PURCHASE ORDERS

Items can be added to orders by issuing them from the Purchasing Inbox or Request For Quotation sub-modules (see PURCHASING - Purchasing Inbox). There may be times, however, when it is necessary to purchase items independent of part requests. This section shows the user how to add items to an Open Purchase Order directly from the Orders sub-module.

Creating a Purchase Order (PO)

Click Purchasing and select Orders.
Select the Vendor from which the item(s) will be purchased and click the Refresh button.
Click the Add Order button.
Select Purchase Order from the Order Type dropdown and click Next.
Note: If the vendor is due for an audit, a pop-up message will appear telling the user to notify the appropriate department.
Enter the shipping and vendor information, such as Ship To Base, Buyer, Vendor Contact, Payment Terms and Carrier.
Note: If auto-numbering is used, RAAS will automatically assign an Order Number, but you can deselect the check box beside the Order Number to manually assign a number.
Click Save.

Adding Items to a Purchase Order

On the Items Applied tab, click the Add Item button to open the Purchase Order Item screen.
Search for the Part Number of the item to be added and ensure the correct part is selected from the dropdown menu. If the Part Number does not already exist in RAAS, it can be added from this screen using the Add PN button.
The Destination EC will be populated with the Expense Center of the Ship To Base selected in the Order header. If Expense at receipt is not selected, the Charge Price to EC will be set to match the Destination EC and cannot be changed. If Expense at receipt is selected, a Charge Price to EC must be selected and it cannot be an Inventory Expense Center.
Note: The Expense at receipt option is only necessary for non-tracked items as tracked items will be expensed when issued. Issue at receipt is only available for non-tracked items.
Enter the remaining details of the order such as Quantity, Unit of Order, and Account Code. Pricing information should also be added at this time although it may have to be corrected once quotes have been received from vendors.
Click the Save button.

Note: See NON-TRACKED ITEMS ON PURCHASE ORDERS for help with adding non-tracked items.

Sending a Purchase Order

Once all required items have been added to the Purchase Order, take a moment to verify that the pricing is correct and that ETA information has been specified for all items.

Click the Send button.
Click OK to continue.
Enter a Send Date or click the checkbox to enter the current date and click Next.

When the Purchase Order is sent, the screen refreshes and the PO Status is changed from Open to Sent. The PO Number Listing will also be refreshed and the PO number will appear under the Sent tab.

Receiving PO Items

Once an item on a Purchase Order (PO) has been received from a vendor, the transaction must be recorded in RAAS. The Items Received tab, within the Purchase Orders sub-module, allows the receiver to track the receipt of items that have been purchased.

To receive an item on an order, the order must have been sent and the status of the item you are receiving must not be closed on the Items Applied tab of the order.

Receiving Consumable Items:

Wizard Page 1 - PO Items

Locate the Purchase Order on which the item to be received was entered and click on the Items Received tab.
Click the Receive button to begin receiving the items listed on the PO.
Select the item being received.
Verify that the number of Units To Receive is correct. When receiving Consumable parts, the number of units received may be any quantity. If it is greater than the number ordered, a warning will be given before the parts are received.
Click Next.

Wizard Page 2 - Receipt Destination

If the item being received was ordered in response to a part request, the receipt can be associated with the part request from this wizard. When a consumable part is received, the quantity received will be expended.

Select the Part Request from the listing and enter a quantity. The receiver may be required to Issue or Fill the part request. (In this example there was no associated part request.)
Select the applicable Receive under Part Number option. If selecting Alternate or Other, click the Choose button beside the selection to choose a different part number.
• Alternate - choose an alternate part number located under the same part description.
• Other - choose a part number under a different part description.
Note: If the Part Number does not exist in RAAS yet, you must add it first and then come back to receive the part.
Verify that the item is being received to the correct Position and/or Location and Destination Inventory. In most cases, the receiver can use the default settings. All five Inventory sub-locations appear in the Location drop-down, however, only the Awaiting Repair and Quarantine locations would be selected based on the status of the part being received. Tool Crib would be the default if the item being received is of Item Type Tool.
Click Next.

Wizard Page 3 - Receive Item

For Consumable parts, the Serial Num, # of Units, and Rec Qty fields will be automatically populated based on selections on the previous screen and cannot be changed.
Enter the remaining receipt data provided on the packing slip. The mandatory fields for Consumable parts include Packing Slip, Rec Date, Price, and Status.
An important data item is the Trace number; often the purchase order number plus the receipt number on the purchase order. The trace number is used to track a particular part item back to its supplier. This is particularly important for consumables. Complete trace information for an item can be viewed from the serial number detail screen – see TRACE INFORMATION. RAAS will automatically assign a Trace number if the checkbox is selected, or the checkbox can be removed to enter a Trace number manually.
If you indicate a quantity greater than the quantity on the purchase order, you will be notified.
Once all receipt information is entered correctly, click Set Up Part or Receive Item.
Set Up Part – this action will receive the item and then allow the item to be set up through inventory by opening the Serial Number screen.
Receive Item – this action will receive the item.

The items received will now appear on the Items Received tab of the Purchase Order. If the full quantity of the item ordered was received, the item status will be changed to Closed on the Items Applied tab. If less than the full quantity was received, the item status will remain Open on the Items Applied tab. If the final item of the order is being received, you will be asked if you want to close the order.

Receiving Non-Consumable Items:

Wizard Page 1 – PO Items

Locate the Purchase Order on which the item to be received was entered and click on the Items Received tab.
Click the Receive button to begin receiving the items listed on the PO.
Select the non-consumable item being received. Each non-consumable item must be received individually, so the Units to Receive is set to 1 and cannot be changed.
Click Next.

Wizard Page 2 - Receipt Destination

If the item being received was ordered in response to a part request, the receipt can be associated with the part request from this wizard. Non-consumable items will be moved to the Issued For Maintenance location.

Select the Part Request from the listing and enter a quantity. The receiver may be required to Issue or Fill the part request.
Select the applicable Receive under Part Number option. If selecting Alternate or Other, click the Choose button beside the selection to choose a different part number.
• Alternate - choose an alternate part number located under the same part description
• Other - choose a part number under a different part description
Note: If the Part Number does not exist in RAAS yet, you must add it first and then come back to receive the part.
Verify that the item is being received to the correct Destination Inventory and Location. In most cases, the receiver can use the default settings.
Click Next.

Wizard Page 3 - Receive Item

For Non-Consumable parts, a value of 1 will automatically be populated in the # of Units and Rec Qty fields and cannot be changed.
Enter the remaining receipt data provided on the packing slip. The mandatory fields for Non-Consumable parts include Serial Number, Packing Slip, Rec Date, Price, and Status. Scanned Documents may also be mandatory if enabled in Company Setting.
An important data item is the Trace number; often the purchase order number plus the receipt number on the purchase order. The trace number is used to track a particular part item back to its supplier. Complete trace information for an item can be viewed from the serial number detail screen – see TRACE INFORMATION. RAAS will automatically assign a Trace number if the checkbox is selected, or the checkbox can be removed to enter a Trace number manually.
It is also important to enter any Freight details and Rental/Warranty Terms. Rental/Warranty Terms drive expiration reports and also the warranty removal email notification.
Once all receipt information is entered correctly, click Set Up Part or Receive Item.
Set Up Part – this action will receive the item and then allow the item to be set up through inventory by opening the Serial Number screen.
Receive Item – this action will receive the item.

The items received will now appear on the Items Received tab of the Purchase Order and the item status will be changed to Closed on the Items Applied tab. If the final item of the order is being received, you will be asked if you want to close the order.

Expense Center Transactions will be written in real-time when items are received on a Purchase Order. When Expense at receipt is not selected, a Purchase transaction for the value of the item being received will be written to the Expense Center selected on the receipt. When Expense at receipt is selected, a $0 Purchase transaction will be written to the Destination Expense Center and a Purchase transaction for the value of the item being received will be written to the Charge Price to Expense Center. When Expense at receipt is selected, the Not Yet Expensed flag on the Trace of non-consumable items will be turned off. The quantity on the Trace of Consumable items will be expended.