Parts Inventory

Overview of Parts Inventory Module

The Parts Inventory system helps you manage resources that are used to complete work orders. The Parts Inventory module in Performo Pro is based on a hybrid push-pull model; you stock parts in separate warehouses but the system keeps track of the total number of parts in all warehouses. The total number of parts in all warehouses can be used to determine when to reorder parts or you can order any part at any time -- for example, the field technician can purchase parts to complete a work order.

• You use the Parts Inventory module to stock, track, value, order, reconcile, request, purchase, and receive parts.

• The Parts Inventory system is integrated into the Work Orders, PM Schedules, Assets modules of Performo Pro as well as the web-based Performo Worker System.

  • Parts can be added to work orders on the Labor & Parts tab of the Work Order Detail screen.
  • Parts can be added to work orders on the Part Detail screen of the Performo Worker System.
  • Parts can be added to assets on the Parts tab of the Asset Detail screen.
  • Parts can be added to PM Schedules on the Labor and Parts tab of the PM Detail screen.

Parts Inventory is divided into several task-specific screens:

1. Parts Inventory List Screen
2. Purchase Requisition Preparation Screen
3. Purchase Requisition List Screen
4. Transactions Screen
5. See On Reserve List aka Parts Reservations
6. Warehouses

Overview of the Parts Inventory List Screen

The Parts Inventory List screen is a high-level overview of inventory and non-inventory parts you use and have used to complete work orders. You can use Filter Tools to manage the Found Set of parts displayed to assist you with ordering and inventory management duties.

The Found Set

Note that the records displayed on the List Screen are referred to as the Found Set. When you use filters to change the records displayed on the screen, you change the Found Set — filters do not delete any parts or any other data.

Default Found Set for Parts Inventory List screen

• All parts
• Sorted by Part Code

Tools to Search and Filter Data

There are multiple tools on the List screen to search and filter the Found Set so that you can view exactly the parts you need to.

Find records using:

1. The Global Search Field
2. The Filters Window
3. Saved Filters
4. Constrain-by
   

Things You Can Do on the Parts Inventory List Screen

1. Create a New Part Record
2. Flag Parts to Reconcile or Order
3. Reconcile
4. Add Found Set of Parts to Req Prep List
5. Add A Part to Req Prep List
6. Go To Req Prep List Screen
7. Print the Parts List Report
8. Print a Part Detail Report
9. Print the Parts Value Report
10. Print Bar Code Labels
11. View and Run Custom Reports

Create a New Part Record

1. Click the + Part button to go to a blank copy of the Overview tab of the Part Detail screen.

2. Begin entering data.

• The Part Code field is shaded red because data entry in that field is required.

Flag Parts to Print, Reconcile, or Order

You flag parts to create a Found Set based on specific and particular criteria. Once you have a Found Set consisting of flagged parts, you can work with that particular group of parts. This includes ordering, reconciling, printing and editing part details for example.

Flag Parts on the Parts Inventory List screen

1. Click the Flag checkbox to mark that part for future use in the Found Set.

Flag Parts on the Part Detail screen

1. Click the Find Flag checkbox in the Cost section of the Overview tab on the Part Detail screen.

Displaying a Found Set of Flagged Parts

Part Filters

You can use Part Filters to create a Found Set of Flagged Parts.

1. Click the Filters button on the Actions bar to open the Part Filters window.
   
2. Click the Flagged checkbox in the Part Filters window to create a Found Set of flagged parts.
   
   • The Found Set will display all Flagged Parts.
   

Constrain By

You use the Constrain By option to limit the Found Set to only Flagged Parts.

1. Click the Record Menu button and choose Constrain By.
   
2. Choose the Flag Selected option.
   
   • The Found Set will be constrained to only Flagged Parts.
   

Things You Can Do with a Found Set of Flagged Parts

1. Reconcile
2. Order
3. Print the Parts List Report
4. Print the Parts Value Report
5. Print Bar Code Labels

Clear Flagged Parts

If you have flagged parts, and you do not need to have those parts flagged anymore, or if you want to flag different parts, you can un-flag all parts, all at once using the Clear Flagged option on the Actions menu.

1. Click the Actions Menu button and choose Clear Flagged.
   
2. Clear Flagged removes the checkmark from the flagged checkbox, but it does not change the current found set.
   
3. Click the Reset button to display a Found Set of all parts.
   

Reconcile

Reconcile is when you manually enter the number of items in stock to match the quantity of items in the bin, on the shelf, or at the warehouse. Many people refer to this as, "Taking Inventory."

Taking Inventory

1. Click the Actions Menu button and choose Reconcile to go to the Parts Reconciliation screen.
   • All the parts in the Found Set on the Parts Inventory List screen are automatically transferred to the Found Set on the Parts Reconciliation screen.
   
2. Click the Actions Menu button and choose Recalculate In Stock to account for stock used recently.
   • This step is optional of you know that no parts have been taken from or added to inventory recently.
   
3. Click the Reconcile To field and manually type in the number of items counted and actually in stock.
   • Repeat this step for each part in the Found Set.
   
4. Click the Reset Reconcile To option on the Actions Menu to remove all the manually entered data in the Reconcile To field.
   • Use this option in case if you have to start over.
   
5. Click the Run Reconcile button to open the confirmation window.
   • An Adjustment transaction will be created for each record in the Found Set.
   • If the Reconcile To field is blank, no adjustment transaction will be created.
   • The number you manually entered in the Reconciled To field will replace the number in the In Stock field for each record in the Found Set.
   
6. Click Ok
   • The adjustment transactions are created and stored on the Transactions List screen.
   • The In Stock field is reset to match what you manually entered in the Reconcile To field in step number 3.
   • A time stamp is added in the Last Reconciled column for each part with a value in the Reconcile To field.
   

Add Found Set of Parts to Req Prep List

If you have a Found Set of parts that you want to order more of, you can use the Add All to Req Prep option on the Actions menu to add those items to your Purchase Requisition Preparation list.

1. Create a Found Set that includes only the items you want to order.
   • You may Flag orders for this purpose.
   
2. Click the Actions Menu button and choose Add All to Req Prep to go to the Purchase Requisition Preparation list screen.
   • The Found Set from the Parts Inventory List is displayed as the Found Set on the Purchase Req Prep list screen.
   
3. Use the columns in the Ordering section to edit the quantity, package type and the price per package.
   • You can click any field in the list to enter or edit the data.
   

Add A Part to Req Prep List

Part Ordering Shortcut
You can add any part in the Parts Inventory List to the Requisition Preparation List.

1. Click the Record Menu button and choose Add to Req Prep List to add that part to the requisition preparation list.
   
   • The part is displayed on the Purchase Req Prep list screen.
   

Go To Req Prep List Screen

1. If you are on the Parts Inventory List screen, you can click the Actions Menu button and choose Go to Req Prep List.
   • Note that no items are added to or removed from the Found Set.
   
2. Click the Reset button on the Purchase Requisition Preparation screen to view the default found set.
   
   • The default Found Set for the Purchase Requisition Preparation list screen is:
     • All parts
     • All warehouses
   

Print the Parts List Report

The parts list report displays all the parts in the Found Set under subheadings determined by the sort order on the Parts List screen. For example, you can view all the parts that need to be ordered, sorted under Part Type sub-headings. See the illustration below.

1. Use the Tools to create the Found Set you need.
2. Sort the Parts Inventory List by the column heading you want to appear on your Parts List Report.
   
3. Click the Actions Menu button and choose Parts List Report to open the Edit Report Title window.
   
4. Edit or accept the default report title and click OK to view the Print Preview screen.
   
5. Click the Print icon to send the report to open your operating system Print window.
   • Options on the Print Preview Screen.
   

Print a Part Detail Report

The Part Detail Report is accessible from the Record Menu on the Parts Inventory List screen and from the Actions Menu on the Part Detail screen. The Report displays all the details about the part including the part number, the warehouses it is stored in, vendor info, and a complete transactions log.

Record Menu on the Parts Inventory List Screen

1. Click the Record Menu button and choose Part Detail Report to open the Edit Report Title window.
   
2. Edit or accept the default report title, and click OK to open the Print Print Preview screen.

3. Use the Options on the Print Preview screen to send the report to a printer.

Actions Menu on the Part Detail Screen

1. Click the Actions Menu button and choose Part Detail Report to open the Edit Report Title window.
   
2. Edit or accept the default report title, and click OK to open the Print Print Preview screen.
   
3. Use the Options on the Print Preview screen to send the report to a printer.

Print the Parts Value Report

The Parts Value Report displays a list of all the parts in the Found Set with info about current stock quantity and cost. The report displays a grand total at the bottom of the $ Value column.

1. Click the Actions Menu button and choose Parts Value Report to open the Edit Report Title window.
   
2. Edit or accept the default report title, and click OK to open the Print Print Preview screen.
   
3. Use the Options on the Print Preview screen to send the report to a physical printer.
   

Print Bar Code Labels

Bar Code Labels are generated based on the Part Code Field.

1. Click the Actions Menu button and choose Print Bar Code Labels to open the Print Bar Code Labels window.
   
2. There are three options for printing bar code labels.
   • Roll — single row of bar code labels.
   • Paper — three columns of labels.
   • Avery 5160 -- rows and columns formatted for Avery 5160 paper.
   
3. Use the Options on the Print Preview screen to send the report to a physical printer.
   

View and Run Custom Reports

Custom Reports

Overview of the Part Detail Screen

The part Detail screen is divided into seven tabs. You use the Part Detail screen to view and edit information about part storage, cost, use, acquisition and history.

1. Overview Tab
2. Transactions Tab
3. Purchase Log Tab
4. Supplier Info Tab
5. Warehouses Tab
6. Archives Tab
7. Assets Tab

Things You Can Do On The Overview Tab

The Overview tab displays sections for Part Information, Warehouse Information, Cost, and Notes. You use the Overview tab to get started entering and editing data about the part.

1. Create a New Part Record
2. Update Warehouse Quantity
3. See on Reserve List
4. Order Parts

Update Warehouse Quantity

1. Click the Update Warehouse Quantity button to calculate stock quantity based on the latest acquisitions and deductions of the part.
   

See on Reserve List

Supply Non-Inventory Parts Ordered By Field Technicians

The reserve list displays a list of items ordered by field technicians while a work order is in progress. The Parts Manager must supply these worker-generated requisitions prior to the parts being available on the work order.

1. In the Work Orders Module:
   • The field technician submits orders a part for use on a work order.
   
2. The Part is added to the Parts portal on the Parts and Labor tab of the Work Order Detail screen.
   • The field technician may also attach a quote for the part.
   • Submitted requests are displayed in a regular typeface with a zero cost and can be deleted.
   • Supplied parts are displayed in a grey italics typeface and cannot be deleted.
   
3. In the Parts Inventory Module:
   • The Part is displayed on the Part Reserve List screen.
     • Part Status is Non-Inventory
     • Quantity fields are shaded red to alert Parts Manager to go to Req Prep screen to order the part.

4. Req Prep record is automatically created.

• Click the document icon to view the quote attached to the request.
• Click Create Reqs button to generate a purchase order for the part.

5. Click the Purchase Requisition record to view the Purchase Requisition screen.

6. Click the Approved Radio button and Click the Receive button on the Purchase Requisition screen to supply the part to the work order.

• The part is automatically, and immediately supplied to the work order. See step number 9.
  • The work order number is displayed automatically on the Purchase Requisition.

7. A Transaction is automatically created.

• Displayed on the Transaction screen.
• Displayed on the Transaction tab of the Part Detail screen.
• Displayed on the Purchase Log tab of the Part Detail screen.

8. Click Add To Inventory button if this part will be needed in the future.

• This step is not required to supply the part to the field technician for the work order. See step number 6.

9. In the Work Orders Module:

• The Part is automatically displayed as supplied on the Work Order.
• The supplied Part is displayed in a grey italics typeface and cannot be deleted.

Order Parts

Ordering parts takes place in steps to better organize ordering, receiving, and delivery to warehouses for work orders.

• Prepare the Requisition.
  • Steps one and two below.
• Create Requisitions.
  • Steps three through six below.
• Print the Purchase Requisition to send it to the vendor.
  • Step number seven below.

1. Click the Order button to go to the Purchase Requisition Preparation list screen.
   
2. Click the Records Menu button and choose Isolate This Record to create a purchase requisition for just that part by itself.
   
   • When you isolate the record, it becomes the only record in the Found Set.
   • Isolated record is the Found Set
   
3. Click Create Reqs button to open the Create Reqs for Parts window.
   
4. Click OK to open the PO Number window.
   
5. Edit or Accept the default purchase order number and click OK to go to the Purchase Requisition List screen.
   
6. Click the requisition record in the Purchase Requisition List to view the Purchase Requisition.
   • Verify that all the information on the Purchase Order is correct. You can edit any of the information if necessary.
   • Click the Print button to send the purchase order to a vendor.
   
7. Click the Print button on the Print Preview screen to send the purchase order to a physical printer.
   • The purchase order can also be saved to PDF format to email to a vendor.
   

Things You Can Do on the Transactions Tab

The Transactions tab records when you purchase, use, move, or adjust the inventory of a part. When you supply a part to a work order or when a part is deducted from inventory on a work order; a transaction record is created and displayed on the Transaction tab. Part transactions do not have to be related to a work order.

• The Warehouse Stock Quantity is displayed on the right-hand side of the screen, below the Transactions portal.
• Click the radio buttons on the left-hand side of the screen, below the Transactions portal to view Additions, Deductions, Adjustments, or All transactions.

1. Create A New Part Record
2. Choose a Warehouse to View Parts Stored There
3. Add a Quantity of a Part to Inventory
4. Deduct a Quantity of a Part from Inventory
5. Move a Quantity of a Part from One Warehouse to Another
6. Adjust the Quantity of a Part in a Warehouse

Choose a Warehouse to View and Edit Parts Stored There

On the Transactions tab, you choose one warehouse at a time to view and edit transactions at that warehouse.

1. Click the Warehouse field to view the list of warehouses.
   
2. Choose All to view transactions in all the warehouses all at once.
   • Click one of the the Transaction Type radio buttons to view only those records.
   

Add a Quantity of a Part to Inventory

1. Click the Add button to open the Add To Inventory window.
   
2. Enter data.
   • Choose a Warehouse from the value list.
   • Enter the Quantity.
   • Enter the Account if necessary.
   • Enter the Work Order Number if necessary.
   
3. Click OK to add that number of items to inventory in that warehouse.
   
   Note: the Add transaction increases current Warehouse Stock Quantity.
   

Deduct a Quantity of a Part from Inventory

1. Click the Deduct button to open the Deduct From Inventory window.
   
2. Enter data.
   • Choose a Warehouse from the value list.
   • Enter the Quantity.
   • Enter the Account if necessary.
   • Enter the Work Order Number if necessary.
   
3. Click OK to remove that number of items from inventory in that warehouse.
   
4. Note: the Deduct transaction decreases current Warehouse Stock Quantity.
   

Move a Quantity of a Part from One Warehouse to Another

Moving a quantity of a part from one warehouse to another creates both an ADD transaction and a DEDUCT transaction record and changes the Warehouse Stock Quantity for both warehouses.

1. Click the Move button to open the Move Part To Another Warehouse window.
   
2. Enter data.
   • Use the first value list to choose a Warehouse to move the part from.
   • Use the second value list to choose a Warehouse to move the part to.
   • Enter the Quantity.
   
3. Click OK
   • Removes that number of items from inventory in the from warehouse
   • Adds that number of items in the to warehouse.
   
4. Note that the Move transaction:
   • Increases the current stock quantity in the to warehouse.
   • Decreases current Warehouse Stock Quantity in the from warehouse.
   

Adjust the Quantity of a Part in a Warehouse

1. Click the Adjust button to open the Adjust Inventory window.
   
2. Enter the number you want to be the Warehouse Stock Quantity.
   
3. Click OK
   • The number you entered is added the Warehouse Stock Quantity.
   • This is regardless of previous additions and deductions.
   
4. Note: the Adjust transaction appears in the Transactions portal as an ADD with the Adjustment checkbox checked.
   • Increases the current stock quantity in the warehouse.
   

Things You Can Do on the Transactions Log

You use the Transactions Log to view, archive, and print transaction reports. The default Found Set for the Transactions List is the current month's transactions.

1. Add a New Transaction
2. Archive Transactions
3. Go to Postings Worksheet
4. Go to Related Work Orders
5. Go to Archive List
6. Transaction List Report
7. Transaction Account Report
8. Transaction Summary Report

Add a New Transaction

1. Click the + Line button to add a blank line to the Transaction portal.
   
2. Enter data for the new transaction.
   

Archive Transactions

Periodically, perhaps annually or after taking inventory, you can archive transactions that are no longer needed in the list anymore.

1. Click the Actions Menu button and choose Archive Transactions to open the Archive Part Transactions window.
   
2. Click OK to view the secondary confirmation window to move all the transactions in the current Found Set to the archive database.
   
3. Click OK to confirm moving all the transactions in the current Found Set to the archive database.
   
   • The transactions are moved to the archive database and no longer appear on the Transaction List screen.
   • Note that archiving transactions does not, by itself, change the Found Set on the Transaction List screen.
   • Opens the Archive Part Transactions Confirmation window upon completion. See below.
   
4. Click the Reset button on the Actions bar to view the current month's transactions.
   

Go to Archive List

1. Click the Actions Menu button and choose Go to Archive List to view the Archive Log screen.
   
   • The default Found Set of This Month's archived transactions is displayed.
   • If there are no archived transactions this month, you can use filters to create a different found set.
   
   Print The Archive List Report
2. Click the Actions Menu button and choose Print The Archive List Report to view the Edit Report Title window.
   
3. Edit or accept the default report title and click the OK button to view the Archive List Report Print Preview.
   
4. Click Print to send the report to a physical printer.
   • Click Save as PDF to save the report to any directory you have access to.
   • The Archive List Report gives you the details about when parts transactions were archived.
   

Go to Postings Worksheet

The Postings Worksheet is used for debugging purposes and will only be useful for superusers and the Wizard Software project engineering team.

1. Click the Actions Menu button and choose Go to Postings Worksheet to view the transactions.
   
2. The postings worksheet displays details about transactions that is useful in troubleshooting situations.
   

Go to Related Work Orders

1. Click the Actions Menu button and choose Go to Related Work Orders to view the Found Set of work orders for the Found Set of Transactions.
   
   • All the work orders related to the transactions are displayed on the Work Order List screen in the Work Orders module.
   • This will be useful in case if you want to review and edit the orders where specific or particular parts were used.
   

Transaction List Report

The Transactions List Report displays the Found Set of transactions in a list that you can print or save as PDF.

1. Click the Actions Menu button and choose Transaction List Report to view the Edit Report Title window.
   
2. Edit or accept the default report title and click the OK button to view the Transaction List Report Print Preview.
   
3. Click Print to send the report to a physical printer.
   • Click Save as PDF to save the report to any directory you have access to.

Transaction Account Report

The Transactions Account Report displays one month's transactions sorted by account in a list that you can print or save as PDF.

1. Click the Actions Menu button and choose Transaction Account Report to view the Transactions by Account Per Month window.
   
2. Complete the Transactions by Account Per Month Window
   • Accept or edit the month you want reported about.
   • Accept or edit the year you want reported about.
   • Click OK to view the Edit Report Title window.
   
3. Edit or accept the default report title and click the OK button to view the Transaction Account Report Print Preview.
   
4. Click Print to send the report to a physical printer.
   • Click Save as PDF to save the report to any directory you have access to.

Transaction Summary Report

The Transaction Summary Report displays all the transactions in the Found Set sorted by Part ID Code.

1. Click the Actions Menu button and choose Transaction Summary Report to view the Edit Report Title window.
   
2. Edit or accept the default report title and click the OK button to view the Transaction Summary Report Print Preview.
   
3. Click Print to send the report to a physical printer.
   • Click Save as PDF to save the report to any directory you have access to.

Things You Can Do on the Purchase Log

The Purchase Log displays purchase requests. Purchase Requests can be open, closed, pending, or partial.

• Open means none of the items have been received from the vendor yet.
• Closed means all of the items have been received or the order may have been cancelled.
• Pending means the Purchase Requisition is awaiting approval.
• Partial means that at least one of the line items has arrived and been added to inventory.

1. Create A New Part Record
2. View and Edit the Purchase Requisition

View and Edit the Purchase Requisition

1. Click any record in the Purchase Log to go to the Purchase Requisition detail screen.
   
2. You can view and edit the Purchase Requisition as necessary.
   

Things You Can Do on the Supplier Info Tab

You use the Supplier Info tab to view and edit vendors for the part. Suppliers are added from the Vendors module.

1. Create A New Part Record
2. Add a Supplier
3. Choose a Default Vendor for the Part

Add a Supplier

1. Click + Supplier to add a blank line at the top of the Suppliers portal.
   
2. The Sort field controls the order of suppliers in the portal.
   
3. Click the Company Name field and choose the supplier.
   • The Vendor ID field is automatically calculated and displayed.
   • The Company Name value list is generated from data entered in the Vendors module.
   
4. Enter data directly into the fields in the Vendor portal.
   • It is not necessary to enter the dollar sign because it will be added to your entry automatically.
   
5. Phone Number and Web address are entered automatically from data previously entered in the Vendors module.
   
6. Use the Calendar Date Picker to choose a date for the last time you purchased this part and enter the quantity and price of that transaction.
   

Choose a Default Vendor for the Part

1. Click the Default Vendor on PO's field to choose one of the suppliers to be the default when you Order Parts.
   

Things You Can do on the Warehouses Tab

You use the Warehouses tab to view and edit warehouses where you store quantities of the part.

1. Add a New Warehouse
2. Go to Warehouse List Screen
3. Refresh Stored #s

Add a New Warehouse

You can add the part to the inventory stored in each warehouse. You do this one warehouse at a time with the + Warehouse button.

1. Click the + Warehouse button to open the Add Warehouse window.
   
2. Click Blank to add a blank line at the top of the portal.
   • You manually enter all the warehouse info directly from the portal.
   • Start by choosing a Warehouse from the value list in column number 1.
   
3. Click Defaults to add all the warehouses from the Warehouse List screen that have the Default checkbox checked.
   
4. Click Warehouse to add the Warehouse to the places where the part is stored for use on work orders.
   

Things You Can Do on the Warehouse List Screen

You use the Warehouse List screen to view and edit the locations where you store parts for use on work orders. Warehouses can be spaces such as supply rooms, parts closets, actual warehouses, or even the repair trucks.

Create a New Warehouse

1. Click the + Warehouse button to add a new line to the Warehouse portal.
   
2. Choose an Entity for the location of the warehouse.
   
3. Enter a unique ID for the warehouse to be used throughout the Parts module.
   
4. Enter Name, Type, and Notes for the warehouse.
   
5. Check the Default checkbox to setup the warehouse as a default option for parts.
   • This option adds the warehouse to new parts when you click the + Warehouse button on the Warehouses tab of the Part Detail screen.
   

Refresh Stored Numbers

1. Click the Refresh Stored Numbers button to incorporate all the latest transactions into the calculated fields in the Warehouses portal.
   

Things You Can Do on the Archives Tab

The Archives tab of the Part Detail view displays a list of transactions which are no longer relevant to the current inventory count. Each company, corporation or institution has rules about when a transaction should be archived.

• In many cases, a company will complete a physical count at some point and then archive previous transactions.
• This is done on the Transaction tab.

Things You Can Do on the Assets Tab

1. View the assets where the part is used or needed as a Found Set on the Asset List screen.

   • Click any of the assets in the Assets portal to go to the Asset List screen.
   • The Found Set will automatically be the assets where the part is used or needed.
   • When you are finished viewing the list in the Assets module, you can click the Back button on the Title bar to return to the Assets tab of the Part Detail screen.

Overview of the Purchase Req Prep Screen

You use the Purchase Requisition Preparation screen to view and edit details about parts that you want to order. Each line in the Purchase Req Prep list is one row on a PO.

Go to the Purchase Req Prep screen

1. Click the Navigation Menu button on the Title bar and choose Parts inventory to see module options.
   
2. Click the Actions Menu button on the Parts Inventory List screen and choose Go to Req Prep List to go to the Purchase Req Prep list screen.
   

Things You Can Do on the Req Prep Screen

1. Create Reqs
2. Go To PO Settings
3. Isolate This Record
4. Find Supplier

Create Reqs

1. Click Create Reqs to view the confirmation window.
   
2. Click OK to open the Starting PO Number data entry window.
   • Note that separate Reqs will be created for each vendor in the list.
   
3. Accept the default PO number or enter the correct PO number in the Starting PO Number data entry window.
   • Click OK to go the the Purchase Requisition List screen.
   
4. Click the Purchase Requisition to go to the Purchase Requisition details screen.
   • Things You Can Do on the Purchase Requisition List Screen
   

Go to PO Settings

PO Settings goes to the Purchase Req Defaults Screen where you can view and edit default billing, shipping, and freight data that is used on purchase orders.

1. Click the Actions Menu button and choose PO Settings to go to the PO Settings screen.
   
2. You can view and edit all the details on the Purchase Req Defaults screen.
   • Click the Back button on the Title bar to go back to the Purchase Req Prep screen.
   

Isolate This Record

You can isolate a single record on the Purchase Requisition Preparation screen. This is used in situations where you want to create a requisition for a single part.

1. Click the Record Menu button and choose Isolate This Record.
   • The Found Set on the Purchase Req Prep list screen will be only that part.
   • Then you can Create Reqs for just that part if you need to.
   

Find Supplier

You can create a Found Set of all the part requisitions from a single supplier in situations where you want to order all those items from that supplier on one purchase order.

1. Click the Record Menu button and choose Find Supplier.
   • All the parts from that vendor will be displayed in the Purchase Requisition Preparation list.
   
2. Next, you can Create Reqs for all the parts for that supplier.
   

Things You Can Do on the Purchase Requisition List Screen

You use the Purchase Requisition List screen to view and edit part orders.

1. Create a New Purchase Requisition
2. Print the Purchase Req List Report
3. Go to PO Settings
4. Print This PO

Create a New Purchase Requisition

1. Click + Purchase Requisition to go to the Purchase Requisition screen.
   
2. Blank Purchase Requisition
   • The Purchase Requisition form is blank when you create a PO using this method.
   • You enter data on the PO manually.
   

Print the Purchase Req List Report

1. Click the Actions Menu button and choose Purchase Req List Report to open the Edit Report Title window.
   
2. Edit or accept the default report title and click OK to go to the Print Preview screen.
   
3. You can use the options on the Print Preview screen to print a hard copy of the report or save it as a PDF.
   

Print this PO

1. Click the Records Menu button and choose Print This PO to go to the Print Preview screen.
   
2. You can use the options on the Print Preview screen to print a hard copy of the purchase order.
   

Things You Can Do on the Purchase Requisition Screen

Purchase Requisition Screen - Left Side

1. Click any field on the Purchase Requisition to edit that data.

Purchase Requisition Screen - Right Side

1. Add an item to the Purchase Requisition
2. Approve or Deny a Purchase Requisition
3. Receive Items from the Purchase Requisition
4. Print the Purchase Requisition

Add an item to the Purchase Requisition

1. Click the + button on the right-hand side of the Purchase Requisition screen to add a blank line to the order.
   
2. Click the Pick button on the right-hand side of Purchase Requisition screen to open the Pick Part window.
   
3. Click the part you want to add to the Purchase Requisition.
   • The Pick Part window displays all the parts supplied by that vendor.
   
4. The part data is automatically imported into the Purchase Requisition.
   

Approve or Deny a Purchase Requisition

1. Click the Approval radio button to approve and date stamp the purchase requisition record.
   
2. Click the Denied radio button to deny and date stamp the purchase requisition record.
   • The status also changes to Denied.
   

Receive Items from the Purchase Requisition

1. Click the Default Warehouse field to choose a warehouse to indicate that the parts were received at that location.
   

   To Receive All

2. Click the Receive All button to open the alert window.
   

3. The alert window is a reminder that all line items in the purchase requisition will be marked as received.

   • The quantity and date will be entered on each line.
   • You can enter the Work Order number where the parts need to be used if necessary.
   • You can enter the Purchase Order Account number if necessary.

   

4. Note that all the items are marked as Received.

   • The date and total received are automatically entered and displayed.

   

   To Receive One Part

5. Click the Received button to open the Add To Inventory window.
   

6. Click OK to add the part to the warehouse indicated in the Add To Inventory window.

   • You can enter or edit the quantity and unit cost if necessary.
   • You can enter or edit the Work Order number where the parts need to be used if necessary.
   • You can enter or edit the Purchase Order Account number if necessary.

   

7. Note that the when the Part is Received, the Date and Total Received are automatically entered.
   

Print the Purchase Requisition

The purchase requisition is the form you use to send to the supplier or vendor. Many people refer to this is as the Purchase Order or simply, P.O.

Print

You can print the Purchase Order from the Purchase Requisition screen.

1. Click the Print button to open Print Preview screen.
   
2. Click the Print button to send the report to your printer.
   • Note that upon completion, this option returns you to the Purchase Requisition screen.
   
3. Click Exit Preview to go back to the Purchase Requisition screen.
   • Note that you can use this option if you decide not to print the Purchase Requisition.