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  13. Manually enter a purchase...

Manually enter a purchase order

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The following describes an ordinary purchase, without VAT, to be stocked in the main warehouse. The item in this example is under time axis control.

  1. Select the Work with purchase orders menu item.
  2. You access Work with purchase orders, Header view. Click Add.
  3. You access Purchase order maintenance. Complete the following mandatory fields:
    4. Handler
    Supplier number
    Order type
    Port

    Note that this Port field is only displayed if the TODPORT (Print TOD/port information) function is activated in the Function control file, and is a mandatory entry. This Port of dispatch information can be changed on the purchase order header, but the update will not apply to existing open purchase order lines with status less than 60 (as well as not deleted), and you will be flagged with a warning. The Port of dispatch description will be printed on the Purchase order document together with the terms of delivery information.

    You can fill in the other fields now or later. If you do not complete them now, the system retrieves the information for these fields from various places in the system.

    You have two options from which to choose when defining the Order number. You can:

    • Manually enter an order number that is outside the limits of the series for automatic numbering of purchase orders.
    • Leave the field blank. The system automatically retrieves the number by taking the next valid number in the number series for purchase orders.

    Click OK.

  4. You access Add lines where you enter the purchase order lines for the purchase order. You have the following alternatives when adding the items for the order lines:
    1. Enter an item code in the Item/Assortment field or click the window prompt to select the applicable item from the Item file. This is described in the instructions below.
    2. Click the Fast entry function key to access the Fast entry panel where you can quickly add/maintain several order lines at the same time. Note that no warning messages will be displayed while adding lines via Fast order entry.
    3. Enter a matrix base item code that holds the items in an item matrix in the Item/Assortment field and click OK. See Add/Change purchase order lines for items in an item matrix for the instructions.
    4. Enter an assortment id in the Item/Assortment field and click OK. See Retrieve an item assortment to a purchase order for instructions.

    For alternative one, complete the following fields:

    Item/Assortment
    Enter an item code from the Item file.
    Quantity
    Enter the quantity to purchase, per purchase unit.
    Unit
    Optional entry. If you leave the field blank, the system retrieves the default purchase unit from the Item file/Supplier information panel.

    The system automatically defaults the following fields which you can change:

    Trpt
    The transport time is defaulted from the Supplier transport time table.
    Disp date
    The dispatch date is the date this order will be shipped from the supplier. The system automatically calculates this by using the following:
    Today’s date + your Administration time + Supplier’s lead time
    Req date
    You can enter the requested date for when the purchase order should be delivered from the supplier. If you leave this field blank, the dispatch date is defaulted.
    Price
    If you leave the field blank, the system searches for the valid price (see Retrieval of purchase order line price). Otherwise, manually enter a price for the purchase order line. The price you enter will override any other price parameters defined for the item.

    You can leave all other fields blank.

    Click OK to update the purchase order line.

    Catch weight handling
    If the order line is defined with an order type with a direct reception and it was flagged for Catch weight handling, you will access the Catch weight entry panel where you must enter the catch weight quantity for the order line. The Quantity to add field displays the quantity that must be reported. Multiple catch weights can be entered for one order line, allowing you to have a separate weight for each individual item. All catch weights are then accumulated to be the price unit quantity for the order line and will also be used to re-calculate the order line value. As you report the quantity, the quantity in the Quantity to add decreases and the quantity in the Total actual qty and Total CW quantity fields increases. If a variance limit percentage range was set up for the item/purchase unit that is under catch weight handling, and the entered catch weight quantity exceeds the variance range limit that is set up, you will access the Override allowed CW variance panel where you must enter your signature ID and the security code for the signature to accept the exceeding quantity and continue with catch weight entry. When the entire quantity has been reported, click the Confirm catch weight function key to confirm the entered catch weight quantity(ies). A validation will be performed to check that catch weight has been entered for the entire quantity.

  5. You remain on the Order lines panel (or return to this panel after confirming any catch weight quantities). Note: If there are any errors for the new order line, the system prompts the Order line, main info panel, highlights the errors and displays a message. To add more lines you can repeat the same procedures.

    6. Add text lines
    Text lines can be defined for both individual lines and for the whole order. In DC1 a general text editor is used in most programs where text can be entered. For detailed information about the Text Editor, see About working with texts in the Text Editor.

    The following steps describe how to define text for an individual line.

    1. Select the order line for which you want to define text and click Text.
    2. You access the Edit text panel. Enter the text and then click the Text set function key to define on which documents the text should be printed.
    3. A window is displayed asking if you want to save the text. Leave YES and click OK.
    4. You access the second Edit text panel. The text entered is automatically assigned a text set number, shown below the Set column heading. If only one text is defined on an order line, only one text set exists for the line, i.e. text set number 1. Select the applicable text set and click the Documents function key to define on which documents the text should be printed.
    5. You access the third Edit text panel. Every document is set to YES by default, meaning the text will be printed on all documents (i.e. Purchase order document, Reception note, Quality control note, MDC Pick list and MDC Transport note). Inactivate the documents on which the text should not be printed. Click OK until you return to the Order lines panel.
    6. On the Order lines panel the Txt column will be set to YES denoting that text is defined on the order line.

      7. For text instructions on order level, see step 3 in Change a purchase order.

When all order lines are entered, click Close order to exit the order. The order can now be printed. See About printing purchase orders.

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