Buyer Processing

The Buyer Processing module allows you to convert requisition line items into purchase orders (maximum of 95 line items per PO). It allows you to enter refusal reasons on requisition lines that are not to be processed. It also provides the ability to enter action codes and notations on line items where further information is required before processing. Enter is used to select line items to be included in a quote or PO.

Load All will select all line items (maximum of 95) being displayed within buyer processing.

If contract pricing or preferred vendors are being used, selecting a line item with a contract price or preferred vendor will prompt the user to select all items for that preferred vendor or contract price vendor number (up to a maximum of 95 line items). If Yes is selected,

The contact information for the vendor is obtained from the purchasing category in the atrieveFinance vendor file. If this contact category does not contain information the default contact category will be used.

Buyer Processing provides the ability to create PO's in different years if a transition file exists in atrieveFinance.

Batches are automatically created. If the PO's are to be created in the current year, the batch will default to the current period, and use the the day of the month as the sequence number for the batch. If the PO is to be created in a future year, the sequence number used for the batch will be the current day of the month plus 40. This will ensure that batch numbers are not duplicated, once the future year becomes the current year.

Enter the number of the requisition you wish to process. If requisition profile #9=Advanced PO Processing - is set to Y, the program will load all requisition line items currently not assigned to a buyer.

Requisition #

• If advanced PO Processing is not enabled, entry of a blank requisition number will exit buyer processing.

Buyer #

• If advanced PO Processing is enabled, enter your buyer number. Entry of a blank buyer number will exit Buyer Processing.

• If another user is already accessing some/all of the line items for the requisition or buyer specified, a message will display stating the number of line items locked by other users. These line items will remain locked until the other user releases them by exiting Buyer Processing or processes them into PO's. Requisitions will be visually separated by a horizontal dashed line. Requisitions containing description lines will load the description lines from the requisition file and display them following the requisition line items.

Quote #

• If your Advanced PO Processing option in the atrievePurchasing Requisition profile is set to 'Q' for quote processing, you will be able to enter the quote number connected to your buyer code to load the associated requisition lines. Select the magnifying glass to select from quote numbers valid for your buyer code. If a quote is not entered all open requisitions for that buyer will display.

• If a Quote number is entered you will proceed to the PO Estimate field. Lines will be loaded and grouped by awarded vendor number with a dashed line separating each vendor (similar to performing Buyer Processing By Buyer Number). In this case, you may only select lines for the same vendor for creation into a purchase order.

Reserved action codes for quotes that have been added to the system to indicate quote progress:

QR - Quote Request created

IB - Invitation To Bid sent

VQ - Vendor Quote entered

CQ - Contract Quote entered

BA - Bid Analysis Worksheet created

VA - Vendor Awarded

CA - Contract Price Awarded

CP - Contract Price

PO Estimate

• Enter the estimate for the PO to be created.. The PO estimate is a mandatory field and the requisition lines selected for the PO cannot exceed the amount specified if requisition profile PO Estimate Enforced is set to Y.

PO Total

• This field will be automatically calculated by the system as you select lines for PO processing.

Note: The price cannot be changed if the stock item has a contract price and the atrieveFinance user profile, field  is set to 'Yes'.

If PO  is selected the purchase order preview screen will display:If View Is Selected The Following Window Will Display

Purchase Order Preview

• The Purchase Order Preview screen displays the header information for the purchase order to be created. You must supply the PO number, the vendor number, and the buyer code. The PO batch will be created from the current atrieveFinance period, the buyers batch code, and the day of the month. To exit the PO preview screen and return to the Buyer Processing screen select cancel.

Vendor

• Enter the vendor number to appear on the PO. Select the magnifying glass to choose from valid vendors. If a valid supplier had been entered on the requisition selected, the supplier number displays as the default. If the lines selected are from different requisitions with different suppliers, a window will display allowing you to select the desired supplier.

Ship To

• This field automatically displays based on the 'ship to name' supplied on the requisition. If more than one 'ship to' location is involved (line items from more than one requisition were selected), the words 'See Distribution ListI' will appear here. When the PO is accepted a distribution list is produced at the printer specified in requisition profile . The distribution list should be sent to the vendor with the PO to explain the quantities of each item to be sent to each location.

PO

• Enter the PO number or enter through the field for automatic PO numbering (if enabled).

Buyer

• If a buyer was entered in Buyer Processing, the buyer number automatically displays and you will not be allowed to modify it. If a buyer was not entered, you must supply a valid buyer number. Select the magnifying glass to select from valid buyers. The program uses the buyer code to determine the batch type code. The batch code created will display at the bottom right of the screen.

• The other PO header fields will default to the values in the PO profile and the information can be changed by specifying the field number at the field to change prompt.

• Once finished with the PO Preview Screen select Save

If any items with a $Ø cost have been included in this order, a message box will display prompting the user to enter a cost for the $Ø cost item. Items with a $Ø cost cannot be included on a PO.

The Purchase Order Detail Preview displays the line items in the format which the PO will be created. Tax codes are defaulted to the tax codes on the stock file if the line item relates to a valid stock number and the GST tax code is forced from the GL account code. Tax lines for each tax code are displayed following the list of PO detail lines and the totals relating to the PO display at the bottom of the screen. Perform any necessary modifications to the detail lines at this point before accepting and creating the PO. NOTE: To create a PO from the requisition line displayed, you must first select the lines to include on the PO. The program will not allow you to select lines that do not have a GL code assigned.

Multiple output options can be selected/de-selected and are retained.If the purchase order is accepted the print options will be prompted:

The register option does not allow other options to be selected. It must be used alone.

Note: The system will determine local/long distance calling based on the following conditions:

1. 10 digit dialing is not required and the telephone number profile is not being used.
   Local numbers must be entered in the vendor file Without an area code.
   Vendor file: 826-1234 (local number)
   Dialed as: 826-1234
   Long distance numbers entered in the vendor file with the area codes. The faxing option will add '1' to the front of this number.)Vendor file: 604-826-1234 (long distance number)
   Dialed as: 1-604-826-1234 

2. 10 digit dialing is not required and the telephone number profile IS being used.
   Numbers can be added in the vendor file with/without the area code for local numbers. It is important that if local numbers are entered in the vendor file with an area code, the area code and prefix must be entered in the local table in the telephone number profile. If not, the numbers will be dialed as long distance.
   Ex. 604-826-1234 (local number, area code, prefix in local table)
   Dialed as: 826-1234
   If the area code is not entered for a number, the default area code from telephone number profile will be added to the prefix. If this combination is not found in the long distance table, the number will de dialed without '1' or the area code.
   Vendor file: 826-1234 (local number)
   Dialed as: 826-1234
   If the number is long distance, it must be entered in the vendor file with the area code. The telephone number profile will check to ensure that the area code and prefix combination are included in the long distance table. If they are not, the user will receive a warning but faxes will still be sent with a '1' added to the front of these numbers. If the combination exists in the long distance table the faxes will also be sent with '1' in front of these numbers.
   Vendor file: 604-826-1234 (long distance number)
   Dialed as: 1-604-826-1234
   (If the area code is not entered for a long distance number, the default area code from the telephone profile will be added to the prefix. If this is found in the long distance table, it will be dialed with 1 plus the area code. 

3. If 10 digit dialing is required, the telephone number profile IS required.
   All numbers in the vendor file must be added with an area code. Warnings will display if they are not entered in the correct format.
   Vendor file: 604-826-1234 (local number and prefix in local table)
   604-599-1234 (long distance number with area code and prefix in long distance table)
   604-999-9999 (not listed in telephone profile tables)
   If the number is listed in the local table, the fax will be sent without '1' added to the front of the number.
   Dialed as: 604-826-1234
   If the number is listed in the long distance table, the fax will be sent with '1' added to the front of the number.
   Dialed as: 1-604-599-1234
   If the number does not exist in either table the system will default to long distance adding '1' to the front of the number.
   Dialed as: 1-604-999-9999
   If the number is dialed without an area code it will not be able to be sent.

NOTE: The PO Faxing option is available at an additional cost. Please contact Powerschool.

If insert is chosen the following entry window will appear:

Type

• Enter D to enter a description line. This description will be printed on the PO.

• Enter N to enter a notes line. This note will be saved with the PO but not printed.

Description

• Enter the description or notes information (up to 150 characters).

If refuse is chosen, the following entry window will appear:

• The following screen for refusal reason will display:

Reason

• Enter the reason for refusing the requisition line item (up to 60 characters).

If Quote Is Chosen, The Toolbar Will Change

If Quick Quote  Is Chosen The Quick Quote Item List Will Appear

If Accept  Is Chosen, The Quick Quote Vendor Selection List Will Appear

 If Accept  Or Next Is Chosen, The District Contact Screen Is Displayed

A format quote number is automatically assigned and a description for the formal quote must be entered.If format quote  is chosen the following screen appears:

Line items with a contract price cannot be processed through the formal quote.Once accepted, a formal quote number has been created. The quote will now be accessible within the quote request menu in atrievePurchasing>Buyer Processing>Quote Request Menu

Requisition lines will be identified if they have a contract price assigned and the following message will appear.