Purchasing Management Within SAM Epicor

Epicor 9
Purchasing Instructional Scripts

May 2010
Supplier
Supplier Price List
Purchase Order Suggestions
Purchase Order Entry
Purchase Order Entry – PO Approval
ITWFEG Purchasing Terms and Conditions
Purchase Order Entry – Drop Shipment
Part Entry
Hobart Sales/Accounting/Marketing (SAM) Business Process Scripts
May 6, 2010 Supplier Information Page 1 of 31
This is for Supplier information for purchase orders placed by our buyers. This function will be handled by
a person other than the buyer.
There script will walk you through setting up a new supplier.
Material Management/Purchase Management/Setup/Supplier/Detail
1. To search for a supplier enter a supplier number in the supplier field, if not found, enter a new
supplier. To enter a new supplier click on the new tab in the upper left hand corner or follow the
prompts from Epicor.
1. To enter a new supplier start with entering the supplier number and name. Please use no
punctuation in the name and enter it in all capital letters. Tab to the next field.
2. REMEMBER TO SAVE AS YOU GO!!!!
Language/Tax:
3. Select currency, always USD (US Dollars

4. Choose language – English/United States
5. Tax Liability /Tax Authority – n/a
6. Tax ID – enter only if 1099 supplier
Supplier Information:
7. Enter account reference if provided (this is our account number assigned by the supplier).
8. Country entry is for intrastate use so is n/a
9. The calendar is used for holidays and shutdowns taken by our supplier, for our reference only when
placing an order and planning purchases.
10. Under Supplier Information you will also need to select choices from the drop downs on group,
terms, shipment method (check with transportation on this if you are unsure) and payment method
(verify with supplier whether check or direct deposit – if direct deposit, see accounts payable for
enrollment form).
The terms fields will be populated from information provided by the supplier. Fill in minimum order value
only if noted by the supplier. Each term code defines a time period and a schedule of discount percentage
periods. You first enter what type of term code you need
The FOB codes can be selected in Customer Maintenance, Supplier Maintenance, Sales Order Entry,
and Purchase Order Entry. The selected FOB code displays by default in AP Invoice Entry and AR Invoice
Entry The FOB file is optional. The FOB Code field is alphanumeric and can be up to 15 characters long.
11. “Print Options” will automatically pick “labels” for you. Check with AP on whether 1099 should be
checked.
12. Under “Accounting” is the “one invoice per check” box which allows the supplier to receive separate
checks for each invoice paid. (This can be uploaded in conversion for all existing suppliers, for new
suppliers this would need to be discussed with supplier and AP for confirmation).
Status:
13. Supplier will show as approved but for suppliers of finished goods equipment, check with Higher
management to confirm approval for new supplier entry.
I/C Trader and Intercompany will not be utilized at this time. Please coordinate with AP if
payments need to be held for this supplier. Finance will make the final determination when making
suppliers inactive.
Material Management/Purchase Management/Setup/Supplier/Address
1. If you are looking at a supplier that has been entered previously then the following information will be filled in:
2. If supplier is new you will see the following fields in white. Enter all address information for a new supplier in
capital letters with no punctuation; this is the remit to address. For “E-mail” please enter the company’s
website if there is one available, individual e-mails will be entered under contacts.
Material Management/Purchase Management/Setup/Supplier/Comments
1. Enter any comments that will need to print on documents under the comments section. These will
pertain to the supplier only; comments related to the PO will need to be put in the comments
section of the actual PO or in the Purchase Order Memo comments on Part maintence.
Material Management/Purchase Management/Setup/Supplier/Address Format
1. Use the following screen to reorder the address format if needed.

Material Management/Purchase Management/Setup/Supplier/RoHS
While there may be a requirement for the manufacturing operations, it is our understanding that the
finished goods purchasing for SAM will not involve hazardous materials.
Material Management/Purchase Management/Setup/Supplier/Purchase Points/Detail
The Purchase Point Detail (Optional) is used to enter the ‘Order from Address’, if it differs from the ‘Remit
to Address’. Use Purchase Points sheets to add, define, format, and maintain alternate addresses for
suppliers and other specific contacts in addition to manifest information for these other addresses. Multiple
‘Order from Addresses’ may be loaded that share a common ‘Remit to Address’.
Material Management/Purchase Management/Setup/Supplier/Purchase Points/List
Your purchase points are listed under the Purchase Points-List tab; you can check mark the primary
purchase point on this screen.
Primary Purchase Point - When you select this check box, it establishes this purchase
point as the main location from which you purchase goods or services from a supplier. When
you create a purchase order for this supplier, this purchase point's address defaults in the
PO’s mailing address fields. Only one purchase point can be selected as the primary location for a supplier
Material Management/Purchase Management/Setup/Supplier/Purchase Points/Address

Format
1. To rearrange the Address Format under for various purchase points please use the address format screen.
Mailing Address - This is the purchase point's address information. Use the Address Format
sheet to set up the appearance of the address for this purchase point. This format prints on
all POs. If you want all suppliers from a specific country to use the same address format,
this format can be specified in the country record. When you associate a supplier or a purchase point with
a country, this address format defaults.
Material Management/Purchase Management/Setup/Supplier/Purchase

Points/Contacts/Detail
1. To find out the contact information for each purchase point, go to the contacts tab/detail.
Information can be entered in this screen for new contacts. Contacts at the supplier main level
should be handled on the main contacts page (next main tab).
Use the Contacts sheet to define and maintain multiple contacts for the supplier’s main location.
You can also add attributes, comments, and name details for each supplier contact.
When you enter contacts for a purchase point, they are linked directly to the purchase point This location
displays on the contact’s record in the Purchase Point field.
Material Management/Purchase Management/Setup/Supplier/Purchase Points/Contacts/List
1. List of purchase point contacts – you can also enter here individually or through copy and paste
from a spreadsheet.

Points/Contacts/Name Details
1. Name Detail information for contacts, if needed.


Points/Contacts/Attributes
Use Attribute Maintenance (Optional) is to set up attributes you can link to suppliers. You can consider
attributes as qualities that belong to a supplier. A supplier can have as many attributes as
necessary. Examples of attributes include ISO Certified and UL Approved. Attributes are
especially valuable when a particular combination of details is required before you do business with your
suppliers .Attributes are N/A since we do not have the Supplier Relationship module.

Points/Contacts/Comments
1. Comments on contacts at each purchase point. Comments are not printed on the PO document.
However the primary contact name is printed on top of the Supplier name:
Material Management/Purchase Management/Setup/Supplier/Purchase Points/Manifest

Info/General
1. This will generally not be applicable at the purchase point level.


Info/General-Intl
1. This will generally not be applicable at the purchase point level. If unsure, coordinate with transportation.

Info/Billing/Detail

Info/Billing/List
1. List of billing information per purchase point.


Info/FedEx

Info/UPS

Info/RoHS
1. RoHS – N/A.
Material Management/Purchase Management/Setup/Supplier/Contacts
1. To look up contact information for the supplier. Enter information as required, tab to get to each field. Be sure
to check the correct box under “Status”. Web User function not to be used at this time.
Material Management/Purchase Management/Setup/Supplier/Contacts/List
1. List view of supplier contacts.
Material Management/Purchase Management/Setup/Supplier/Contacts/Name Details
2. Name details for contacts of supplier, at supplier level not already included on purchase points.
Enter for new supplier/tab between fields. To enter a new contact click on the new tab in the
upper left hand corner or follow the prompts from Epicor.
Material Management/Purchase Management/Setup/Supplier/Contacts/Attributes
1. Attributes for supplier contacts. Not available without the supplier relationship module
Material Management/Purchase Management/Setup/Supplier/Contacts/Comments
1. Comments regarding supplier contacts look up or add new. Comments can be loaded per contact.
Comments are internal only and will not show up on the PO documents.
Material Management/Purchase Management/Setup/Supplier/Banks
Enter for those vendors wanting to receive electronic payments. To be coordinated through AP and to be
entered by them. Use the Banks sheet to define the supplier's pay to location; this is the location where
you will send payments. Once you have set up this record, select this supplier’s account within Payment
Entry. All payments for this supplier are then being sent to this location.
Material Management/Purchase Management/Setup/Supplier/Attributes
Not applicable, Supplier Relationship Module not purchased
Material Management/Purchase Management/Setup/Supplier/SRM
Not applicable, Supplier Relationship Module not purchased.

Material Management/Purchase Management/Setup/Supplier/Manifest Info/General
Material Management/Purchase Management/Setup/Supplier/Manifest Info/General-Intl
1. Coordinate with Transportation to determine which carrier types are applicable and to obtain the relevant
account information. Use the Manifest Info sheet to establish both general and specific information
that pertains to this supplier's carrier options.
NOTE: FOR INTERNATIONAL SUPPLIERS ONLY- PLEASE CHECK THE INTERNATIONAL SHIPMENT BOX ON
THE MANIFEST INFO TAB/ GENERAL- INTL. THIS WILL TELL THE SYSTEM THAT A HARMONIZED CODE IS
NEEDED FOR EACH PART ORDERED. THE HARMONIZED CODE INFORMATION WILL COME FROM THE PART
MAINTENANCE SCREEN- SEE PART ENTRY SCRIPT.
Material Management/Purchase Management/Setup/Supplier/Manifest Info/Billing
account information.
Material Management/Purchase Management/Setup/Supplier/Manifest Info/FedEx
Material Management/Purchase Management/Setup/Supplier/Manifest Info/UPS

Material Management/Purchase Management/Setup/Supplier/GL Controls
To be coordinated with Finance.

Material Management/Purchase Management/Setup/Supplier/Tax Exemptions
Will not be used at the supplier level.

Any Changes made to the Supplier data base will be maintained through the change log. To view changes, click on the
change log tab indicated above. The items monitored for change are indicated via the arrows above.
May 6, 2010 Supplier Price List Page 1 of 9
This script details the steps in entering a Supplier Price List. This function will be utilized
by the buyer. These screens are needed if you need to review and/or update a Supplier Part
Number and Price/Price Breaks. Use the Supplier Price List to set up different price lists for
a part. The part can be from one supplier or a group of suppliers that supply the part.
This function is valuable if purchasing the same parts from different suppliers.
Purchase Management/Setup/Supplier Price List
1. Click on the Supplier Price List under Purchase Management, Setup. You will get
the Supplier Price List screen. You can either search for the supplier number by
clicking on the supplier tab or enter your supplier number. If No Supplier is found,
a new supplier must be entered (See Supplier Script). Hit tab. Click on the new
button in the upper left hand corner to enter a new part. Hit save.
Purchase Management/Setup/Supplier Price List/Detail
The following fields will need to be filled out:
1. You can either search for the part number by clicking on the part tab or enter the part
number that you are loading. Hit tab. If this is a brand new part enter the part through
the part entry system- see Part entry script. . If you wish to see all parts loaded for the
supplier, click on the parts tab and search.
2. Use the drop down menu to choose your unit of measure (UOM). This will default to “EA”
and will be utilized the majority of time.
3. The reference number is additional information like a quote number.
The Following fields are not mandatory

4- The Effective Date--This field specifies the date on which the price breaks take effect. If
multiple price breaks exist, the application compares this date to the purchase order date,
the quote date or current date specified in Job Entry to determine which price breaks to use.
5- Expires - This field specifies the price expiration date. If you do not enter a date, the price
breaks are considered in effect without expiration.
6- Minimum Price - This field specifies the minimum charge this supplier allows. This value is used
when calculating a default unit cost using price breaks in Purchase Order Entry, Job Entry, and
Quote Entry. The application uses the minimum price if the quantity required multiplied by the
unit cost is less than the minimum price specified in this field
7- Base Unit Price - This field specifies the base price if the supplier quotes prices using a base
price plus or minus a factor at varying quantity levels. Do not enter anything in this field if the
supplier charges different unit prices for different quantities
8-Price Break Modifier - This field specifies the value used to determine the effective unit price for
the related quantity
9-Discount % - This field specifies the overall discount the supplier allows. The value you enter in
this field further reduces the price. It is also used to calculate the effective price.
10-Price Per - This field specifies the measurement unit for which the prices entered into the Base
Unit Price and Minimum Price fields are expressed
11) Lead-time- This field specifies the number of days it generally takes to receive an item from
the supplier
Purchase Management/Setup/Supplier Price List/Detail (Continued)
1. Click on the appropriate boxes that apply for this part/supplier. Note- If you pick the
approved supplier box this means that at the part level you can only choose suppliers
approved for the part. The Default UOM for purchasing does not apply for SAM. Do not
check the box.
2. The supplier needs to be approved for all parts, part classes, and subcontract
operations. You have the ability to limit what the supplier is approved to provide,
so reviewing the different levels of supplier approvals is necessary. From the
Actions menu, select Approved Suppliers. The Approved Supplier Maintenance
window displays. From the New menu, select New Approved Supplier
3. In the Type field, review the supplier approval attributes.
• Part - Supplier is approved for this part.

• Operation - Supplier is approved for this operation.
• Class - Supplier is approved for this part class.
Purchase Management/Setup/Supplier Price List/Detail (Continued)
1. Cannot override the conversion factor
Purchase Management/Setup/Supplier Price List/List
1. The above screen will list the new parts for the supplier that has been entered.
These will continue to show until you refresh the screen.
This screen details the Price Break Function that allows price adjustment based on
minimum quantity, price modifier (Discount percentage from Base Price), and the
effective price. This function will be utilized by the buyer.
Purchase Management/Setup/Supplier Price List/Parts/Price Breaks
1. Click on New Tab to enter price break information. Click Tab

2. Enter Minimum Quantity-Specifies the minimum purchase qty required to obtain
price. Click Tab.
3. elect Enter Price Modifier-Percentage or Flat rate amount of price reduction based on
minimum qty. Click Tab
4. Days out means the number of days the special price is valid. Click Tab
5. Effective price is the calculated special price based on the price break. It cannot be
modified
6. Click Save
7. If you have another price break option start with a new entry.
8. You can list all of the price breaks entered by clicking on the List Tab
This screen details the Supplier Parts Cross reference that allows the supplier part
identification information to be loaded along with the respective price. This
information is shown on the purchase order. This function will be utilized by the buyer.
Purchase Management/Setup/Supplier Price List/Parts/Supplier Parts
1. If the part entered is already loaded on the Supplier Price list then the Supplier
part number (if entered) will appear. If the part is a new entry, click on New Tab ,
enter new Supplier part number ( Will show on PO if desired) Click Tab
2. Enter Supplier reference number. (Part description- Does not show on PO) Click
Tab.
3. Enter Supplier Lead Time ( number of days –if known)
4. We will not utilize the Manufacturer Part at this time.
5. The Life Cycle and Market availability area is shaded and cannot be typed on
6. Click Save
Purchasing suggestions use this price list to suggest a price for a part. If a primary
supplier has been specified in the part file, purchasing suggestions will suggest the
purchase be made from this supplier, and the price from the price list table will
default into the PO. When a manual PO is entered and the supplier, part, and quantity
are identified, the price from the price list will default into the PO price field.
NOTE: You can import Supplier Part number information and costs from an Excel
Spreadsheet.
Purchase Management/Setup/Supplier Price List/Parts/Supplier Parts List
1. The above screen will list the Supplier Part numbers that you are entering. Until
you refresh the screen.
2. Click Save

/RoHS
1. While there may be a requirement for the manufacturing operations, it is our

understanding that the finished goods purchasing for SAM will not involve
hazardous materials.

/Comments
Enter any comments pertaining to the part that may be needed for future reference.
These comments will not show on the PO. Enter purchasing comments for the internal
part number and supplier specified in the Parts > Detail sheet. Comments entered in this
sheet display in programs that display price breaks
May 6,2010 Purchase Order Suggestions Page 1 of 9
This script details the steps to generate purchase order suggestions. This function will be
utilized by the buyer.
Purchase Management/General Operations/New PO Suggestions
Only one user can run this function at a time.
Generate Purchasing Suggestions builds suggestions from:

• Time-phased information - For time-phased purchase orders, the program deletes and
rebuilds some or all time-phased purchase orders as appropriate based on the date the
suggestions are generated and the selected processing option.
• Requisitions marked as Send To Purchasing - For requisitions, the program does not
delete or change the information. Requisitions can be removed from the application only by
ordering the requisition item or manually deleting the requisition.
• Unlinked Buy To Order (BTO) sales order releases - This program uses the ship, order
quantity and supplier, sales order, sales order line, and order release identification information
stored in order release records to generate purchase order suggestions.
Regenerative mode, this program includes unlinked sales order releases and releases with
associated PO suggestions. This program also deletes the old PO suggestions. It always excludes
previously linked Buy to Order (BTO) sales order releases.
When generating suggestions, the Generate Purchasing Suggestions program first looks at the
part or plant record for the part's purchase lead time. If there is no purchase lead time on the
part or plant record, then looks for purchase lead time set at the supplier price break level for
the part and its primary supplier.
Purchase order requisitions are placed into suggestions when they have been processed through
the approval system. If they are not acted upon, they are not deleted when purchase order
suggestions are processed.
To Start the PO Suggestion process first navigate to Purchase Management/General Operation

Screen/ Generate Suggestions.
NOTE: FOR THIS PROCESS TO BE EFFECTIVE THE FOLLOWING AREAS MUST BE

ADDRESSED:
1) THE SUPPLIER MUST BE LISTED ON THE PART MAINTENANCE SCREEN

2) THE SUPPLIER MUST BE AN APPROVED SUPPLIER- SEE SUPPLIER PRICE LIST
3) THE SALES ORDER MUST BE MARKED TO SHIP FROM THE SAME WAREHOUSE AS
LISTED ON THE PARTS MAINTENCE SCREEN
PO Suggestions works for both general purchase OEM inventory parts and Buy Direct
inventory parts.
The above screen appears:
For the processing Options click Regenerative, Leave Cutoff date blank, Schedule
defaults to now. The screen defaults to look at all plants but you can filter out plants by
clicking on the Filter tab and selecting what plants you wish to see.
When done. Click on the process tab.
Now go to the Purchase Order Suggestion screen
Purchase Order Suggestion Entry allows the review and modification of suggestions
before
generating purchase orders.
The Suggestion > Detail sheet displays information such as unit price, buyer, and ship via.
New requirements can also be attached to an existing PO via the PO/Line field.
The above screen appears. Click on the binocular search button. Click options button, return all rows check box and click
OK, click search. , Click search all, and click OK. Navigate to material list sheet
1. The above screen appears

Click on the buy box from either the bottom of the Suggestion screen or the material list screen.
From the actions menu, Generate Purchase Orders if you wish to generate a PO. On the PO
suggestions window, click OK. Is the Continue to Generate, message, Click Yes?
NOTE: If the PO is linked to a sales order and the sales order is on either order hold or credit
hold status, PO Suggestions will not allow the Po to be issued.
Please note that the Supplier must be an approved supplier for the part. If not -the system will not allow you to generate
a purchase order for the part. One you request the generate PO tab, you will get the following message:
Click OK. Exit the Purchase Order Suggestion field

Go to Purchase Order Tracker= Purchase Management/General Operation/ Purchase Order

Tracker
Click on the Purchase Order Search Tab from the PO Tracker header. Locate the Purchase Order
generated from the PO Suggestion and click OK.
NOTE: If the PO Dollar value is over the buyers limit, the PO will be issued as PENDING status
and must be approved. SEE PO APPROVAL SCRIPT.
A Purchase Orders is completed for the suggested items and ready to process.
You can Change PO Suggestions by going to Material Management/Purchase

Management/General Operations/ Change PO Suggestions
When purchase order suggestions are processed, the application evaluates all time phase information and
recommends changes to existing purchase orders such as:
• Expedite - Used when parts are not scheduled to arrive to meet the need by date.
• Postpone - Used when parts are scheduled to arrive before their need by date.
• Cancel - Used when the demand created no longer exists.
• Reduce - Used when a lower quantity is needed at the need by date of the purchase order.
• Increase - Used when the quantity required is not high enough to meet the demand on the
need by date on the purchase order.
May 6, 2010 Purchase Orders Page 1 of 25
Creation, and Change
Create New Purchase Order- Purchase Management/General Operations/ Purchase Order

Entry
Purchase Order Approval
Manual procedures will be followed for approving Purchase Orders prior to creating a PO. This function will be utilized
by the Buyer. This script references the steps needed to enter a purchase in the same plant that the part will be
received. If a PO is entered in a different plant, it will note accordingly in this script.
Click the New PO Button to create a new PO. Type the Supplier Number or Select the Supplier Number by clicking the
Supplier Button. If the needed Supplier does not exist, contact designated person in Finance to add the Supplier. Select
The Buyer (mandatory) and if appropriate, select the Supplier contact person. Click save Button-PO number appears.
Switch to the Header/Detail Tab.
Select Terms, Ship Via (mandatory), FOB and Ship to Information. Click Save. (Terms and FOB will default by supplier but
are not required, if you are shipping to the customer, plant or another vendor then you can use the buttons underneath
the address section, otherwise enter manually; currency should default to USD)
You can add attachments as reference documents to the purchase order (e.g. quote from supplier) you can do
this by selecting Actions/Attachments
Once you click New at the bottom, you will be able to browse your computer drives to locate the desired file.
Click Header Miscellaneous Charges tab if any charges apply on the purchase order.
Click new button and fill in the type of charge from drop down menu
Hit tab and enter amount. Hit tab
Unclick taxable box if needed Click save
1. Click Header Comments if any comments are needed.

2. Comments will appear on purchase order
3. Click save
Switch to the Lines/Detail Tab. Select New Line by using the “New” function button on the toolbar. When entering a
new PO the “Buy For” defaults to “Inventory”. Pick part from either drop down ( Click on Part/REV) or type in part. If part
is not loaded or is a new part it will need to be loaded. See Part entry Script. Hit tab and save ( Cross reference, Class will
load from the part master. Purchase code is N/A since it is only for Euro financials. Enter or selct the Due Date. Under
“Quantity/Cost” enter Our Quantity and Unit Price. And indicate if the line item is taxable.
There are two optional references to the part identifier - manufactuer and manufacturer part number or Supplier part
number. Only parts from the part master table can have these references. The purchase and due date fields do not
need to be filled.
There are other tabs at the line level. List tab will show all of the lines entered so far. The Miscellaneous Charges Tab
will allow you to add in a misc charge at the line level. You can use the same procedure as the Misc charges on the
Header level. The Comments tab allows you to include comments at the line level. You can use the same procedure as
the comment function at the header level.
After all information is verified. Click Save.

The Following 4 pages are for connecting to the Supplier Price List for updates from the purchase order entry function
(separate script for supplier price list maintenance available). These screens are needed if you need to review and/or
update a Supplier Part Number and Price/Price Breaks. Use the Supplier Price List to set up different price lists for a
part. The part can be from one supplier or a group of suppliers that supply the part. This function is valuable if
purchasing the same parts from different suppliers.
1) The above screen appears. This tab shows the Supplier Price List
2) Key in data needed for this screen (base unit price, discount %). Hit Save
3) Click on Supplier Price List-Parts / List Tab
The supplier needs to be approved for all parts, part classes, and subcontract operations. You
have the ability to limit what the supplier is approved to provide, so reviewing the different
levels of supplier approvals are necessary. From the Actions menu, select Approved Suppliers.
The Approved Supplier Maintenance window displays. From the New menu, select New Approved Supplier
In the Type field, review the supplier approval attributes.

• Part - Supplier is approved for this part.
• Operation - Supplier is approved for this operation.
• Class - Supplier is approved for this part class.
4) Click the Supplier Price List Parts List and the above screen appears
5) Verify that everything for this part is correct. Hit Save
6) Click on Supplier Price List-Parts / Price Break Tab
1. Click on Supplier Price List-Parts Price Break Tab

2. The above screen appears. If there are any price breaks. Enter information
3. Verify that everything is correct. Hit Save
Purchasing suggestions use this price list to suggest a price for a part. If a primary supplier has
been specified in the part file, purchasing suggestions will suggest the purchase be made from
this supplier and the price from the price list table will default into the PO.
When a manual PO is entered and the supplier, part, and quantity are identified, the price from
the price list will default into the PO price field.
1. Click on The Supplier Price List, Supplier Parts Detail Tab

3. If you want to add the supplier part number you can do it here. Click new supplier part and enter data.
4. Click Save
5. You are now done with the Supplier Parts List and the Price Break Function. Exit and go back to Purchase order entry
Line Detail Tab.
1. You will see the above screen. The Purchase Advisor Tab will take you to a feature to help in buying decisions.
Use Purchase Advisor to answer questions about a particular purchased part. This information
helps review material requirements when quote parts or purchase orders are entered.
If you have ordered the part before, the demand will show on the Purchase advisor dashboard. It will also update you on
available inventory at a warehouse order and you can look at the purchase orders via the Purchase order tracker.
1) Once you are completed with this screen you can go back to the Purchase Order Entry Lines Detail Screen and
tab on the Cross Reference Options Tab.
1. You will see the above screen to select how you want the part number and its cross references to show on the
PO. This will be relevant only if there is optional information available on the part and supplier.
2. When done- exit out of this screen and go back to the Purchase Order Entry Lines Detail screen.
1. The purchase order entry Lines –List tab will show all of the lines entered so far.
2. The Miscellaneous Charges Tab will allow you to add in a misc charge at the line level. You can use the same
procedure as the Misc charges on the Header level.
3. The Comments tab allows you to include comments at the line level. You can use the same procedure as the
comment function at the header level.
Switch to the Releases\Detail tab. Select New Release by using the “New” function button on the toolbar.
When a Line is created, a single release is created for that line. If there will be multiple deliveries for the line then
additional releases should be created. If additional releases are required (delivered to the same ship-to address from
the Header tab) ensure that appropriate due dates and account numbers are added. Due date and promise dates are
not mandatory
At a minimum, enter the correct G/L financial account number for the release. You MUST use the MAIN book when
entering the accounting information.
NOTE: THE PLANT /WAREHOUSE FIELD DEFAULTS TO THE PLANT YOU ARE IN WHEN THE PURCHSE ORDER IS ISSUED.
IF YOU ARE ENTERING A PURCHASE ORDER IN LOCATION 29 AND YOU WANT THE PARTS TO BE ABLE TO RECEIVED IN
LOCATION 24, YOU MUST CHANGE THE PLANT AND WAREHOUSE TO THE CORRECT RECEIVING PLANT.
Note: All changes made to the Purchase order are saved by Change Log. You can view these changes clicking on the
change log tab. The Change log will monitor any changes made to the highlighted areas above.
Switch to the Summary Tab.
Once all of the lines and releases have been entered and saved, it is time to approve the PO for release. This is
accomplished by clicking the checkbox next to the unapproved flag on the Summary tab. If the purchase order value is
over the buyers approval limit, the purchase order will not be approved and will be in “Pending” status. See PO Approval
Script for more information on this subject.
Once this is done, the flag should change to a green approved flag, and the Ready for Mass Print should be checked.
Once a PO is approved and ready for Mass Print, it can be printed in two ways. A single PO can be printed by selecting
Actions/Print. Then you can select to Print Preview or Print the PO. If the PO is printed to the Advanced Print
Management queue, and rules are defined for printing, faxing or emailing the PO, it will be sent in the identified
manner. You can export a pdf copy of the PO during the print preview process for emailing purposes.
Or the PO can be Mass Printed along with all other PO for a selected Buyer. To Mass Print, select Actions/Mass Print, and
then select the Buyer whose PO’s are to be printed. It will then print all PO’s for the Buyer that has the Ready for Mass
Print checked.
You can also send the purchase order electronically via the APM ( automatic print manager).
This software must be loaded on your computer to use this function.

Click on the Epicor APM Printer on Epicp9 printer instead of your usual printer.
Click on the Smark Client icon on your desktop

Sign into Smart Client and you will see this pre-configured screen. The PO is searched by either Supplier or PO.
Click on the PO search.
The PO we are looking for is number 12. Click on the PO # and click open.
When sending email or fax through APM you have two options
APM does it automatically,

You will need to be setup have functionality before hand
The Fax number or email must be on the document
You manual send a Fax or email.
On the File menu click Email.
To fax just format the email like a fax.
Example
1. Send to Mark Douglas

2. At Fax number 513-999-9999
Change a Purchase Order

Enter the PO number to be changed and click TAB, or click the “PO Number” button to search for the PO. Click the
checkbox beside the “Approved” button to unapprove the PO. Once the PO is displayed, make any changes needed to
the Summary, Header, Lines and Releases. Once all of the changes are complete, click the checkbox beside the
“unapproved” button to approve the PO. This will turn the “Ready for Mass” Print on. If you want this to PO print a
revision date on the PO, click the checkbox “Print Order as Changed.” You can then single print or mass print the PO.
Payment Approval for a PO
Payment approval will follow a manual procedure in the past, with the requisitioner and manager approving the
payment. This approval will be sent to Finance to process the Payment.
Duplicate Purchase Orders

Use this option to create a new purchase order by copying information from an existing purchase
order. This function saves you keying time if you have a new purchase order that is similar to
an existing one.
When an existing purchase order is duplicated, the application presents a dialog box inquiring
if the related Unit Cost and Job Information should be pulled into the duplicated purchase order.
The original Buyer name remains connected to the purchase order and can only be changed if
the new Buyer entry is identified as an authorized user of the original Buyer on the purchase
order. To use this option click on action tab and then duplicate PO.
May 6, 2010 Purchase Order Entry PO Approval Page 1 of 18
This script details the steps in having setting a buyers approval limit and the individual
who will approve the Purchase Order. This function will be utilized by management.
Purchase Management/Setup/Buyer/Detail
1. Each buyer may or may not have monetary approval limits on issuing purchase
orders.
2. To locate a buyer click on the Buyer button and locate the buyer from the drop down
list. Click OK
3. Information on Buyer approval limits can be found in the Buyer Maintenance screen
4. The approval individual will also be listed
5. This information can be modified by the appropriate individual in charge
6. This individual can also designate an approval person from the drop down list. Click
OK
7. Click save on the standard toolbar.
This script details the individuals who are authorized to issue purchase orders in place of
the Buyer. This function will be utilized by management.
Purchase Management/Setup/Buyer/ Authorized Users
1) Click on the Authorized Users tab to find all of the individuals who are authorized to
create or modify a PO for the buyer
2) It is very important that the buyer listed on the Buyer header is also listed as an
authorized user. All authorized users have established USER ID to access into the
system. If you do not have an approved USER ID, you cannot become an authorized
user or a buyer in the system.
3) If one of the Authorized Users is the default buyer check the appropriate box next to
that person’s name
This script details the steps in having a Purchase Order that is over the buyers approval
limit approved to a vendor. This function will be utilized by the buyer and the approver.
Purchase Management/General Operations/Purchase Order Entry
1) Click on New PO
2) Enter Supplier number from either the search screens or key in the number
3) Select Buyer from drop down menu -hit tab
4) Select Ship via code from the drop down list on the Po Header tab.
5) Click save on the standard toolbar.
6) PO number appears
7) Please note the PO is unapproved at this time
8) See Purchase Order Entry Script for more information.
1) Click Line Detail tab- Hit tab

2) Click New Line
3) Pick part from either search drop down (Click on Part/Rev) or type in part.
4) If part is not loaded or is new part it will need to be loaded. See part entry script.
5) Hit tab and save (Cross reference, Class will load from the part master – purchase
code is n/a since it is only for Euro financials)
6) The inventory box is checked by default. If this is a non- productive PO click on
other box. See Non Productive PO Script
7) See Purchase Order Entry Script for more information on entering a new line
8) The quantity of 100 pieces puts the purchase order value over the buyers limit
9) Click Save from toolbar
1. Click Summary Click on unapproved box and if the PO value is over the approval
limit:
2. You will see this box. Click OK

3. Click save from toolbar
1. The above screen will appear indicating – Pending...

2. Click save from toolbar
1. Click Actions then Approvals from drop down menu

1. The above window will appear

2. Click- REQUESTS
3. Click TO
4. The PO information is already listed and will be forwarded to the individual
assigned to approve purchase orders.
5. Click OK from toolbar
This script details the steps that the authorized PO approver will take in approving or
rejecting a purchase order.
Purchase Management/General Operations/PO Approval/Detail
1) The Purchase Order approver assigned to the buyer will locate himself from the drop
down menu. Click OK
2) The purchase order information may automatically show with the Supplier name, PO
number, Buyer limit, and PO amount. If it does not show click search button and
locate the PO
1. The purchase order approved can either accept the PO or reject it from the drop
down menu.
2. Key in comments that you want the buyer to see.
3. Click on the Date/User Stamp and your message will be dated. Not mandatory
4. Click Save and the information is sent back to the buyer through the purchase order
This script details the steps in the buyer see the PO approval and respective comments.
Purchase Management/General Operations/Purchase Order Entry/Summary
1. The above screen still shows –Pending even though the PO approver sent
information.
2. Click the refresh button
1. The above screen appears. In this situation the PO is approved.

2. Click the actions button and key approvals from the drop down menu
3. NOTE: Once a PO is approved and you need to make a change, just click the
Approved box and the PO will go back to unapproved status. If the change is in price
and /or quantity and if the new PO total is higher than the original approved value
then you will receive another message that the PO needs to be approved. When you
click on the unapproved box, the PO will go back to pending status. Otherwise the PO
will change back to approved if the changes did not affect the original value.
1. You will see the above screen.

2. You can see the comments from the approver by PO number
3. The comments are not meant to be a history text of the PO. They are listed by PO
and only show the latest comment made.
4. Click OK
5. You are now ready to print the purchase Order. Go to the PO Summary screen and hit
the print key.
1) The purchase will print like the one above.

1) If there is a change in an approved PO that affects the original approved price,

then the PO must be approved again. The above screen shows a PO that has been
rejected by the approver. You will get this message if you try to print a rejected
PO.
1) The buyer can find out the reason for the rejection by clicking on the ACTIONS tab
and selecting approvals in the drop down menu.
1) The buyer can make a change to the PO by clicking on the rejection button. This
action makes the PO unapproved. If the buyer changes the quantity on the PO.
and clicks the unapproved box, an error warning will appear again that the PO is
over the buyers approval limit and must be approved.
2) Click OK
1) The PO goes back to Pending status and a message is sent to the approver to
either accept or reject the PO.
Terms and Conditions
1) CONTRACT: The contract resulting from the acceptance of this order is to be construed according to the
laws of the State of Ohio. This contract is non- assignable by Seller.
2) DELIVERY-SCHEDULES: Deliveries shall be made both in quantities and at times specified in schedules
furnished by Buyer. Buyer shall have no liability for payment for material or items delivered to buyer which
are in excess of quantities specified in the delivery schedules. Buyer may from time to time change delivery
schedules or direct temporary suspension of scheduled shipments
.
3) PACKAGING AND METHOD OF SHIPMENT: Packaging shall be in accordance with regulations of common
carriers. and transportation shall be on the lowest cost basis, unless other packaging or method of
transportation is authorized in writing by Buyer.
4) EXCUSABLE DELAYS: Seller shall not be liable for delays or defaults in deliveries due to causes beyond
its control and without its fault or lack of all possible effort. If at any time Seller has reasons to believe that
deliveries will not be made as scheduled, written notice setting forth the causes of the anticipated delay shall
be given immediately to Buyer.
5) WARRANTY: Seller expressly warrants that all the material and work covered by this order will conform to
the specifications, drawings, samples, or other description , furnished or specified by Buyer, and will be
merchantable, of good material and workmanship, free from defects, and fit and sufficient for the purpose
intended.
6) CANCELLATION: Buyer may cancel all or part of the undelivered portions of this order if Seller does not
make deliveries as specified in the schedules, or if Seller breaches any of the terms hereof.
7) INSPECTION: All materials shall be received subject to the Buyer’s inspection and rejection at time of use
by Buyer. Materials that are either defective or not in accordance with Buyer’s specifications will be held for
Seller’s instruction and at Seller’s risk, and, if Seller so directs, shall be returned at Seller’s expense.
Payment for materials on this order prior to inspection shall not constitute an acceptance thereof.
8) CHANGE IN SPECIFICATION: Buyer may, at any time, change the drawings and specifications as to any
material and/or work covered by this order. Seller shall immediately notify Buyer of any change in price or
time for performance resulting from such changes, and Buyer and Seller shall attempt to equitably adjust the
same. No modification of price or time shall be effective unless Buyer and Seller agree to the same in writing.
9) MATERIAL FURNISHED BY BUYER: Any materials furnished by buyer, on other than a charge basis, in
connection with this order shall be deemed as held by Seller upon consignment. All such materials not used
in the manufacture of the products covered by this order shall , as directed, be returned to Buyer at Buyer’s
expense and if neither accounted for nor so returned, shall be paid by the Seller. All such materials
including, but not limited to, tools, dies, gages, jigs, fixtures, etc. owned by the Buyer shall be insured by
Seller against loss by fire or extended coverage.
10) TOOLS: Unless otherwise herein agreed, Seller at its own expense shall furnish, keep in good condition
and replace when necessary, all dies, tools, gages, fixtures, and patterns necessary for the production of the
material ordered. The cost of changes in the aforementioned items necessary to effect design or
specification changes ordered by Buyer shall be paid by buyer.
11) LIABILITY: Seller shall indemnify and save Buyer harmless from any liability associated with the product
or service supplied. This indemnity includes all claims of loss or damage to person or property and includes
all costs and expenses including but not limited to attorney’s fees. Seller shall maintain appropriate
insurance coverage, evidence of which shall be furnished to Buyer upon request.
12) REMEDIES: The remedies herein reserved shall be cumulative, and additional to any other further
remedies provided in law or equity. No waiver of a breach of any provisions of this contract shall constitute a
waiver of any other breach, or such provision.
13) PATENTS: Seller agrees to protect and save harmless Buyer from all costs, expenses, damages, or
claims arising out of actual or alleged infringements of any patent rights based on the sale or use of items
covered by this order.
1
Terms and Conditions
14) INSOLVENCY: Buyer may forthwith cancel the contract resulting from the acceptance of this order in the
event of: Seller’s insolvency, the filing of a voluntary or involuntary petition in bankruptcy by or against
Seller, the appointment of a Receiver or Trustee for Seller, or the execution by Seller of an assignment for the
benefits of creditors
.
15) ACCEPTANCE: No agreement or other understanding in any way modifying the terms, conditions or
instructions of the contract resulting from the acceptance of this order will be binding upon Buyer unless
made in writing and signed by Buyer’s authorized representative. This order is not binding until accepted as
provided herein. Unless otherwise provided herein, any written acknowledgement of this order or the
delivery of any supplies or the furnishing of any services pursuant to this order shall constitute acceptance
by the Seller of this order subject to all its terms, conditions and instructions.
16) INTERSTATE COMMERCE: Seller acknowledges that Buyer’s products are sold in Interstate Commerce
and agrees that performance of this order shall be subject to all applicable Federal Laws and regulations and
agrees to furnish Buyer with every invoice , a certificate of compliance with such laws and regulations.
17) EQUAL OPPORTUNITY CLAUSE: It is understood that the Equal Opportunity Clause set forth in section
60-1.4, Title 41, Code of Federal Regulations, is hereby incorporated by reference and made a part of this
contract . Seller shall comply when applicable with such Equal opportunity clause and with Presidential
Executive order No. 11246 on non discrimination against any employee or applicant for employment because
of race, religion, sex, or national origin
18) EMPLOYMENT OF VETERANS: When applicable, contract clauses authorized by the Vietnam Era
Veterans Readjustment Assistance Act of 1974 and set forth in part 50-250 , Title 41, Code of Federal
Regulations are hereby incorporated by reference and made part of this contract.
19) EMPLOYMENT OF THE HANDICAPPED: When applicable Seller shall not discriminate against any
employee or applicant for employment because of physical or mental handicap, and shall establish an
affirmative action program applicable thereto as set forth in Part 741 Subchapter C, Chapter VI Title 20 of the
code of Federal Regulations.
20) PURCHASERS DESIGN: It is understood that any part made according to Buyer’s own design will not be
furnished by Seller to any other person, firm, or corporation.
21) CERTIFICATE OF NON SEGREGATED FACILITIES: Where applicable, Seller, by its acceptance of this
contract , certifies to buyer that it does not maintain or provide for its employees any segregated facilities at
any of its establishments and that it does not permit its employees to perform their services at any location,
under segregated facilities are maintained. Seller further certifies that it will not maintain or provide for its
employees any segregated facilities at any of its establishments, and that it will not permit its employees to
perform their services at any location, under its control, where segregated facilities are maintained. Seller
agrees that a breach of this certification is a violation of the Equal Opportunity Clause in this contract. As
used in this certification, the term “segregated facilities “means any waiting rooms, work areas, restrooms,
and washrooms, restaurants, and other eating areas, time clocks, locker rooms, and other storage or
dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation, and
housing facilities provided for employees which are segregated by explicit directive or in fact segregated on
the basis of race, color, religion, or national origin, because of habit, custom, or otherwise. Seller agrees
that(except where it has obtained certifications from proposed subcontractors for specific time periods) it
will obtain identical certification from proposed subcontractors prior to the award of subcontracts exceeding
$10,000 which are not exempt from the provisions of the Equal Opportunity Clause and that it will retain such
certifications in its files.
2
February 9, 2010 Purchase Order Entry Page 1 of 23
Drop Shipment
Create New Purchase Order- Purchase Management/General Operations/ Purchase Order

Entry
Purchase Order Approval
Manual procedures will be followed for approving Purchase Orders prior to creating a PO that is to ship direct to a
customer. This function will be utilized by the Buyer based on information supplied by the customer sales order through
the portal.
Click the New PO Button to create a new PO. Type the Supplier Number or Select the Supplier Number by clicking the
Supplier Button. If the needed Supplier does not exist, contact designated person in Finance to add the Supplier. Select
The Buyer (mandatory) and if appropriate, select the Supplier contact person. Click save Button-PO number appears.
Drop Shipment
Switch to the Header/Detail Tab.
Select Terms, Ship Via (mandatory), FOB and Ship to Information. Click Save. (Terms and FOB will default by supplier but
are not required, if you are shipping to the customer, plant or another vendor then you can use the buttons underneath
the address section, otherwise enter manually; currency should default to USD). For a buy direct ship direct PO, the ship
to address on the PO will default to the ship to address located on the respective sales order.
Drop Shipment
You can add attachments as reference documents to the purchase order (e.g. quote from supplier) you can do
this by selecting Actions/Attachments
Once you click New at the bottom, you will be able to browse your computer drives to locate the desired file.
Drop Shipment
Click Header Miscellaneous Charges tab if any charges apply on the purchase order.
Click new button and fill in the type of charge from drop down menu
Hit tab and enter amount. Hit tab
Unclick taxable box if needed Click save
Drop Shipment
1. Click Header Comments if any comments are needed.

2. Comments will appear on purchase order
3. Click save
Drop Shipment
Switch to the Lines/Detail Tab. Select New Line by using the “New” function button on the toolbar. When entering a
new PO the “Buy For” defaults to “Inventory”. If you key in the Sales Order order and line, the part entered on that line
will automatically load. If you do not want to do this you can pick part from either drop down ( Click on Part/REV) or type
in part. If part is not loaded or is a new part it will need to be loaded. See Part entry Script. Hit tab and save ( Cross
reference, Class will load from the part master. Purchase code is N/A since it is only for Euro financials. Enter or selct the
Due Date. Under “Quantity/Cost” enter Our Quantity and Unit Price. And indicate if the line item is taxable.
There are two optional references to the part identifier - manufactuer and manufacturer part number or Supplier part
number. Only parts from the part master table can have these references. The purchase and due date fields do not
need to be filled.
There are other tabs at the line level. List tab will show all of the lines entered so far. The Miscellaneous Charges Tab
will allow you to add in a misc charge at the line level. You can use the same procedure as the Misc charges on the
Header level. The Comments tab allows you to include comments at the line level. You can use the same procedure as
the comment function at the header level.
After all information is verified. Click Save.

Drop Shipment
The Following 4 pages are for connecting to the Supplier Price List for updates from the purchase order entry
function (separate script for supplier price list maintenance available). These screens are needed if you need
to review and/or update a Supplier Part Number and Price/Price Breaks.
1) The above screen appears. This tab shows the Supplier Price List
2) Key in data needed for this screen (base unit price, discount %). Hit Save
3) Click on Supplier Price List-Parts / List Tab
Drop Shipment
4) Click the Supplier Price List Parts List and the above screen appears
5) Verify that everything for this part is correct. Hit Save
6) Click on Supplier Price List-Parts / Price Break Tab
Drop Shipment
1. Click on Supplier Price List-Parts Price Break Tab

2. The above screen appears. If there are any price breaks. Enter information
3. Verify that everything is correct. Hit Save
Drop Shipment
1. Click on The Supplier Price List, Supplier Parts Detail Tab

3. If you want to add the supplier part number you can do it here. Click new supplier part and enter data.
4. Click Save
5. You are now done with the Supplier Parts List and the Price Break Function. Exit and go back to Purchase order entry
Line Detail Tab.
Drop Shipment
1. You will see the above screen. The Purchase Advisor Tab will take you to a feature to help in buying decisions.
2. This feature probably will not be used as all of the parts are entered as “Purchased”
Drop Shipment
If you have ordered the part before, the demand will show on the Purchase advisor dashboard. It will also update you on
available inventory at a warehouse order and you can look at the purchase orders via the Purchase order tracker.
Drop Shipment
1) Once you are completed with this screen you can go back to the Purchase Order Entry Lines Detail Screen and
tab on the Cross Reference Options Tab.
Drop Shipment
1. You will see the above screen to select how you want the part number and its cross references to show on the
PO. This will be relevant only if there is optional information available on the part and supplier.
2. When done- exit out of this screen and go back to the Purchase Order Entry Lines Detail screen.
Drop Shipment
1. The purchase order entry Lines –List tab will show all of the lines entered so far.
2. The Miscellaneous Charges Tab will allow you to add in a misc charge at the line level. You can use the same
procedure as the Misc charges on the Header level.
3. The Comments tab allows you to include comments at the line level. You can use the same procedure as the
comment function at the header level.
Drop Shipment
Switch to the Releases\Detail tab. Select New Release by using the “New” function button on the toolbar.
When a Line is created, a single release is created for that line. If there will be multiple deliveries for the line then
additional releases should be created. If additional releases are required (delivered to the same ship-to address from
the Header tab) ensure that appropriate due dates and account numbers are added. Due date and promise dates are
not mandatory
At a minimum, enter the correct G/L financial account number for the release. You MUST use the MAIN book when
entering the accounting information.
Drop Shipment
If you have already entered the sales order and line in the lines detail tab this information will carry over to the Release
tab. If you did not, you can enter it here. And the PO will link with the sales order. See Order Management / Order
Entry/Buy Direct Script).
Note: The PO becomes linked to the sales order only when you click on the save button after all the information is keyed
in the PO. The PO can be linked with the sales order even though the sales order is on hold status
Drop Shipment
If you click on the release /Drop Ship Tab, you will now see the customer ship to address as shown on the sales order.
This will show on the Supplier Purchase Order.
Drop Shipment
Switch to the Summary Tab.
Once all of the lines and releases have been entered and saved, it is time to approve the PO for release. This is
accomplished by clicking the checkbox next to the unapproved flag on the Summary tab. If the purchase order value is
over the buyers approval limit, the purchase order will not be approved and will be in “Pending” status. See PO Approval
Script for more information on this subject.
Once this is done, the flag should change to a green approved flag, and the Ready for Mass Print should be checked.
Drop Shipment
Once a PO is approved and ready for Mass Print, it can be printed in two ways. A single PO can be printed by selecting
Actions/Print. Then you can select to Print Preview or Print the PO. If the PO is printed to the Advanced Print
Management queue, and rules are defined for printing, faxing or emailing the PO, it will be sent in the identified
manner. You can export a pdf copy of the PO during the print preview process for emailing purposes.
NOTE: The PO can be approved and sent to the Supplier even though the sales Order is still on hold status. BSS Request
issued for this.
Drop Shipment
Or the PO can be Mass Printed along with all other PO for a selected Buyer. To Mass Print, select Actions/Mass Print, and
then select the Buyer whose PO’s are to be printed. It will then print all PO’s for the Buyer that has the Ready for Mass
Print checked.
Drop Shipment
The purchase order will print as indicated above.

Drop Shipment
Change a Purchase Order

Enter the PO number to be changed and click TAB, or click the “PO Number” button to search for the PO. Click the
checkbox beside the “Approved” button to unapprove the PO. Once the PO is displayed, make any changes needed to
the Summary, Header, Lines and Releases. Once all of the changes are complete, click the checkbox beside the
“unapproved” button to approve the PO. This will turn the “Ready for Mass” Print on. If you want this to PO print a
revision date on the PO, click the checkbox “Print Order as Changed.” You can then single print or mass print the PO.
Payment Approval for a PO
Payment approval will follow a manual procedure in the past, with the requisitioner and manager approving the
payment. This approval will be sent to Finance to process the Payment.
March 1, 2010 Part Entry Page 1 of 17
This script shows how to enter a new part to the part database. At the end, there is a
list of the required fields and the responsibility for them by department.
Material Management/Inventory Management/Setup/Part
1. Click on New Part. (from drop-down menu)

2. Type part number in field (use all caps and dash in format).
3. Hit tab.
4. Will go to description field.
1. Enter description – note only the first 50 characters appear here.

a. The detailed descriptions will need to be entered or pasted on the field in
Descriptions tab.
2. The first 8 characters appear in the Search field
a. The search field can be changed if needed to be more “user friendly”.
Material Management/Inventory Management/Setup/Part Maintenance/Descriptions
Additional descriptions can be cut and pasted from current COP descriptions or copied
from configurator screens.
Material Management/Inventory Management/Setup/Part Maintenance
The following fields will default:
1. Type: default is PURCHASED (if part is a SALES KIT, choose SALES KIT from drop-
down menu). Do not ever choose MANUFACTURED!
2. UOM Class: default is FINISHED GOODS.
3. Primary UOM’s: all default to EA
4. Leave the Sales Unit Price and Internal Price at zero (pricing will be by price list).
5. The accounting for the Group is determined by the appropriate GMO or GMO
accessory name being loaded. (choose from drop-down menu or type in).
6. Class: is based on the applicable sales division and line (choose from drop-down
menu or type in).
7. Equipment Type: choose from drop-down menu DEV for Device or AFC for
accessory.
8. Brand: from drop-down menu pick the appropriate brand code.
9. Prime Plant: from drop down menu – choose appropriate plant
10. Tax Category: to be filled out by appropriate dept. as needed.
HS Commodity Code Search
1. For HS Commodity Code: Transportation dept. to use drop down menu to pick
appropriate code
1. Supp Units Factor: defaults to 1

2. Country of Origin: pick the correct one from the database, hit tab.
3. When shipping weight and packaged cubic feet information is available, put in the
appropriate fields.
4. Note: It is best if these can be filled in before needed for shipping, but are not
required fields to take a part off of hold.
1. Use Part Rev: the default is to be checked

2. Track Serial numbers: if the part is one that is serialized, check and verify the
format is set to Alphanumeric (see next page for format info) – if non-serial
number item, leave unchecked.
3. Costing Method: default is to be “Std”
4. Quantity Bearing: default is to be checked, leave it checked.
5. Note: Buy to order and drop ship order information will be covered in a separate
script.
Material Management/Inventory Management/Setup/Part/Serial Number Format
Note: always use Alphanumeric for serial number format.
No prefix number or number of digits is needed, as serial numbers will be received by

scanning.
1. Choose Alphanumeric button

2. Click OK
Material Management/Inventory Management/Setup/Part/Plants
1. On the Plants tab – verify plant and primary warehouse

2. Verify Process MRP box is checked on truly Purchased items
3. Verify Generate PO Suggestions box is checked on truly Purchased items.
4. Supplier: Choose supplier name and number from drop down menu/database.
5. Buyer name to be entered
6. Planner name to be entered (use plant planner code). This will drive the demand
through the portal to the correct plant.
7. SAVE
8. If additional plants are needed – choose New Plant from the New drop down.
9. Fill in applicable information for each plant tab.

/Integrations/Manifest Info
1. Navigate to the Integrations/Manifest Info tab.

2. Enter the packed dimensions: Length, Width and Height in inches
3. If the unit is not a good candidate for shipping by UPS or other small package
carrier, click on the “Bypass Small Pkg “box. Note: If too large for UPS, the
routing guide function will take care of routing via LTL carrier.
4. Enter the NMFC freight item from the drop-down menu
5. The freight class and freight description will fill in automatically
6. The HTS code will fill in from the info on the first page, if known the NAFTA
Preference code, NAFTA Producer Code and Schedule B Code can be filled in at
this time.
7. SAVE
Material Management/Inventory Management/Setup/Part Maintenance /Accounting/ GL

Control /Detail screen
1 Navigate to the Accounting/GL Control/Detail screen

2 From the drop-down menu choose DC for Dealers Choice or SL for Spec Line.
3 This is a required field, accounting will handle this responsibility.
4 SAVE
Material Management/Inventory Management/Setup/Part Maintenance /Reporting/

Comments /Purchasing screen
If the buyer has specific comments that needs to be included in the body of each
purchase order for a particular part, they can be included in purchasing comment screen
as indicated above.
Material Management/Inventory Management/Setup/Parts On Hold Dashboard
The Parts on Hold Dashboard is very useful for finding required fields that need to
be filled in before a part can be taken off hold.
The tabs across the top of the page: Sales Entry, Transportation, Pricing and
Accounting show how the part is routed through the various stages of department
entry.
See Part Entry responsibilities for detailed information.

Part Entry Responsibilities revised 3/1/10
Purpose: to document which fields in the Epicor 9 Part database will need to be
filled in by the correct department.
Note: Dashboard titled “Parts on Hold” has tabs to show each department the
parts that need info, but each group must route to the next department.
*designates required field

CUSTOMER CARE (OR BUYER, IF NEW PURCHASED PART):
*Part Name (to enter as all Caps) Need to include any dashes or slashes (if part of name)
Note: we cannot have any spaces in the part name; it will corrupt the bar code
*Description (can copy & paste into descriptions tab) – can be copied from current database or configurator.
Search field can be changed to meet needs of Customer Care (it defaults to the first 8 characters)
Save
Type – choice from drop down menu: PURCHASED or SALES KIT (do not use Manufactured)
*UOM Class defaults to FINISHED GOODS
On the plant tab – pick *Planner from Drop down menu (Mandatory field – this drives the need to the plant
through the portal)
Save
Hold (select) -- Drop Down: New Product Transportation or it will default to New Product Sales Entry.
TRANSPORTATION:
*Equipment Type – choose AFC or DEV
*HS Commodity Code – (Drop Down Menu Choose Appropriate Code)
Supp Unit Factor—defaults to 1.0
*Country of Origin (from drop down menu)
SHIPPING WEIGHT- if available, not necessary to enter order
CUBIC FEET - if available, not necessary to enter order

Use Part Rev (select if not defaulted)
*Track Serial Number (select) IF APPLICABLE - CHOOSE SERIAL NUMBER FORMAT – Alphanumeric is to be the
standard
Quantity Bearing (select if not defaulted)
On the Plant Tab - *Primary Warehouse (Verify associated with Prime Plant)
(NOTE: Customer Care to enter if transfer to Branch or CCON order)
If purchased from vendor, vendor name & number are to be entered in the Supplier field on the plant tab
On the Integrations/ Manifest Info tabs ----
If applicable, enter the NAFTA information: Preference code, Producer code, the HTS number will default from
the first page, enter the Schedule B number
Enter Length, width and height in inches
Check the Bypass Small Package box, if applicable (when package not suitable for parcel handling, even if
dimensions or weight would allow it).
*NMFC item number – select from drop down
Save and route to next department - Hold – New Product Pricing
PRICING:
*Enter Group (GMO) can use menu or type in
*Enter Class (GMO) can use drop-down menu or type in
*BRAND CODE - select Brand from drop-down menu
*Prime Plant – select Prime Plant from drop-down menu
*Assign price lists
Save and route to the next department: Hold – New Product Accounting
ACCOUNTING:
*Costing Method: STD is to be the default
*Costing information to be entered
*DC/SL (Dealers Choice/Spec Line) choose from drop down menu on Accounting tab (required field)
Cycle Count Options under the plant tab
Also Cycle Count info under the Warehouse tab
ABC code info
*verify all previous department information has been filled in*
Save and take off Hold
The program will send an email to the person who initiated the part to let them know it is taken off hold so that order
entry or purchase order can be completed.

Purchasing Management Within SAM Epicor

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Purchasing Management Within SAM Epicor

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Epicor 9

Purchasing Instructional Scripts

Supplier Price List

Purchase Order Suggestions

Purchase Order Entry

Purchase Order Entry – PO Approval

ITWFEG Purchasing Terms and Conditions

Purchase Order Entry – Drop Shipment

There script will walk you through setting up a new supplier.

Material Management/Purchase Management/Setup/Supplier/Detail

3. Select currency, always USD (US Dollars

Material Management/Purchase Management/Setup/Supplier/Address

Material Management/Purchase Management/Setup/Supplier/Comments

Material Management/Purchase Management/Setup/Supplier/Address Format

1. Use the following screen to reorder the address format if needed.

Material Management/Purchase Management/Setup/Supplier/RoHS

Material Management/Purchase Management/Setup/Supplier/Purchase Points/Detail

Material Management/Purchase Management/Setup/Supplier/Purchase Points/List

Material Management/Purchase Management/Setup/Supplier/Purchase Points/Address

Material Management/Purchase Management/Setup/Supplier/Purchase

Material Management/Purchase Management/Setup/Supplier/Purchase Points/Contacts/List

Material Management/Purchase Management/Setup/Supplier/Purchase

1. Name Detail information for contacts, if needed.

Material Management/Purchase Management/Setup/Supplier/Purchase

Material Management/Purchase Management/Setup/Supplier/Purchase

Material Management/Purchase Management/Setup/Supplier/Purchase Points/Manifest

1. This will generally not be applicable at the purchase point level.

Material Management/Purchase Management/Setup/Supplier/Purchase Points/Manifest

Material Management/Purchase Management/Setup/Supplier/Purchase Points/Manifest

Material Management/Purchase Management/Setup/Supplier/Purchase Points/Manifest

1. List of billing information per purchase point.

Material Management/Purchase Management/Setup/Supplier/Purchase Points/Manifest

Material Management/Purchase Management/Setup/Supplier/Purchase Points/Manifest

Material Management/Purchase Management/Setup/Supplier/Purchase Points/Manifest

Material Management/Purchase Management/Setup/Supplier/Contacts

Material Management/Purchase Management/Setup/Supplier/Contacts/List

1. List view of supplier contacts.

Material Management/Purchase Management/Setup/Supplier/Contacts/Name Details

Material Management/Purchase Management/Setup/Supplier/Contacts/Attributes

Material Management/Purchase Management/Setup/Supplier/Contacts/Comments

Material Management/Purchase Management/Setup/Supplier/Banks

Material Management/Purchase Management/Setup/Supplier/Attributes

Not applicable, Supplier Relationship Module not purchased

Material Management/Purchase Management/Setup/Supplier/SRM

Not applicable, Supplier Relationship Module not purchased.

Material Management/Purchase Management/Setup/Supplier/Manifest Info/General

Material Management/Purchase Management/Setup/Supplier/Manifest Info/General-Intl

Material Management/Purchase Management/Setup/Supplier/Manifest Info/Billing

Material Management/Purchase Management/Setup/Supplier/Manifest Info/FedEx

Material Management/Purchase Management/Setup/Supplier/Manifest Info/UPS

Material Management/Purchase Management/Setup/Supplier/GL Controls

To be coordinated with Finance.

Material Management/Purchase Management/Setup/Supplier/Tax Exemptions

Will not be used at the supplier level.

Purchase Management/Setup/Supplier Price List/Detail

The following fields will need to be filled out:

The Following fields are not mandatory

Purchase Management/Setup/Supplier Price List/Detail (Continued)

• Part - Supplier is approved for this part.

Purchase Management/Setup/Supplier Price List/Detail (Continued)

1. Cannot override the conversion factor

Purchase Management/Setup/Supplier Price List/List