Steps in the screenshots correspond to the numbers in the headings.
1. Go to Inventory > Purchasing > Purchase Order.
2. Click the New button or the hyperlink in the middle of the screen to start a new requisition.
3. Click on the magnifying glass next to the Supplier ID and search for the Vendor. Type in the name of the company with an * before and after to bring up a list of that particular vendor. Double click on the vendor name to select.
4. Enter the remainder of the mandatory fields: Ship To Place and PO Category. Use the drop-down arrow to choose Service through Order as the PO Category.
5. The Created Date is auto-populated with the date you created the Requisition.
There is no longer a Due Date in the header; instead, there is now a Customer Want by Date in the detail lines.
6. Enter “Vendor Managed Inventory and the Supplier Name” plus any other critical information in Internal Comments.
- PO Text prints out on the PO.
- Internal Comments does not. It is for your use only.
7. Check to see that all the information is correct in the header. If the PO is billable, click the billable checkbox.
8. Make sure the Release Box is NOT checked, then click Save in the Header.
As a Best Practice, you should uncheck the Release box and wait until you've entered all the information to ensure that everything is correct.
As soon as you check Save with the Release box checked, the SCS will be unable to make modifications to this Requisition.
9. Click on the Goods and Services tab in the lower workspace.
You also have the option to enter the information directly into the Goods and Services section from the Summary tab.
10. Click New to add a GNS Line.
11. Select Services as the GNS ID.
12. Use the drop-down arrow next to Services Category and select Bin Stock.
The Services Category MUST be populated for Services in a GNS line, otherwise you will get an error message.
13. Enter the WO number.
- Some sites use a generic Project Task / MOTH Work Order to tie to their Blanket Purchase Orders.
- When the GNS PO should be tied to a specific Work Order, please be sure to tie it to that WO.
14. Enter Quantity of 1.
15. Enter the “not to exceed” dollar amount.
16. Use the drop-down arrow to select the Customer Want by Date. If the Priority is set at 3 - Normal or higher, the Customer Want by Date cannot be less than the current date + 7 days out. If you need the order sooner, you must first raise the Priority, then you can move the date up.
17. Use the drop-down arrow to select the Priority. The default Priority is 3 - Normal.
18. Change the description to something more descriptive (like Fastenal VMI for 2019.)
Always change the description to match what your requisition is for. This will help with the identifying Purchase Orders with the month-end reporting.
19. Enter Service through Order as the PO Category again.
20. Confirm that the Release box is checked.
21. Select Save to release the Req.
Once you see "Saved Successfully" in the lower left corner, you'll know that the requisition has been released to the Buyer.
Remember, the SCS will not be able to make any changes to the PO after Releasing the Req to the Buyer. If you have any changes or updates, please contact your Buyer IMMEDIATELY.
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