PURCHASING

SYSTEM

Prepared by
Infomag Engineering Team

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 MENU

PURPOSE......................................................................................................................................................3
SCOPE..........................................................................................................................................................3
REFERENCE DOCUMENTS....................................................................................................................3
COMMON USED BUTTONS / ICONS....................................................................................................4
BASIC SKILLS............................................................................................................................................5
MAIN SWITCHBOARD............................................................................................................................7
1. DATA CONFIGURATION............................................................................................................................8
1.1 Supplier List.......................................................................................................................................9
1.2 UOM................................................................................................................................................10
1.3 Currency...........................................................................................................................................10
1.4 Payment Terms.................................................................................................................................11
1.5 Terms And Conditions.....................................................................................................................12
1.6 StockCatalog…………………………………………………………………………………………12
2. TRANSACTION.........................................................................................................................................13
2.1 Purchase Quotation..........................................................................................................................14
2.2 Purchase Order.................................................................................................................................15
3. REPORTING...............................................................................................................................................19

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PURPOSE

This system is designed to:

1. Generate a purchase order to the supplier.
2. Tracking of purchase items.
3. Generate the report.

SCOPE

Standard Package designed for engineering company.

REFERENCE DOCUMENTS

1. PO
2. Reports

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COMMON USED BUTTONS / ICONS

Save records Add field in groups

Display records in form view Delete field in groups

Calculation of units
Display records in datasheet view
View form, datasheet, reports or
View documents
documents.

Print reports or documents Sort field(s) in ascending order

Sort field(s) in descending order

Cut current object
Copy current object Filter record by selection

Remove filter or sort

Paste object that cut or copied
Find according to what user key in.
Filter record excluding by selection
Can use wildcard “*” or “?” to find.

Go to new record Filter record based what user key in

Hide a specified column in datasheet

Delete record
view

Exit to previous menu Unhide a specified column

Exit form, datasheet, reports or

documents.

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BASIC SKILLS

 To Add New Record

Record Navigation Bar

- Click on the New Record button on the Record Navigation Bar. The pointer will bring user to
New Form or New Record

 To Modify or Edit A Record

- For Form, click any button that links the form in Edit mode. Browse the record using Record
Navigation Bar. Select the record to modify.
- For Datasheet, scroll the records by pointing the mouse to the vertical scroll bar at the right hand
side of the screen. Select the record to modify.
- User can search for a record to modify by using the Find or Filter method.

 To Delete A Record

- Click on the Delete Record button in the form. A message will prompt user that the record is going
to be delete. If user do not want to delete the record or accidentally press the Delete Record button,
select NO when message prompt. OR
- User can select the entire record(s) that need to delete in the datasheet or continuous form, and then
press the Delete button on the keyboard. A message will prompt user for confirmation of delete.

 To Trigger View Between Form And Datasheet

- In the form view, click on the Datasheet View icon.

- In the datasheet view, click on the Form View icon.

 To Copy (Ctrl + C) Or Cut (Ctrl + X) And Paste (Ctrl + V) An Object (Data or Record(s))

- Copy an object allow the duplication of same set of data or records

- Cut an object will transfer the data or records to another location where user decide
- To copy, highlight the data or select the record(s) user want to duplicate, press Ctrl + C to copy.
Point the cursor at the location where user wants to duplicate the object. Press Ctrl + V to paste it.
- To cut, highlight the data or select the record(s) user want to cut, press Ctrl + X to cut. Point
the cursor to the new location where user wants the object to be. Press Ctrl + V to paste it.

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 To Find (Ctrl + F) Record(s)

- Point the cursor at the field user want to search.

- On the Edit menu, click Find. Or press Ctrl + F. Or click on the Find icon as above.
- In the Find what box, enter the text or number or date you want to search for.
- Select any other options that you want.
- Click Find Next button.
- To cancel a search in progress, press ESC. To repeat the same search, click Find Next button
again.

 To Filter Record(s)

- Point the cursor at the field user want to filter and highlight the object you want to filter.
- On the Records menu, click Filter/Sort, and then click Filter By Selection.
- To remove a filter and show the records that were displayed previously form, click Remove
Filter/Sort on the from the Filter/Sort menu.

 To Sort Records

- Point the cursor at the field name user want to sort and highlight the column or columns you
want to sort.
- On the Records menu, click Filter/Sort, and then click Sort Ascending or Sort Descending.

 To Print Reports (Ctrl + P)

- Click Preview Button to view the form or report. Click page setup to configure the page setting
and print setting.
- Click Print icon to print the form or reports.

 To Enter Text To Combo Box

- Click arrow down button at the right side of the box. Select the correct data. User can key in
the new data only if the field is set to “Not limit to list”. OR
- Key in a few characters of the data and the combo box will auto expand it. User may press
Alt+ to activate the list.

 Esc
- To undo the last action.

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MAIN SWITCHBOARD

1. After Login, the Main Sales Switchboard will be turn on as the following: -
Main Categories:
Data Configuration (all the static data &
routing)
Transaction (daily activity input)
Reporting (all kinds of report from Sales
Refer Menu Hierarchy below

Display current employee ID, name and

company name

Switchboard

Menu Hierarchy

Main Switchboard

DATA CONFIGURATION TRANSACTION REPORTING EXIT PURCHASING

SUPPLIER LIST PURCHASE PO

QUOTATION
UOM DELIVERY
PURCHASE ORDER

CURRENCY
EXIT TO PREVIOUS
MENU
PAYMENT TERMS

TERMS AND
CONDITIONS

STOCK CATALOG

EXIT TO PREVIOUS
MENU

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1. DATA CONFIGURATION

 Click [Data Configuration] button in Main Switchboard.

 This part consists of all the static data that uses to control the system.

Consist of static data for standardizing data

input:
Supplier List
UOM
Currency
Payment Terms
Terms and Conditions
1.6 Stock Catalog

Figure 1

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1.1 Supplier List
To keep reference of suppliers/creditors
information

Create a <ID>; a unique supplier

identification code.
Check on <Active?> if supplier still on
active status.
Key in the rest of the supplier information.
Click [Individual Profile] button; allow
users to view supplier list in individual
view/details (refer Figure 1.1.2).
To print the supplier list or mailing list by
select from <Print> field.
Note: Using filtering method to filter out
the supplier records that need to shown in
supplier list or mailing list.

Figure 1.1.1

Figure 1.1.2

Click button on Record Navigation Bar to add new record

To select or view each record details, using navigation bar or
To edit record, go to the record that user want to change (by filtering or find method), then update the information
correctly, the data will be save upon exit or move to another record.
To delete the current record, click on the arrow bar on the left side of the form, and then press Delete button on
the keyboard. A message to get confirmation will prompt out. Yes to confirm, No to cancel.

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1.2 UOM
To store and input different kind unit of
measurement

Key in <UOM> that commonly use

E.g. unit, pieces (pc), box and so on.
Add record: click on the last blank row of
the record and type in the details
Key in UOM Conversion from <UOM In
Qty> and <UOM In> to <UOM Out
Qty> and <UOM Out>.
E.g. 1 dozen – 12 pcs, 1 m – 100 cm …
[Print] button – to preview/print out UOM
Conversion list.

Figure 1.2

1.3 Currency
To keep a reference of currency type that
uses in any transaction.

User should input the <Currency> and

<Description>. Tick on <Default
Currency> if particular currency is local
currency or commonly use in any
transaction
Besides that, key in the <Year>, <Month>
and < FOREX Rate> for the particular
month.
[Print] button – to preview/print out
currency list

Figure 1.3

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1.4 Payment Terms

Stores payment criteria & terms.

Key in the <Payment Terms> and

<Payment Day>. Tick on <Default
Terms> if particular terms are normally
use in any transaction
Press Enter to go to next new record

E.g. 3 months, 90 days, 30 days…cash, cod

(cash on delivery).

Figure 1.4

1.5 Terms And Conditions

To keep a reference of Terms and

Conditions in purchase

Select document type from

<TermsDocType>.
<Terms ID> generated automatically in
sequence based on the same Document
Type selected.
Key in <Terms & Conditions> and
<Important Note>.
Click [Delete] Button at the bottom of the
form to delete current record.

Figure 1.6

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1.6 Stock Catalog

To keep a reference the stock code

information

- Select <Company> and input the <Stock

No> (unique).
- Then fills in all the relevant information of
stock

Figure 1.4

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2. TRANSACTION

 Click Transaction button in Main Switchboard. The following screen will be displayed: -

Transaction menu is divided into 6 sub

categories: -
2.1 Purchase Quotation
2.2 Purchase Order

Figure 2

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2.1 Purchase Quotation

To tracking purchase quotation from supplier

Input all the relevant information in details.

 <ComAbb>, <QuotationNo>,
<QuotationDate>, <StockNo>,
<SupID> …
To add a new record by adding at the last
blank record.
Click [Quotation List] to preview/ print
quotation information.

Figure 2.1

- Once click [Quotation List] button, the

quotation tracking menu will display out.
User allow to select the criteria to view the
quotation information.

Figure 2.2

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2.2 Purchase Order
Step 1
Step 2
Figure 2.2
Step 2: Details
Using drop down list <StockNo> to select the stock request
and appropriate field will be fill with the related data:
<StockPartNo>, <POStockDesc> and <UOM>.
Note: For new stock, users allow to create new Stock No
and Stock Part No from here.
Fill in other fields: -
<StockType>, PRNo>, <PlanDelvDate>, <DeptID>,
<SectionCode>, <CCCode>, <PReqEmpID>,
<Brand>, <POPartNo>, <ProjectID>, <Remarks> and
<Qty Order>: total amount of qty ordered
<ActUnitPrice>: actual cost price per unit
<QtyPerUOM>: conversion qty. E.g. 1 dozen – 12 pcs, 1
set – 10 unit
<ConversionUOM>: unit stock transferring from supplier
<UOM> to company unit type. E.g., box to pcs; dozen to
unit, set to M
<Disc>: discount by item given by Supplier.
Note: If discount in percent, check the box of
<DiscType(%)> and key in the percentage of discount
given. Else, just key in the amount to be discount.
 <Amount> = QtyOrder x ActUnitPrice - Disc
PO item’s <Item Status>, “O” – Open, “X” – Cancel and
“C” – Closed (If particular of the stock received, the item
status auto change to “C”).
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To create and keep track the Purchase
order information
Step 1: New PO
To create new PO, click on navigation bar.
Purchase Info
Select <Company> and <Doc Type>, the
new <PO No.> will automatic generate
(in sequence based on company and Doc
Type selected).
The <Revision> will be 0 for the first copy.
The Revision number will increase by
one whenever [New Revision] button is
pressed, the revision will be updated to 1
or...
<Order Date> by default is current system
date
Supplier
Select <Supplier> and <Currency Type>.
User can change the information if it is
different from the default
Terms & Cond. And Status
Select terms and condition from <Terms &
Cond. ID> and key in <Cancellation
Date> - based on the company condition.
<PO Status> shows the status of the PO;
“O” for Open; “C” for Close and “X” for
Cancel.
Payment
Select <Invoice To> to which company.
Select <Payment Terms>. Any sub payment
terms/details, key in by click on the right
side of the field.
If discount per order given by Supplier, key
in the rate (check the box <%> if
discount by percent).
Shipping
Key in or Select the shipping instruction e.g
Lorry, Van and etc.
13.Select Shiping To.
Action pad:
a. b. c. d.

a. [Delete] button – to delete the current creation PO (for new PO only)

b. [New Revision] – to auto update the existing PO for revision control purpose (PO Status still “O”pen).
c. [Preview PO] – to view and print PO report.
d. [Purchase Tracking] – to track the purchase history information.

Filter by <Date From>, <Date To>, <Supplier> or

<StockNo>; based on the result user request.
Note: * for all

To preview/print Purchase Tracking List

Note:
Case 1: Update/Close PO
- PO will be automatically close if all the item was received from Supplier (Receive thru Module Store
Inventory)
- Update PO Status and PO’s Item Status to “C” – closed.

Case 2: Delete PO item or issue a wrong item

- Cannot edit/delete PO Item which PO status or PO’s item status=“C”, else
- Select the item that was issue wrongly in the Details form and then press Delete button on the keyboard
- Update PO’s ItemSeq, in sequence
- Repeat Step 2 to reissue another item

Case 3: Delete issuing PO

- For new creation PO only
- Click [Delete] button at the Action Pad
- PONo and details will be remove from database
- Repeat Step 1 to continue create PO

Case 4: Cancel PO (PONo didn’t remove).

- Cannot cancel PO which PO status or PO’s item status=“C”, else
- Click [Cancel] button
- PO status and PO’s item status change to “X”

Case 5: Re-use PO (re-use cancelled PO)

- Click [Re-Use] button
- PO status and PO’s item status change to “O”
- Repeat Step 2 to reissue the item

Case 6: Issue wrong qty item

- Cannot edit/update qty item which already received by Store (only before accept the item in Module Store
Inventory: In-Coming Store - Receive Order) or PO’s item status=”C”, else
- Reissue with correct quantity

Case 7: Return PO’s item to vendor or replace PO’s item from vendor
- Receive or return item thru Module Store Inventory

Case 8: Sample or Free item

- Accept it as an extra in Module Store Inventory

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 REPORTING

The Reporting contains several categories:

PO
Purchasing Report
Delinquent PO
Outstanding PO
Purchasing Report By Requestor
Purchasing Report By Supplier
Purchasing Report By Department
Purchasing Report By Section
Purchasing Report By Cost Center
Purchasing Report By Weekly
Purchasing Report By Monthly (Chart)
Purchasing Report Summary

Delivery
Delivery Order In Details
Delivery Order Summary
Goods Return Information

Figure 3

- Using the Reporting Filtering Criteria (Label A) to get the result report that user request. Note: * for all
- Click the button to view the report based on the criteria that have been selected.
- The report (example Purchasing report) like the following will be appear:

Purchasing Report

- Click icon to adjust the page margin and size.

- To print the report by selecting [File], [Print] on the menu bar or direct press <Ctrl+P> or click icon on Toolbar.

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