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.

Definition of Terms:

Purchasing Order List - database of company Purchasing Orders

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

User Involve:

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

Forms:

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.1. identify the items you need to purchase from local suppliers/fabricators

a.2. fill-up a Purchase Request profile and list the items you need to purchase; see Purchase Request Profile (Production/Purchasing Job Order - PJO)

a.3. click save to make a “draft” Purchase request

B. Sending a Purchase Request

b.1. select the Purchase Request you want to send and execute by Purchasing Department

b.2. review and finalize the details

b.3. click “Post” to send

C. Executing a Purchase Request

c.1. select a Purchase Request you want to execute

c.2. review and understand the details

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. create Purchase Order/s by filling-up a purchase order profile; see Purchase Request List for separate instructions

c.5. create Transfer Job Order/s by filling-up a Transfer JO profile; see Job Order Transfer List for separate instructions

D. Reporting a Purchase Request

d.1. system automatically updates purchase request status to partial or complete when matching transfer job orders were updated

E. Cancelling a Purchase Request

e.1. identify the Purchase Request for cancellation

e.2. check PR status

if PR status: -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

Notes:

Purchase Request Status are as follows:

• Draft - the list of items for purchase request is being finalized
• 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 Purchase Request Profile.

Notes:

For instructions on how create a new purchasing order record please see Create New Record and fill up Purchasing Order.

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.