This section is the Purchase Order List. It contains the list of Purchase Order records.

Overview:

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.

Given the nature of Purchase Request additional features are implemented for Purchase Order to cover Rush orders thus introducing Buy Order instead of Purchase Order

Definition of Terms:

Purchasing Order List - database of company Purchasing Orders

Purchasing Order Record/Profile - consists pertinent information about the Purchasing Order;

Rush Orders - these are priority order which are needed within the day or two where items would be bought by a runner over the counter usually on cash payment basis through cash advance or use of revolving fund.

Buy order - this is a system generated purchase order in different format use as a formal buying instruction with CA and Expense report section

User Involve:

Purchasing is responsible for creating a Purchase Order (PO) base on Purchase Request sent by Requestor. Purchasing act as coordinator between the supplier and requestor. They are all in charge of maintaining a transparent and accurate Purchase Order system.

Forms:

Purchase Order (PO)

can be:

- PO can act as a Request For Quotation until approved by requestor

- an Approved PO is a formal form use to justify ordered materials given set of conditions

General Procedure/Instruction:

A. Creating a Purchase Order

a.1. identify the Purchase Request you want to have Purchase order/s

a.2. sort items on request according to your preference set of order (preferably by Supplier)

a.3. fill-up a Purchase Order profile and list the items you need to purchase; see Purchasing Order Profile

a.4. edit message box to personalize message

a.5. click save to make a “draft” Purchase Order

Note: items added on PO which are not on PR will appear on PR with “not on PR” remarks

B. Sending a Purchase Order

b.1. select the Purchase Order you want to send to Supplier as request for quotation (as PO if approved)

b.2. review and finalize the details

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.4. have authorize signatures on the PO and send copy to supplier via fax or email

b.5. click “Post” to notify user (PM) that request for quotation was sent to supplier

Note: See instruction E. For using Buy order (rush orders) instead of Purchase Order

C. Confirming a Purchase Order

c.1. receive feedback from supplier about the sent PO (request for quotation)

c.2. discuss quotation with the assigned PM (pm will either approve or disapprove)

c.3. provide feedback to supplier (supplier may provide more favorable offer then proceed to c.2)

c.4. finalize PO (send an approved/cancelled copy if needed)

c.5. click “ordered” if approved or “cancelled” if rejected

c.6. proceed to creating Transfer Job Order; see Job Order Transfer List

When to create a Transfer JO for Purchasing Order:

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. In return, Warehouse will post Transfer report (Inbound) to report receipt of materials.

For Orders with items to be supplied by the company (e.g. sample, item to be fabricated/coated etc), Purchasing will create Transfer JO instructing Warehouse to supply the indicated materials to supplier. Warehouse will report materials provided using Transfer Report (outbound).

For cases where Purchasing failed to send Transfer JOs before activity took place. Purchasing and Warehouse may communicate the use of TR2 column and Records Tab of PO to report Materials Receipt.

D. Re-Ordering a For Revision Purchase Order

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.

points to consider:

* quantity of items to add/deduct from approved order

* timing of revision (status of orders/materials)

* preference of supplier with regards in changing of orders/PO

upon consideration you may proceed by:

d.1. select a “For Revision” PO you want to re-order

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 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:

Purchase Order Status are as follows:

• 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

For information about Purchase Order details please see about page under [[module:purchaseorder:purchaserequest:profile|Purchase Request Profile]].

When to create a Transfer JO for Production Order:

Unlike Purchasing Order, Production order requires supply of raw material (most of the time) for further fabrication. Thus, requiring at least a pair of transfer JO - for out-going item/s and incoming item/s. Both requires instruction or go signal from supplier as coordinated by Purchasing. Upon receipt of schedule when to supply raw materials, purchasing should create a production type Transfer JO informing warehouse about the items they need to provide. And upon fabrication by supplier and signal of availability, purchasing should create another production type transfer JO informing warehouse the details of items need to pick-up or receive from supplier.

D. Re-Ordering a For Revision Production Order

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.

points to consider:

* quantity of items to add/deduct from approved order

* timing of revision (status of orders/materials)

* preference of supplier with regards in changing of orders/PO

upon consideration you may proceed by:

d.1. select a “For Revision” PO you want to re-order

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 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:

Production Order Status are as follows:

• Draft - the list of items for Production order is being finalized
• New - Production order details are final and sent to supplier for review and pricing
• New-Rush - this is an expanded status to note priority orders with use of buy order in replace of PO
• Ordered - Production order was approved by project manager and acknowledge by supplier
• Ordered-Purchased - this is an expanded status after rush orders are served/bought
• Cancelled - Production order is rejected by project manager or supplier due to reasonable reasons
• For Revision - an Ordered PO affected by changes in PR requested item

E. Creating and Posting Buy Order e.1. when posting as New; do not opt to process quotation option; this turns status to NEW-RUSH

e.2. select fill up Buy Order Option

e.3. fill up Buy Order

e.4.a Save and instruct use of Buy Order

e.5.b After buying, update order status to “Ordered-purchased”

For information about Production Order details please see about page under Production Order Profile.