Activant Prophet 21Creating and Adjusting Purchase Orders
This class is designed for Purchasing personnel in charge of creatingand editing purchase orders
Objectives Create manual Purchase Orders Edit Existing Purchase Orders Requisition Purchase Orders Print Purchase Orders Print Open POs Report Perform Inquire Options
This course will NOT cover Purchase Order Requirements/GenerationCriteria Purchase Order Requirements/Generation
Purchase Order EntryCreate Purchase OrdersPO RequirementsPurchaseCreate POGenerationOrder EntryFrom OEProphet 21 suggestsitems to purchasebased on your criteria.User generates thepurchase ordermanually, keying all ofthe data.User generates thepurchase order fromwithin sales orderentry.
Purchase Order Entry
Purchase Order Entry Create manual POs for stock purchases
Purchase Order EntryStep 1: Enter a purchase location(where the material will arrive).Step 2: Enter the Vendor, Supplier, andDivision IDs.
Purchase Order EntryStep 3: Enter a Buyer ID.Step 4: Enter an External PO Number.
Purchase Order EntryStep 5: Enter a Required Date.Step 6: Select the Print PO Form/Fax/Email PO Form togenerate a copy of the PO when you save.
PO Notes Tab Apply to the entire purchase order Print at the top of the PO paperwork
Totals Tab View totals related to PO Track control and target value information
Purchase Order EntryStep 7: Enter the Item ID.
Purchase Order EntryStep 8: Enter a Quantity to Order.Step 9: Review the Unit Price and adjust if necessary.Add additional items – press [Enter] until a new line displays
Extended Info Tab
PO Line Notes Tab
Commitment Schedule
Backorders Link regular backorders to purchase orders
Purchase History
Purchase Order Entry Save the PO to the system File/Save Or
Release Schedules
Release Schedules Establish a repeating amount for receiptduring a specified period of time Schedule to apply to all or some line itemsSchedule specific to a line item only
Schedules TabSpecific Dates set up releases by dates that you indicate.Rule releases scheduled based on number ofdays, weeks, months, etc
Schedules TabRound Quantity OnIf the ordered amount does not allocate to all releases evenly,choose when you want to request the uneven shipment.
Schedules TabApply selects prior to entering a line item; the schedulewill be applied to that line item.Apply to All selects after all line items are enteredon the purchase order.
Release Schedule Tab Enter Item ID and total amount to order
Release Schedule TabEnter Release Date.Enter Release Quantity.
Editing Purchase Orders Edit any regular PO through the PO Entry window Manual and Generated!
Editing Purchase OrdersKey or search for the Purchase Order you plan to edit.
Editing Purchase OrdersTo cancel an entire PO, select the Delete Checkbox.
Editing Purchase OrdersTo cancel a line item, select the Delete Checkbox on that line.
Editing Purchase OrdersOrdered Quantities can be edited if the Order Quantities field is editable.Click in the Order Quantity field to enter the new purchase amount.
Editing Purchase OrdersAdjust pricing when the Unit Price or ExtendedPrice fields are enabled.To add additional items, place your cursor in the last line andpress [Enter] until a new line displays.
Editing Purchase Orders If a PO is complete or cancelled,adjustments cannot be made Adjust quantity or price as necessary Support solution 1394 Details editing for special and direct ship POs
Requisition Purchase Orders Generate POs for Requisition items Furniture Computerequipment Office supplies
Requisition Purchase OrdersStep 1: Enter a purchase location (wherethe material will arrive).Step 2: Enter the Vendor, Supplier, and Division IDs.
Requisition Purchase OrdersStep 4: Enter an External PO Number.Step 3: Enter a Buyer ID.
Requisition Purchase OrdersStep 5: Enter a Required Date.Step 6: Select the Print PO Form/Fax PO/Email Form togenerate a copy of the PO when you save.
Requisition Purchase Orders Enter notes on the PO Notes tab
Requisition Purchase OrdersStep 7: Enter the Item ID.
Requisition Purchase OrdersStep 8: Enter a Quantity to Order.Step 9: Review the Unit Price andadjust, if necessary.To add additional items, press [Enter] until a new line displays.
Printing Purchase Orders Purchase Orders can be printed through: Purchase Order Entry Requisition Purchase Order Entry Purchase Order Requirements/Generation Purchase Orders Report
Purchase Orders Report Print purchase orders for the first time Reprint an existing purchase order
Printing Purchase OrdersEnter a specific Purchase Order or range.If necessary, indicate Vendor, Supplier ID and Location Info. Choose File/Print or
Reprinting Purchase OrdersSelect Reprint POs checkbox. Choose File/Print or
Open POs Report Locate information related to outstandingreceipts from your supplier through theOpen PO Report
Open POs ReportEnter a Location ID or range.
Open POs ReportEnter a Supplier ID or range.
Open POs ReportEnter an External PO Number or range.
Open POs ReportSelect PO Type.
Open POs ReportIndicate the Required Date range.
PO Inquire Options Locate details related to Purchase Ordersthrough the PO Drill Down Options
PO Drill Down by Supplier View all purchase order information relatedto a specific supplier
PO Drill Down by SupplierEnter a Location ID or range.Key or search forthe supplier ID.Verify the Starting Date.
PO Drill Down by Supplier Locate additional details by drilling into thePurchase Order column
PO Drill Down by Supplier Drill into the Item ID field to view anyassociated sales orders
PO Drill Down by Item Locate purchase orders specific to an item
PO Drill Down by ItemEnter a Location ID or range.Key or search for an Item ID.Verify the Starting Date.
PO Drill Down by Item Drill into the PO Number field to viewdetails related to a specific purchase order
PO Drill Down by Item
PO Drill Down by PO View information related to a specific PO
PO Drill Down by PO Key or search for the PO, by Purchase OrderNumber or External PO Number
PO Drill Down by PO Drill into the Item ID field to view anyassociated Sales Orders
Summary Created manual Purchase Orders Edited existing Purchase Orders Requisition Purchase Orders Printed Purchase Orders Printed Open POs Report Used the Inquire Options
For More Information Prophet 21 Help Files Visit Activant on the web: distribution.activant.com View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Email Professional Services Sales pss@activant.com
purchase order from within sales order entry. User generates the purchase order manually, keying all of the data. Prophet 21 suggests items to purchase based on your criteria. Create PO From OE Purchase Order Entry PO Requirements Generation Creat
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