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--- module:purchaseorder:purchasingorder:list [2014/08/26 18:52]
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+++ module:purchaseorder:purchasingorder:list [2014/12/10 23:23] (current)
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@@ Line 6: / Line 6: @@
 Purchasing Order list allows registration of Purchasing orders (or Request for Quotation) for use within system modules. Purchasing orders are for processing by Purchasing from requesting of quotation until approved or ordered. Each successful registration adds to the number of purchase order for approval in the list and each provided with a system generated code to distinguish one record from another.
-Definition of Terms:
+**Definition of Terms:**
 Purchasing Order List - database of company Purchasing Orders
@@ Line 19: / Line 19: @@
 Purchase Order (PO)
 can be:
 - PO acts as a request for quotation until approved by project manager
 - an approved PO is a formal form use to justify ordered materials given set of conditions
 **General Procedure/Instruction:**
-**A. Creating a Purchase Request**.
+**A. Creating a Purchase Order**
+a.1. identify the Purchase Request you want to have Purchase order/s
+a.2. sort items on request whether for purchase or [[module:purchaseorder:productionorder:list|for production]]
+a.3. fill-up a Purchase Order profile and list the items you need to purchase; see [[module:purchaseorder:purchasingorder:profile|Purchasing Order Profile]]
+a.4. edit message box to personalize message
+a.5. click save to make a "draft" Purchase Order
-a.1. identify the items you need to purchase from local suppliers/fabricators
+**B. Sending a Purchase Order**
-a.2. fill-up a Purchase Request profile and list the items you need to purchase; see [[module:purchaseorder:purchaserequest:profile|Purchase Request Profile (Production/Purchasing Job Order - PJO)]]
+b.1. select the Purchase Order you want to send to Supplier as request for quotation (as PO if approved)
-a.3. click save to make a "draft" Purchase request
+b.2. review and finalize the details
-**B. Sending a Purchase Request**
+b.3. click "Print PO" to print a copy of PO for sending via fax or export data to excel to create PO in other formats
-b.1. select the Purchase Request you want to send and execute by Purchasing Department
+b.4. have authorize signatures on the PO and send copy to supplier via fax or email
-b.2. review and finalize the details
+b.5. click "Post" to notify user (PM) that request for quotation was sent to supplier
-b.3. click "Post" to send
+**C. Confirming a Purchase Order**
-**C. Executing a Purchase Request**
+c.1. receive feedback from supplier about the sent PO (request for quotation)
-c.1. select a Purchase Request you want to execute
+c.2. discuss quotation with the assigned PM (pm will either approve or disapprove)
-c.2. review and understand the details
+c.3. provide feedback to supplier (supplier may provide more favorable offer then proceed to c.2)
-c.3. click "On-going" to acknowledge the details in Purchase Request and notify sender that you will now start serving, else request revision or ask questions from sender given the unclear/unacceptable details
+c.4. finalize PO (send an approved/cancelled copy if needed)
-c.4. create Purchase Order/s by filling-up a purchase order profile; see [[module:purchaseorder:purchaserequest:list|Purchase Request List]] for separate instructions
+c.5. click "ordered" if approved or "cancelled" if rejected
-c.5. create Transfer Job Order/s by filling-up a Transfer JO profile; see [[module:joborder:transfer:list|Job Order Transfer List]] for separate instructions
+c.6. proceed to creating Transfer Job Order; see [[module:joborder:transfer:list|Job Order Transfer List]]
-**D. Reporting a Purchase Request**
+**When to create a Transfer JO for Purchasing Order:**
-d.1. system automatically updates purchase request status to partial or complete when matching transfer job orders were updated
+Transfer JO is needed when supplier informs purchasing that PO Qty is ready for pick-up or deliver; at this point purchasing is required to create a Transfer JO - Purchasing type indicating the items that will be received or need to be picked-up. Works like JO-Receiving but for local details of incoming shipment.
-**E. Cancelling a Purchase Request**
+**D. Re-Ordering a For Revision Purchase Order**
-e.1. identify the Purchase Request for cancellation
+note: re-ordering means changing for revision status PO to Ordered status upon consideration of change in purchase request quantity as well as informing suppliers about the revised orders provided with revised formal PO.
-e.2. check PR status
+points to consider:
-if PR status:
+* quantity of items to add/deduct from approved order
--draft: any PM can cancel (cancel your own JO or as assigned by creator of JO)
--new or on-going: check if there is a related Purchase Order or Transfer JO then check the following condition/s:
-      >if no related PO or TR inform Purchasing Department first
-      >if there is a Transfer JO report, PR can not be cancelled
-      >if no Transfer JO, check supplier regarding the status of Purchase Order/s if can be cancelled, when allowed proceed to cancellation of PR
--complete: completed PR can not be cancelled
-e.3. click "Cancel" following the given conditions
+* timing of revision (status of orders/materials)
-**Notes:**
+* preference of supplier with regards in changing of orders/PO
-Purchase Request Status are as follows:
+upon consideration you may proceed by:
-  * Draft - the list of items for purchase request is being finalized
+d.1. select a "For Revision" PO you want to re-order
-  * New - purchase request details are final and sent to purchasing for purchase order
-  * On-going - purchase request was acknowledged by purchasing and is working with suppliers and warehouse
-  * Partial - one of related transfer JO of PR has been reported with list of items transferred
-  * Complete - all of related transfer JO of PR have been reported with transferred quantity matching purchase request quantity
-  * Cancelled - purchase request is cancelled by sender due to reasonable reasons
-For information about Purchase Request details please see about page under [[module:purchaseorder:purchaserequest:profile|Purchase Request Profile]].
+d.2. discuss with supplier about the revision
+d.3. check for possible revision of PO Qty - enter new PO qty if any
+d.4.a if no changes made click "Ordered" (items on list not affected by revision)
+d.5.b if with changes,
+**d.5.b (option 1: revise previously approved PO)**
+d.5.b.1 resend printed PO with revised quantity (using re-printed or previously signed PO) as agreed in discussion
+d.5.b.2 follow section **C. Confirming a Purchase Order** c.1 to c.4
+d.5.b.3 update PO Qty base on the total approved quantity in PO (previously approved Qty +/- revision)
+d.5.b.4 click "ordered" to notify that revised PO was processed and updated
+d.5.b.5 proceed to creating/revising? Transfer Job Order/s; see [[module:joborder:transfer:list|Job Order Transfer List]]
+**d.5.b (option 2: consider a new PO for additional order/s)**
+d.5.b.1 click "Ordered" without making changes in PO qty
+d.5.b.2 follow section A,B & C to order additional PO qty
+**System Record Status:**
-Notes:
+Purchase Order Status are as follows:
-For instructions on how create a new purchasing order record please see [[operation:list#Create New Record|Create New Record]] and fill up [[module:purchaseorder:purchasingorder:profile|Purchasing Order]].
+  * Draft - the list of items for purchase order is being finalized
+  * New - purchase order details are final and sent to supplier for review and pricing
+  * Ordered - purchase order was approved by project manager and acknowledge by supplier
+  * Cancelled - purchase order is rejected by project manager or supplier due to reasonable reasons
+  * For Revision - an Ordered PO affected by changes in PR requested item
-Purchasing Order is for documentation of potential purchase orders specific to procurement of items without requirement to supply from warehouse materials. This will be processed by purchasing department by communicating with operations and warehouse.
+For information about Purchase Order details please see about page under [[module:purchaseorder:purchasingorder:profile|[[module:purchaseorder:purchaserequest:profile|Purchase Request Profile]]]].

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