Steps in the screenshots correspond to the numbers in the headings.
Another GNS category is Office Supplies and Maint_Supplies. These function a little differently from Services and Rentals, in that they do NOT require a work order, and they key off the quantity -- meaning, on each line, you enter a quantity at a specific dollar amount. (For Example, you're buying 6 cans of WD40 at $3.88 each.)
- Any item that can be entered as a NEW PART should be done in this manner vs. as a Maint_Supply GNS Req. This allows ATS to better track our Inventory Costs and Part Spend per site.
- As or July, 2018, MISC is no longer used as a GNS ID. Any previously processed POs using this Line Code will remain as is. Do NOT change the existing data or the system will not process correctly.
1. Click Inventory > Purchasing > Purchase Order.
2. Under the Groupings tab select Supply for PO Category.
3. Click the red New button or the blue hyperlink (if the screen doesn’t populate).
There is no longer a Due Date in the header. This has been replaced by a Customer Want by Date at the line level.
There are also two other dates in the system: The Created Date is the day the Requisition/Purchase Order was created.
The Earliest Need by Date is calculated by the system if there are multiple lines on the Requisition/Purchase Order with different Customer Want by Dates.
4. In the header, enter Supplier ID* or click on the magnifying glass to get the Supplier Look-up.
Enter any part of the Supplier name surrounded by *s. Click the red search button to give you a list to choose from. Double-click or click on your specific choice and then click OK.
While it is POSSIBLE to release a GNS Req with UNKNOWN as the supplier, if you are doing this, it's important to provide enough information in the notes and description so that the buyer can source who would be the best vendor to purchase the item from.
5. On the right column of the header, click the drop-down arrow next to PO Category*, then select Supply.
6. In the center column, your Ship To Place*, Address ID, and Outbound Carrier will default in.
7. If the Release checkbox is checked, you will want to uncheck it until all the information is properly entered.
- Once you've Released a Requisition to the Buyer, the SCS is unable to make any changes to the Req.
8. In the far right corner, you will enter a PO category of Supply.
9. Confirm the billable checkbox is correct. It will default to whatever is in your place record. Check/un-check if needed.
10. In the lower page tabs, click the Good and Services tab.
11. Under the Goods and Services tab, click New.
12. On the new line, enter the GNS ID*.
Maint_Supplies or Office Supply can be typed directly into the text box or it can be brought up by using the search functions.
13. Leave Services Category Blank.
14. Leave Work Order blank.
15. Enter the required Quantity* of each for each line.
16. Enter the Unit Cost* for each.
17. Click on the drop-down arrow next to the Customer Want by Date to bring up a calendar. Select your Want by Date.
The Customer Want by Date is connected to the Priority. The Priority defaults in at 3 - Normal. With a Priority of 3, the soonest you can select for a Customer Want by Date is the current day + 7 days. If you want the product sooner, you must first change the Priority to a 1 or 2. Each time the Customer Want by Date is changed, that change is recorded in the Events tab.
18. Select the Priority. The default Priority is set to 3-Normal. Use the drop-down arrow to change the Priority.
19. Enter the Description* for each line.
*You do not want to leave the description as Maint_Supplies because this is what shows on your PO reporting, and at the end of the month you’ll have to research the details all over again.
20. In the same line under PO Category, click the drop-down arrow, then select Supply.
Note: If you want this to be billable to the Customer, you MUST check the BILLABLE checkbox before releasing the requisition.
21. Click Save in the header.
22. After you’ve checked everything for accuracy, click the Release checkbox in the top right column of the header.
The SCS is locked out of the Requisition from this point on.
- This Releases the Requisition to the Buyer.
- An Event is created stating a Requisition has been created.
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