(P to P) cycle: There are different steps involved in P to P cycle they are `
S.No | Step | Defined At |
1 | Define items | Inventory |
2 | Enter item information | Purchase Order |
3 | Raise requisition | Purchase Order |
4 | Request For Quotation(RFQ) raised | Purchase Order |
5 | Quotation received | Purchase Order |
6 | Quote analysis | Purchase Order |
7 | Raise purchase order | Purchase Order |
8 | Receive materials | Inventory |
9 | Enter invoice | Accounts payable |
10 | Payment process | Accounts payable |
11 | Transfer to general ledger | General ledger |
Generating a purchase order
Purchasing order can be generated in two ways
1) Auto generation
2) Procedural generation
Auto generation: The various step that are involved in auto generation of purchase order is as under
1) Click on Switch responsibility and select purchasing module and press enter
2) Click on Supply Base Suppliers a new form opens
3) Enter Supplier name and click on sites a new form opens
4) Enter all the required information and also see that Purchasing and Pay options are enabled
5) Click on contacts and enter the required information save the form and close it.
6) Click on Suppliers list to create a supplier list and add the suppliers that we have created.
7) Save the form and close it.
Creating a Requisition
1) Click on Requisition Requisitions a new form opens
2) Enter all the required information and save.
3) The approve button is enabled .click on approve button a new form opens.
4) Enter the hierarchal information and click on OK and close the form.
Raising a Purchase order directly
1) Click on the Auto create a new form opens enter the requisition number and click on Find .
2) A new form opens. Check the item line and Select the document type as Standard po and click on Automatic tab.
3) A new form opens and click on Create tab.
4) A window with the message with your purchase order number is displayed click ok on it
5) Now click on tools and then on copy Document a new form opens
6) click on ok tab. And a new window with purchase order appears.
7) A new form opens Click on Approve button on this form
8) Enter the required information (real time) and click on ok (submit approval)
9) Click ok on new window that appears
10) And now we can see the status as approved on the purchase order form.
2) Procedural generation The various step that are involved in auto generation of purchase order is as under
1) Click on Switch responsibility and select purchasing module and press enter
2) Click on Supply Base Suppliers a new form opens
3) Enter Supplier name and click on sites a new form opens
4) Enter all the required information and also see that Purchasing and Pay options are enabled
5) Click on contacts and enter the required information save the form and close it.
6) Click on Suppliers list to create a supplier list and add the suppliers that we have created.
7) Save the form and close it.
Creating a Requisition
1) Click on Requisition
2) Enter all the required information and save.
3) The approve button is enabled .click on approve button a new form opens.
4) Enter the hierarchal information and click on OK and close the form.
Raising A RFQ
1) A new form opens. Select the document type as RFQ and click on Automatic tab.
2) A new form opens and clicks on Create tab.
3) A new form opens change the status as Active and click on Suppliers tab a new from opens enter the required information and save the form and close it.
4) Click on tools and select copy document a new from opens
5) Enter the required information and click on OK a new form opens
Approving the Quotation
1) A new from opens
2) Change as status as active click on Type and then on approve a new form opens
3) Enter the require information and click on ok and a message with text quotation has been approved will appear now click on ok and close the form
4) Now click on tools and then on copy Document a new form opens click ok on the document where your purchase order will be created with a number..
5) Click ok on the document a new form opens
Raising a Purchase Order
1) A new form opens Click on Approve button on this form
2) Enter the required information (real time)and click on ok (submit approval)
3) Click ok on new window that appears
4) And now we can see the status as approved on the purchase order form.
To view Summary of the purchase order
1) Close all the existing opened forms and click on notification summary In the main menu.
2) A new window opens in the internet explorer
3) Enter the user name and password provided by the system admin and login
4) A new window opens with all the purchase order details.
5) Click on the exact purchase order which is created by you. this can be done only if you remember your purchase order number.
Releasing the Order
The step by step process of releasing the order is as under:
1) Click on Purchase Order Releases A new form opens
2) Enter the Purchase Order number and other required information and click on Save
3) Approve button gets enabled now hence click on it.
4) A new form opens enter the required information and click on ok
5) Now click on ok tab that is seen on message window.
6) Now the status changes to Approved
7) Now go to Notification Summary window
8) You can see the Blanket Purchase release document approved.
9) Click on it to view the detailed summary.
Receiving the Order
The step by step process of receiving the order is as under:
1) Click on Receiving Receipts A new form opens select the organisation and click on ok simultaneously a new form opens
2) Enter the P.O number in that form and click on find
3) Receipt Header form opens-click on new receipt radio button and close the form
4) A new form opens check box the item that is available there and save the form. Close it.
5) Click on receiving transactions a new form opens.
6) Enter the P.O number and click on Find a new form opens.
7) Check box the item that is available and select Stores as sub inventory .save and close the form.
