the Item field the buyer may manually type the item code, or select the zoom facility. If the zoom facility is selected Item purchased data session appears. With Find button search for the item, than highlight it and select OK.

Figure 43 Purchase Orders Lines Item Selection 1

Figure 44 Purchase Orders Lines Item Selection 2

After selecting OK on either of the two zoom sessions, the chosen item code will be returned and displayed in the PO lines Item field, as below:

Figure 45 Purchase Orders Lines Item Selection 3

Next, Tab through the fields Project and E-Item Revision to put the cursor in the unit of measure field.

Figure 46 Purchase Orders Lines Unit of Measure

The fields Project and E-Item Revision all default to the correct values and should not normally be modified by the buyer.

The unit of measure field is extremely important. This field will default to the value in the item purchase master data table and should not normally be modified by the buyer.

The most usual value for this field is “EA”, meaning one each or a single unit. However, occasionally this field may contain a different value, “PK” for pack or “RL” for roll or “CM” for centimeters for example. Extreme care must be taken with this value, if a non “EA” value can be seen in this field, the buyer MUST double check the quantity to ensure that the quantity ordered is based upon the correct purchase unit.

For example, if the ordered quantity is 10,000 and the unit is “PK”, this means that 10,000 packs have been ordered, where a pack may contain 100 each, giving a total ordered quantity of 1,000,000 each.

After validating the unit field, tab to the next field, which is the ordered quantity and enter the quantity required, as below:

Figure 47 Purchase Orders Lines Ordered Quantity

The ordered quantity field will default to the minimum order quantity from the item ordering master data. The buyer may modify this field to the required quantity. However, the buyer may not enter a value less than the minimum order quantity without first receiving permission from the supplier. The minimum order quantity has been agreed with the supplier and Uniparts’s prices are based upon Uniparts not ordering less than this quantity.

After entering the ordered quantity, use the tab key to move to the Price field. If Uniparts has agreed a contract price with the supplier for this particular item, then the following pop up message will appear, and the price will default to the agreed contract price.

Figure 48 Purchase Orders Lines Linked Purchase Price Contract

The buyer must not change a contract price unless prior agreement has been obtained from the supplier. If no contract price exists, the buyer must enter a price, as below:

Figure 49 Purchase Orders Lines Purchase Price

The price is the last field to be entered on this screen.

Select the shipping TAB, as below, and ensure that the Warehouse field contains the correct value.

Figure 50 Purchase Orders Lines Receipt Warehouse

The warehouse value on the purchase order line is the warehouse in to which the goods will be received in BaaN. In the case above, after a PO receipt, 1,000 ea of the item “YENMRO0000000001” will be present in the warehouse “BUR002″.

The warehouse above is not the warehouse, to which the supplier must deliver the goods, although it may be the same, this is purely an internal value for BaaN.

The next important field is the planned delivery date. The tab key must be used to move to this field.

Figure 51 Purchase Orders Lines Planned Delivery Date

This field will default to the planned delivery date from the PO Header, but this is usually the current date. When entered, this date must not be within the lead-time of the supplier. For example, if the supplier lead-time is six weeks, do not enter a date only four weeks in the future. The one exception to this is if prior agreement has been obtained from the supplier.

After a planned delivery date has been entered, the record must be saved. Right mouse click on the save button.

Figure 52 Purchase Orders Lines Save

The purchase order line is now complete. After saving, select close and verify that the PO line is visible in the PO line screen, as below:

Figure 53 Purchase Orders Lines Creation Verification

The next step is to print the PO.

Printing a PO is one of the stages of a purchase order life cycle.

4.3.4 Purchase Orders Lines – RETURN Order Entry

The entry of a PO return order line is exactly the same as the entry of a normal PO line. The only exception is that the quantity field value will always change to a negative value automatically.

Figure 54 Purchase Orders Lines Return Order Entry

The price and the warehouse functions remain as they do for a normal PO line entry. However, care must be taken with the warehouse, because this now becomes the ship from warehouse. That is the warehouse from which the shipping department will ship the goods back to the supplier.

Before entering a warehouse on a return PO line, the buyer must confirm the correct ship from warehouse with the shipping dept.

4.3.5 Purchase Orders – Life Cycle

The following chart details the life cycle of a purchase order:

Figure 55 Purchase Orders Life Cycle

From the above flow chart it can be seen that after the purchase order creation there are several steps in a PO life cycle.

* Print purchase orders – every PO line must be printed after creation If the buyer creates a manual PO line or transfers a PO line from the workbench, it is the buyers responsibility to print it

* Release to warehouse – this action allows the warehouse staff to see the PO line in their BaaN screens, and hence make a PO line receipt. The buyer need not perform this action, since it occurs automatically every hour within BaaN

* Awaiting receipts – this means that the PO line is available in warehousing, but that a receipt has not yet been performed

* Process delivered purchase orders – this means that the PO line has been received by warehousing and is closed

* Deleting line – This means that the PO line has been delivered, is closed and has been processed by finance

The buyers may verify the PO line status in the BaaN session ” Purchase Order Lines Overview”.

Figure 56 Where to Find Purchase Order Lines Overview

The PO line status can be found on screen 3, as below:

Figure 57 Purchase Order Lines Overview

This session shows the status of each purchase order line.

4.3.6 Purchase Orders Lines – Printing

There are several methods by which a buyer may print a purchase order line in BaaN, but be aware there is a difference between printing PO line information and actually printing a PO line.

Below can be found the three methods for printing a PO line and hence changing the PO line status.

4.3.6.1 Print Purchase Order Lines – Option One

On the menu select the session “Print Purchase Orders”:

Figure 58 Where to Find Print Purchase Order Lines – Option One

The following screen will appear:

Figure 59 Print Purchase Order Lines – Option One

Data must be entered in to the three fields circled in RED :

* Purchase Order – enter the number of the PO to print
* Order Line Types to Print – Ensure this field says All Lines

After the required fields have been populated, right mouse click on the Print button to complete the printing operation.

Figure 60 Select Report Purchase Order layout

Figure 61 Select Device

Figure 62 Device Data

4.3.6.2 Print Purchase Order Lines – Option Two

Option two is available from the PO header session.

Highlight the PO that is to be printed and select the print button on the top menu bar

Figure 63 t Purchase Order Lines – Option Two

The following pop us question box will appear. Select the second option Print Purchase Orders, the first option is just for printing information, not for changing the PO line status.

Figure 64 Print Purchase Order Lines – Option Two Selection

Select Print Purchase Orders and than OK and the same screen as in Figure 65 Print Purchase Order Lines – Option One, will appear. Follow the same procedure as option one to print the PO lines.

4.3.6.3 Print Purchase Order Lines – Option Three

Option three is available from the PO lines session.

Select the print button on the top menu bar. Note, no lines need be highlighted

Figure 66 Print Purchase Order Lines – Option Three

After selection the following pop up question box will appear:

Figure 67 Print Purchase Order Lines – Option Three Selection

Highlight the Print Purchase Orders option and select OK. The same screen as in Figure 68 Print Purchase Order Lines – Option One, will appear. Follow the same procedure as option one to print the PO lines.

4.3.7 Purchase Order – Release to Warehousing

This session prepares the Warehouse to receive the goods when they arrive. Releasing orders to Warehousing allows orders to be processed and received. When the Warehouse procedure is complete, BaaN will allow the Purchase Order to continue.

There are 2 sessions which can be used to Release to warehouse a purchase order.

4.3.7.1 Purchase order line status, Release to Warehousing

1 \\Baan Order Management\ Purchase Control\ Purchase Orders\ Purchase order line status, Release to warehousing

Figure 69 Purchase Order line status, Release to Warehousing

By using this session you can release (manually) to warehousing line by line a PO.

Figure 70 Purchase Order line status, Release to Warehousing before release

The Pos 30 from the PO RO1000039 have been released to warehousing and will disappear from the session. See below.

Figure 71 Purchase Order line status, Release to Warehousing after release

4.3.7.2 Release to Warehousing (batch)

1 \\Baan Order Management\ Purchase Control\ Purchase Orders\ Release to Warehousing (batch)

Figure 72 Release to Warehousing (batch)

This session is used to Release to warehousing a range of POs.

Figure 73 Release to Warehousing – specific POs

Here you can specify the PO’s range which doesn’t have to be in a sequence.

In both cases, if an order is released to BaaN Warehousing, a warehouse order is created. Without an warehouse order , BaaN warehousing cannot print documents and receive the ordered goods.

4.3.8 Purchase Order Lines – Maintenance

Each time a change is made to a PO line, a change code must be entered. If the price, ordered quantity or warehouse fields is changed, PO line text must also be created to detail the reason for the change.

If a buyer attempts to save a changed line without first entering a change code, the following pop up question box will appear:

Figure 74 Purchase Order Lines Change Code Request

Press No.

If this box appears, follow the instruction in the change code entry section of this document.

4.3.8.1 Purchase Order Lines – Change Code Entry

Select the Change TAB on the PO line screen, as below:

Enter the relevant values in the two fields circled in RED

Figure 75 Purchase Order Lines Change Code Entry

Change Reason Code:

Change Types:

4.3.8.2 Purchase Order Lines – Text Entry

PO Line text is entered as follows:

Select the Text button

Figure 76 Purchase Orders Line Text Entry

If no line text already exists, the following pop up question box will appear. Select Create

Figure 77 Purchase Orders Line Text Creation

After selecting create the following pop up window will appear:

Figure 78 Purchase Orders Line Text Entry 1

Type the required text in to the window as below

Figure 79 Purchase Orders Line Text Entry 2

After the required text has been entered, select file / save. Followed by file / exit

Figure 80 Purchase Orders Line Text Save and Exit

4.3.8.3 Purchase Order Lines – Field Changes

Once a PO has been sent to the supplier, no changes may be made to the PO line without the prior agreement of the supplier. If however, the PO has not yet been sent to the supplier, the buyer may change fields as required.

The main fields available for change are as follows:

* Ordered Quantity – This value may be changed by the buyer

* Price – This value may be changed by the buyer, although be extremely careful if there exists a contract price

* Warehouse – This value may be changed by the buyer

* Delivery Dates – refer to the next section on delivery date confirmation

The buyer must not change any of the other fields on a PO line.

4.3.6 Purchase Order Lines – Delivery Date Confirmation and Maintenance

There are three delivery date fields on a BaaN PO line:

* Planned Delivery Date – This field must not be changed once the PO has been sent to the supplier. This field represents Uniparts’s original requested delivery date and is important for future delivery date comparison purposes

The confirmed delivery date and changed delivery date fields can be seen below:

Figure 81 Purchase Orders Line Confirmed and Changed Delivery Date Fields

* Confirmed Delivery Date – This field must only be used upon the receipt of the suppliers initial confirmed delivery date. Once the supplier has confirmed the delivery date and the value has been entered in to this field, it should not be changed. Any further changes to the confirmed delivery date must be entered in to the changed delivery date field

* Changed Delivery Date – This field is to be used to maintain any subsequent delivery date changes after the initial confirmed delivery date has been received. This field my be changed as many times as is necessary

Any changes made by the buyer to the confirmed delivery date field after a changed delivery date has been entered will not be seen by MRP or the rest of BaaN.

There is a fourth delivery date field on a PO line; Current Planned Delivery Date, but the field is not visible to the user. This field stores the real planned delivery date that is the delivery date used by MRP and the rest of BaaN to know when the goods are arriving.

The current planned delivery date field takes the value of one of the three fields below

* Planned delivery date
* Confirmed delivery date
* Changed delivery date

The logic, which is used to populate the current planned delivery date, is as follows:

If the exists a changed delivery date

* Current planned delivery date = changed delivery date

If there does not exists a changed delivery date and there exists a confirmed delivery date

* Current planned delivery date = confirmed delivery date

If there does not exist both a changed and confirmed delivery date

* Current planned delivery date = planned delivery date

From this logic it can be seen that it is very important not to change the confirmed delivery date, but to make all delivery date changes in the changed delivery date field.

4.3.9 Purchase Order Lines – Line Cancellation

Prior to canceling a PO line, the buyer must enter the change codes as described in section 4.3.7.1 – Purchase Order Lines – Change Code Entry

To cancel a PO line, select the cancel button as below:

Figure 82 Purchase Orders Line Cancellation Selection

After selecting cancel line, the following pop question box appears. Select OK to continue with the cancellation:

Figure 83 Purchase Orders Line Cancellation Question

If the buyer has forgotten to enter a change code, the following pop up message box will appear. Select no and go to the changes TAB and enter the correct change codes.

Figure 84 Purchase Orders Line Cancellation Missing Change Type

If change codes already exist on the PO line, but they are for the wrong type of change (a previous delivery date confirmation for example) the following pop up message box will appear. Select OK and go to the Changes TAB and enter the correct change codes

Figure 85 Purchase Orders Line Cancellation Change Type

Figure 86 Purchase Order Lines Changes

After entering the correct change codes, the PO line may be cancelled.

After the cancellation, return to the main PO line screen and verify that the PO has been successfully cancelled

Figure 87 Purchase Orders Line Cancellation Confirmation

4.3.10 Purchase Order Lines – Line Deletion

Never, under any circumstances, must a PO line be deleted!

4.4 Planned Transactions

The purchase order header and lines sessions contain a lot of data, a lot of which is irrelevant for the buyer. Therefore, there is a quick and easy to use session in BaaN which shows exactly by item, which PO’s, for what quantities and upon which dates they are due for delivery.

The session is called “Planned Inventory Transactions by Item”. This session is the MASTER for all planned transactions. Whenever an order, of any type, is created for an item, an entry is created in this session.

The session can be found on the menu as follows:

Figure 88 Where to Find the Planned Inventory Transactions by Item Session

The following screen will appear:

Figure 89 Planned Inventory Transactions by Item

There are several key fields on this screen:

* Item – The item code of the manufactured or purchased part

* On Hand – The current stock on hand of the item in all warehouses

* Transaction Date- The date the order is planned to be executed

* Order Type – The type of order. Common types to be seen here are:

o Purchase Order

o Production Order

o Sales Order

o Transfer Order

* Order Number – The BaaN order number

* Pos. – The order position or line number

* Warehouse – The warehouse within which the transaction is planned to occur

* Trans Type. – IMPORTANT. This field identifies if the transaction is a requirement or a supply:

o “Planned Issue” is a requirement, a component is required to build a production order for example

o “Planned Receipt” is supply, a component is due to be received on a purchase order for example

* Planned Quantity – The quantity of the item on the transaction

* Expected Inventory- The projected stock on hand value for the item after the transaction has occurred

* Business Partner –

This session is the MASTER of all BaaN transactions. If the order cannot be seen in this session, it is not going to happen.

4.5 Inventory Levels

A buyer may want to confirm the exact level of inventory of a component. There are several sessions available in BaaN for this.

The most useful is:

* Inventory by Item and Warehouse

The session can be found on the menu as follows:

Figure 90 Where to Find the Inventory by Item and Warehouse Session

The following screen will appear:

Figure 91 Inventory by Item and Warehouse

This session details the current inventory levels of the item. There are several key fields, explained below:

* Whr – The warehouse in which the inventory is stored
* Warehouse Type- This value determines the type of warehouse. The most common values are:

* Normal – As the name implies, this is a normal warehouse where no special rules apply. It is used for storing goods * Work in Progress- This warehouse is usually associated with production and is used to store inventory just prior to it being consumed on a production order
* Consignment (not owned) – As the name implies, inventory in this warehouse is not owned by Uniparts, but by the supplier. Uniparts takes inventory from this warehouse as and when they require it. At the time the inventory is moved out of the consigned warehouse to a Uniparts owned warehouse, it must be paid for

* Inventory on Hand – The quantity of the item stored in the warehouse * Inventory on Hold – The quantity of the item in the warehouse, which is blocked and cannot be used. Blocking may occur for inspection purposes or for cycle count purposes
* Inventory on Order – The quantity of the item, which is expected to be received into the warehouse
* Allocated Inventory – The quantity of the item, which is required for use, typically on a production or sales order. This value is a “soft” allocation, which means an order exists that requires this inventory, some time in the future
* Economic Stock- The quantity of the item, which is available once all the demand and supply has been netted out
* Unit – This is the unit in which BaaN stores the inventory. This unit may not necessarily be the same as the purchase unit or the production unit

Each entry in this session can be expanded to show more detail. By double mouse click on the line. The following screen will appear:

Figure 92 Inventory by Item and Warehouse – Detail One

This screen shows much more detail about the inventory in the particular warehouse. In particular the buyer can see why the inventory is on hold, why it is allocated, etc

There is a second screen to the detail level information:

Figure 93 Inventory by Item and Warehouse – Detail Two

This screen shows such information as the MAUC value. MAUC stands for Moving Average Unit Cost and is an inventory valuation method based on average price of inventory. MAUC is calculated by combination of warehouse and item.

4.6 Transaction History

A buyer may want to confirm the exact details of a purchase order receipt. The best session to use is the “Inventory Transactions by Item and Warehouse” session.

This session stores history about every transaction that ever occurred in BaaN, including purchase order receipts.

The session can be found on the menu as follows:

Figure 94 Where to Find Inventory Transactions by Item and Warehouse Session

The following screen will appear:

Figure 90 Inventory Transactions by Item and Warehouse

There are several key fields on this screen:

* Item – The item code of the manufactured or purchased part

* Warehouse – The warehouse within which the transaction occurred

* Transaction Date- The date upon which the transaction occurred

* Order Type – The type of order. Common types to be seen here are:

o Purchase Order

o Production Order

o Sales Order

o Transfer Order

o Adjustment/Cycle count

* Trans Type. – IMPORTANT. This field identifies if the transaction is a requirement or a supply:

o “Planned Issue” is a requirement, a component is required to build a production order for example

o “Planned Receipt” is supply, a component is due to be received on a purchase order for example

* Order Number – The BaaN order number

* Pos. – The order position or line number

* Warehouse – The warehouse within which the transaction is planned to occur

* Quantity – The quantity of the item for which the transaction was executed

The session shows the item transaction history by warehouse. This session should be used to see exactly what happened to a purchase order.

If the right mouse button is used to double click on a particular line, a new screen appears, as below:

Figure 95 Inventory Transactions by Item and Warehouse – Detailed

Within this screen the buyer can see even more details about the transaction. The buyer can see:

* The inventory level after the transaction
* The BaaN user who executed the transaction

4.7 Purchase Order Receipts

After a purchase order receipt, the some of the data on the PO line changes, depending upon the type of receipt; complete or partial.

4.7.1 What Happens to a Purchase Order Line After a Complete PO Receipt

Below can be found screen shots of various sessions before and after a PO receipt, with included comments, where necessary:

The purchase order line.

Figure 96 Purchase Order Line Receipt Example

PO Line General TAB before and after receipt:

Figure 97 Purchase Order Line General TAB – Pre Receipt

Figure 98 Purchase Order Line General TAB – Post Receipt

The only major difference between these two entries is the fact that the screen after the receipt is grayed out and cannot be modified.

Purchase Order Lines Inventory TAB before and after:

Figure 99 Purchase Order Line Inventory TAB – Pre Receipt

Figure 100 Purchase Order Line Inventory TAB – Post Receipt

As can be seen above, various values have changed:

* On Hand – increased
* On Order – decreased
* Received Qty – increased
* Approved – increased
* Effective Received- increased

Planned Inventory Transactions session before and after:

Figure 101 Planned Inventory Transactions – Pre Receipt

Figure 102 Planned Inventory Transactions – Post Receipt

As can clearly be seen, in the post receipt screen shot, the planned PO receipt is not visible. The PO receipt is no longer planned, it has occurred.

Inventory by Item and Warehouse before and after:

Figure 103 Inventory by Item and Warehouse – Pre Receipt

Figure 104 Inventory by Item and Warehouse – Post Receipt

As can be seen above, various values have changed:

* Inventory On Hand – increased
* Inventory On Order – decreased
* Economic Stock – no change

Purchase Order Lines Overview before and after:

Figure 105 Purchase Order Lines Overview – Pre Receipt

Figure 106 Purchase Order Lines Overview – Post Receipt

As can be seen above, the status has changed from “Awaiting Receipts – Warehouse” to “Process Delivered Purchase Orders”

Inventory transaction history before and after:

Figure 107 Inventory Transactions by Item and Warehouse -Pre Receipt

Figure 108 Inventory Transactions by Item and Warehouse -Post Receipt

As can be seen above, after the PO receipt, an entry appears in the history session showing the receipt.

4.8 Purchase Order Backorders

In the previous section, it was explained what the impact of a partial PO receipt is upon several BaaN sessions. In this section, PO backorder handling will be expanded to complete the picture.

After the initial creation of a PO line, but before any receipt, there exists a single PO line with a sequence number 0. After each subsequent partial receipt, a new PO line record with a different sequence number is created.

4.8.1 How to Access the Purchase Order Backorder Screens

To view each the available sequenced PO line records, highlight the PO line and select specific and details, as below:

Figure 118 Where to Find the Purchase Order Line Details

Upon selection, the following screen will appear:

Figure 109 Purchase Order Line Details

This screen displays all the available PO line sequences. In the above example a single partial receipt has been executed and hence, there are two sequences; the original PO line (sequence 0) and the backorder PO line (sequence 1)

Double clicking on sequence 0 will result in the details for sequence one being displayed, as below:

Figure 110 Purchase Order Line Details – Received Sequence

As can be seen, none of the fields are editable. This is because the sequence has already been received. Whereas the screen below, which is the second sequence, is editable, since this has not been received yet..

Figure 111 Purchase Order Line Details – Non Received Sequence

4.8.2 How to Use the Purchase Order Backorder Screens

The purchase backorder screens or Purchase Order Line Details are used to maintain delivery data concerning the remaining quantity to be delivered on the specific PO line.

Fields that may be modified by the user include:

* Confirmed Delivery Date – The buyer may enter a value in this field if they have obtained a new confirmed delivery date for the remaining delivery quantity from the supplier. There may have been a confirmed delivery date on the original PO line, but this date does not apply to the backorder, since the supplier has already missed the delivery date for this quantity.
* Changed Delivery Date- The buyer may also enter a value in this field, if they wish to change the confirmed delivery date. The same rules apply here as apply to the delivery date fields on the original PO line. Only one entry in the confirmed delivery date field, and any subsequent changes must be applied to the changed delivery date field
* Ordered – The buyer, may, after consultation with the supplier, change the order quantity. This ordered quantity is the value of the backorder; it is not the original ordered quantity.
* Warehouse – This value may also be changed by the buyer, if necessary

A backorder may be cancelled using the same procedure as for a normal PO line, which can be found in section 4.3.8 Purchase Order Lines – Line Cancellation

4.8.3 Purchase Order Backorder Problem Solving

Occasionally, a PO line receipt will be executed incorrectly. This may result in unusual data in the PO line screen.

A common error is where all the screens; Planned inventory transactions, Inventory by Item and Warehouse, Inventory Transactions by Item and Warehouse show that there has been a receipt, but the buyer is unable to access the PO line details screen.

This error occurs when the receiving is incomplete; usually the final receipt flag on the receipt record has not been checked. In this case, the receiving department must be contacted and requested to check the final receipt flag on the receipt record.

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BaaN ERP Purchase Order Processing Training Manual

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