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QAD 2008 Enterprise Edition User Guide

1. 00 00005 90 PO Fiscal Receiving 0 0 eee ees 94 Creating Returns 2 eed I ee owe dees adi e ceto 99 Deleting Expired Orders 0 0 eee eee eee nee 100 Calculating Purchase Price Variances 0 0 c eee ee eee eee nee 100 Subcontract Purchasing 0 0 eee eee eens 101 Subcontract Pricing 2 1 eens 102 FAQAD Contents Inventory and Cost Control 0 0 0 0 eee eee eee eee 102 Subcontract Lead Time 0 0 ce cece eee 103 Routings and Work Centers 0 0 eee eee ee 103 Triggering Purchase Orders 0 0 cece cece eee eee 103 Specifying Subcontract Suppliers for a Routing 103 supplier Capacity i iisi aie oie wea prp oe ee ee ea eee 104 Material Requirements Planning 0 000 ce ee ee ae 104 Work Order and Routing Comments 00 00 0008 105 Subcontract Work Flow 0 0 0 105 Special Purchasing Topics 106 Multisite Purchasing 0 0 eee eee ee 106 Purchasing Memo Items 00 cece eee ee eee 106 Purchasing Miscellaneous Items 0 0 0 0 e eee eee 107 Chapter 4 Supplier Consignment Inventory 109 Overview of Supplier Consignment Inventory 0020000 110 Supplier Consignment Programs 0 0 0 e eee eee eee ee 111 Supplier Consignment Inventory Business Workflow 112 Consignment Process Summary 0 0 0 e eee eee eee ee 115 Pla
2. ASN PO Receipts EDI Import PO Shipper Receipts Receipts S Is active upplier Performance System Check Check for registration Has an event occurred Check category exclusions Data Recording Create performance data Create performance event data When receipts and imports are processed for valid registrations the system evaluates each receipt and EDI document import to determine if a performance event should be recorded Supplier Performance 169 Table 5 2 shows all the automatically created performance events and where they are generated As events are recorded and stored in the your database you can run the Performance Report Card 5 15 15 or the Performance Data Report 5 15 14 to gauge the supplier s performance against the system defined categories used during automatic data capture Table 5 2 Captured During Possible Events Automatic Data PO Receipts Early Receipt Overshipment PIC Late Receipt Undershipment Are Captured DO Receipts Early Receipt Overshipment Late Receipt Undershipment RTS Receipts Early Receipt Overshipment Late Receipt Undershipment ASN Import Late ASN Duplicate ASN Schedule Update From MRP Missed Shipment Understanding Automatic Data Collection Several types of events are automatically generated during various transactions as shown in Table
3. Menu No Description Report Content 5 2 16 Approver s Open Req Displays which requisitions are currently routed Inquiry to an approver s queue 5 2 17 PO and Req Cross Displays the requisition numbers associated Reference with a purchase order or the purchase orders where requisition lines have been placed 5 2 19 Requisition to PO Displays approved purchase requisitions and Report their associated purchase orders by cost center and or by project letting you track purchasing costs 5 221 Out of Tolerance Displays out of tolerance requisition lines Inquiry including both PO cost and requisition cost and unit of measure FAQAD 100 Variances contract Purch g 101 l Purchasing Topics 106 66 User Guide QAD Purchasing FAQAD Introduction to Purchasing Purchasing lets you manage all aspects of ordering and receiving materials and services requisitions approvals purchase orders receipts and returns It supports purchasing of products as well as non product materials and services such as subcontracting services and gives you the means to support discrete process and just in time JIT manufacturing Effect of Optional Features A number of optional features and modules affect the processing of purchase orders and PO receipts Many of these options add additional pop up windows that display during header or line item entry This chapter describes standard purchase
4. Enter No if you do not want to enter comments Enter Yes if you want to enter additional information about this line item for example item specifications or special packaging or delivery requirements The system maintains a minimum audit trail of changes to purchase requisitions so you can use comments to record changes to line items that might be important later for informational or tracking purposes Line item comments can be copied into the PO in Build PO from Requisitions 5 2 18 the buyer can then choose to print them on the PO Subcontract Data Frame In some manufacturing environments specific operations or processes may be outsourced to a supplier or subcontractor Enter a requisition for this type of service by setting the line item type to S When you click Next an additional frame lets you access fields related to subcontract operations When you reference the requisition on a purchase order or copy the line using Build PO from Requisitions 5 2 18 the system sets the Type field on the PO line to S and copies the subcontract related fields from the requisition line Work Order 2 ID Operation 0 Subcontract Type Lot Serial b Type on page 79 describes how the fields in this frame are used in the purchase order Fig 2 20 Requisition Maintenance Subcontract Data Frame QAD 46 User Guide QAD Purchasing Fig 2 21 Requisition Maintenance Summary Frame FAQAD Co
5. Review Trailer Total requisition price data Enter Line Items begins approval routing Items being requested and process item specific data This section provides a field by field description of each part of the requisition Creating the Purchase Requisition Header Data items you enter in the requisition header become defaults for each line of the purchase requisition Header information is divided between two frames You enter most of the data in the first frame the second includes optional detailed supplier information Global Requisition System GRS 33 When you begin entering detailed line item data you can modify some of these entries on individual lines Nole Some fields are required valid data must be entered in them or the system does not create the requisition Other fields are optional they do not require data for the system to create the requisition Information in optional fields such as Comments can be used as follows Explain the purpose of the requisition When applicable describe why the item being requested does not follow standards Provide other information that might be needed during the approval or purchasing process Fig 2 16 x Requisition Requisition Maintenance Go To ACTIONS Maintenance 5 2 3 Req Number CPR104 Supplier TT 1000 Ship To 10000 Supplier Ship To Central Manufacturing Quality Products Div 1000 1 Penn Plaza Distribution Division One World
6. Output Numerics 1 2 5 121 2 3 1 82 5 2 1 1 23 5 2 1 4 25 5 2 1 7 26 5 2 1 13 28 5 2 1 14 30 5 2 1 15 31 5 2 1 16 31 5 2 1 20 27 5 2 1 24 19 5 2 3 32 5 2 13 49 5 2 14 46 5 2 18 55 5 3 1 84 5 3 6 84 5 5 1 21 80 5 5 5 5 101 5 11 80 103 5 13 1 89 99 101 133 5 13 7 89 5 13 7 101 5 13 13 88 5 13 14 88 101 5 13 18 90 5 13 20 88 5 15 1 160 5 15 2 161 5 15 5 163 5 15 6 164 5 15 7 165 5 15 8 165 5 15 10 166 5 15 11 167 5 15 13 172 5 15 17 173 Index 5 15 19 178 5 15 22 164 5 15 23 1 180 5 15 23 2 180 5 15 23 3 176 5 18 1 118 5 18 13 141 5 18 14 142 5 18 15 140 5 18 16 141 5 18 24 116 5 18 25 21 137 5 19 82 5 23 100 5 24 75 15 5 24 154 17 22 19 5 136 18 22 5 24 101 35 4 2 136 36 9 5 3 19 36 9 5 4 116 A accounts product line supplier consignment 121 supplier consignment 120 accounts payable AP purchase variance 100 Accrue Tax at Receipt 122 Accrue Tax at Usage field 123 adjustments supplier consigned inventory 137 aged inventory supplier consignment 139 Aging Inventory Batch Update 142 Aging Inventory by Part 145 Aging Inventory Report by Order 140 145 AQAD 182 User Guide QAD Purchasing Aging Inventory Report by Part 141 Aging Inventory Update 141 approval currency 21 Approval Level Maintenance 23 Approver Maintenance horizontal 28 job 31 product line 31 vertical 30 approvers for GRS administrative 30 alternate 30 horizontal 17 job approver
7. 0 0 0 ce eee eee 160 Defining Performance Events 0 0 0c cece eee eee 163 Creating Category and Event Relationships 164 Defining Weight Factors 0 0 cece eee eee eee 165 Creating Registrations 0 0 cee ee eee eee 166 Collecting Data Without Reporting 000 5 167 Collecting Performance Data 00 cece cee eee eee 167 Collecting Data Automatically 0 0 0 eee eee eee eee 168 User Assisted Data Collection 0 0 0c eee eee eee 170 Reporting and Managing Data 2 0 eee eee eee 174 Performance Reports 00 0 c eee eee cette eee 175 Consolidating Data from Multiple Sites 0 0 176 Delete Archive Functions 0 0 cece eee eee 179 Ue ee ee eee rr eee ee ARE 181 FAQAD About This 2 User Guide QAD Purchasing FAQAD This guide covers the modules related to purchasing requisitions purchase orders supplier consigned inventory and supplier performance Other QAD Documentation For an overview of new features and software updates see the Release Bulletin For software installation instructions refer to the appropriate installation guide for your system For conversion information refer to the Conversion Guide For an overview of system features and instructions on navigating the user interface see User Guide QAD User Interfaces For detailed information on using system fea
8. FAQAD 140 User Guide QAD Purchasing FAQAD Extend the aging date by number of days or date on items received on individual or multiple purchase orders Transfer ownership of the consigned inventory from a supplier to yourself When you have not consumed or returned consigned inventory by the maximum aging date ownership can be transferred to you The transfer of ownership does not occur automatically however allowing you and your supplier to negotiate a compromise Note The aging date is separate from the expiration date To determine the date that maximum aging occurs the system uses the following calculation receipt date maximum aging days maximum aging date Receipt date is the date recorded in Purchase Order Receipts 5 13 1 or PO Shipper Receipt 5 13 20 Maximum aging days is taken from the consignment purchase order line data in Purchase Order Maintenance 5 7 or Supplier Scheduled Order Maintenance 5 5 1 13 The calculated maximum aging date for each shipment is shown in various aging reports Identifying Aged Inventory Use Aging Inventory Report by Order 5 18 15 to determine how long unused inventory has been consigned for ranges of PO or scheduled order numbers You can make daily weekly or monthly determinations for six periods such as six calendar weeks Supplier Consignment Inventory 141 Fig 4 21 x Aging Inventory Aging Inventory Report by Order Go
9. P See Creating Purchase Orders on page 72 for details on Purchase Order Maintenance FAQAD Using the PO Report The PO report shows a line by line summary of all the requisition items you copied to the purchase order Warnings if any are displayed after each line item Review the report and make changes as needed in Purchase Order Maintenance 5 7 Among other things the report indicates conflicts between the header supplier and line item supplier n Build PO from Requisitions 05 29 07 10 07 59 QAD qad inc Page 1 Purchase Order P1132 Supplier TT 1000 Ship To 10000 Ln Site Req ReqLn Item Number Qty Ordered UM Purchase Cost Disc Extended Cost SO Job 1sw1so00 1 2 0EA 250 00 0 00 500 00 UPGRADE View Writer 110000 CPR104 Record added 210000 CPR110 1TT 500 15 0EA 0 00 0 00 0 00 wiring harness basic Record added 310000 CPR111 1TT 600 25 0EA 5 00 0 00 125 00 wiring harness military Record added Modifying the Purchase Order Use Purchase Order Maintenance 5 7 to make any changes required to the new purchase order and continue the purchasing process When GRS is active a requisition line field displays to accommodate the multiple line requisitions built in GRS see Figure 2 34 A lookup browse on the Req field lists the approved requisitions currently routed to Purchasing so that they can be added directly to the PO without using Build PO from Requisitions 5 2 18 Global Requisi
10. Job Browse Displays job codes and descriptions 5 2 1 17 Approver Report Displays summary or detail information about approvers grouped by approver type horizontal vertical job product line and name The summary report includes approval and review levels sub account and cost center ranges categories jobs sites product lines and effective dates The detail report adds the names of alternate and administrative approvers 5 2 4 Requisition Inquiry Displays the Requisition Maintenance 5 2 3 frames for a selected requisition in read only mode 5 2 5 Requisition Browse Displays various data about requisitions including supplier requisition date entered by requested by and end user 5 2 6 Requisition Report Displays one or more requisitions based on selection criteria Options let you include only open requisitions include header and line comments in the report output the report in single or multiple line format or start each requisition on a new page 5 2 8 Requisition History Log Tracks the routing and action history of a single requisition or range of requisitions You can optionally include the IDs of users receiving e mail 5 2 15 Approval Status Inquiry Displays the current routing and approval status of a requisition approvals still needed and any approval comments Table 2 4 GRS Reports QAD 64 User Guide QAD Purchasing
11. No Inventory received into the location retains its consigned status b See Using Supplier Consigned Inventory on page 134 Fig 4 11 Transferring Ownership in Site Maintenance 1 1 13 FAQAD 124 User Guide QAD Purchasing b See Using Supplier Consigned Inventory on page 134 AQAD Yes Receiving inventory into the location initiates a transfer of ownership usage To track the ownership change RCT PO and CN ISS transactions occur in addition to the inventory transfer and receipt The supplier can now invoice you for the inventory and GL accounts are updated When the Supplier Consignment Inventory module is not active the Transfer Ownership field is disabled Transfer of ownership occurs automatically when consigned inventory is issued to work orders sales orders or final assembly orders and when unplanned issues occur Ownership transfer is optional only during inventory transfers and receipts Note Distribution order issues are a type of transfer Managing Consigned Inventory Key management functions of the Supplier Consignment Inventory module are to e Manage inventory quantities e Provide inventory valuation and update GL accounts Defer AP transactions until consumption When you activate the Supplier Consignment Inventory module and begin receiving inventory the system automatically tracks consigned inventory ownership quantities age use receiver matching and payment It d
12. discount table that is not valid you can continue but the discount table has no effect on the unit cost Purchasing 73 b See User Guide QAD Master Data for more information on pricing AQAD 74 User Guide QAD Purchasing FAQAD Discount table defaults from Supplier Data Maintenance Create supplier discount tables using the functions on the PO Sched RMA Rept Price Menu Discount tables identify pricing structures that define specific costs discounts and markups for different quantity levels of items purchased Discount tables are used in conjunction with an item base cost determined either from a price table or the general ledger GL material cost specified in Item Site Cost Maintenance or Item Cost Maintenance The discount table you specify in this field must be one of the following types Type P price The discount percentage is computed from the difference between the base unit cost and the fixed cost specified on the discount table Type D discount percent Represents a percentage taken from the item base cost Type M markup percent Represents a percentage added to the item base cost The system checks the following to determine if a discount table is valid for an order item The line item due date must be within the start and expiration dates The due date used for pricing purposes is always the header due date unless Price by PO Line Due Date is Yes in Purchasing Accounting Control
13. 1 Transfer Multi Item 3 4 2 Transfer with Lot Serial Change 3 4 3 Batchload Transfer with Lot Serial Change 3 4 4 Purchase Order Returns 5 13 7 RTS Shipments 11 7 3 16 Figure 5 1 shows some events you can track You can create nonsystem event definitions that you can manually enter into the system For example you can define events to track supplier performance by Freight type or cost Product quality Service quality On time scheduled order delivery QAD 150 User Guide QAD Purchasing Fig 5 1 Sample Supplier Performance Data Collection Points b See Using the Computational Methods on page 161 for more details FAQAD Manufacturer Supplier PR 4 p ASN BL 2 A x P S 4 Y 4 NE N Shipping Freight h AN OO OOO J Quality Assurance At ii Md HL E Internal X65 Review Inventory E mail Performance report Warehouse Multiple Rating Systems Supplier Performance offers three performance calculation and rating methods Discrete method Counts points associated with each performance event for example 100 points earned for 100 on time deliveries Proportional method Assigns a percentage rating based on the actual number of satisfactory events completed divided by the total possible number of events Parts per m
14. 20 Distributed Order Receipt RCT DO CN ISS 12 17 21 Distribution Order Processing 12 17 22 Distribution Order Shipments Note Consignment transactions occur only when Transfer Ownership is Yes for the receiving location ISS WO 3 12 Receipts Backward Exploded RCT PO CN ISS 16 10 Work Order Component Issue 16 12 Work Order Receipt Backflush 16 19 Work Order Operation Backflush 17 13 7 Flow Schedule Receipts 17 6 5 Kanban Fill Receive 18 14 Repetitive Labor Transaction manual backflush 18 17 Receipts Backward Exploded manual backflush 18 22 13 Backflush Transaction 18 22 17 Rework Transaction manual backflush CYC CNT 3 13 2 Cycle Count Results Entry RCT PO CN ISS FAQAD Supplier Consignment Inventory 127 Menu Program that Creates the Transaction Type Number Transaction Description ISS SO 7 9 5 Pre Shipper Shipper Confirm RCT PO CN ISS 7 9 7 Pre Shipper Shipper Auto Confirm 7 9 15 Sales Order Shipments 7 9 21 Shipper Unconfirm 7 13 1 Pending Invoice Maintenance 7 25 3 SO Batch Shipment Processor 11 7 1 16 RMA Shipments When using Supplier Consignment as Customer Consignment 7 18 13 Inventory Usage Create 7 18 14 Authorization Usage Create 7 18 15 Sequenced Usage Create 7 18 19 Shipper Usage Create 7 18 22 Usage Create Undo ISS FAS 8 13 Sales Order Release to Work Order RCT PO CN ISS ISS UNP 3 7 Issues Unplanned RCT PO CN ISS 19 7 Quali
15. 5 15 5 Event Code Late Name Revd Late Description Revd after due date Points 4 00 You define the points corresponding to the events during setup Once your P See Creating system is active it automatically recognizes the event and the event ay and definition indicates how to award point values This reduces the amount Relationships on of manual data entry needed during the normal business flow page 164 Events of a subjective nature are termed subjective events since it takes a user decision to determine the event These user interpreted events are captured manually using the various Supplier Performance pop up windows or using Performance Data Maintenance 5 15 13 FAQAD 164 User Guide QAD Purchasing Fig 5 8 System Category Event Maint 5 15 22 FAQAD System events are negative events such as late shipment overshipment or duplicate ASNs Subjective events can be positive such as good phone support or sharing research costs They can also be negative such as wrong labeling or excess freight charges You can update the definition of both system and subjective events at any time Changes take effect immediately Use Performance Event Inquiry 5 15 6 to view the event definitions you create using this program Creating Category and Event Relationships After defining categories and events use System Category Event Maint 5 15 22 to relate system categories and events with the category and event d
16. 85 89 99 101 133 shipment information 87 Purchase Order Returns 89 99 101 purchase orders 72 adding requisition lines to 58 amount prepaid 82 blanket orders 69 cancellation 85 cost update 82 currency 73 deletion 85 discrete 68 FOB point 82 header 73 Inspection Required field 80 line items 75 multi database operations and 106 order header 72 price lists 76 printing 81 receipts 85 revision level item 81 ship via 82 supplier item field 78 supplier schedules 69 trailers 81 triggering 103 Type field 79 unit costs 76 Update Average Last Cost field 81 purchase price variance 100 Purchase Requisition Maintenance 19 70 use with GRS 20 Purchase Requisition Report 71 purchase requisitions and GRS 19 purchasing 65 107 blanket orders 83 fiscal receipts 94 memo purchases 106 MRP 104 multisite processing 106 FAQAD orders headers 72 outside the system 107 overview 66 purchase orders 67 receivers 68 requisitions 67 70 returns 68 subcontracts 101 supplier invoices 68 supplier schedules 69 Purchasing Account Maintenance 121 122 Purchasing Control 75 Inspection Location 172 ship to for requisitions 34 R receipts 85 receiver matching supplier consigned inventory 114 registration supplier performance 148 Registration Maintenance 166 reports supplier consignment 144 Requisition Accounting Control 19 Requisition Approval Maintenance 49 71 Requisition Control 19 Requi
17. Comments Enter Yes to enter transaction comments for the fiscal receipt The reference code for PO comments defaults to RCPT followed by the purchase order number for example RCPT PO1000 PO Ln Cmmts Enter Yes to enter comments for individual line items The reference code for line item comments defaults to RCPT followed by the purchase order number a slash and the line item number for example RCPT PO1000 1 The trailer screen displays line item and tax totals Use the View Edit Tax Detail option to review and change tax amounts Use PO Fiscal Receipt Inquiry 5 13 17 to review fiscal receipts Supplier code and shipper ID are mandatory You can display either quantity or cost information Variances for calculated due date quantities and costs are marked with an asterisk Where possible investigate and resolve any discrepancies before processing the actual receipt using PO Shipper Receipt 5 5 5 11 or 5 13 20 Purchasing 99 Creating Returns There are two ways to return goods to a supplier If the purchase order still exists use Purchase Order Returns 5 13 7 Or use Purchase Order Maintenance 5 7 to enter a new line or order for the items to be returned Use negative numbers to indicate returned quantities Receive items in Purchase Order Receipts 5 13 1 If you are using the Service Support Management module the Return to P See User Guide Supplier functions 11 7 3 are used to return items to the suppli
18. Guide QAD Purchasing gt See Purchase Order Returns in the Shipping chapter of User Guide QAD Sales FAQAD Many countries require that formal shipping documents accompany any movement of goods even when goods are merely transferred not sold You can record shipping information and generate shipping documents for issue transactions in Purchase Order Returns Deleting Expired Orders Deleting expired blanket orders purchase orders supplier schedules and receivers helps conserve database space Use the following programs Closed PO Receipt Delete Archive 5 22 Closed PO Delete Archive 5 23 Schedule Delete Archive 5 5 3 23 PO Shipper Delete Archive 5 5 5 23 Calculating Purchase Price Variances Two types of variances can be calculated when purchasing materials Purchase price variance Accounts payable variance Purchase price variance is the difference between the purchase order cost and the GL cost and is calculated when purchase orders are received Accounts payable variance is the difference between the invoice price and the purchase order cost and is calculated when the supplier invoice is matched with the supplier invoice in accounts payable When a supplier invoice is confirmed rate variances update inventory cost In a multiple database environment costs are updated in both the inventory and purchasing databases Note A third type of variance is caused by exchange rate fluctuations be
19. NJ Plant Supplier Source PO To Supplier Source PO Supplier TT 1000 To Supplier 6001000 Supplier Source Enter DO or PO to differentiate the type of source supplier being referenced PO Only valid active suppliers can be specified in the Supplier field DO Only sites previously defined in Site Maintenance can be specified in the Supplier field Supplier Enter the supplier name as recognized at the local site To Supplier Enter the corporate name for the local supplier When performance data or performance summary data is archived and Use Cross Reference is Yes the local site name is changed to this corporate site name in the archive file only Example Site 2000 3000 and 4000 all track performance for their suppliers ABC Inc is a supplier for all three sites but each site identifies ABC Inc with a different supplier code 001 505 and 100 These three sites must produce monthly supplier performance data for their corporate headquarters The corporate headquarters uses the name ABC Inc to consolidate the monthly data To resolve the supplier name inconsistencies when consolidating data from these sites each site uses Supplier Cross Reference Maintenance to map their supplier names 001 505 and 100 to the corporate name ABC Inc When the archive functions are used at site 2000 3000 and 4000 the performance data is archived using the defined supplier cross references The archive files with the corporate s
20. PO Only open order quantities appear on printed purchase orders If you print the order after receiving line items it is not reflected in the original order quantity To prevent you from accidentally reprinting an order the system automatically resets Print PO to No If you reprint the order without resetting Print PO to Yes the word DUPLICATE appears on the order Under most circumstances this field defaults to Yes for new orders b See User Guide However if you use EDI eCommerce to transmit purchase orders to s for your suppliers in electronic data interchange EDI format you details on EDI probably do not print the orders as well The system uses the logical FAQAD 82 User Guide QAD Purchasing AQAD parameter Send EDI PO in the supplier s record in Trading Partner Parameter Maintenance 35 13 10 to determine the default setting of Print PO When Send EDI PO is Yes Print PO defaults to No The revision level or change order number printed on the purchase order must be maintained manually on the purchase order trailer EDI PO This field controls whether the purchase order can be selected for export using EDI eCommerce Purchase Order Export 35 4 9 The field defaults from the logical parameter Send EDI PO in the supplier s record in Trading Partner Parameter Maintenance if one is defined If it is not the default is No Amount Prepaid Enter the amount of deposit sent with this purchase order The amount
21. Plaza Ship To 10000 Control Lines 1 Credit Terms 2 10 30 2 Control Total 500 000 Issue Date 5 29 2007 v Due Date 5 31 2007 Supplier Specify the code identifying an active valid supplier who sent you the goods Shipper ID This field is mandatory and is usually used to record the fiscal document number Nota Fiscal or other shipping document number It can also be used to record the bill of lading number Ship To Specify the site code or address code of the company address accepting the goods Control Lines Specify the total number of lines on the fiscal document Control Total Specify the total monetary amount shown on the shipping document including tax amounts Used as a control total for the fiscal receipt If the sum of all lines received does not equal this total a warning displays Credit Terms Enter the credit terms listed on the shipping document These should be the same terms as on the purchase order Credit terms are especially important in hyperinflationary environments or if a credit terms interest percentage is specified on the purchase order Issue Date Specify the date the supplier generated the shipment document Becomes the start date for credit terms calculations FAQAD 96 User Guide QAD Purchasing Fig 3 10 Line Item Screen PO Fiscal Receiving 5 13 16 FAQAD Payment Due Date Specify the date the supplier is expecting payment for the shipment Leave blank to have the s
22. Purchase Requisitions 0 0 0 cece eects 32 Creating a Requisition with Requisition Maintenance 32 Approving MRP Planned Orders 0 0 00 eee eee eee ee 48 Reviewing and Approving Requisitions 0 0 0 0 cece eee eee 49 Reviewing and Approving a Requisition 008 49 Using Requisitions to Build POs 2 2 eee eee 55 Creating a Purchase Order 0 0 0 eee eee eee 55 Modifying the Purchase Order 0 0 0 eee eee eee eee 60 Viewme GRS Data ossein a ee s oul ae a ge f b A 63 Chapter 3 Purchasinhg saaua auk ko ede dees ae cessed enor wies 65 Introduction to Purchasing 0 cc eee eects 66 Effect of Optional Features 0 0 2c eee eee eee 66 Purchasing 2 2llc e soe Bh bee RV oe ise RR eee eS 66 Types of Purchase Orders 0 0 eee eee eee 68 Creating Standard Requisitions llle 70 Creating Purchase Orders seeeeeeeeee ees 72 Header ids eei teo Eee edited tee nete bets qae E d tede 73 Line Items 4 232 pet ietn ie epe sata ase ria ue Rn eie 75 Trailer 42 ek o oh E R e RE ade eae 81 Updating Purchase Order Costs 0 0 cee eee eee 82 Creating Blanket Orders 0 eee eens 83 Creating Receivers ios cc asda eee eed uid ee eda ea dioe os 85 PO Receipt Packing Slip Inquiry 00 0 0 0 e eee eee 87 PO Containers and Shippers 0 0 0 cece eee eee eee 88 PO Shippers Combined with Invoices
23. Qty Ordered UM Unit Cost Disc 1 10000 TT 500S 500 0 EA 10 00 0 00 Line Details Qty Received 0 0 Due Date 05 29 2007 CRT Int 0 00 Qty to Rel 0 0 r Acct 5100 99 A Consignment Single Lot dece Project Location Consignment Type Item Revision Sales Job Taxable Status Fixed Price F Inspect Req Cmmts Supplier Item UM Conversion 1 0000 Manufacturer Stock UM Quantity 500 0 EA Description wiring harness custom Update Avg Last Cost V Extended Net Cost 5 000 00 Receiving Consigned Inventory You can receive items purchased on consignment using either Purchase Order Receipts 5 13 1 PO Shipper Receipts 5 13 20 Instead of a standard RCT PO which makes the purchase order available for receiver matching a CN RCT transaction records the receipt of consigned inventory The RCT PO occurs when items are used causing transfer of ownership from the supplier and making the items available for receiver matching Fig 4 19 Consignment Line Item Frame in Purchase Order Maintenance b See Using Supplier Consigned Inventory on page 134 FAQAD 134 User Guide QAD Purchasing b See Update Settings for Sites and Locations on page 123 b See Use Consigned First on page 118 FAQAD Receiving consigned items creates the following GL transactions Debits the PO Consigned Inventory account defined in Purchasing Account Maintenance for the product line site and supplier
24. Supplier performance uses four predefined system categories to capture and associate event data ASN Information PO Receipts DO Receipts RTS Receipts You must create category definitions to use the data captured by system categories The system uses the details from the category definitions you create to sort calculate and report on data captured by the corresponding system categories Performance Category Maint we Performance Category Maintenance Go To ACTIONS Category 80 Name PO Returns Description Purchase Order Returns Use Category 7 Maximum Points 50 Threshold Points 10 Computation Method Discrete Discrete Discrete Type v Parts Per Factor 100 000 Parts Per Counter QUANTITY Use Look Up Table I Aspects of the category you can customize include Naming the category You can use the predefined system category names or create names to fit your environment Activating or deactivating categories You can have multiple categories in your system but use only a subset of these If you want to stop using a category without deleting it from your system deactivate it in the Use Category field If you want to stop reporting for a category without stopping data collection use Supplier Category Maintenance 5 15 3 Supplier Performance 161 Defining point values Use Maximum Points to indicate the maximum allowable points for the category Use Threshold Points to define the minimum num
25. To ACTIONS Report by Order 5 18 15 Start Date 05 29 2007 Site 10000 2 To 10000 Item Number 2 To P Order P To 2 Receiver P To 2 Interval Day P Intervals Per Column 1 Details Output Batch ID Use Aging Inventory Report by Part 5 18 16 to identify consigned inventory by item number Extending the Aging Date Use Aging Inventory Update 5 18 13 to extend the allowed time of consignment by setting a new aging date or adding days to the existing date You can extend the maximum aging date as many times as required An extension automatically updates each purchase order receipt Enter selection criteria in the first frame The system displays matching order lines in the Cross Reference Details frame Select a record for update and modify it as required in the Max Age Date frame Fig 4 22 zx Aging Inventory Update 5 18 13 Cross Reference Details and Max Aging Inventory Update Go To ACTIONS Cross Reference Details ID Item Number Order Line Receiver Age Date New Date Use Age Date Frames 1 TT 500S P1135 1 R1226 08 27 2007 2 TT 500S P1136 1 R1227 08 27 2007 Max Age Date ID 1 TT 500S P1135 1 R1226 08 27 2007 Quantity 563 0 EA Effective Date 05 29 2007 Use F New Date 5 29 2007 Days D Values default from receipt data You can update the following fields in the Max Age Date frame Use Enter Yes to designate this inventory as used Entering Yes gt See Using gene
26. Way Newark NJ 07102 Morristown NJ 07960 X United States X United States Rqstn Date 05 29 2007 Sub Account JD Currency USD Lang us Need Date 05 29 2007 v Cost Center 2 Direct Matls Due Date 05 29 2007 Site 10000 E mail Option R J Entered By mat Entity 1000 P Requested By mat ES Job Name UPGRADE Status End User mat P Project D Comments Reason Aprvl Status Unapproved Remarks Req Number Required A unique control number must be assigned to each purchase requisition You can enter a number of your own or let the system assign a number based on settings in Requisition Control 5 2 1 24 On a new requisition leave this field blank and press Enter for a system assigned number To modify an existing requisition enter its number Supplier Optional If you know the supplier specify the code here If the supplier has not yet been defined you can enter the supplier name address phone number and name of contact in header comments FAQAD 34 User Guide QAD Purchasing FAQAD If you do not specify a supplier an approver or the buyer will complete this field during the approval process If you enter a supplier code in the header that supplier becomes the default for the entire requisition you can change it at the line item level Ship To Optional Enter your company address to which the supplier is to send the goods The default Ship To is set in Purchasing Control 5 24 If the default is no
27. for items not delivered to a receiving department QAD 108 User Guide QAD Purchasing FAQAD Chapter 4 Supplier Consignment Inventory The Supplier Consignment Inventory module lets you plan order receive stock track and report supplier consigned inventory using an automated system that reconciles inventories between suppliers and customers Receiver matching and accounts payable AP transactions are deferred until the inventory is used Customer use includes transfer shipping manufacturing or distribution to its own customers This chapter describes how to set up and manage consigned inventory It also gives an overview of the reporting tools available for reviewing and tracking consignment activity Overview of Supplier Consignment Inventory 110 Planning and Setup 116 Managing Consigned Inventory 124 Reporting Consignment Inventory Data 144 110 User Guide QAD Purchasing FAQAD Overview of Supplier Consignment Inventory The Supplier Consignment Inventory module lets you plan order receive stock track and report supplier consigned material while at the same time deferring receiver matching and accounts payable AP transactions A company using consigned inventory pays for only what they use not for what they receive The module extends the purchase order process by providing new transactions to receive material and identify it as consigned These transactions also delay the standard AP process unt
28. individual requisitions Out of Tolerance Routing When Use Tolerance Percent or Use Tolerance Value is Yes enter the code indicating the default routing for requisitions when the buyer chooses to route an out of tolerance line R requestor L last approver F first approver N none If you set the field to None the Route To field on the out of tolerance routing screen defaults to blank Global Requisition System GRS 23 Prohibit Changes to Approved Requisitions Enter Yes to prohibit changes to an approved requisition When Yes only buyers can edit a requisition If you are not a buyer an error message displays if you attempt to edit any requisition fields Reset Approvals Upon Denial Enter Yes to reset the approval status for all approvers upon denial When one approver denies the requisition the status of all other existing approvers is reset regardless of their original approval status The system routes the requisition back to the requester or originator Approval Status Inquiry 5 2 15 displays the reset approval status as a blank status for all existing approvers Setting Up Automated E Mail Optional If you want GRS to send automatic e mail notifications during the requisition approval cycle use E mail Definition Maintenance 36 4 20 to establish information about how GRS communicates with your e mail system You must also add e mail information for each user in User Maintenance 36 3 1 These
29. it serves by leaving the Site field blank You can disable data reporting for a site regardless of the supplier that serves it by leaving the Supplier field blank Fig 5 11 167 I Supplier Category Maintena i ad Supplier Category Supplier Category Maintenance Go To ACTIONS Maintenance 5 15 3 Supplier Source PO Supplier TT 1000 Central Manufacturing Site 10000 NJ Plant Category 90 PO Receipts Use Category In Scoring Collecting Performance Data This section reviews how and where performance data is captured The following items are discussed Automatic data collection User assisted data collection e Manual data collection Updating captured data with comments weights and other information Finding missed shipments and how they are handled FAQAD 168 User Guide QAD Purchasing Fig 5 12 Automatic Data Collection Cycle FAQAD Collecting Data Automatically Performance data can be collected automatically during the following transactions Schedule Update from MRP 5 5 3 1 Purchase Order Receipts 5 13 1 PO Shipper Receipt 5 23 20 RTS Receipts 11 7 3 13 Distributed Order Receipt 12 15 20 Document Import 35 1 Each time a measurable transaction occurs the system checks for associated registrations Once a registration is confirmed the performance data is recorded Figure 5 12 shows the automatic data collection cycle Data Collection
30. managed with shippers The Purchasing Receipts Returns menu 5 13 provides support for recording confirming and deleting archiving container and shipper information Use PO Container Maintenance 5 13 13 to record information on racks boxes crates bags or other conveyances used by a supplier to enclose and transport items or other containers Containers must be defined in the item master before they can be used in PO Container Maintenance Use PO Shipper Maintenance 5 13 14 to record item numbers and quantities from formal shipping documents or supplier packing lists In contrast to Purchase Order Receipts 5 13 1 PO Shipper Maintenance does not immediately update inventory balances or create GL transactions for PO receipts and Inventory accounts Rather it lets you record a receipt and take time to verify it PO Shipper Maintenance also lets you receive consolidated packing lists as when a supplier consolidates several purchase orders in one shipment Use PO Shipper Receipt 5 13 20 to update inventory and the GL after manually verifying received items and quantities Note Scheduled orders have both header and line start and end effective dates When processing an order the system uses the line start date and the later of the header or line end date as the active order line date range If you specify a scheduled PO and line in PO Container Maintenance PO Shipper Maintenance or PO Shipper Receipt and the system date is outsid
31. ordered 1 000 000 With 100 000 parts ordered and 34 defective the supplier s part per number is 340 calculated as parts per 34 100 00 1 000 000 Supplier Performance 163 This part per number 340 still needs to be related to the points the supplier should receive for the category This is the purpose of the lookup table In Figure 5 6 the 340 part per number fits into the interval of 251 500 so the Quality category would receive 97 of 50 points or 48 5 points Defining Performance Events After setting up category definitions create event definitions in Performance Event Maintenance 5 15 5 Events are actions positive or negative that the system records and uses as supplier performance data Examples of events are on time delivery quality of items undershipment or overshipment Event points are used by the discrete computational method only The proportional and parts per computational methods use ratios to rate suppliers based on activity As events occur points are awarded to the supplier These events are termed system events because the system can automatically recognize and count them You must create event definitions to use the data captured by the system events The details from the event definitions you create are used to sort calculate and report on data captured by the corresponding system events Fig 5 7 SEX Performance Event Performance Event Maintenance Go To ACTIONS Maintenance
32. orders If you are using optional features the following list indicates where you can find additional information when If you are using the optional Supplier Consignment Inventory module see Chapter 4 Supplier Consignment Inventory on page 109 If you are monitoring supplier performance see Chapter 5 Supplier Performance on page 147 If you are using the optional Logistics Accounting module see User Guide QAD Master Data If you are using the optional Enterprise Material Transfer EMT module EMT automatically translates sales orders into purchase orders which cannot be processed using standard purchase order features EMT is described in User Guide QAD Sales If you are using purchase orders to manage subcontract receipts and are also using the WIP Lot Trace module additional pop ups display These are described in User Guide QAD Manufacturing Purchasing A purchase involves several steps Often the first step is a requisition which is the result of demands recognized by material requirements planning MRP An order is next either a purchase order a blanket Purchasing 67 order or a supplier schedule When the ordered goods arrive a record is made called a receiver If the goods are returned to the supplier another record is made The system keeps a record of each step Fig 3 1 Overview of MU Purchasing Requisition Activities purchase Supplier Invoice Order PP Blanket Suppl
33. performance reports This program updates performance data with the most current results It evaluates open POs DOs and scheduled orders then creates missed shipment events for any orders not fully reconciled by the missed shipment as of date indicated Indicate the type of orders evaluated by specifying defaults in the control See Configuring program or making changes in this program Missed shipment events are pide D created for valid registrations only page 153 Note Missed shipment events do not remain in the system They are removed upon receipt of the associated late shipment QAD 174 User Guide QAD Purchasing Fig 5 15 Missed Shipment x Event Generator Missed Shipment Event Generator Go To ACTIONS 5 15 17 Missed Shipment As Of Date 05 30 2007 Last Run Date Include DRP Orders Include Purchase Orders Include Scheduled Orders Output P Batch ID P Reporting and Managing Data The output of a successful supplier performance system is a detailed supplier performance report This section discusses the reporting data consolidation and delete archive functions of Supplier Performance The performance reports are e Performance Category Inquiry 5 15 2 e Registration Report 5 15 11 Performance Data Report 5 15 14 Performance Report Card 5 15 15 e Summary Data Report 5 15 20 The data consolidation programs and reports are Summary Data Extract 5 15 19 Performan
34. product line Alternate Approver 1 Alternate Approver 2 Enter the ID of another approver with the same or greater expenditure authorization limit who is allowed to authorize requisitions on behalf of a regular approver when that person is not available You can designate up to two alternate approvers An alternate does not have to be the same type of approver just the same level Administrative Approver Enter the ID of an individual authorized to approve purchase requisitions on behalf of this approver The person specified does not need to be assigned an approval level Completing this field allows routine requisition activities to continue during a manager s absence Start Effective Enter the first date this approver is authorized to approve requisitions The default is blank Effective dates are optional you can use start and end dates to assign approvers for short term tasks or as temporary alternates End Effective Enter the last date this approver is authorized to approve requisitions The default is blank effective period is open ended Fig 2 12 Vertical Approver zx Maintenance Vertical Approver Maintenance Go To v ACTIONS 5 2 1 14 Similar to Horizontal User ID bje Bethany Enton Approver Entity 1000 Test Company Primary Maintenance From Sub Account 2000 Entity 2000 does not From Cost Center 100 include Start Effective End Effective To Sub Account 2000 2 Entity 2000 Category field gory
35. run this program multiple times you can use these individual records for data reports FAQAD Supplier Performance 179 Example If you run this program every month for six months and retain the information in your system at the end of the six month period you can run the Summary Data Report 5 15 20 to view the six summary reports you created during the reporting period Depending on reporting policies in your environment you can use the See Supplier summarized data as the basis for your long term reports When Cross Reference p j Maintenance on combining data from multiple reporting sites use Supplier page 176 Cross Reference Maint 5 15 23 3 at each site to solve supplier name inconsistencies between sites Delete Archive Functions Supplier Performance delete and archive functions are similar to other delete archive functions The archive file produced by the delete archive functions is also used for data consolidation from multiple sites Performance Data Delete Archive Use Performance Data Delete Archive 5 15 23 1 to delete and archive performance data You cannot delete performance data in any other Supplier Performance program You can also archive performance data without deleting it from your system For data consolidation purposes the archive file produced can be reloaded using Archive File Reload 36 16 5 You can also archive performance data using the corporate standardized supplier names you de
36. selection criteria change this field to No If you set this to No and leave Include MRO Items set to Yes the selection screen includes only MRO items Note MRP items are received into inventory and considered by MRP as a source of supply Include MRO Items Indicate whether you want to include MRO items in the selection criteria defaults to Yes MRO items include maintenance repair and operating supplies If you do not want to include requisitions for MRO items in the selection criteria change this field to No If you set this to No and leave Include MRP Items set to Yes the selection screen includes only direct materials items Copy Header Comments Indicate whether to copy header comments onto a new PO defaults to Yes If set to Yes and you are creating a new purchase order the header comments from the first requisition QAD 58 User Guide QAD Purchasing Fig 2 31 Build PO from Requisitions Selection Screen FAQAD you selected for copying become the header comments on the PO This only applies the first time you copy lines to a new purchase order If you are appending lines to an existing PO the field is ignored Once you have copied the header comments you can modify them in Purchase Order Maintenance 5 7 Copy Line Comments Indicate whether to copy requisition line comments into PO line comments defaults to Yes Default Copy Indicate the default value for the Copy field on the line items listed on the n
37. shipper Associate open purchase orders with supplier invoices Simultaneously update invoice lines and shipper lines to ensure that shipper quantities always correspond to their associated invoice quantities When Logistics Accounting is used optionally receive the items on the PO shipper into a transit location in order to pay for the goods before they arrive You use PO Shipper Receipt into Transit 5 13 19 to perform the receipt Important Shipper invoices are a unique type of shipper and cannot be accessed or updated by PO Shipper Maintenance or PO Fiscal Receiving They can be maintained only in the program that creates them PO Shipper Invoice Maintenance and that program cannot update standard shippers Shipper Invoice Number Assignment Combined shippers use a unique numbering sequence for the shipper IDs Use Purchase Shipper Control 5 13 24 to specify the Number Range Management NRM sequence to optionally assign a shipper identifier Purchasing 91 when a new PO shipper invoice is created in PO Shipper Invoice Maintenance The target dataset for this NRM sequence is abs id poshipper Creating Shipper Invoices PO Shipper Invoice Maintenance has three sections The header contains general shipping information such as the item supplier name shipper ID ship to site ship date and status of the shipment as well as shipment details The invoice frame lets you record the supplier invoice information and asso
38. system date Invoice Amount Enter the invoice amount Total This field displays the total amount already invoiced When a new invoice in entered this field defaults to zero Order Enter an open PO for the selected supplier invoice More than one PO can be specified for a single invoice Only open purchase orders that match the supplier and ship to site in the header can be associated with this shipper Auto Select Indicate whether you want to automatically select all open line items on the specified purchase orders for invoicing If Yes the Invoice Open Qty Amt and Select All fields become available Invoice Open Qty Amt When Auto Select is Yes indicate whether you want to invoice the open quantities on each PO line No default Invoice Quantity and Invoice Cost default to zero Yes Invoice Quantity and Invoice Cost in the PO Line Matching Maintenance frame default to the PO line uninvoiced open quantity and PO line net unit cost respectively Select All When Auto Select is Yes indicate whether you want to select all open PO lines for invoicing Default is No Sort By Specify whether PO lines are sorted by PO number and line sequence or by PO and item number sequence Line Items The PO Line Selection frame displays the open PO line items grouped by PO number for the specified supplier invoice If you specified Yes to Select All an asterisk appears next to each open PO line in the Sel column You can select line
39. taxes when consigned items are used Items can be used in a variety of ways including Issue to a work order distribution order sales order repetitive order or configured item final assembly work order Unplanned issue Transfer to another location or site When Accrue Tax at Usage is No the system creates tax transactions for consigned items at receiver matching Update Settings for Sites and Locations When the Supplier Consignment Inventory module is active you can use the Transfer Ownership field to indicate how consigned inventory should be managed when it is transferred to a specific site x Site Maintenance Go To ACTIONS Site 10000 Description NJ Plant Domain st92bmfg 2 Entity 1000 P Declarant P Default Inventory Status 10 2 Automatic Locations v Ownership Inspection Location P is EMT Supplier EMTSO1 External Supplier transferred Transfer Variance Acct 5030 P P P for locations Transfer Ownership v in this site PO Transit Location P The value you specify for a site determines the default value for new locations created in the site This default applies both to locations created in Location Maintenance 1 1 18 and any locations created by the system when Automatic Locations is Yes You can modify the default in Location Maintenance as needed The same field exists in Location Maintenance At the location level this field has the following effect
40. to define specific discounts or markups at different quantity levels The purchase order prints the unit cost after discount Note You can apply quantity based pricing to both discrete purchase orders and scheduled purchase orders Disc Enter the percentage if any by which the unit price is decreased Location Enter the location where the item is to be received The default location depends on whether Inspection Required is Yes in Item Site Planning Maintenance 1 4 17 or Item Master Maintenance 1 4 1 When it is Yes the location defaults in this order Purchasing 77 The inspection location specified for the site and item in Item Site Planning Maintenance The inspection location defined for the site in Site Maintenance 1 1 13 The inspection location defined in Purchasing Control 5 24 When Inspection Required is No location defaults in this order The default item site location defined in Item Site Inventory Data Maintenance 1 4 16 The default item location defined in Item Master Maintenance Note If you manually change Inspection Required to Yes you must re enter the location afterwards Item Revision Item Revision Date Enter the code representing the revision level of the item This field is validated against predefined values entered in Generalized Codes Maintenance 36 2 3 for field pod rev This field defaults from the Revision field in Item Site Planning Maintenance 1 4 17 If no revi
41. you can use consignment fields in Cycle Count Worksheet Print 3 13 1 to select inventory to count Cycle Count Worksheet Print OM Cycle Count Worksheet Print Go To ACTIONS Item Number D To P Product Line P To P Type D To 2 Site 10000 To 10000 Location 2 To 2 Last Count v To Mi ABC Class To Worksheet Number of Items 99999999 A 0 B 096 C 0 Other 096 i Sort by Item or Site Item x Randomize Selection includes Customer Consigned Exclude Supplier Consigned Include supplier Past Due Only V Print Quantity OH consigned New Page on Site Include Zero Quantity New Page on Location Include Negative Inventory inventory Print Bar Code Include Phantom Items Output Batch ID Supplier Consignment Inventory 143 Similarly when you use Item Tag Create 3 16 1 you can choose to update tags for only consigned only non consigned or both types of inventory Fig 4 24 Tracking Item Tag Create Go To ACTIONS Consigned Inventory Using Item Tag Create Site 10000 To 10000 1 1 Location 2 To P G 6 Product Line 2 To P Item Number P To P ABC Class To Starting Tag Number 1 99999999 Tags Available Tags Include Zero Quantity d Include Negative Quantity inc e e Customer Consigned Exclude supplier Supplier Consigned Include consigne
42. 00 0 Site 10000 Receipt 05 30 2007 Receipt 100 0 Item Number TT 500S wiring harness custom Shipper ID Ship Date ASN Create Date Quantity 100 0 UM EA Reason INV 2 Weight Code Doc Nbr Weight Factor 0 00 Include in Scoring Comments The system generated transaction ID identifies specific events associated with the corresponding registrations and the particular performance details You can use this program to search for specific performance AQAD Supplier Performance 173 records Each time this program is accessed the first screen appears without data Enter the transaction ID or browse existing IDs using the up and down arrows Pertinent performance data is also displayed Modify captured performance data by adding performance weight factors or updating other fields 1 Identify and select the corresponding transaction ID 2 Navigate to the fields you need to edit 3 Enter any new information or comments or add the appropriate performance weight factor codes You can manually create new performance data for example add a note about performance that is not captured by the system such as bad telephone service or lack of professionalism 1 Leave Transaction ID blank 2 Enter the new data in the appropriate fields 3 Save the new record A new transaction ID is generated and assigned to the new data Missed Shipment Event Generator Use Missed Shipment Event Generator 5 15 17 prior to generating
43. 007 End Effective M Site Enter the site code for which this person is authorized to approve requisitions for inventory items This field applies to Product Line Approver Maintenance only Product Line Enter the code of the product line for which this person can approve requisitions This field applies to Product Line Approver Maintenance only Fig 2 13 Job Approver Maintenance 5 2 1 15 gt See Setting Up Jobs on page 26 Fig 2 14 Product Line Approver Maintenance 5 2 1 16 FAQAD 32 User Guide QAD Purchasing Fig 2 15 Requisition Entry Flow FAQAD Creating Purchase Requisitions This section describes Requisition Maintenance 5 2 3 the main function you use to create a requisition and move it into the review and approval cycle Purchase requisitions come from two sources e Manually entered requisitions built in Requisition Maintenance 5 2 3 Requisitions created by approving MRP planned orders with Planned Purchase Order Approval 23 11 This section describes the structure of a requisition and discusses how to create a requisition using both of these sources Creating a Requisition with Requisition Maintenance With Requisition Maintenance 5 2 3 you build a requisition in three sections the header the line item detail and the trailer as shown in Figure 2 15 Enter Requisition Header General data for the requisition includes default values for line items
44. 1 icO1 PO Price Var Acct 5001 icsub01 ic01 AP Usage Var Acct 5010 icsub01 icO1 AP Rate Var Acct 5021 icsub01 icO1 Consignment Accounts PO Consigned Inventory Acct 1102 D P P PO Consigned Offset Acct 1511 2 P 2 Update Tax Rates When the Supplier Consignment Inventory module is active you have an additional option for determining when the system creates GL transactions for tax amounts on consigned purchases The tax point is determined by settings defined for the tax rate in effect in Tax Rate Maintenance 29 4 1 Fig 4 10 Setting Tax Accrual x in Tax Rate Tax Rate Maintenance Go To ACTIONS Maintenance 29 4 1 Tax Type 10074 Tax Rate 896 Item Tax Class C74 Description automotive Tax Usage Tax By Line V Effective Date 06 20 2006 Expiration Date M Tax Code 10074 Tax Base P Minimum Taxable Amount 0 00 Maximum Taxable Amount 999 999 999 999 99 Percent Recoverable 0 0096 Tax Method 01 2 Update Tax Allowed Allow Tax Included Discount Tax at Payment Taxesaccrue Discount Tax at Invoice Accrue Tax at Receipt when Accrue Tax at Usage v inventory is Sales Tax Absorbed used AP Tax Retained Comments O The Accrue Tax at Receipt setting normally determines the tax point for purchased items This field is ignored when using this module FAQAD Supplier Consignment Inventory 123 For consigned items the Accrue Tax at Usage setting lets you accrue
45. 2 FAQAD 52 User Guide QAD Purchasing Fig 2 26 Requisition x Approval Requisition Approval Maintenance Go To ACTIONS Maintenance Modify Requisition Screen Order CPR104 Supplier TT 1000 Ship To 10000 Supplier Ship To Central Manufacturing Quality Products Div 1000 1 Penn Plaza Distribution Division One World Way Newark NJ 07102 Morristown NJ 07960 X United States X United States Rgstn Date 05 29 2007 Sub Account 2 Currency USD Lang us Need Date 05 29 2007 Cost Center 2 Direct Matls Due Date 05 29 2007 Site 10000 E mail Option R Entered By mat Entity 1000 D Requested By mat D Job Name UPGRADE Status End User mat P Project P Comments Reason Aprvl Status Unapproved Remarks When you have completed the changes press Exit to return to the Requisition Approval Maintenance screen Figure 2 24 Maintain Aprvl Comments Indicate whether you want to add comments for subsequent approvers to read If you select Yes you can enter comments Action Enter the code for one of three possible actions Enter 1 to approve the requisition 2 to deny it or 3 to reverse an earlier action If Reset Approvals Upon Denial is Yes in Requisition Accounting Control 36 9 3 and you deny the requisition the status of all other existing approvers is reset regardless of their original approval status The system routes the requisition back to the requester or originator After you
46. 36 9 5 The item number or product line or both must match the discount table The item unit of measure must match the discount table unit of measure Blank is not considered a match unless both the discount table unit of measure and the item unit of measure are blank The currency of the discount table must match order currency Credit Terms Specify the credit terms that apply to this requisition Entered By If this order was created by releasing a blanket order the ID of the user who performed the release displays otherwise the ID of the person creating the order displays Purchasing 75 Line Items Enter line items in single or multiple entry format Single entry lets you customize due dates sites tax statuses and other information for each line item Multiple entry lets you enter basic information such as item number quantity and price for several lines on a single screen The default format is specified in Purchasing Control 5 24 Fig 3 3 7x Purchase Order Purchase Order P1132 Go To ACTIONS Line Items Header Purchase Order P1132 Supplier TT 1000 Ln Format S M Single Lines Ln Site Req Item Number Qty Ordered UM Unit Cost Disc 10000 CPR104 SW1500 1 2 0 EA 250 00 0 0096 Line Details Qty Received 0 0 Due Date 05 29 2007 CRT Int 0 00 Qty to Rel 0 0 Pur Acct 5100 2 P P Single Lot i Performance Date 05 29 2007 v Project 2 Loca
47. 5 2 on page 169 These transactions the possible events and how the events are captured are discussed here PO DO and RTS Receipts During a PO receipt DO receipt or RTS receipt an early late overshipment or undershipment event can be automatically generated based on the following calculations 1 The receipt date is compared with the planned receipt date If the P For field receipt is early or late that number of days is compared with the E Sem values specified in Acceptable Days Early or Acceptable Days Late Control Program in the control program When an acceptable value is exceeded a late Per or early event is automatically created 2 The receipt quantity is compared with the open quantity If the receipt quantity is under or over the open quantity that quantity is converted to a percent The difference and difference percent are compared with the values in Acceptable Over Shipment quantity Acceptable FAQAD 170 User Guide QAD Purchasing FAQAD Under Shipment quantity Acceptable Over Shipment percent and Acceptable Under Shipment percent in the control program When one of these values is exceeded an event is automatically created 3 The cost of the quantity received is compared with the cost of the open quantity If the quantity received cost is more than the open quantity cost the cost difference is converted to a percent The cost difference and cost difference percent are compared with the values i
48. Disc Tbl is blank in the requisition header and at the line level you cannot complete line item entry without entering a valid discount table FAQAD Global Requisition System GRS Note When you update the Price Tbl or Disc Tbl field on the header the system prompts you to update line items If you choose to make the updates the system follows these rules If the header specifies a supplier the system updates the price or discount table only on line items that match the header supplier If Supplier is blank in the header the system updates only lines with a blank Supplier field In addition these fields are validated against the Price Table Required field in Purchasing Control Entering Line Items You can enter line item data in two modes single line or multiple line based on the setting of the Ln Format S M field in Requisition Control 5 2 1 24 You can alternate between Single and Multi when you are entering line items In multiple line mode you can enter just the basic data for from 8 to 16 items depending on your computer system on a single screen This basic data includes supplier data site item number quantity unit of measure unit cost and discount percentage All other information defaults from the header Note If you need to change any of the other header information for a line item you must use single line mode which displays detailed data for only one line on each screen To change from m
49. FYQAD QAD Enterprise Applications 2009 Enterprise Edition User Guide QAD Purchasing Introduction to Purchasing Global Requisition System GRS Purchasing Supplier Consignment Inventory Supplier Performance 78 0695B QAD 2009 Enterprise Edition April 2009 This document contains proprietary information that is protected by copyright and other intellectual property laws No part of this document may be reproduced translated or modified without the prior written consent of QAD Inc The information contained in this document is subject to change without notice QAD Inc provides this material as is and makes no warranty of any kind expressed or implied including but not limited to the implied warranties of merchantability and fitness for a particular purpose QAD Inc shall not be liable for errors contained herein or for incidental or consequential damages including lost profits in connection with the furnishing performance or use of this material whether based on warranty contract or other legal theory QAD and MFG PRO are registered trademarks of QAD Inc The QAD logo is a trademark of QAD Inc Designations used by other companies to distinguish their products are often claimed as trademarks In this document the product names appear in initial capital or all capital letters Contact the appropriate companies for more information regarding trademarks and registration Copyright 2009 by QAD Inc QAD Inc 100 In
50. Item 3 4 2 Transfer with Lot Serial Change 3 4 3 FAQAD 172 User Guide QAD Purchasing See Configuring This pop up appears only if Supplier Performance is activated in Supplier a we Performance Control Enable Inv Transfer is Yes and the inventory is page 153 being moved from the inspection location Defined for the site and item in Item Site Planning Maintenance Defined for the site in Site Maintenance 1 1 13 Defined in Purchasing Control 5 24 You can use the pop up to create a performance event The pop up screen works similarly in the three inventory transactions Because the inventory transactions are generic and not PO DO related you must enter the supplier order and receiver numbers manually Creating and Modifying Performance Data When performance data is generated for any registration that data is saved for future reporting The data is identified by a system generated transaction ID Use Performance Data Maintenance 5 15 13 to access add and modify details of the captured performance data Use this program to manually create performance data Fig 5 14 Performance Data x Maintenance Performance Data Maintenance Go To ACTIONS 5 15 13 Transaction ID 1 Source PO Supplier TT 1000 Central Manufacturing Category 90 PO Receipts Date 06 30 2007 Event Early Rcvd Early User ID mat Receiver R1231 Order Number P1139 Line 1 Performance Date 06 30 2007 Open 1
51. Order Maintenance On an existing line that references a requisition Purchase Order Maintenance lets you update the cost within the tolerance parameters However if you attempt to change it to more than the specified tolerance an error message displays Fig 2 34 Purchase Order Maintenance 5 7 Line Item Frame b Control settings for out of tolerance are described beginning on page 21 FAQAD 62 User Guide QAD Purchasing Fig 2 35 Purchase Order XX Maintenance Out Purchase Order P1132 GoTo ACTIONS of Tolerance Frame Header Purchase Order P1132 Supplier TT 1000 Ln Format S M Single Lines Ln Site Req Item Number Qty Ordered UM Unit Cost Disc 3 10000 CPR111 TT 600 25 0 EA 6 00 0 00 Requisition CPR111 Reg Ln 1 PO Net Unit Cost 6 00000 USD EA 6 00000 USD EA Maximum Unit Cost 5 00000 USD EA 5 00000 USD EA Mark Requisition Line Out Of Tolerance v Reroute Requisition I WARNING PO line net unit cost is out of tolerance If the buyer selects No the cursor returns to the Unit Cost field offering the buyer a chance to enter a lower value to bring the line back into tolerance The line cannot be placed on a PO if its cost is higher than the maximum approved cost plus the tolerance value or percent if one has been assigned When the buyer selects Yes the cursor advances to the Reroute Requisition field If the buyer sets the field to Yes a Routing Maintenance screen appears The
52. P does not consider them a source of supply since these quantities are already included in the work order You can enter the work order number the lot ID and operation for the subcontractor or leave them blank If left blank a warning message displays to remind you that a work order ID is required when you receive subcontract items The system needs the work order ID to obtain shipper information during the receipt You can still create the purchase order The system automatically updates the work order number and operation if A new cumulative ID is created through an Advanced Repetitive transaction You specify a subcontract routing and operation for this purchase order in Subcontract Routing Op PO Maintenance 5 11 or in Subcontract Order MRP Maint 5 5 1 21 Taxable Indicate whether the item is taxable Items purchased for resale are normally not taxable The taxable status on the purchase order header displays as the default for each line item but it can be changed Inspection Required Indicate if the item is to be inspected after receipt This field defaults from item master data If Yes the system searches for an inspection location in this order The inspection location specified for the site and item in Item Site Planning Maintenance 1 4 17 The inspection location defined for the site in Site Maintenance 1 1 13 The inspection location defined in Purchasing Control 5 24 If No the location defaul
53. Purchase Order Approval 23 11 The system refers to requisitions by requisition number Each requisition contains the following One item number The quantity needed of the item The item s unit of measure The site where the item will be received The date it is needed The ordering site Purchasing 71 Use a requisition for non inventory items but not for subcontract purchases or supplier schedules A requisition can use only the company base currency Use Requisition Approval Maintenance 5 1 16 to predefine approval levels When a requisition is created either manually or through MRP the system determines the approval level Approval codes can be set up for supervisors sites product lines and purchase accounts Small purchases may require a different supervisor s approval than large purchases The system always checks for approval codes even when an order does not reference a requisition When an approval code exists you can prevent an item from being added to an order without a requisition by setting the value of Approved Requisitions for POs in Purchasing Control to Yes Otherwise a warning displays Note Approved Requisitions for POs applies only to standard requisitions GRS requisitions have their own approval mechanism When a requisition is approved it is considered open until a purchase order or blanket order references it When an order references an open requisition two things occur The inf
54. Purchasing 105 Work Order and Routing Comments To display work order and routing comments for subcontract orders on printed purchase orders set Print WO Comment to Yes in Print Purchase Order 5 10 Any relevant comments are printed below each subcontract line item Subcontract Work Flow If all of the modules are used the subcontract cycle includes the following steps 1 Work Order Maintenance 16 1 or Planned Work Order Approval 23 10 Work Order Component Check 16 5 Work Order Release Print 16 6 Work Order Component Issue 16 10 Work Order Dispatch Report 16 18 Purchase Order Maintenance 5 7 oO Oi FF WO N Subcontract Routing Op PO Maint 5 11 or Subcontract Order MRP Maintenance 5 5 1 21 Purchase Order Receipts 5 13 1 9 Shop Floor Control labor feedback functions 10 Work Order Receipt 16 11 11 Work Order Accounting Close 16 21 FAQAD 106 User Guide QAD Purchasing b See Type on page 79 for details FAQAD Special Purchasing Topics This section discusses issues related to purchasing in a multiple database environment processing memo items and special purchase needs Multisite Purchasing Often in multisite companies inventory items are purchased from one site only although each site buys its own non inventory items such as supplies floor stock and expensed items Purchasing initiated from multiple sites or databases is supported Example Site Singapore crea
55. Route To defaults from the setting in the Out of Tolerance Routing field in Requisition Accounting Control The buyer can change this to any valid user If the buyer chooses not to route the out of tolerance requisition at this time it stays in the buyer s queue Note When the buyer marks a line out of tolerance the Aprvl Status fields in the requisition header and the requisition line detail change from Approved to Out of Tolerance If the requisition maximum cost is changed to bring the line back into tolerance the status changes to Unapproved and the requisition must repeat the approval process for that line before it can be placed on a purchase order While the status is Out of Tolerance the line can still be placed on a PO if the buyer enters a cost that is within the tolerance parameters FAQAD Viewing GRS Data Table 2 4 lists the reports that can be used with GRS Global Requisition System GRS 63 Menu No Description Report Content 5 2 1 2 Approval Level Browse Displays the approval currency amounts and descriptions associated with approval codes 5 2 1 5 Category Report 5 2 1 5 Displays summary or detail information about the categories defined in Category Maintenance 5 2 1 4 The summary report shows category description as well as the accounts included in the category and their descriptions The detail report also includes numbers and descriptions of assigned accounts 5 2 1 8
56. Run This field displays the last date the Missed Shipment Event Generator was run This field is for reference only and is set by the system each time Missed Shipment Event Generator is run Include Purchase Orders Enter Yes or No to specify whether the Missed Shipment Event Generator should consider purchase orders This value sets the default for the same field in Missed Shipment Event Generator Include DRP Orders Enter Yes or No to specify whether the Missed Shipment Event Generator should consider distribution orders This value sets the default for the same field in Missed Shipment Event Generator QAD 158 User Guide QAD Purchasing FAQAD Include Scheduled Orders Enter Yes or No to specify whether the Missed Shipment Event Generator should consider scheduled orders This value sets the default for the same field in Missed Shipment Event Generator Net Same Day Receipts Specify whether multiple same day receipts should be netted as one receipt when calculating the supplier s overall report card score Note This setting applies only to over or under quantity performance events It has no effect on events related to early or late receipt dates No the default Supplier Performance considers each individual receipt that does not equal the open quantity to be an under or overshipment and generates the related performance event Yes Total receipts for the day are compared against what is expected If the supplie
57. SBU electronically using EDI eCommerce By definition the system creates all lines of EMT purchase orders as non consigned You cannot change the consignment setting on these system maintained orders Supplier Consignment Inventory 115 Consignment Process Summary Figure 2 2 shows the sequence in which the Supplier Consignment Inventory module processes data Order inventory PO Return Negative PO Receipts PO Shipper Receipts Receive inventory PO Receipts PO Shipper Receipts Fig 4 2 Consignment Unconsume Overview PO Return Negative PO Receipts PO Shipper Receipts Process consigned inventory and pending consumption Consume e Process supplier invoice peces 1 Consigned Inventory a Pay invoice FAQAD 116 User Guide QAD Purchasing Planning and Setup Before using the Supplier Consignment Inventory module you must set up different kinds of data Base data standard to the system such as items addresses and general ledger GL accounts These activities are not discussed in this chapter Base data specific to the Supplier Consignment Inventory module Supplier consignment control settings that determine defaults and processing options Figure 2 3 illustrates the typical workflow for setting up Supplier Consignment Inventory Fig 4 3 Supplier Consignment Setup Flow Activate Supplier Consignment Inventory and conf
58. T PO transaction generates a CN ISS transaction which represents the change in inventory status from consigned to non consigned This balances the original CN RCT transaction X Transactions Detail Inquiry Go To ACTIONS Transaction 922 P Output PAGE Tran Nbr 922 Order Trans Type CN ISS Revision 0 References the Date 05 29 2007 Item Number TT 5005 ISS UNP Time 14 12 Description wiring harness custom Effective Date 05 29 2007 Unit of Measure EA transaction that Remarks 920 Address generated the User ID mat Name CN ISS Program icunis p SO Job transaction Currency USD Ship Type Qty Change 10 0 Price 10 00 Shipper Number Inv Mov Ship Date Ordering Consigned Inventory When the Supplier Consignment Inventory module is active additional frames and fields display for user input during order entry in Blanket Order Maintenance 5 3 1 e Supplier Scheduled Order Maintenance 5 5 1 13 Purchase Order Maintenance 5 7 In all three programs the system uses a hierarchical approach to retrieve previously entered default data that applies to specific suppliers and items When entering a new order the system uses default values for the supplier defined in Supplier Item Controls Maintenance If a record does not exist for the supplier and a blank item the system uses defaults defined in Supplier Consignment Control or Supplier Consignment Accounting Control At the purch
59. To Cost Center 100 Review Level 20 Amount 0 Review Required V Approval Level 00 Amount 0 Approval Required Alternate Approver 1 2 Alternate Approver 2 D Administrative Approver 2 Start Effective M End Effective FAQAD Job Approver Maintenance E Job Approver Maintenance Go To User ID imw Global Requisition System GRS 31 ACTIONS Miles Winters Includes Entity 1000 Test Company Primary Job Name Job Name UPGRADE Software upgrade field From Sub Account From Cost Center Start Effective To Sub Account 2 To Cost Center A End Effective Review Level 10 Amount 0 Review Required Approval Level 00 2 Amount 0 Approval Required Alternate Approver 1 Fe Alternate Approver 2 2 D Administrative Approver Start Effective 5 29 2007 End Effective 6 30 2007 v Job Name The job code assigned to this project or activity This field applies to Job Approver Maintenance only zx Product Line Approver Maint Go To ACTIONS Does not include account User ID pez Persephone Eames information pite 10000 NJ Plant N roduct Line 2000 Office Products adds Site and Start Effective 05 29 2007 End Effective Product Line Review Level 05 Amount 0 Review Required M fields Approval Level 00 2 Amount 0 Approval Required Alternate Approver 1 P Alternate Approver 2 P Administrative Approver mat P Start Effective 05 29 2
60. Usage Export Report pocnrp04 p 5 18 13 Aging Inventory Update pocnaimt p FAQAD 112 User Guide QAD Purchasing Fig 4 1 Consignment Inventory Business Flow FAQAD Menu Number Description Program Name 5 18 14 Aging Inventory Batch Update pocnaiup p 5 18 15 Aging Inventory Report by Order pocnairp p 5 18 16 Aging Inventory Report by Part pocnairl p 5 18 24 Supplier Consignment Control pocnspm p 5 18 25 1 Consignment Inventory Adjustment pocnadj p 36 9 4 Supplier Consignment Accounting Control fipocnsp p Supplier Consignment Inventory Business Workflow Figure 2 1 shows the complete consignment inventory workflow beginning with the contract and ending with accounts payable SD T 0 apii yy Um D I E OO OO C AN i Consigned Inventory j Supplier SEN 2 i 1 Receiving i B Inventory Inventory ETUR K A t n Picking TAN A Shipping A A IN Manufacturing Consumption Y Log Distribution Optional EDI Transmission Invoices Accounts Payable Supplier Consignment Inventory 113 Creating a Purchase Order A contract is created between a customer and a supplier that dictates the items to be sold on consignment step 1 in Figure 4 1 The contract is either a standard purchase order a blanket purchase order or a scheduled pu
61. User Guide QAD Purchasing b See User Guide QAD Financials A for details on AP processing b See User Guide QAD Sales for information on EMT FAQAD Consumption activity is logged step 4 in Figure 4 1 for audit purposes and for batch processing When reported to the supplier step 5 in Figure 4 1 it triggers the transfer of liability Consumption can be reported manually or using EDI eCommerce Once the inventory is consumed the receiver is available for receiver matching but only for the amount consumed This can be a partial amount and may not always be the total amount on the receiver The system tracks how much of the receiver is available for receiver matching A cumulative quantity is kept to track the total material consumed on the contract Paying for the Inventory Supplier Invoices are created either manually using functions in Accounts Payable AP or automatically by Evaluated Receipts Settlement ERS Both distinguish between receipt of consigned inventory that has been consumed and receipt of consigned inventory that has not been consumed for example when only a portion of an order has been consumed Because receiver matching follows standard processing it is not discussed in this chapter Using Supplier Consignment Inventory with EMT Enterprise Material Transfer EMT lets you translate sales orders into purchase orders automatically and transmit those purchase orders to secondary business units
62. WO ISS transaction Making Inventory Adjustments Consignment Inventory Adjustment Use Consignment Inventory Adjustment 5 18 25 21 to manually modify consigned inventory information such as quantities and locations Fig 4 20 EX Consignment Consignment Inventory Adjustment Go To ACTIONS Inventory Adjustment 5 18 25 21 Item Number TT 5005 Lot Serial Control UM EA Description wiring harness custom Quantity 80 0 Site 10000 Unit of Measure EA Location TTLOC Conversion 1 0000 Lot Serial Reference Multi Entry F Unit Cost 0 00 Total Qty 80 0 Order P1136 Total Cost Line 1 Receiver R1227 Remarks adjust qty Project 2 DR Acct Effective Date 05 29 2007 Cr Acct Purchase order and line number are required The system validates that the items on the order line were consigned A warning displays if there are no consigned items in the location specified FAQAD 138 User Guide QAD Purchasing b See Tracking Consigned Inventory During Inventory Counts on page 142 FAQAD You might use this program after doing a physical inventory to indicate that surplus items are consigned Adjustment generates records of type CN ADJ to record consignment adjustment A negative quantity adjustment Credits the PO Consigned Inventory account Debits the PO Consigned Offset account A positive quantity adjustment Debits the PO Consigned Inventory account Credits the PO Consigned O
63. acturer Stock UM Quantity 100 0 EA Description wiring harness custom Update Avg Last Cost V Extended Net Cost 500 00 Figure 4 13 shows the transaction created when 10 of those items are received into the consignment location which generates a CN RCT transaction type The Remarks field identifies this as a consignment transaction Fig 4 13 Receiving EIS Consigned Transactions Detail Inquiry Go To ACTIONS Inventory CN RCT Transaction 919 P Output PAGE Tran Nbr 919 Order P1136 R1227 Trans Type CN RCT Revision 0 Date 05 29 2007 Item Number TT 500S Time 14 06 Description wiring harness custom Transaction is Effective Date 05 29 2007 Unit of Measure EA Remarks Consigned Address TT 1000 Consigned User ID mat Name Central Manufacturin Program poporc p SO Job Currency USD Ship Type Qty Change 100 0 Price 5 00 Shipper Number Inv Mov Ship Date 05 29 2007 FAQAD Supplier Consignment Inventory 129 Figure 4 14 represents the usage of consigned inventory from the consigned location using an unplanned issue The ISS UNP transaction balances against the CN RCT transaction to credit the consignment GL accounts that were debited at CN RCT Fig 4 14 9 Transactions Detail Inquiry il i z Issuing Consigned Transactions Detail Inquiry Go To ACTIONS Inventory ISS UNP Transaction 920 2 Output PAGE Tran Nbr 920 Order 128 Trans Type ISS UNP Revision 0 Date 05 29 2007 It
64. acturer it displays in this field Description Optional If you enter an inventory line item Description defaults from the item master If you enter a non inventory item Item Not In Inventory displays Clear the field and enter a brief description of the item This description prints on formal documents such as POs Global Requisition System GRS 43 Single Lot Optional Specify whether each receipt requires a unique P See User Guide lot number This information is copied onto the purchase order with 5 Master the approved line item It defaults from Regulatory Attributes Control 1 22 24 Item Revision Optionally enter a code representing the revision level of the line item This field is validated against predefined values entered in Generalized Codes Maintenance for field pdq rev Revision defaults from item master but you can change it as needed The entry in this field is copied from the approved requisition line into the same named field on the purchase order Note Do not confuse the item revision with the purchase order revision Purchase order revision indicates whether changes have been made to the purchase order Item revision indicates changes have been made to the engineering version of the item the level defaults from either Item Site Planning Maintenance or Item Master Maintenance Revision codes are usually associated with a particular engineering drawing or process When a change is made the revision code
65. ail this report to your suppliers This report is a snapshot in time of a supplier s overall rating The program generates supplier ratings by examining performance data based on selection criteria you enter This data is then scored based on categories events and weights This report can be produced with various information Set Inactive Categories to Yes to include all categories in the system even those not currently being used You can indicate what other types of items to include and the report is printable with three levels of detail Each report option displays a new level of information detail for the report card Category Category and Event Category Event and Detail 175 Table 5 3 Supplier Performance Reports FAQAD 176 User Guide QAD Purchasing b See Delete Archive Functions on page 179 FAQAD Report Inquiry Menu No Description Summary Data 5 15 20 Displays a supplier s overall rating for the date range Report originally extracted using the Summary Data Extract 5 15 19 The format is the same as that of the Performance Report Card 5 15 15 The date range determines which sets of summary records are included in the report Each set of records produces a separate report card for the date range indicated You can run this report with two levels of detail e Category only Category and event You can also include or exclude inventory subcontract or memo items from
66. als Ext Cost Total 500 00 USD 500 00 USD Max Ext Cost Total 500 00 USD 500 00 USD Action 1 1 Route To 2 Reverse Route To Currently Routed To mat Mark Thomas Requisition Number CPR104 Maintain Aprvl Comments Route To Inr D Buyer P Action Specify the routing action you want to take For new See Requisition requisitions entering the approval process select 1 to route the eid requisition to the first approver page 54 Currently Routed To Enter the code for the user in whose queue the requisition resides You can change this only if you are an alternate or administrative approver for the current routed to user Requisition Number Enter the requisition you want to route This defaults from the requisition you have just completed Maintain Aprvl Comments Enter Yes if you want to add comments for the next person on the routing to read Route To Enter the code for the first person in the approval process Use the lookup browse to view the list of appropriate approvers determined by the system based on sub account cost center category and job information On MRP orders this is a product line approver Buyer Enter the employee responsible for issuing a purchase order for approved requisition items You can leave this field blank However a purchase reviewer or approver must complete the field before final approval If your company uses the system generated e mail feature the buyer is informed by e mail whe
67. ant another person to review the requisition choose No The cursor then moves to the Route To field and you can specify another user Requisition Routing Maintenance Requisition Routing Maintenance 5 2 14 can be used instead of Requisition Approval Maintenance to route a requisition to another user It also offers the ability to reverse a previous routing For example you as a reviewer or approver might accidentally route a requisition to the wrong person or you might change your mind about the routing after it has been completed When you reverse a previous routing the recipient receives a second e mail with the message that the requisition is no longer awaiting action If Reset Approvals Upon Denial is Yes in Requisition Accounting Control and one approver denies the requisition the system routes the requisition back to the requester or originator Requisition Routing Mainten Requisition Routing Maintenance Go To ACTIONS Action 1 1 Route To 2 Reverse Route To Currently Routed To Inr Lana Russell Requisition Number CPR104 Maintain Aprvl Comments I Route To mat Fe Buyer n The fields in Requisition Routing Maintenance are the same as those in the routing screen of Requisition Approval Maintenance This completes the approval process The next section describes how the buyer creates a purchase order from the approved requisition lines Global Requisition System GRS 55 Using Requisitions to Bui
68. ase order line the system first uses defaults defined in Supplier Item Controls Maintenance for the order supplier and line item If a record does not exist values default from the order header Supplier Consignment Inventory 131 Purchase Order Maintenance Specify Yes in the Consign field in the purchase order header to indicate that the order includes consigned items Note Scheduled orders and blanket orders are processed the same way using similar fields and frames They are not illustrated here Fig 4 17 lt x Consign Field in Purchase Order P1135 Go To ACTIONS Purchase Order Maintenance 5 7 Header Purchase Order P1135 Supplier TT 1000 Ship To 10000 Supplier Ship To Central Manufacturing Quality Products Div 1000 1 Penn Plaza Distribution Division One World Way Newark NJ 07102 Morristown NJ 07960 X United States X United States Details Order Date 05 29 2007 v Price Tbl P Confirming F Imp Exp e 5 5 Set Consign Due Date 05 29 2007 Disc Tbl Currency USD Language us Buyer D Ln Disc 0 0096 Taxable s field to Yes for Bill To MD100 Site JJ Fixed Price V Consign V consigned 9 fe i 2 fe Sales Job P Project J Credit Terms 2 10 30 0 00 orders Contract Entered By mat Contact Requested By P Remarks Comments Consign Enter Yes if most items on this purchase order are received from the supplier as consigned inve
69. asis while you are entering individual requisition items You can also create a multiple line requisition by approving a group of MRP planned orders System Generated E mail From the time a requisition begins the approval process until the last line item is referenced on a purchase order GRS can use your e mail system to advise end users reviewers and approvers of the requisition s status Messages include notifications that a requisition is waiting for an approval and notifications to buyers when requisitions are approved If you use these features you have two choices of e mail mode In regular mode a minimum number of messages are generated mainly to inform approvers that their inputs are needed If you select extended mode the system also sends status messages to the requestor and end user FAQAD 12 User Guide QAD Purchasing PO Build from Requisitions GRS reduces repetitive data entry by letting you generate a purchase order directly from approved requisitions Common data from the requisition header is copied into the purchase order header You can then copy approved requisition line items to build the detailed line items on the purchase order GRS Work Flow Table 2 1 shows the functions available in the GRS module Table 2 1 Global Requisition Menu Number Description Program Name Programs 5 2 1 Setup Menu 52 11 Approval Level Maintenance rqlmt p 5 2 1 2 Approval Level Browse rqliq p 5 2 1 4 Category Ma
70. ate based on selection criteria you specify Leave selection criteria blank to have all orders selected for processing If Fixed Price for a line item is No all available pricing information is used to determine the item s new cost including item master cost and the price list specified in the purchase order if applicable Example Enter a price list of type list All purchase orders specifying that price list in the header are selected Line items eligible for cost recalculation have their new costs calculated The update report shows both old and new costs and the discount for all lines changed Net cost after discount is determined by the quantity ordered but the open quantity is printed on the report If Keep Booking History is Yes in Purchasing Control 5 24 Purchase Order Cost Update creates transaction history records for all lines changed Creating Blanket Orders Blanket orders save time when placing periodic or recurring orders for the same item because they let you preapprove purchase orders Blanket orders are templates for purchase orders You cannot receive items against them and MRP does not include them as supply Release blanket order to purchase order Fig 3 4 Enter blanket order Print blanket order 83 Blanket Order Flow FAQAD 84 User Guide QAD Purchasing Fig 3 5 Blanket Order Maintenance 5 3 1 FAQAD Use Blanket Order Maintenance 5 3 1 to record and modify b
71. ays purchase order 132 Supplier Consignment Control 117 memo items purchases 106 Missed Shipment Event Generator 173 multiple sites purchase orders 106 O out of tolerance global requisitions 22 requisitions 61 P parts per million formula 162 Perform Weight Factory Inquiry 165 Performance Category Inquiry 161 Performance Category Maintenance 160 Performance Data Delete Archive 179 Performance Data Maintenance 172 Performance Event Inquiry 164 Performance Event Maintenance 163 Performance Weight Factor Maint 165 physical inventory supplier consigned inventory 142 planned orders creating requisitions from 48 Planned Purchase Order Approval creating requisitions 48 PO Container Maintenance 88 PO Fiscal Receiving 94 header fields 95 line item screen 96 PO Receipt Packing Slip Inquiry 87 88 PO Shipper Delete Archive 89 100 PO Shipper Maintenance 88 89 101 PO Shipper Receipt 88 95 shipment information 86 PO Shipper Receipts 133 PO Shipper Invoice Maintenance 90 numbering sequence 90 price table requisitions 38 printing purchase orders 81 WO comments 105 FAQAD 184 User Guide QAD Purchasing Product Line Approver Maintenance 31 Product Line Maintenance supplier consignment accounts 121 Purchase Order Cost Update 82 Purchase Order Maintenance 72 adding requisition lines 55 modifying requisition data 60 returns from 99 supplier consignment 131 Purchase Order Print 59 Purchase Order Receipts
72. ber of points a supplier can have in the category before that supplier is considered deficient Defining computational methods Use Computational Method to indicate how performance points are calculated for the category Setting lookup table ranges when applicable See Understanding Use Performance Category Inquiry 5 15 2 to view the categories you rf create using Performance Category Maintenance page 162 Using the Computational Methods Categories are scored using one of three computational methods each with its own attributes and purpose Discrete method This method involves adding or deducting points from a category s starting value or maximum points The Discrete Type field determines if the event adds to or deducts from the supplier s score This method is commonly used with subjective categories but can be used by all categories Proportion method This method distributes the total points based on a number of occurrences captured It takes into account the number of occurrences captured and the number of events captured This supports manufacturers who for example determine that the number of deliveries should be factored into the rating on delivery Parts per method This method uses a factoring value typically 1 million to extrapolate the points awarded and produces a result that helps differentiate suppliers having almost perfect scores The parts per method includes a lookup table The table contains the ran
73. bits the Inventory account Inventory items are considered supply by MRP Non blank This item does not affect inventory and does not create a GL transaction For a non inventory item type defaults to M memo Memo items are expensed or capitalized upon receipt depending on the Purchases account for the item Memo items have no effect on MRP Category Optional Enter the code specifying a logical grouping of related items by GL account number Category is used to determine the type of approval required for the item If you enter an account code in Pur Acct or if one defaults from the supplier the system attempts to determine the category You can override this entry Pur Acct Required before final approval Enter the GL account code used to record non inventory purchases This must be a valid active account of type Standard The Purchases account is a combination of the GL account sub account cost center and project It defaults from the Purchases account for the supplier when a supplier is specified The entry in this field depends on the way your company s GL is set up Project This value defaults from the header but can be changed for each line item Supplier Item Optional If the item has been defined in Supplier Item Maintenance 1 19 the system displays the supplier s item number in this field so it can be referenced on the purchase order Manufacturer Reference field If the supplier item master includes a manuf
74. ccount Control default to Product Line Maintenance Product Line Maintenance accounts default to Purchasing Account Maintenance Note One of the Consignment Inventory modules must be activated to access the Consignment Accounts frame Consignment Accounts Supplier SO Consigned In Transit Acct Fe D D Consignment SO Consigned Inventory Acct n D D Inventory SO Consigned Offset Acct Fe D 2 module fields PO Consigned Inventory Acct 1102 P P 2 PO Consigned Offset Acct 1511 Fe D 2 PO Consigned Inventory Acct Enter the GL account sub account and cost center codes used to track consigned inventory that has been received into inventory Supplier Consignment Inventory 121 PO Consigned Offset Acct Enter the GL account sub account and cost center codes used to track deferred payable amounts for consigned receipts The PO Consigned Inventory and PO Consigned Offset accounts are updated simultaneously to record consigned activity and do not affect the balance sheet Other accounts are not updated until inventory is used The remaining account fields in this frame are used by the Customer Customer Consignment Inventory module Consignment Inventory is described in User Guide QAD Set Up Product Line Accounts Sales Use Product Line Maintenance 1 2 1 to tailor consignment accounts for items that belong to a particular product line If you do not define specific product line accounts the system uses the defaul
75. ce UI a subset of functions can be used in a simplified character interface All screenshots in the documentation show the NET UL Navigation in the two UIs is not the same The user guide text follows the navigation model of the NET UI for moving from one screen to the next In the character interface the Progress status line at the bottom of a program window lists the main UI specific keyboard commands used in that program In the NET UI alternate commands are listed in the Actions menu For complete keyboard command summaries for UI navigation refer to the appropriate chapters of User Guide QAD User Interfaces Typographic This document uses the text or typographic conventions listed in the following table FAQAD 4 UserGuide QAD Purchasing FAQAD If you see It means monospaced text A command or file name italicized monospaced text A variable name for a value you enter as part of an operating system command for example Your CDROMDir indented A long command that you enter as one line although it command line appears in the text as two lines Note Alerts the reader to exceptions or special conditions Important Alerts the reader to critical information Warning Used in situations where you can overwrite or corrupt data unless you follow the instructions 6 User Guide QAD Purchasing gt See Global Requisition System GRS on page 9 S
76. ce Data Delete Archive 5 15 23 1 Summary Data Delete Archive 5 15 23 2 e Supplier Cross Reference Maint 5 15 23 3 Supplier Cross Reference Report 5 15 23 4 FAQAD Performance Reports Supplier Performance Table 5 3 summarizes Supplier Performance reports and inquiries Report Inquiry Menu No Description Performance 5 15 2 Displays the category definition details you create Category Inquiry using Performance Category Maintenance 5 15 1 When a lookup table has been defined for a category its values also display Performance Event 5 15 6 Displays the event definitions you create using Inquiry Performance Event Maintenance 5 15 5 This inquiry displays the indicated event definition followed by subsequent definitions that reside on the system Registration Report 5 15 11 Displays all details associated with the registrations you create in Registration Maintenance 5 15 10 When you enter a value in a selection criteria field the report finds and reports the complete details of any registration that has that value Performance Data 5 15 14 Use this report to examine raw performance data view Report data in multiple detail and summary formats select data by multiple selection criteria and view event comments Performance 5 15 15 Ideally this is the report you give to your suppliers to Report Card indicate their performance as measured by your system You can automatically e m
77. ce event score displays on the supplier s report card Use Performance Weight Factor Inquiry 5 15 8 to view the weight factors created using this program FAQAD 166 User Guide QAD Purchasing Fig 5 10 Registration Maintenance 5 15 10 b See Configuring Control Program Settings on page 153 for details FAQAD Creating Registrations The final step in setting up the Supplier Performance system is to register the suppliers items commodity codes or sites to be monitored Use Registration Maintenance 5 15 10 to create registrations that indicate the items suppliers commodity codes sites or combination of these to track and rate You can also use Registration Maintenance to exclude any registration from performance tracking by setting Use Supplier Performance to No Registration Maintenance mox Registration Maintenance Go To v ACTIONS Supplier Source PO Supplier TT 1000 Central Manufacturing site 10000 NJ Plant Item Number Corp Commodity Code Use Supplier Performance V Start Effective 05 30 2007 End Effective v Acceptable Days Early 2 Acceptable Days Late 0 Use Shipment Percent v Acceptable Over Shipment 10 00 Use Shipment Percent Costi Acceptable Under Shipment 5 00 Acceptable Over Shipment 10 00 Use Shipment Quantity v Use Shipment Quantity Cost Acceptable Over Shipment 10 Acceptable Over Shipment 0 00 Accep
78. celed To delete or archive closed blanket orders use Closed PO Delete Archive 5 23 You cannot delete a blanket order when purchase orders created from it exist in the system Creating Receivers Record receipts against purchase orders supplier schedules and shippers in Purchase Order Receipts 5 13 1 More than one line item can be processed in a single transaction You can correct errors made in receiving by entering negative quantities in Purchase Order Receipts However you may have to reopen a purchase order line to do this You cannot create receipts when the transaction date is outside the order line effective date range for the order line being received If you try the system displays a warning You can return items but a warning displays when the transaction date is outside of the order line effective date range and you are prompted to continue FAQAD 86 User Guide QAD Purchasing Fig 3 6 Receiving Flow b See Receipt Processing in the Shipping chapter of User Guide QAD Sales FAQAD Print receiver Supplier processes order Exchange items or return for Receive items credit Control Settings Several settings in Purchasing Control 5 24 affect purchase receipts The Receiver Type field determines whether receivers are created for each order or for each item on the order or not printed at all Tolerance Percent and Tolerance Cost determine how the system
79. chases enter a brief description of the item being purchased For other purchases enter the item number from the item master You can enter additional information in line item comments if needed Note Memo items are not defined in Item Master Maintenance Supplier This value defaults from the header but can be changed for each line item When you advance to this field a pop up window prompts you for an optional price table and discount table Fig 2 19 Requisition Maintenance Supplier Detail Frame Supplier Central Manufacturing 1 Penn Plaza Newark NJ 07102 X United States Pr Tbl Fe Disc Tbl 2 FAQAD Global Requisition System GRS 41 Pr Tbl Optional This value defaults from the header but can be changed for each line item Disc Tbl Optional This value defaults from the header but can be changed for each line item Note Line item price and discount tables may be updated See page 38 automatically based on changes to the associated fields in the requisition header Req Qty Required Enter the quantity of the item needed UM Optional Enter the unit of measure in which goods or services are priced ordered and received for example EA each BX box DZ dozen LT lot or HR hour UM is used in the search for a price on the associated price list or discount table For inventory items UM defaults from Item Master Maintenance 1 4 1 The system validates this field against entries in G
80. ciate one or more purchase orders with the specified invoice Multiple supplier invoices can be recorded for the same PO shipper Detail lines specify the particular items listed on each invoice and included in the shipper The PO Line Selection frame displays the open PO lines associated with the invoice The PO Line Matching Maintenance frame lets you select and modify individual PO line item quantities and costs When Logistics Accounting is used additional frames display that let you P See User Guide specify suppliers for logistics charges such as freight and duty and ed dedi ils optionally receive the goods on the shipper into a transit location on Logistics Accounting Header PO Shipper Invoice Maintenance and PO Shipper Maintenance use the same header frames Many of the shipping elements in the header are for reference only Header fields with special significance include the following Supplier Enter a valid item supplier This field cannot be blank Shipper ID Enter the ID of a combined shipper or leave blank to create a new shipper using the NRM sequence specified in Purchase Shipper Control Ship To ID Enter the site code or address code of the company accepting the goods This site cannot be changed after detail lines are added to the shipper QAD 92 User Guide QAD Purchasing FAQAD Carrier Shipment Ref Enter the shipment reference number from the carrier such as a bill of lading number carrier trac
81. d Codes Maintenance 36 2 13 to establish any user you want to define in Buyer Maintenance as a valid entry Otherwise an error displays in Buyer Maintenance FAQAD 28 User Guide QAD Purchasing P See Planning the Approval Process on page 16 Fig 2 11 Horizontal Approver Maintenance 5 2 1 13 FAQAD Setting Up Approvers As discussed in the section on planning GRS provides four programs for defining the approvers most appropriate to your company These programs use combinations of the level category and job data you established earlier in the setup process along with entity sub account and cost center data to define an approver profile Use Approver Report 5 2 1 17 to view information on existing approvers This section describes the four GRS approver maintenance programs These programs include many common fields Descriptions of these fields are provided only once and are not repeated for each program x Horizontal Approver Maintenance Go To ACTIONS User ID hme Heather Enton Entity 1000 Test Company Primary Category SW software licenses From Sub Account From Cost Center Start Effective End Effective To Sub Account Fe To Cost Center 100 Review Level 10 Amount 0 Review Required iK Approval Level 10 2 Amount 0 Approval Required i KJ Alternate Approver 1 mat 2 Alternate Approver 2 P Administrative Approver mat P Start Effective M E
82. d Sort Option 1 1 Item Site Location Lot Serial inventory 2 Site Location Item Lot Serial 3 Item Lot Serial Site Location When you exclude consigned inventory any inventory adjustments affect non consigned inventory only If you choose to include consigned inventory or do a count of consigned inventory only the system uses special transactions when adjusting inventory downward These transactions occur in Cycle Count Results Entry 3 13 2 and Inventory Balance Update 3 16 21 When consigned and non consigned supplier inventory are combined in a location the system checks the value of Use Consigned First in Supplier Consignment Control to determine how to manage adjustments Downward adjustments to supplier consigned inventory create the standard CYC CNT or TAG CNT transaction followed by RCT PO and CN ISS transactions to track the inventory changes and transfer ownership of material The various possibilities are shown in Table 4 3 Table 4 3 Option Entered Results Action Transactions Balancing Consigned Shortage Shortage is reduction CYC CNT or TAG CNT Inventory After Only consigned of consigned RCT PO CN ISS Cycle or Physical inventory Counts Surplus Surplus is non CYC CNT or TAG CNT consigned FAQAD 144 User Guide QAD Purchasing b See Using Supplier Consigned Inventory on page 134 FAQAD Option Entered Results Action Transactions Sho
83. does not update the GL or supplier account balance A payment must be created in Accounts Payable entered as a prepayment When the invoice finally arrives you can use Open Item Adjustment to match the prepayment record to the invoice FOB Point Free on Board Identifies where title passes to the buyer and often is used to indicate who pays shipping charges Ship Via This field defaults from the carrier name specified in Supplier Data Maintenance 2 3 1 which identifies the preferred carrier for a supplier s orders This value can be overridden Updating Purchase Order Costs Use Purchase Order Cost Update 5 19 to update the unit cost of items This program uses the same logic as Purchase Order Maintenance 5 7 to recalculate the price of eligible lines on the selected purchase orders Enter Yes in the Fixed Price field on the PO line to exclude individual order lines from automatic cost recalculation or No to include them Lines that are closed canceled or returned are automatically excluded from the update Set the default value for each supplier in Supplier Data Maintenance 2 3 1 The header value defaults to each of the line items Note Scheduled orders can have prices fixed however scheduled orders typically do not have an order quantity to determine a price so even though scheduled orders are not explicitly excluded in the update PO costs on scheduled orders are not affected Purchasing Orders are selected for upd
84. e item but you can change it manually If you leave the site code blank on the header you must enter a site manually for each line item When you enter the supplier invoice for this order the system posts accounts payable amounts to the entity associated with the site entered on the header regardless of the site receiving the shipments All inventory transactions use the site entered on the line item receipt Currency Specify the domain base currency or an alternate currency An order entered in an alternate currency can be paid in the alternate or the base currency When a non base currency is entered the system displays the effective exchange rate relationship and lets you override it Price Tbl Enter a price list defined in the PO Sched RMA Ropt Price Menu 1 10 2 These lists differ from those used for sales orders Default price lists for purchase orders can be specified in Supplier Data Maintenance 2 3 1 When a price list is referenced on an order the system uses it to calculate the item s unit cost Discount Table Enter the discount table for this order Validation of this field depends on the setting of Discrete Discount Table Req in Purchasing Control 5 24 If Yes the system verifies that the discount table you enter is valid If you do not specify a discount table on the header you can continue but an error displays during line item entry If No you can leave the Discount Table field blank If you enter a
85. e 176 Supplier Cross Reference Report 178 Supplier Data Maintenance 82 Supplier Item Maintenance 78 Supplier Performance activating 153 automatic data collection cycle 168 computational methods 161 data consolidation 176 defining performance categories 160 features 148 lookup table 162 manual data capture 170 Index 185 inventory transfer 171 PO Returns 171 planning 153 rating systems 150 work flow 151 Supplier Performance Control 153 supplier performance data manually creating 172 supplier schedules purchasing 69 Supplier Category Maintenance 167 Supplier Item Controls Maintenance 118 suppliers capacity 104 measuring performance 147 Requisition Maintenance 33 40 System Category Event Maint 164 system events 163 System Account Control supplier consignment accounts 120 T TAG CNT transaction 143 Tax Rate Maintenance 122 tolerance requisition values 61 tolerance percent global requisitions 22 transaction types 125 supplier consigned 125 Transactions Detail Inquiry 127 Transfer Ownership field 123 triggering purchase orders 103 U Use Registration Report 167 V Vertical Approver Maintenance 30 view multiple subcontractors during receipt 89 W weight factors supplier performance 165 WIP Lot Serial viewing items during receipt 89 work flow supplier consignment 112 Work Order Dispatch Report 103 FAQAD 186 User Guide QAD Purchasing FAQAD
86. e ASN for that shipment before 9 20 If the supplier sends the ASN after 9 20 the lead time has been exceeded and a late ASN event is recorded This value sets the default for the same field in Registration Maintenance Defining Supplier Interval Ratings Use the Supplier Interval Ratings frame to create a reference table that appears on the supplier s performance report card The table shows performance levels and is used as a guide for interpreting supplier ratings Supplier Performance Control TX Supplier Performance Control Go To ACTIONS Supplier Interval Ratings First Interval Title Excellent Min 91 s Max 100 Second Interval Title Good Min 81 Max 90 Third Interval Title Acceptable Min 71 Max 80 Fourth Interval Title Fair Min 61 Max 70 Fifth Interval Title Unacceptable Min Max 60 To set up the interval ratings table enter the interval titles with their corresponding maximum score The system generates the appropriate minimum score numbers for each level and displays the results in descending order P See Reporting and Managing Data on page 174 Fig 5 4 Supplier Performance Control Supplier Interval Ratings Frame FAQAD 160 User Guide QAD Purchasing Fig 5 5 Performance Category Maintenance 5 15 1 FAQAD Defining Performance Categories The next step in setting up Supplier Performance is to define categories in Performance Category Maintenance 5 15 1
87. e Planning Maintenance 1 4 17 so the wrong item will be ordered if this revision level is not the same as that set for an item in Item Planning Maintenance 1 4 7 Use the Item Revision No Variation Rpt 1 5 19 to review purchase orders for mismatches between the revision levels for items x Purchase Order P1132 Go To ACTIONS Header Purchase Order P1132 Supplier TT 1000 Ship To 10000 Supplier Ship To Central Manufacturing Quality Products Div 1000 1 Penn Plaza Distribution Division One World Way Newark NJ 07102 Morristown NJ 07960 X United States X United States Details Order Date 05 29 2007 Price Tbl 2 Confirming v Imp Exp Due Date 05 29 2007 Disc Tbl P Currency USD Language us Buyer mat 2 Ln Disc 5 00 Taxable 2 v Bil To MD100 Site 10000 Fixed Price V Consign Sales Job UPGRADE 2 Project P Credit Terms 2 10 30 2 0 00 Contract Entered By mat Contact Requested By mat 2 Remarks Comments C Header Some header elements such as Site Due Date and Sales Job become default values for the lines and can be changed during line item entry Others such as Supplier apply to the entire purchase order and cannot be changed on the line level Header fields with special significance to the PO include the following Site This site entered on the header may or may not be the site where items are received This site code displays as the default for each lin
88. e of the order line effective date range the system displays a warning and prompts you to continue If you specify Yes you can continue processing Tracking Subcontract Shippers When Manual Shipper Update is set to Yes in Subcontract Shipping Control 18 22 5 24 the system displays the Subcontract Shippers frame in Purchase Order Receipts 5 13 1 Purchase Order Returns 5 13 7 and PO Shipper Maintenance 5 5 5 5 and 5 13 14 Use the frame to View and associate multiple subcontract shippers with the receipt or return View WIP lot serial numbers of items being received or returned Indicate whether the subcontract shipper is fully received even when the quantity received does not match the original quantity shipped Scrap unreturned material Converting Containers for Reuse When prompted you can convert containers for reuse on sales order shipments when PO containers were created manually in PO Container Maintenance Order type is TRANSHIP if using EMT Convert Container Items for Sales is Yes in Purchasing Control 5 24 Note If you use EDI eCommerce importing an advance ship notice ASN automatically creates a shipper You do not need to do it manually You can edit the shipper using PO Shipper Maintenance if changes are needed or simply receive the items in PO Shipper Receipt Deleting Shippers Containers Use PO Shipper Delete Archive 5 13 23 to permanently remove shipper records from the syst
89. e sets the default for the same field in Registration Maintenance Use Shipment Percent Cost Specify whether the system should evaluate the incoming receipts based on the percentage of item cost No Evaluation does not occur The value in the corresponding Acceptable Over Shipment field is not used Yes The system evaluates whether incoming receipts are over or under the specified percentage value The evaluation is based on a comparison of quantity received to quantity expected Example An item might cost 1 000 each and you receive 12 instead of 10 The overshipment based on quantity might not generate a supplier performance event but if the percent of cost is 10 then an overshipment is recorded This value sets the default for the same field in Registration Maintenance Acceptable Over Shipment When Use Shipment Percent Cost is Yes enter the maximum cost by which an incoming shipment can be over the expected cost based on a percentage This value sets the default for the same field in Registration Maintenance Use Shipment Quantity Cost Specify whether to use the total value of the shipment quantity to calculate supplier performance No Evaluation does not occur The value in the corresponding Acceptable Over Shipment field is not used Yes The system evaluates whether incoming receipts are over a specified cost based on quantity The evaluation is based on a comparison of the cost of the quantity received and the c
90. ed on a purchase order that quantity is reflected in this field Maximum Unit Cost Required This field lets you specify a higher purchase cost than entered in the Unit Cost field The default is Unit Cost regardless of the discount percentage but you can change it manually The optionally higher cost by line item is used to calculate the total cost for which the requisition is approved The system uses this cost when calculating whether the requisition is within tolerance parameters set in Requisition Accounting Control 36 9 3 Ext Cost This reference field displays a calculation using the quantity ordered unit cost and discount to determine total extended cost Max Ext Cost This reference field displays a calculation using the quantity ordered and maximum unit cost to determine total maximum extended cost Status Optional This value identifies the status of the individual requisition line Blank indicates the line item is open e X indicates the line item is canceled No further activity can be entered against a line item with this status If a line item has been canceled it can be reopened by changing the status When a requisition is canceled at the header level X displays on all line items Global Requisition System GRS 45 Comments Optional Indicate whether you want to enter comments for this line This is not the same field as header comments you can add different comments for each line item if you choose
91. ee Purchasing on page 65 P See Supplier Consignment Inventory on page 109 b See Supplier Performance on page 147 FAQAD Global Requisition System Global Requisition System GRS lets you create multiple line purchase requisitions and route them through the approval process Based on the type of purchase the cost and the requestor s department the system determines which individuals are authorized to approve the requisition Optionally GRS sends e mail messages throughout the requisition life cycle to communicate status and required actions to originators end users reviewers approvers and buyers Purchasing Purchasing provides comprehensive support for procuring components materials and supplies in a centralized or distributed environment Features include Creation and management of requisitions and purchase orders Integrated receiving and supplier invoice matching Seamless integration with Inventory Accounting Control Materials Requirements Planning MRP Quality Management and Accounts Payable Supplier Consignment Inventory Supplier Consignment Inventory extends the purchase order process by providing new transactions to receive material and identify it as consigned The Supplier Consignment Inventory module lets you plan order receive stock track and report supplier consigned inventory using an automated system that reconciles inventories between suppliers and customers Rece
92. efinitions you created in Performance Event Maintenance and Performance Category Maintenance As automatic data collection takes place these category and event code cross references are used to relate the system activities to the supplier report card using your category and event definitions The category and event definition codes tell the system where to place the data System Category Event Maint ies System Category Event Maint Go To ACTIONS System Event Codes Early Receipt P Revd prior to due date Late Receipt Late Revd after due date Under Shipment Under Qty Under Reqrd Ship Qty Over Shipment Over 2 Qty Over Reqrd Ship Qty Missed Shipment Late Revd after due date Duplicate ASN 2 Late ASN 2 System Category Codes ASN Information P PO Receipts 90 P Purchase Order Receipts DO Receipts P RTS Receipts 80 Purchase Order Returns In some situations not all system categories and events are used leave these references blank Entries in all fields are optional When you leave a field blank the automatic data collection process does not create events for that system category or event If you modify a field and remove the value the system stops collecting data for these categories and or events Supplier Performance 165 Defining Weight Factors After relating categories and events define weight factors for your system using Performance Weight Factor Maint 5 15 7 Weight factors are
93. elds and browses with subcontractor default data Accumulates subcontract data for reports Companies that use scheduled orders for subcontract work can use Subcontract Order MRP Maintenance 5 5 1 21 to specify a purchase order and line for a subcontract routing and operation Specify the ship to site item number effective date routing and operation in the header This key information uniquely identifies a subcontract operation Specify the supplier and the purchase order and line in the Purchase Orders frame If you enter both the purchase order and line the system adds the supplier x Subcontract Routing Op PO Maint Go To ACTIONS Site 10000 Item Number 1 BB Effective 05 29 2007 Routing 1001 Op 10 Purchase Orders Supplier Order Line TT 1000 pii32 1 Supplier Capacity The Resource Planning and Capacity Requirements Planning CRP modules can be used to evaluate supplier capacity Resource planning is set up and implemented in the same way as the planning of internal resources However there are special requirements for CRP Setup one work center for each supplier Give each work center its own shop calendar Set up subcontract operations with queue setup run wait and move times Material Requirements Planning Open purchase order lines for subcontract items are not recognized as supply records by MRP Supply for subcontract assemblies is represented by their corresponding work orders
94. em You can delete containers one at a time in PO Container Maintenance To remove all unused container records by range of site and container number use Container Delete Archive 7 7 23 Purchasing 89 b See User Guide QAD EDI eCommerce See Deleting Unused Containers in the Shipping chapter of User Guide QAD Sales FAQAD 90 User Guide QAD Purchasing b See User Guide QAD Master Data for details on Logistics Accounting AQAD PO Shippers Combined with Invoices While PO Shipper Maintenance lets you create records of shipment details PO Shipper Invoice Maintenance 5 13 18 lets you create a single record that combines shipment details with details from supplier invoices The supplier s invoice number can later be used as a reference in Receiver Matching to identify the lines on the shipper Shipper invoices are used to partially automate the processing of supplier payments When goods on the shipper invoice are received using PO Shipper Receipt 5 13 20 pending supplier invoices referencing the supplier ship to and supplier invoice number are created automatically for each invoice line item received Pending supplier invoices are used to track the amounts owed to suppliers PO Shipper Invoice Maintenance lets you Combine a record of item numbers and quantities from formal shipping documents with details from associated supplier invoices Link multiple invoices from the same supplier to one
95. em Number TT 5008S Time 14 12 Description wiring harness custom Effective Date 05 29 2007 Unit of Measure EA Remarks Consigned Address User ID mat Name Program icunis p SO Job Currency USD Ship Type Qty Change 10 0 Price 0 00 Shipper Number Inv Mov Ship Date The unplanned issue creates two additional transactions RCT PO and CN ISS When consigned inventory is used consumed it changes ownership and becomes non consigned Figure 4 15 shows transaction type RCT PO that was generated from the usage in Figure 4 14 The RCT PO balances the ISS UNP The Remarks field references the transaction number Fig 4 15 AmmETUDTET ZA x Receiving Regular Transactions Detail Inquiry Go To ACTIONS Inventory RCT PO Transaction 921 D Output PAGE Tran Nbr 921 Order P1135 R1226 References the Trans Type RCT PO Revision 0 ISS UNP Date 05 29 2007 Item Number TT 500S h Time 14 12 Description wiring harness custom transaction t at Effective Date 05 29 2007 Unit of Measure EA generated this remarks 920 Address TT 1000 RCT PO User ID mat Name Central Manufacturin transaction Program icunis p SO Job Currency USD Ship Type Qty Change 10 0 Price 10 00 Shipper Number Inv Mov yes Ship Date FAQAD 130 User Guide QAD Purchasing Fig 4 16 Transaction History for Issuing Consigned Inventory CN ISS FAQAD Figure 4 16 shows the CN ISS transaction created during a usage The RC
96. ends a minimum number of messages mainly to the user to whom the requisition is being routed In the extended mode E status messages are sent to the requestor and end user Global Requisition System GRS 37 Status Optional Enter the code identifying the status of the requisition The system uses this code to determine whether a requisition is to be included on some reports and inquiries Blank indicates the requisition is open e X indicates the requisition is canceled No further activity can be entered against a requisition with this status If a requisition or line item has been canceled it can be reopened by changing the status Comments Optional Indicate whether you want to add header comments The default is set in the Header Comments field of Requisition Control Enter Yes if you want to enter additional information for approvers purchase reviewers and buyers to read when processing the requisition Use comments for such things as new supplier data item specifications or special packaging or delivery requirements Aprvl Status This reference field indicates whether the entire requisition is approved not approved or out of tolerance At the header level this field does not change to Approved until all lines have been approved If at least one line item is out of tolerance this field reads Out of Tolerance If an out of tolerance line is changed on an approved requisition this field reverts to Unapproved W
97. eneralized Codes Maintenance 36 2 13 for field pod um If you enter a value different from the one in Item Master Maintenance the system looks for a conversion factor defined in Unit of Measure Maintenance 1 13 If one is not defined a warning displays and the UM Conversion field is set to 1 0 Note When you add an approved requisition line to a purchase order a valid conversion must exist or an error displays Unit Cost Optional Enter the price from the associated price list or discount table The system uses this information to calculate the extended cost of the line item Disc This value defaults from the header but can be changed for each line item Due Date This value defaults from the header but can be changed for each line item Need Date This value defaults from the header but can be changed for each line item Type This field determines the type of the requisition line item When an approved line item is placed on a purchase order the value in this field determines whether this item is to be received into inventory and considered by planning QAD 42 User Guide QAD Purchasing FAQAD Type defaults from Memo Order Type in Item Site Inventory Data Maintenance 1 4 16 if defined for the order line site otherwise it defaults from Item Master Maintenance 1 4 1 Blank This line item is received into inventory When the receipt is processed inventory balances are increased and a GL transaction de
98. entity code for the requisition Entity codes are used to process the GL transactions of a specific part of your company an office or region for example Job Name Optional Enter the eight digit alphanumeric code used to track expenses for a specific event or activity If the items on this requisition are for a specific job enter the job name Otherwise leave it blank The system uses jobs to determine appropriate reviewers and approvers for requisitions When an approved requisition is copied onto a purchase order the entry in this field is copied into the Sales Job field Project Optional Enter the eight digit alphanumeric code used to track expenses for a specific event or activity to a GL account Project is not the same as the Job field which is used to assign approval authority for requisitions and is not tied to the GL This value defaults to each line of the requisition FAQAD 36 User Guide QAD Purchasing gt See Out of Tolerance Conditions on page 61 b See System Generated E Mail on page 16 FAQAD The system verifies that the project exists and is active and that it is valid with the other account components When an approved requisition is copied onto a purchase order the entry in this field is copied into the Project field Currency Required Enter the currency in which the purchase order will be created Defaults from the supplier if specified otherwise from the domain base curre
99. er This section describes the procedures used for routing and approving requisitions Reviewing and Approving a Requisition Requisition Approval Maintenance 5 2 13 is used to review and approve or deny a requisition It also provides tools for viewing and modifying the requisition When Prohibit Changes to Approved Requisitions is Yes in Requisition Accounting Control 36 9 3 the system prohibits anyone other than the buyer from editing an approved requisition When you have completed your approval you use the program to forward the requisition to the next person in the approval process additional routing options are provided by Requisition Routing Maintenance 5 2 14 Requisition Approval Maintenance When a requisition is ready to be reviewed the originator begins the approval process as described in Reviewing and Approving Requisitions If your company uses automated e mail the first person in the approval b See Define Control Settings on page 19 FAQAD 50 User Guide QAD Purchasing Fig 2 24 Requisition Approval Maintenance 5 2 13 FAQAD process receives a message that a requisition is awaiting action The approver then uses Requisition Approval Maintenance 5 2 13 to look at the requisition To see a list of requisitions waiting for an approver s disposition use Approver s Open Req Inquiry 5 2 16 Use the View Queue Dispositioned field in Requisition Approval Maintenance to select a req
100. er Qty Ordered Rel Date Due Date Appr 1 05290003 TT 500 5 600 0 05 28 2007 05 29 2007 M In the first screen of Planned Purchase Order Approval you set selection criteria for MRP planned orders You then set the Approve field to Yes or No for each planned order as appropriate The system creates one multiple line requisition that includes all the approved planned orders The new requisition number appears on all approved lines Use Requisition Maintenance 5 2 3 to make any required changes to the new requisition before beginning the approval process Global Requisition System GRS 49 Reviewing and Approving Requisitions This section describes the procedures for approving denying or rerouting purchase requisitions As a requisition reviewer or approver you are informed by system generated e mail assuming your company is using that feature that a requisition is awaiting action You use Requisition Approval Maintenance 5 2 13 to review the requisition and then approve deny or reroute it If you find incorrect or incomplete information you can go from the approval screen directly into Requisition Maintenance 5 2 3 to make corrections and additions When you have completed your review if you have a high enough approval level you can approve the requisition for release and forward it to Purchasing Or you can deny the requisition reroute it to the originator for additional work or reroute it to another approv
101. er for Serrius service Management for details Note If you are not using purchasing you can use Issues Return to Supplier 3 8 This program is disabled once purchasing is installed The Return to Replace field in Purchase Order Returns defaults to No indicating a return for credit If Yes the system automatically adds a new line to the original PO for the returned quantity Note The Return to Replace option reopens a closed PO but does not work if the original PO has been deleted All fields on the new line default to values for the returned line item except order quantity which shows that quantity returned cumulative quantity received last quantity received last quantity returned and last quantity changed are all zero The date received field for the new line is set to unknown and the line number is set to the highest line on the PO plus one The new line updates quantity on order MRP and transaction history just like any other PO line When you process a purchase receipt against the supplier invoice with Supplier Invoice Maintenance 28 1 1 the quantity returned appears in the receiver window as a negative quantity offset against the original PO line Purchase Order Returns supports reverse tax accruals and re averages cost return goods at the original received value For returns of subcontracted material you can specify whether the return should update the appropriate work order operation queues FAQAD 100 User
102. ethod Similar to the proportional method but uses a large factoring number to assign a rating You are not limited to using only one method in your system Apply any method to each of the registrations you are tracking Supplier Performance Workflow Supplier Performance 151 Figure 5 2 shows a typical Supplier Performance workflow Performance Activate Supplier Define categories and events Process shipments for automatic data collection Relate system categories to user defined categories Enter data for user assisted collection Relate system events to user defined events Create registrations Supplier Performance Programs Manually create performance events when needed Generate internal and external reports and delete archive obsolete data The Supplier Performance module uses the programs listed in Table 5 1 Menu Number Description 5 15 1 5 15 2 5 15 3 5 15 4 3 15 5 5 15 6 5 15 7 5 15 8 5 15 10 5 15 11 Performance Category Maintenance Performance Category Inquiry Supplier Category Maintenance Supplier Category Inquiry Performance Event Maintenance Performance Event Inquiry Performance Weight Factor Maint Performance Weight Factor Inquiry Registration Maintenance Registration Report Fig 5 2 Supplier Performance Workflow Table 5 1 Program Name Supplier Performance povecmt p Programs poveciq p povescmt p
103. ext screen as a result of the criteria selection defaults to Yes Selecting Purchase Requisition Line Items After you have completed the first screen GRS shows a list of approved open requisition line items that meet your selection criteria Set the Copy field to Yes for lines you want to copy The Copy field is the only field on this screen that can be changed Tx Build PO from Requisitions Go To ACTIONS Select a Reg Nbr Line Item Number Open Qty Need Supplier Buyer Copy line for CPR104 1 SW1500 1 2 0 05 29 2007 TT 1000 mat I copying CPR110 1 TT 500 15 0 05 29 2007 TT 1000 mat F CPR111 1 TT 600 25 0 05 29 2007 TT 1000 mat g When you have selected the lines you want to copy to the PO you are prompted to confirm that all the information is correct Select Yes to advance to the next screen No returns the cursor to the selection screen Adding Requisition Lines to the Purchase Order After you select the approved requisition lines you want to copy a purchase order header frame appears If you want to copy the requisition items to a new purchase order press Enter and the system assigns a new PO number To append the copied requisition lines to an existing purchase order enter the PO number Global Requisition System GRS 59 Fig 2 32 Build PO from Build PO from Requisitions Go To ACTIONS Requisitions First Header Frame Order P1132 Supplier Ship To 10000 Bill To MD100 Output Supplier Cent
104. ffset account Important Consignment Inventory Adjustment is designed only to update the consignment quantity It does not adjust any other elements of the regular consignment business cycle Before using it be aware that This function does not make any changes to the quantity on hand This can lead to possible discrepancies between inventory valuation reports and the inventory GL balance You should make appropriate adjustments to quantity on hand balances as needed Pending supplier invoices are not updated based on this adjustment Changes to the amount due the supplier must be made manually Processing Returns Rejects and Corrections Rejects and Returns If no usage has occurred against the PO consigned inventory being rejected is returned to the supplier using Purchase Order Returns 5 13 7 Purchase Order Receipts 5 13 1 PO Shipper Receipt 5 13 20 with a negative line item quantity No transfer of ownership occurs during inventory returns to the supplier because the supplier already owns the material Supplier Consignment Inventory 139 Corrections and Returns When Use Consigned First is Yes in Supplier Consignment Control consigned inventory being returned as a correction is returned to consignment by processing a reversal for a negative quantity using standard programs The system returns inventory to its consigned site and location to the extent that it has not been reported to the supplier as used W
105. fined in Supplier Cross Reference Maintenance 5 15 23 3 FAQAD 180 User Guide QAD Purchasing Fig 5 19 Performance Data Delete Archive 5 15 23 1 Fig 5 20 Summary Data Delete Archive 5 15 23 2 FAQAD Performance Data Delete Ar x Performance Data Delete Archive Supplier Source Supplier Item Number Site Order Number Receiver PO 600100 P P Rc1o0 Corp Commodity Code Transaction Date Use Cross Reference M Go To ACTIONS ye v To 600100 To P To P To D To RC250 To ES To 05 30 2007 Summary Data Delete Archive Use Summary Data Delete Archive 5 15 23 2 to delete and or archive summary performance data created by Summary Data Extract You can also archive summary data without deleting it from your system For data consolidation purposes the archive file produced can be reloaded using Archive File Reload 36 16 5 You can also archive summary data using the corporate standardized supplier names you defined in Supplier Cross Reference Maintenance 5 15 23 3 Summary Data Delete Archive Summary Data Delete Supplier Source Supplier Archive Go To ACTIONS PO 600100 2 Item Number Site 10000 Corp Commodity Code From Date 05 30 2007 Fe ye v Use Cross Reference v Delete Archive Archive File To 600100 2 To 10000 2 To 6 30 2007
106. functions are described in User Guide QAD System Administration Defining Approval Levels An approval level within GRS is defined as the maximum amount of approval currency a person assigned that level is authorized to approve You define approval levels in Approval Level Maintenance 5 2 1 1 To view existing approval levels use Approval Level Browse 5 2 1 2 Approval Level Maintenance Y xX Approval Level Maintenance Go To ACTIONS Approval Level 05 Description 500 Max Approval Amount 500 Approval Currency USD b See System Generated E Mail on page 16 Fig 2 7 Approval Level Maintenance 5 2 1 1 FAQAD 24 User Guide QAD Purchasing P See Setting Up Approvers on page 28 AQAD Approval Level Enter a two digit number defining a level At initial system setup you should consider establishing these in increments of 5 or 10 so that you can later insert intermediate levels These codes are also used in the Review Level field in approver maintenance programs 5 2 1 13 through 5 2 1 16 Approval Level 00 is reserved by the system and indicates that a person is not an approver or reviewer Individuals with this level are not included when reports are generated Although you can route requisitions to zero level approvers their approvals do not count toward the number of required approvals specified in Requisition Accounting Control 36 9 3 Description Optionally enter a text descripti
107. gainst thereby allowing more subcontract operation visibility Additionally if you use the WIP Lot Trace function you can use Purchase Order Receipts to place received WIP lot or serial controlled subcontractor items into finished goods automatically To do this you must set Move to Next Operation to Yes When the subcontract operation is the last routing operation the system displays an additional frame to edit received WIP lot or serial controlled item information before an inventory record is created PO Receipt Packing Slip Inquiry PO Receipt Packing Slip Inquiry 5 13 4 lets you review information by packing slip number and PO receipt number Select records using one or more of the following selection criteria tem number Purchase order Receiver Packing slip number You can reconcile shipments by matching the supplier s packing slip number or fiscal document number against your PO receipt This is useful for supplier schedules and fiscal receiving FAQAD 88 User Guide QAD Purchasing Fig 3 7 PO Receipt Packing Slip Inquiry 5 13 4 FAQAD x PO Receipt Packing Slip Inquiry Go To ACTIONS Item Number SW1500 1 I Purchase Order P1132 Supplier TT 1000 Receiver RC1016 Receipt Date 5 29 2007 Packing Slip P Currency usd 2 Output PO Containers and Shippers You can receive items for one purchase order at a time However purchased items are often grouped in containers and
108. ge 61 value in Tolerance Percent the system compares the requisition maximum cost to the PO cost if the buyer increases the cost after FAQAD 22 User Guide QAD Purchasing b See System Generated E Mail on page 16 FAQAD copying the approved line to the PO If the percentage is exceeded when the requisition line is added to the PO GRS prompts the buyer to mark the line out of tolerance Tolerance Percent Specify the default allowable percentage difference between the maximum cost shown on a requisition line item and the cost entered on the purchase order Use Tolerance Value Indicate whether you want to use Tolerance Value Processing works similarly to Use Tolerance Percent Note If you set both Use Tolerance Percent and Use Tolerance Value to Yes GRS uses the smaller of the two to determine if lines are out of tolerance Tolerance Value Specify the default allowable cost difference between the maximum cost shown on a requisition line item and the cost entered on the purchase order Processing works similarly to Tolerance Percent E mail Option Enter the default e mail mode Valid settings are N R and E Setto N none the default if you do not want to use the system generated e mail features of GRS Users cannot override this setting on individual requisitions Set to R regular or E extended to make this the default e mail mode for all requisitions Users can change the default setting on
109. ge of values for lookup and an associated percentage of category points QAD 162 User Guide QAD Purchasing Fig 5 6 Performance Category Maintenance Lookup Table Ranges Frame AQAD Understanding the Lookup Table When you are using the parts per computational method you can create a reference lookup table Set Use Lookup Table to Yes to create and use a lookup table for a supplier The values you set up in this table are used by the Performance Report Card 5 15 15 to calculate the supplier s score percentage Performance Category Maint X Performance Category Maintenance Go To ACTIONS Look Up Table Ranges Value From Value To Percent 0 0 250 0 99 00 251 0 500 0 97 00 501 0 1 000 0 95 00 1 001 0 1 200 0 93 00 Value From Value To Percent 1 201 0 250 0 91 00 Many manufacturing companies set specific performance guidelines for their suppliers The lookup table is used when these guidelines indicate a parts per number One example of the lookup table s use is Acompany requires a supplier to have no more that 50 defective parts per million For that company the category Quality is worth 50 points on the report card To manually calculate the parts per number you take the actual number of defective parts and the total number of parts and put them into terms of the Part per value in this case a million using the following formula part per number defective parts total parts
110. hen Use Consigned First is No or Default consigned inventory is returned as non consigned If usage against the PO has been reported to the supplier consigned inventory being returned as a correction is returned to the designated site and location as non consigned The system excludes reported usage records for reversals thus eliminating the risk of double payment for consigned inventory when original usage was reported and paid prior to a reversal transaction Usage records created due to the aging of consigned inventory are also excluded from reversal transactions In addition to a standard issue transaction for the negative quantity negative quantities processed as consigned reversals create RCT PO and CN ISS transactions The quantity is transferred back to consigned inventory When reversals of consigned inventory occur the system creates a GL transaction that debits the Consigned Inventory account and credits the Consigned Inventory Offset account The system automatically adjusts the existing unpaid pending supplier invoice that was created when the material was first consumed Managing Aged Inventory In the Supplier Consignment Inventory module you can track inventory by receipt date or by how long it has been in a consignment location By assigning maximum aging days to the purchase order line you can Identify inventory on a particular purchase order receipt that exceeds the maximum aging date without being consumed
111. hen you have completed the first frame of the header click Next the second frame displays QAD 38 User Guide QAD Purchasing Fig 2 17 Requisition zu Maintenance Requisition Maintenance Go To ACTIONS Second Header Frame Req Number CPR104 Supplier TT 1000 Ship To 10000 Supplier Central Manufacturing 1 Penn Plaza Newark NJ 07102 X United States Ship To Quality Products Div 1000 Distribution Division One World Way Morristown NJ 07960 X United States Disc Pct 596 Price Table 2 Discount Table 2 Discount Optional Enter the discount percentage the supplier is allowing for the requisitioned items This discount percentage is the default for line items you can change the discount at the line item level if it varies by item If a supplier is specified this defaults from the Supplier Data Maintenance 2 3 1 Price Table Optional Specify the price table GRS uses to find the item s price If a supplier is specified this defaults from the supplier record The entry in this field becomes the default value for the line items Disc Table Specify the discount table GRS uses to look up the discount associated with this item If a supplier is specified this defaults from the supplier record The entry in this field becomes the default value for line items You cannot leave this field blank if Discrete Discount Table Req is Yes in Purchasing Control 5 24 If you do the system displays a warning if
112. his pop up appears only if Supplier Performance is activated in Supplier Performance Control 5 15 24 and Enable PO Returns is Yes Note RTS shipments are handled in the same way as PO Returns The same control program field controls both the PO Returns and RTS pop up windows The vendor and order information defaults to the pop up but cannot be changed The Category Event Quantity and Reason fields can be updated Recording of the event is optional The pop up is intended to capture information regarding material quality To continue without entering an event click Next Fig 5 13 Supplier Performance Data Supplier Site 10000 Item Number SW1500 1 Performance Data Supplier Source PO Supplier TT 1000 in PO Returns Receiver R1229 Purchase Order P1132 PO Line 1 Quantity 2 0 Category 80 P Event QUAL Reason Quality Document Number Comments To correct an incorrectly entered receipt that creates a performance event reverse the entire receipt Reversing the entire receipt also removes all other performance events associated with that receipt If you do not reverse the entire receipt then you must remove any performance events manually To remove a performance event manually use Performance Data Maintenance 5 15 13 Inventory Transfer The Supplier Performance Data pop up lets you capture data when using any of the three inventory transfer programs Transfer Single Item 3 4 1 Transfer Multi
113. ied in kits for individual work orders they should be handled as regular work order components Sometimes a manufacturer provides components to the supplier who stores these as consignment inventory until used In this case set up a separate inventory site and location for supplier inventory since the supplier site is functioning as an extension of your company s inventory A supplier may provide components that are added during subcontract operations Since there is no requirement to track supplier inventory the cost of the components is usually included in the subcontract purchase cost Normally the components are not planned by MRP and do not appear on work order picklists To have them appear on product structures you must exclude them from MRP and work order picklists Also the component costs must not be included in cost rollups for the parent product One way to ensure this is to assign a structure code of D document to the components Purchasing 103 Subcontract Lead Time Use Routing Maintenance 14 13 1 to enter subcontract lead time A subcontract lead time applies to an entire lot not to individual units The lead time for a work order operation is the same whether the quantity ordered is 1 or 10 000 Routings and Work Centers Consider setting up separate departments and possibly work centers for outside processing to distinguish them from internal operations Define departments and work centers for individual supp
114. ier Order Schedules Requisitions A requisition is a record stating that an item is needed Requisitions specify quantity date needed and place to be delivered A requisition is often the first step of a purchase although you can issue a purchase order without it Create requisitions manually or by approving a planned order from MRP Some companies also require approvals before requisitions become orders The requisition s information is then transferred to a purchase order or a blanket order and the requisition is deleted You can use standard requisition functions to manage requisitions which P See Chapter 2 are described in this chapter If your company requires multi line RE requisitions and complex approval cycles you can use the optional System GRS Global Requisition System GRS on page 9 Purchase Orders A purchase order is a contract with a supplier for items to be delivered on specified dates It includes the delivery address the terms of the agreement tax data and shipping costs FAQAD 68 User Guide QAD Purchasing b See User Guide QAD Financials B FAQAD Receivers and Supplier Invoices A receiver is a record that goods have been received into inventory Receivers update inventory balances and allow accounts payable to verify quantities and prices before paying suppliers As items are received into inventory an invoice for the items is typically received in accounts payable Information from the in
115. igure control settings Update tax rates Update settings for sites and locations Set up consignment accounts Create control records for specific supplier item combinations Set up product line and purchasing detail accounts Update Control Settings Use two programs to define domain level controls as well as to establish default values for managing consignment functions In Supplier Consignment Control 5 18 24 activate the Supplier Consignment Inventory module and define other operational control values In Supplier Consignment Accounting Control 36 9 4 specify operational settings that have an impact on financial activities such as the PO cost point AQAD Supplier Consignment Inventory All values default to Supplier Item Controls Maintenance 5 18 1 where you can modify them for specific combinations of suppliers and items Fig 4 4 x Supplier Consignment Supplier Consignment Control Go To ACTIONS 117 Control 5 18 24 Using Consignment Inventory M Consignment Orders Maximum Aging Days 90 amp Use Consigned First Yes Using Consignment Inventory This is the single place where you can activate the Supplier Consignment Inventory module The default is No No Enter No to display standard purchase order programs The system bypasses all consignment screens Yes The Supplier Consignment Inventory module i
116. il material is consumed but allow the consigned items to be visible for planning When items are consumed such as in a manufacturing process the receiver becomes available for receiver matching When consumption is reported back to the supplier the supplier can transfer liability for the material in their system and issue an invoice if self billing is not being used Using consigned inventory alleviates the need for the supplier to buy back the excess sent to the customer or remaining at the end of the consignment period Because the supplier still owns the inventory any excess is simply returned Using key features of Supplier Consignment Inventory you can Create PO consigned inventory and inventory offset accounts at the domain level for product lines or for combinations of sites and product lines Delay the transfer of ownership of consigned inventory by deferring AP transactions until you use the inventory Determine at the domain level whether consigned inventory should be consumed first or only after non consigned inventory is exhausted Set up consignment defaults for the majority of your purchase orders and supplier scheduled orders and tailor defaults for individual supplier addresses and items Create supplier invoices for payment of shipping charges immediately while delaying receiver matching for material until it is actually used Supplier Consignment Inventory 111 Indicate for selected sites and locations
117. intenance rqcmt p 5 2 1 5 Category Report rqcrp p 5 2 1 7 Job Maintenance rqjmt p 5 2 1 8 Job Browse rqjiq p 5 2 1 13 Horizontal Approver Maintenance rqahmt p 5 2 1 14 Vertical Approver Maintenance rqavmt p 5 2 1 15 Job Approver Maintenance rqajmt p 5 2 1 16 Product Line Approver Maint rqaplmt p 5 2 1 17 Approver Report rqarp p 5 2 1 20 Buyer Maintenance rqbmt p 5 2 1 24 Requisition Control rqpm p 5 23 Requisition Maintenance rqrqmt p 5 2 4 Requisition Inquiry rqrqiql p 5 2 5 Requisition Browse rqrqiq5 p 5 2 6 Requisition Report rqrqrp5 p 5 2 8 Requisition History Log rqrqrp4 p 5 2 13 Requisition Approval Maintenance rqapmt p 5 2 14 Requisition Routing Maintenance rqrtmt p 5 2 15 Approval Status Inquiry rqrqiq2 p 5 2 16 Approver s Open Req Inquiry rqrqiq3 p FAQAD Global Requisition System GRS 13 Menu Number Description Program Name 5 2 17 PO and Req Cross Reference rqpoiq p 5 2 18 Build PO from Requisitions rqpobld p 5 2 19 Requisition to PO Report rqrqrp6 p 5 2 21 Out of Tolerance Inquiry rqrqiq4 p 5 2 23 Requisition Delete Archive rqrqup p 36 9 3 Requisition Accounting Control firqpm p GRS programs fall into five groups The programs you use depend on your role in the requisition process GRS setup system administrator Requisition creation requestors Requisition approval reviewers and approvers PO build buyers Reports and inquiries as needed Figure 2 2 shows the overall flow of GRS tasks Sub
118. inters and ships to large distributors You receive ink cartridges from one of your suppliers on consignment When you ship printers to your distributors you send ink cartridge kits with them on consignment In this kind of business scenario the receiver matching of the items received from your supplier is delayed until your customer uses the items and you receive the usage information from them To manage this delay shipping the items does not create an ISS SO transaction but a CN SHIP When your customer uses the item the CN USE transaction triggers the RCT PO and CN ISS on the supplier consignment side Using Supplier Consignment with Kanban When you use Kanban Fill Receive 17 6 5 to receive and transfer kanban controlled items three types of kanban transactions can occur purchase receipt item movement and production receipt Supplier Consignment Inventory 137 Inventory balances are updated depending on the setting of Impact Inventory in Kanban Master Maintenance 17 1 1 When Impact Inventory is Yes for a kanban card and the items involved are consigned additional consignment transactions also occur Executing a purchase receipt transaction records a CN RCT instead of the standard PO RCT Executing an item movement transaction creates PO RCT CN ISS transactions if the receiving location is set up for ownership transfer Executing a production receipt transaction creates PO RCT CN ISS transactions as well as the
119. ippers 89 supplier performance data 179 discount table 73 discount tables requisitions 38 E EDI eCommerce export consignment data 136 effective dates scheduled orders 88 e mail message content for GRS 17 setup for GRS 16 23 Enterprise Material Transfer EMT supplier consigned inventory 114 events subjective 163 supplier performance 163 system 163 expired purchase orders removing 100 F fiscal receipts processing flow 94 G Generalized Codes Maintenance buyers 27 Global Requisition System GRS activating 19 building the PO 55 62 creating purchase requisitions 32 48 features 11 overview 9 13 review and approval process 49 54 setting up 14 31 use with Purchase Requisition Maintenance 20 GRS See Global Requisition System GRS H Horizontal Approver Maintenance 28 l inspection location purchase orders 77 supplier performance 172 inventory adjustments supplier consigned inventory 137 Inventory Balance Update 143 Item Revision field 43 Item Tag Create 143 item types 79 J Job Approver Maintenance 31 Job Maintenance 26 K Kanban Fill Receive 136 kanban transactions item movement 137 production receipt 137 purchase receipt 137 L line item revision level 43 Location Maintenance transferring ownership 123 Look Up Table 162 material requirements planning MRP Index 183 approving purchase orders 48 PO subcontract items 104 maximum aging date calculation supplier 140 maximum aging d
120. ipts 5 13 1 PO Shipper Maintenance 5 5 5 5 or 5 13 14 and Purchase Order Returns 5 13 7 When you connect a subcontract shipper ID to purchase order lines you are receiving against you can also e Place the items into finished goods automatically if the subcontract operation is the last operation and the items are lot or serial controlled Note If WIP item components are lot serial controlled you must use the Advanced Repetitive Move Transaction 18 22 19 to record the WIP item placement into inventory If only the WIP item is lot serial controlled then the placement into inventory occurs during receipt e Optionally scrap unreturned subcontracted items e Optionally close the subcontract shipper FAQAD 102 User Guide QAD Purchasing b See Chapter 4 Supplier Consignment Inventory on page 109 AQAD A number of accounting and cost issues in subcontract purchasing influence use and implementation of other modules The following sections discuss subcontracting with work orders Subcontract Pricing In Items Sites supplier items should be set up with quote prices and quote quantities so that the unit cost on subcontract purchase orders defaults correctly The order of precedence for determining the correct price is as follows Price list Quote GL cost Inventory and Cost Control There are several ways of tracking components provided by you or the subcontractor When components are suppl
121. ired 1 Vertical Approvals Required 0 vi Use Tolerance Percent Tolerance Percent 10 00 Use Tolerance Value Tolerance Value 0 00 E mail Option R Regular Out Of Tolerance Routing N None Prohibit Changes to Approved Requisitions Reset Approvals Upon Denial Approval Currency Specify a valid active currency to be used in defining approval levels The default is the domain base currency Requisitions can be created in more than one currency GRS converts other currencies to the approval currency as part of the approval process A valid exchange rate must exist for this currency during approval Product Line Approvals Required Specify the minimum number of approvers needed to approve direct material requisitions before they can be placed on a purchase order Horizontal Approvals Required Specify the minimum number of category oriented approvers needed to approve each category within a requisition before it can be placed on a purchase order Vertical Approvals Required Specify the minimum number of organization oriented approvers needed to approve requisitions before they can be placed on a purchase order Job approvers are included in this number Use Tolerance Percent Enter Yes if you want the system to check the See Out of cost of an item shown on the requisition against the actual cost Dus nu m specified on the purchase order If this field is Yes and you enter a pa
122. iries Description Enter a brief description of the project or activity for this job This description appears on various inquiries and reports Global Requisition System GRS 27 Start Effective Specify the first date this job can be used on a requisition The default is blank Effective dates are optional If you leave the date fields blank the job is effective indefinitely End Effective Specify the last date this job can be used on a requisition The default is blank Setting Up Buyers The buyer an individual who places purchase orders with suppliers is the last person in the requisition process After a requisition has passed through final approval it is routed to the buyer who references approved requisition line items on purchase orders Use Buyer Maintenance 5 2 1 20 to add and delete buyers Fig 2 10 PX Buyer Maintenance Buyer Maintenance Go To ACTIONS 5 2 1 20 Buyer hme Heather Enton Delete Q Buyer Specify the ID of a user previously defined in User Maintenance that is designated as a buyer During the approval process the buyer named on the requisition is notified by system generated e mail when the requisition is approved and ready to be moved onto a purchase order Delete Enter Yes to remove the user s status as a buyer The default is No Important If you use generalized codes for the Buyer field po buyer in Purchase Order Maintenance 5 7 you must first use Generalize
123. irqpm p Figure 2 3 summarizes the tasks required to set up GRS These tasks are described in detail in the following sections Plan approval process Set up categories Fig 2 3 GRS Setup Tasks Set up defaults for requisitions Set up e mail definitions and e mail users Set up reviewer and approver levels Dione amaai optional Set up jobs Set up buyers Set up approvers FAQAD 16 User Guide QAD Purchasing Table 2 3 E mail Modes AQAD Planning the Approval Process Before starting to set up GRS you should consider the way you want the approval process for your company to flow Use the following questions as a guideline Will you operate more efficiently if GRS generates e mail messages to the people involved in the approval cycle Should only the next approver be notified of approval related events or would a wider distribution be better Are most of your requisitions approved by department heads or supervisors Do you want to prohibit changes to an approved requisition Are the types of purchases you make monitored across departments by certain reviewers regardless of which department generates the requisition Do you want the buyer to be able to change the cost specified on a requisition when placing a purchase order And if so do you want to set parameters to identify a cost variance as out of tolerance System Generated E Mail O
124. is processed first No Use non consigned inventory first Yes Use consigned inventory first Default Let the system select inventory based on the picking logic specified in Inventory Control zx Supplier Consignment Acct Ctrl Go To ACTIONS Transfer Ownership Issue P Issue Backflush PO Cost Point Usage 2 PO Cost at Usage Transfer Ownership Specify Issue Backflush Transfer of ownership consumption is allowed only at the time items are issued or backflushed No other value is currently supported PO Cost Point Specify which purchase order cost you want the system to use to calculate the purchase price variance This is the cost at which the usage is paid invoiced Usage Use purchase order cost at time of usage Receipt Use purchase order cost at time of physical receipt The value in this field defaults to Supplier Item Controls Maintenance When no record for a supplier exists the field defaults to PO Maintenance 5 7 Create Supplier Item Control Records Use Supplier Item Controls Maintenance 5 18 1 to define specific default values for suppliers or for combinations of suppliers and items The values entered here override the settings in Supplier Consignment Control or Supplier Consignment Accounting Control only for the specified supplier When new orders are created for a specific supplier Supplier Consignment Inventory 119 the system looks for the most specific record first to determine the defaults
125. item if the quantity received is less than ordered set Cancel Back Orders to Yes in Purchasing Control 5 24 Supplier Item Some suppliers require their item numbers to be on orders In such cases enter the supplier s item number here Note If a supplier needs more information use line item comments You can set up cross references between items defined with Item Master Maintenance 1 4 1 and a supplier s item numbers This lets you enter either your item number or the supplier s and enables both numbers to be printed on orders Enter supplier items in Supplier Item Maintenance 1 19 For each supplier item you can specify the unit of measure lead time quote price and quantity currency and references for its manufacturer and manufacturer item number Supplier items appear on printed purchase requisitions and purchase requisition reports The buyer can review requirements for an item and compare lead times and prices for various suppliers The system uses the supplier number to set the default unit of measure It also sets the default unit cost to supplier quote cost when a price is not found on a price list and Currency for the order is the same as for the supplier item Order quantity is at least as great as the quote quantity Unit of measure is the same as for the supplier item Due Date Enter the date when items are due to be received at the specified site Defaults from the header Perform Date Enter the su
126. items to include on the shipper and optionally update line item quantities and costs Processing PO Shipper Supplier Invoices When PO Shipper Receipt 5 5 5 11 or 5 13 20 is used to receive shipper invoice line items a pending supplier invoice is created for each invoice line item referencing the supplier ship to site and invoice identifier Use Supplier Invoice Create 28 1 1 to partially automate the processing of payments for these supplier invoices To process supplier invoices for shipper invoices you enter the supplier code for the shipper and then specify the identifier of the supplier invoice created in PO Shipper Invoice Maintenance After entering a daybook Purchasing 93 b See User Guide QAD Financials A for details on receiver matching QAD 94 User Guide QAD Purchasing you can click Matching to access the Receiver Matching frame In the Purchase Order Shipper tab the supplier s invoice number is filled in When you click Apply the lines from the pending invoices associated with the PO shipper invoice are populated in read only mode When you click Save the system matches the purchase receipt with the invoice lines PO Fiscal Receiving PO Fiscal Receiving 5 13 16 lets you Record item numbers quantities costs and taxes from shipping documents Update inventory and GL accounts Process multiple POs per receipt Calculate and register applicable taxes Fiscal receiving supports c
127. iver matching and accounts payable AP transactions are deferred until the inventory is used Customer use includes transfer shipping manufacturing or distribution to its own customers Supplier Performance The Supplier Performance module enables manufacturers to monitor the performance of their internal and external suppliers Depending on your manufacturing environment you can customize the way your system Introduction to Purchasing 7 collects performance data as well as how you report performance metrics You can create your own data collection points or use the ones predefined in the system QAD 8 User Guide QAD Purchasing FAQAD uisitions 32 g Requisitions 49 sto BuildPOs 55 10 User Guide QAD Purchasing Introduction to GRS The Global Requisition System GRS lets you create multiple line purchase requisitions and route them through the approval process Based on the type of purchase the cost and the requestor s department the system determines which individuals are authorized to approve the requisition Optionally GRS sends e mail messages throughout the requisition life cycle to communicate status and required actions to originators end users reviewers approvers and buyers Reviewers and approvers can use the features of GRS to modify approve deny or cancel entire requisitions or individual line items When a requisition has been approved at the specified final level a buyer can use appro
128. king number or packing slip number Note When Logistics Accounting is used the shipment reference is used during receiver matching to help match pending supplier invoices to invoices from logistics suppliers Carrier Shipment Ref2 Optionally enter another shipment reference number supplied by the carrier such as a waybill number Status Displays the status of this shipper Ship Date Enter the date the goods were shipped Defaults to the system date This field is used by the system when calculating the open quantity on a scheduled order line This date is also used to determine if the quantity invoiced on a scheduled order line will cause the receipt quantity or cost tolerance specified in Purchasing Control 5 24 to be exceeded Arrive Date Reference only The date the shipment is due at the port of arrival Due Date Reference only The date the items on the shipment are due to be received at the destination Invoice Frame After the first screen a frame displays for recording supplier invoices and their associated POs You can then select open line items to include on the shipper The shipper invoice is not recorded in the system until at least one supplier invoice and one associated PO are recorded Invoice Enter an invoice identifier for the specified supplier Currency Enter a valid active currency for the invoice Defaults from the currency of the supplier Invoice Date Enter the invoice date Defaults to the
129. lanket orders x Purchase Order P1133 Go To ACTIONS Header Purchase Order P1133 Supplier TT 1000 Ship To 10000 Supplier Ship To Central Manufacturing Quality Products Div 1000 1 Penn Plaza Distribution Division One World Way Newark NJ 07102 Morristown NJ 07960 X United States X United States Blanket Blanket Start 05 29 2007 Cycle Code MO Blanket Order P1133 Blanket End 08 31 2007 Rel 0 Est Value 15 000 Type B Release v Recurr v You can create blanket orders for two types of deliveries Recurring Deliveries are regular recurring and of the same size In the order header set Recurring and Release to Yes For deliveries that take place on a regular cycle such as weekly or monthly specify a cycle code Set up values in Generalized Codes Maintenance 36 2 13 for field po cycl to standardize input You do not have to specify order and line item due dates during order entry Leave these fields blank to have the system assign them automatically when the blanket order is released Set Quantity to Release to the normal delivery size Irregular Delivery dates or item quantities vary with each PO In the order header set Recurring and Release to No To release an irregular blanket order to a purchase order set Release to Yes and enter the delivery due date and order quantity for each item Release the blanket order in Blanket Order Release to PO 5 3 6 You can set selection cri
130. ld POs This section describes how to select requisition line items and use them to create a purchase order When a requisition has been approved you can reference the requisition line items on a purchase order in two ways On anew or existing purchase order use Purchase Order P See Modifying Maintenance 5 7 to reference each individual requisition line on a ao PO line page 60 Copy requisition lines directly to a new or existing purchase order using Build PO from Requisitions 5 2 18 This section discusses the second option Figure 2 29 summarizes the task flow Fig 2 29 Build PO from Requisitions Task Flow Set criteria for selection of requisition lines Open purchase order create new PO or add to existing Generate report to display copied lines and show messages Select lines to be copied onto purchase order Creating a Purchase Order Build PO from Requisitions 5 2 18 consists of a series of frames that lead you through the build process 1 Set the criteria you want to use for selecting appropriate requisition lines 2 Select the lines you want to copy to the purchase order 3 Open a purchase order either create a new PO or open an existing one where you want to append the requisition lines 4 Generate a report on the copy process This report displays the lines that you copied as well as any warning messages GRS has generated FAQAD 56 User Guide QAD Pu
131. liers if more than one supplier can perform a particular operation Example Have all subcontract work center codes begin with the letter S to easily identify them on reports such as the Work Order Dispatch Report 16 18 Triggering Purchase Orders If work order operations are used with work orders determine when to release purchase orders for subcontract operations with Work Order Dispatch Report This report lists upcoming operations by work center then by item Specifying Subcontract Suppliers for a Routing Typically you select subcontractors to process items based upon agreed processes You can associate a subcontract service with the subcontracted items and the supplying subcontractor Use Subcontract Routing Op PO Maint 5 11 to specify subcontract suppliers for a specific routing and operation You can specify multiple suppliers for a single routing and operation When you specify a subcontract supplier for a routing operation the system connects purchase orders to a routing and operation via the supplier If you use the Advanced Repetitive module the system updates the subcontract purchase orders with a cumulative ID or work order ID when an Advanced Repetitive transaction occurs that creates a cumulative ID Additionally in Advanced Repetitive programs the system FAQAD 104 User Guide QAD Purchasing Fig 3 11 Subcontract Routing Op PO Maintenance 5 11 FAQAD Populates subcontract order processing fi
132. lts defined with this program PO Cost Point Specify which purchase order cost you want the system to use to calculate the purchase price variance This is the cost at which the usage is paid invoiced Usage Use purchase order cost at time of usage FAQAD 120 User Guide QAD Purchasing Fig 4 7 Domain Account Control 36 9 24 FAQAD Receipt Use purchase order cost at time of physical receipt Initially this field defaults from Supplier Consignment Accounting Control The value you specify defaults to Purchase Order Maintenance Each item record created for a particular supplier must have the same PO cost point When you try to change the value for a supplier item combination and other records for that supplier exist you are prompted to change the PO Cost Point value for all instances of that supplier in this program Important Responding Yes updates the PO cost point for all records for the specified supplier including supplier item combination records No returns you to the PO Cost Point field and no updates are made Set Up Consignment Accounts Use three programs to identify accounts for tracking supplier consignment inventory Domain Account Control 36 9 24 Product Line Maintenance 1 2 1 Purchasing Account Maintenance 1 2 5 Create accounts first in Account Create 25 3 13 1 These accounts must be of GL type Inventory Control Use Domain Account Control to set up defaults Codes entered in Domain A
133. m amount of specified currency an individual is required to review on a requisition This field is used with the Review Required field to indicate that this person must review all requisitions at or above the level shown here even if the person s approval authority is insufficient to make final approval Review Required Enter Yes if all requisitions at or above the level specified in Review Level must be reviewed by this individual Default is No This applies only to requisitions requiring this person s approval type horizontal vertical job or product line Approval Level Enter the two digit code representing the maximum amount of specified currency an individual is authorized to approve on a requisition The way GRS uses this level varies by the type of approver For example for vertical and job approvers the system determines approvers based on the total maximum cost of the requisition This is because all the line items use the same sub account and cost center combination For horizontal approvers GRS selects approvers based on the total maximum cost of all the line items for each category included on the requisition b See page 24 FAQAD 30 User Guide QAD Purchasing Approval Required Enter Yes if all requisitions at or below the level specified in Approval Level must be approved by this individual Default is No This applies only to requisitions requiring this person s approval type horizontal vertical job or
134. m approval authority In this case you can set up one person usually the program manager as a job approver Global Requisition System GRS 19 This approver can authorize requisitions within specified ranges of sub accounts and cost centers but only if the requisitions are associated with a specific job This way a single approver can authorize project specific purchases originated by several departments multiple sub accounts Product Line Approvers Product lines group items for reporting planning and accounting purposes A product line approver authorizes inventory purchases for direct materials associated with specific sites and product lines A person who approves MRP planned material purchases must be defined as a product line approver Define Control Settings Use two programs to define general controls as well as to establish default values for new requisitions In Requisition Control 5 2 1 24 enable GRS functionality and define other operational control settings In Requisition Accounting Control 36 9 3 specify operational settings that have an impact on financial activities such as approval routing options Fig 2 5 E Requisition Control Requisition Control Go To ACTIONS 5 2 1 24 Using GRS v Requisition Prefix CPR Next Requisition Number 00000104 Ln Format S M Multi v Header Comments j Line Comments Using GRS Enter Yes to activate GRS If set to N
135. manages receipts that exceed the order quantity History Records When recording a receipt the system updates several kinds of history records Purchase receipts nventory transactions Inventory GL costs Tax transactions These records are used for accounts payable variance reporting tax reporting and supplier performance reports If you receive more than one delivery from a supplier on the same day for the same order enter separate receipts to simplify receiver matching in accounts payable Shipment Information If Shipment Info for Receipts is Yes in Container Shipper Control 7 9 24 you can specify additional shipment information during receipt entry A Shipment Information frame displays for input of data in PO Shipper Receipt 5 5 5 11 5 13 20 Purchasing 87 Purchase Order Receipts 5 13 1 Subcontract Information You can specify additional subcontract information and transact P See User Guide additional subcontract operations if you have control options set in the od f cturing Advanced Repetitive module In PO Shipper Maintenance 5 5 5 5 and 5 13 14 and Purchase Order Receipts 5 13 1 the Subcontract Shippers frame displays when you set Manual Shipper Update to Yes in Subcontract Shipping Control 18 22 5 24 in the Advanced Repetitive module In the Subcontract Shippers frame you can connect subcontract shippers and other subcontract data with the purchase order you are receiving items a
136. mpleting the Trailer In the final section of Requisition Maintenance the trailer you decide whether the requisition is ready to enter the approval process The first trailer screen displays the total extended cost and maximum extended cost in both the requisition currency left column and the approval currency right column Requisition Maintenance vx Requisition Maintenance Go To ACTIONS Reg Number CPR104 Supplier TT 1000 Ship To 10000 Requisition Totals Ext Cost Total 500 00 USD 500 00 UsD Max Ext Cost Total 500 00 USD 500 00 USD Route this requisition If you are satisfied that the requisition is correct choose Yes A routing frame lets you send the requisition into the approval process If you choose not to route the requisition at this time for example if you want to wait for additional information on a line item then exit without adding any routing information The requisition remains in your queue You can return to it later by entering its number on the first screen of Requisition Maintenance or you can use Requisition Routing Maintenance 5 2 14 if the requisition is ready to route The approval process does not start until you route the requisition to the first approver or reviewer Global Requisition System GRS 47 Fig 2 22 x Requisition Requisition Maintenance Go To ACTIONS Maintenance Routing Frame Req Number CPR104 Supplier TT 1000 Ship To 10000 Requisition Tot
137. multipliers used to affect the value of an event by compounding its severity Weight factors are only applied to discrete categories The weight factors you create should reflect the type of impacts you want to have on your suppliers ratings Some examples of weight factors you can apply to the quality of a commodity delivered to you are normal excellent and poor Weights are typically used for negative events to indicate the level of disruption to a normal routine You predefine weight factors in order to provide consistency in their use Applying a weight to an event is a manual task and is done in Performance Data Maintenance 5 15 13 The system is designed to allow weights to be applied to events at any point after the events have been recorded Fig 5 9 itd Performance Performance Weight Factor Maint Go To ACTIONS Weight Factor Maintenance 5 15 7 Weight Code 50 Name Average Description Average Weighting Weight Factor 1 00 Weight factors are optional measurements but can be an important part of the performance measurement system The weight factors you create will vary depending on your manufacturing environment Example A supplier provides you with uncommonly poor quality goods The associated Poor Quality event code is worth 1 point However you apply the Extremely Poor weight factor which has a value of 3 00 The system calculates the new weighted performance event score as 3 1 x 3 00 The weighted performan
138. n Acceptable Over Shipment cost and Acceptable Under Shipment percentage When one of these values is exceeded an event is automatically created Advance Ship Notice Late ASN events are recorded when the lead time for ASNs specified in Maximum ASN Lead Time in Supplier Performance Control is exceeded ASN lead time is the amount of time allowed between the time a shipment leaves the supplier s dock and the time the ASN for that shipment is created and sent to the customer Both of these times are contained within the EDI transaction Schedule Update from MRP During Schedule Update from MRP only missed shipment events are generated If any overdue quantity exists on the prior schedule as a new schedule release is being generated that quantity is moved to the cumulative required portion of the schedules and is seen as a missed shipment A missed shipment event is automatically created When the missed shipment arrives it is netted against the schedule and the missed shipment event is replaced with a late shipment event User Assisted Data Collection User assisted data collection can happen in five areas Inventory Transfers 3 4 menu Purchase Order Returns 5 13 7 Performance Data Maintenance 5 15 13 Missed Shipment Event Generator 5 15 17 RTS Shipments 11 7 3 16 Supplier Performance 171 Purchase Order Returns and RTS Shipments When material is returned a pop up window lets you enter a performance event T
139. n the requisition has been approved If a default supplier was entered for the requisition and if a buyer was defined for that supplier in Supplier Data Maintenance 2 3 1 the user ID for the buyer appears in this field It can be changed to any valid buyer FAQAD 48 User Guide QAD Purchasing Fig 2 23 Planned Purchase Order Approval 23 11 FAQAD When you have completed the routing frame and added approval comments if any you are prompted to confirm your actions This routes the requisition into the approval process Approving MRP Planned Orders You can also create a purchase requisition by approving MRP planned orders using Planned Purchase Order Approval 23 11 Planned Purchase Order App Si Planned Purchase Order Approval Go To ACTIONS Establish selection criteria f r planned Item Number TT 500 To TT 600 P p Site 10000 To 10000 2 orders Release Date M To vi Default Approve Buyer Planner P Include Phantoms Include Manufactured Items Planned Purchase Order App TX Planned Purchase Order Approval Go To ACTIONS Approve planned Ln Req Item Number Qty Ordered Rel Date Due Date Appr 1 05290003 TT 500 5 600 0 05 29 2007 05 29 2007 orders to create a 2 05290004 TT 500L 200 0 05 30 2007 05 30 2007 multiple line 3 05290002 TT 5005 1 026 0 05 30 2007 05 30 2007 requisition 4 05290005 TT 600 175 0 05 30 2007 05 30 2007 Ln Req Item Numb
140. ncy Requisitions can be created using any currency with a valid exchange rate Exchange rates are set at the time the requisition is created then recalculated when the buyer enters the PO price Fluctuations in exchange rates can create an out of tolerance condition that is the purchase price exceeds the maximum cost shown on the requisition line item by more than the out of tolerance parameters set in Requisition Accounting Control 36 9 3 Language Optional Enter a language code if you want to use a language other than the default language for a requisition A master comment created in Master Comment Maintenance 1 12 can be stored in multiple languages using the same master reference code The system uses language code to select comments in the appropriate language Direct Materials Required Specify whether this requisition applies to direct MRP materials items The field defaults to No for all maintenance repair and operating supplies MRO purchases GRS uses this field to determine whether a product line approval is required E mail Option Enter an optional e mail mode None Regular or Extended This setting defaults from Requisition Accounting Control If the system administrator has set this field to None GRS is not using your company e mail system If it is set to regular or extended you can specify the extent to which you want GRS to generate e mail messages during the approval process The regular mode R s
141. nd Effective v User ID Enter the ID of an individual assigned an expenditure authorization limit within a defined set of GL account sub account cost center and entity ranges This can also be a reviewer a person who may not have a high enough level to approve a purchase but still reviews it from a policy or compliance standpoint Note When you enter a valid value the system displays the full description of the selected entry Global Requisition System GRS 29 Entity Enter the entity code for which an approver can authorize requisitions Entity codes are used to process the GL transactions of a specific part of your company an office or region for example Leave blank if this approver can authorize requisitions for all entities in the current domain Category Enter the alphanumeric code for the selected category This field applies to Horizontal Approver Maintenance only From Sub Account and Cost Center Specify the beginning of the range of sub accounts and cost centers for which this approver is authorized to approve requisitions If there are values in To Sub Account and Cost Center these fields cannot be blank To Sub Account and Cost Center Specify the end of the sub account and cost center approval ranges These default from the values in the From fields if any If there are values in From Sub Account and Cost Center these fields cannot be blank Review Level Enter the two digit code representing the minimu
142. ne category Each account and sub account you enter must be valid on its own and in combination with each other Use Category Report 5 2 1 5 to view descriptions and ranges of accounts associated with existing categories Category Maintenance vx Category Maintenance Go To ACTIONS Category ALL Description All accounts Account Ranges From From Sub inti To Sub Pare Account Acct Description RQCD_ACC Acct Description 1040 Cash 9510 Employee Contr Expen 1040 s amp Cash 9510 Employee Contr Expen Category Enter a one to four character alphanumeric code identifying a category Description Enter a brief description of the items in the category such as computer equipment or communications This description appears on various inquiries and reports From Account Specify the beginning of a range of accounts to be included in this category The same account numbers can be included in more than one category The accounts must be of GL type Standard From Sub Acct Specify the beginning of a range of sub accounts to be included in this category Leave blank to include all sub accounts up to the value specified in To Sub Acct This field can be left blank Fig 2 8 Category Maintenance 5 2 1 4 FAQAD 26 User Guide QAD Purchasing Fig 2 9 Job Maintenance 5 2 1 7 AQAD To Account Specify the end of a range of accounts to be included in this category To Account defaults to same value as From Acc
143. ne element to consider in the planning process is whether your company wants to use the automated e mail notification features of GRS If so you must establish a record in E mail Definition Maintenance 36 4 20 for each e mail system your company uses You must also enter e mail addresses for all GRS users in User Maintenance 36 3 1 If you decide to use automatic e mail you can send e mail in regular or extended mode Table 2 3 summarizes GRS events and the resulting e mail recipients for these modes Extended mode also GRS event Regular mode notifies notifies Route requisition New route to Requested by end user Reverse route requisition Current route to Requested by end user Modify or delete requisition Current route to Requested by end user Mark out of tolerance Requested by end user Global Requisition System GRS 17 A system generated e mail message includes the following Action Route to Requisition number Reason Requisition date Remarks Need date Approval status Due date Database Requested by Extended cost total Entered by Maximum extended cost total End user Approval comments up to 15 lines Approver Types Before you begin using the setup programs consider how your company manages requisition approvals GRS provides the flexibility to set up approvers based on the way your company wants to manage the approval process You can set up four types of approvers horizontal ve
144. nning and Setup sesu rer Ru rer db Iacob rat aita 116 Update Control Settings llle 116 Create Supplier Item Control Records 0 000005 118 Set Up Consignment Accounts 0 00 c eee eee eee 120 Update Tax Rates 122 Update Settings for Sites and Locations 004 123 Managing Consigned Inventory 0 0 eects 124 Creating Inventory Transaction History 004 125 Ordering Consigned Inventory 0 0 0c eee eee eee 130 Receiving Consigned Inventory 0 00 ee eee eee eee 133 Using Supplier Consigned Inventory lessen 134 Making Inventory Adjustments lleeeeeee ee ee eee 137 Processing Returns Rejects and Corrections 4 138 Managing Aged Inventory 0 0 0 ee eee 139 Tracking Consigned Inventory During Inventory Counts 142 V vi User Guide QAD Purchasing Reporting Consignment Inventory Data leeeeleeeeeee 144 Chapter5 Supplier Performance 147 Overview of Supplier Performance 0 0 0 0 148 Features jiener ep cals Eae ERR Ve e te 148 Supplier Performance Workflow 0 0 00 c eee eee eee 151 Setting Up Supplier Performance 0 2 0 eee eee ee eee 153 Planning a Supplier Performance System 4 153 Configuring Control Program Settings 0 153 Defining Performance Categories
145. novation Place Santa Barbara California 93108 Phone 805 684 6614 Fax 805 684 1890 http www qad com Contents About This Guide iiia ohh RERERAAXAREEFRAAAZREXRRERSEE 1 Other QAD Documentation 00 000 ccc cece eens 2 QAD Web Sit i osseee cee be et ee Rr oe ce ee RA MER eee des 2 CONVENUONS ia ed haw CoA e A RT CS DRM ER Na 3 Screen Illustrations i ceresna eee wis y exl ub ved ada ede 3 Typographi iius e toe ete ete ne ean E De gage oet 3 Chapter 1 Introduction to Purchasing 000e008 5 Global Requisition System llseseeeeee ee 6 P re asing DC 6 Supplier Consignment Inventory 0 2 0 cece eee ee eee 6 Supplier Performance 0 0 0 cece cece I 6 Chapter 2 Global Requisition System GRS 9 Introduction to GRS slsseeeeeeeeeeeee eh 10 Features ol GRS sius kc Eee Rr eed eas CERTE E ead 11 GRS Work Flow eseeeeeeee II 12 Implementing GRS 2o osse d etched eds Rete E eR deo 14 Planning the Approval Process lsseeeeeeeeeeee 16 Define Control Settings llle 19 Setting Up Automated E Mail Optional 04 23 Defining Approval Levels 0 0 cece eee eee eee eee 23 Setting Up Categories 0 eee 24 setting Up JOBS chav cake eem Cha Re dog ee ae en 26 iv User Guide QAD Purchasing Setting Up Buyers isses eo RR ERELCRE RR EE ER 27 Setting Up Approvers slslesseee III 28 Creating
146. ntory Enter No if most items purchased from this supplier are non consigned When you specify Yes in the header Consign field a Supplier Consignment frame displays illustrated in Figure 4 18 Scheduled orders and blanket orders are processed the same way using similar fields and frames FAQAD 132 User Guide QAD Purchasing Fig 4 18 Consignment Frame in Purchase Order Maintenance 5 7 AQAD x Purchase Order P1135 Go To ACTIONS Header Purchase Order P1135 Supplier TT 1000 Ship To 10000 Supplier Ship To Central Manufacturing Quality Products Div 1000 1 Penn Plaza Distribution Division One World Way Newark NJ 07102 Morristown NJ 07960 Leica X United States Supplier Consignment Details Maximum Aging Days 90 PO Cost Point Usage Imp Exp F Language us Order Date 05 29 2007 Due Date 05 29 2007 Buyer Ln Disc 0 0096 Taxable Bill To MD100 Site Fixed Price 7 Consign I Sales Job Project Credit Terms 2 10 30 0 00 Contract Entered By mat Contact Requested By Remarks Comments Maximum Aging Days Optionally enter the maximum number of days consigned inventory on this order is allowed to reside at your facility Enter 0 zero to indicate that no scheduled aging deadline exists The system automatically adds the number of days entered here to the receipt date to determine the maximum aging date The calculated date is used by reports to determine ho
147. ntory Data Maintenance 1 4 16 if defined for the order line site otherwise it defaults from Item Master Maintenance 1 4 1 Blank This line item is received into inventory When the receipt is processed inventory balances are increased and a GL transaction debits the Inventory account Inventory items are considered supply by MRP Non blank This item does not affect inventory and does not create an Inventory GL transaction For a non inventory item type defaults to M memo Memo items are expensed or capitalized upon receipt depending on the Purchases account for the item Memo items have no effect on MRP S Subcontract This line item is for a subcontract operation A work order number lot ID and operation are specified on the order and on the receipt When the receipt is processed work order operation status is updated and a GL transaction debits the WIP account from the work order FAQAD 80 User Guide QAD Purchasing P See Specifying Subcontract Suppliers for a Routing on page 103 FAQAD B Blanket This line item is for a blanket order The system sets the line type to B in Blanket Order Maintenance and you cannot change it You cannot specify B on any other type of order This field is validated against values defined in Generalized Codes Maintenance for field name pod_type Although subcontract items are in the item master they are received to work orders rather than to inventory As a result MR
148. o the standard requisition programs located on the Purchase Requisitions Menu 5 1 are available When Yes you can no longer use Purchase Requisition Maintenance 5 1 4 FAQAD 20 User Guide QAD Purchasing FAQAD You cannot use requisitions created in Purchase Requisition Maintenance 5 1 4 to create purchase orders with GRS Only GRS created requisitions are available for the buyer to copy while using Build PO from Requisitions 5 2 18 Warning If you activate GRS create new requisitions in GRS Requisition Maintenance 5 2 3 then reset the Using GRS field to No the GRS created requisitions are not available from any of the 5 1 menu programs In addition any POs you have built from GRS requisitions are not accessible from Purchase Order Maintenance 5 7 when GRS is inactive Requisition Prefix Enter an optional one to three character prefix for purchase requisition numbers For example you might want to make your purchase requisitions easy to identify by adding a prefix of RQ When you add a new requisition and leave Requisition Number blank it is automatically set to the prefix code followed by the next sequential number Note Prefix codes restrict the size of the numeric portion of the ID The combined length cannot exceed eight characters Next Requisition Number This field displays the next automatic purchase requisition number for system assigned numbers When setting a default starting number remember that p
149. ocessed against them The system uses the blanket order as a template to create a purchase order when a release is made However once a blanket order is released the resulting purchase order is treated like any other Blanket orders can be released at specified intervals Example A manufacturer of circuit boards buys solder at irregular intervals but always from the same supplier A blanket order for 12 months is created Each month an order for solder is released to the supplier each order specifying a particular quantity Supplier Schedules A supplier schedule is an agreement with a supplier that guarantees a P See User Guide specified order level Supplier schedules specify dates and even hours of eH Sr delivery for the near term and inform MRP and the supplier about long Management for term plans more information i on supplier The header and trailer of a supplier schedule resemble those of a discrete RU purchase order for a single line item with multiple delivery dates However the line item section of a supplier schedule has two parts A short term shipping schedule with exact quantities and delivery instructions A long term planning schedule showing upcoming orders and authorizing the supplier to buy raw materials or make subassemblies Note Standard supplier schedules support a single schedule that combines short and long term requirements If you are using the Supplier Shipping Schedules module you can genera
150. oes this by first identifying which purchase order lines are consignment lines The system then manages the receipt of consignment line items with special consignment transactions Information associated with consigned receipts is maintained in a cross reference table in addition to the standard inventory information The inventory references the PO line on the receipt These inventory cross reference records are visible for usage and aging analysis Supplier Consignment Inventory 125 Creating Inventory Transaction History Every inventory transaction creates a record in inventory transaction history Each record has a unique sequential transaction number and a transaction type Transactions include the following information Transaction data nventory data Cost data GL transaction data User ID of the person entering the transaction Supplier Consignment Inventory Transaction Types The transaction type code identifies the function used to initiate the inventory change Table 4 2 lists the supplier consignment transaction type codes included in inventory history records with a brief description of each type and some of the programs that create the transactions Any other programs that create similar transactions ISS SO ISS WO RCT TR ISS UNP for consigned inventory would also create the special consigned transactions Table 4 2 Menu Program that Creates the Consignment Transaction Type Number Transaction De
151. ompanies where PO receipts are registered for fiscal and or tax purposes PO receipts are tracked and audited by fiscal shipping documents e Multiple POs are frequently consolidated by the supplier into one fiscal shipment for the same ship to address tis necessary to update purchase costs at PO receipt Fig 3 8 Fiscal Receiving PO Maintenance Processing Flow Scheduled Order Maint PO Shipper Receipt Order goods using purchase orders or scheduled orders Update inventory and GL PO Receipts x Accounts Payable PO Fiscal Receiving Accept goods Pay for goods PO Shipper Maint If the fiscal total does not match the PO total a warning displays However PO Fiscal Receiving does not change the purchase order This leaves a basis for comparison PO Fiscal Receiving updates purchasing and tax records but does not affect physical inventory or GL balances AQAD Purchasing 95 Important PO Fiscal Receiving cannot be used to access or update shippers combined with invoices created in PO Shipper Invoice Maintenance After verifying received items and financial information use PO Shipper Receipt 5 5 5 11 or 5 13 20 to finalize receipt and create inventory and GL transactions Fig 3 9 7x Header PO Fiscal PO Fiscal Receiving Go To ACTIONS Receiving 5 13 16 Supplier TT 1000 Central Manufacturing Shipper ID P5052907 0029 1 Penn
152. on of the approval level This description appears on various inquiries and reports Approval Amount Enter he amount a person assigned this level is authorized to approve or required to review This amount is expressed in the approval currency defined in Requisition Accounting Control This amount can represent either a maximum or minimum depending on where it is used n the approver maintenance programs Approval Level is the maximum authorized level When Approval Required is Yes in one of these programs the associated individual must approve all requisitions up to this amount But when Review Required is Yes Review Level is a minimum this individual must review all requisitions above this amount Approval Currency The system displays the currency defined in Requisition Accounting Control 36 9 3 You cannot update this field here Setting Up Categories A category is a logical grouping of accounts related to specific approvers For example you might have one person in your organization review all computer purchases Global Requisition System GRS 25 Depending on the way your company wants to manage the requisition approval process you can establish a set of categories with Category Maintenance 5 2 1 4 The center frame displays ranges of accounts and sub accounts already associated with the category use the bottom frame to add modify or delete records The same account numbers can be included in more than o
153. ories and events to monitor The impact or value of events The suppliers items sites and or commodity codes to monitor The impact or value of events for specific registrations For example does registration A in another country receive the same late penalties as registration B located across town The computational system to use for each category Which suppliers should receive e mail performance reports Configuring Control Program Settings To set up the supplier performance system you must first activate it and define default information in Supplier Performance Control 5 15 24 FAQAD 154 User Guide QAD Purchasing Fig 5 3 Supplier Performance Control 5 15 24 AQAD Supplier Performance Control vx Supplier Performance Control Go To ACTIONS Use Supplier Performance v Acceptable Days Early 2 Missed Shipment As Of Date 1 2 Acceptable Days Late Last Missed Shipment Run Use Shipment Percent Include Purchase Orders v Acceptable Over Shipment 10 00 Include DRP Orders M Acceptable Under Shipment 5 00 Include Scheduled Orders M Use Shipment Quantity M Net Same Day Receipts M Acceptable Over Shipment 10 Enable Inv Transfer M Acceptable Under Shipment 0 Enable PO Return M Use Shipment Percent Cost v Maximum ASN Lead Time 01 00 Acceptable Over Shipment 10 00 Use Shipment Quantity Cost Acceptable Over Shipmen
154. ormation from the requisition is transferred to the order including item quantity unit of measure unit cost due date Purchases account and line type The requisition quantity is decreased by the amount of the order When the requisition quantity reaches zero the requisition is automatically deleted Note Blanket orders consume open requisition quantities when purchase orders are released for the orders Use Purchase Requisition Report 5 1 6 to generate reports showing supplier items units of measure quote prices quote quantities and lead times To specify suppliers or item prices use a blanket order instead of a requisition QAD 72 User Guide QAD Purchasing Fig 3 2 Purchase Order Maintenance 5 7 FAQAD Creating Purchase Orders Use Purchase Order Maintenance 5 7 to create a purchase order which includes three sections The header contains the general terms of a contract such as supplier name ship to address currency but not price and delivery date Some values can be updated during line item entry Each line specifies a particular item being ordered its order quantity and price Line details include any exceptions to header information such as a delivery date or receiving site that apply to the line item only and not the whole order The trailer contains tax shipping and order status information for all line items Purchase orders take their item revision levels from Item Sit
155. ost of the quantity expected This value sets the default for the same field in Registration Maintenance Acceptable Over Shipment When Use Shipment Quantity Cost is Yes enter the maximum cost by which an incoming shipment can be over the expected cost based on quantity This value sets the default for the same field in Registration Maintenance Supplier Performance 157 Default Points Enter the default point value to use when creating events in Performance Event Maintenance 5 15 5 This value sets the default for the Points field in Performance Event Maintenance Parts Per Counter Enter the parts per calculation method Quantity The parts per calculation is based on the total quantity ordered Events The calculation is based on the number of events a receipt has generated This value sets the default for the same field in Performance Category Maintenance 5 15 1 Parts Per Factor Enter the factor used to calculate supplier performance rank when the parts per rating method is used The default is 1 000 000 This value sets the default for the same field in Performance Category Maintenance Missed Shipment As Of Date This field displays the date entered for the same field in the Missed Shipment Event Generator 5 15 17 when that program was last executed This is the beginning date the system uses when searching for missed shipments This field is for reference only and is not editable Last Missed Shipment
156. ount Leave the default if you want only one account included This field cannot be left blank To Sub Acct Specify the end of a range of sub accounts to be included in this category To Sub Acct defaults to same value as From Sub Acct Leave the default if you want only one sub account included This field can be left blank Setting Up Jobs A job is a relatively short term set of tasks such as a limited duration project People from many different sub accounts or cost centers often issue requisitions for the same job To keep purchase accountability with one person usually the project manager you can set up a job code Use Job Maintenance 5 2 1 7 to define jobs Job Browse 5 2 1 8 lets you view existing job definitions Note While job and project are used for the same type of activity projects are actually a component of an account and track expenses in the GL Job is used only to determine an approver for a requisition Job Maintenance o bid Job Maintenance Go To ACTIONS Job Name UPGRADE Description Software upgrade Start Effective 5 29 2007 End Effective Job Specify an alphanumeric code identifying a job When an approved requisition line is copied to a purchase order this information is added to the Sales Job field on the PO line The job code is not validated against any system data Consider establishing naming standards for your company to make the codes easy to recognize on reports and inqu
157. pecify the appropriate value in the Memo Order Type field which sets the default for purchasing activities Purchasing 107 Even if an item is not defined as a memo item it may be preferable in some cases to process it as a memo purchase Such cases might include procurement of as needed production materials and inventory items for non production departments Production materials such as adhesives and solvents are used as needed and it is often impractical to maintain inventory balances and to process transactions for such materials Inventory items are items ordered for a non production department such as engineering or marketing If these are handled as memo purchases they can be charged to these departments upon receipt Another way of transferring materials to non production departments is by unplanned inventory issues Purchasing Miscellaneous Items Purchases for items not directly related to manufacturing or inventory and not delivered to a receiving department such as airline tickets or seminar fees are sometimes easier to handle with external purchase orders that is purchase orders outside the system This is because when invoices are matched in Accounts Payable the system lets you verify a purchase by matching an order a receiver and an invoice Items that have not been delivered to a receiving department have no associated receivers To have each purchase accounted for in a purchase order use manual purchase orders
158. povesciq p poveemt p poveeiq p povewmt p povewiq p povesimt p povesirp p FAQAD 152 User Guide QAD Purchasing Menu Number Description Program Name 5 15 13 Performance Data Maintenance povepmt p 5 15 14 Performance Data Report povedrp p 5 15 15 Performance Report Card povedrp2 p 5 15 17 Missed Shipment Event Generator povemsrq p 5 15 19 Summary Data Extract povesmex p 5 15 20 Summary Data Report povesmrp p 5 15 22 System Category Event Maint poveecmt p 5 15 23 Delete Archive Menu 5 15 23 1 Performance Data Delete Archive poveup p 5 15 23 2 Summary Data Delete Archive povesup p 5 15 23 3 Supplier Cross Reference Maint povexmt p 5 15 23 4 Supplier Cross Reference Report povexrp p 5 15 24 Supplier Performance Control povepm p Supplier Performance Program Types The Supplier Performance module consists of four program types Setup programs Registration programs Data collection and maintenance programs Reports and inquiries Each step of the supplier performance process is detailed in the following sections FAQAD Supplier Performance 153 Setting Up Supplier Performance This section details the steps you must take when setting up your Supplier Performance system Planning a Supplier Performance System Before you begin the supplier performance setup you should first plan your system Basic information you should decide and plan before setting up a supplier performance system includes The categ
159. pplier s promised delivery date or leave blank to default to the due date Need Date Enter the date items must be available for shipping or issuing to manufacturing Need date should equal the due date plus any inspection lead time If the line item references a requisition the Purchasing 79 need date defaults from the requisition need date If no requisition number is entered and need date is left blank the need date defaults from the line item due date Sales Job Number Enter an optional code associating the purchase order with a specific sales or job number If entered on the header the number displays on each order line but can be overridden there Purchases Account Specify an expense or asset account used for memo purchases only although the field also displays when entering inventory and subcontract line items This must be a valid active account of type Standard This account defaults from the Purchases account for the supplier When a quantity is received against a memo item a GL transaction is created to debit Purchases and credit Expensed Item Receipts Project Enter an optional code identifying the default GL project associated with the purchase order If you specify a value it defaults to each line item and can be changed as needed Type This field determines the effect on inventory planning and cost accounting when the item is received in a purchase order Type defaults from Memo Order Type in Item Site Inve
160. r CPR104 Supplier TT 1000 Supplier Central Manufacturing 1 Penn Plaza Newark NJ 07102 X United States Rqstn Date 05 29 2007 Sub Account Need Date 05 29 2007 Cost Center Global Requisition System GRS 51 ACTIONS Ship To 10000 Ship To Quality Products Div 1000 Distribution Division One World Way Marristown NJ 07960 X United States Currency USD Language us Due Date 05 29 2007 Site 10000 Direct Matls Entered By mat Entity 1000 Requested By mat Job Name UPGRADE Status End User mat Project Comments Reason Aprvl Status Unapproved E mail Option R Remarks When you are finished viewing the requisition press Exit to return to the Requisition Approval Maintenance screen Modify Requisition Indicate whether you want to change the requisition If you select Yes the requisition is immediately displayed as shown in Figure 2 26 Although the screen label still says Requisition Approval Maintenance the program can perform all the functions of Requisition Maintenance Modify the requisition as needed If Prohibit Changes to Approved Requisitions is Yes in Requisition Accounting Control 36 9 3 only the buyer can modify an approved requisition The system displays an error message if you attempt to edit any requisition fields Fig 2 25 Requisition Approval Maintenance View Requisition Screen b See Creating a Requisition with Requisition Maintenance on page 3
161. r Enter the number of the requisition you want to route This defaults to the requisition you have just reviewed Maintain Aprvl Comments Enter Yes if you want to add comments for the next person on the routing to read The default is No Route To Enter the ID of the next person in the approval process Use the lookup browse to view the list of appropriate approvers determined by the system based on sub account category and job information Buyer Enter the ID of the person responsible for issuing a purchase order for approved requisition items Buyers are defined with Buyer Maintenance 5 2 1 20 Unless you are the final person to approve the requisition you can leave this field blank However a reviewer or approver must complete the field before final approval The buyer is informed by system generated e mail when the requisition has been approved Fig 2 27 Requisition Approval Maintenance Routing Screen FAQAD 54 User Guide QAD Purchasing Fig 2 28 Requisition Routing Maintenance 5 2 14 b See page 53 FAQAD Final Approval If your approval is the last one needed the system displays a message that the requisition is approved and prompts you to route the requisition to Purchasing If you choose Yes and the Buyer field has not been completed the cursor advances to Buyer When you enter the user ID of a valid buyer the approval process is finished However you can override this system action If you w
162. r delivers the expected quantity during the day no events are generated Otherwise the system generates a single under or overshipment event for the day as appropriate Enable Inv Transfer Enter Yes or No the default to specify whether the system should prompt the user for supplier performance data during inventory transfers Yes A supplier performance data pop up appears in the inventory transfer programs when transferring material from the inspection location Transfer programs are Transfer Single Item 3 4 1 Transfer Multi Item 3 4 2 Transfer with Lot Serial Change 3 4 3 Batchload Transfer with Lot Serial Change 3 4 4 Enable PO Return Enter Yes or No the default to specify whether the system should prompt the user for supplier performance data during purchase order returns Yes A supplier performance data pop up appears in Purchase Order Returns 5 13 7 and RTS Shipments 11 7 3 16 Supplier Performance 159 Maximum ASN Lead Time Enter the maximum lead time for advance ship notices ASN You must use the standard hour and minute time format HH MM This field determines the amount of time allowed between the time a shipment leaves the supplier s dock and the time the ASN for that shipment is created and sent to the customer This field also controls the RTS pop up Example The maximum ASN lead time is 00 20 If a shipment leaves the supplier s dock at 9 00 AM the supplier must create and send th
163. ral Manufacturing 1 Penn Plaza Newark NJ 07102 X United States Ship To Quality Products Div 1000 Distribution Division One World Way Message Morristown NJ 07960 indicates a X United States new PO Adding new record A message at the bottom of the screen indicates whether this PO is new or existing If it is a new purchase order the Supplier and Ship To fields default from the first requisition line you selected on the previous screen the Bill To value defaults from Purchasing Accounting Control 36 9 5 You can change them If you are adding lines to an existing PO these fields are displayed from the header of that PO You can update the ship to and bill to address codes but not the supplier Use the Output field to select the way you want to display the PO report Note Sending this report to a printer is not the same as printing the PO for the supplier When you are ready to issue the PO print it with Purchase Order Maintenance 5 7 or Purchase Order Print 5 10 For the new purchase order Header order revision levels and order revision dates default to blank The system uses the Fixed Price setting from the supplier on the requisition to populate the header and line Fixed Price fields The system copies the requisition line discount table to the order line discount table when no discount table was specified on the requisition header FAQAD 60 User Guide QAD Purchasing Fig 2 33 PO Build Report
164. rates transaction history records of type CN ADJ to record the EE d transfer of consigned inventory and RCT PO to record receipt from Inventory on the supplier page 134 FAQAD 142 User Guide QAD Purchasing b See User Guide QAD Master Data for cycle and physical count procedures Fig 4 23 Tracking Consigned Inventory Using Cycle Count Worksheet Print 3 13 1 FAQAD New Date Enter the new maximum age date you want to assign to this inventory unless you enter the number of calendar days you want to add to the age date Days If New Date is blank enter the number of calendar days you want to add to the maximum age date The system automatically calculates the new date Use Aging Inventory Batch Update 5 18 14 to revise aging dates for items received on multiple purchase orders When you extend the aging date the system automatically updates the age date on each PO receipt Tracking Consigned Inventory During Inventory Counts During cycle count and physical inventory count processes you must determine procedures for managing consigned inventory Typically you include supplier consigned inventory during a count because it is physically present at your site Various cycle count and physical inventory programs let you manage supplier consigned inventory according to your needs You can count Only consigned inventory Only non consigned inventory Both consigned and non consigned inventory For example
165. rchase order It includes clauses on deferring liability The contract may also include a maximum number of aging days that a customer is permitted to hold items without liability of payment This ensures that inventory will be consumed in a timely manner Receiving Inventory As consigned inventory arrives it is handled by the standard receiving process step 2 in Figure 4 1 The inventory is immediately nettable to MRP and available for allocation according to the inventory status of the stock location Cumulative receipt quantities are automatically updated for scheduled purchase orders Because the consigned inventory is not yet available for receiver matching any supplier invoice process selecting open receipts bypasses receipts of consigned inventory until it is consumed Only shipping related charges trailer and freight can be matched with the supplier invoice at the time of receipt Consuming the Inventory The consigned inventory is eventually consumed by the customer step 3 in Figure 4 1 Consumption occurs in the following ways Issues to a manufacturing order such as a work order repetitive order b See Using or flow schedule Supplier Consigned Unplanned issues Inventory on j page 134 Issues to a configured item final assembly order Transfers to another location within a site Shipment of consigned parts sales order shipments or shipper confirm Manual consumption of aged inventory AQAD 114
166. rchasing Fig 2 30 Build PO from Requisitions 5 2 18 AQAD Establishing Selection Criteria The first screen lets you specify a number of selection criteria for the system to use in displaying approved requisition line items You do not have to use all the criteria use only the fields appropriate to the selection you want to make You also specify on this screen whether you want the default setting for copying line items to the new PO to be Yes or No Es Build PO from Requisitions Go To ACTIONS Requisition Number D To P Supplier Fe To P Item Number 2 To P Need Date v To M Buyer mat D Site 2 Requested By P Job Name 2 Ship To P Currency D Blank Suppliers Only Include MRP Items Include MRO Items Copy Header Comments Copy Line Comments Default Copy S IS S Requisition Number Enter the first of the range of requisition numbers you want to include in the selection Enter the same number in the To field to limit the selection to one requisition Supplier Enter the first of the range of supplier numbers you want to include in the selection Enter the same number in the To field to limit the selection to requisitions including only that supplier To include only requisitions that do not have a supplier specified set Blank Suppliers Only to Yes Item Number Enter the first of the range of item numbers you want to include in the selec
167. re 10 cases per pallet the conversion factor is 1 Packing Quantity The packing list quantity printed on the supplier s packing list or the official fiscal quantity printed on the supplier s fiscal document Heceived Cost The line item cost from the fiscal document for the received quantity This cost includes any taxes included in the line cost The value entered is the amount used for the received PO cost calculation which overrides the cost entered in the PO line For average cost users this is the beginning basis for the average cost calculation QAD 98 User Guide QAD Purchasing FAQAD PO Net Cost Output only Net line item cost from the purchase order When you exit the screen a warning displays if the received cost does not equal the PO cost The system does not maintain an audit trail of variances but variances are marked with an asterisk in PO Fiscal Receipt Inquiry 5 13 17 Site The company site that receives the items Location The company location that receives the items Lot Serial Optional Used only if items are tracked by lot or serial number Reference An optional lot reference number for the received items Supplier Lot Enter an optional supplier lot number for reference Multi Entry Indicates whether the item was received into multiple sites and locations or whether multiple lot serial numbers or lot reference numbers were received Enter Yes to display the multiple entry screen PO
168. review modify and take action on the requisition you are prompted to confirm that all the information is correct if you select Yes you are prompted to route the requisition No returns you to the Requisition Approval Maintenance screen If you select Yes on the routing prompt a routing screen Figure 2 27 lets you route the requisition to the next reviewer If you select No the action you indicated takes effect but the requisition stays in your queue until you route it AQAD Global Requisition System GRS 53 Requisition Approval Mainte gt x Requisition Approval Maintenance Go To ACTIONS view Queue Dispositioned Queue User ID Inr Lana Russell Requisition Number CPR104 view Requisition I Modify Requisition I Maintain Aprvl Comments Action 1 1 Approve 2 Deny 3 Reverse Action 1 1 Route To 2 Reverse Route To Currently Routed To Inr Requisition Number CPR104 Maintain Aprvl Comments Route To 2 Buyer P Action Specify the routing action you want to take e Select 1 to route the requisition to the person whose user ID you enter in Route To If you change your mind or route the requisition to the wrong person select 2 to return the requisition to your queue Currently Routed To This field displays the ID of the user in whose queue the requisition resides You can change this only if you are an alternate or administrative approver for the current routed to user Requisition Numbe
169. rmance activities you want to count where you want to count them and for which registration you want to collect data You can use system events as measurements or you can define the specific nonsystem events to be counted Supplier Performance automatically collects data during the following transactions Schedule Update from MRP 5 5 3 1 Purchase Order Receipts 5 13 1 Supplier Performance 149 PO Shipper Receipt 5 13 20 RTS Receipts 11 7 3 13 Distributed Order Receipt 12 15 20 Document Import 35 1 Using category and event definitions tell the system what data you want reported and how you want that data to be reported Although the system has predefined categories and events you must create corresponding category and event definitions Your category and event definitions tell the system how much each system category and event is worth whether to report data for that event or category and how to report that data Use Performance Category Maintenance 5 15 1 and Performance Event Maintenance 5 15 5 to create category and event definitions for each system category and event Use System Category Event Maint 5 15 22 to link system categories and events with the category and event definitions you create When you create category and event definitions you can specify if you want optional data collection to occur during the following system transactions Inventory Transfers Transfer Single Item 3 4
170. rtage Depends on value of If Yes Include consigned Use Consigned First CYC CNT or TAG CNT and non consigned in Supplier RCT PO CN ISS Consignment Control If No CYC CNT or TAG CNT Surplus Surplus is non CYC CNT or TAG CNT consigned Shortage Shortage is reduction CYC CNT or TAG CNT Exclude consigned of non consigned Surplus Surplus is non CYC CNT or TAG CNT consigned Use Consignment Inventory Adjustment 5 18 25 21 to associate the surplus non consigned inventory to a consignment order if needed Reporting Consignment Inventory Data The system automatically collects consigned inventory data during transactions The Supplier Consignment Inventory module provides several reports for collecting locating tracking and reviewing consigned inventory These reports are designed to clearly show data for consigned and consumed inventory A number of reports let you evaluate accounts and track inventory movement from its initial receipt to ownership transfer or consumption Table 4 4 shows reporting tools available in Supplier Consignment Inventory and a brief explanation of the data that each provides Consigned inventory data is also shown in many standard inventory reports and inquiries For a list of these reports see the Customer Consignment Inventory chapter in User Guide QAD Sales Supplier Consignment Inventory 145 Menu Report Function Purpose 5 18 2 Supplier Item Controls Brow
171. rtical job and product line using approver maintenance programs 5 2 1 13 through 5 2 1 16 Once you have decided which types of approvers are best suited to the way you want to use GRS you are ready to set up levels categories and jobs the building blocks used to define approvers Note Because GRS is flexible you can change or add to the approver profiles at any time For example when you go through the initial setup process your company might not need to use job approvers However later it may be convenient to isolate some purchase approval authority to a specific project You can then define the job and add a job approver for it Horizontal Approvers Approvers can be set up horizontally based on the categories of items they are approving For example one manager in your company might approve all computer purchases regardless of which department creates the requisition You use Category Maintenance 5 2 1 4 to assign a range of accounts to a category such as Computers You can then require all computer requisitions to be sent to the approver named for this category regardless of the requestor s sub account or department P See Setting Up Approvers on page 28 P See Setting Up Categories on page 24 QAD 18 User Guide QAD Purchasing Fig 2 4 Vertical versus Horizontal Approvers FAQAD Vertical Approvers Many companies approve purchases on a group or department basis Normally a departmen
172. s such as projects Used to allow approval authority over a range of organizational structures but only if associated with a specific job Buyers individuals responsible for referencing approved requisition items on purchase orders Approvers horizontal vertical job and product line depending on how your company wants to authorize purchases Can be defined using various combinations of levels categories jobs entities sub accounts and cost centers Most of the functions used to implement the purchase requisition process are on the Implementation Setup Menu 5 2 1 An additional function Requisition Accounting Control 36 9 3 includes control parameters for financial areas Table 2 2 Global Requisition Menu Number Description Program Name Setup Functions ES 5 2 1 1 Approval Level Maintenance rqlmt p 5 2 1 2 Approval Level Browse rqliq p AQAD Menu Number Description Global Requisition System GRS 15 Program Name 5 2 1 4 5 2 1 5 5 2 1 7 5 2 1 8 5 2 1 13 5 2 1 14 5 2 1 15 5 2 1 16 5 2 1 17 5 2 1 20 5 2 1 24 36 9 3 Category Maintenance Category Report Job Maintenance Job Browse Horizontal Approver Maintenance Vertical Approver Maintenance Job Approver Maintenance Product Line Approver Maint Approver Report Buyer Maintenance Requisition Control Requisition Accounting Control rqcmt p rqcrp p rqjmt p rqjiq p rqahmt p rqavmt p rqajmt p rqaplmt p rqarp p rqbmt p Iqpm p f
173. s 18 productline 19 types 17 vertical 18 archive delete blanket orders 85 closed PO receipts 100 closed purchase orders 100 supplier performance data 179 B blanket purchase orders 83 Blanket Order Maintenance 84 Blanket Order Release to PO 84 Build PO from Requisitions 55 build report 60 PO header frame 59 Selection frame 58 Buyer Maintenance 27 buyers Global Requisition System GRS 27 C capacity requirements planning CRP supplier capacity 104 categories Global Requisition System GRS 24 category supplier performance 160 Category Maintenance GRS 25 Closed PO Delete Archive 85 100 Closed PO Receipt Delete Archive 100 CN ADJ 125 CN ISS 126 CN RCT 125 connecting shippers to received items 101 consignment control settings AQAD supplier 116 Consignment Inventory Adjustment 137 Consignment Inventory by Order 145 Consignment Inventory Report 145 Consignment Orders field purchase orders 131 Supplier Consignment Control 117 Consignment Usage Export 136 consolidation supplier performance data 176 containers purchase order 88 control program Requisition GRS 19 Supplier Performance 153 CRP See capacity requirements planning CRP currency approval for requisitions 21 CYC CNT transaction 143 cycle count supplier consigned inventory 142 Cycle Count Results Entry 143 Cycle Count Worksheet Print 142 D delete archive blanket orders 85 closed PO receipts 100 closed purchase orders 100 purchase order sh
174. s active You can use Supplier Consignment Inventory programs Once you have activated the module created consigned items or performed transactions entering No to deactivate the module displays a warning message Unless all consigned items are consumed the system warns you that non invoiced consigned items exist and prompts you to confirm your action Consignment Orders Specify the default value for the Consignment Orders field in the header of new purchase orders scheduled orders and blanket purchase orders No Enter No if most of your inventory transactions are for non consigned items Yes The Consignment Orders field on the header of new orders is Yes In either case you can combine lines for both consigned and non consigned inventory on one order Note The value defined here is used on new orders only if the system does not find a more specific match in Supplier Item Controls Maintenance Maximum Aging Days Enter the maximum number of days b See Managing consigned inventory is allowed to reside at your facility Aged Inventory on page 139 QAD 118 User Guide QAD Purchasing b See User Guide QAD Master Data for details Fig 4 5 Supplier Consignment Accounting Control 36 9 4 AQAD The default value is 0 zero which indicates no scheduled aging deadline exists Use Consigned First When a location contains both consigned and non consigned inventory this field determines which inventory
175. scription Transaction Types CN RCT 5 13 1 Purchase Order Receipts 5 5 5 11 PO Shipper Receipt 5 13 20 Receives consigned inventory into a location Credits PO Consigned Inventory debits PO Consigned Offset CN ADJ RCT PO 5 18 13 Aging Inventory Update Adjusts balances of consigned inventory Instead of extending the aging date of consigned inventory enter Yes in the Use field to indicate consumption Initiates receipt transactions CN ADJ 5 18 25 21 Consignment Inventory Adjustment Adjusts locations quantities and other details of consigned inventory Debits or credits PO Consigned Inventory account and credits or debits PO Consigned Offset account FAQAD 126 User Guide QAD Purchasing Menu Program that Creates the Transaction Type Number Transaction Description ISS TR RCT TR 3 4 1 Transfer Single Item RCT PO CN ISS 3 4 2 Transfer Multiple Item positive quantities only 3 4 3 Transfer with Lot Serial Change 3 4 4 Batchload Transfer with Lot Serial Change 10 5 13 Project Activity Recording 11 1 1 13 Call Activity Recording 11 11 6 Material Order Shipments 18 3 6 Repetitive Picklist Transfer 18 22 3 6 18 22 5 11 Sub Shipper Issue 19 7 Quality Order Maintenance 19 11 Quality Order Results Entry Moves inventory from one location to another Note Consignment transactions occur only when Transfer Ownership is Yes for the receiving location ISS DO ISS GIT 12 15
176. se Displays data defined for consigned inventory items and suppliers 5 18 6 Consignment Inventory Report Displays consigned inventory items of a product line by selected criteria including site location lot serial number ABC class grade assay status expiration date and other details 5 18 7 Consignment Inventory by Order Displays selected consigned inventory receipts sorted by PO Displays with or without quantities and is sorted by 1 Site customer supplier item PO 2 Item site supplier PO or 3 PO item 5 18 8 Consignment Usage Report Displays detailed inventory usage by selected criteria including PO item supplier site and usage date Is sorted by 1 Site supplier item PO 2 Item site supplier PO or 3 PO item 5 18 9 Consignment Usage Summary Report Displays inventory usage by selected criteria including PO item supplier site and date Is sorted by 1 Site supplier item PO 2 Item site supplier PO or 3 PO item 5 18 10 Consignment Usage Export Report Displays inventory usage with the option to mark usage records as reported 5 18 15 Aging Inventory Report by Order Displays inventory quantities and aging dates by purchase order 5 18 16 Aging Inventory by Part Displays inventory quantities and aging dates by item number Table 4 4 Reports and Inquiries in the Supplier Con
177. sequent sections describe each step in the requisition process Set up approver definitions 1 i Define e mail system and e mail users i i Fig 2 2 GRS Task Flow Create a purchase requisition Use e mail to advise of status Review and approve requisition Build PO from approved requisitions Use reports inquiries and delete archive function p 4 isama optional FAQAD 14 User Guide QAD Purchasing Implementing GRS This section describes how to set up GRS based on the specific way your company wants to use the requisition approval process This section is designed for the system administrator responsible for preparing GRS for use Topics include Planning the best way to set up GRS for your company Establishing data for the system to use during the requisition process Requisition Control and Requisition Accounting Control default and control settings for the system to use e E mail If your company wants to use system generated e mail define the e mail system you use and specify user e mail addresses Approval Levels two digit codes related to maximum amounts of a specified approval currency Categories sets of related general ledger GL accounts with a single approver or group of approvers across organization structures used when establishing horizontal approvers for types of items Jobs limited duration task
178. signed First in Supplier Consignment Control determines how the system processes inventory when consigned and non consigned items are located together Supplier Consignment Inventory 135 GL Effects of Usage Issuing items with an ownership transfer updates the following consignment accounts Credits the PO Consigned Inventory account defined in Purchasing Account Maintenance for the product line site and supplier type Debits the PO Consigned Offset account defined in Purchasing Account Maintenance for the product line site and supplier type In addition transactions are created for all of the accounts normally updated during a PO receipt Once a usage transaction RCT PO CN ISS occurs the quantity associated with the receiver is available to be matched with the supplier invoice Receiver matching of receipts for consigned items occurs in the same way as standard items Re averaging of costs takes place when consigned inventory is consumed Average costing occurs upon transfer of ownership or at usage of supplier consigned inventory Re averaging of the item cost for non consigned on hand inventory is initiated at the time of receipt Notifying Suppliers of Usage You can use two methods to notify your suppliers that you have used consigned inventory Generate a report to send to them Use EDI eCommerce to export usage data Generating a Usage Export Report Use Consignment Usage Export Report 5 18 10 to notif
179. signment Inventory Module QAD 146 User Guide QAD Purchasing FAQAD 148 User Guide QAD Purchasing FAQAD Overview of Supplier Performance The Supplier Performance module enables manufacturers to monitor the performance of their internal and external suppliers Depending on your manufacturing environment you can customize the way your system collects performance data as well as how you report performance metrics You can create your own data collection points or use the ones predefined in the system This module provides flexible automatic and manual data collection You can optionally record any nonroutine events or modify or add to any existing event with the maintenance functions Finally you can tailor performance reports both internal and external to meet your needs Features Flexible Registration With the Supplier Performance module you can enable or disable data collection for any registration A registration in Supplier Performance is the record used to specify the supplier site item corporate commodity code date or combination of these for which performance data is collected You can explicitly define when where and for what registration you want data to be collected You can further define the data you want to collect by specifying a date or date range when the data collection should occur or be disabled Flexible Event Category Definitions This module gives you broad control of the perfo
180. sion level exists there it defaults from the Revision field in Irem Master Maintenance 1 4 1 Optionally specify the date the line item revision level is effective The default is blank If blank no revision date prints in Purchase Order Print 5 10 or Blanket Order Print 5 3 5 Note Do not confuse the item revision with the order revision Order revision indicates whether changes have been made to the order it has no default Item revision indicates changes have been made to the engineering version of the item the level defaults from either Item Site Planning Maintenance or Item Master Maintenance Status This code indicates whether an item or order is open blank canceled X or closed C Even if individual items are closed or canceled the order can remain open When a line item is completely received the system changes its status to closed Once all line items are closed the system changes the order status to closed Manually close an order or line item by changing the status to C or X Line items and purchase orders that have been canceled or closed can be reinstated by changing the status code However it is not necessary to reopen items or orders to process returns QAD 78 User Guide QAD Purchasing FAQAD When you cancel an order or line item the system retains a record of unreceived quantities but excludes them from open order reports and MRP Note To have the system automatically cancel an ordered
181. sition Maintenance 32 Requisition Routing Maintenance 46 54 requisitions 67 70 canceled 37 final approval 54 line items 39 number 20 33 planned orders 48 routing 53 trailer frame 46 returns 68 revision level line item 43 routing approval for requisitions 46 Routing Maintenance subcontract lead time 103 S scheduled orders purchase orders 69 shippers purchase order 88 shippers connecting to items 101 Ship To Item Controls Report 145 Site Maintenance transferring ownership 123 start effective dates scheduled orders 88 status requisition 37 subcontract items 80 connecting shippers to received items 101 viewing subcontractors during receipt 89 Subcontract Order MRP Maint 80 Subcontract Routing Op PO Maint 103 Subcontract Routing Op PO Maintenance 80 Subcontract Shippers frame 89 101 Subcontract Shipping Control 101 subcontract supplier specifying 103 subcontracts inventory and cost control 102 lead time 103 pricing 102 print WO comments 105 purchases 101 routings and work centers 103 subjective events 163 Summary Data Delete Archive 180 Summary Data Report 179 supplier consignment 109 145 adjusting inventory 137 aged inventory 139 managing 124 ordering items 130 overview 110 receiving inventory 133 reports 144 returns 138 setup 116 using inventory 134 work flow 112 Supplier Consignment Accounting Control 116 Supplier Consignment Control 116 Supplier Cross Reference Maintenanc
182. specified in the item master The system can process receipts in either the standard or alternate unit of measure When entering alternate UMs use conversion factors to simplify line item entry and retain accurate planning and reporting If a conversion factor exists the system automatically accesses it to update the item unit cost for the alternate UM If no conversion factor exists an error message displays Enter a value in UM Conversion the default is 1 000 Example A company buys steel rods in boxes of 100 but maintains inventory and planning records for each unit The conversion is set up for EA to BX and the conversion factor is 100 Unit Cost If a price table or discount table is specified in the header the system checks the line item against that list If a match in the order currency is found the default unit cost is calculated using the listed value If a price list is not specified in the header the system determines the unit cost of an item to be one of the following Supplier item price if one exists Item master GL cost if one exists Requisition cost If you specify a minimum and or maximum price in a price list the system verifies the calculated or user entered net cost against it If the net cost is outside the minimum maximum range the system displays an error message and replaces the line item net cost with either the maximum or minimum price from the price list as appropriate You can also use price lists
183. t 0 00 Default Points 1 00 Parts Per Counter QUANTITY Parts Per Factor 100 000 Use the following field descriptions to guide you through the control program setup Use Supplier Performance Enter Yes or No the default to indicate whether Supplier Performance is enabled When disabled information related to supplier performance is not captured by the system This field overrides all other Supplier Performance fields Acceptable Days Early Enter the acceptable number of days a shipment can be early without generating an early shipment event This value sets the default for the same field in Registration Maintenance 5 15 10 Acceptable Days Late Enter the acceptable number of days a shipment can be late without generating a late shipment event This value sets the default for the same field in Registration Maintenance Use Shipment Percent Specify whether the system should evaluate the incoming receipts against a user specified value No Evaluation does not occur The values in the corresponding Acceptable Over Shipment and Acceptable Under Shipment fields are not used Supplier Performance 155 Yes The system evaluates whether incoming receipts are over or under a user specified percentage value The evaluation is based on a comparison of quantity received to quantity expected This value sets the default for the same field in Registration Maintenance Acceptable Over Shipment When Use Shipmen
184. t GL accounts from Domain Account Control Fig 4 8 z Consignment Product Line Maintenance Go To ACTIONS Accounts in Product Line Maintenance Product Line 1000 1 2 1 Description Home Product Taxable Tax Class Default Sub Account Override Default Cost Center Override Consignment Accounts SO Consigned In Transit Acct P Fe 2 SO Consigned Inventory Acct P P P SO Consigned Offset Acct 2 2 2 PO Consigned Inventory Acct 1102 D D D PO Consigned Offset Acct 1511 2 H 2 Optionally use Purchasing Account Maintenance 1 2 5 to further define GL accounts designated for consignment By setting up accounts for combinations of product line site and supplier type you can separately track accounts for multiple sites and types of suppliers Set Up Purchasing Detail Accounts Purchasing detail accounts default from Product Line Maintenance Often these are used to associate cost centers with different sites and supplier locations FAQAD 122 User Guide QAD Purchasing Fig 4 9 Consignment J Purchasing Account Mainten _ EE Accounts in Purchasing Account Maintenance Go To ACTIONS Purchasing Account Maintenance Product Line icO1 IC product line 1 1 2 5 Site icsite1 IC Site 1 Supplier Type imp1 Default Sub Account Override F Default Cost Center Override Purchases Acct 5100 icsub01 icO1 PO Receipts Acct 2200 icsub01 icO1 Overhead Appl Acct 6490 icsub0
185. t Percent is Yes enter the maximum percentage by which an incoming shipment can be over the expected quantity without generating an overshipment event This value sets the default for the same field in Registration Maintenance Acceptable Under Shipment When Use Shipment Percent is Yes enter the maximum percentage by which an incoming shipment can be under the expected quantity without generating an undershipment event This value sets the default for the same field in Registration Maintenance Use Shipment Quantity Specify whether to use the shipment quantity to calculate supplier performance No Evaluation does not occur The values in the corresponding Acceptable Over Shipment and Acceptable Under Shipment fields are not used Yes The system evaluates whether incoming receipts are over or under the user specified quantity This value sets the default for the same field in Registration Maintenance Acceptable Over Shipment When Use Shipment Quantity is Yes enter the maximum quantity by which an incoming shipment can be over the expected quantity without generating an overshipment event This value sets the default for the same field in Registration Maintenance Acceptable Under Shipment When Use Shipment Quantity is Yes enter the maximum quantity by which an incoming shipment can be under the expected quantity without generating an undershipment event QAD 156 User Guide QAD Purchasing FAQAD This valu
186. t correct for this order enter another company address code Requisition Date Required Enter the date the requisition is created The default is the current system date Need Date Required Enter the date the items are required at the end user s site Default is the system date Need date is used on the purchase order generated from the requisition It can be later than the due date to allow time for such activities as inspection or transportation from the receiving area to the end user This date prints on most reports and inquiries The need date can be changed for each line item It cannot be earlier than the current date Due Date Required Enter the date the items are due to be received at the end user s site Default is the system date The system uses this date as the default for all line items on this requisition However you can change the due date when entering line item data It cannot be earlier than the current date Entered By This reference field displays the login ID of the individual entering the requisition Requested By Required Enter the ID of the person requesting the items this must be a valid active user defined in User Maintenance 36 3 1 The system default is the login ID of the person completing the requisition If you are using system generated e mail in the extended mode the requestor receives requisition status e mail End User Required Enter the ID of the person for whom the requisitioned i
187. t manager or supervisor approves requisitions for the department If this is the way your company works you can define approvers vertically through the organization the approval levels can be related to combinations of entities sub accounts and cost centers Even if you use vertical approvers you might want to have someone else review specific types of purchases across all organizations to make sure purchases conform to company policy Then you can also define categories and set up horizontal approvers with different ranges of account authorizations Figure 2 4 is a simplified overview of the difference between horizontal and vertical approvers It also illustrates how a requisition might require both types of approval 1 1 General Ledger i Sub Account Cost Center Vertical Approver 100 200 300 400 500 The department head Fin HR R amp D Matis IS approves all requisitions Account regardless of account for 1000 Rent x this sub account cost center 2000 Utilities x combination 3000 Telephone x Horizontal Approver Hardware x x x X X Computer category reviewer approver approves adieu xe Eee ox all requisitions regardless of 6000 Insurance x sub account cost center 7000 Indirect Mat ls combination for these account ranges 8000 Outside Serv x 9000 etc x lap L Job Approvers Sometimes you might need to set up projects or other relatively short term tasks that do not require long ter
188. table Under Shipment D Maximum ASN Lead Time 01 00 To create a registration enter identifying information in the first frame You can fill in all of the fields to measure performance for very specific suppliers that meet the criteria A very specific registration could be for a certain item from a specific supplier at a specific site You can specify only one field to collect data for a broader range If you specify a commodity code only for example performance data is collected for both PO and DO suppliers from all sites that supply any item belonging to the commodity code you specify The data in the second frame defaults from Supplier Performance Control 5 15 24 Modify the default information according to the specific need of the registration you are creating Supplier Performance Use Registration Report 5 15 11 to view all details associated with the registrations you create in this program Collecting Data Without Reporting Use Supplier Category Maintenance 5 15 3 to disable the reporting of data for a particular supplier site or any site and supplier combination This program can create exceptions to the normal registration By turning off a category for a supplier the category is still registered but the information gathered is not used in the score calculation In effect you give the category full points on the supplier s report card You can disable category data reporting for a supplier and all the sites
189. te separate planning and shipping schedules FAQAD 70 User Guide QAD Purchasing FAQAD Items listed in supplier schedules are seen by MRP as supply and receipts can be processed against them Supplier schedules are also used for multiple orders from a supplier who may need to adjust production to accommodate the orders For ongoing irregular demands use a blanket purchase order Example A manufacturer of circuit boards needs circuit board blanks supplied each week The manufacturer knows its exact needs for the next four weeks and its approximate needs for the next 12 months The supplier of the blanks uses the information in the supplier schedule to plan orders for raw materials and to plan production and deliveries Creating Standard Requisitions The system provides two ways to manage purchase requisitions Simple requisitions for single items are created using functions on the Purchase Requisition Menu 5 1 Multiple line requisitions with complex approval flows can be created using functions on the Global Requisition menu 5 2 You must decide which type of requisition you want to use both systems cannot be used at the same time This section describes the standard requisitions See Chapter 2 Global Requisition System GRS on page 9 for details about global requisitions Create standard requisitions manually with Purchase Requisition Maintenance 5 1 4 or by approving an MRP planned order with Planned
190. tems are intended this must be a valid active user defined in User Maintenance If you are using system generated e mail in the extended mode the end user receives requisition status e mail Global Requisition System GRS 35 Reason Optional Enter a brief explanation of the requisition for the approvers or purchase reviewers who authorize or deny the request This field does not appear on the purchase order Remarks Optional Enter any remarks related to the requisition or to the supplier This information applies to the entire requisition It appears on system generated e mail messages and is also printed on the purchase order When a supplier is specified in the header and remarks for that supplier have been added in Supplier Data Maintenance 2 3 1 those remarks display here Sub Account Enter the alphanumeric code that identifies the sub account to be charged with the cost This field may be required before final approval depending on the GL setup of your company It applies to all lines of the requisition Cost Center Enter the alphanumeric code designating the cost center for which the items are being purchased This field may be required before final approval depending on the GL setup of your company It applies to all lines of the requisition Site Required Enter the site from which the order is being placed This becomes the default for the line items and can be changed at that level Entity Required Enter the
191. teria for any combination of cycle code order number supplier blanket order date or due date The system assigns a PO number by appending a release number to the blanket order number For example the first purchase order for blanket order 12004 would be 1200401 the second would be 1200402 and so on If the appended number would Purchasing 85 exceed eight characters the system assigns a new number The ID of the user performing the release is recorded in the Entered By field A report is produced of the orders successfully released to POs If you release an item by mistake use Purchase Order Maintenance 5 7 to cancel or delete the line When a purchase order line item is canceled or deleted the open quantity on the corresponding blanket PO is automatically adjusted You can also use Purchase Order Maintenance to change the site or quantity ordered for a line item on a released PO The quantity open on the blanket order is automatically adjusted The PO quantity cannot exceed the open line item quantity on the blanket order Changing the delivery site on the PO does not update the blanket order You cannot delete a PO line item or change its site or quantity when receipts are posted against it When a receipt is posted against a PO released from a blanket PO the corresponding blanket order receipt quantity if any is also updated The system closes blanket orders when the order is fully released or when all the lines are closed or can
192. tes a requisition for an item specifying that the item be bought by Site Chicago because of price considerations Because Singapore specifies Chicago in the PO Site field of Purchase Requisition Maintenance 5 1 4 Chicago sees the requisition when reviewing its requisition reports Chicago creates a purchase order taking information from the requisition and specifying that the item be delivered to Singapore Receiver and supplier invoice information is processed at Chicago MRP information is processed at Singapore When generating reports in a multi database environment if the current database is not the originating database for a particular PO that PO does not appear on the PO reports by order by supplier commitment or supply schedule This happens even if line items on the PO are received into sites at the current database To see these POs switch to the originating database which also contains the supplier address table Purchasing Memo Items Memo purchases are for items not in the item master such as office supplies and equipment Memo items do not update inventory Rather they are expensed or capitalized upon receipt depending on the purchases account for the line item Memo items have no effect on MRP Note To process an inventory item as a memo item you can change the Type field from blank to M in PO Maintenance However if you always want an item defined in Item Master Maintenance to be treated as a memo item you can s
193. that inventory transfers should initiate a change in ownership Determine the tax point for consigned inventory based on settings in the associated tax rate The tax point can be either at receiver matching or consumption Create a purchase order or scheduled order with both non consigned and consigned items Manually adjust consigned inventory if needed Include or exclude consigned inventory during physical inventory or cycle count Export EDI transmissions to inform suppliers of item usage or create records to send manually Retain visibility of consigned inventory information including its location status age and order details Manage and update aging dates Generate reports and inquiries that sort and display details according to your needs Identify unconsumed inventory that exceeds its maximum aging date Compare inventory received with inventory consumed Supplier Consignment Programs Table 4 1 lists programs included in Supplier Consignment Inventory Table 4 1 Menu Number Description Program Name Supplier Consignment 5 18 Supplier Consignment Inventory Inventory Programs 5 18 1 Supplier Item Controls Maintenance pocnvdmt p 5 18 2 Supplier Item Controls Browse pobr014 p 5 18 6 Consignment Inventory Report ppptrp10 p 5 18 7 Consignment Inventory By Order pocnrp01 p 5 18 8 Consignment Usage Report pocnrp02 p 5 18 9 Consignment Usage Summary Report pocnrp03 p 5 18 10 Consignment
194. the report Supplier Cross 5 15 23 4 Displays the cross references created in Supplier Reference Report Cross Reference Maint 5 15 23 3 Consolidating Data from Multiple Sites You can consolidate performance data from multiple sites to one central database using Archive File Reload 36 16 5 to load files produced by Performance Data Delete Archive and Summary Data Delete Archive The data consolidation programs and reports are e Summary Data Extract 5 15 19 Performance Data Delete Archive 5 15 23 1 Summary Data Delete Archive 5 15 23 2 e Supplier Cross Reference Maint 5 15 23 3 Supplier Cross Reference Report 5 15 23 4 Supplier Cross Reference Maintenance When you consolidate performance data or summary performance data from multiple sites to one local database performance data labeling variations may occur Use Supplier Cross Reference Maint 5 15 23 3 at each reporting site to help you resolve any supplier name inconsistencies In this program you indicate The supplier source and name you gave the supplier and The supplier source and name that is used at the corporate site Supplier Performance 177 When data is archived using these cross references the archive data is saved with the correct corporate name instead of the name used at the reporting site Fig 5 16 EX Supplier Cross Supplier Cross Reference Maint Go To ACTIONS Reference Maint 5 15 23 3 Site 10000
195. tion Enter the same number in the To field to limit the selection to requisitions including only that item Need Date Enter the first in the range of need dates you want to include in the selection Enter the same date in the To field to limit the selection to requisitions including only that need date Global Requisition System GRS 57 Buyer Enter the user ID of the buyer This defaults to the user who logged on Clear this field to display the selection list for all buyers You can also enter another buyer s user ID Site Enter a specific site code to be included in the selection criteria Requested By Enter the user ID of a specific requestor to be included in the selection criteria Job Name Enter a specific job code to be included in the selection criteria Ship To Enter a specific ship to address to be included in the selection criteria Currency Enter a specific requisition currency to be included in the selection criteria Blank Suppliers Only Indicate whether you want to view only those requisitions that do not have a supplier specified the default is No Note If you have also made an entry in the Supplier field changing Blank Suppliers Only to Yes takes precedence only requisitions without a supplier are selected Include MRP Items Indicate whether you want to include direct materials items in the selection criteria defaults to Yes If you do not want to include requisitions for direct materials in the
196. tion P Need Date 05 29 2007 Type Item Revision v Sales Job UPGRADE Taxable P Status Fixed Price v Inspect Reg Cmmts Supplier Item P UM Conversion 1 0000 Manufacturer Stock UM Quantity 2 0 EA Description ViewWriter Update Avg Last Cost v Extended Net Cost 500 00 Site Enter the site where the item is to be delivered If requirements change you can modify individual line items to redirect delivery to another site You cannot change the site after receipts have been recorded against the line item Item Number Enter the number of the item to be ordered the item b See Type on numbers determines whether the item is an inventory item memo pa r item or supplier item If the item number you enter is not in the item memo items master the system automatically treats the line as a memo purchase Set up supplier items in Supplier Item Maintenance 1 19 When you enter a supplier item the system displays the inventory item number the default purchasing unit of measure and quote cost Qty Ordered Enter an order quantity When you print a purchase order it reflects the open order quantity You can change the order quantity as needed If receipts have already been recorded against the order the printed order no longer shows the original order quantity FAQAD 76 User Guide QAD Purchasing FAQAD Unit of Measure Enter a unit of measure for the item This value can differ from the standard unit of measure
197. tion System GRS 61 x Purchase Order P1132 Go To ACTIONS Header Purchase Order P1132 Supplier TT 1000 Ln Format S M Single Lines Ln site Req Item Number Qty Ordered UM Unit Cost Disc 4 10000 0 0 0 00 0 0096 Lines site Req Ln Item Number Qty Ordered UM Unit Cost Disc 10000 A Hi 0 0 0 00 0 0096 GRS Req ingre Lot T Pertormance Date Project 1 i Location Need Date Type Line field Mi Item Revision Sales Job Taxable Status Fixed Price M Inspect Req M Cmmts F Supplier Item UM Conversion Manufacturer Stock UM Quantity Description Update Avg Last Cost Extended Net Cost Out of Tolerance Conditions Your company defines the way it wants to deal with out of tolerance conditions in Requisition Accounting Control 36 9 3 Two fields Use Tolerance Value and Use Tolerance Percent enable the system administrator to control if and how GRS calculates out of tolerance Out of tolerance processing works only if one of those fields is set to Yes A requisition line becomes out of tolerance when it is being added to a PO if the buyer changes the Unit Cost field on the PO line to exceed the requisition maximum cost by more than the tolerance percent or tolerance value When this happens GRS displays the out of tolerance cost along with a Mark Requisition Line Out of Tolerance field Note This occurs only when the requisition line is being added to a PO in Build PO from Requisitions or Purchase
198. to use Orders previously entered into the system remain unchanged Fig 4 6 x Supplier Item Supplier Item Controls Maint Go To ACTIONS Controls Maintenance 5 18 1 Supplier TT 1000 Central Manufacturing Item Number TT 500S wiring harness custom Consignment Orders v Maximum Aging Days 90 PO Cost Point Usage The settings in this program apply either to the supplier alone or to the supplier item number combination specified in the header frame Only the supplier is required Supplier Enter a valid active supplier code to identify this control record This code represents the company that supplies consigned items This is a required field Associated control values apply to this supplier only Item Number Optionally enter an item number to use as part of the unique identifier for this control record This item number represents the consigned item being received into inventory When you enter an item number this control record applies to purchase order lines for this item only Items must be previously defined in Item Master Maintenance 1 4 1 Leave this value blank to indicate that this control record applies to all items from this supplier without a specific control record Note Do not specify a supplier item defined with Supplier Item Maintenance 1 19 in this field When you specify a supplier item on an order line the system converts it to the internal item before looking for defau
199. ts to the item location specified in the item inventory data Purchasing 81 Update Average Last Cost Indicate whether the purchase order is to be reflected in the current cost of the item The update will set the cost to the last cost that is this purchase or to a weighted average cost depending on the setting in Inventory Accounting Control 36 9 2 If you use the Cost Management module and select average cost for GL as well as current costs the system updates both current and GL costs Note In a distributed purchasing environment costs are updated in both the inventory and purchasing databases Trailer The trailer section contains financial information for the entire order Major fields include the following View Edit Tax Detail Set this field to Yes to update or review tax P See User Guide amounts QAD Financials B for more m or infi ti Order Revision Optionally specify the revision level of the purchase ir du order This value should not be confused with the item revision which identifies the item s engineering drawing revision Each time a purchase order is changed you may want to increase the number by 1 to show how many times the order was changed You may also want to add comments describing the change and reasons for making it A new copy of the order can be printed to document the change Order Rev Date Optionally specify the date the order revision level is effective The default is blank Print
200. tures refer to the relevant user guide For technical details refer to Entity Diagrams and Database Definitions To view documents online in PDF format see the Documents on CD and Supplemental Documents on CD Note Installation guides are not included on a CD Printed copies are packaged with your software Electronic copies of the latest versions are available on the QAD Web site For a complete list of QAD Documentation visit the QAD Support site QAD Web Site The QAD Web site provides a wide variety of information about the company and its products You can access the Web site at http www qad com For users with a QAD Web account product documentation is available for viewing or downloading from the QAD Online Support Center at About This Guide 3 http support qad com You can register for a QAD Web account by accessing the Web site Your customer ID number is required Access to certain areas is dependent on the type of agreement you have with QAD Most user documentation is available in two formats Portable document format PDF files can be downloaded from the QAD Web site to your computer You can view and print them with the free Adobe Acrobat Reader HTML files let you view user documentation through your Web browser and use search tools for easily locating topics of interest Conventions Screen Illustrations System functions are available in a feature rich NET based graphical user interfa
201. tween the time a foreign currency order is received and when the purchase receipt is matched with the supplier invoice Purchasing 101 Subcontract Purchasing Instead of materials suppliers sometimes provide services for completing manufacturing operations Companies subcontract operations when there is insufficient manufacturing capacity or when operations require specialized equipment Like inventory items subcontract services are set up in Item Master Maintenance 1 4 1 However they are received to work orders rather than to inventory As a result MRP does not consider them a source of supply since these quantities are already included in the work order During order entry the system prompts you to enter the work order number work order ID and operation for the subcontract item This information is needed by the receiving process Subcontract purchase orders can be used with the Work Orders module or P See the Advanced with Repetitive and Advanced Repetitive functions Advanced Repetitive ees in subcontracting supports additional features of subcontract shipping For User Guide example when receiving subcontracted items you can connect QAD subcontract shippers to the receipt for more subcontract visibility Gaa To receive against a subcontract shipper set Manual Shipper Update to Yes in Subcontract Shipping Control 18 22 5 24 When you set this field to Yes the Subcontract Shippers frame displays in Purchase Order Rece
202. ty Order Maintenance 19 11 Quality Order Results Entry CN ISS All Credits PO Consigned Offset debits PO Consigned Inventory Reviewing Transaction History Use Transactions Detail Inquiry 3 21 1 to display detailed inventory transaction history records sorted by transaction number Enter the transaction number to display all the information about that transaction When consigned inventory is used multiple inventory transactions are processed and corresponding transaction history records created For the consigned transaction the system records the number of the standard transaction initiating it in the Remarks field The transactions for purchasing receiving and using consigned inventory are shown sequentially in the following figures FAQAD 128 User Guide QAD Purchasing Figure 4 12 shows a purchase order P1136 for 100 consigned items Fig 4 12 Purchasing SX Consigned Purchase Order P1136 Go To ACTIONS Invent venlory Header Purchase Order P1136 Supplier TT 1000 Ln Format S M Single Lines Ln Site Req Item Number Qty Ordered UM Unit Cost Disc 1 10000 TT s00S 100 0 EA 5 00 0 0096 Line Details Qty Received 0 0 Due Date 05 29 2007 CRT Int 0 00 Qty to Rel 0 0 m 7 Anr Acct 5100 99 Single Lot MEE Project Location Consignment Type Item Revision Sales Job Taxable Status Fixed Price V Inspect Req Cmmts Supplier Item UM Conversion 1 0000 Manuf
203. type if available Otherwise the account from Product Line Maintenance is used Credits the PO Consigned Offset account defined in Purchasing Account Maintenance for the product line site and supplier type if available Otherwise the account from Product Line Maintenance is used Using Supplier Consigned Inventory The system records the receipt of consigned inventory with a CN RCT transaction instead of a standard RCT PO The RCT PO occurs when items are used causing transfer of ownership from the supplier and making the items available for receiver matching Inventory can be consumed at various points in the manufacturing process initiating the transfer of ownership Some examples include the following Issue to a manufacturing order such as a work order repetitive order flow schedule or final assembly work order ssue to a sales order Backflush in a manufacturing process e Manually use in a consignment aging program Transfer to a location that is defined as initiating an ownership transfer either an inventory transfer or issue to a distribution order For inventory transfers ISS TR and issues to distribution orders ISS DO transfer of ownership depends on the value of the Transfer Ownership field associated with the receiving location When this is Yes usage transactions occur Other types of issues always transfer ownership These include ISS SO ISS WO ISS FAS ISS UNP The value of Use Con
204. uisition from the queue of items awaiting your attention Requisition Approval Mainte vx Requisition Approval Maintenance Go To ACTIONS View Queue Dispositioned Queue User ID Inr Lana Russell Requisition Number CPR104 View Requisition I Modify Requisition 0 Maintain Aprvl Comments I Action 1 1 Approve 2 Deny 3 Reverse View Queue Dispositioned Specify which list of requisitions you want to select from The setting in this field determines which list you see when you use the arrow keys or the lookup browse Queue The list of requisitions that are currently routed to you Dispositioned The list of requisitions that you have already acted on User ID Displays the user ID of the reviewer or approver This field defaults to the individual logged on to the system You can change this to another person s ID only if you have been designated as this person s alternate or administrative approver in an approver maintenance program Requisition Number Enter the number of the requisition you want to approve Use the arrow keys to select from the Queue or Dispositioned list View Requisition Indicate whether the system should display the requisition in read only mode as shown in Figure 2 25 If you select Yes the requisition is immediately displayed At the line level you can then choose the line to display details Requisition Approval Mainte Requisition Approval Maintenance Go To Orde
205. ultiple to single line mode click Back until the cursor appears in the Ln Format field then enter S and click Next 39 QAD 40 User Guide QAD Purchasing Fig 2 18 Requisition Maintenance Requisition Line Frame Requisition Maintenance X Requisition Maintenance Go To ACTIONS Req Nbr CPR104 Supplier TT 1000 Ln Format S M Single Line Site UM Unit Cost Disc 1 10000 Item Number Supplier Req Qty SW1500 1 TT 1000 2 0 EA 250 00 0 0096 Due Date 05 29 2007 Single Lot Need Date 05 29 2007 Item Revision Type Item Rev Date Category ALL D Pur Acct 5100 2 UM Conversion Stock UM Quantity x Qty Ordered Maximum Unit Cost 2 Ext Cost Max Ext Cost 1 0000 2 0 0 0 1250 00 500 00 500 00 Supplier Item 2 Status Comments Manufacturer Approval Status Unapproved Description ViewWriter Line Required Enter a unique identifier for each line of the requisition Press Enter to create a new line number The line number is used to identify individual requisition lines during the review approval and purchase order process To view or modify an existing line item enter the number of the line or use Next Previous to scroll through the list of line items Site This value defaults from the header but can be changed for each line item Item Number Optional Enter the catalog or stock identifier used for the inventory system For memo item pur
206. upplier name are then sent to the corporate headquarters where they are consolidated into one database using Archive File Reload 36 16 5 QAD 178 User Guide QAD Purchasing Use Supplier Cross Reference Report 5 15 23 4 to view the cross references created in Supplier Cross Reference Maint Fig 5 17 Cross Reference Sites 2000 3000 and 4000 must report Example Supplier Corporate Sites performance data for ABC Inc not for the Pp supplier code names they have assigned to ABC Inc Ss ABC Inc known M as Supplier 3000 ire oeme sa ABC Inc zd I mee a ib Site 14000 e d ABC Inc known as Supplier 5030 Performance data is archived as the specified To Supplier name A lS Site 40000 ABC Inc known as Supplier 5035 Summary Data Extract Use the Summary Data Extract 5 15 19 to collapse and compress supplier performance data for the purpose of historical reporting A date range is used for the selection criteria of the extract The summarized data retains enough information to match the criteria used in the Performance Report Card 5 15 15 Fig 5 18 Summary Data ai Extract 5 15 19 Summary Data Extract Go Tov ACTIONS Transaction Date 05 30 2007 To 05 30 2007 Output Batch ID Summary Data Extract takes the information in your database and based on the selection criteria summarizes and saves the data as a separate record in the database After you
207. urchase requisition numbers are alphanumeric and sort in that sequence requisitions 10 20 and 100 sort in the sequence 10 100 20 Start with a large number such as 10000 so that requisitions sort in sequence Ln Format S M Specify the default method for entering purchase requisition line items single line or multiple line Multiple line mode displays several lines on a single screen but only allows input or modification of basic data Single line mode displays all data fields for one line per screen This value can be changed at any time on individual requisitions Header Comments Enter Yes if comments are normally entered on each requisition header Information associated with the header usually applies to the entire requisition and prints at the top of the requisition The field can be changed manually on a requisition If you do not normally use header comments set this field to No to avoid being prompted each time with the comment entry screen Global Requisition System GRS 21 Line Comments Enter Yes if comments are normally entered on each requisition line The field can be changed manually on a requisition If you normally do not use comments set this field to No to avoid being prompted each time with the comment entry screen Fig 2 6 zx Requisition Requisition Accounting Control Go To ACTIONS Accounting Control 36 9 3 Approval Currency M Product Line Approvals Required 0 Horizontal Approvals Requ
208. usly Purchasing 97 Fiscal Line Enter the line item number from the shipping document If only one purchase order is involved this is normally the same as the PO line If you are referencing an existing fiscal receipt you can retrieve the remaining item information in this screen by using Next Previous in either of the line fields After entering the item PO PO line and fiscal line you are prompted b See User Guide to review and optionally edit the default Tax Usage Tax rin SUN Environment and Tax In settings from the PO for the fiscal receipt information on These settings determine how taxes are calculated for the fiscal VIRES receipt Most fields in this screen function the same way as their counterparts in Purchase Order Receipts 5 13 1 and PO Shipper Maintenance 5 13 14 If you receive items into a different site or location than specified on the PO update them here You can always go back to PO Fiscal Receiving and update this information before processing the receipt using PO Shipper Receipt Note Changing the site can cause the taxes to be recalculated if the new site is in a different tax zone Quantity The actual received item quantity for this line UM The unit of measure for the shipped items Conversion The conversion factor to use if the shipping unit of measure is not the same as the inventory stocking unit of measure For example if the shipping UM is cases the stocking UM is pallets and there a
209. usually changes The current revision for an item can be entered manually using Item Master Maintenance or automatically using ECO Maintenance or features of the option Product Change Control module Entering a specific revision code on a requisition specifies that the supplier is to deliver a particular version of the item Usually this is the current revision but in some cases you might need an earlier or later one Item Revision Date Optionally specify the date the line item revision level is effective The default is blank UM Conversion Optional Enter the factor used to calculate the equivalent amount or value from purchase unit to stock unit of measure default is 1 This value defaults from the value defined in Unit of Measure Maintenance 1 13 if available FAQAD 44 User Guide QAD Purchasing FAQAD This field determines correct conversion of both the items and their currency value For example your company might control pencils as individual items however the supplier might sell them only by boxes containing 24 pencils In that case set the value of UM Conversion to 24 Stock UM Quantity This reference field displays the requisition quantity converted from the supplier s unit of measure to the unit of measure in which your company stocks this item Quantity Ordered This reference field displays the actual quantity ordered The default is zero When all or part of a requisition line item quantity is plac
210. ved requisition lines to build purchase orders POs Figure 2 1 is a simplified flow diagram of the requisition process Fig 2 1 Requisition Process Requestor Complete requisition and route to first approver Approvers Approve deny reroute or route to higher approval level Sufficient N approval level 7 for final Buyer Place requisition line items on purchase order FAQAD Global Requisition System GRS 11 Features of GRS Flexible Approval Process You can set up approval levels based on the way you assign responsibilities within your company Approvers can be defined vertically through your organization relating the approval levels to entities sub accounts and cost centers You can also set up approvers horizontally based on the categories of items they are approving e If an individual is responsible for a project that crosses different organizations you can set that person up as a job approver Or a person who is responsible for replenishing inventory used for manufacturing can be a product line approver Multiple Line Requisitions Unlike standard requisitions which support one item only GRS features multiple line entry You set up default information such as the supplier the requesting site and the need date in a header applying to the whole requisition If you need to change any of this information for a single line item you can override much of it on a line by line b
211. voice is recorded in the system After verifying that no discrepancies exist among the supplier invoice the purchase order and the receiver accounts payable approves the invoice for payment Optionally use Evaluated Receipts Settlement ERS to record a pending payment to a supplier without an invoice Returns A return is a record of purchased items returned to a supplier If items are returned for exchange a return transaction tracks the items If they are returned for credit a purchase order with a negative quantity adjusts supplier balances Types of Purchase Orders The system supports three kinds of purchase orders Discrete purchase orders Blanket purchase orders Supplier schedules Discrete Purchase Orders Use discrete POs for single transactions with a supplier when there is no assumption that further transactions will occur Purchase orders contain a single delivery date for each line item MRP treats purchase order items as supply and assumes that ordered amounts will be available on the delivery date Receipts can be processed against these purchase orders Purchasing 69 Blanket Orders Use blanket POs for multiple deliveries of stock items where an ongoing relationship with the supplier is assumed but exact delivery dates are yet to be determined Quantities and due dates can be entered up to the time when a blanket order becomes a purchase order MRP ignores blanket orders and receipts cannot be pr
212. w long inventory has been at your facility You can extend the maximum aging date as many times as required using Aging Inventory Update 5 18 13 or Aging Inventory Batch Update 5 18 14 An extension automatically updates each receipt PO Cost Point Specify which purchase order cost you want the system to use to calculate the purchase price variance Usage Use purchase order cost at time of usage Receipt Use purchase order cost at time of physical receipt The value defaults from Supplier Item Controls Maintenance or Supplier Consignment Accounting Control Once a consigned receipt is processed this field cannot be updated When Usage is specified on scheduled purchase orders the system looks for the current price in the following order Supplier Consignment Inventory 133 Price list associated with the scheduled order Supplier item price Cost of the purchase order When Usage is specified on discrete purchase orders the system always uses the cost on the purchase order Regardless of what you enter on the header you are prompted during line item entry to specify whether the particular line is consigned If you specify Yes you can also specify the maximum aging date for the line Figure 4 19 illustrates the Consignment field for a PO line x Purchase Order P1135 Go To ACTIONS Header Purchase Order P1135 Supplier TT 1000 Ln Format S M Single Lines Ln Site Req Item Number
213. y your supplier about consigned items you have used This is useful if you are not using EDI eCommerce transmissions to communicate usage records When run in update mode the system marks selected records as having been reported These records are not included the next time the report is run Use Consignment Usage Report to see all inventory that has been used regardless of whether it has been reported to the supplier FAQAD 136 User Guide QAD Purchasing b See User Guide QAD EDI eCommerce P See Shipping Consigned Inventory in the Customer Consignment Inventory chapter of User Guide QAD Sales b See User Guide QAD Lean Manufacturing FAQAD Exporting EDI Files Use Consignment Usage Export 35 4 2 to notify your trading partners defined in EDI eCommerce of inventory transactions RCT PO CN ISS initiating a transfer of ownership Enter ranges of selection criteria for purchase order item number supplier site and transaction usage dates that apply to the records you want to export When your supplier imports this information they can then invoice you for the items used Using Supplier Consignment and Customer Consignment If you have both consignment modules active you can ship items received from a supplier on consignment to one of your customers to be kept on consignment at the customer facility This type of consignment activity is called a pass through Example Your company manufactures pr
214. ystem calculate the date based on credit terms and issue date If you enter the due date printed on the supplier document a warning displays if this due date is inconsistent with the credit terms and issue date For example if the credit terms are 2 Net 30 Days and the Issue Date is April 1 and you enter a Due Date of April 15 a warning displays because the credit terms specify a due date of May 1 EX PO Fiscal Receiving Go To ACTIONS Supplier TT 1000 Central Manufacturing Shipper ID P5052907 0029 1 Penn Plaza Contents Items Item Number SW1500 1 Purchase Order P1132 Line 1 Fiscal Line Quantity 2 UM EA Conversion 1 0000 m Packing Quantity 2 Received Cost 250 00 PO Net Cost 250 00 Site 10000 2 Location 2 Lot Serial Reference Supplier Lot Multi Entry PO Comments PO Ln Cmmts After the first screen you see a frame for recording the PO quantity cost and receiving information for each line item Item Enter the item number as specified in the purchase order This can be a memo item Purchase Order Enter a valid purchase order number for the received line You can reference multiple purchase order numbers on the same receipt but only one per line item Line Enter the purchase order line number An error displays if you reference a line number that is not on the original purchase order or that corresponds to an item different from the item entered previo

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