Purchase Orders and Purchase Requisition FAQ
Contents
1. enter the SN Model number etc for my received appliances a After receiving and inspecting the appliance edit the inventory item to update all information that was not known at the time of order placement 17 How do receive inventory items into site inventory E g How Actions do increase the quantity of stock for an inventory item a PO module Receive PO ECEIE PEAY b Ifyou are not using a PO system Maintenance Module Tecan Edit Inventory item form click on the New Transactions tab Click the Receive Inventory Reduce Inventory button except Appliance items eee FAQ for properties not using the Master Inventory structure 1 How dol enter a new Item Code from a PR PO a The Add Item form has a button New b Click the button and enter temCode New UPC the new inventory item This is called adding a new inventory item on the fly 2 Can enter a new Appliance on a PR PO even if don t know the Serial Number and Model Adding New Inventory Item from Purchase Request Number a Yes You can enter the information after you receive the shipment 3 How do Iladd an Appliance inventory item to my site inventory in PR PO a Use the New button as shown above Master Inventory FAQ 1 My property uses the Master Inventory and cannot find where to enter a new inventory item a If you are not an administrator of the master inventory then you are not able to add new items You w2. Purchase Orders PO and Purchase Requisition PR and Inventory FAQ These FAQ s are divided into two Inventory structures Master Inventory and Non Master Inventory Your property will use only one of the choices Note All FAQ in this document are based on the use in the PO Module Maintenance module instructions may be different Detailed instructions can be found in the PO User Manual htto www multisitesystems com msclientarea downloads htm FAQ common to both Inventory structures 1 Should enter the Unit ID on my PR PO s a Best all around practice is to label all PR PO items to stock Then you can transfer them when you write a work order b Or youcan enter the Unit ID on the PR PO and when you write the work order only list the labor or task to install the item c If you assign an inventory to both a PR PO and a work order your inventory levels will not be correct 2 When does the Inventory get updated from a PR PO a Inventory quantities are updated when a PO is received Use the Receive PO icon 3 When is the General Ledger updated with PR PO transactions a The GLis only updated when the AP invoice is created if using AP Accrual and or when the invoice is paid 4 My Open PR list is missing some PR s a The PR may have been converted to a PO or Voided Use the icon Find PR to verify the Status 5 My Open PO list is missing some PO s a The PO may have already been used to create a
3. e line items to match the total invoice amount and save the Invoice 14 Can add a new Inventory Item Code in the PO and or PR form a Yes if you are not using a master inventory system See FAQ for properties not using the Master inventory structure b Adding new inventory is restricted to designated users for properties using the Master Inventory system to your inventory administrator 15 When I add an Appliance to my inventory in PR PO there is no place to enter the serial number manufacturer or model number Where do add this information Note When you place a PR PO you will not know the SN or Model Number You can enter this information after you receive the item a From either the PR PO data entry form add a new item When the new item form opens press the New button directly to the right of the Item Code field i I Nej O ee Adding New Inventory Item from Purchase Request b After you press the New button a special new inventory form opens This special form does not have a field to enter serial number and model number These fields are not needed when you are requesting a new appliance The serial number and model numbers are not available The serial and model numbers may not be known until the merchandise is received c Fill out the form including a unique Item Code using your normal type item code formatting and press the Save New Item when you are done 16 When and where do
4. ill need to submit a request to have a new inventory item added b Ifyou are a master inventory administrator then you can add items by clicking the icon New Master Item located in the Maintenance module group sidebar Inventory Actions 2 How dol enter anew Master Inventory item from the Maintenance module a Ifyou are an administrator you can click the icon New Master Item in the group sidebar Inventory Actions 3 How dol receive inventory items into site inventory a Same way you increase transactions when using non master inventory See above Master Inventory Appliance FAQ 1 How dol enter an Appliance on a PR PO since an Item Code has not been created by my administrator a Enter the requested Appliance as a Non Inventory item on your PR b After the PR is approved and the item code has been created by the Master Inventory admin copy the PR to a PO and edit the Appliance item and enter the item code You will have to type over the Non Inventory text in the Item Code field 2 Why does the Master Inventory contain all the appliance inventory items from every property a One of the major advantages of using the Master Inventory concept is to keep the item codes in a consistent format This strategy includes the consistent assignment of item codes to unique inventory items like appliances a Tips One successful strategy to organize master inventory unique item codes like appliances
5. is to use the Complex Code or site number in the item code The Item Code can be any combination of letters and numbers up to a total leneth of 12 characters 3 What is the proper procedure for properties to enter a requested new Appliance on a PR PO a Onthe PR and or PO enter the requested appliance with the Non Inventory item code b The master inventory gatekeeper will if approved enter a new Master Inventory item After you receive the new item code from the master inventory item code keeper you can edit the PR PO with the new item code LE Important Note Before you Receive the appliance edit the PO item by overwriting the Non Inventory text with the NEW Item Code 4 Should I put the unit id on my PO PR when ordering an appliance If you plan on writing a work order using the new appliance item then you should not enter the unit id on your PO PR If you enter the location as STOCK then after you receive the appliance the inventory will be updated with a new appliance in stock as 1 in stock and 1 in hand You should enter the new appliance location as STOCK if you are planning on writing a work order If you do not plan on writing a work order then you can enter the new appliance location as Unit unit id When you receive the appliance the inventory will show the item as 1 in use 1 in hand and O in stock Later if you decide to enter the appliance on a work order the inventory the work order will give you a warning
6. n AP invoice Use the icon Find PO to verify the status 6 PR Can I enter requests from several different vendors on one PR a Yes FYI When you approve items in a PR and then create PO s from the PR the PO s will be separated so each PO will have one vendor Example You create a PR with three items each from a different vendor All three items are approved When you create PO s three PO s will be created 7 What happens if all of my PR items are not approved Can still convert to a PO a Yes Only approved items will be converted to a PO or PO s Then the PR will be converted to the Partial Approved status If no other items will be approved you can remove the PR from the Open PR view Void the PR 8 When entering items in my PR PO accidentally entered the incorrect item code How do change the item code a Editthe item You may change the item code 9 Can I change a Non Inventory item to a real Item Code in a PR PO a Yes You may change the item code from Non Inventory to a valid item code 10 How do I receive inventory i a Press the icon Receive Oty Qty Oty Backordered Date Expect BD Backorder Note PO and edit cells in the Urdered Received grid See graphic gt a1 7011300 11 Why do I need to receive inventory a If you do not receive the inventory you will not have a record that shows the attached Invoice was received and in good condition b Al
7. so the process of receiving inventory and entering the quantities creates inventory transactions that keep your inventory records accurate c Non Inventory items do not update the inventory 12 Do have to receive inventory before creating an Invoice from a PO a No You may create an invoice from a PO without marking as received 13 The sales tax total does not match the total tax on the Invoice received from the vendor How do fix this a Remember that when you created the PR PO the sales tax was estimated by calculating the sales tax on each individual item The invoice you receive will have the sales tax applied to the total of taxable items Usually a calculation based upon individual items and on a total will not match It is not necessary to adjust a PR PO to match the sales tax PO s and PR s have estimated sales tax First you have to import PO to AP Invoice Here is the easiest way to import and adjust the invoice to match the sales tax i Have the invoice from your vendor available Never import to invoice unless you have received an invoice from your vendor ii If the invoice does not contain your PO number you will have to look up your PO number iii Open AP Module and click on New Invoice iv Click on the icon Create from PO v Enter the PO number and press enter or OK And finally vi If the invoice total is different that the PO because of the sales tax Edit the Invoice Amount and one of the invoic
8. that there are no items in stock If you ignore the warning and complete the work order your inventory will not show the correct inventory level We recommend that in this situation you record the labor and any other parts on the work order and do not enter the appliance on the work order 5 After receive my appliance and entered the appliance on a work order the inventory level is like this 1 ordered 1 received 1 consumed 0 on hand Why d Check to see if the Appliance is marked as Consumable Any item marked as consumable will not show up as on hand but will show up as consumed Appliances should never be marked as consumable a Tips Be careful about marking durable items as consumable Items like appliances tools amp equipment should never be marked as consumable unless the tool or item will never be used in another location Purchase Request PR Life cycle The purchase request life cycle includes all the steps or phases that a purchase request passes through creation approval and conversion Purchase Order PO Life cycle The purchase order life cycle includes all the steps or phases that a purchase order passes through creation approval modify with Change Orders and Convert to a Payable Invoice After converting a PO to an AP Invoice edit for any difference between estimated sales tax and actual sales tax
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