JR Purchasing Agent

Table of Contents
Standard Day Procedure

Oracle
Creating a PO

Reopening a PO

Fixing a PO

Canceling and Closing a PO

Checking the Statues of a PO

Creating a Receiving Report

Weekly Will Call POs

Calendars

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Email Examples

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Standard Day Procedure

Once logged into the computer, open Microsoft outlook, Oracle, and the
Worksheet files.
Logging into Oracle:
1. After clicking on the Oracle Icon a log in box will appear which the
following should be entered: Firstname.lastname and then password
2. The website will pop up, scroll down towards the bottom of the page
and click on MGRC PO Buyer
3. Scroll down to the bolded PURCHASE ORDERS, under which you
double click Purchase Order
4. A box will pop up asking if you would like to run JAVA, in which you
click Run
5. Oracle will then pop up
Note: Do not close the two internet windows that open up, these two
windows are needed in order to run Oracle. Simply minimize them.
Morning duties:

Send an email to Receiving regarding what POs should be delivered

that day according to the calendar
Mondays- Collect weekly will call invoices to update that PO and send
out new weekly will call POs to suppliers
Take care of any emails that were received regarding POs
Send out emails to suppliers regarding POs that havent received
confirmations (see page: 11)

Cycle counts
Once ready, print out the cycle count sheets for the day according to the
Cycle Count Calendar and head to the warehouse for cycle counts, if needed
assistants refer to the warehouse manager.
Once cycle counts are complete pull up the worksheet files, pull up the folder
of the specific supplier
1. Copy and paste and the master worksheet and retitle it with the
supplier name and the date.
a. Ex: Active Supply WS MASTER - Copy.xlsx becomes Active
Supply WS 7-18-13.xlsx
2. Open the file and input the quantity that is needed.
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a. To get rid of empty lines go to the Data tab; click the bolded word
Order on the worksheet, and the click Filter.
b. An arrow will appear in the box that says Order. Click on it and
uncheck the box that says (Blanks) and click OK.
c. Do not unclick the Filter button or the blank boxes will reappear
3. Enter in the date at the top right corner of the page where it says PO
Date
4. Go into oracle to create a PO for the order (only one line in Oracle is
needed for now) and enter in the PO next to the box that says PO No
5. Save document and print
6. Email the cycle count to the supplier (See page 11)
7. Write the PO number on the Cycle Counts Calendar next to the correct
supplier. If nothing was order that day from a supplier write: N/A
8. Once the supplier has replied with a confirmation that they received
the order and a delivery date, print the email and write the supplier
and the PO number on the Delivery Date calendar on the date that the
PO is going to be delivered.
9. Enter the rest of the PO into Oracle
10.
Print out the order
a. Click on Inquire at the top of the page
b. Click on View document
c. The Internet icon will start flashing, click on it and the new page
will ask to run Adobe, click OK
d. Print out the Adobe version of Oracle
11.
In Oracle, click Approve and OK. If the total amount is over the
amount that the JR Purchasing Agent may approve, click the box next
to Forward and forward it to the appropriate person that may approve
it.
12.
Staple together the Oracle print out on top, the Microsoft Excel
worksheet, the original cycle count, and the confirmation and delivery
date emails.
13.
File it in the correct folder, newest in front
Note: If you do not receive a confirmation within two days (the day you sent
it out and the day after), follow up on the order by emailing and/or calling the
supplier (see page 11).

Oracle
Creating a PO
1. Click on Purchase Orders under Purchase Orders on the Navigator in
Oracle
2. Fill in the following boxes:
a. Supplier: (Supplier Name)
b. Site: (click the CA address, or the closest to CA)
c. Ship to: LV IC
d. Bill to: 010
e. Description: LV Stock
Note: Use tab to go from box to box
3. Tab over to the Item box, type in the SKU number, which consists of
four letters and eight numbers. If the item does not have a SKU
number, use the custom SKU numbers. To search an item and its SKU
click on the small box in the Item box with the
4. Tab over to Quantity and enter in the quantity (quantity should be 1 for
freight, and tax. Quantity can never be 0)
5. Tab over to Price and enter in price
6. For line #1 tab over to Promised and enter in the approximate delivery
date
7. Click on Shipments
8. Fill in the box Org: 101
9. Click Distributer or the Enter key
10.
Under Requester enter in last and first name
11.
Deliver-to: 010
12.
Tab over to PO Charge Account. Make sure this number reads:
001.(these six # change).101.010
13.
Exit out of both boxes
14.
Click on the second line or the down arrow. It will ask to save,
click Yes or Enter to save.
15.
Repeat 3-14 for all items (step 6 only needs to be done once on
line 1).
16.
Once done print out PO
a. Click on Inquire at the top of the page
b. Click on View document
c. The Internet icon will start flashing, click on it and the new page
will ask to run Adobe, click OK
d. Print out the Adobe version of Oracle
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17.
Click Approve and OK. If the total amount is over the amount
that the Purchasing Agent may approve, click the box next to Forward
and forward it to the appropriate person that may approve it.
Reopening a PO
1. Click on Purchase Order Summary under Purchase Orders on the
Navigator in Oracle.
2. In the box next to Number type in the PO number or the supplier in
the box next to Supplier. Click Find
3. A box will pop up with the PO and Click Open
Note: You cannot Re-open POs that have not been approved by the approver
the PO was forward to, if the PO is closed, or been canceled.
Fixing a PO
Deleting unneeded lines. If the line is:
1. Not Saved:
a. At the top of the page there is a picture with a pencil eraser on it.
When scrolled over it will read Clear Record
b. Select the line
c. Click Clear Record
2. Saved:
a. At the top of the page there is a picture of a red X. When scrolled
over it says Delete
b. Select the line and click Delete
c. When this is done the line number no longer exists.
i. Ex: if line #3 is deleted, the line number order will then go
1,2,4,5..
Accidently miss typing 101 under Org or 010 under Deliver-to
1. Click on the line, go to shipments, and then distributions
2. Click on the PO Charge Account box
3. A square box will pop up in the box that has on it- click on it
a. Fixing Org: Next to Division type 101
b. Fixing Deliver-to: Next to Location type 010
4. Click OK

Changing a Quantity
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1. When changing the quantity on an already saved line, it must be

changed on the line, in Shipments, and in Distributions.
Canceling and Closing a PO
To cancel a PO, the PO must first be approved and not have anything
received on it. Once canceled it can no longer be opened and does not exist.
There are two ways to cancel a PO:

In Oracle
1. Pull up the PO
2. At the top of the page click on Tools
3. Click Cancel
4. Control Document box will pop up. Click OK
In Oracle Purchasing
1. On the Navigator under Buyer Work Center, click on Orders
2. Click on the new internet page that pops up
3. Click on Search in the top right hand corner under the Create box
4. Next to Order type in the PO number and click the Go button
5. Click on the drop down box next to Select Order that should say
Update
6. Select Cancel and click Go
7. Type the reason why the PO is being canceled and click Apply

Closing a PO
When a PO is closed it can no longer be updated, received, or paid but it can
be viewed. The PO must be approved to be closed.
1.
2.
3.
4.
5.

On the Navigator under Buyer Work Center, click on Orders

Click on the new internet page that pops up
Click on Search in the top right hand corner under the Create box
Next to Order type in the PO number and click the Go button
Click on the drop down box next to Select Order that should say
Update
6. Select Close
7. Type the reason why the PO is being closed and click Apply
Checking the Statues of a PO
1.
2.
3.
4.
5.

On the Navigator under Buyer Work Center, click on Orders

Click on the new internet page that pops up
Click on Search in the top right hand corner under the Create box
Next to Order type in the PO number and click the Go button
The statues can be viewed here and by clicking on the blue
wording under Statues the statues history can be viewed.
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Creating a Receiving Report

A receiving report is a report on all the created POs and the items that have
and have not been received. Receiving reports should be done at least once
a week and discussed with the receiver if there seems to be any problem
with orders and following up on backorders.
1. Go to the website: .
2. Under PMGRCI click on R12 PO Data Dump
3. Input the appropriate dates for To and From. (this should be two week
prior to the current date)
4. Under Available values select LV IC and click the single arrow to
move the name to the box next to it.
5. Scroll down and click OK. (Do not enter in any other options)
6. At the top left hand corner there is a button that is Export this
Report. Click that.
7. A dialogue box will pop up in which you click Export
8. At the top of the page a security bar will pop up, click on it and
Download File
9. Click the Export this Report button again, on the dialogue box click
the drop box and select MircoExcel (97-2003), click Export
10.
Click OK to open with Excel
11.
High light the whole document by clicking the left hand corner
between column 1 and column A.
12.
Copy the document and paste value in the exact same location
(this gets rid of any formulas that may be on the document
13.
Click on the blue bar and delete it.
14.
Highlight rows 1-8 and delete them
15.
Delete column A
16.
All Columns are to be deleted except for the following:
a. PO date
b. Item Description
c. Quantity
d. Supplier Name
e. Buyer
f. Quantity Received
g. Quantity Outstanding
h. PO Statues
i. PO Number
17.
Tighten and clean up the data by making the columns smaller
and making the columns with numbers aligned in the center.
18.
Highlight the nine columns and go to data tab and click on Sort
next to Filter

19.
Click the drop down box for Sort by and select PO Statues
OK delete all rows that PO statues is Closed
20.
Repeat step 18, Click the drop down box for Sort by and select
Quantity Outstanding OK delete all rows that have a quantity
outstanding less than 1.
21.
Repeat step 18, Click the drop down box for Sort by and select
Buyer OK delete all rows that buyer is Nicole.
22.
Repeat step 18, Click the drop down box for Sort by and select
PO Number OK a dialogue box will pop up in which you click
OK
23.
Insert a column between Quantity and Supplier Name (left
click on Supplier Name and select Insert) and move PO Numbers
column to the new space.
24.
Under the PO numbers group together the same PO numbers
by highlighting the same PO number and selecting Outside Borders
on the tool bar.
25.
Add a column labeled Delivery Date
26.
Going down the list of POs, fill in the POs delivery date
according to the Delivery Date Calendar in the new column.
27.
Save the document under !Receiving Reports and rename the
document RP MM-DD-YY.xls
28.
Print out Report

Weekly Will Call POs

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To avoid invoices for will calls, the agent may set up a weekly will call PO
with a supplier. For the ones that already exist, the following actions must be
taken:
1. Every Monday morning the agent sends out an email to the supplier
reminding them of the will call PO if they have not yet sent an invoice (see
page 11)
2. Once the invoice is received, the agent takes the final amount and inserts
it in the all-ready created PO in the Price box.
3. A new PO is made for the weekly will calls. Because this is not a normal
order, the following will need to be inputted:
a) Description: Weekly Will Call for MM/DD MM/DD/YY
b) Item: (a Custom SKU that best fits the items being ordered ex: tools for
Tool Tech, Plumbing for Ferguson)
c) Need by: (The following Monday Date)
d) Quantity: 1
e) Price: 1
4. The PO is saved but not Approved, not until an invoice is received the
following Monday and the PO is updated
5. The new PO for the week is sent to the supplier

Calendars
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Cycle Counts
The Cycle Count Calendar keeps track of what Supplier was bought from that
day and the PO number. The Suppliers are rotated every two weeks. For
example on Monday the JR Purchasing Agent will order suppliers from
Ferguson. The following Monday the agent would order from Platt. The third
Monday the agent would order from Ferguson; so that every other week the
agent is ordering from the supplier. The cycle count pattern should already
be set up. The duties for JR Purchasing Agent are:

Every month write in the suppliers names in advanced so he/she and

everyone else knows in advanced when items will be order or have
been ordered last from that supplier.
After creating a PO, writing in the PO next to that supplier for the day
in red. If nothing is ordered from that supplier that day the agent must
write a N/A in red next to the supplier.
At the end of the month the calendar month is torn down, folded up,
and filed in the Cycle Counts folder at the bottom of the file cabinet,
newest in front.

Delivery Date
The Delivery Date Calendars keeps track of the delivery dates of all the
orders placed by the Junior and Senior Purchasing Agents. There are two
calendars, one for the current month and one for the following month. The
duties of JR Purchasing Agent are:

After receiving a delivery date, he/she must write the supplier name
and PO number on the date that it will be delivered
Once the month is up, the month is to be torn off, folded up, and filed
in the Delivery Date folder at the bottom of the file cabinet, newest
in front.

Note: Delivery dates are prone to change; if so, use whiteout on the old
delivery date and write the new one in to avoid a messy calendar.

10

Email Examples
Sending a PO:

Subject: MMMC PO (PO number)

Attached Excel document XXXX
Message:
Please respond with an order confirmation and a delivery date. Thank you.

Sending a Follow up:

Subject: Confirmation of PO (PO Number)

Message:
(Name of contact),
I sent PO (PO number) on MM/DD and have not received a confirmation.
Could you please get back to me regarding this PO and its delivery date?
Thank you.
(First and Last Name)

Weekly Will Call PO Reminder

Subject: Will Call PO

Message:
Just a reminder for last weeks will call PO.

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