Purchase Order Management User's Guide

Purchase Requisition Setup

Set Up Required Before Entering Purchase Requisitions

The Purchase Requisition System allows departments to enter purchase requisitions and transmit them electronically to the Purchasing Department. The Purchasing Department can then convert the requisitions into purchase orders.

The following areas of the atrievePurchasing system must be set up to support these features:

I. atrievePurchasing System Profile (2)

• Purchasing Master ProfileMust be filled in as outlined in the manual
• Purchase Requisition ParametersMust be filled in as outlined in the manual

Ii. atrieveFinance Vendor Master File

Establish a ship to name and address record for each location that will be entering requisitions in the vendor master file. The vendor type code could be set to 'SH' to uniquely identify these vendors as being 'ship to' vendors for reporting purposes.

This will speed up the requisition entry process.

Location Code Setup

Steps To Follow To Use Location Codes

1. Location codes must be established and entered in the Location Code database in atrievePurchasing.
2. These location codes can be placed on the vendor file using the Vendor Location Initialization program. This initialization program allows you to use the vendor's postal code to determine what location is to be put on the vendor file.
3. Run a Vendor Location report in atrievePurchasing to give you a listing of all the vendors on file and their location codes. Changes can be made to these locations by running the Vendor Location Initialization program. If only a few location codes need to be changed or added, this can be done quickly through the Vendor Location Entry module.
4. Once the location codes have been established they can be used to select vendors for tendering purposes. The Tender Control system in atrievePurchasing has been modified to incorporate this location code.

Note: The Vendor Add program has been modified so the location code can be entered when the vendor is first established. The lookup is available on this field to let entry clerks know what codes are available.

The following table identifies the first character of the postal code for each province of Canada. If you require a further breakdown of the postal code, we recommend you contact the post office for the detailed postal code breakdown.