Purchase Orders - SPAR Associates
Contents
1. Spar a ASSOCIATES INC Closing A Purchase Order When all material activity ordering receiving on a purchase order is complete the purchase order should be closed Closing a purchase order is especially important if the quantity received is less than the quantity ordered because the issuing of the purchase order updates the quantity ordered in the Parts Catalog and the cost of material purchased at the project WBS levels Spar a ASSOCIATES INC Purchase orders can be closed either on the Purchase Order worksheet with the drop down column or on the detail tab The user can close the purchase order by indicating that it is Complete When you do this the system will close all outstanding purchase order items Purchase order items also can be closed individually When all items are set to complete the system will automatically set the header to complete Spar L ASSOCIATES INC When a purchase order is flagged complete the system resets the quantity ordered to be equal to the quantity received If the quantity received is less than the quantity ordered the Parts Catalog is updated to back out the difference The project WBS also is adjusted for committed cost accordingly Spar ASSOCIATES INC Changing the Complete status on the purchase order header record to Un Complete will not cause the items to be changed accordingly The items must be changed individually Setting2. 66 Adding PO Items That Reference Requisitions The following procedure allows the user to define PO items that directly reference requisition items that have already been defined on the database and have been authorized for purchase 1 Select the contract and project number 2 If the PO is to be limited to purchasing only items within a particular timeframe select the desired Need Date window 3 Then click on the Retrieve button 4 The list of retrieved requisitions will be listed in the left hand data box Spar K ASSOCIATES INC Highlight each requisition required for assigning to this purchase order Then click on the button so that they are transferred to the right hand data box If all of these requisitions are to be considered for the purchase order the requisitions do not need to be highlighted Instead click on the button and all will be transferred to the right hand data box Any requisitions selected for the purchase order can be dropped out of the right hand data box by clicking on the back out buttons An alternative to retrieving and selecting requisitions is to click on the Enter a Requisition Number check box and type in the requisition number Spar ASSOCIATES INC 10 To proceed click on the E button The system will display all of the requisition items that qualify for purchase on the selected requisitions Select Requisition Items to Ad
3. The Date Rejected is set by material inspection transaction Environment Stores Management QA Material QTY Returned The QTY Returned is set by material return transaction Environment Stores Management Return Material Qty Invoiced The QTY Invoiced is set by vendor invoice transaction Environment Accounting Vendor Invoices Invoice Date The Invoice Date is set by vendor invoice transaction Environment Accounting Vendor Invoices Freight Cost The Freight Cost is set by vendor invoice transaction Environment Accounting Vendor Invoices Spar ASSOCIATES INC Invoice Cost The Invoice Cost is determined by the vendor invoice transaction Environment Accounting Vendor Invoices Domestic Invoice Cost The Domestic Invoice Cost is determined by the vendor invoice transaction Environment Accounting Vendor Invoices Complete The user may set the Complete flag Yes or No at any time When set the system will assume no further commitments are to be made to the vendor for any further deliveries of this item under this purchase order The system will make appropriate adjustments to the committed costs to the levels of the WBS When all quantities ordered have been received and accepted the system will automatically set the Complete flag to Yes Comments These comments are for user information purposes only They appear in no material control document Spar 7 ASSOCIATES INC All PO items
4. Once a purchase order has been issued it must be amended to make any changes Spar i ASSOCIATES INC From either the Purchase Order or the PO Items worksheet 1 Highlight any or all records that require amending 2 Click on Edit Amend Selected PO or 3 Click on the Amend PO button 14 on the tool bar The system will display the next sequential amendment number for that purchase order but the user can modify this number if necessary New items can be added to the purchase order under this same amendment number Spar ASSOCIATES INC When amending an existing PO item s quantity if the PO item links to more than one 1 requisition item the user must drill down to these attached requisition items and change the quantity ordered on the appropriate items The PO item quantity ordered will be updated with the sum of the attached requisition item quantity ordered If the PO item links to only one requisition item the quantity ordered may be changed on the PO item This will then update the single requisition item attached to this PO item Spar i ASSOCIATES INC An amended purchase order must be re authorized and re issued When printing a Draft PO or issuing a purchase order that has been amended only those items whose amendment ID matches the amendment ID on the header will be included To obtain a printed copy of all items on a purchase order regardless of amendment ID run the PO1 report
5. 1 600 000 9h2 9 EX STG Butt Weld SMLS CS Reducing Te 2 00EA EA y Direct Purchase PTRED XS 24X20 1 150 000 1002 10 150 RF Flg CS SS Trim Butterfly Val 9 00 EA Direct Purchase PYBFLY 150 20 2 850 000 11 150 RF Flg CS SS Trim Butterfly Val 4 00EA EA y Direct Purchase PVBFLY 150 24 3 000 00C 1202 12 150 RF Flg CS SS Trim Wafer Check V 3 00 EA e Purchase PVYCHK 150 20 4 500 000 32 13 150 RF Flg CS Gate Valve wActuator 3 00 EA EA y Direct Purchase PYGATA 150 20 10 000 000 1402 14 150 RF Flg CS Gate Valve wActuator 3 00 EA EA Direct Purchase PVGATA 150 24 10 000 00C a ar Panne Misca eNA annen Ia Minicom munr r man r nnn ane Spar ASSOCIATES INC Every purchase order item must be identified on the database by its unique combination of purchase order number amp item number 1 Purchase Order Number maximum 8 alphanumeric characters 2 Purchase Order Item Number maximum of 8 alphanumeric Keys Purchase order items can be added in the Purchase Order Item worksheet Spar ASSOCIATES INC Every PO item must identify an item on an existing requisition The requisition also must be flagged as authorized otherwise the system will display an error ASSOCIATES INC Double click on any PO item in the PO Item worksheet to display its detail window or by click on the the Drill Down button on the tool bar and select Details Purchase Order Item Detail i PLATE STEEL 1 2500 CANS
6. ASSOCIATES INC As the vendor invoices arrive they are entered into the system in the normal manner The invoiced cost is entered against the PO credit limit item The difference here is that the invoiced cost is entered into the unit price column but the invoiced quantity must be left zero 0 The software will recognize this and charge the cost to the PO Item and not increment the quantity invoiced for the PO Item The system will roll up the invoiced cost to the project and include it on the various summary reports Spar a ASSOCIATES INC The one drawback with this method is that the system does not automatically calculate and record a Cost Received Therefore the user must receive incremental quantities of the original PO Item or wait until the PO is complete and receive the whole PO Item This method also is the preferred method for invoicing Milestone payments Spar i ASSOCIATES INC Warning If using a credit limit PO item and the user fails to enter the invoiced cost directly against the credit limit PO item i e leaves the PO Item Number blank the system will automatically add the invoiced cost as a new PO item as it would under Method 1 above However this will increase the committed cost to the project by the amount of costs included in these items added by the system Spar ASSOCIATES INC The following details the steps for creating a blanket purchase order under t
7. SHIPYARD NO LA TER THAN SEPTEMBER 13h Marten Roler Furing sat Cat Wo 1234 4729 Furting ines biocks CERTIFICATES SHALL GE SUPPLIED IN GUIADRLIPLICATE FREE ISSUE T O SHPYARD Decourts to apiy per Apri ogreernert 102 Customized formats can be ordered with the system 103 When a purchase order is issued the system performs the following updates 1 The PO issue date is updated with the current date 2 The total purchased dollars are increased at the project WBS levels 3 The Parts Catalog quantity on order is increased Spar ad ASSOCIATES INC Recipient Distribution List One of the options for issuing the PO is to broadcast it to a distribution list which identifies one or more separate parties who are designated to receive the PO The user can set up recipient distribution lists by clicking on Reports Maintain Recipient Lists from the main menu Spar ig ASSOCIATES INC The system will display a tab window that defines names and other options for any number of recipient distribution lists 1 Additional lists can be added by clicking on the Insert button 2 Highlighting them and clicking on the Delete button can delete lists 3 Adds changes and deletes all can be saved on the database by clicking on the Save button 4 The Retrieve button may be used in case one was to delete or add and then change their mind ASSOCIATES INC Recipient List Maintenance Recipient Lis
8. be displayed at the bottom of the PO This information can be manually entered using standard text editing procedures The user also may formulate this text using Clauses from the library Environment Purchasing Clauses Edit Create PO Footer enables the user to use these clauses in compiling and editing the PO Footer Follow the same procedures as described for the PO Heading Comments These comments are for user information purposes only They appear in no material control document Spar aT ASSOCIATES INC Purchase Order Items When the purchase order header information is complete click on the Items tab to display the Purchase Order Item worksheet and add the PO items Purchase Order Details Jof X Purchase Order Items PO PO ltem Description Qty Ordered Regn UoM PO UoM Part Type Part ID Unit Price wW EX STG Butt Weld SMLS CS Concentric 200EA EA Direct Purchase PCRED XS 24x20 276 000 2h2 2 EX STG Butt Weld SMLS CS 90 deg SR E 12 00EA Direct Purchase PESOSR XS 24 255 000 3h2 3 EX STG ERWISMLS CS Pipe 567M M y Direct Purchase PI XS 10 93 500 4n2 4 EX STG ERW SMLS CS Pipe 1 00M Direct Purchase PVXS 14 154 200 k 5 EX STG ERW SMLS CS Pipe 66 33M k sr Purchase PUXS 20 262 470 ep2 5 EX STG ERW SMLS CS Pipe 23 00M E Purchase PUXS 2d 344 490 72 7 EX STG ERWISMLS CS Pipe 0 67M M y Direct Purchase PI XS 8 100 070 ah2 8 EX STG Butt Weld SMLS CS Tee 2 00 EA Direct Purchase PTEE XS 24
9. from the earliest Need Date for the PO item the PO item may be linked to multiple requisition items and the longest Stores Buffer time or the Pallet Buffer time defined on the requisition item s PO Issue Date The PO Issue Date is the date the purchase order or its amendment was issued Spar ASSOCIATES INC Current ETA The Current ETA is the most current estimated time of arrival for the PO item as provided by the vendor to the user This is a manual entry Original ETA The Original ETA is the original estimated time of arrival for the PO item as provided by the vendor to the user The Original ETA is set by the system when the user first enters a Current ETA for the PO item Once set the user cannot modify this Original ETA date Amendment ID The Amendment ID is a sequential number assigned by either the system or by the user Different PO items can be assigned to different amendment ID s Amendment Date The Amendment Date is automatically set by the system as the most recent date that the PO item was amended Spar a ASSOCIATES INC Tax Flag The Tax Flag Yes or No allows the user to indicate a tax exemption status Taxes The system automatically sets the sales tax percentages to be the same as defined in the company parameters Library Company Parameters Tax Rates Import Duty If the PO item requires an import duty to be paid enter the percentage Packing Slip The Packing Slip is set by mate
10. from the shopping basket can be removed by clicking on the de transfer button Additional parts can follow in the same manner Once all parts desired have been selected click on the Finish button at the bottom and the system will copy these items to the requisition Spar ASSOCIATES INC Optional Part Attribute Query The Advanced Lookup button Mame provides a means of searching the Parts Catalog with more advanced user defined criteria of part attributes To add a criterion click on the Penmaen button Then select an attribute from the list of attributes displayed for the Part Classification ASSOCIATES INC RE igh Du Medium Duty HP ediu 79 Then select the Operator from the drop down list of available choices Means search for parts that have an attribute equal to that selected gt Means search for parts that have an attribute with a value greater than that selected lt Means search for parts that have an attribute with a value less than that selected gt Means search for parts that have an attribute with a value greater or equal to that selected lt Means search for parts that have an attribute with a value less than or equal to that selected lt gt Means search for parts that have an attribute with a value that is not equal to that selected Like Means search for parts that contain the string entered some
11. 02 19 2002 02 19 2002 00 00 0000 Purchase Order Header Worksheet 22 ASSOCIATES INC Every purchase order must be identified on the database by its unique purchase order number Purchase Order Number maximum 8 alphanumeric characters A new purchase order can be added to the Purchase Order Header worksheet Spar ASSOCIATES INC The purchase order header must identify e Vendor e Terms e Currency requirements The other information typically required identify e The Ship To address and e Any necessary header and or footer text specifications ASSOCIATES INC 24 Double clicking on a desired purchase order will open the Purchase Order Details tab window This window z provides most of the p information r No available at the header aa 000 level of the No purchase m a No order DELIVERY ALL MATERIAL SHALL BE DELIVERED NO LATER THAN 10 DAYS AFTER REQUIRED DELIVERY DATE DESPATCH ALL MATERIAL SHALL BE ISSUE TO SHIPYARD F O B SHIPYARD Purchase Order Detail Window Spar ASSOCIATES INC Purchase Order Header Information The following describes the various fields of information many optional on a purchase order Purchase Order Header Detail Information The purchase order header record holds overall information about the purchase order PO Number The PO Number can be a sequential numbe
12. 10 08 2001 00 00 0000 p2 Purchase pipe fittings 00 00 0000 07 30 2001 07 06 2001 06 01 2001 09 18 2001 4 09 18 2001 43 Misc pipe amp fittings 00 00 0000 00 00 0000 00000000 00 00 0000 00 00 0000 00 00 0000 R1 po for req R1 03 30 2002 00 00 0000 oovoov0000 00 00 0000 02 19 2002 00 00 0000 001 00 00 0000 00 00 0000 00000000 00 00 0000 10 02 2001 00 00 0000 po4 test 0000 0000 0000 0000 oovoovoo00 00 00 0000 10 02 2001 00 00 0000 p5 Outfit Assembly Materials 09 11 2001 00 00 0000 00000000 00 00 0000 09 11 2001 1 09 11 2001 262 Machinery Arrangement 10 20 2001 10 20 2001 10 11 2001 10 20 2001 10 16 2001 1 10 16 2001 Res 10 20 2001 00 00 0000 oovoovoo00 00 00 0000 10 18 2001 00 00 0000 11 p909 demo 00 00 0000 00 00 0000 00000000 00 00 0000 00 00 0000 00 00 0000 h 2345 Steel for drawing 05 01 2001 00 00 0000 ooa0a0000 00 00 0000 oovoo0000 11 09 11 2001 h 2346 Misc sailboat fittings 00 00 0000 0000 0000 00000000 00 00 0000 09 19 2001 00 00 0000 14h 2347 Sample Purchase Order 00 00 0000 00 00 0000 00000000 00 00 0000 00 00 0000 00 00 0000 15h 2349 pipe purchase 00 00 0000 00 00 0000 oovoov0000 00 00 0000 00 00 0000 00 00 0000 h 2350 BUY BULK PIPE 00 00 0000 00 00 0000 00000000 00 00 0000 09 03 2002 1 09 03 2002 h 2352 Pipe for Project 5 0000 0000 0000 0000 0oa00000 00 00 0000 09 03 2002 00 00 0000 hvoo00002 Auto Created by Voucher R2 02 19 2002 02 19 2002 00000000 02 19 2002 02 19 2002 00 00 0000 voo00003 Auto Created by Voucher R3 02 19 2002 02 19 2002 00000000
13. ASSOCIATES y PERCEPTION Total Shipyard Management File Edit View Environment Library Data System Reports Window Help 18 x o elt S c PGAZU E t lm a8 A W Requisition Informati Contract A DEMO __2 A DEMO __3 A DEMO A DEMO __5 4 DEMO __6 A DEMO __7 A DEMO 8 A DEMO _ 9 4 DEMO A0 A DEMO UADEMO _ 12 A DEMO _13 4 DEMO _ 14 4 DEMO _ 15 A DEMO 16 A DEMO _17 4 DEMO 18 A DEMO 19 A DEMO _20 A DEMO _21 A DEMO 101 Purchase Order Ship To Header Footer PO Heading x 4s Ba je ae ae ne ae eae e Define Purchase Order Sample Purchase Order Select Vendor and Detail ID A Demo Annapolis Store Select Terms Net 30 Days Specify Buyer Currency Need Date juss 1007 2002 ove C eee _ 10 Masts Towers amp Tetrapods Create a Purchase Order using the material on one or more Requisitions r Options V Auto Increment PO Number I Specify PO Number fo Append mo Existing terme x Drawing File Ne Naa EVA spar spar Material Frame 57 The user must identify the vendor terms and currency requirements The purchase order number can be either manually defined or incremented automatically by the system to the next higher number on the database check the appropriate box The other tabs identify the Ship To address and any necessary header a
14. ERW SMLS CS Pipe 1 00M Direct Purchase 5 EX STG ERW SMLS CS Pipe 66 33 M M y Direct Purchase 6 EX STG ERW SMLS CS Pipe 23 00 M M y Direct Purchase 7 EX STG ERW SMLS CS Pipe 0 67 M M y Direct Purchase 8 EX STG Butt Weld SMLS CS Tee 200EA EA Direct Purchase 9 EX STG Butt Weld SMLS CS Reducing Te 2 00 EA Direct Purchase 10 150 RF Flg CS SS Trim Butterfly Val 9 00 EA EA Direct Purchase 11 150 RF Flg CS SS Trim Butterfly Val 4 00EA Direct Purchase 12 150 RF Flg CS 55 Trim Wafer Check V 3 00 EA EA y Direct Purchase 13 150 RF Flg CS Gate Valve w Actuator 3 00 EA Direct Purchase 14 150 RF Flg CS Gate Valve w Actuator 3 00 EA EA Direct Purchase 15 Cargo Pump Relief Valve 2 00 EA pe Purchase 16 misc parts 0 00 EA EA X Part ID PCRED XS 24 20 PESOSR XS 24 PUXS 10 PUXS 14 PUXS 20 PVXS 24 PUXS 6 PTEE XS 24 PTRED XS 24 20 PYBFLY 150 20 PYBFLY 150 24 PYCHK 150 20 PYGATA 150 20 PVGATA 150 24 PYRELF 8X10 Beles Unit Price 275 000 255 00 93 50 154 20 262 47 344 49 100 0 1 600 0 1 150 0 2 850 0 3 000 0 10 000 0 0 000 0 5 000 0 7 0 0 0 0 4 500 00 0 0 0 D 150 0 61 Double click on any PO item to display the item s Detail window and enter any missing information as necessary Purchase Order Item Detail Other items can be viewed from this ae same window by cycling through them using the men a scrolling buttons a 0 00
15. PERCEPTION MAT PAC Purchase Orders A Training Tutorial ASSOCIATES INC This training tutorial outlines the basic features of the PERCEPTION system for developing purchase orders It is a Supplement to the user manual entitled PERCEPTION Material Planning Purchasing amp Inventory Control which provides more details for the user Before using this tutorial the user should first view the preliminary PERCEPTION training tutorial Getting Started Other related training tutorials for material control are the following 1 ASSOCIATES INC Starting From Scratch Material Planning Purchasing amp Inventory Control Starting A New Project Managing Drawings amp Bills of Materials Material Requisitions Work Order Pallets Tool Room Control 10 11 12 Developing A Parts Catalog Managing Stock Inventories Receiving amp Warehousing Withdrawing Material to Production Managing Vendor Invoices Managing Customer Billings Training Directory gt Continue gt Requisitions gt Blanket POs gt Requisition Items gt Issuing POs to Vendors LB Defining POs BE Recipient Distribution List gt PO Header gt Amending a PO LE PO Items B Closing a PO gt PO Requisition Links gt Deleting a PO gt Create PO from Req gt Reports gt PO Item Wizard gt Material Cost Rollup ASSOCIATES INC Material Cost Management The req
16. a on the tool bar p nma Purchase Order Item Detail Window Spar ASSOCIATES INC All PO items must be provided with the purchasing unit price and any applicable taxing designations ASSOCIATES INC Alternate Method 2 Creating Purchase Order Using the Wizard Another alternate method for creating a purchase order is using the purchase order wizard 1 First add a new purchase order header record to the purchase order worksheet Environment Purchasing Purchase Orders 2 Then drill down to the purchase order detail tab window 3 Click on the purchase order tab to open to Purchase Order Items worksheet Spar ASSOCIATES INC To add a new item select Edit Create PO Item from the main menu or al on the toolbar This will open the window for scanning requisitions and selecting the item s needed to link with the new PO item Select Requisitions From Which To Create Purchase Order Item Created During Purchasin Drawing for Tutorial Flat Panel Cutting Plan Spar g ASSOCIATES INC The user has two choices for defining PO items 1 ASSOCIATES INC The first choice is to reference requisitions that already identify material needs The second choice is to click on the _Create a Quick Requisition tem button This allows the user to define a PO item without a pre existing requisition the system generates a requisition as the PO items are created
17. a complete item to Un Complete when the header is already set to Complete will however reset the header record to Un Complete Spar mp ASSOCIATES INC Deleting Purchase Orders Purchase orders or purchase order items can be deleted only if they are not issued and if no material has been received against them ASSOCIATES INC 117 Purchase Order Worksheet Color Codes The purchase order worksheet provides a color coding of the rows of purchase orders on display Green PO has been issued Red PO has been amended but not yet re issued Light Blue PO is complete In addition the PO item worksheet also provides the following color codes PO items are flagged red under the following conditions PO item has been received but for a quantity greater than ordered PO item has been invoiced for a quantity greater than what was ordered Current ETA is later than the need date Spar oa ASSOCIATES INC Purchase Order Reports Select Report To Run Purchase order reports are Report List available from the wf Perception Reports Collection C Expediting Reports amp Material Budget and Cost Reports En vironm ent Purchasing Reports C Material Transaction Reports Purchase Order Reports menu Print Draft PO 32 PO1 Purchase Order E PO2 Purchase Order item Status E POS Purchase Order Status Summary Queries on existing purchase E PO4 Foreign Currency Rates E POS Pu
18. alog to indicate that these items have been defined on a requisition and are therefore available for purchasing ASSOCIATES INC Brokered Material Purchased material can be directed for processing by a third party broker There are various ways to do this using the system including the following 1 Provide the broker s name address and vendor instructions in either the purchase order header or footer If use of the broker is commonplace this information can be defined as a standard purchase order clause Environment Purchasing Clauses 2 When the broker submits its fee invoice issue a purchase order to cover the cost and allocate to the appropriate contract project Spar ASSOCIATES INC Similar to requisitions purchase orders consist of the purchase order header record and detail purchase order item records Purchase Order PO Items The header record stores general information about the purchase order The PO items are its details Spar ASSOCIATES INC Purchase Order Header Record Access to purchase orders is available by selecting Environment Purchasing Purchase Orders from the main menu amp Purchase Orders for the Purchasing Environment PO PO Heading Date Required Current ETA Last Update _ Original ETA Last Issue Date Amendment ID Amendment Date i Valves 00 00 0000 00 00 0000 00 00 0000 00 00 0000 11 07 2001 4 11 07 2001 Valves 00 00 0000 00 00 0000 ooa00000 00 00 0000
19. d Requisition Regn Item Description Part Type 01 01 1 SPADE Rudder Manufactured PI 1 10 150 CS WN RF Flange Direct EE Spar ASSOCIATES INC Note If the system does not display items on the selected requisitions that are available for purchase the system will display an error message saying that No Items To Order Were Found on Selected Requisitions The causes may be as follows 1 No requisition items were found that have been authorized for purchase or 2 None of the items have quantities or remaining quantities available for purchase or 3 Ifa stock replenishment project no stock items have been identified for purchase Spar ASSOCIATES INC Now select the items desired from the left hand box and again use the buttons to transfer them to the right hand box Clicking on the E button will cause the user to have to start all over with retrieving requisitions Any items that have been selected on this window will disappear if they have not already been added to the PO items Spar as ASSOCIATES INC Adding Quick PO Items The following procedure allows the user to define PO items that do not directly reference any existing requisition items Such PO items are called Quick PO items The system automatically generates requisition items as the PO items are created Quick PO items can be combined on the same purchase order as PO items that reference requ
20. et by the system as the sum of all these requisition item required quantities The user may manually edit and modify this Qty Ordered for the purchase order if the PO item is attached to only one single requisition item PO UoM The PO UoM purchase order unit of measure by default is set by the system to be the unit of measure of the linked requisition item s However the user can change this if the unit of measure is different for the purchased quantity For example paint may be withdrawn to production on the basis gallons but purchased by the drum For these situations the user must make the appropriate changes to the Qty Ordered and define the appropriate UoM Conversion Factor Only units of measure stored in the library Library Units of Measure are available in the PO UoM drop down box Spar i ASSOCIATES INC Requisition UoM The Requisition UoM is the unit of measure of the linked requisition item s Only changing the unit of measure on the requisition item can change it UoM Conversion Factor Purchase Order To Requisition The UoM Conversion Factor by default is set by the system to be 1 0 However if the user changes the unit of measure for the Qty Ordered the user must supply the appropriate conversion factor This factor is required by the system so that after the ordered material has been received from the vendor in terms of the purchased units of measure it can be processed for production in the origina
21. f the PO items reference requisition items that have been scheduled by either work orders or production pallets these items will have their individual RIY dates computed by the system as described in the chapter Material Planning amp Scheduling of the Material Planning Purchasing amp Inventory Control User Manual When items are defined for the PO the PO header s Required Date will be set by the system as the earliest RIY date of the PO items Original ETA The Original ETA is the ETA provided when the vendor acknowledges receipt of the PO Various expediting reports measure this Original ETA against the Current ETA and against the actual time of arrival Such measures can be helpful in identifying vendors that cannot adhere to their original promises The Original ETA is set automatically by the system when the user first enters a Current ETA Once the purchase order record is saved to the database the Original ETA cannot be modified Current ETA As the user expedites deliveries and obtains updates from the vendor as to the actual times of delivery the Current ETA Estimated Time of Arrival date can be entered Various expediting reports track these dates against the Required Date and warn the user of schedule problems that may result if the vendor s ETA is recognized by the system as late Spar ASSOCIATES INC Last Update When the user updates the Current ETA the system applies the date when it was ente
22. his Method 2 and for processing the vendor invoice First create the purchase order e Select Environment Purchasing Purchase Orders from the main menu e Fill in all relevant purchase order information vendor terms etc on the purchase order header Second create a credit limit PO item e Double click on the record or use the Drill Down button on the tool bar to open the purchase order Detail tab window e Click on the purchase order items tab e Add a purchase order item for a quantity of 1 and a unit price equal to the credit limit The item should describe this purchase order as being blanket and duration for which it will apply Save the data to the database Spar ASSOCIATES INC When a vendor invoice arrives Select Environment Accounting Vendor Invoices from the main menu eOn the vendor invoice worksheet enter the relevant invoice information Double click on the record or use the Drill Down button on the tool bar to open the invoice Detail tab window Click on the invoice items tab eAdd the invoiced item as required including the blanket purchase order number Enter the purchase order item number the same as the credit limit PO Item Number Save the data to the database Spar a ASSOCIATES INC Issuing Purchase Orders to Vendors Once a purchase order has been created it will need to be issued to the appropriate vendor A purchase order that does not have an assig
23. in the description and duration for which it will apply Save the data to the database Spar ASSOCIATES INC When a vendor invoice arrives e Select Environment Accounting Vendor Invoices from the main menu e On the vendor invoice worksheet enter the relevant invoice information e Double click on the record or use the Drill Down button the tool bar to open the invoice Detail tab window e Add the invoiced items as required and enter the blanket purchase order number on each item Do not enter a purchase order item number When the invoice items are saved to the database the system will append to the existing blanket purchase order the items of the invoice Refer to the chapter Vendor Invoice Management in the PERCEPTION manual Accounting Functions And Interface for details in describing the automated generation of purchase order items Spar ASSOCIATES INC Blanket PO Method 2 Sometimes blanket POs have a ceiling amount or the shipyard may want them limited to a certain number of dollars say 6500 With this method the committed cost of the PO Item 6500 rolls up to the project and shows itself on the Cash Flow reports C10 C11 C12 and PO2 Under this circumstance when the PO is first created it is created with one PO Item called the credit limit item with a quantity and unit price that defines the maximum value allowed for example 1 Lot 6500 00 Spar a
24. isition items Spar ASSOCIATES INC Click on the _Create a Quick Requisition ter button and the system will display the data entry window for creating a Quick PO item ASSOCIATES INC Create Requisition Item for Quick PO SPN PYGATA 150 24 PFL 150 10 Installation Instruction Manuals 2 00 4 73 To fill out this data entry window the following describes its basic layout and operation While Quick PO items by definition do not reference existing requisition items the Quick PO items must identify a acontract b a project and c a requisition number see top of the data window The user also must identify for the Quick PO item a requisition item number This allows the system to use consistent handling of all PO items throughout the system Spar us ASSOCIATES INC If an existing requisition is being used the user can use the list of existing requisitions from the drop down box titled Requisition The system then will display all existing items already defined for that requisition in the list box labeled Items That Already Exist for the Requisition Chosen The user should Enter the New Requisition Item Number to Create usually the next requisition item number in sequence for that requisition However the user may create a new requisition by typing the new requisition number into the drop down list box Then enter the requi
25. isplayed at the top of the PO This information can be manually entered using standard text editing procedures The user also may formulate this text using Clauses from the library Environment Purchasing Clauses Edit Create PO Heading enables the user to use these clauses in compiling and editing the PO Heading Select a clause from the library listing then click on the Insert Clauses At Cursor button Additional clauses can be added but one at a time by repeating this procedure Manual editing of the results here is permitted Warning do not use the Enter key on your keyboard as this will cause your text to disappear If blank lines are required create the text in Notepad or WordPad and copy and paste into the PO column ASSOCIATES INC Create Purchase Order Headers Clause Text THIS PO IS CONFIRMATION OF SHIPYARD FA FIRM PRICE THE PRICE QUOTED BELOW IS GENERAL NOTE SHOULD ANY ADVERSE SN THIS SHALL BE REPORTED TO SHIPYARD WP DATE ITIS IMPERATIVE THAT THIS INFORMA COMMITMENT WITH THE SHIPOVWWNER FOR Tr INSTRUCTION MANUALS FOUR 4 COPIES O MAINTENANCE AND OPERATING MANUALS Inv E i Oe PAN ee EE b Insert Clauses At Cursor THIS PO IS CONFIRMATION OF SHIPYARD FAX DATEDDELIVERY ALL MATERIAL SHALL BE DELIVERED NO LATER THAN 10 DAYS AFTER REQUIRED DELIVERY DATE DISPATCH ALL MATERIAL SHALL BE F O B SHIPYARD Clause Text for Footer Footer Text is information that the buyer wishes to
26. l requisitioned units of measure The conversion factor is the following ratio UoM Conversion Factor PO UoM Requisition VoM Spar ASSOCIATES INC Unit Price The user sets the Unit Price based upon the vendor s price This price does not include any incentive discounts specified on the PO Header Special note about Standard Parts pricing Stock amp Direct Purchase Material When requisition items identified as standard parts are assigned to a purchase order the system by default applies the unit price as maintained on the Parts Catalog for these purchase order items The user should always ensure that the purchase order unit price is correct and relevant for the purchase order on hand Special attention by the user is required when standard parts are ordered from a foreign vendor The prices in the Part Catalog are always maintained in terms of domestic currency The system will not automatically apply the currency exchange rate to the catalog price when first creating the purchase order items The user must re enter the prices using the foreign currency values PO item unit prices always flow back to the purchasing requisition items and if a standard part back to the Parts Catalog of purchase price statistics This flow back to the requisition items and to the Parts Catalog is always done using domestic values The material rollup will summarize purchased costs to all defined levels of the project WBS These c
27. lable is computed by the system as the total possible discount value of the purchase order Actual Discount Taken The Actual Discount Taken 1s tracked by the system after the vendor invoice has been processed Environment Accounting Vendor Invoices Spar a ASSOCIATES INC Approved by Owner Some contracts require that the owner approve certain purchase orders If the Approved by Owner is made affirmative Yes no further changes can be made to the purchase order unless this approval is turned off PO Authorized for Issue The purchase order cannot be issued to the vendor unless it has been Authorized Once authorized the PO cannot be modified in any way unless a PO amendment is processed PO Complete If all PO items have been fully received the system will automatically flag the PO as Complete However even if all items have not been fully received the shipyard may still consider the PO complete and not expect any further deliveries Setting the header to complete will update all items as complete Number of Items The system provides an automatic count of the Number of items included in the purchase order Number of Completed Items When a PO item has been fully received the system makes the assessment that the item is complete The system provides an automatic count of these completed items Spar ASSOCIATES INC Clause Text for Heading Heading Text is information that the buyer wishes to be d
28. me Center Work Order Authori a 8 PD 337 337 11 Service Platforms 1111 Auto Created from Drawing 0101 0101 12 Electric Plant Foundations 13 Auxiliary Systems Foundations 14 Propulsion C Engines 13 PD 337 337 15 Auxiliary Propulsion Devices 14 PD 337 337 16 Propulsion Reduction Gears Spar ASSOCIATES INC 18 PD 337 337 19 PD 337 337 20 PD 337 7337 21 PD 337 7337 22 PD 337 337 23 PD 337 337 24 PD 337 7337 25 PD 337 7337 26 PD 337 7337 Requisitions Header Worksheet T 15 PD 337 E337 17 Propulsion Shafting 16 PD 337 337 18 Propulsion Shaft Bearings L 17 PD 337 gt 337 19 Propulsors Shell amp Supporting Structure Propulsor Shrouds amp Ducts Circulation amp Coupling Sea Water Syster Uptakes Fuel Service System Main Propulsion Lube Oil System Motors amp Associated Equipment Electric Cables Ship Service Power Generation PTT TTT TTT FETT 10 Each requisition is identified uniquely on the database by its set of primary keys 1 Contract ID must be previously defined 2 Project number must be previously defined 3 Requisition number maximum 8 alphanumeric characters The requisition s primary keys are indicated by blue labels on the detail window Requisition Items When the requisition header information is complete add items by clicking on the Requisition Items tab to display the Requisition Item worksheet Requisitio
29. must be provided with the purchased unit price and any applicable taxing designations ASSOCIATES INC Reviewing Purchase Order Links to Requisitions Each PO item must be linked to one or more requisition items To view what requisition items are linked to a particular PO item identify the PO item in the PO Item worksheet 1 Click on the Drill Down button on the tool bar 2 Select Attached Requisition Items from the pop up The Requisition Item worksheet will then be displayed listing all requisition items linked to that PO item ASSOCIATES INC Reviewing Requisition Links to Purchase Orders Each requisition item may be linked to one or more PO items To view what PO items are linked to a particular requisition item identify the requisition item in the Requisition Item worksheet 1 Click on the Drill Down button on the tool bar 2 Select Attached PO Items from the pop up The PO Item worksheet will then be displayed listing all PO items attached to that requisition item ASSOCIATES INC Alternate Method 1 Creating A PO Directly From Requisition Items Another method for generating a purchase order is to open the Requisition Item worksheet and select highlight those items to be placed in the purchase order Then select Edit Define Purchase Order from the main menu or on the toolbar ASSOCIATES INC The system will display the Define Purchase Order pop up tab window Spar
30. n Details Information Requisitions Requisition Items _ Req ltem Drawing Drawing ltem Part Type Part ID ltem Tag Number Description Qty Rec Hl 262 01 2 Direct Purchase _ SPN PVBFLY 150 24 150 RF FLG ANSI CLASS 150 CS 85 T 262 01 3 Direct Purchase JSPN PVGATA 150 20 150 RF FLG CAST CS A216 Gr WCB G 262 01 4 Direct Purchase _ SPN PVCHK 150 20 150 RF FLG ANSI CLASS 150 CS 557 262 01 5 Direct Purchase _ SPN PVBFLY 160 20 150 RF FLG ANSI CLASS 150 CS 5 T 56 262 01 6 Direct Purchase _ JSPN PVRELF 8x10 CARGO PUMP RELIEF VALVE i 262 01 1 Direct Purchase T SPN PYGATA 150 24 150 RF FLG CAST CS A216 Gr WCB G Requisition Items Worksheet Spar ASSOCIATES INC Each requisition is identified uniquely on the database by its set of primary keys 1 Contract ID must be previously defined Project number must be previously defined 2 3 4 Requisition number same as for the header Requisition item number maximum 8 alphanumeric characters The requisition item s primary keys are indicated by blue labels on the detail window ASSOCIATES INC Defining Purchase Orders Purchase Orders are formal commitments to vendors to purchase material and services e For contract material e For general stock inventory material e For subcontracted services ASSOCIATES INC Special features include 1 Use of foreign currencies 2 Automated conversions of units of measure from what is re
31. nd or footer specifications When the specifications for the purchase order are complete click on the Define button and the system will generate the purchase order records Spar ASSOCIATES INC To set the unit prices and other details of the purchase order proceed to the Purchase Order Header worksheet by clicking on Environment Purchasing Purchase Orders from the main menu Retrieve the newly created PO Click on the purchase order in this worksheet and drill down to its details either double click on the PO record or click on the Drill Down button on the tool bar and select Details from the pop up window The system will open the PO Detail tab window Spar om ASSOCIATES INC The first tab is the purchase order header information Purchase Order kems POPS Heading Purchase pipe frtings Buya H widress ara Fill in any o oe 3 missing 3 information for the header as may be necessary PLANS SHALL BE SUPPUED ISSUE TO SHIPYARD ASSOCIATES INC 60 The second tab opens the Purchase Order Item worksheet Enter item pricing information as needed Purchase Order Details Purchase Order Items ASSOCIATES INC PO PO Item Description Qty Ordered Regn UoM PO UoM Part Type 1 EX STG Butt Weld SMLS CS Concentric 200EA EA Direct Purchase 2 EX STG Butt Weld SMLS CS 90 deg SR E 12 00 EA Direct Purchase 3 EX STG ERW SMLS C5 Pipe 5 67M M Direct Purchase 4 EX STG
32. ndor Catalog Library Vendor Catalog The Vendor Detail ID may be a sequential number It has a maximum field length of 8 characters Spar ASSOCIATES INC Terms The terms and conditions must be selected from the drop down list that operates from the selections defined on the database Environment Purchasing Terms Vendor Reference The Vendor Reference can be any identifiable communications fax email phone call etc that can be used to associate the purchase order with earlier communications with the vendor The Vendor Reference is limited to a maximum of 16 characters in length RFQ Number The RFQ Number is for information purposes only The RFQ Number is limited to a maximum of 30 characters in length Ship To Name The Ship To Name is initially set to be the shipyard s own name and address as it appears in the company default table Library Company Parameters However the user may over ride this with a manual entry that designates a destination to another name and address C O Vendor Name The C O Vendor Name is optional information limited to 16 characters Spar k ASSOCIATES INC FOB Freight On Board designates whether the cost of shipping is borne by the vendor or by the shipyard FOB is limited to a maximum of 16 characters in length Ship Via Ship Via is an optional instruction to the vendor to use a particular shipping company of the shipyard s preference Ship Via is limited to 20 characte
33. ned vendor cannot be issued Spar a ASSOCIATES INC To issue one or more purchase orders 1 Select the purchase order s on the Purchase Orders worksheet window Environment Purchasing Purchase Orders 2 Click on the Issue PO s button on the tool bar The system will pop up several options Spar G ASSOCIATES INC Print Purchase Orders s This prints the PO s Send Purchase Order s to Recipient List This allows the PO s to be sent to a report distribution list See below Recipient Distribution List for details Spar ASSOCIATES INC Purchase Order Format The system provides a standard purchase order format The sample displays PO clauses used as a header and footer The comment section also contains comments eIf foreign funds are used pricing is displayed in these funds with a total both in foreign and equivalent domestic funds eIf no sales taxes are defined for the purchase order these areas also are left blank on the PO form The PO form may display the user s company logo a gif file that can be set up according to instructions provided in the Systems Administration manual Spar ne ASSOCIATES INC Sample Purchase Order Document Using Domestic Funds ASSOCIATES INC Tota Tasos fesa 101 Sample Purchase Order Document Using Foreign Funds ASSOCIATES INC DELIVERY ALL MATERIAL SHALL BE DELIVERED IN
34. osts are rolled up from the requisition items and are always summarized using domestic values Spar ASSOCIATES INC Currency The Currency automatically is set by the system to be the same as the currency specified on the PO Header Exchange Rate The Exchange Rate automatically is set by the system to be what has been defined on the exchange rate table Library Currency The user may wish to manually edit and modify this Exchange Rate for the purchase order The PO item worksheet stores and displays the exchange rate for each PO item The purchase order item exchange rate value will not change unless the user changes the currency designation or enters a manual change to the rate If the user changes the exchange rate on the currency database table after the purchase order items have been created and saved to the database the system will not automatically update the PO items and revise their equivalent domestic values of prices Spar a ASSOCIATES INC Extended Cost The Extended Cost is computed by the system as follows Extended Cost Qty Ordered x Unit Price The Extended Cost is in terms of the item s Currency Extended Domestic Cost The Extended Domestic Cost is computed by the system as follows Extended Domestic Cost Extended Cost x Exchange Rate the Sum of the taxes Date Required The Date Required is the required delivery date i e Required In Yard Date determined by the system as computed
35. p 1 00 Other items can be viewed from this same window by cycling through them using the scrolling buttons on the tool bar om ee ooo 15000 Yes E z Purchase Order Item Detail Window 41 ASSOCIATES INC The following describes the information displayed about the PO item many are optional PO Number The PO Number is updated automatically from the header PO Item The PO Item Number can be a sequential number that uniquely identifies the purchase order item on the database The PO Item Number is limited to a maximum of 8 alphanumeric characters Description The Description automatically is set by the system to be the same as the description for the requisition item to which the PO item has been linked The user may wish to manually edit and modify this description for the purchase order Spar me ASSOCIATES INC Qty Ordered The Qty Ordered automatically is set by the system to be the same as the required quantity for the requisition item to which the PO item has been linked However there are the following exceptions If the requisition item has already been ordered on a previous purchase order this quantity will be set to the Quantity Required minus the Quantity Ordered on the requisition item If the PO item links to multiple requisition items such as possible with a bulk purchase of standard parts from the Parts Catalog the Qty Ordered will be s
36. quired to what is ordered e g require x feet of each but purchase y meters Functions to process various taxes and duties 4 Bulk item purchasing options 5 Blanket purchasing agreements ASSOCIATES INC Bulk Item Purchasing Bulk purchase order items are a convenient way to buy material when the same Part ID is listed on multiple requisitions The system will automatically create one purchase order item and consolidate the quantities Bulk items can be ordered across contracts projects and or drawings ASSOCIATES INC Stock Replenishment Purchase Order To purchase material for stock inventory replenishment a stock replenishment requisition must be created on the system This requisition is then used to create the stock replenishment purchase order ASSOCIATES INC Stock replenishment requisitions must be identified with special stock projects These projects must include the characters STK anywhere in the project number data field Example Stock Replenishment Project Number STK2003 stock replenishments for year 2003 The stock items on the requisition must be identified with a valid Part ID in the Parts Catalog and must have a Part Type of Stock ASSOCIATES INC Stock items on the replenishment requisition do not create any stock reservation transactions on the Parts Catalog They do however increase the Quantity on Requisitions in the Parts Cat
37. quisition item required quantity has been partially purchased on this or any other purchase order that item will be added to this purchase order but with an ordered quantity equal to only the balance of quantity un purchased eThe user can always over ride the PO item quantity Requisition items having the same part number from the Parts Catalog eLike requisition items are automatically collected by the system for a single bulk purchase PO item The associated requisition items can be viewed by right click and selecting Drill Down from the pop up menu Quick PO Items eQuick PO items do not require a pre existing requisition The Quick PO item automatically generates a requisition item when the PO item is created Spar ASSOCIATES INC The resulting PO items will be displayed in the PO item worksheet All PO items must be provided with the purchased unit price and any applicable taxing designations ASSOCIATES INC Blanket amp Open Credit Purchase Order A blanket purchase order is used to purchase goods and services on an incremental basis For example electric bills fuel oil welding gases or maybe even The Home Depot where there may be a line of credit for orders placed by phone A purchase order must be created for each vendor where these recurring orders will take place The PO must have at least one line item created if there is a need to formally issue a purchase order This line item can be created wi
38. r but it must uniquely identify the purchase order on the database The PO Number is limited to a maximum of 8 alphanumeric characters PO Heading The PO Heading is a brief description of the purchased items The heading is used on all PO summary and status reports The PO Heading is limited to a maximum of 40 characters in length Spar a ASSOCIATES INC Buyer The Buyer is the individual who is composing the purchase order and who should have the best understanding of its contents and any communications between the shipyard and the vendor The buyer must have been defined on the employee table as a buyer Environment Accounting Employees Vendor Number The Vendor Number limited to 8 alphanumeric characters identifies the vendor in the database Vendor Catalog Library Vendor Catalog The vendor number is retrieved by the system when the user identifies the vendor by name Vendor Name The Vendor Name is as defined on the Vendor Catalog The user buyer must select the name from the name drop down list For large vendor catalogs the user can enter only the first few characters of the vendor name and the system will immediately move the focus of the drop down list to that area of the catalog Vendor Detail ID A vendor may be defined with multiple contacts and addresses Each contact and address must be cataloged under a different Vendor Detail ID This Vendor Detail ID is defined when the vendor is defined in the Ve
39. rchase Order Index Listing orders Can be done either via the POG Requisitions Due for Purchase but Not on Purchase E PO Purchase Order Listing drill down features or directly E Vendor Invoice Reports C Vendor Reports by selecting the POs Environment Purchasing Purch ase Orders Spar m ASSOCIATES INC Expediting Reports Select Report To Run Report List The system also offers a variety of purchase order expediting reports available from the Ds oe ait ane DES Material Expediting Report by endor es PS lela cogs Reports menu rave or Pepers i C Vendor Invoice Reports H Vendor Reports Si Perception Reports Collection H 4 Expediting Reports DE1 Material tem Flow Z DES Purchase Orders ith Acknowledgment Outstanding DE4 Purchase Orders With Letter of Compliance Outstanc DEG vendor Evaluation Spar a ASSOCIATES INC Rolling Up Purchasing Commitments Into Project WBS The system will rollup the purchase order costs up through the project WBS by clicking on Environment Material Control Rollup Production Material Rollup 121 ASSOCIATES INC
40. rder To change the currency designation to existing purchase order items the items must be manually modified in their worksheet Exchange Rate The currency Exchange Rate is obtained by the system from currency database table but can be changed for an individual purchase order Exchange Date The currency Exchange Date is obtained by the system from currency database table Total Currency Value The Total Currency Value is the total value of the purchase order If the purchase order is issued in terms of foreign currency the Total Currency Value is in terms of the foreign currency If the purchase order is issued in terms of domestic currency the Total Currency Spar ASSOCIATES INC Previous Total Value If a purchase order is amended and that amendment causes the total purchase order value to change the system will track the previous value and print it on the issued purchase order Invoice Cost If the system invoice processing features are used the system summarizes the recorded costs of all invoices made by the vendor against the purchase order Discount Available A purchase order requires that its terms and conditions be defined on the terms library Environment Purchasing Terms Terms can be defined with standard discounts offered by a vendor percent discount discount days calendar days after date of invoice prior to which a discount may be applied and days after invoice payments are due The Discount Avai
41. red This date enables the expediter to determine if additional follow up communications with the vendor should be made to ensure that the ETA is indeed still current PO Budget The PO Budget is optional and allows the buyer to measure the relative success of the final purchasing cost Several reports are available for comparing PO budgets versus their actual costs Domestic Value For purchase orders that are issued using foreign currency prices the system computes the equivalent Domestic Value as follows Domestic Value Foreign Currency Price x Currency Exchange Rate The Domestic Value is the full value of all PO items in the purchase order Previous Domestic Value If a purchase order is amended and that amendment causes the total purchase order value to change the system will track the previous value and print it on the issued purchase order Spar ASSOCIATES INC Currency For POs using foreign currencies the user must select the correct Currency from the drop down list This list is maintained on the currency database table Library Currency The currency designation will be used as the default designation for purchase order items created after the PO header has been saved Once purchase order items have been created and saved the PO header currency designation may be changed but this change will not be reflected automatically to any existing items This change will only apply to any new items added to the purchase o
42. rial receiving transaction Environment Stores Management Receive Purchased Material Qty Delivered The Qty Delivered is set by material receiving transaction Environment Stores Management Receive Purchased Material Last Rec d Date The Last Rec d Date is set by material receiving transaction Environment Stores Management Receive Purchased Material Spar ASSOCIATES INC Item Storage Location The material receiving transaction identifies the tem Storage Location Environment Stores Management Receive Purchased Material QA Flag The QA Flag reflects any QA flagging defined on the requisition item When the purchased item is received and the system recognizes that a QA flag exists it will notify the receiving clerk that a QA inspection is required QTY Pending QA The QTY Pending QA is set by the system as soon as the receiving clerk enters the quantity delivered Environment Stores Management Receive Purchased Material provided that the requisition item has been specified with a QA Flag QTY Accepted QA The QTY Accepted QA is set by material inspection transaction Environment Stores Management QA Material Date Accepted The Date Accepted is set by material inspection transaction Environment Stores Management QA Material Spar ASSOCIATES INC QTY Rejected QA The QTY Rejected QA is set by material inspection transaction Environment Stores Management QA Material Date Rejected
43. rs PO Acknowledgement Required Some purchase orders require that the vendor acknowledge receipt of the purchase order Date Acknowledged When the shipyard receives the vendor s acknowledgement that he has received the PO the user should manually enter the Date Acknowledged Letter of Compliance Required Some purchase orders require that the vendor provide a Letter of Compliance to all the specifications for material quality etc Date of Compliance Letter When the shipyard receives the vendor s Letter of Compliance the user should manually enter the Date of Compliance Letter Spar a ASSOCIATES INC Amendment ID When a purchase order has been issued to the vendor it cannot be modified in any way unless the user makes a formal amendment The Amendment ID is a numbering scheme devised by the user to track each amendment that might be issued for the PO The Amendment ID is limited to a maximum of 8 alphanumeric characters Amendment Date The system automatically inserts the current date Original Issue Date When the purchase order is originally issued to the vendor the system applies the date of the issues as the Original Issue Date Last Issue Date The Last Issue Date is the date that the PO was issued most recently Spar A ASSOCIATES INC Required Date The Required Date is the Required In Yard RIY Date Initially the user may manually set this date for the PO header However i
44. sition item number usually starting with 1 Spar a ASSOCIATES INC A Quick PO item may identify a part on the Parts Catalog or one that is not on the Parts Catalog A Quick PO Item Not on the Parts Catalog If the Quick PO item is not being used to purchase a part in the Parts Catalog merely enter a Description for the item the Quantity Required and unit of measure UoM Spar a ASSOCIATES INC A Quick PO Item From the Parts Catalog Quick PO items can be used to purchase parts from the Parts Catalog Enter the Part ID or click on the E2227 button The latter will cause the system to open the Add Standard Parts window Add Standard Part s ___SPN__Description F PCRED XS 24 20 EX STG Butt Weld SMLS CS PCRED XS 2420 Concentric PI CS40 150 Carbon Steel Black Pipe 1 f PI CS40 200 IPSYSCH 40 Carbon Steel Black Pipe 1 25 IPS SCH 40 Carbon Steel Black Pipe 1 5 IPS SCH 40 Carbon Steel Pipe Sch 40 2 am el Black Pipe 2 Spar 4 ASSOCIATES INC Parts can be selected first by specifying the part classification and if desired the sub classification then by clicking on whatever selection of parts are needed from the displayed list By clicking the transfer button L the system copies these selected parts to the shopping basket at the right of the window The user then fills in the quantities required Parts not wanted
45. thout a unit price or it can spell out a credit limit such as 1 Lot 6500 00 ASSOCIATES INC Blanket PO Method 1 As the shipyard purchases goods and services charged to these POs invoices from the vendors will be received These invoices are entered in the normal manner with one exception if the invoice item is entered without specifying the PO Item Number This invoiced item must include the invoiced quantity its unit price then the shipyard charge contract and project usually Overhead or Stock leaving the PO Item Number blank The software will add this item to the blanket PO automatically create an associated requisition and requisition item and automatically receive it as well Spar ASSOCIATES INC The following details the steps for creating a blanket purchase order under this Method 1 and for processing the vendor invoice First create the purchase order e Select Environment Purchasing Purchase Orders from the main menu e Fill in all relevant purchase order information vendor terms etc on the purchase order header Second create a dummy PO item e Double click on the record or use the Drill Down button on the tool bar to open the purchase order Detail tab window e Click on the purchase order items tab e Add a dummy purchase order item for a quantity of 1 but no unit price The dummy item should describe this purchase order as being blanket and perhaps state a ceiling price
46. ts List Items Distribution Name Description PO List Group 1 Distribution of Purchase Orders for Grou PO List Group 2 Distribution of Purchase Orderf for Group Testing Recipient Lists List Used To Test The Testing Recipient Insert Save Delete Close Help 5 Ifthe Save button has not been clicked the rows will re retrieve as they were 106 For any of the defined distribution list names a list of individual recipients can be defined by clicking on the List Items tab ee ee Recipient Lists List Items Individual recipients can be Recipient Name Recipient Location Format added by clicking on the Insert Output to Excel file C sparitemp Excel butt Printer Print z utton The Boss s email boss sparusa com PDF Highlighting them and clicking on the Delete button can delete recipients Adds changes and deletes all can be saved on the database by clicking on the Save button Insert Save Delete Close Help The Retrieve button may be used in case one was to delete or add and then change their mind 5 Ifthe Save button has not been clicked the rows will re retrieve as they were Spar ASSOCIATES INC For detailed instructions on using the recipient lists refer to the user manual Getting Started with PERCEPTION chapters Distribution Lists For Reports and Using Email With PERCEPTION Spar os ASSOCIATES INC Purchase Order Amendments
47. uisition is the repository for all project material amp subcontract costs that ultimately are rolled up and summarized by the project s WBS ASSOCIATES INC CLINS PWBS SWBS SWBS SWBS PROCESS PROCESS PROCESS Account ACCOUNT account AGE Project Material Requ MFG PART STAGE STAGE Tracking Direct Purchase Material amp Subcontracted Parts to Service Costs iii Purchase A Vendor Invoice ASSOCIATES INC CLINS ONTRAC Tracking Stock oe fo Material Project Material Costs Stock Inventory Requisition Stock Replenishment Stock to Requisition Order lt gt Purchase Vendor lt gt Order lt Invoice ASSOCIATES INC IMPORTANT To track project costs properly all requisition items must identify their appropriate WBS ASSOCIATES INC Requisitions consist of the requisition header record and requisition item records Requisition Requisition Items The header record stores general information about the requisition The requisition items are its details ASSOCIATES INC Requisition Header Record Access to requisitions is available either via the drill down features or directly by selecting Environment Material Control Requisitions from the main menu Requisition Information Contract Project Regn l PD 337 337 1 Hull Structure E PD 337 7337 10 Masts Towers amp Tetrapods Heading Drawing File Na
48. where in their value Not Like Means search for parts that do not contain the string entered anywhere in their value Spar ASSOCIATES INC If required for the search select the Logical operator And enables another attribute value to be specified Or enables an alternate attribute to be specified Once all attributes have been identified for the search click on the EE button The system will retrieve the selected parts from the catalog and display them in the Found Parts data window 1 Highlight the part s to be purchased 2 Click on the kmo button ASSOCIATES INC Quick PO Item Must Be Assigned To Project WBS Since material costs normally require identifying the WBS click on the Meme button and the system will display the window for this WBS identification Globals button sets The user can change these assignments as required ASSOCIATES INC Finally the Quick PO item can be registered on the purchase order by clicking on the smmm button Additional Quick PO items can be added to the purchase order by cycling through the same steps outlined above ASSOCIATES INC Finishing The Purchase Order When all of the requisition items required for the purchase order have been selected click on the OK button ASSOCIATES INC PO items will be created for selected items according to the following rules Previously purchased items eIf the re
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