M3 Purchasing Training Manual V1.1

TABLE OF CONTENTS
M3 PURCHASING TRAINING MANUAL M3 PURCHASING TRAINING MANUAL
NAME:......................................................................
CONTACTS:
IT HELPDESK for all technical issues

ServiceDesk@aggreko.biz
Jagoda Dordevic for all Training assistance
Email - Jagoda.Dordevic@aggreko.com.au
Phone - 03 9586 5152
M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 1

TABLE OF CONTENTS
M3 PURCHASING TRAINING MANUAL

TABLE OF CONTENTS
TABLE OF CONTENTS
TABLE OF CONTENTS ......................................................................................................................................... 3
M3 SETTINGS & INFOR SMART OFFICE SETTINGS ......................................................................................... 5

How to Log into M3 ............................................................................................................................................... 6
How to Add Widgets.............................................................................................................................................. 7
How to Remove a Widget ..................................................................................................................................... 9
How to Set Favourites in the Navigator Widget .................................................................................................. 10
How to Create M3 Output as a Favourite ........................................................................................................... 12
How to Open a M3 Program ............................................................................................................................... 14
How to Manage M3 Programs in ISO ................................................................................................................. 16
Managing Panel Sequence ................................................................................................................................. 18
How to Use the Quick Note Widget .................................................................................................................... 20
How to Export to Excel ........................................................................................................................................ 21
How to Log Out/Shutdown M3 ............................................................................................................................ 23
CREATE PURCHASE ORDERS (PO) ................................................................................................................. 25

PPS200 Panel Settings ....................................................................................................................................... 26
How to Create a PO for XX Items ....................................................................................................................... 28
How to Create a PO for Stocked Items ............................................................................................................... 36
How to Create a PO through SO ........................................................................................................................ 43
How to Release XHire POs ................................................................................................................................ 51
How to Release Multiple Planned PO's to Form One PO ................................................................................... 64
How to Set a PO Line To Not Include GST Charges .......................................................................................... 65
How to Amend the Addresses on a PO .............................................................................................................. 67
How to Print a PO after it is Approved ................................................................................................................ 68
How to Reprint a PO ........................................................................................................................................... 70
How to Copy a PO .............................................................................................................................................. 72
How to Copy a PO Line ...................................................................................................................................... 74
PURCHASE ORDER AMENDMENTS ................................................................................................................. 77

How to Amend a PO ........................................................................................................................................... 78
How to Cancel a PO............................................................................................................................................ 81
How to Delete a PO Line .................................................................................................................................... 85
How to Process PO Line Flag Complete to an Entire PO................................................................................... 87
How to Process PO Line Flag Complete to a PO Line ....................................................................................... 91
RECEIPTING PURCHASE ORDERS .................................................................................................................. 95

How to Receive a PO .......................................................................................................................................... 96
How to Receive XHire PO'S................................................................................................................................ 98
How to Un-Receive a PO .................................................................................................................................. 102
APPROVE PURCHASE ORDERS ..................................................................................................................... 107

TABLE OF CONTENTS
How to Approve a Purchase Order ................................................................................................................... 108

How to Approve a PO Amendment that was Raised by Another User ............................................................. 113
MISCELLANEOUS ............................................................................................................................................. 115

How to Review a PO in PPS200 ....................................................................................................................... 116
How to Check if Supplier's Invoice has been Paid and Reprint Invoice ........................................................... 118
How to Check what Invoice a PO Line has been Matched to ........................................................................... 120

M3 SETTINGS & INFOR SMART OFFICE SETTINGS

1 6
2
6
3
7
5
1 Title Bar - The area located at the very top of the Infor Smart Office desktop
2 Taskbar - The area in which the open M3 programs will be displayed when they are not activated.
3 Canvas - The area located in the centre of the desktop, this is a free non-magnetic space that allows you
to drag and drop applications (i.e. widgets, shortcuts) anywhere
4 Widgets
a. Profile Information Information relating to Environment & Division you are in will be displayed.
b. QuickNote - Data from programs can be dragged/pasted to later be dragged/copied to M3

programs.
c. Navigator - This widget allows you to open M3 programs and holds

o Function tab - includes all available M3 programs
o Favourite's tab - M3 Programs can be set as favourites and are held here
o Recent tab - the 10 most recent programs that have been opened are held here
5 Magnetic Area - The left and right-hand side of the desktop that allows widgets to automatically snap into
vertical alignment and can be accessed at any time. This includes when M3 programs are maximised.
Shortcuts created cannot be placed in these areas
6 Open M3 programs
a. The top right Start field
b. The Bar in the "Navigator' Widget field
7 M3 Programs Open M3 Programs appear here

HOW TO LOG INTO M3
1 From Citrix screen click on [M3]
2 From Citrix screen click on [M3 Live]
The Lawson Smart Office window opens

3 Key in your Citrix password in the
[Password] field and select the right
arrow
NOTE: Alternatively to Log On you can also

press Enter from the keyboard
Lawson Smart Office opens

HOW TO ADD WIDGETS

Depending on what has been predefined as the set up the following Widgets should be set
1 From LSO click on [Show]
The Show options appear

2 Select [Widget Library]
NOTE: You can also access the Widget

Library by right clicking in the canvas
The Widget Library screen opens

3 Double click on the [Navigator] widget
NOTE: You can also select the widget and

drag it into the canvas where you want it to be
or highlight the widget and click on Add to
Canvas

The widget will appear in your canvas

4 From here you can move it to a spot where
you want it to be.
5 Any widgets that are moved into the

magnetic areas allow you to easily access
them when you are in a M3 program.
6 Your M3 is set up

HOW TO REMOVE A WIDGET
1 All Widgets have the [X] option which allows

you to remove the widget. Click on the [X] for
one of the widgets
Eg, Quikic Note Widget
The widget will no longer appear

HOW TO SET FAVOURITES IN THE NAVIGATOR WIDGET
1 From and opened M3 program right click on

it from the [Task Bar]
The following options open

2 Select [Add to Favourites] then
[Favourites List]
The program will appear in the Favourites

list from the Navigator Widget
3 The favourite can be renamed by right

clicking on the name in the [Navigator]
widget and selecting [Change]

The Infor Smart Office window opens

4 In the [Name] field change the name to what
you want and click on [Ok]
The screen returns to the ISO window

5 The name is updated

HOW TO CREATE M3 OUTPUT AS A FAVOURITE
1 From the [Navigator] widget click on the

[Favourites] tab
2 Right click in the blank area inside the

[Favourites] tab

3 Click on [New Favourite]
The Create New Favourite window

opens
4 Complete the following

[Name] - Key in the name, eg M3
Output
[Link] - Key in the following link

\\gla1fs01\homedirs\youruserid\
movexoutput\
Your user id - replace this with

your computer user name

The following should appear

5 Click on [Ok]
The Favourite created will appear in the

favourite list

HOW TO OPEN A M3 PROGRAM

There are 4 ways M3 programs can be opened
USING THE START FIELD FROM THE TITLE BAR
1 Key in the program name in the [Start] field

from the title bar located in the top right hand
corner of the screen and press enter
Eg STS100
NOTE: This field can also be accessed by

using [CTRL+R] from the keyboard
The program opens
USING THE NAVIGATOR WIDGET
1 Key in the program name in the white field

below the [Navigator] name and press
[Enter] from the keyboard
Eg PPS200
The program opens

USING THE FAVOURITES SECTION WITHITN THE NAVIGATOR WIDGET
1 From the [Navigator Widget] select

[Favourites] tab then double click on the
program to opens
Eg Service Order. Open (SOS100)
The program opens
USING THE RECENT SECTION FROM THE NAVIGATOR WIDGET
1 From the [Navigator] widget select the

[Recent] tab then double click on the
program to open
Eg Service Order. Open (SOS100)
The program opens

HOW TO MANAGE M3 PROGRAMS IN ISO

There are 3 Ways to access programs when you have multiple open
USING THE TASK BAR
1 To move from one program to the next you

can select the program from the task bar
This will bring the program to the front in your

canvas
SELECTING IT FROM THE CANVAS AREA
1 From the canvas click on

the program using your
mouse
This will bring that program to the front

USING THE FIND WINDOW STANDARD OPTION
1 Click on the [Find Window] icon
The open programs will appear in the

standard option on your screen
2 Click on the program you need
NOTE: You can also use [CTRL+TAB] to toggle

between the programs
The screen returns to

the main ISO window
3 The program selected will

appear at the front

MANAGING PANEL SEQUENCE

The Panel Sequence can be managed through
F13 Settings - For permanent changes
Direct Change - For non-permanent changes
F13 SETTINGS
1 From an open program select [Actions]
The following appears

2 Select [F13 Settings]
The window opens

3 Make the necessary changes
Opening Panel - Select A or B
Panel Sequence
Then click on [Next]

The screen returns to the program

4 The changes made will be applied
DIRECT CHANGE
1 From an open program right click in the Panel

Sequence are and select [Direct Change]
NOTE: CTRL+D can also be used from the

keyboard which will open Direct Change

2 Key in the desired sequence and press
[Enter] from the keyboard
Eg, 1
The new panel sequence

will be displayed
When you exit the
program and reopen it
the panel sequence
will revert back to its
original settings

HOW TO USE THE QUICK NOTE WIDGET
1 When you are in a M3 Program you

have the ability to drag or paste
information that you may want to use
in another program into the Quick
Note Widget.
Eg From PPS200, PO
Number, click on the PO
number and then drag it into
the Quicknote widget
The information will appear in the

Quick note Widget
2 From another program you can then

drag the information from the Quick
Note widget into the appropriate field
Eg From PPS300 drag the PO
Number into the PO Number
Field
The information will appear in the

field

HOW TO EXPORT TO EXCEL
1 From the M3 Program highlight a

record/s from the list and click on
[Tools]

2 Select [Export to Excel] then [Use
Source Format]
The Select Date Format window

opens
3 Select the date format and click on

[Ok]
The Export to Excel window opens

4 Select the appropriate option
[Export currently selected
rows] for only the rows you
had selected to be put into
Excel
[Export all rows] for all rows

to be exported, which is capped
at 9999 rows
5 Then click on [Export]

The export will begin and once

completed Excel will open
6 The rows you had selected or export

option selected will appear

HOW TO LOG OUT/SHUTDOWN M3
1 Prior to logging out ensure no program is

open in the [Task Bar].
2 Right Click in the Task Bar and select [Close

All]
All open programs will be closed

3 Click on [Shutdown] from the Title Bar
NOTE: you also have the option to Log Off by

selecting the drop down arrow next to Shut
Down


CREATE PURCHASE ORDERS (PO)

PPS200 PANEL SETTINGS

Prior to creating a Purchase Order the below F13 Settings should be set. This process only needs to be
completed when you first begin using M3
1 In the [Start Bar] key in [PPS200] and press

[Enter]
The PPS200/A panel opens

2 Click on [Actions]
The following options appear

3 Click on [Settings F13]

The PPS200/P panel opens

4 Ensure the settings are set to
[Opening panel] - A - Entry
[Panel Sequence] - EG13
[Max no. records:] - 1000
Then press [Enter]
The screen returns to PPS200 the settings

are saved

HOW TO CREATE A PO FOR XX ITEMS
1 In the [Start Bar] key in [PPS200] and

press [Enter]

[Warehouse] key in the warehouse
number for the depot requiring the
order
[Supplier] key in the supplier

number (if unknown press [F4] from
the keyboard to search
[Request dely dt] key in the date or

select it from the calendar of when the
items will be delivered or service
conducted
NOTE: Panel Sequence ensure this is set to
[Order type] key in the appropriate EG13. This can be permanently amended through
F13 Settings from the Actions drop down.
order type
3 From the toolbar click on [Create]

The PPS200/E panel opens

[Buyer] key in the M3 id of the
person who raised the PO with the
Supplier
[Requisition by] leave this as your

ID
[Your ref 1] can be used to key in

information which allows you to
distinguish POs from the PPS200/B1
panel when searching.
5 Click on [Next]
The PPS200/G panel opens
6 Click on [Next] if the Addresses do not

need to be amended
NOTE: To change the Addresses refer to How

to Amend Delivery Address on a PO

The PPS201/B1 panel opens

[Item number] key in the item to be
ordered
[Order qty] key in the quantity
[Purch price] only key this in for

items entered beginning with XX
[Req dt] if this item will be delivered

on different date than the header date
this can be amended here
NOTE: Ensure the [Sorting order] is set to [4 = PO

line] and the panel sequence is [BEI]. The panel
sequence can be permanently amended through
[F13 Settings]
8 Click on [Next]

[Our ref no] key in the supplier
quote number if supplied and select
option [3-Qutations no] from the drop
down box next to this field
[Ref order no] if the PO is related to

an agreement or a service order this
MUST be keyed in here

10 Click on [Next]
The PPS201/I panel opens

[Suppl item no] for XX items
entered if there is a Supplier item
number this can be entered here
[PO item name] for XX items

entered key in a brief description of
what the line is for
NOTE: For Transport POs the following will apply
[PO item descr] if further
PO item name DEL A350230 Bob the
information needs to be entered use
Builder
this field
PO item descr DEL XAVN016
Melbourne. (the XAVN016 will be the
fleet number)
12 Click on [Next]

The Accounting Entry box opens

[Bus.Cen] field - This will default to
the warehouse selected for the PO.
Amend if another area will be paying
for the PO
NOTE: Ac Rule
[Dept] field - select the appropriate
R-DEL Rechargeable Delivery
department
R-COL Rechargeable Return
[Cont/Cap] ensure the
agreement/service order number N-DEL Non rechargeable Delivery
entered in the [Ref order no] field N-COL Non rechargeable Return
appears here, if not key this in
[Ac Rule], this only needs to be NOTE: Under NO circumstances is [Cancel] or

[Close] to be used, this will ensure the accounting
amended for transport items entered entries appear for Finance.
14 Then click [OK].

The screen returns to the PPS201/B1
panel
15 The line added will appear in the grid. If

there are more lines to add repeat steps 7
to 14.
16 Once all lines are added to the PO click on

[X Close]


[Highest Status] field if 15/15
(Ready for Printing) appears, in the
[Prf] field key in [1] and then press
[Next]

(approval required ) appears this
means that the PO has exceeded your
PO limit and requires a manager to
approve it,
o leave the [Prf] field at [0]
o [Remark] if needed you can

enter information here that the
manager will see when they
review the PO
o [Resp] key in the M3 id of the

manager that will be approving
the PO
The screen returns to the PPS200/A

panel
18 The PO is created Ready for Printing. To

Print the PO copy the PO number and click
on [Actions]
NOTE: if the PO needs to be approved by your

manager you will not be able to complete these
next steps until it has been approved and the
status moves from 12 to 15.

19 Click on [Purchase Order Documents F14]
20 Paste or key in the PO number in the [PO

no] field in the bottom left of the screen
and then click on [Next]
NOTE: Ensure the PO number is entered

before clicking next as if not you will be
printing all POs at a status 15. You are also
able to key in multiple PO numbers before
clicking next in the extra white fields
The PPS600/F panel opens
21 Click on [Next]

The MNS212/B1 panel opens
22 Click on [Confirm Output]
The system requires a series of files to be

generated, you will need to click on
[Confirm Output] four times
NOTE: If you do not need a hardcopy to print

for the PO you are able to delete the [PRT] file
line that appears, ensure you delete this line
for all 4 screens that appear.
The Lawson Smart Office box appears
23 Click on [Ok]. The document will print to

the printer and your output file.
24 Click on [X Close] to go back to PPS200/A

panel

HOW TO CREATE A PO FOR STOCKED ITEMS

[Enter]

[Warehouse] key in the warehouse
number for the depot requiring the
order
[Supplier] key in the supplier

number (if unknown press [F4] from
the keyboard to search
[Request dely dt] key in the date or

select it from the calendar of when the
items will be delivered or service
conducted
NOTE: Panel Sequence ensure this is set to
[Order type] key in the appropriate EG13. This can be permanently amended through
F13 Settings from the Actions drop down.
order type
3 From the toolbar click on [Create]


[Buyer] key in the M3 id of
the person who raised the PO
with the Supplier
[Requisition by] leave this

as your ID
[Your ref 1] can be used to

key in information which allows
you to distinguish POs from
the PPS200/B1 panel when
searching.
5 Click on [Next]
6 Click on [Next] if the Addresses do

not need to be amended
NOTE: To change the Addresses refer

to How to Amend Delivery Address on
a PO


[Item number] key in the
item to be ordered
[Order qty] key in the

quantity
[Req dt] if this item will be

delivered on different date than
the header date this can be
amended here
NOTE: Ensure the [Sorting order] is set to [4 = PO line]

and the panel sequence is [BEI]. The panel sequence can
be permanently amended through [F13 Settings]
The following
should appear
8 Click on [Next]

[Our ref no] key in the
supplier quote number if
supplied and select option [3-
Qutations no] from the drop
down box next to this field
Confirm or amend as required

the quantity, delivery date or
purchase price.
NOTE: The F11 Accounting Entry Box

can be opened from this panel, prior to
selecting Next from the keyboard press
[F11] and it will open


10 No information is required to be
amended here, click on [Next]
The screen returns to the

PPS201/B1 panel
11 The line added will appear in the

grid. If there are more lines to add
repeat steps 7 to 14.
12 Once all lines are added to the PO

click on [X Close]
NOTE: To access the F11 Accounting

Entry for stocked items from the Lines
double click on the item, then in the next
screen press [F11] from the keyboard].
ONLY the Business Centre and
Cont/Cap should be amended


(Ready for Printing) appears, in the
[Prf] field key in [1] and then press
[Next]

(approval required ) appears this
means that the PO has exceeded your
PO limit and requires a manager to
approve it,
o leave the [Prf] field at [0]
o [Remark] if needed you can

enter information here that the
manager will see when they
review the PO
o [Resp] key in the M3 id of the

manager that will be approving
the PO
The screen returns to the PPS200/A

panel
14 The PO is created Ready for Printing. To

Print the PO copy the PO number and click
on [Actions]
NOTE: if the PO needs to be approved by your

manager you will not be able to complete these
next steps until it has been approved and the
status moves from 12 to 15.

15 Click on [Purchase Order Documents F14]
16 Paste or key in the PO number in the [PO

no] field in the bottom left of the screen
and then click on [Next]
NOTE: Ensure the PO number is entered

before clicking next as if not you will be
printing all POs at a status 15. You are also
able to key in multiple PO numbers before
clicking next in the extra white fields
17 Click on [Next]





panel

HOW TO CREATE A PO THROUGH SO
1 In the [Start Bar] key in [SOS660] and

press [Enter]
The SOS660/B1 panel opens

2 Key in the service order number in the
[SO no] field and press enter
The system retrieves the service order

3 Highlight the Service Order and click on
[Related]
NOTE: You can highlight the Service Order

and from the keyboard press CTRL+13

4 Click on [Order lines CTRL+13]
The SOS120/B1 panel opens

[Ltp] select option 2
[Item ID] key in the item number
[Order qty] key in the quantity
[Tech] key in the tech number
[Pln start date] - key in the date

the item is required
[Supplier] key in the Supplier

Code
NOTE: Ensure the Panel Sequence is EF and the
[Sales price] key in the price
Sorting Order is 1-Name

6 Click on [Next]

The SOS120/E2 panel opens

[Cost price] key in the cost
price, this will generally be the
same price as the sales price
[Name] if the XX code was used

a description of the items will need
to be keyed in
The Lawson Smart Office box opens

8 Click on [Ok]

SOS120/E2 panel
9 Click on [Next]


SOS120/B1 panel
10 The item will appear in the grid with a

status [22]. If there are more lines to
add complete steps 5 to 9. Once all
lines added click on [X Close]
NOTE: When the items are delivered

and the PO is received the status for
this line will update to 44

SOS660/B1 panel
11 A Planned PO has now been

generated that needs to be
progressed. In the [Start Bar] key in
[PPS170] then press [Enter]
The PPS170/B panel opens

12 Key in the Service Order number in
the [Ref order] field and press
[Enter]
NOTE: Ensure the Sorting Order is set

to [2-Reference Order] and the View is
set to [REF/BUYER-Ref Cat fo]

The system will retrieve all Planned

POs for your division
13 Double click on the planned po for the

Service Order to release.

14 Click on [Actions] drop down box
If there are multiple Planned
PO's for the same Supplier that
need to be combined DO NOT
complete this step and go to
Step 16

15 Click on [Generate Purchase Order
Number]
The PO number is generated

[Supplier no] confirm the correct Supplier
appears, amend if incorrect
[Order type] key in 021
[Buyer] key in the M3 user id of the

person that placed the order
[Planned dely dt] confirm/amend the

correct delivery date
[Purchase price] confirm/amend the price
[Our ref no] If a quote has been supplied

this can be entered here.
o Select [3] from the drop down box and

key in the quote number if supplied,

17 Click on [Next]

18 Click on [Ok]
The screen returns to the PPS171/E

panel
19 Click on [Next]


20 Complete the following if needed
[PO item name] Where an
XX code was used key in the
item name
[PO item descr] For XX

codes if more information
needs to be added key this in
here
[Your ref:] Key in reference

for the PO, eg SO number,
parts
[Requisition by] leave this

as your M3 ID

21 Click on [Next]
The screen returns to the PPS170/B

panel
22 Ensure there is nothing in the [Msg]

field, highlight the line and click on
[Related]


23 Click on [Release Line CTRL + 11]
The system will release the planned

PO and the status moves to 60 -
Released

25 Click on [Create Purchase Order
Selection F14]

26 Key in the M3 id of the person set as the
buyer in the [Buyer] field under the [From]
and [To]. Then click on [Next]


27 Click on [Ok]
The screen returns to PPS170/B panel

28 The PO is released and will appear in
PPS200
NOTE: the planned po still appears, press [F5

Refresh] on the keyboard and this will clear

HOW TO RELEASE XHIRE POS
Once the agreement is created, the planned

PO that is generated needs to be released
1 In the [Start bar] key in [PPS1710] and

press [Enter]
The PPS170/B panel opens

[Sorting order] - set to 2-Reference
Order
[View] - set to REF/BUYER-Ref Cat

for Buyer
Delete the information that appears in

the grid
Press [Enter]

3 Key in the agreement number in the [Ref
order] field and press [Enter]
The Planned PO is retrieved

4 Double click on the Planned PO to release.



6 Click on [Generate Purchase Order
Number]
The PO number is generated, copy the PO

number

[Supplier no] confirm the correct
Supplier appears, amend if incorrect
[Buyer] key in the M3 user id of the

person that placed the order
[Planned dely dt] confirm/amend

the correct delivery date
[Purchase price] confirm/amend

the price
[Discount 1/2/3:] - key in 100 in the

first field
[Our ref no] If a quote has been

supplied this can be entered here.
o Select [3] from the drop down box

and key in the quote number if
supplied,

The
following
should
appear
8 Click on [Next]
The screen returns to the PPS171/F panel

opens

[Your ref:] Key in reference for the
PO, eg Agreement number, Xhire,
Customer
[Requisition by] leave this as your

M3 ID

The
following
should
appear
10 Click on [Next]
The screen returns to the PPS170/B panel

11 Ensure there is nothing in the [Msg] field,
highlight the line and click on [Related]
NOTE: If an area has not been completed a

message will appear in the Msg field which will
need to be actioned prior to releasing the
Planned PO

12 Click on [Release Line CTRL + 11]

The system will release the planned PO and

the status moves to 60 - Released

14 Click on [Create Purchase Order Selection
F14]

15 Key in the movex id of the person set as the

The Infor Smart Office box opens

16 Click on [Ok]

PPS200
NOTE: the planned po still appears, press [F5

Refresh] on the keyboard and this will clear
Xhire PO's require to be paid using the

XXINV code

[Enter]

[Panel sequence] - set to EG13
[PO number] - Key in the PO number

and press [F4]
NOTE: if the program doesnt open in the

PPS200/A panel go to Actions and F13
settings, change the opening panel to A

The system retrieves

the PO
20 Double click on the PO

21 Edit any information as required and then
click on [Next]

22 Click on [Next]


[Sorting order] - set to 4-PO line
[Panel sequence] - set to EI, amend

through Actions and F13 settings
[Item number] - key in
o XXINV-POW - for power products
o XXINV-TC - for temperature

control
o XXINV-MC - for moisture control
o XXINV-OFA - for air products
o XXINV-OTHER - for all other

xhires
[Order qty] - key in 1
[Purch price] - key in the amount to

be invoiced
[Req del dt] - key in the date of when

the Supplier will invoice the item
The following
should appear
24 Click on [Next]

The PPS201/E panel

opens
25 In the [Ref order no]

field key in the
agreement number and
click on [Next]
The PPS201/I panel

opens
26 In the [PO item name] field

key in the description about
the invoice
EG - NOV Invoice -
350kVA Generator

The following should

appear
27 Click on [Next]

PPS201/B1 panel
28 The item is added to the grid,

click on [X Close]
NOTE: If the item will be xhired

for longer periods further XXINV
lines will need to be added to be
used to the pay the subsequent
invoices sent by the Supplier


29 If
The [Highest status] is 12 the PO will
need to be approved prior to being
printed
o In the [Resp] field key in the

Movex id of the person that will
be approving the PO and click on
[Next]
The [Highest status] is 15, click on

[X Close]
The screen returns to the PPS200/B1 panel

30 To print the PO if the status is 15 take note of
the PO number, highlight the PO and click on
[Actions] drop down

31 Select [Purchase Order Documents F14]

32 Key in the PO number in the [PO number]
field and click on [Next]


33 Click on [Next]


The Infor Smart Office box appears

35 Click on [Ok]. The document will print to the
printer and your output file.

The screen returns to the PPS600/E panel

panel

37 The status of the PO will move to 20 -
Documents printed

HOW TO RELEASE MULTIPLE PLANNED PO'S TO FORM ONE PO

Where multiple planned po's appear for the same supplier these can be released to form 1 PO, rather than
multiple. Follow the same steps as completed for releasing a Planned PO for each of the PO's however
Do not click on [Generate Purchase Order Number]
Stop at the point of selecting [Related] drop down box and selecting [Release
Line] and follow the below steps
1 From PPS170 highlight all the planned po's

that need to be combined into one and click
on [Related] drop down box and click on
[Release Line CTRL + 11]
The status changes to 60 - released

2 Highlight all the planned po lines again and
click on [Actions] drop down and click on
[Create Purchase Order Selection]

3 Key in the movex id of the person set as the

4 Click on [Ok]

PPS200

HOW TO SET A PO LINE TO NOT INCLUDE GST CHARGES
From the PPS201/B1 panel, prior to entering

in the item to be ordered
1 In the [Panel Sequence] add the [F] panel

by right clicking in the panel sequence, select
[Direct Change] and add the F panel

2 Key in the item information to be ordered and
click on [Next]

3 Complete the necessary information then
click on [Next]

4 Complete the necessary information then
click on [Next]


5 In the [VAT code] field key in [99] - Exempt

6 Click on [Next]
The F11 Accounting Entry screen opens

7 Complete the PO as normal

HOW TO AMEND THE ADDRESSES ON A PO
1 From the PPS200/G panel tick the [Chg adr]

box against the address you wish to change
and press [Enter]
This will open up the field to be able to

amend
2 Key in the new address details and press

[Enter]

3 The address is amended, complete the PO
as normal

HOW TO PRINT A PO AFTER IT IS APPROVED

Where a PO was at status 12 and required approval by a manager, once this has been approved the status will
move to 15.
The PO can then be printed and sent to the Supplier

[Enter]

2 Complete the following areas
[Lowest / Highest status] 15 15
and 85 to 85
[PO no] in the fields at the bottom

key in the PO number, you can enter
up to 9 POs

3 Click on [Next]




The Infor Smart Office box appears

5 Click on [Ok]. The document will print to the
printer and your output file.

6 Click on [X Close]

HOW TO REPRINT A PO
PO's can ONLY be reprinted where the status is greater than 12 and less than 99

press [Enter]

2 Complete the following areas
[Lowest / Highest status] 15 15
and 85 to 85
[Copy] tick the box
[PO no] in the fields at the bottom

key in the PO number, you can enter
up to 9 POs

3 Click on [Next]


4 Click on [Next]


NOTE: If you do not need a hardcopy to

print for the PO you are able to delete
the [PRT] file line that appears, ensure
you delete this line for all 4 screens
that appear.


panel

HOW TO COPY A PO
This function can also be used where a PO was raised for the wrong Supplier or Order Type, you are able to
copy the original PO and create a new one that contains the correct Supplier and or Order type.
1 From the PPS200/B1 panel right click on the

PO to be copied
The following information appears

2 Click on [Copy]
The PPS200/C panel opens

3 Amend the information needed and then click
on [Next]


4 The new PO is generated. Continue as
normal

HOW TO COPY A PO LINE
1 From the PPS201/B1 panel right click on

the PO Line to be copied.
NOTE: Depending on the line that is copied

take note of the next available Line Number
The following opens

2 Select [Copy]
The PPS201/C panel opens

3 Key in the next available Line Number in
the [PO line] field and click on [Next] or
press [Enter]


4 The line is copied, amend the information
as required


PURCHASE ORDER AMENDMENTS

HOW TO AMEND A PO
PO's can only be amended where they are below status 35. If the PO is at status 75 - Received the PO will need
to be un-received first.

[Enter]

2 In the [PO number] field press [F4]

3 Ensure the [Lowest status] fields are set to
00 - 99.
4 Key in the PO number to be amended in the

[PO no] field and press [Enter]
NOTE: There are other options to use to search

for PO's if you do not have the PO Number this
can be selected from the Sorting Order drop down
box

The system will retrieve the information


6 Amend the information as required then
press [Next]

7 Amend the information as required then
press [Next]


8 From here you can
Add a line to the PO - follow the same
steps used when creating a PO
Amend the lines of the PO by double

clicking on the line
Once all amendments are made click

on [X Close]

HOW TO CANCEL A PO
PO's can only be cancelled if they are below status 20 and have NEVER been received then un-received. Prior
to completing the below steps ensure you have the correct PO as once the PO's is cancelled it CANNOT be
reinstated

[Enter]


00 - 99.


box

The system retrieves the PO


6 In the [Your ref 1] field key in the reason for
the deletion of the PO and then click on
[Next]

7 The information entered will be saved/ click
on [Previous]


8 Click on [Previous]

9 Highlight the PO and click on [X - Delete]

10 Click on [Ok] to begin the process of
cancelling the PO
The PPS200/D panel opens

11 Click on [Next]


12 The status of the PO changes to 99-99 -
Cancelled/PO Closed

HOW TO DELETE A PO LINE

The below process can ONLY be used if the PO Line is below status 20, and has NEVER been received then
un-received. Prior to completing the below steps ensure you have the correct PO Line as once it is deleted it will
be no longer appear on the PO and CANNOT be reinstated

[Enter]


00 - 99.


box


5 Highlight the PO and click on [Related]
6 Alternatively you can highlight the PO then

from the keyboard press [CTRL+11] then
proceed to step 8

7 Click on [Lines CTRL+11]

8 Highlight the line to be deleted and click on
[X - Delete]

9 Click on [Ok] to begin the process of
deletion

10 Click on [Next]

11 The PO Line is removed from the PO

HOW TO PROCESS PO LINE FLAG COMPLETE TO AN ENTIRE PO

This process is used where a PO needs to be cancelled that has been received then un-received
Prior to completing the PO Line Flag Complete Steps 1 to 9 MUST be completed if the PO is linked to an
Agreement or a Service Order to remove the link.
Otherwise begin at Step 10
1 From the PPS200/B1 panel highlight the PO

and click on [Related]

proceed to step 4


4 Double click on the PO Line

5 Delete any information recorded in the 3 white
fields next to [Ref order no] field. Then click
on [Next]

Even through the reference has been deleted

this message will appear
6 Click on [Ok]

7 Click on [Next]

8 Click on [Next]

9 Follow steps 4 to 8 for any remaining lines
then click on [X Close]
The PO is now ready to be PO Flag

Complete

[Enter]


11 Key in the PO Number in the [PO no] field
and press [Enter]

12 Click on [Next] to begin the process

13 Click on [Ok]

14 Click on [Next]

The screen returns to the PPS350/A panel

15 The PO has been closed and will move to
status 99

HOW TO PROCESS PO LINE FLAG COMPLETE TO A PO LINE

This process is used where a PO Line needs to be cancelled that has been received then un-received
Prior to completing the PO Line Flag Complete Steps 1 to 9 MUST be completed if the PO is linked to an
Agreement or a Service Order to remove the link.
Otherwise begin at Step 10
1 From the PPS200/B1 panel highlight the PO

and click on [Related]

proceed to step 4


4 Double click on the PO Line


5 Delete any information recorded in the 3 white
fields next to [Ref order no] field. Then click
on [Next]
Even through the reference has been deleted

this message will appear
6 Click on [Ok]

7 Click on [Next]


8 Click on [Next]

9 Click on [X Close]
The PO is now ready to be PO Flag

Complete

[Enter]

Key in the PO Number in the [PO no]
field
Key in the Line Number in the [PO

line] field


12 Click on [Next]

13 Click on [Next] to begin the process
The screen returns to the PPS350/A panel

14 The PO Line has been closed and will move
to status 99

RECEIPTING PURCHASE ORDERS

HOW TO RECEIVE A PO
Prior to Receiving in the PO ensure the pricing has been checked in PPS200.

[Enter]

[Warehouse] - key in the warehouse
of the PO to be received. Alternatively
this can be deleted from here
[PO number] - key in the PO number

in the first white field

3 Press [Enter]
NOTE: If only a specific line of the PO is being

received this can be keyed into the white field
next to the PO number and then press [Enter]

4 The lines of the PO that require to
be received will be displayed.
Complete the following
[Recved qty] - key in the
quantity delivered. The
[Remain] field will display
the total quantity waiting to
be received
[Location] - confirm or
amend the location for
parts. Generally all XX
codes are set to default to
NONSTOCK location

The following should

appear
5 Click on [Actions] drop

down

6 Select [Confirm Update F14]
The system processed the receipt

7 All lines that are received in full will disappear
from the grid. To receive in another PO key in
the PO number in the [PO number] field and
press [Enter]. Then follow steps 4 to 6.
8 Once completed click on [X Close]

9 Click on [Confirm output]
10 The program closes

HOW TO RECEIVE XHIRE PO'S

To Receive XHire PO's for Lot Controlled Items (Fleet items) the below process is to be used

[Enter]

[Warehouse] - Delete the warehouse
[PO number] - key in the PO number

in the first white field

3 Press [Enter]
The PPS300/B1 panel opens LINE TYPE 7
4 The lines of the PO that require to

be received will be displayed.
Double click on the XH line item
NOTE: the XXINV lines are only to

be received prior to the supplier
invoicing us for the goods and the
pricing has been confirmed
LINE TYPE 8

The PPS300/E panel opens LINE TYPE 7
5 Complete the following for both

Line Type 7 & or 8 PO's
[Received qty] - key in the
quantity
[Lot number] - key in the

Supplier's fleet number
[Location] - this is to be
left as to what is defaulted
o Line type 7 the

location will default to
XHIRE
o Line type 8 the LINE TYPE 8

location will default to
the customer number
NOTE: The Lot Number will only be

open for editing for serialised type
products, cable, duct and hose are
generally not lot controlled and this
will not be required to be completed.
Completing the Lot Number to the

Suppliers serialisation system will
allow for easier allocation if multiple
items of the same fleet are hired.
Also when the items are to be

returned easy identification of what
was sent on what agreement will
assist.
If the Supplier does not have

serialisation keying in the
agreement number instead will also
be useful

The following should appear LINE TYPE 7
6 Click on [Next]
LINE TYPE 8

7 Click on [Ok]


PPS300/B1 panel
8 The system processed the receipt,

the line received will disappear from
the grid if received in full. Click on [X
Close]

9 Click on [Confirm output]
10 The program closes

HOW TO UN-RECEIVE A PO
PO's can ONLY be un-received when they are at a status 75 (lines received)

press [Enter]

2 Key in the PO number in the [PO no] field
and press [Enter]

3 Highlight the PO and click on [Related]
drop down
NOTE: Alternatively highlight the PO and

from the keyboard use CTRL+11, then go to
step 5

4 Select [Lines CTRL+11]

5 Highlight the line to un-receive
and click on [Related] drop down


6 Select [Purchase Order Transactions
CTRL+11]

7 The line will appear as the first line
in the grid. Highlight the line and
click on [Delete]

8 Click on [Ok]
NOTE: If the message appears that "Internal

Account Entries Exist", this means that the
PO Line cannot be un-received until the
following day

9 Click on [Next] to proceed


PPS330/B1 panel
10 The receipt has been deleted, the

status of the PO line will move from
status 75 back to 20 or 15. Click on
[X Close]

11 Click on [Confirm output] for the [Printer
file] CAMNGPPF to be processed
The next Printer File to be processed will

appear
12 Click on [Confirm output] to process the

GLS041PF file


PPS201/B1 panel
13 The status of the line will reflect

the un-receipt processed. Click
on [X Close]


APPROVE PURCHASE ORDERS

HOW TO APPROVE A PURCHASE ORDER
1 In the [Start Bar] bar key in [PPS205]

and press [Enter]

2 In the white field above the [Sts] field
key in [10] and press [Enter]
NOTE: Status 10 will show all PO's

awaiting to be approved
The system will retrieve the PO's that

have been assigned to you to be
approved
3 Highlight the PO and then click on

[Related] drop down

4 Select [Purchase Order CTRL+11]


5 Click on [Ok]
NOTE: to reduce the record search for

purchase order in PPS200 program it has
been configured so that it only searches
are smaller record in order the results to
display quickly

6 The PO and its status will be
displayed double click on the PO
appearing as the most recent line in
the grid
The status of the PO will either
display
o 12/12 - All line(s) require

approval
o 12/15 or 12/75 - some

line(s) are to be approved
NOTE: Ensure the settings are as follows

[Lowest status] 00 99
Panel Sequence 1F
View 1 = PO no


7 Review the following lines that are at
status 12
The items being ordered, the
cost etc
Once reviewed click on [X

Close]
NOTE: Ensure the [Sorting Order] is set

to 4-PO Line.
If you do not wish to approve at this

point click on [Previous] to return to the
PPS200/B1 panel.
To view further information for the line

highlight the line and click on [Display]

8 In the [Signature] field key in you
approval code and click on [Next]


panel
9 The PO has been approved and the

status changes from 12 to 15. Click
on [X Close]

panel
10 Double click on the PO that has been

approved to set it to Approved status

11 In the [Prf] field key in [1]


12 Click on [Next]

panel
13 The status of the PO will change to

90. Follow the above steps for
subsequent PO's

HOW TO APPROVE A PO AMENDMENT THAT WAS RAISED BY ANOTHER USER

When amending a PO that is within your PO Limit that is created by another user the PO will move to a status
12 and require re-approval from the F panel. The below process can ONLY be completed if the entire PO is
within your PO Limit
1 From PPS200/B1 locate the PO that

is at status 12. Then right click in the
panel sequence area
The following will appear

2 Click on [Direct Change]
The following will appear

3 Delete the panels that are in this field
and key in [F]

4 Press [Enter] from the keyboard

The panel sequence is amended

5 Double click on the PO to re-approve

6 In the [Signature] field key in your 3
digit authorisation code and click on
[Next]
The screen returns to the PPS200/B

panel
7 The status of the PO will move to 15

or 20 depending on what it was prior
to the amendments being made

MISCELLANEOUS
MISCELLANEOUS

MISCELLANEOUS
HOW TO REVIEW A PO IN PPS200

[Enter]

00 - 99.
Key in the PO number in the [PO no]
field and press [Enter]

box

3 Highlight the PO and click [Display]

MISCELLANEOUS

4 The header information of the PO is
displayed click on [Next]

5 The Address information of the PO is
displayed click on [Next]

6 The Lines of the PO are
displayed. From here
The Status of the PO Lines
will be displayed in the
[Lst] column.
To view further information

and/or PO Description
highlight the PO line and
click on [Display]
o The PPS201/E panel

opens, click on [Next]
to proceed to the
PPS201/Ipanel
To exit click on [X Close]

MISCELLANEOUS
HOW TO CHECK IF SUPPLIER'S INVOICE HAS BEEN PAID AND REPRINT INVOICE
The following process can be used
To search if a Supplier's Invoice has been processed to a PO
Check what invoice a PO has been paid to
Divisions that have Basware will only be able to print the Invoice
1 In the [Start Bar] key in [APS200] and

press [Enter]
The APS200/B1 panel opens

[Payee] - key in the
Supplier M3 Number
[Supplier] - key in the

Supplier M3 Number
[Select] - is set to 3-All

invoices
[Supplier invoice no] -

key in the Supplier's
invoice number
Press [Enter]

3 If the Invoice has been entered through
the system it will be shown
[Invoice amt] - display total
amount of the PO
[Outstanding] - display how

much of the Invoice is left to be
paid
[Purchase order] - display the

PO the invoice was matched/paid
against
To print the Invoice highlight the

invoice and click on [Display]

MISCELLANEOUS
The APS201/E panel opens

4 If the invoice has been scanned
through Basware the [Document]
button will appear.
Click on [Document]
The Basware Image Viewer

window opens

[Select view] - click on [All
pages]
Right click on the image and

select [Print]
This will print to your printer

MISCELLANEOUS
HOW TO CHECK WHAT INVOICE A PO LINE HAS BEEN MATCHED TO

The below process can ONLY be used when the status of the PO line is 85 - Matched to an Invoice

press [Enter]

2 Key in the PO number in the [PO no] field
and press [Enter]

3 Highlight the PO and click on
[Related] drop down
NOTE: Alternatively highlight the PO

and from the keyboard use CTRL+11,
then go to step 5

4 Select [Lines CTRL+11]

5 Highlight the line to review and click
on [Related] drop down

MISCELLANEOUS

6 Select [Invoice Transactions CTRL+13]

7 The Invoice information will be
displayed. From here you can go to
APS200 to check if the Invoice has
been paid.

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TABLE OF CONTENTS

M3 PURCHASING TRAINING MANUAL M3 PURCHASING TRAINING MANUAL

IT HELPDESK for all technical issues

Jagoda Dordevic for all Training assistance

Phone - 03 9586 5152

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 1

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 2

M3 SETTINGS & INFOR SMART OFFICE SETTINGS ......................................................................................... 5

CREATE PURCHASE ORDERS (PO) ................................................................................................................. 25

PURCHASE ORDER AMENDMENTS ................................................................................................................. 77

RECEIPTING PURCHASE ORDERS .................................................................................................................. 95

APPROVE PURCHASE ORDERS ..................................................................................................................... 107

How to Approve a Purchase Order ................................................................................................................... 108

MISCELLANEOUS ............................................................................................................................................. 115

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 4

M3 SETTINGS & INFOR SMART OFFICE SETTINGS

b. QuickNote - Data from programs can be dragged/pasted to later be dragged/copied to M3

c. Navigator - This widget allows you to open M3 programs and holds

a. The top right Start field

b. The Bar in the "Navigator' Widget field

7 M3 Programs Open M3 Programs appear here

HOW TO LOG INTO M3

1 From Citrix screen click on [M3]

2 From Citrix screen click on [M3 Live]

The Lawson Smart Office window opens

NOTE: Alternatively to Log On you can also

Lawson Smart Office opens

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 6

HOW TO ADD WIDGETS

1 From LSO click on [Show]

The Show options appear

NOTE: You can also access the Widget

The Widget Library screen opens

NOTE: You can also select the widget and

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 7

The widget will appear in your canvas

5 Any widgets that are moved into the

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 8

HOW TO REMOVE A WIDGET

1 All Widgets have the [X] option which allows

The widget will no longer appear

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 9

HOW TO SET FAVOURITES IN THE NAVIGATOR WIDGET

1 From and opened M3 program right click on

The following options open

The program will appear in the Favourites

3 The favourite can be renamed by right

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 10

The Infor Smart Office window opens

The screen returns to the ISO window

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 11

HOW TO CREATE M3 OUTPUT AS A FAVOURITE

1 From the [Navigator] widget click on the

2 Right click in the blank area inside the

The following options open

The Create New Favourite window

4 Complete the following

[Link] - Key in the following link

Your user id - replace this with

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 12

The following should appear

The Favourite created will appear in the

M3 PURCHASING TRAINING MANUAL V1.1 27/03/15 13