When the Purchase Control system is accessed from the menu, you will be presented with an Operator form requiring the input of an operator ID and perhaps an associated password.
The input here will be checked and validated against the Point of Sale operators table.
The list of valid operators is viewed by selecting the drop down menu, adjacent to the operator name window.
Select the correct operator ID, and if necessary enter the associated password in the second field.
Click the OK button.
Tip: The password that is entered is not displayed on screen for security purposes and it must be remembered that the password is case specific, meaning that a password of ABC123 is different to abc123.
To Access the Purchase Control Form:
The PURCHASE CONTROL Menu is displayed.
The Purchase Control Form and Operator Form is displayed.
The Purchase Order Control form is displayed when you select the Purchase Control option from the PURCHASE CONTROL Menu.
Once your operator and password name is accepted, you are presented with a Purchase Control order form which contains, or provides access to, all the functionality of Purchase Control.
Note: If the PC system parameters Enable multiple filtering option is selected, the facility to Purchase transactions filter becomes available.
There are a number of options as to which way to proceed from this point, but for the purposes of clarity it is best to begin with an explanation of the order form and its functionality.
A purchase order form is made up of two main parts:
The Body of the order which contains the details of the individual parts lines.
The Header. This contains the menu and icon bars, summary stock record information relating to each oder line, as well as some functionality used in the processing of orders.
At the top of the header is the Menu Bar and Toolbar.
Menu Bar
The Menu Bar contains two particularly important options which control the actions and the lines to be displayed. These are Selection and Action and are described in more detail later in this help.
File Menu...
New Lines: Allows new order lines to be created manually.
Header: Allows the creation of a new order header manually.
FIFO Review: If FIFO costing is switched on for your company, clicking this button will access the FIFO review form. More help for this feature is available within that topic.
Print cleared: Provides reporting of back ordered items through Point of Sale.
Selection Menu...
Reverse: Reverses the order of the lines being displayed.
Un-ordered: Selects Un-ordered lines for display
WIP number: Displays order lines by WIP number entered.
Customer: Displays order lines by Customer Order number or Vehicle Registation number entered.
Product: Displays order lines by Part number entered.
Supplier: Displays order lines by Supplier account entered.
Order number: Displays order lines by Purchase Order number entered.
Status: Displays order lines by order Status entered.
Franchise Mask: Displays order lines by Franchise selected.
Refresh: Whenever search criterion has been changed use to refresh the display with the appropriate order lines.
Action Menu...
Edit: Select from the drop down menu to switch to edit mode and enable selected order lines to be edited.
Attach: Select from the drop down menu to switch to attach mode and enable selected order lines to be attached to an order.
Receive: Select from the drop down menu to switch to receive mode and enable selected order lines to be received.
Un-receive: Select from the drop down menu to switch to un-receive mode and enable selected order lines to be un-received.
Zero: Select from the drop down menu to switch to Zero mode and enable selected order lines to be zero'ed.
Delete: Select from the drop down menu to switch to delete mode and enable selected order lines to be deleted.
Backorder: Select from the drop down menu to switch to backorder mode and enable selected order lines to be set to a backorder status.
Verify & Post: Select from the drop down menu to access the Quick Verify and posting function.
Help Menu....
Help: Displays help on the current application in your default company browser.
The Toolbar contains icons that replicate some of the options contained in the Menu Bar. They provide useful shortcuts to some of the functions available from the Menu Bar .The icons on the Toolbar are:
New Line
Header
Print cleared
Exit
Reverse
Refresh
Verify & Post
Help
The Purcontrol form consists primarily of the following key areas.
Body: The Main purchase lines display area which contains the individual order lines.
Selection: The Selection option on the Menu Bar that controls which purchase lines are to be displayed in the main area.
Stock card Details: The Stock card / History tabs which provide access to the stock file for any particular part line.
Action: The Action option on the Menu Bar in which the various operations that can be performed are selected.
Each of these areas are explained below:
There are 15 columns in this form which provide information as follows:
Line No: This value represents the line number of an order for each part number held on an order. This helps in finding parts on an order quickly, whilst making manual adjustments / receipts on a large order.
Op: The I.D. of the operator that created the order line. In the event that the order is system generated, ie a stock order, this field may be blank.
WIP/PO: The WIPLINE number or a Purchase Order Number or a combined order generation and line number, depending on whether the line was created within Point of Sale or directly within Purchase Control.
For example, if a customer order is generated in the Point of Sale module and the part ordered is line 3 of the WIP and the WIP generated is 10015 the WIPLINE number displayed in the WIP/PO field would be 10015003.
Orders generated within the Purchase Control module display the P/O number from the Purchase Order Header.
A system generated stock order displays the P/O number generated by the system followed by the appropriate line number.
Reg/Order: Either the customer order number or the vehicle registration number which has been transferred from Point of Sale. If there is a vehicle attached to the WIP on which the line was ordered, the Registration number will be displayed, otherwise the customer order number will be displayed.
Product: The part number of the ordered item. A part number which has a solid grey background signifies that the part has a current Special buy price. If the line is highlighted with the mouse, the Stock information will display the Special buy price and the Special buy end date.
Reqd: The current outstanding order quantity of the item. If the item has already been fully received, then this quantity will be zero.
B/o: The original order status of the line.
Dis: Special discount category to which the line is set. This is normally blank.
PO number: The order number to which the line is attached or zero if the line has not yet been attached to an order header.
Supplier: The account code of the supplier from whom the line will be ordered. It may be edited up to the point the line is attached to an order header.
Tip: Left click the supplier column to change the display to the sales ledger account of the associated WIP for any lines that were back ordered via point of sale.
Su: This is the Progress code which displays the status of the WIPLINE if it is a Backorder, otherwise the status of the order line on the order. However, if the Company is set up as a Warehouse/Importer, then this value is the state of the Order Header. An Importer will use the option Container processing, to advise the parts, and this field will be updated to state A.
Typical progress codes:
B represents a parts line on a supplier back order
S represents a parts line on a stock order
V represents a parts line on a VOR order
L represents a labour line
R represents a parts line received
X represents a parts/labour line Received/Verified depending on the ST code
Z represents a parts line deleted
Note: To fully interpret the status of a line this field must be read together with the St field described below.
Rcvd: The quantity that has been received.
GRN number: The supplier documentation reference number. It may be an advice or delivery note number or perhaps an invoice number.
Seq: The position of this item within the GRN document received from the supplier.
St: The state of the order line as held on the order header.
Typical State codes:
A represents a parts line that has been advised
I represents a parts line which is attached to a PC Invoice (verification)
O represents a parts line attached/unattached to an order (not received)
R represents a parts/labour line received (not yet verified)
X represents a parts/labour line Received and Verified
Z represents a parts line deleted
When the Purchase Control form has been accessed there are a number of ways to proceed and a number of actions that can be taken depending on your individual circumstances. Before proceeding with a review of these possible actions, it is helpful to understand the selection methods that control the contents of the order lines display.
The Selection Menu options is where the content of the order lines displayed in the main area of the form are controlled. By using any one of the options and then typing in some selection criterion, the system will load all the parts lines associated with the selection made. If the relevant information is known, for example the WIP number, then this information can be input prior to entering the selection criterion. The current selection type is displayed above the text box.
For example, enter the relevant WIP number in the text box provided at the top left of the form, from the Selection Menu on the Menu Bar click on WIP number. The words WIP number will appear above the text box. Any order lines that have this WIP number will then be displayed.
OR
If the Supplier option is clicked, then the required supplier account should be placed into the box for this to be used as the new selection criterion. After any text is input, the Refresh option should be clicked. This will force the system to reload the matching order lines. The word Supplier is displayed above the text box.
Tip: If known, enter the relevant information into the text box before selecting the search criterion. This will save having to click the refresh button to reload the relevant information.
A search facility ilable on certain files from this selection text box which will change depending on the selection option activated. Click the Ellipsis button ![[...]](Ellipsis.gif){kind=small}
to invoke the search.
Selection Options:
Reverse: Click to reverse the current order of the lines displayed. The word 'Reversed' is then displayed next to the selection type above the text box.
Un-ordered: Click to display all order lines not yet attached to a supplier. See also Franchise Mask.
WIP number: Click to display order lines that relate to WIP number entered.
Customer: Click to display order lines that relate to either the entered Customer Order number (Parts Order WIP) or the Vehicle Registration number (Workshop Order WIP).
Note: The information entered must be an exact match and the Reverse option cannot be used in conjunction with this selection method.
Product: Click to display all order lines that relate to the Part number entered.
Supplier: Click to display all order lines that relate to the Supplier Account entered.
Order Number: Click to display all order lines that relate to the Purchase Order number entered.
Status: Click to display all lines that relate to the status entered, typically Stock, VOR, Back ordered. See also Franchise Mask
Franchise Mask: If this option is selected the Franchise Selection form is displayed. This form is split into two main areas.
Available Franchise Codes: Displays all available franchise codes.
Selected Franchise Codes: Displays franchise codes currently selected.
Note: If no specific franchise codes are selected then the system assumes all franchise parts should be displayed.
The Franchise Mask function is very useful in a multi franchise environment. During the working day customer orders will be accepted on to the system via the 'Point of Sale' module. These order lines will collect in the 'Un-ordered' file irrespective of the franchise. At various times during the day it will be necessary to attach the 'Un-ordered lines and send the order to the preferred supplier. Suppliers, generally speaking , have cut off times for different types of orders. Once this time has passed the order will not be processed until a later date. These cut off times will vary. Also different users may be responsible for ordering against specific suppliers.
The 'Franchise Mask' allows a user to be specific about which franchise parts the system should display. This feature can be used with the 'Un-ordered' and Status' selections.
Refresh: Click this to refresh the display whenever the selection criterion has been changed.
PUSH BUTTONS:
Transfers the selection from Available Franchise Codes to Selected Franchise Codes, repeat for each franchise code required.
Tip: Double left click transfers the selected franchise from Available Franchise Codes to Selected Franchise Codes.
Transfers the selection from Selected Franchise Codes to Available Franchise Codes, repeat for each Franchise Code required.
Tip: Double left click transfers the selected franchise from Selected Franchise Codes to Available Franchise Codes.
De-selects all the currently selected Franchise Codes.
OK: Accepts the current selection.
Cancel: Returns you to the Purchase Control Order form.
Help: Displays help on the current application in your default company browser.
When the selection has been made and the associated lines are visible in the form, it is possible to utilise the Stock card / History tabs to access further information about individual lines. This is done by selecting one order line in the form.
Description: The current description of the part from the stock record.
Selling price: The retail price held on the part record, it is not an amended selling price.
Surcharge: The surcharge held on the part record. If the Sale of surcharge is used in stock management, then this value will be the Surcharge (cost).
Average cost: The current average cost held on the part record, which is recalculated by the system whenever the part is purchased.
Last purchased: The last date the part was purchased, regardless of the supplier.
Discount code: The current discount code held on the part record.
Maximum stock: The current maximum stock level held on the part record.
Minimum stock: The current minimum stock level held on the part record.
Purchase factor: The current P/factor held in the part record. It is used for ratio parts, i.e. Drums of antifreeze or rolls of cable, where the part is sold in totally different units to the unit of purchase.
Model code: The current model code held on the part record. The field is used to indicate which vehicle model the part will fit and may be used in Point-of-Sale as a search field.
Re-order category: The current reorder category held on the part record.
Stock quantity: The total quantity of all locations except Imprest.
Quantity on P/order: The total outstanding quantity on-order against all suppliers including this order quantity.
Quantity on B/order: The total outstanding quantity placed on customer backorder via Point-of-Sale, including this current order if it is a back order.
Average demand: The current Average demand held on the part record. The figure is recalculated when the Generate Max/Min Levels program is run. The calculation for this field is contained in the topic Calculation of Average Monthly Demand.
Special buy price : This field is only displayed with a value if there is a current special buy price from the main supplier held on the part record.
Spl buy ends on: The date when the special buy price ends from the main supplier held on the part record.
Certain summary information about the part is displayed in the Stock card tab, although the full stock record can be accessed by clicking the More button. This will take you into the stock record card for that line.
If the History tab is selected, the tab displays a simple graph of the history on either the movement or requests data held on the stock record of this part.
Note: None of the data fields displayed in these tabs may be edited.
The Action option on the Menu Bar is where activity that may be performed on individual lines is selected, there are 8 options available to control this.
Certain action options can update all displayed lines when used together with the All check box on the form. These are, Attach, Receive, Un receive and Zero.
Warning: The All facility should be used with caution.
Before selecting any individual line for action, it is first necessary to select the action that is to take place.
For example, when wishing to edit an order line, the process that should be followed is to select the action that is to take place on the part by clicking the required option from the drop down in the action menu, for example Edit. From that point it is possible to double click the order line within the main display area, and this will load either a selection form or an edit form in the mode suitable for the action which is to take place. Once you have completed the action you may double click another order line for which you wish to carry out the same action as you will still be in the mode you have selected earlier.
Tip: It is also possible to select an order line by highlight the required order line with a single left click and press the space bar.
The functionality of the action options are described below:
Edit: Click the Edit option to allow the editing of certain individual fields depending on how the line was created, what action has already taken place on the line and at what status the line is at.
If the order was created through Point of Sale and an order number has not yet been attached or allocated to the line, then it is possible to change the supplier code. But if an order is already attached to an order number then it is not possible to change the supplier.
To edit an individual line, first click the Edit option in the action area and then double click the required line.
Tip: Alternatively, right click the end of the line beneath the St column. A list of options is offered, select Edit.
Note: The list of options offered varies dependant on the condition of the line. This is because the system checks the state of the line before offering the list. For example, in the case of a received line the only valid action is to un receive it, so only this option is offered. This feature is very useful as it validates what actions you can and cannot do on any given line. However, it must be noted that neither the Type option nor the All functionality are available using this method
A Purchase Transaction form is displayed. Several fields are greyed out and are therefore not available for editing.
If any changes are made to the editable fields, the form should be closed by clicking the Save button which will then return you to the main form.
If the changes are to be discarded click the Cancel button. You are returned to the main form.
Type: Click the Type option, and select one of the valid order types from the drop down menu. Any line which is then double clicked will have its order type changed to the selected order type. This is dependent on the line being unattached to an order header.
Attach: Click the Attach option to make the system check and assess whether the selected order line may be attached to an existing order header or whether a new order must be created for the line.
Tip: Alternatively, right click the end of the line beneath the St column. A list of options is offered, select Attach.
When either of these actions are chosen and a line selected, an order selection form is displayed that offers up to three options. These are:
Leave, which will exit the process.
Add to order number XXXX. This option will only be offered under specific circumstances. It is only possible to add a line to an existing order if the order is still open, ie not printed, and is of the same order type and to the same supplier as the currently selected line.
New, which will create a new order number (the next one in the sequence) and attach it to this line.
Select the appropriate option from the form, the order line will be updated accordingly.
Tip: Alternatively you can Attach all lines displayed.
If Attach is taken from the Selection option on the Menu Bar the check box for All becomes active, click the All box followed by the Attach all button. This feature will attach each line in turn. If the system encounters a new supplier or order type within the selection you are offered the choice of Leave, New order or Add to existing order.
Receive: With this option, it is possible to receive individual items.
Click the Receive option, and then double click on the line to be received.
Tip: Alternatively, right click at the end of the line to be received beneath the St column. A list of options is offered, select Receive. A Purchase Transaction form is displayed.
Enter the GRN information, which is the supplier documentation reference number, an advice or delivery note number or perhaps an invoice number. The GRN sequence is the order in which the lines appear within the suppliers GRN and is normally maintained by the system. The GRN date will normally default to today.
Enter the receipt quantity and, where this is less than the order quantity, the system will calculate the quantity outstanding and populate the 'To Follow' with this value.
If these outstanding items are to be retained on order, the system will create another order line - essentially a copy of the original line but with the quantity changed. If the outstanding quantity is not to be retained on this order, amend the 'To Follow' quantity to zero.
It is possible at this time to edit the pricing information on the part as well as the bin location.
When all the receipt information is complete, click the Receive button which will update the order lines and change the status to R.
If subsequent lines from the same order are received in this way at this time, the GRN number and sequence are inserted by the system to save unnecessary operator input. However these may be overwritten if required.
The action of receiving a part into stock will result in the stock quantity, the purchase details, the latest cost, the average cost and the Audit/GIS fields in the stock record being updated.
If the Purchase invoice type on the Other details page of the supplier account record is set to S, any parts received from that supplier which have a non-zero surcharge value will be split into two lines. This is sometimes required when a supplier provides two invoices, one for the goods and another for the old unit surcharge. In this case the main goods line is received with a zero surcharge value, and the surcharge line received with a surcharge value only.
Foreign currency: If the preferred supplier is in a different currency to the base currency of the nominal ledger, and with all the currency tables set up in the Multi-sourcing menu, a button called special cost will be shown next to the cost each field. This will allow the suppliers currency to be entered, and it will be converted to the base currency of the NL, and add any special uplift charges such as freight costs.
Tip: Alternatively, you can receive all lines displayed
If Receive is taken from the Selection option on the Menu Bar, a check box 'All' becomes active, click the 'All' box followed by the 'Receive all' button. This feature will receive each line in turn.
This routine is normally reserved for mass receipting individual order numbers and should be used with care as the routine assumes the following:-
All prices and discount codes were accurate at the time of the order.
The items and quantity(ies) supplied are the same as the original order. Any discrepancies would have to be edited on an individual basis.
All lines are to be attached to the same GRN number.
Any record containing missing information, for example, cost price, bin location etc., will fail to get updated and on completion of the routine a list of those parts together with the missing information is displayed.
Un-receive: Any item already received may be un-received by taking this option, double click the order line within the main display area to un-receive the line. All the appropriate updates are performed as well as an additional entry recorded in the movement log.
Tip: Alternatively, right click at the end of the line to be un-received, beneath the St column, select Un-receive.
When a line has been un-received, it may then be edited if necessary before being re-received, or deleted from the order.
If the line is already attached to an invoice verification transaction within the Verify Suppliers Invoice facility, the item must first be rejected from the invoice under Invoice Verification.
Tip: Alternatively you can Un-receive all lines displayed.
If Un-receive is selected from the Menu Bar, a check box 'All' becomes active, click the 'All' check box followed by the 'Un-receive all' button. This feature will un-receive each line in turn. The routine should only be used in exceptional circumstances. An example might be that the wrong order has been received or that an order mass receipted would have been better received on a line by line basis.
Zero: On selection of Zero from the Menu bar when double clicking the purchase line, the status will be set to Z and the order quantity to zero. The line will also be consolidated from the purchase transaction file. This option will only work if the line is not attached to a WIP (not a back-to-back order).
Tip: Alternatively, right click at the end of the line, beneath the St column, and select Zero.
Zero'ed lines attached to a WIP where the line remains a valid order will be returned to the 'Un-ordered' file.
To zero a line attached to a WIP you must first delete the line from the WIP. This ensures that customer orders are not removed by mistake.
Tip: Sometimes it may be necessary to zero an entire order. An example would be a Stock Order that had been generated by mistake. In this situation the whole order can be zero'ed by selecting 'Zero' from the Selection Menu Bar, clicking the 'All' check box followed by the 'Zero all' button.
Warning: Care should be exercised when using this option.
Delete: A deletion of the parts line performs the same update as Zero and additionally sets the re-order category in the stock record of the selected part to lower case. This action is performed by the daemon when processing the update of the back-order quantity field on the stock record and is used in specific re-order programs to inhibit further purchases under specific circumstances. The status of deleted lines is reset to Z after writing the appropriate log entry, thus further processing of the line is identical to Zeroed lines.
Tip: Alternatively, right click at the end of the line to be deleted beneath the St column. A list of options is offered, select Delete.
Warning: Refer to Support for additional information before using this option.
Backorder: The Backorder option toggles lines between the original line order status and a status of B to signify a supplier backorder situation. This would be used where a supplier had advised that a part was not currently available and would be supplied at some later date. The status B could then be used in exception reporting.
Tip: Alternatively, right click at the end of the line to be back ordered beneath the St column. A list of options is offered, select Backorder.
The delivery date should also be amended to reflect the later expected arrival date of the part.
Verify & Post: The Verify & Post option within Purchase control itself offers a quick version of the invoice verification process available from the Purchase Control menu. It will only be available if the Quick verify priority in the purchase control system parameters is set and you have sufficient priority. It is not available on systems where registered invoices is switched on.
File Menu Options
Print cleared: By clicking the Print cleared button from the main Purchase Control form, the system will provide a report of those items which were back ordered through the Point of Sale system and which have been received. It may be of use for the service department so that they are kept up to date about the status of their outstanding parts requests for which customer vehicles could be waiting.
This form is enabled when the PC system parameters Enable multiple filtering option is selected. It allows the user to enter criteria that is to be matched against purchase transactions.
Selection criteria:
Description: Enables the entry of a decription to be used to filter the transactions.
WIP number: Enables the entry of a WIP number to be used to filter the transactions.
Registration / Order: Enables the entry of an order / registration number to be used to filter the transactions.
Product: Enables the entry or selection of a product to be used to filter the transactions.
Order numner: Enables the entry or selection of an order to be used to filter the transactions.
Status: Enables the entry or selection of a status to be used to filter the transactions.
Customer(Account): Enables the entry or selection of a customer / account number to be used to filter the transactions.
Department: Enables the entry or selection of a depatment code to be used to filter the transactions.
State: Enables the entry or selection of available states to be used to filter the transactions.
Buttons:
Cancel: Returns to the Purchase Control Order form.
OK: Accepts the current selection.
Reset the selection criteria.