E1 – Indirect Purchases
Session 2 (V4)
HAREFIELD
1
V2
Agenda Day 2
Session 2
Day 2 9:00 – 16:30
• Purchasing Transactions
– Create Non Stock & CapEx POs
• Walkthrough Exercise WT1
• Walkthrough Exercise WT 2 (Create OF)
– Coffee Break
(10:30)
– Updating Non Stock PO – WT3
• Walkthrough Exercise WT 3
– PO Inquiry & PO Exit Toolbars
– Approval Process Overview
– Lunch Break
(12:30)
• Refresher Exercise – Create ON/OF
– Printing Non Stock Pos
• Walkthrough Exercise WT 4
– Non Stock PO Receipt & Reversal
• Walkthrough Exercise WT 5
End approx 3pm
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Delegated Purchaser - summary
• Requests from your department / cost centres will come to you.
• If it less than £300 and you have a Procurement Card, you
should use this to make the purchase. (Pilot)
• If it is between £300 and £2000, you can raise the PO in E1
(Or if it less than £2000 and you don’t have a Procurement Card)
• If it is more than £2000, you pass the request to the Purchasing
Manager in Harefield
• If you place the PO, when it has been approved you will get an
email telling you this. You must then send the PO to the
supplier. (We will talk later how this can be sent automatically)
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Non Stock Purchasing Cycle
Delegated Purchaser /
Purchasing Manager
posts a receipt when
the goods arrive
START
Originator Sends Email
Of their requirement to
their Delegated
Purchaser
Delegated Purchaser / Purchasing
Manager prints the PO and sends it to
supplier and notifies the originator that
the order has been placed
Rejected POs are
closed and the PO
creator Is notified by
eMail
Where Value is greater than
£2000 / €3000 the request is
Forwarded to a Purchasing Manager
Delegated Purchaser or the
Purchasing Manager Raises PO
PO is routed to the Budget
Holder or their Delegated Approver
For review and approval
Once fully approved, a Notification of
Approval email is sent to the
PO creator.
PO is routed to Next level
of approval If required
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E1 Review Questions
• What program version is Create Fixed Asset PO (OF) ?
• How do you open & close the Exit Bar ?
• How many types of Non Stock POs are there
• What are they ?
• What the limit of your Purchasing Authority ?
• How do you know an order has been approved or rejected ?
• Where can you tell if a PO is being Printed or Faxed ?
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Day 1 Review
Any questions on Day 1 ?
7
6
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Delegated Purchaser Task View
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Create Non Stock PO (ON)
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Create Non Stock PO Header
Header Text
Send Method
(Print, Fax, Email)
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Create Non Stock PO Header
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PO Send Method
Blank = Print
1 = Fax
3 = Email (limited use)
You can change 1 to Blank
Do NOT change Blank to 1
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Create Non Stock PO - Details
Order Status
Last / Next
220 / 230 –
230 / 230 –
230 / 225 –
230 / 280 –
280 / 400 –
400 / 400 –
400 / 999 –
Order Created
Order waiting for approval
Order has been rejected
Order has been approved & is ready to print.
Order has been printed and waiting receipt
Order has been partially received
Order has been received & is closed
Status will update automatically
X
If warnings are given, click OK to clear the warning and proceed
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Create Non Stock PO
• When details have been added and you click OK, you are
taken back to the PO Header Revision screen
Click Cancel at the PO header unless you wish to create
another PO.
• Then click close at the work with order details screen
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Create Fixed Asset PO
• Creating a Fixed Asset PO is the same as a Non Stock PO
except :
• Use the OF order Type
• Obtain the Asset Number from Finance and enter it into
the
field
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Delegated Purchaser Task View
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Time for a Break ?
• Questions ?
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Create Non Stock PO : Walkthrough 1
• Create a Non Stock PO with 3 Lines for office Furniture.
• Each line to be no more than £500 in value
• Use the number 524100
• User
1
2
3
4
5
Cost Centre
UK01FIN01
UK01FIN01
UK01GIT02
UK01GIT02
UK01GIT02
Supplier
HSE Books
Albion Business Interiors
Blackwood
March Laboratories
Olympic Analytical Services
• Make a note of the PO Number
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Create Fixed Asset PO : Walkthrough 2
• Create a Fixed Asset PO with 3 lines
Use any of the training cost centres, any supplier and use
the “Office Equipment” object acct number.
• Make a note of the Fixed Asset PO number
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Changing Non Stock POs
• Orders lines that have been approved can not be changed.
(Approved Orders have next status of 280 or higher)
• You can add lines to approved orders – these lines will go
separate approval – the PO must be reprinted.
• Change orders in the same way as you would create them
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Change Non Stock PO : Walkthrough 3
• Make a change to line 1 in one of the orders you created earlier
• Add or edit the Order Header Text Attachment in the same PO
• Add a line (value £100) to the same PO – use the R&D object account
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Delegated Purchaser Task View
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PO Inquiry
Remember :You must find a record before you can look at it
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PO Inquiry - Exits
Header & Detail Revision contain 98% of the information needed
These two exits are expanded on in following slides
Order Recap shows Order / Line quantities and what’s been invoiced (Vouchered)
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PO Inquiry - Exits
Choose the required Line, click Header Revision
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PO Inquiry – Header & Exits
Enquiry only
Can’t make
changes
TEXT FROM THE SUPPLIERS FILE – Will print on every PO to this Supplier
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PO Inquiry
Choose the required Line, click Detail Revision
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PO Inquiry - Details
Order Status
Last / Next
220 / 230 –
230 / 230 –
230 / 225 –
230 / 280 –
280 / 400 –
400 / 400 –
400 / 999 –
Order Created
Order waiting for approval
Order has been rejected
Order has been approved & is ready to print.
Order has been printed and waiting receipt
Order has been partially received
Order has been received & is closed
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Review of Non Stock PO
PO Exits Summary
• From Inquiry or Create/Change - Two Key Exits :
• Header Revisions
* Order Attachment (Extra text that will print at the top of the PO)
* Additional Info
(This is where the SEND METHOD is shown)
(Remember you can change 1 to Blank, but not Blank to a 1)
• Detail Revision
Row Exit :
* Cancel Line
* Line Attachment (Extra text for that line of the PO)
Form Exit :
* Cancel Order
These exits will make up 99% of what you will need to use
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Approval Process Overview
• As delegated purchasers you can not approve your own orders.
• Approvers are notified by email.
• You will be notified by email when an order has been approved
• Demonstration of the approval process :
Approving orders created in Walkthrough 1
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Time for Lunch ?
• Questions ?
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Printing Non Stock POs
• Client Company Ltd
– Use Print Non Stock POs UK L
• Client Company Pharmaceuticals – Use Print Non Stock POs NPL
• If the supplier has been set up for autofax, your orders will
be automatically faxed to the supplier when you run the
print program
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Output Non Stock POs
Document Type ON (Non Stock)
OF (Fixed Asset)
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Printing Non Stock POs
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Print Non Stock POs : Walkthrough 4
• Print one of the POs that you created earlier
• What is the Status of the PO after printing ?
• Where can look to see how the order is being sent (Print,Fax,Email?)
• Where is the default setting for the send method kept ?
34
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Receiving Non Stock POs
• If the goods are delivered to you, you should get the originator to
sign a delivery note (all goods should arrive with one of these).
If the goods are for you, you should sign the delivery note.
The delivery note should be attached to the Originators request
and filed.
• You should then post the receipt of the goods.
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Receiving Non Stock POs
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Receiving Non Stock POs
All lines with a “1” in the Rec Opt will be received therefore
You must delete this “1” from any lines you do not want to receive
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Receiving Non Stock POs
a) If you partially receive an order, and want to close the order so that
the balance is no longer due :
Change the Receipt Option to 7 (Receive & Close) & click OK
b) If an order has been cancelled after approval :
Change the Receipt Option to 9 to cancel the PO & click OK
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Receiving Non Stock POs
• You will be taken back to the receipt screen.
• Click find & the line you have booked in should
no longer be showing
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Cancel a Non Stock Receipt
There is a second part of the receipt process that will happen
in the background. A scheduled job is run for Finance posting
of the receipt. If this has not taken place, you will receive an
error message when you try to reverse the receipt.
Contact Finance and ask them to post the receipt if this happens
40
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Cancel a Non Stock Receipt
Change the order type
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Cancel a Non Stock Receipt
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Cancel a Non Stock Receipt
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Receipt Non Stock POs : Walkthrough 5
• Post the receipt for line 1 & 2 of the PO you created in Walkthrough 1
• What status are the 3 lines at in the PO after the receipt ?
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NERP.SOP.111.01
• Review of SOPs
• SOP IT700 – Common Foundation
• SOP 111 – Non Stock Purchase Orders
• SOP 116 – Invoice Verification
45
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End Day 2
Recap on today’s training :
• Review of Day 1 training
• Role of Delegated Purchaser & Purchasing Cycle
• Non Stock PO Creation
• Fixed Asset PO Creation
• Fixed Asset Number from Finance
• Changing Pos
• Can only change lines that have not been approved
• Look at Non Stock PO Inquiry
• Row & Form Exits
• Header Revision Inquiry & Exits
• Detail Revision Inquiry & Exits
• Demonstration of the Approval Process
• Printing Non Stock Orders
• Posting & Cancelling PO Receipt
46
V2
End Day 2
Walkthrough Exercises :
WT 1 – Creation of Non Stock PO
WT 2 – Making Changes to a PO
WT 3 – Creation of Fixed Asset PO
WT 4 – Printing Non Stock PO
WT 5 – Posting Receipt of Non Stock PO
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End Day 2
Training for Delegated Purchasers is now complete
Questions ?
• Briefing & Training Records
• Training Evaluation Forms
48
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