Procurement Management

ERP/2.
50/User Manual/Procurement
Management
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Contents
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• 1 Transactions
○ 1.1 Requisition
 1.1.1 Header
 1.1.2 Lines
 1.1.3 Matched PO Lines
○ 1.2 Manage Requisitions
 1.2.1 Header
 1.2.2 Lines
 1.2.3 Matched PO Lines
○ 1.3 Requisition To Order
○ 1.4 Purchase Order
 1.4.1 Header
 1.4.2 Lines
 1.4.3 Payment
 1.4.4 Price Adjustments
 1.4.5 Tax
○ 1.5 Goods Receipt
 1.5.1 Header
 1.5.2 Lines
○ 1.6 Purchase Invoice
 1.6.1 Accounting dimension
 1.6.2 Header
 1.6.3 Lines
 1.6.4 Payment
 1.6.5 Price Adjustment
 1.6.6 Tax
○ 1.7 Vendor Expense Invoice
 1.7.1 Expense Invoice
○ 1.8 Vendor Expense Invoice (Alpha)
 1.8.1 Included Lines
 1.8.2 Invoice
○ 1.9 Matched Purchase Orders
○ 1.10 Matched Invoices
○ 1.11 Create Invoices
○ 1.12 Pending Goods Receipt
• 2 Analysis Tools
○ 2.1 Purchase Order Dimensional Report
○ 2.2 Goods Receipts Dimensional Report
○ 2.3 Purchase Invoice Dimensional Report
○ 2.4 Purchase Order Report
○ 2.5 Vendor Invoice Report
○ 2.6 Purchase Order Report with JR
Transactions
Requisition
View larger
Users create Requisitions in this window. Each requisition can have a preferred vendor and/or
Price List. The requisitions are owned by an user of the ERP and have different statuses, each
of them allowing different actions.
Header
Any ERP user can enter its requisitions. Requisitions are created in Draft status and have to
be Completed to confirm them.
Fields:
Active: A flag indicating whether this record is available for use or de-activated.
Business Anyone who takes part in daily business operations by acting as a
Partner: customer, employee, etc.
Client: Client for this installation.
Currency: An accepted medium of monetary exchange that may vary across countries.
Description: A space to write additional related information.
Document No.: An often automatically generated identifier for all documents.
Document
Actual Status of the Requisition
Status:
Organization: Organizational entity within client.
Post Requisition: Button to change the status of the requisition
A catalog of selected items with prices defined generally or for a specific
Price List:
partner.
Requester: User of the ERP that owns the Requisition
Lines
Each line is a product demand for a specific date. It is also possible to define a preferred
vendor, price list and the correspondent prices.
Fields:
Attribute Set
Identifies a unique value of an Attribute Set
Value:
Business Anyone who takes part in daily business operations by acting as a customer,
Partner: employee, etc.
Currency: Indicates the currency to be used when processing this document.
Discount %: The Discount indicates the discount applied or taken as a percentage.
Notes that can be set with the aim to be seen only by users with access to
Internal Notes:
the record.
Matched PO
Indicates the already ordered quantity to fulfill the demand.
Quantity
Need by date: The date when a specified request must be carried out by.
Line Net
The final amount of a specified line, based only on quantities and prices.
Amount:
Indicates the unique line for a document. It will also control the display
Line No.:
order of the lines within a document.
List Price: The official price of a product in a specified currency.
Locked by: Indicates the user that is locking the record.
Indicate the reason to be locked the requisition line. The demands are
locked when are being used in processes that will generate Purchase Orders
to fulfill the demand. The lock is removed when those processes finish or if
Lock cause: the lock is 3 days old.
The causes are The Requisition to Order window or the inclusion of the
demand in a MRP process.||
Indicates the date when the record was locked. Id the lock it is more than 3
Lock date:
days old it is considered as unlocked.
Lock qty: Quantity set to be used when the record is processed.
Lock price: Price set to be used when the record is processed.
Order Quantity: Product quantity in the order uom.
Order UOM: Alternative order uom for the product.
Price Lists are used to determine the pricing, margin and cost of items
Price List:
purchased or sold.
Product: An item produced by a process.
Quantity: The number of a certain item.
Requisition: Identifies a unique Requisition
Each product demand has its own status different than the status of the
requisition. The statuses of the demands are:
Requisition line Open: The demand hasn't been yet fulfilled. Closed: Has been ordered
status: enough products. Cancelled: The demand has been closed without ordering
any product. Planned: The demand has been included in a Purchase Plan of
the MRP module.||
The Actual or Unit Price indicates the Price for a product in source
Unit Price:
currency.
UOM: The UOM defines a unique non monetary Unit of Measure
Matched PO Lines
Purchase Order lines created to fulfill the product demand.
Fields:
A flag indicating whether this record is available for use or de-
Active:
activated.
Requisition Line: Identifies each product demand of a requisition.
Purchase Order
A unique identifier and a reference to a purchase order line (product).
Line:
The Quantity indicates the number of a specific product or item for this
Quantity:
document.
Manage Requisitions
View larger
The Purchase Manager manages the completed requisitions in this window. It is possible to
create the purchase orders automatically or assign the Purchase Order Lines to the
correspondent product demand manually.
Header
By default appears all the completed requisitions. It is possible to create Purchase Orders
automatically and close them when all the demand has been fulfilled.
Fields:
This process will create several Purchase Orders to complete all the
requisition lines. One order line is created for each requisition line with the
necessary quantity to fulfill the requested quantity. The process closes the
requisition when it finishes successfully.
The Order Date is used for the necessary dates of the Purchase Orders. The
Create Business Partner is the preferred vendor for the Purchase Orders, if it is
Purchase leaved blank is used the Partner defined in the requisition line or in the
Order: requisition. If those are also not defined is used the current vendor set for
the product. The Price List is the preferred price list for the Purchase Orders,
if it is leaved blank it is used the Price List defined in the requisition line or
in the requisition. The Organization is the Organization used for the
Purchase Orders. The Service Point is the Warehouse needed in the
Purchase Order headers.||
Currency: An accepted medium of monetary exchange that may vary across countries.
Document
Actual Status of the Requisition
Status:
Post
Button to change the status of the requisition
Requisition:
A catalog of selected items with prices defined generally or for a specific
Price List:
partner.
Requester: User of the ERP that owns the Requisition
Lines
Each line is a product demand for a specific date. It is also possible to define a preferred
vendor, price list and the correspondent prices. If the line is locked it is possible to view in
this tab the user and the cause of the lock.
Fields:
Attribute Set
Identifies a unique value of an Attribute Set
Value:
This process changes the status of the requisition. If it is open an has
purchase order lines assigned it is set to closed, in case it hasn't any
Change Status:
purchase order it is set as canceled. When the requisition is closed or
canceled the process set it as open.
Currency: Indicates the currency to be used when processing this document.
Description: A description is limited to 255 characters.
Discount %: The Discount indicates the discount applied or taken as a percentage.
Notes that can be set with the aim to be seen only by users with access to
Internal Notes:
the record.
Matched PO
Indicates the already ordered quantity to fulfill the demand.
Quantity
Need by date: The date when a specified request must be carried out by.
Notes for
Notes set to include in the Purchase Orders with indications to the vendor.
supplier:
Line Net
The final amount of a specified line, based only on quantities and prices.
Amount:
Indicates the unique line for a document. It will also control the display
Line No.:
order of the lines within a document.
Locked by: Indicates the user that is locking the record.
Indicate the reason to be locked the requisition line. The demands are
locked when are being used in processes that will generate Purchase Orders
to fulfill the demand. The lock is removed when those processes finish or if
Lock cause: the lock is 3 days old.
The causes are The Requisition to Order window or the inclusion of the
demand in a MRP process.||
Indicates the date when the record was locked. Id the lock it is more than 3
Lock date:
days old it is considered as unlocked.
Lock qty: Quantity set to be used when the record is processed.
Lock price: Price set to be used when the record is processed.
Order Quantity: Product quantity in the order uom.
Order UOM: Alternative order uom for the product.
Price Lists are used to determine the pricing, margin and cost of items
Price List:
purchased or sold.
Quantity: The number of a certain item.
Requisition: Identifies a unique Requisition
Each product demand has its own status different than the status of the
requisition. The statuses of the demands are:
Requisition line Open: The demand hasn't been yet fulfilled. Closed: Has been ordered
status: enough products. Cancelled: The demand has been closed without ordering
any product. Planned: The demand has been included in a Purchase Plan of
the MRP module.||
The Actual or Unit Price indicates the Price for a product in source
Unit Price:
currency.
UOM: The UOM defines a unique non monetary Unit of Measure
Matched PO Lines
Purchase Order lines created to fulfill the product demand. They can be inserted manually or
automatically with the process to generate the purchase orders.
Fields:
Active:
activated.
Requisition Line: Identifies each product demand of a requisition.
Purchase Order
A unique identifier and a reference to a purchase order line (product).
Line:
The Quantity indicates the number of a specific product or item for this
Quantity:
document.
Requisition To Order
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In the Requisition to Order window it is possible to create Purchase Order from the desired
Requisition lines.
The window is structured in two different areas. The upper one to search open requisitions.
And the second one for locked requisitions.
To search the Requisition lines there are available several filtering options. The "Add lines
without vendor" checkbox is used when a Vendor has been selected to include or not
Requisition lines that do not have a vendor.
The relation of found Requisition lines shows the Open requisitions lines of completed
requisitions and that are not locked.
The Requisition lines that are intended to use to create the Purchase Order have to be selected
from this relation and added to the lock area.
In the lock area there are all the Requisition Lines locked by the user, even those that do not
fulfill the filters of the search area. Requisition Lines that have been locked for more than 3
days are considered as not locked.
Each time that is pressed the Create button is opened a popup to create a unique Purchase
Order with as many lines as necessary. In the lock area it is possible to change the quantity
that is desired to order for each requisition line and it is possible to set the price actual.
Purchase Order
View larger
Create and edit orders to buy products from suppliers.
What is a Purchase Order?
A document that specifies products ordered from a specific vendor, as well as the price,
terms, and conditions of that order. Purchase orders are created from requests that have been
made by various departments.
Keep in Mind:
• Depending on the state of the document, Processed, Posted, ... Some fields of the
document will appear as read only in order to prevent the user to modify the values.
At the database level there is a trigger that prevents the modification of some fields
depending on document's state.
Header
Create a purchase order and process it when ready.
Fields:
The date this transaction is
Accounting
recorded in the general
Date:
ledger.
A flag indicating whether
Active: this record is available for
use or de-activated.
A distinct activity defined
Activity: and used in activity based
management.
Indicates if this document
Approved:
requires approval
Anyone who takes part in
Business daily business operations by
Partner : acting as a customer,
employee, etc.
A cost or expense incurred
Charge:
during business activity.
The amount of a cost or
Charge amount: expense incurred during
business activity.
Purchase or Company
Company Agent:
Agent
Copy from
Copy From Order
Order:
Copy Lines from other
Copy Lines:
Order
Credit
Credit has been approved
Approved:
An accepted medium of
Currency: monetary exchange that
may vary across countries.
Date the document was
Date printed:
printed.
Delivered:
The specific place or
Delivery address an order will be
Location: shipped to or carried out
from.
The desired means of
Delivery
getting requested goods to a
Method:
business partner.
Delivery notes:
A definition stating when a
Delivery Rule:
specific delivery will occur.
A space to write additional
Description:
related information.
An often automatically
Document No.: generated identifier for all
documents.
A specified position
Document resulting from processes
Status: which have/have not been
executed.
A value defining what
sequence and process setup
Document Type:
are used to handle this
document.
Drop Ship Business Partner Contact
Contact: for Drop Shipment
Drop Ship Business Partner Shipment
Location: Location for Drop Shipment
Drop Ship Business Partner for Drop
Partner: Shipment
Form of The method used to pay the
Payment: request.
The charge amount for a
Freight Amount:
specified shipment.
Freight Cost The calculation method
Rule: used when charging freight.
The final monetary amount
Grand Total
(including taxes) charge
Amount:
listed in a document.
The applicable international
Incoterms:
commercial terms.
The geographical location
INCOTERMS
that belongs to the applied
description:
Incoterm.
Invoice From: Bill From Address
Frequency and method of
Invoice Rule:
invoicing
Order Date: The time listed on the order.
Order A reference or document
order number as listed in
Reference:
business partner application.
Organizational entity within
Organization:
client
Identifies the (ship from)
Partner
address for this Business
Address:
Partner
The setup and timing
Payment Terms: defined to complete a
specified payment.
To see that button in 2.34 version you need two
An accounting status noting things: - Make sure that the option 'Show
if a specified transaction accounting tabs' in 'General Setup >
Posted:
was added to the general Application > Session Information is checked. -
ledger. The status of the purchase order should be
'Completed'
Price includes
Tax is included in the price
Tax:
A catalog of selected items
with prices defined
Price List:
generally or for a specific
partner.
A reference stating whether
or not the document has
Print:
been printed at any time in
the past.
An option to have any
Print Discount: discount printed on the
invoice.
A defined level of
Priority:
importance or precedence.
Process Order:
Process Order:
A confirmation that the
Processed: associated documents or
requests are processed.
A defined task or
Project:
undertaking
Purchase
Purchase Order
Order:
An indication that a
Re-invoice: transaction may be invoiced
to a business partner.
Sales An advertising effort aimed
Campaign: at increasing sales.
An indication that a transfer
Sales of goods and money
Transaction: between business partners is
occurring.
The date that a task,
Scheduled
process, or action is to be
Delivery Date:
completed or delivered by.
Selected:
This is a Self-Service entry
Self-Service: or this entry can be changed
via Self-Service
Enable sending Document
Send EMail:
EMail
Shipping The name of the company
Company: making the shipment.
The final sum of all line
Summed Line totals made to a specified
Amount: document or transaction
(not including taxes).
The specific document type
Transaction
which should be used for a
Document Type:
specified transaction.
Transferred to General
Transferred:
Ledger (i.e. accounted)
The organization which
Trx
performs or initiates the
Organization:
transaction.
An acquaintance to reach
User/Contact: for information related to
the business partner.
Warehouse / The location where products
Service Point: arrive to or are sent from.
A display of optional
elements that are previously
1st Dimension:
defined for this account
combination.
A display of optional
elements that are previously
2nd Dimension:
defined for this account
combination.
Lines
Add products to be included in your purchase order. Each product is added by creating a line.
Fields:
Active:
activated.
Attribute Set Value: An attribute associated with a product as part of an attribute set.
Anyone who takes part in daily business operations by acting as a
Business Partner :
customer, employee, etc.
Charge: A cost or expense incurred during business activity.
Charge amount: The amount of a cost or expense incurred during business activity.
An accepted medium of monetary exchange that may vary across
Currency:
countries.
Date Delivered: Date when the product was delivered
Delivered Quantity: Delivered Quantity
Description Only: if true, the line is just description and no transaction
Direct shipment: Ship direct from Vendor to Customer
The proportional discount given to an item, without respect to any
Discount %:
previously defined discounts.
Freight Amount: The charge amount for a specified shipment.
Invoice Date: The time listed on the invoice.
The total number of a product included in an invoice to a business
Invoice Quantity:
partner.
Last price so:
The final amount of a specified line, based only on quantities and
Line Net Amount :
prices.
Line No.: A line stating the position of this request in the document.
A group of identical or similar items organized and placed into
Lot:
inventory under one number.
The number of a certain item involved in the transaction, shown in
Order Quantity:
units which differ from the standard UOM.
Order UOM: The unit of measure being used for the request.
Organization: Organizational entity within client
Partner Address: Identifies the (ship from) address for this Business Partner
Price Adjustment: The ability to raise or lower prices.
Price Limit: The lowest price a specified item may be sold for.
Purchase Order: Purchase Order
Purchase Order Line: Purchase Order Line
The number of an item involved in a transaction, given in standard
Quantity:
units. It is used to determine price per unit.
Reserved Quantity: Reserved Quantity
Resource
Resource Assignment
Assignment:
Scheduled Delivery The date that a task, process, or action is to be completed or delivered
Date: by.
Serial No.: An attribute used as a unique identifier for a product.
Shipping Company: The name of the company making the shipment.
SO/PO Reference: Reference to corresponding Sales/Purchase Order
Standard Price: The regular or normal price of a product in the respective price list.
The percentage of money requested by the government for this
Tax:
specified product or transaction.
Unit Price: The price that will be paid for a specified item.
UOM: A non monetary unit of measure.
Warehouse / Service
The location where products arrive to or are sent from.
Point:
Payment
Create an obligation for accounting to pay for all or part of your purchase order amount in
advance.
Fields:
Active:
activated.
Amount: A monetary total.
A monetary account of funds held in a recognized banking
Bank Account:
institution.
Bank statement line: A statement displaying one transaction in the bank statement.
Anyone who takes part in daily business operations by acting as
Business Partner :
a customer, employee, etc.
Cancel processed: Cancel processed
Cancelled Settlement No.: The settlement used to cancel the corresponding payment.
Cash Book: A document used to manage all cash transactions.
Cash Journal Line: A statement displaying one transaction in the cash journal.
Change Debt Payment: Take this Debt/Payment out of the settlement
C_Settlement_Generate_ID: Settlement generate
An accepted medium of monetary exchange that may vary
Currency:
across countries.
Due Date: The date when a specified request must be carried out by.
Form of Payment: The method used to pay the request.
Generate_Processed: Generate Processed
A document listing products, quantities and prices, payment
Invoice:
terms, etc.
Is Automatic Generated: It is automatically generated
A task or process completed directly by the user, not
Manual:
automatically by the application.
A obligation to pay or a right to collect for a specified item or
Payment:
service.
A confirmation stating whether the request has been closed
Payment Complete:
through a monetary transaction.
Project: A defined task or undertaking
A confirmation stating whether the request has been closed
Receipt:
through receipt of a monetary transaction.
Status: A defined state or position of a payment.
Valid: A confirmation that something is correct.
Write-off Amount: A monetary sum that can be deducted from tax obligations.
Price Adjustments
View applied price adjustments for each order line.
Fields:
Active:
activated.
Adjusted Price: The price to be offered after discounts or price increases.
Price Adjustment: The ability to raise or lower prices.
Price Adjustment
The amount by which this price is raised or lowered.
Amt.:
Purchase Order Line: Purchase Order Line
Tax
Edit taxes applied to your order.
Fields:
Purchase
Purchase Order
Order:
The percentage of money requested by the government for this specified
Tax:
product or transaction.
The total sum of money requested by the government of the specified
Tax Amount:
transaction.
Taxable
The total sum on which taxes are added.
Amount:
Goods Receipt
View larger
Create and edit goods receipts from your vendors and create invoices from these receipts.
What is a Goods Receipt?
A shipment document stating what has been received from a specific supplier. This receipt
may be generated manually or created from a Purchase Order or Vendor Invoice. Without
this document, the system does not know that new materials are on hand.
Creation Process:
There are two possibilities when creating a goods receipt.
• Copying lines from an order and including them in the desired goods receipt.
• Creating it manually from the beginning. This is useful when creating a goods receipt
without a specific order. In this case it is necessary to manually define lines or
products in the Lines tab.
• Using the Pending Goods Receipt window to automatically create the goods receipt
from the purchase orders.
Keep in Mind:
• Depending on the state of the document, Processed, Posted, ... Some fields of the
document will appear as read only in order to prevent the user to modify the values.
At the database level there is a trigger that prevents the modification of some fields
depending on document's state.
Header
Create and process a goods receipt.
Fields:
Accounting Date: The date this transaction is recorded in the general ledger.
Active:
activated.
A distinct activity defined and used in activity based
Activity:
management.
Anyone who takes part in daily business operations by acting as
Business Partner :
a customer, employee, etc.
Calculate Freight Amount:
Charge: A cost or expense incurred during business activity.
The amount of a cost or expense incurred during business
Charge amount:
activity.
Company Agent: Purchase or Company Agent
Create From Multiple:
Create Lines from: An addition of statements from pre-existing documents.
Date printed: Date the document was printed.
The specific place or address an order will be shipped to or
Delivery Location:
carried out from.
The desired means of getting requested goods to a business
Delivery Method:
partner.
Delivery Rule: A definition stating when a specific delivery will occur.
A specified position resulting from processes which have/have
Document Status:
not been executed.
A value defining what sequence and process setup are used to
Document Type:
handle this document.
Freight Amount: The charge amount for a specified shipment.
A classification used to help calculate shipping company freight
Freight Category:
amounts.
Freight Cost Rule: The calculation method used when charging freight.
Generate Invoice from Create and process Invoice from this receipt. The receipt should
Receipt: be correct and completed.
A document listing products, quantities and prices, payment
Invoice:
terms, etc.
Logistic:
The date that a certain item is moved from one location to
Movement Date:
another.
The type of a certain item being moved from one location to
Movement Type:
another.
Number of Packages: The number of packages being shipped.
A reference or document order number as listed in business
Order Reference:
partner application.
Partner Address: Identifies the (ship from) address for this Business Partner
Pick Date: Date/Time when picked for Shipment
An accounting status noting if a specified transaction was added
Posted:
to the general ledger.
A reference stating whether or not the document has been
Print:
printed at any time in the past.
Priority: A defined level of importance or precedence.
Process Shipment : Process Shipment (Update Inventory)
Process Shipment : Process Shipment (Update Inventory)
A confirmation that the associated documents or requests are
Processed:
processed.
Project: A defined task or undertaking
Sales Campaign: An advertising effort aimed at increasing sales.
An indication that a transfer of goods and money between
Sales Transaction:
business partners is occurring.
Send EMail: Enable sending Document EMail
Ship Date: Shipment Date/Time
The document number for identifying an act of sending or
Shipment/Receipt:
receiving goods.
Shipping Company: The name of the company making the shipment.
Tracking No: Number to track the shipment
Trx Organization: The organization which performs or initiates the transaction.
Update Attributes from
Update attributes from shipment
Shipment:
An acquaintance to reach for information related to the business
User/Contact:
partner.
Warehouse / Service Point: The location where products arrive to or are sent from.
A display of optional elements that are previously defined for
1st Dimension:
this account combination.
A display of optional elements that are previously defined for
2nd Dimension:
this account combination.
Lines
Add products which are included in your goods receipt. Each product is shown on its own
line.
Fields:
Active:
activated.
Attribute Set Value: An attribute associated with a product as part of an attribute set.
Description Only: if true, the line is just description and no transaction
A group of identical or similar items organized and placed into
Lot:
inventory under one number.
Movement Quantity: The number of items being moved from one location to another.
The number of a certain item involved in the transaction, shown in
Order Quantity:
units which differ from the standard UOM.
Order UOM: The unit of measure being used for the request.
Purchase Order
Purchase Order Line
Line:
Re-invoice: An indication that a transaction may be invoiced to a business partner.
Serial No.: An attribute used as a unique identifier for a product.
The document number for identifying an act of sending or receiving
Shipment/Receipt:
goods.
Shipment/Receipt A statement displaying one item, charge, or movement in a
Line: shipment/receipt.
Storage Bin: A set of coordinates (x, y, z) which help locate an item in a warehouse.
UOM: A non monetary unit of measure.
Purchase Invoice
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