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Procurement Management

The complete manual for administering and integrating the Purchase & Supplier Module


The complete manual for administering and integrating the Purchase Module

Release 2.8

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Copyright © Copyright 2011 ERESOURCE. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of eresource Infotech P. Ltd. The information contained herein may be changed without prior notice. Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registered trademarks of Microsoft Corporation. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, World Wide Web Consortium, eresource, eresource Logo. Eresourceerp.com are trademarks or registered trademarks of eresource Infotech in India and several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies.

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Table of Contents 1 2

Introduction .................................................................................................................................. 6 Purchase Documents Type ........................................................................................................... 8 2.1 Item Supp Rate Relation: ....................................................................................................... 8

2.1.1 Material Requisition: ...................................................................................................... 8 2.1.2 Direct Indent: .................................................................................................................. 8 2.1.3 Inspection and GRN (Goods Receipt Note):.................................................................... 9 2.1.4 Purchase Invoice: ............................................................................................................ 9 2.1.5 Payment Voucher: ........................................................................................................ 10 2.1.6 Purchase Return:........................................................................................................... 10 3 Purchase Transaction .................................................................................................................. 11 3.1 Purchase Enquiry .................................................................................................................. 11 3.1.1 Search/Edit Of Purchase Enquiry .................................................................................. 21 3.2 Enquiry Amendment ............................................................................................................ 24 3.2.1 Adding Enquiry Amendment......................................................................................... 25 3.2.2 Search/Edit of Enquiry Amendment ............................................................................. 33 3.3 Enquiry Approved List .......................................................................................................... 35 3.4

Quotation ............................................................................................................................. 37

3.4.1 Add Purchase Quotation ............................................................................................... 37 3.4.2 Search/Edit of Purchase Quotation .............................................................................. 45 3.5 Quotation Approved List ...................................................................................................... 48 3.6

Purchase Order..................................................................................................................... 49

3.6.1 Adding Purchase Order ................................................................................................. 49 3.6.2 Search/Edit Purchase Order.......................................................................................... 64 3.7 PO Amendment .................................................................................................................... 67 3.7.1 Search/Edit of PO Amendment..................................................................................... 74 3.8 PO Scheduling....................................................................................................................... 78 3.8.1 Adding PO Schedule ...................................................................................................... 78 3.8.2 Search/Edit PO Schedule .............................................................................................. 82 3.9 PO Approved List .................................................................................................................. 85 3.10 Direct PO .............................................................................................................................. 86 3.10.1 Search/Edit of Direct PO ............................................................................................... 92 4 Reports ........................................................................................................................................ 96 4.1 PO Register ........................................................................................................................... 98

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4.2

Purchase Register ................................................................................................................. 99

4.3

Supplier Register ................................................................................................................ 100

4.4

Supplier Summary .............................................................................................................. 103

4.5

Item Transaction ................................................................................................................ 104

4.6

PO Schedule ....................................................................................................................... 106

4.7

Pending PO ......................................................................................................................... 108

4.8

Enquiry Not Raised ............................................................................................................. 111

4.9

Itemwise PO Report ........................................................................................................... 113

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1

INTRODUCTION

Since time in memoriam, buying and selling has been a part and parcel of the evolution of civilization. Right since the olden day’s ships from far off continents used to dock in other countries laden with goods for selling. Once the wares were sold off, the ships would leave and come back the following year again laden with goods. Commerce is a division of trade or production which deals with the exchange of goods and services from producer to final consumer. It comprises the trading of something of economic value such as goods, services, information, or money between two or more entities. Commerce functions as the central mechanism which drives capitalism and certain other economic systems. Commercialization consists of the process of transforming something into a product, service or activity which one may then use in commerce. Commerce involves trade and aids to trade which help in the exchange of goods and services. In historic times, the introduction of currency as a standardized money facilitated a wider exchange of goods and services. Currency solved this problem by allowing a society as a whole to assign values and thus to collect goods and services effectively and to store them for later use, or to split them among several providers. Now, commerce implies buying and selling, and buying implies purchasing something. What would be a standard description for Purchase? Purchasing could refer to a business or organization attempting to acquire goods or services to accomplish the goals of the enterprise. Though there are several organizations that attempt to set standards in the purchasing process, processes can vary greatly between organizations The Purchase department is thus responsible for maintaining and keeping a record of all Purchase Transactions. The Purchase module has the following structure (Refer to the Flow Chart below):

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The Purchase Module is divided into the following transactions, each transaction having its own purpose and function:

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2 PURCHASE DOCUMENTS TYPE 2.1 Item Supp Rate Relation: The Item Supplier Rate Relation is a very important factor when it comes to procuring materials from suppliers. Every company which is involved in manufacturing and production always requires raw materials. Now, these raw materials are procured from Suppliers who supply the materials whenever requested. However, it cannot be assumed that the prices of the materials will always remain the same throughout the year. There is always the likelihood of there being a fluctuation in the prices of the raw materials. It is due to this reason that most companies maintain a contract with the suppliers for a time period. This contract is called as a “Rate Contract” and what it implies is that the price of the material for the contract period will remain the same irrespective of there being a fluctuation in prices in the market. The Rate Contract is very advantageous when the materials involved are those whose prices keep fluctuating from time to time. A single company can have Rate Contracts with multiple suppliers depending on the type and the rates of the materials required. It is also possible that for the same material the company may also have rate Contracts with different suppliers. The Item Supplier Rate Relation is observed usually when: i.) ii.) 2.1.1

The quantity of consumption is more (i.e. the material is always to be ordered in bulk) The value of the material does not fluctuate much Material Requisition: The request for materials is done by the production department and the request is sent to the Stores. Once the Stores Department finds that the amount of raw material is inadequate, it sends off an indent to the Purchase Department requesting for the materials to be procured. Now, what is the meaning of an indent? An indent can be defined as a request by the Stores to the Purchase Department for certain raw materials. The Indent is of two types:

2.1.2

Direct Indent: The Purchase order (PO) is directly made referring to the Rate Contract for the particular material, when the indent is issued. This usually happens when the request is made when

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the material quantity is above the Re-Order level. The Rate Contract in this case is called as a “Fixed Rate Contract” as the rate contract does not fluctuate. The Re-Order level is a benchmark below which if the quantity of the material is exhausted, then the material will have to be re-ordered. The Re-Order level is always maintained at a certain degree above the bare minimum level of the material quantity. In the case of Direct Indent, there is no need of material requisition from any department. The stores department can directly issue Direct indent without any reference of Material Requisition.

2.1.3

Inspection and GRN (Goods Receipt Note): Once the goods have been delivered, they are subjected to further inspection to verify that they are in perfect order and that there is no discrepancy in the goods delivered. The GRN (Goods receipt Note) is a confirmation of the fact that the goods have been acquired by the Purchase Department and the items have been stacked in the warehouse. In certain industries such as the Pharma Industry, there is a further Quality Control (QC) check on the goods which have been delivered (in this case medicines which are further checked for chemical composition). This is called as the AGRN (Approved Goods Receipt Note), and only when the AGRN has been issued are the goods deemed to be fit enough. In any case, all GRN’s in eresource is against the Purchase order. Purchase Order is the main reference for creating GRN. The status of Purchase order such as “Open / Partial / Close” is depending on the GRN. For a Purchase Order, if the material is completely received, then the Status of the Purchase Order becomes “Close”. For a Purchase order, if the material is partially received, then the status of Purchase order becomes “Partial”. But if no GRN is created for a PO, then the status of the Purchase Order remains as “Open”. In any case, eresource provides the ability to Short Close the Purchase in the case of Partial receipt of material.

2.1.4

Purchase Invoice: A Purchase Invoice (“Bill” in layman terms) is also sent along with the delivered goods. The Purchase Invoice gives the complete details of all the goods that have been acquired, their quantity, cost, services provided by the seller, etc. In short, it is a complete record of the

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purchase transaction itself. Once the goods have been stacked in the warehouse, the Purchase Invoice is forwarded by the Purchase Department to the Accounts Department so that the accounts are updated with respect to the latest Purchase Transaction. The references for Purchase Invoice are Purchase Order and GRN’s. eresource allows ability to create One invoice against Multiple GRN’s and Multiple PO’s-Multiple GRN’s. 2.1.5

Payment Voucher: The Payment Voucher is issued by the Accounts Department after the updating of the accounts with respect to the latest Purchase invoice has been done. The Payment Voucher is issued to the supplier and it indicates that the transaction has been deemed to be complete.

2.1.6

Purchase Return: If, after the GRN and the Purchase Invoice have been issued and the formalities have been deemed to be completed, there is a fault found in any of the goods, then those goods are rejected by the customer and a Purchase Return is made for the same. The Purchase Return contains the details of the rejected goods like the item type, the quantity, and the cost of the items. The goods which have been rejected may be subject to a replacement by the vendor or the client can refuse payment for the damaged goods. This is included in the form of a debit note along with the Purchase invoice. Finally, when the actual Purchase Invoice is generated, then the Debit Note is taken into consideration while making the final Purchase Invoice for payment.

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3 PURCHASE TRANSACTION 3.1 Purchase Enquiry What do we mean by an enquiry? In layman terms, an enquiry can be defined as “Asking about something”. However, if we are dealing with a transaction like Purchase, then it becomes a bit more specific. An enquiry can be deemed to be a query for a certain commodity/item/goods which is requested. The request for Material can be generated by any department. Let us consider this with an example. Let us say that Mr. “X” or Company “X” wants to purchase 10 Mobile sets. He contacts the Mobile Phone manufacturer who, in turn, forwards this enquiry to the Stores to make the 10 mobile sets available to him. The stores department finds that it has only 5 mobile sets in its possession. So, what does it do? It simply hands over the 5 mobile sets that it has to the Sales Department, and contacts the Manufacturing Department to make the remaining 5 mobile sets to deliver at the scheduled date. Now, the Manufacturing Department itself finds that it does not have the raw material to manufacture the 5 mobile sets required. It then jots off an Indent to the Purchase Department to procure the raw material which will be used to make the 5 mobile sets. After researching the suppliers who supply the raw materials, the Purchase Department then sends off an enquiry to all these suppliers to give a quotation for the same. This process is called as an Enquiry and it is just a part of the whole Purchase Transaction process. Add To access the Enquiry form, do the following: i.)

Select the “Enquiry” icon on the top of the screen

ii.)

Select the “Enquiry” icon, and then the “Add” icon

The Enquiry Form is displayed as follows (Refer to Purchase Module Image 1.00).

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Purchase Module Image 1.00 You may notice in the above screen, there is an Indent button. The indent will populate all open indents for which the enquiry with suppliers are not generated. After selection of the Indent and the Item in the Indent, there would be “Supplier” button invoked next to the Indent button. Enquiry Details Fields Table: ACTION General Details Enquiry No

<<Alpha numeric, Auto generated, Read only>>

Enquiry Date

<<Numeric, To be selected using Date Selector>>

Follow Up

Drop Down to be selected

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from Fixed List>> Due Date

<<Numeric, To be selected using Date Selector>>

Priority

<<Drop Down to be selected from Fixed List>>

Indent Indent No.

<<Auto generated, Read Only>>

Check Box To be checked/ unchecked

Indent Date

<<Numeric, Auto generated>>

Depends on the date selected in the Indent Form in the Stores Master

Item Code

<<Auto generated, Alphanumeric>>

Depends on the item selected in the Indent Form in the Stores Master. Check Box to be checked / Unchecked in the Indent Details form

Item Name

<<Auto generated text>>

Depends on the item selected in the Indent Form in the Stores Master.

Quantity

<<Numeric, Auto generated>>

Depends on the quantity mentioned in the Indent Form in the Stores Master.

UOM1 (Unit of Measurement)

<<Numeric, Auto generated>>

Depends on the Unit of Measurement mentioned in the Indent Form in the Stores Master/User List.

UOM2

<<Numeric, Auto generated>>

Depends on the Unit of

Item Details

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(Unit of measurement)

Measurement mentioned in the Indent Form in the Stores Master/User List.

Brand

<<Alphanumeric, Auto generated>>

Depends on the Brand mentioned in the Indent Form in the Stores Master.

Suggested Party

<<Auto generated text>>

Depends on the Brand mentioned in the Indent Form in the Stores Master.

Required For

<<Auto generated text>>

Depends on the Brand mentioned in the Indent Form in the Stores Master.

Required By Date

<<Numeric, Auto generated>>

Depends on the Date selected in the Indent Form in the Stores Master.

Specification

<<Numeric, Auto generated>>

Depends on the specification mentioned in the Indent Form in the Stores Master.

Reference No.

<<Alphanumeric, Auto generated>>

Depends on the Reference Number mentioned in the Indent Form in the Stores Master.

Supplier Details Supplier

<<Drop Down to be selected from Supplier Master>>

Select

<<Check Box>>

Product Name

<<Drop Down to be selected from Item Master>>

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To be Checked/Unchecked

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Name

<<Auto generated text>>

Depends on the Supplier selected in the Indent Form in the Stores/Supplier Master.

Location

<<Auto generated text>>

Depends on the Supplier selected in the Indent Form in the Stores/Supplier Master

Address

<<Auto generated text>>

Depends on the Supplier selected in the Indent Form in the Stores/Supplier Master

<<Check Box>>

To be Checked/Unchecked

Terms and Conditions Status Other Details Remarks

<<Free Text, Editable>>

Reference Details Approved By

<<Drop Down to be selected from User List>>

Prepared By

<<Drop Down to be selected from User List>>

Fill in the General Details in the form and then click the Indent button. A table is displayed showing the Indent Details such as Indent Nos, and the Indent Dates (Refer to Purchase Module Image 1.01). As per the workflow, first material requisition is generated by users of any department, then against the material requisition if there are no stock the Store department can generate Material

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Indent to the purchase department. The purchase de department partment floats enquiry against that material indent.

Purchase Module Image 1.01 Check the appropriate boxes for the given Indent Nos. and then click the “Go” button. To cancel anything, click the “Cancel” button.

Another table is displayed which conta contains ins all the requisite information regarding the items in the Indents selected, such as the “Item Code”, “Name”, “Brand”, “Suggested Party”, etc. Check the appropriate boxes for the Item Codes given in the table and then click the “Done” button (Refer to Purchase Module Image 1.02).

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Purchase module Image 1.02 A message is displayed confirming that the Items have been successfully saved (Refer to Purchase Module Image 1.02). Click the second “Done” button to confirm this. The Enquiry form is displayed ag again ain (Refer to Purchase Module Image 1.00). In this form, click the “Supplier” button located next to the “Indent” button to display the Supplier Form (Refer to Purchase Module Image 1.03).

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You may notice that the Supplier Button is invoked on selection of the Items in the Indent.

Purchase Module Image 1.03

In the form displayed, select the “Supplier” and click the “Add” button. Only those suppliers are populated in the drop down that supplies the item selected in the Indent. In eresource, e, you can generate enquiry to multiple suppliers for same Items from one screen. The above screen depicts the item supplied by the Supplier selected. On the right table are the contact people of the supplier. On selection of the contact person, an auto eemail mail of the enquiry goes to the contact person of the supplier

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Purchase Module Image 1.04

If everything is done properly, two tables pop up which give all the possible details about the Supplier such as the “Product Name”, “Supplier Name”, “Address”, eetc. Select the appropriate Product and Supplier using the check boxes and click the “Add” button. A third table giving all the details selected is displayed. Click the “Done” button (Refer to Purchase Module Image 1.05).

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Purchase Module Image 1.05 The he Enquiry Details table is displayed again. Check the appropriate boxes in the “Terms and Conditions” table, fill in the Other Details (if any), select the “Reference Details”, etc (Refer to Purchase Module Image 1.06).

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Purchase Module image 1.06 Click ck the “Save” button in the bottom right corner of the form. To cancel any information entered, click the “Cancel” button (Refer to Purchase Module Image 1.06).

3.1.1

Search/Edit Of Purchase Enquiry

In case, a search or an update is to be performed on an exis existing ting enquiry, the “Search/Edit” facility can be used by entering the particular search parameter in the Search string. The Enquiry can be searched based on the following options (Refer to Purchase Module Image 1.07):

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Purchase Module Image 1.07 Enquiry No. Wise:: The search can be done on the basis of the Enquiry Number. Supplier No: The search can be done on the basis of the Supplier Number. Product Wise: The search can be done on the basis of the product/item name. Date: The he search can be done on the basis of the enquiry date To display enquiries handled by Jainex Limited, simply select the “Supplier Option” and the click the Search button without entering anything in the Search 1options given. A list of all the enquiries is handled by Jainex is displ displayed. ayed. To add e new Enquiry Amendment, click the “Add New” button at the top left hand corner of the enquiry amendment list (Refer to Purchase Module Image 1.08).

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Purchase Module Image 1.08 The three colored (Red, Green, and Blue) highlights at the botto bottom m of the table indicate the different states of the enquiry: Amendment Performed: This implies that an amendment has been performed on the enquiry. Processed for Quotation:: This implies that the Quotation from the Supplier has received for the enquiry item. Processed until PO: This implies that the enquiry has been processed until the Purchase order. Click on any of the names given in the list to get all the details of that particular enquiry (Refer to Purchase Module Image 1.09).

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Purchase Module Image 1.09

To update any details in the form, click the “Update” button. To cancel any updates done, click the “Cancel button. To delete the record itself, click the “Delete” button. To print the enquiry form itself, click the “Print” button.

3.2 Enquiry Amendment dment In many cases during a Purchase Transaction, there is always the possibility that there would a change, or shall we say, an amendment to an existing Purchase Enquiry. This usually happens in cases when the Product ordered has to be changed, or the su supplier pplier for a particular product is changed, or when the actual quantity of product ordered has to be changed. These changes are then made possible via the enquiry amendment provision. Each enquiry which is to be amended is given an amendment number.

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3.2.1

Adding ng Enquiry Amendment

To access the Enquiry form, do the following: i.)

Select the “Enquiry” icon on the top of the screen

ii.)

Select the “Enquiry Amendment” icon, and then the “Add” icon

Let us consider the entire Enquiry Amendment process with the help of an example. Select the Enquiry No. previously i.e. Enquiry No. /FMC/00027/09 /FMC/00027/09-10/A (The Amendment No. is automatically displayed depending on the Enquiry No. we selected. Select the dates, and click the Indent button (Refer to Purchase Module Image 1.10).

Purchase Module Image 1.10

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Enquiry Amendment Details Fields Table: ACTION General Details Enquiry No

<<Alpha numeric, Auto generated, Read only>>

Amendment Date

<<Numeric, To be Selected using Date Selector>>

Amendment No.

<<Numeric, Auto generated, Read Only>>

Enquiry Date

<<Numeric, To be selected using Date Selector>>

Follow Up

<<Drop Down to be selected from Fixed List>>

Due Date

<<Numeric, To be selected using Date Selector>>

Priority

<<Drop Down to be selected from Fixed List>>

Indent Indent No.

<<Auto generated, Read Only>>

Check Box To be checked/ unchecked

Indent Date

<<Numeric, Auto generated>>

Depends on the date selected in the Indent Form in the Stores Master

<<Auto generated, Alphanumeric>>

Depends on the item selected in the Indent

Item Details Item Code

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Form in the Stores Master. Check Box to be checked / Unchecked in the Indent Details form Item Name

<<Auto generated text>>

Depends on the item selected in the Indent Form in the Stores Master.

Quantity

<<Numeric, Auto generated>>

Depends on the quantity mentioned in the Indent Form in the Stores Master.

UOM1 (Unit of Measurement)

<<Numeric, Auto generated>>

Depends on the Unit of Measurement mentioned in the Indent Form in the Stores Master/User List.

UOM2 (Unit of measurement)

<<Numeric, Auto generated>>

Depends on the Unit of Measurement mentioned in the Indent Form in the Stores Master/User List.

Brand

<<Alphanumeric, Auto generated>>

Depends on the Brand mentioned in the Indent Form in the Stores Master.

Suggested Party

<<Auto generated text>>

Depends on the Brand mentioned in the Indent Form in the Stores Master.

Required For

<<Auto generated text>>

Depends on the Brand mentioned in the Indent Form in the Stores Master.

Required By Date

<<Numeric, Auto generated>>

Depends on the Date selected in the Indent Form in the Stores Master.

Specification

<<Numeric, Auto generated>>

Depends on the

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specification mentioned in the Indent Form in the Stores Master. Reference No.

<<Alphanumeric, Auto generated>>

Depends on the Reference Number mentioned in the Indent Form in the Stores Master.

Supplier Details Supplier

<<Drop Down to be selected from Supplier Master>>

Select

<<Check Box>>

Product Name

<<Drop Down to be selected from Item Master>>

Name

<<Auto generated text>>

Depends on the Supplier selected in the Indent Form in the Stores/Supplier Master.

Location

<<Auto generated text>>

Depends on the Supplier selected in the Indent Form in the Stores/Supplier Master

Address

<<Auto generated text>>

Depends on the Supplier selected in the Indent Form in the Stores/Supplier Master

<<Check Box>>

To be Checked/Unchecked

To be Checked/Unchecked

Terms and Conditions Status Other Details

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Remarks

<<Free Text, Editable>>

Reference Details Approved By

<<Drop Down to be selected from User List>>

Prepared By

<<Drop Down to be selected from User List>>

In the Indent Details form, make the changes by checking the boxes as desired, and then click the “Go” button. The Item details for that particular selection are displayed accordingly in the table below (Refer to Purchase Module Image 1.11).

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Purchase Module Image 1.11 Select the appropriate boxes and then click the “Done” button. The amended enquiry form is displayed accordingly (Refer to Purchase Module Image 1.12).To save the amendment, click the “Save button”. To cancel the amendment, click the “Cancel” butt button.

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Purchase Module Image 1.12 In case an amendment has to be done to the supplier details, click the “Supplier” button. The Supplier details and the shipping address is displayed accordingly (Refer to Purchase Module Image 1.13). If you see, we had selected ected the location “Jainex” in the initial enquiry (Refer to Purchase Module Image 1.03). However, now we have amended the Supplier Details and have also selected the supplier “Godown No. 2”. Thus, we have added one more location to the existing list (Refer (Refe to Purchase Module Image 1.13).

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Purchase Module Image 1.13 To delete any record in the Product Table, click the “X” button in the “Control” column (refer to Product Module Image 1.13). Click the “Done” button after the amendments have been done. Fill in the rest of the details (Terms and Conditions, Other Details, Reference, etc.) and then click the “Save” button. The amended enquiry is saved to the Enquiry Amendment Details file (Refer to Purchase Module 1.14).

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Purchase Module Image 1.14

3.2.2

Search/Edit Edit of Enquiry Amendment

In case a search or an update has to be made to an existing enquiry amendment, then the “Search/Edit” function can be used. The Enquiry Amendment search can be done in the following manner: i.)

Amendment No. Wise: The search is don done e on the basis of the Amendment Number.

ii.)

Supplier Wise: The search is done on the basis of the supplier.

iii.)

Product Wise: The search is done on the basis of the Product Name.

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iv.)

Date Wise: The search is done on the basis of the Enquiry Amendment date.

In case a list of all the Enquiry Amendments is to be displayed, click the “Search” button, without entering any information in the search options given. (Refer to Purchase Module Image 1.15):

Purchase Module Image 1.15

A list of all the amendments is dis displayed played with the details such as the “Enquiry Amendment No.”, “Enquiry Amendment Date”, “Supplier”, “Item” etc. To add a new Enquiry Amendment, click the “Add New”” button at the top left hand corner of the enquiry amendment list (Refer to Purchase Module Image 1.16).

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Purchase Module Image 1.16 Click on any of the enquiry numbers given in the list to access the details (Refer to Purchase Module Image 1.10). Again, as mentioned before, the different states in which the enquiry amendments are in at present is indicated via the colored icons at the bottom of the Enquiry Amendments list.

3.3

Enquiry Approved List

The Enquiry Approved List displays the list of enquiries which needs approval (Refer to Purchase Module Image 1.15). All the aspects of a particular enq enquiry uiry such as “Enquiry No”, ”Enquiry Date”, “Due Date”, “Document Headers and Footers”, etc. are displayed. To approve the enquiry, enquiry click the box in the “IsApp” column and then click the “Done” button.

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To access the Enquiry Approved List. Click the “Enquir “Enquiry” icon at the top of the screen followed by the “Enquiry Approved list” icon.

The Enquiry form is displayed below as follows (Refer to Purchase Module Image 1.15)

Purchase Module Image 1.15

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3.4 Quotation In business, a quotation is a document that a vendor or service provider would give to a customer to describe specific goods and services that they may provide and its cost. Besides the term quotation, it can also be referred by other terms like Bid, Quote, Estimate, Tender and Proposal. A quotation is normally prepared only upon request by the customer. Suppose that “X” is a seller of medical equipment specifically for Pathological labs.”Y” is a person who owns a pathological lab and he is in the process of expanding his lab. Now, “Y” will definitely require more equipment for the same. He researches and gathers all possible information about the medical equipment which he desires and then tries to enquire about the sellers who make and sell that equipment. Once he gets a list of the persons involved, he contacts each and every one of the sellers and tells them his specifications, as to what he exactly requires. He requests “X” to send him a quotation. “Y” repeats this procedure not with one particular seller, but with a number of sellers involved. Once he gets a handful of quotations, he reads through each and every one them, and ascertains as to whether they fit into the budget that he had planned for the equipment concerned and whether the equipment adheres to his requirements. The Quotation which has been sent by the seller would normally contain details about the equipment such as the Make, the Dimensions, the Price, the Quantity, and finally the amount. Also, if “X’ provides after sales service and other perks, the details of those services are also given. “Y” has to take into account all of these factors and not just the price alone. Once”Y” decides that the quotation for equipment “Z” fits his requirements perfectly, he contacts the seller and makes the purchase. Subsequently, the Purchase Order, Sales order, Invoice is generated between “X” and “Y” and the deal is deemed to be complete. Add Purchase Quotation

3.4.1

To access the Enquiry form, do the following: i.)

Select the “Quotation” icon on the top of the screen

ii.)

Select the “Quotation” icon, and then the “Add” icon

Fill in the “General Details” and then click the “Go” button (Refer to Purchase Module Image 1.16).

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Purchase Module Image 1.16 A point to remember here is that the Mandatory Fields (the fields marked with a Red asterisk) has to be filled, lled, otherwise the form would not be deemed to be completed (Refer to Purchase Module 1.16).

Quotation Details Fields Table: ACTION General Details Quotation No

<<Alpha numeric, Auto generated, Read only>>

Quotation Date

<<Numeric, To be selected

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using Date Selector>> Supplier Name

<<Drop Down to be selected from Supplier Master>>

Quotation From

<<Drop Down to be selected from Fixed list>>

Product Details Item

<<Auto Only>>

generated,

Read

Depends on the specification mentioned in the Enquiry Form

UOM1

<<Auto generated Editable>>

Text,

Depends on the specification mentioned in the Enquiry Form/User List

UOM2

<<Auto generated Editable>>

Text,

Depends on the specification mentioned in the Enquiry Form/User List

Reference Code

<<Auto Only>>

generated,

Read

Depends on the specification mentioned in the Enquiry Form

SO/Reference Code

<<Auto Only>>

generated,

Read

Basic Rate/Unit

<<Numeric, Auto generated, Editable>>

Disc Type

<<Auto generated, Editable>>

Discount (%)

<<Numeric, Auto generated, Editable>>

Discount Amount

<<Numeric, Auto generated, Read Only>>

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Depends on the \Rate/Unit mentioned in Item Master

Calculated after levying the discount on the actual amount

Š 2010 eresource Infotech Private Limited. All rights reserved


Net Rate

<<Numeric, Auto generated, Read Only>>

Excise Duty

<<Auto generated text, Editable, Drop Down to be selected from Fixed List>>

Excise Amount

<<Numeric, Auto generated>>

Customs Duty

<<Numeric, Auto generated>>

VAT/CST

<<Auto generated, Editable, Drop Down to be selected from Fixed List>>

VAT/CST Amt.

<<Numeric, Auto generated, Editable>>

PFF Amt.

<<Numeric, Auto generated, Editable>>

Freight

<<Numeric, Auto generated, Editable>>

Insurance

<<Numeric, Auto generated, Editable>>

Excise Set off

<<Auto generated, Editable, Drop Down to be selected from Fixed List>>

VAT Set Off

<<Numeric, Auto generated, Read Only>>

Landed Cost

<<Auto generated, Read Only>>

Calculated from all the rates put together

Calculated on the basis of the Excise Amount and Customs Duty

Terms and Conditions

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Status

<<Check Box>>

To be Checked/Unchecked

Reference Details Approved By

<<Drop Down to be selected from User List>>

Prepared By

<<Drop Down to be selected from User List>>

A table is displayed which displays the Enquiry No. and the Date. Click tthe he box next to the Enquiry No. and then click the “Go” button (Refer to Purchase Module Image 1.17).

Purchase Module Image 1.17

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A new window is populated. The table displays Enquiry of the supplier selected. On selection of the Enquiry number, a new table le is populated which gives the details such as Enquiry Details No., Item Name, UOM (Unit of Measurement), etc. Select the appropriate Enquiry Detail No. box and click the “Go” button on the bottom bottom-right right of the screen. A message is displayed confirming that tha the item has been saved. Click the “Done” button (Refer to Purchase Module Image 1.17). The “Quotation Details” is displayed again, but this time the details which were saved in the Quotation Enquiry form (Refer to Purchase Module Image 1.17), will be displayed in the Quotation Details Table (Refer to Purchase Module Image 1.18).

Purchase Module Image 1.18 Any of the details given can be updated by clicking the “Edit/Del” button located at the end of the table in the “Action” column (Refer to Purchas Purchase Module Image 1.19).

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Purchase Module Image 1.19 Fill in the details like Terms and Conditions, Reference Details, etc. and click on the “Update” button. To cancel the information entered in the table, click the “Cancel” button. Once the details of thee form have been filled, click the “Save” button. To cancel the information filled in, click the “Cancel” button (Refer to Purchase Module Image 1.19).

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Purchase Module Image 1.20 A message is displayed stating that the Quotation has been successfully ad added.

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3.4.2

Search/Edit of Purchase Quotation

In case a search or an update has to be made to an existing Quotation, then the “Search/Edit” function can be used. The Quotation search can be done in the following manner (Refer to Purchase Module Image 1.21):

Purchase Module Image 1.21 i.)

Quotation No. Wise: The search is done on the basis of the Amendment Number.

ii.)

Supplier Wise: The search is done on the basis of the supplier.

iii.)

Product Wise: The search is done on the basis of the Product Name.

iv.) Date Wise: The search is done on the basis of the Enquiry Amendment date.

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Suppose that the Quotations which have been issued by Jainex Limited are to be searched for. Select the Supplier option and select the supplier (in this case, Jainex Limited) from the list (Refer to Purchase Module Image 1.21). Click the “Search” button. A list of all the Quotations issued by Jainex Limited is displayed with the details such as the “Quotation No.”, “Quotation Date”, “Supplier Name”, “Product Name”, “Enquiry No” etc. To add a new Quotation, click the “Add New” button at the top left hand corner of the Quotation list (Refer to Purchase Module Image 1.22).

Purchase Module Image 1.22 Click on any of the Quotations numbers displayed in the list given above to access the complete details ails of the particular quotation (Refer to Purchase Module Image 1.23). After making the desired updates, click the “Update” button. To cancel the update, click the “Cancel” button. To delete the record altogether, click the “Delete” button. To print thee Quotation, click the “Print” button.

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Purchase Module Image 1.23

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3.5

Quotation Approved List

To access the Quotation approval pending list list,, click the “Quotation” icon followed by the “Quotation Approved list” icon. The Quotation Pending for or Approval list displays the list of quotations which is pending for approval.. It displays details of the Quotation such as “Quotation No”, “Quotation Date”, “Supplier”, “Prepared By”, etc. Click on the box in the “IsApp” column, and click the “Done” button butt at the bottom right-hand hand corner of the form. A message is displayed saying that the Quotation has been successfully approved (Refer to Purchase Module Image 1.24).

Purchase Module Image 1.24

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3.6 Purchase Order What is a Purchase Order? A purchase order (PO) is a commercial document issued by a buyer to a seller, indicating the types, quantities, and agreed prices for products or services that he seller will provide to the buyer. Sending a PO to a supplier constitutes an offer to buy products or services. Acceptance of a PO by the seller usually forms a one-off contract between the buyer and the seller, so no contract exists until the PO is accepted. There are several reasons why companies use Purchase Orders. Purchase Orders allow buyers to clearly and explicitly communicate their intentions to sellers, and sellers are protected in case of a buyer's refusal to pay for goods or services. For example, Jeremy works for company A and orders parts from company B. The seller assumes that Jeremy's boss consents. If Jeremy is not entitled to this order - perhaps due to a miscommunication with his boss - the order can be cancelled by either party. Depending on the type of product that is delivered and at what stage the Purchase Order is cancelled, Company B may be entitled to production (labor, raw materials, etc.) and shipping and handling costs.

3.6.1

Adding Purchase Order

To access the Purchase Order form, do the following: i.) Select the “PO” icon on the top left corner of the screen ii.) Select the “Purchase Order” icon, and then the “Add” icon Purchase Order can be generated directly from the Indent or from the approved Quotation. Purchase Order from the Indent are generally called as Direct Purchase Order. Fill in the General Details in the Purchase Order form. The Mandatory fields (marked by the Red asterisks) have to be filled or the form would be deemed to be incomplete. There are two choices in the “PO Form” drop down box from which the user can select his choice. Select the appropriate choice (Indent or Quotation), select the supplier from the “Supplier Name” box, and click the “Go” button (Refer to Purchase Module Image 1.25).

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Purchase Module Image 1.25

Open Purchase Order Details Fields Table: ACTION General Details PO No

<<Alphanumeric, Auto generated, Mandatory Field>>

PO Date

<<Numeric, To be Selected using Date Selector, Mandatory Field>>

Supplier Name

<<Drop Down to be Selected from Supplier Master>>

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PO From

<<Drop Down to be Selected from Fixed list>>

PO Cancelled

<<Check Box>>

To be Checked/Unchecked

Is Excisable

<<Check Box>>

To be Checked/Unchecked

Is Closed

<<Check Box>>

To be Checked/Unchecked

Item Code

<<Alphanumeric, Auto generated, Read Only>>

Depends on the specification mentioned in the Quotation

Item Reference Code

<<Alphanumeric, Auto generated, Read Only>>

Depends on the specification mentioned in the Quotation

Item Name

<<Auto generated Text, Read Only>>

Depends on the specification mentioned in the Quotation

UOM1

<<Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

UOM2

<<Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

Reference No.

<<Alpha numeric, Auto generated, Read Only>>

Item Rate

<<Numeric, Auto generated,

Item Details

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Depends on the

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Editable>>

specification mentioned in the Quotation

Packing Type

<<Auto generated text, Editable>>

Per

<<Numeric, Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

Quantity

<<Numeric, Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

Gross Amt.

<<Numeric, Auto generated, Read Only>>

Calculated based upon the Item Rate & Quantity.

Delivery Date

<<Numeric, Auto generated, Editable>>

Specification

<<Numeric, Auto generated, Editable>>

Net Amount

<<Numeric, Auto generated, Read Only>>

Calculated based upon the Item Rate, Quantity & Gross Amount.

Amount in Words

<<Auto generated Text, Read Only>>

Depends on Net Amount Numeric Value

Terms and Conditions Status

<<Check Box>>

To be Checked/Unchecked

<<Auto generated Text, Read Only

Depends on the Supplier Address mentioned in the Quotation

Address Details Address

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Mobile

<<Numeric, Auto generated, Read Only>>

Depends on the Supplier Mobile Number mentioned in the Quotation

Location

<<Auto generated Text, Read Only>>

Depends on the Supplier Location mentioned in the Quotation

Fax

<<Numeric, Auto generated ,Read Only>>

Depends on the Supplier Fax Number mentioned in the Quotation

City

<<Auto generated Text, Read Only>>

Depends on the Supplier City Number mentioned in the Quotation

Email

<<Alpha numeric, Auto generated , Depends on the Supplier Read Only>> Email mentioned in the Quotation

Charges Status Discount

<<Numeric, Auto generated ,Read Only>>

Depends on the Discount mentioned in the Quotation

Excise Duty

<<Numeric, Auto generated ,Read Only>>

Depends on the Excise Duty mentioned in the Quotation

Inclusive

<<Check Box>>

To be Checked/Unchecked

Edu/Cess

<<Numeric, Auto generated ,Read Only>>

Depends on the Edu Cess mentioned in the Quotation

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SH Cess

<<Numeric, Auto generated ,Read Only>>

Depends on the SH Cess mentioned in the Quotation

Tax

<<Numeric, Auto generated ,Read Only>>

Depends on the Tax mentioned in the Quotation

VAT/CST

<<Numeric, Auto generated ,Read Only>>

Depends on the VAT/CST mentioned in the Quotation

Insurance

<<Numeric, Auto generated ,Read Only>>

Depends on the Insurance mentioned in the Quotation

Freight

<<Numeric, Auto generated ,Read Only>>

Depends on the Freight charges mentioned in the Quotation

C&F

<<Numeric, Auto generated ,Read Only>>

Depends on the C&F mentioned in the Quotation

Octroi

<<Numeric, Auto generated ,Read Only>>

Depends on the Octroi mentioned in the Quotation

Gross Amount

<<Numeric, Auto generated ,Read Only>>

Calculated on basis of the above factors

Gross Amount in Words

<<Numeric, Auto generated ,Read Only>>

Depends on the numeric value of the Gross Amount

Order Status Delivery

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<<Drop Down to be selected from Fixed List>>

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Mode of Dispatch

<<Free Text, Editable>>

Remark

<<Free Text, Editable>>

Octroi To Be Paid By

<<Free Text, Editable>>

Insurance By

<<Free Text, Editable>>

Packing Details

<<Free Text, Editable>>

Other Details PO Header

<<Free Text, Editable>>

PO Footer

<<Free Text, Editable>>

Remarks

<<Free Text, Editable>>

Insurance By

<<Free Text, Editable>>

Insurance policy No.

<<Numeric, Drop Down to be Selected from Insurance Master>>

Reference Details Prepared By

<<Drop Down to be Selected from User List>>

Approved By

<<Drop Down to be Selected from User List>>

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i.)

Indent Option:

In case the Indent ndent option is selected in the “PO From” box, all the open Indent for which the PO is not generated will be populated (Refer to Purchase Module Image 1.26). Click on the box in the Indent form and click the “Go” button. To cancel anything, click the “Cancel” “Ca button.

Purchase Module Image 1.26

Click the boxes next to the Item Codes and then click the “Done” button. A message is displayed that the items have been selected successfully (Refer to Purchase Module Image 1.27).

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Purchase Module Image 1.27 The Purchase Order form is displayed again. Fill in the remaining details (“Terms and Conditions”, “Other Details”, etc)

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Purchase Module Image 1.28 Click the “Save” button. A message is displayed conveying that the Purchase Order has been successfully fully saved (Refer to Purchase Module Image 1.28). To cancel the details entered, click the “Cancel” button, and to print the form, click the “Print” button.

ii.)

Quotation Option:

In case the Quotation option is selected in the “PO Form” box, select the appropriate details in the Quotation form and click the “Go” button (Refer to Purchase Module Image 1.29).

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Purchase Module Image 1.29

A list of Purchase Orders by Jainex Limited is displayed (Refer to Purchase Module Image 1.30).

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Purchase Module Image 1.30

From this list, click the appropriate Quotation Nos. and click the “Go” button. A second table detailing the Item Names is displayed. Again, select the appropriate boxes in this table, click the “Done” and then the “Go” button (Refer to Pu Purchase Module Image 1.31).

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Purchase Module Image 1.31

The details which had been mentioned in the Quotation will be displayed in the “Item Details” table. Any sort of editing and deletion can be done on the details displayed using the “Edit” and “Del”” buttons in the “Action” column in the table (Refer to Purchase Module Image 1.32).

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Purchase Module Image 1.32 Fill in the remaining details in the form like “Terms and Conditions”, “Address”, “Status”, “Other Details”, etc. When all information has be been entered, click the “Save” button. To cancel the information, click the “Cancel” button, and to print the information in the Quotation, click the “Print” button.

Confirmation of the fact that all relevant information entered has been saved is displayed display via the means of a message (Refer to Purchase Module Image 1.33)

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Purchase Module Image 1.33

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3.6.2

Search/Edit Purchase Order

In case a search or an update has to be made to an existing Purchase Order, then the “Search/Edit” function can be used. The Purchase hase Order search can be done in the following manner (Refer to Purchase Module Image 1.34):

Purchase Module Image 1.34

i.)

PO No. Wise: The search is done on the basis of the Purchase Order Number.

ii.)

Supplier Wise: The search is done on the basis of the su supplier.

iii.) iv.)

Product Wise: The search is done on the basis of the Product Name. Date Wise: The search is done on the basis of the Enquiry Amendment date.

To search for the Purchase Order issued by Jainex, select the “Supplier” option and then select “Jainex Limited” from the supplier list. Click the “Search” button. To cancel the search, click the “Cancel” button (Refer to Purchase Module Image 1.34). A list of the Purchase Orders issued by Jainex Limited is displayed. Click on any of the Purchase order Nos. displayed in the list to access its details (Refer to Purchase Module Image 1.35).To add a

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new Purchase Order to the list, click the “Add New” button at the top left hand corner of the Purchase Order list.

Purchase Module Image 1.35

After making the desired updates, click the “Update” button. To cancel the update, click the “Cancel” button. To delete the record altogether, click the “Delete” button. To print the Quotation, click the “Print” button.

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Purchase Module Image 1.35

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3.7 PO Amendment Supposee there is a change in the requisition of materials, then in that case a Purchase Amendment is made to the Purchase order. An amendment is just a change to the values to be entered in the initial Purchase Order. PO amended are creating different revisions of the Same Purchase Order.

Purchase Module Image 1.36

Adding PO Amendment To access the Purchase Order form, do the following: i.)

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Select the “PO” icon on the top left corner of the screen

© 2010 eresource Infotech Private Limited. All rights reserved


ii.)

Select the “PO Amendment” icon, and then the “Add” icon

PO Amendment Details Fields Table: ACTION General Details PO No

<<Alphanumeric, Auto generated, Mandatory Field>>

PO Date

<<Numeric, To be Selected using Date Selector, Mandatory Field>>

Amendment No.

<<Alphanumeric, Auto generated, Read Only>>

Amendment Date

<<Numeric, To be Selected using Date Selector>>

Supplier Name

<<Drop Down to be Selected from Supplier Master>>

PO From

<<Drop Down to be Selected from Fixed list>>

PO Cancelled

<<Check Box>>

To be Checked/Unchecked

Is Excisable

<<Check Box>>

To be Checked/Unchecked

Is Closed

<<Check Box>>

To be Checked/Unchecked

<<Alphanumeric, Auto generated, Read Only>>

Depends on the specification mentioned in the

Item Details Item Code

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Quotation Item Reference Code

<<Alphanumeric, Auto generated, Read Only>>

Depends on the specification mentioned in the Quotation

Item Name

<<Auto generated Text, Read Only>>

Depends on the specification mentioned in the Quotation

UOM1

<<Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

UOM2

<<Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

Reference No.

<<Alpha numeric, Auto generated, Read Only>>

Item Rate

<<Numeric, Auto generated, Editable>>

Packing Type

<<Auto generated text, Editable>>

Per

<<Numeric, Auto generated, Editable>>

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Depends on the specification mentioned in the Quotation

Depends on the specification mentioned in the Quotation

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Quantity

<<Numeric, Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

Gross Amt.

<<Numeric, Auto generated, Read Only>>

Calculated based upon the Item Rate & Quantity.

Delivery Date

<<Numeric, Auto generated, Editable>>

Specification

<<Numeric, Auto generated, Editable>>

Net Amount

<<Numeric, Auto generated, Read Only>>

Calculated based upon the Item Rate, Quantity & Gross Amount.

Amount in Words

<<Auto generated Text, Read Only>>

Depends on Net Amount Numeric Value

<<Check Box>>

To be Checked/Unchecked

Address

<<Auto generated Text, Read Only>>

Depends on the Supplier Address mentioned in the Quotation

Mobile

<<Numeric, Auto generated, Read Only>>

Depends on the Supplier Mobile Number mentioned in the Quotation

Terms and Conditions Status

Address Details

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Location

<<Auto generated Text, Read Only>>

Depends on the Supplier Location mentioned in the Quotation

Fax

<<Numeric, Auto generated ,Read Only>>

Depends on the Supplier Fax Number mentioned in the Quotation

City

<<Auto generated Text, Read Only>>

Depends on the Supplier City Number mentioned in the Quotation

Email

<<Alpha numeric, Auto generated , Read Only>>

Depends on the Supplier Email mentioned in the Quotation

Discount

<<Numeric, Auto generated ,Read Only>>

Depends on the Discount mentioned in the Quotation

Excise Duty

<<Numeric, Auto generated ,Read Only>>

Depends on the Excise Duty mentioned in the Quotation

Inclusive

<<Check Box>>

To be Checked/Unchecked

Edu/Cess

<<Numeric, Auto generated ,Read Only>>

Depends on the Edu Cess mentioned in the Quotation

SH Cess

<<Numeric, Auto generated

Depends on the SH

Charges Status

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,Read Only>>

Cess mentioned in the Quotation

Tax

<<Numeric, Auto generated ,Read Only>>

Depends on the Tax mentioned in the Quotation

VAT/CST

<<Numeric, Auto generated ,Read Only>>

Depends on the VAT/CST mentioned in the Quotation

Insurance

<<Numeric, Auto generated ,Read Only>>

Depends on the Insurance mentioned in the Quotation

Freight

<<Numeric, Auto generated ,Read Only>>

Depends on the Freight charges mentioned in the Quotation

C&F

<<Numeric, Auto generated ,Read Only>>

Depends on the C&F mentioned in the Quotation

Octroi

<<Numeric, Auto generated ,Read Only>>

Depends on the Octroi mentioned in the Quotation

Gross Amount

<<Numeric, Auto generated ,Read Only>>

Calculated on basis of the above factors

Gross Amount in Words

<<Numeric, Auto generated ,Read Only>>

Depends on the numeric value of the Gross Amount

Order Status Delivery

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<<Drop Down to be selected from Fixed List>>

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Mode of Dispatch

<<Free Text, Editable>>

Remark

<<Free Text, Editable>>

Octroi To Be Paid By

<<Free Text, Editable>>

Insurance By

<<Free Text, Editable>>

Packing Details

<<Free Text, Editable>>

Other Details PO Header

<<Free Text, Editable>>

PO Footer

<<Free Text, Editable>>

Remarks

<<Free Text, Editable>>

Insurance By

<<Free Text, Editable>>

Insurance policy No.

<<Numeric, Drop Down to be Selected from Insurance Master>>

Reference Details Prepared By

<<Drop Down to be Selected from User List>>

Approved By

<<Drop Down to be Selected from User List>>

Select the “PO Order No” and the Supplier from the “Supplier” box (Refer to Purchase Module Image 1.37). The Item Details table is appropriately populated depending on the selections made.

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Purchase Module Image 1.37 Fill in the item details and remaining details in the form (Charges Status, order Status, Other Details, etc.). A point to be noted here is that once the PO No. is selected, the Amendment No. is automatically displayed. Click on the “Save” button (located at the extreme right of the form) to save the details, or the “Print” button to print the form (Refer to Module Image 1.37).

3.7.1

Search/Edit of PO Amendment

In case a search or an update has to be made to an existing Purchase Amendment, the “Search/Edit” function can be used. The Purchase Amendment search can be done in the following manner (Refer to Purchasee Module Image 1.38):

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Purchase Module 1.38 i.)

Amendment No. Wise: The search is done on the basis of the Amendment Number.

ii.) iii.)

Supplier Wise: The search is done on the basis of the supplier. Product Wise: The search is done on the basis of the Product Name.

iv.)

Date Wise: The search is done on the basis of the Enquiry Amendment date.

In case a list of all the Purchase Amendments by Jainex is to be displayed, select the “Supplier Option” and then click the “Search” button, (Refer to Purchase Module Image 1.39). Click on any of the PO Nos. displayed in the list to access its details.

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Purchase Module Image 1.39

To update any details in the form, click the “Update” button. To cancel any updates done, click the “Cancel button. To delete the record itself, click ck the “Delete” button. To print the enquiry form itself, click the “Print” button button.

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Purchase Module 1.40

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3.8 PO Scheduling In certain cases, the goods that have been manufactured are ordered to be delivered in batches at different dates at specific times.. This is particularly true in the case of Customized Products which have been made to order as per the requirements of the client. Thus, the goods are made in batches and are dispatched to the client as per the date requested.

Purchase Module 1.41 Adding PO Schedule

3.8.1

To access the PO Scheduling form, do the following: i.) ii.)

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Select the “PO” icon on the top left corner of the screen Select the “PO Scheduling icon, and then the “Add” icon

© 2010 eresource Infotech Private Limited. All rights reserved


PO Scheduling Details Fields Table: ACTION General Details PO Schedule No.

<<Alphanumeric, Auto generated, Mandatory Field>>

PO Schedule Date

<<Numeric, To be Selected using Date Selector, Mandatory Field>>

PO Type

<<Drop Down to be Selected from Fixed List, Mandatory Field>>

Supplier Name

<<Drop Down to be Selected from Supplier Master>>

PO No.

<<Drop Down to be Selected from Purchase order>>

PO Date

<<Numeric, To be Selected using Date Selector>>

PO No. is automatically generated as soon as a PO is created.

Item Details Item Code

<<Drop Down to be Selected from Item Master >>

Reference Code

<<Drop Down to be Selected from Item Master>>

Item Name

<<Drop Down to be Selected from Item Master>>

UOM1

<<Auto generated text>>

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Depends on the Unit of

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Measurement specified in the Indent/Quotation UOM2

<<Drop Down to be Selected from User List>>

Depends on the Unit of Measurement specified in the Indent/Quotation

Ref No.

<<Numeric, Auto generated>>

Depends on the Unit of Measurement specified in the Indent/Quotation

Rate

<<Numeric, Auto generated>>

Depends on the Unit of Measurement specified in the Indent/Quotation

Balance PO Quantity

<<Numeric, Auto generated>>

Depends on the amount specified in the Indent /Quotation

Sch. Quantity

<<Numeric, Editable>>

G Amt.

<<Numeric, Auto generated>>

Scheduled Date

<<Numeric, To be Selected using Date Selector>>

Calculated depending on the Quantity entered

Reference Details Approved By

<<Drop Down to be Selected from User List>>

Prepared By

<<Drop Down to be Selected from User List>>

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Select the PO Type depending on w whether hether it is “Open” or “Fixed”. Select the PO No, and Supplier Name. Select the appropriate details in the “Item Details” table and click the “Add” button. The item details get added to the Item Details table. To cancel any information added, click the “Cancel” ncel” button. Finally, after all the relevant information has been added, click the “Save” button. To cancel the entries, click the “Cancel” button, or to delete the entire record itself, click the “Delete” button (Refer to Purchase Module Image 1.42).

Purchase Module Image 1.42

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3.8.2

Search/Edit PO Schedule

In case, search or update is to be performed on an existing Purchase Order Schedule, the “Search/Edit” facility can be used by entering the particular search parameter in the Search string. The Purchase ase Order Schedule can be searched based on the following options (Refer to Purchase Module Image 1.42):

Purchase Module 1.43

i.)

PO Scheduling Wise: The search is done on the basis of the Amendment Number.

ii.)

PO No. Wise: The search is done on the basis of the PO Number.

iii.)

Supplier Wise: The search is done on the basis of the supplier.

iv.)

Product Wise: The search is done on the basis of the Product Name.

v.) Date Wise: The search is done on the basis of the Enquiry Amendment date. To search for the Purchase Amend Amendments ments from Jainex Limited, select the “Supplier” option, and then click the “Search” button. A list of the Purchase Order Schedules with respect to Jainex Limited is displayed (Refer to Purchase Module Image 1.43). To add a new PO Schedule No. click the “Add dd New” button at the top left left-hand corner of the table. Click on any of the PO Nos. displayed in the list to access its details. (Refer to Purchase Module Image 1.43).

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Purchase Module Image 1.44

To update any information given in the table, do the following:

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Purchase Module Image 1.45 Click the “Edit” button in the table to edit the details and the “Del” to delete the record. After the changes have been made, click the “Update” button. To cancel any updates done, click the “Cancel button, and to o print the enquiry form itself, click the “Print” button. Deleting the record is not possible if the items in the schedule have been inspected, and a message is displayed to this effect.

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3.9

PO Approved List

The PO Approved list lists the Purchase Orders which had been submitted and are pending for approval. This implies that the Purchase Order has been accepted provisionally, but a final approval is still pending. To access the Purchase Order Pending Approved List, click the “Purchase Order” icon followed follow by the “PO Approved list” icon. The PO approved list form is displayed (Refer to Purchase Module Image 1.45).

Purchase Module Image 1.46

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3.10 Direct PO The Purchase order (PO) is directly made referring to the Rate Contract for the particular material, materi when the indent is issued. This usually happens when the request is made when the material quantity is above the Re-Order Order level. The Rate Contract in this case is called as a “Fixed Rate Contract” as the rate contract does not fluctuate. To access the Direct PO form, select the PO Icon and then the Direct PO icon.

Purchase Module Image 1.47

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Direct PO Details Fields Table: ACTION General Details PO No.

<<Alphanumeric, Auto generated, Mandatory Field>>

PO Date

<<Numeric, To be Selected using Date Selector, Mandatory Field>>

Supplier Name

<<Drop Down to be Selected from Supplier Master>>

PO Cancelled

<<Check Box>>

To be Checked/Unchecked

Is Excisable

<<Check Box>>

To be Checked/Unchecked

Is Closed

<<Check Box>>

To be Checked/Unchecked

Item Code

<<Alphanumeric, Auto generated, Read Only>>

Depends on the specification mentioned in the Quotation

Item Reference Code

<<Alphanumeric, Auto generated, Read Only>>

Depends on the specification mentioned in the Quotation

Item Name

<<Auto generated Text, Read Only>>

Depends on the specification mentioned in the Quotation

Item Details

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UOM1

<<Auto generated, Editable>>

Depends on specification mentioned in

the

the Quotation UOM2

<<Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

Item Rate

<<Numeric, Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

Per

<<Numeric, Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

Quantity

<<Numeric, Auto generated, Editable>>

Depends on the specification mentioned in the Quotation

G Amt.

<<Numeric, Auto generated, Read Only>>

Calculated based upon the Item Rate & Quantity.

Delivery Date

<<Numeric, Auto generated, Editable>>

Specification

<<Numeric, Auto generated, Editable>>

Net Amount

<<Numeric, Auto generated, Read Only>>

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Calculated based upon the Item Rate, Quantity & Gross Amount.

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Amount in Words

<<Auto generated Text, Read Only>>

Depends on Net Amount Numeric Value

<<Check Box>>

To be Checked/Unchecked

Address

<<Auto generated Text, Read Only>>

Depends on the Supplier Address mentioned in the Quotation

Mobile

<<Numeric, Auto generated, Read Only>>

Depends on the Supplier Mobile Number mentioned in the Quotation

Location

<<Auto generated Text, Read Only>>

Depends on the Supplier Location mentioned in the Quotation

Fax

<<Numeric, Auto generated , Read Only>>

Depends on the Supplier Fax Number mentioned in the Quotation

City

<<Auto generated Text, Read Only>>

Depends on the Supplier City Number mentioned in the Quotation

Email

<<Alpha numeric, Auto generated , Read Only>>

Depends on the Supplier Email

Terms and Conditions Status

Address Details

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mentioned in the Quotation Charges Status Discount

<<Numeric, Auto generated , Read Only>>

Depends on the Discount mentioned in the Quotation

Excise Duty

<<Numeric, Auto generated , Read Only>>

Depends on the Excise Duty mentioned in the Quotation

Inclusive

<<Check Box>>

To be Checked/Unchecked

Edu/Cess

<<Numeric, Auto generated , Read Only>>

Depends on the Edu Cess mentioned in the Quotation

SH Cess

<<Numeric, Auto generated , Read Only>>

Depends on the SH Cess mentioned in the Quotation

Tax

<<Numeric, Auto generated , Read Only>>

Depends on the Tax mentioned in the Quotation

VAT/CST

<<Numeric, Auto generated , Read Only>>

Depends on the VAT/CST mentioned in the Quotation

Insurance

<<Numeric, Auto generated , Read Only>>

Depends on the Insurance mentioned in the Quotation

Freight

<<Numeric, Auto generated , Read Only>>

Depends on the Freight charges mentioned in the Quotation

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C&F

<<Numeric, Auto generated , Read Only>>

Depends on the C&F mentioned in the Quotation

Octroi

<<Numeric, Auto generated , Read Only>>

Depends on the Octroi mentioned in the Quotation

Gross Amount

<<Numeric, Auto generated , Read Only>>

Calculated on basis of the above factors

Gross Amount in Words

<<Numeric, Auto generated , Read Only>>

Depends on the numeric value of the Gross Amount

Order Status Delivery

<<Drop Down to be selected from Fixed List>>

Mode of

<<Free Text, Editable>>

Dispatch

<<Free Text, Editable>>

Remark

<<Free Text, Editable>>

Octopi To Be Paid By

<<Free Text, Editable>>

Insurance By

<<Free Text, Editable>>

Packing Details

<<Free Text, Editable>>

Other Details PO Header

<<Free Text, Editable>>

PO Footer

<<Free Text, Editable>>

Remarks

<<Free Text, Editable>>

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Insurance By

<<Free Text, Editable>>

Insurance policy No.

<<Numeric, Drop Down to be Selected from Insurance Master>>

Reference Details Prepared By

<<Drop Down to be Selected from User List>>

Approved By

<<Drop Down to be Selected from User List>>

In the General Details, select the Supplier Name from the drop down box. Select the appropriate options in the Iterm Details table, and then click the “Add” button. The item details selected are added to the “Item Details” table. To cancel the item details added, click the “Cancel” button. Fill in the remaining details such as Charge Status, Order status, Other Details, Reference Details, etc. and then click the “Save” button. To print the form, click the “Print” button (Refer to Purchase Module Image 1.47).

3.10.1 Search/Edit of Direct PO

In case, search or update is to be performed on an existing enquiry, the “Search/Edit” facility can be used by entering the particular search parameter in the Search string. The Enquiry can be searched based on the following options (Refer to Purchase Module Image 1.48):

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Purchase Module Image 1.48 Enquiry No. Wise: The search can be done on the basis of the Enquiry Number. Supplier No: The search can be done on the basis of the Supplier Number. Product Wise: The search can be done on the basis of the product/item name. Date: the search can be done on the basis of the enquiry date If all the enquiries have to be displayed, simply click the Search button without entering anything ng in the Search options given. A list of all the enquiries is displayed with the details such as the “Enquiry No.”, “Enquiry Date”, “Supplier”, “Item” etc. To add e new Enquiry Amendment, click the “Add New”” button at the top left hand corner of the enquiry uiry amendment list (Refer to Purchase Module Image 1.49). Click on any of the PO Nos. present in the list to access the details (Refer to Purchase Module Image 1.49).

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Purchase Module Image 1.49

After making the modifications in the form, do the fo following: To update any details in the form, click the “Update” button. To cancel any updates done, click the “Cancel button. To delete the record itself, click the “Delete” button. To print the enquiry form itself, click the “Print” button.

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Purchase Module Image 1.50

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4 REPORTS What do we mean by a Report? If we go by the reports in an organization, we could say that a Report is essentially a summary of data which has been gathered over a period of time, for all the employees, belonging to different departments, and over a period of time. i.e. Reports are gathered as well maintained for each month. The reports are normally made by collating data which has been gathered on a daily basis depending on the activity of that employee for that particular day. All this data collected goes on to prepare the final report at the end of each month. Now, why do we have to make reports? The prime reason for preparing as well as maintaining a report is for keeping a file of all the activities that have been done by the employees. This file does not have to exist inside the PC and can always be stored in a real-time location. It can always be accessed when there is any sort of auditing or any other activity for which files or records may be desired. Also, it helps having files like these, as they can be easily accessible in case of a power break-down or some such activity during which the system may be shut down. Now, there are various types of reports which exist in the realm of any organization and these reports will vary according to the various departments which exist in the organization as well as the nature of the Industry to which the organization belongs. E.g. In a production facility, there is always the possibility of employees working in shifts, and for this, a shift report may be desirable which gives all the details of the employees who have been working on that particular shift. However, the Banking sector is a 9.00 to 5.00 job and it does not have any shift timings, and this is also reflected in the type of reports that may be generated in the banking sector, which will, of course, be different from that of the Manufacturing Industry. To access the Reports (Refer to Purchase Module Image 1.54): i.)

Select the “Reports” icon on the top of the screen

ii.) Select the particular report desired. e.g. To generate the report for “Jainex Ltd”, select Jainex ltd. from the drop down box iii.) Depending on the option which is to be used to generate the report, click any of the following: a.) Supplier Wise – The reports will generated according to the supplier name selected b.)

Date Wise - The reports will be generated in accordance with the dates selected

c.)

All Records – The reports will be generated with respect to both the above criteria i.e

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Supplier and Date

Purchase Module Image 1.51

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4.1

PO Register

The Purchase Order Register (PO Register) Report gives a breakdown of the Purchase Orders generated. The PO Register can be generated either on the basis of the supplier whose Purchase Orders have been made, the dates during which the Purchase Orders have been made or all the records, which would imply that all the suppliers as well as the dates are displayed (Refer to Purchase Module Image age 1.54). Select the appropriate option and click the “Go” button. To cancel the report generation, click the “Cancel” button. The PO Register contains details such as (Refer to Purchase Module Image 1.55):

Purchase Module Image 1.52 i.)

Sr. No: The serial al number

ii.)

PO No: The Purchase Order Number

iii.)

Date: The date when the Purchase Order was prepared

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iv.)

Supplier Name: The name of the supplier

v.)

Amount: The amount mentioned in the Purchase Order

vi.)

Grand Total: The total amount of the all the Purchase Orders put together

4.2

Purchase Register The Purchase Register Report gives a breakdown on the basis of the following parameters. The Purchase Register contains details such as (Refer to Purchase Module Image 1.56).

Purchase Module Image 1.53 i.)

Date: The date when the Purchase Order was prepared

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ii.)

Supplier Name: The name of the supplier

iii.)

GRN No: The Goods Receipt Note number

iv.)

PO No: The Purchase Order Number

v.)

Items: The items for in the Purchase Register

vi.)

Unit: The unit of weight of the items

vii.)

Amount: The amount mentioned in the Purchase Register

viii.)

Grand Total: The total amount of the all the Purchase Register put together

4.3

Supplier Register The Supplier Register Report gives all the possible details about the suppliers who have supplied the product to the client. The Supplier List can be generated on the basis of the Name of the Supplier, the basis of the Product, or the basis of the date when the product was supplied. In case the list has to be generated on the basis of the Product, then there are two possible ways in which this can be done (Refer to Purchase Module Image 1.57). .

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Product Module Image 1.54 i.)

Code Wise – The List is generated on the basis of the Product ID or Item Code

ii.)

Product Name – The list is generated on the basis of the Item name

In case the report port has to be made of all the Supplier Registers, the “All Records” option can be enabled. Select the appropriate option and click the “Go” button. To cancel the report generation, click the “Cancel” button (Refer to Purchase Module Image 1.57). . The Supplier plier Register Report contains details such as (Refer to Purchase Module Image 1.58).

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Purchase Module Image 1.55 i.)

Product Description: The description of the product/item

ii.)

Date: The date when the Purchase Order was prepared

iii.)

GRN No: The Goods Receipt No Note number

iv.)

PO No: The Purchase Order Number

v.)

Qty: The quantity of the products ordered

vi.)

Unit: The unit of weight of the items

vii.)

Amount: The amount mentioned in the Supplier Register

viii.)

Grand Total: The total amount of the all the products in the Purchase Order Ord put together

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4.4

Supplier Summary

The Supplier Summary Report gives a summary of the products which have been supplied by the supplier. The Supplier Summary Report contains details such as (Refer to Purchase Module Image 1.59):

Purchase Module Image 1.56 i.)

Date: The date when the Purchase Order was prepared

ii.)

Supplier Name: The name of the supplier

iii.)

GRN No: The Goods Receipt Note number

iv.)

PO No: The Purchase Order Number

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v.)

Items: The amount of items supplied

vi.)

Unit: The unit of weight of the items

vii.)

Amount: The amount mentioned in the Purchase Order

viii.)

Grand Total: The total amount of all the products in the Purchase Order put together

4.5

Item Transaction

The Item Transaction Report gives all the possible details about the item transactions that have occurred. The Item Transaction Report can be generated on the basis of the Name of the Supplier, on the basis of the Item supplied, or on the basis of the date when the item was supplied. In case the list has to be generated on the basis of the Item, then there are two possible ways in which this can be done (Refer to Purchase Module Image 1.60).

Purchase Module Image 1.57

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i.) ii.)

Code Wise – The List is generated on the basis of the Product ID or Item Code Product Name – The list is generated on the basis of the Item na name

In case the report has to be made of all the Item Transactions, the “All Records” option can be enabled. Select the appropriate option and click the “Go” button. To cancel the report generation, click the “Cancel” button (Refer to Purchase Module Image 1.60). The Item Transaction Report contains details such as (Refer to Purchase Module Image 1.61):

Purchase Module 1.58

i.)

Date: The date when the Purchase Order was prepared

ii.)

GRN No: The Goods Receipt Note number

iii.)

PO No: The Purch Purchase Order Number

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iv.)

Qty: The quantity of items supplied

v.)

Unit: The unit of weight of the items

vi.)

Amount: The amount mentioned in the Purchase Order

vii.)

Grand Total: The total amount of all the products in the Purchase Order put together

4.6 PO Schedule In case the items to be procured are customised, then the general trend is that the items are not shipped at one go, but are sent in batches at different time intervals. Thus, the Purchase Order is also made accordingly in which the different dates and time intervals is mentioned. This is called as Purchase Order Scheduling. The schedule for the item delivery is decided by the client and it is the responsibility of the manufacturer to see that the items are delivered at the date and time mentioned in the schedule. The PO Schedule Report gives all the possible details about the item transactions that have occurred. The PO Schedule Report can be generated on the basis of the Name of the Supplier, on the basis of the item supplied, or on the basis of the date when the item was supplied. In case the list has to be generated on the basis of the Item, then there are two possible ways in which this can be done (Refer to Purchase Module Image 1.59).

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Purchase Module Image 1.59 i.)

Code Wise – The List is generated on the basis of the Product ID or Item Code

ii.)

Product Name – The list is generated on the basis of the Item name

In case the report has to be made of all the schedules “All Records” option can be enabled. Select the appropriate option and click the “Go” button. To cancel the report generation, click the “Cancel” button (Refer to Purchase Module Image 1. 1.59). The PO Schedule Report contains details such as (Refer to Purchase Module Image 1.60): 1.

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Purchase Module Image 1.60 i.)

PO Date: The datee when the Purchase Order was prepared

ii.)

Product Description: The description of the product

iii.)

PO Number: The Purchase Order Number

iv.) v.)

Schedule No: The quantity of items supplied Qty: The quantity of the items

vi.)

Unit: The unit of weight of the items

vii.)

Schedule Date: The scheduled date when the particular batch of items is to be delivered

4.7

Pending PO

The Pending PO (Purchase Order) Reports gives the details of the Purchase orders which are pending and yet to be acted upon.

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The Pending PO Report can be generated on the basis of the Name of the Supplier, on the basis of the product supplied, or on the basis of the date when the PO was made. In case the list has to be generated on the basis of the product, then there are two possible ways in which this can be done don (Refer to Purchase Module Image 1. 1.61).

Purchase Module Image 1.61 i.)

Code Wise – The List is generated on the basis of the Product ID or Item Code

ii.)

Product Name – The list is generated on the basis of the Item name

In case the report has to be made of aallll the schedules “All Records” option can be enabled. Select the appropriate option and click the “Go” button. To cancel the report generation, click the “Cancel” button (Refer to Purchase Module Image 1.6 1.61). The Pending PO Report contains details such as (Refer to Purchase Module Image 1.62): 1.6

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Purchase Module Image 1.62

i.)

PO Date: The date when the Purchase Order was prepared

ii.)

PO Number: The Purchase Order Number

iii.)

Product Description: The description of the product

iv.)

PO Schedule No: The quantity of item items supplied

v.)

Schedule Date: The scheduled date when the particular batch of items is to be delivered

vi.)

Qty: The quantity of the items

vii.)

Unit: The unit of weight of the items

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4.8 Enquiry Not Raised At times it happens that there is requirement from the Stor Stores es for certain raw material for which the Stores gives an Indent to the Purchase Department. But, due to certain factors like the request for the items being cancelled by the customer, the purchase enquiry for these items is not raised by the Purchase Depa Department rtment with the various for raw materials. The Enquiry Not Raised Report gives all the details pertaining to those items whose Indent has been made by the Stores and sent to the Purchase Department but whose formal enquiry has not been made with the suppl supplier. ier. The Enquiry Not Raised Report can be generated on the basis of the product or on the basis of the date when the indent was raised. In case the list has to be generated on the basis of the product, there are two possible ways in which this can be done (Refer to Purchase Module Image 1.63). 1.6

Purchase Module Image 1.63 In case the report has to be generated on the basis of the product, then there are two possible ways in which this can be done (Refer to Purchase Module Image 1.6 1.63). i.)

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Code Wise â&#x20AC;&#x201C; The List is generated on the basis of the Product Code

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ii.)

Product Name – The list is generated on the basis of the Product Name

In case the report has to be made of all the enquiries which have not been raised, the “All Records” option can be enabled. Select the appropriate propriate option and click the “Go” button. To cancel the report generation, click the “Cancel” button. The Enquiry Not Raised Report contains details such as (Refer to Purchase Module Image 1.64): 1.6

Purchase Module Image 1.64 i.)

Serial Number: The serial Num Number

ii.)

Indent No: The Indent Number

iii.)

Date: The date when the Purchase Order was prepared

iv.)

Item Description: The description of the item

v.)

Quantity: The quantity of the items

vi.)

Unit: The unit of weight of the items

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4.9

Itemwise PO Report

The Item Wise PO Report ort gives all the details pertaining to the Purchase order for the item. Refer to Purchase Module Image 1.6 1.65). The Item Wise PO Report can be generated on the basis of the Name of the Supplier, on the basis of the product supplied, or on the basis of the date when the PO was made. In case the report has to be generated on the basis of the product, then there are two possible ways in which this can be done (Refer to Purchase Module Image 1.6 1.65).

Purchase Module Image 1.65 In case the report has to be gene generated rated on the basis of the product, then there are two possible ways in which this can be done (Refer to Purchase Module Image 1.6 1.65). i.)

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Code Wise â&#x20AC;&#x201C; The List is generated on the basis of the Product Code

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ii.)

Product Name – The list is generated on the basis of tthe he Product Name

In case the report has to be made of all the Items, the “All Records” option can be enabled. Select the appropriate option and click the “Go” button. To cancel the report generation, click the “Cancel” button.

The Item Wise Report contains ns details such as (Refer to Purchase Module Image 1.66): 1.6

Purchase Module Image 1.66 i.)

P.O Date: The date when the Purchase Order was prepared

ii.)

Supplier Name: The name of the supplier

iii.)

Product Name: The name of the product

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iv.)

Size: The size of the product

v.)

Quantity (Kgs): The quantity of products

vi.)

Challan No: The Challan No. of the Product Shipment

vii.)

Remarks: Any remarks regarding the products

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Supplier and purchase management in eresource erp  

Purchase Management module in eresource ERP streamlines procurement of required raw materials, packaging material, sub assembly and other no...

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