P/O Flow Of Events
At this point, you are ready to process the Purchase Order module. Establish your own time frame for day to day procedures based on the volume of purchase order activity in your office. The Flow of Events provides a general outline for these procedures.
Purchase Order processing can be divided into four main activities:
1) entering purchase orders
2) receiving purchase orders
4) printing reports
5) month/year end processing
The Flow of Events described below is a guideline of options to follow for Purchase Order processing. When you are using an option for the first time, please read the entire Option Description for detailed instructions on using that option.
Entering Purchase Orders: (Options from the P/O PROCESSING MENU)
Use the P/O Purchase Order Maintenance to enter purchase orders as necessary.
Use the P/O Open P.O.’s Report to check for accuracy. This report should also be printed each time purchase orders are entered. If necessary, use the Purchase Order Maintenance option to make corrections.
Receiving Purchase Orders: (Options from the P/O PROCESSING MENU)
Use the P/O Purchase Order Maintenance to receive purchase orders as necessary.
Use the P/O Received P.O.’s Report to check for accuracy. This report should also be printed each time purchase orders are received. If necessary, use the Purchase Order Maintenance option to make corrections.
Use the P/O Received P.O.’s Posting option to post the entries to the B/I INVENTORY and P/O HISTORY files.
Printing Reports:
Reports in the Purchase Order module may be run at any point in time. However, we suggest reviewing reports each time purchase orders are posted. If this is not feasible, hardcopies of these reports should be printed, verified and filed prior to running the P/O History Reorganization option.
P/O History Report - is used to review the posted purchase orders by purchase order number.
Month/Year - End Processing:
To insure the integrity of the data in your Purchase Order files, the following steps should be completed before entering any new purchase orders for the next month.
Backup data - follow the instructions provided with your backup device.