PO Maintenance

This option allows to generate Purchase Orders for Items. A user can specify whether its a Direct Purchase Order or against an Indent. Purchase Order contains Tax Summary, Item Delivery Schedule, Payment Schedule and other Terms and Conditions.

The system allows to generate only Import Purchase Order in case the Vendor deals in foreign currency and Regular Purchase Order in case the Vendor deals in domestic currency. Similarly while making Purchase Order for Capital Goods, the selected warehouse should be exclusively for Capital Goods.

Apart from this, IMMS also allows to generate Inter Branch type of Purchase Orders. Such Purchase Orders can be generated for Vendors of other Branches/Sites other than the Site from which Purchase Order is being raised.

Once a Purchase Order is generated, it may or may not need to be authorized.   Authorization of Purchase Order is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Document Control Master option in Administrator Tools Module. Read more...   If the flag is set as 'On', it becomes compulsory to authorize Purchase Orders after creating them through PO Maintenance option. Once Authorized, a Purchase Order can not be edited but IMMS provides the facility to un-authorize it provided its Final Print Out has not been taken out yet. Further if a particular Purchase Order needs to be edited even after its Final Print Out, than in that case the user needs to Amend that Purchase Order. To authorize a particular Purchase Order, select the corresponding record by clicking on the small white check box. You can de-select the record by clicking on the same box again. You can select multiple records in the same way. Once done, click on the button to finally authorize the selected records.   Please note that if a Purchase Order has been created against an OAF, than while selecting such a Purchase Order, IMMS will notify if the Purchase Rate of Items belonging to it is more than the negotiated rate. The user can decide whether to authorize it or not. A list of Items belonging to that Purchase Order will be displayed in a grid for your information Before Authorizing the Purchase Order Amendments, the system will check following based on the setting of flag - If the flag 'Allow PO Authorization without SJO Link?' is set as 'On' through Purchase Policy option of Administrator Tools Module, the system will check if any of the line Item belonging to the selected Purchase Orders is found without any type of link (SJO/OAF/EOQ/MOQ/MIL). If such Items are found, a list of all such Purchase Orders will be displayed and the system will confirm if the User still wants to authorize such Purchase Orders or not. If the User selects 'Yes', the system will go ahead with Authorization but if the User selects 'No', the system will stop the process of Authorization. The purpose of this is to alert Purchaser to take action (i.e. delete such items with no link by editing PO before authorization) so that excess inventory can be avoided as much as possible. This will be purely a Purchaser's call whether to take action or not. IMMS will only prompt message before authorization.   If the flag is set as 'Off', no such confirmation will be asked from the user and the selected Purchase Order Amendments will be authorized any way. If the flag is set as 'Off', it is not compulsory to authorize Purchase Orders. They will be authorized automatically by the system as soon as they are generated.

In 'View' mode, the main screen also displays the current status of the selected Purchase Order, whether it has been authorized or not, name of the person who authorized it along with the date as well as its Final Print Status for the user's reference purpose.

A list of already defined Purchase Orders will be displayed as follows-

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Filter By:

IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized' or 'Pending for Authorization'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized.

Purchase Orders can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

To 'Add' a Purchase Order, click on the button and to 'Edit', click on the icon on its corresponding record. Click on the icon to delete a particular Purchase Order. To view details of a particular Purchase Order, <DoubleClick> on that record. As a result, following screen will be displayed -

Click for Example

The Purchase Order has been created against the Indent raised for Child Items required to make the Assembly items of "Wheels and Tires", and "Saddle" of the Mountain Bicycle.

Screen Layout of Purchase Order Information

Click for Practise Exercise

You can create a Purchase Order against the Indent generated for Child Items required to create "Handlebar" in a similar way.

Field Description of Purchase Order Information

PO Basis:

Specify whether the Purchase Order is a direct one or against an Indent by selecting appropriate option from the list. Select 'Direct' if the PO is not against any Indent or 'IndentBased' if it is against an Indent.

Type:

Denotes the Type of Purchase Order.

While 'Adding' a new Purchase Order, specify the Type of Purchase Order which is 'Regular' or 'Capital' by selecting appropriate option from the popup. Please note that you can not create a new Labour Rate Contract through this option. This facility is only to view an existing Labour Rate Contract.

In case of 'Edit', and 'View', PO Type of the selected record will be displayed automatically. You can NOT change it.

Year:

Specify the Financial Year of the Purchase Order.

While 'Adding' a new Purchase Order, current financial year will be displayed by default. It can not be changed.

In case of 'Edit', and 'View', Financial Year of the selected record will be displayed automatically. You can NOT change it.

Group:

Specify the Group of the Purchase Order.

While 'Adding', please note that the Group which has been specified as default for the selected financial year and Type through Document Control Master option in Administrator Toolswill be displayed automatically.

You can change it by clicking on the field to access a list of already defined Purchase Order Groups for the entered Year and Type though Document Control Masteroption in Administrator Tools Module. Select your desired Group from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Group.

In case of 'Edit', and 'View', Group of the selected record will be displayed automatically. You can NOT change it.

Site:

Specify the Site of the Purchase Order.

While 'Adding', the Site if any specified with the selected Group will be displayed by default.

Click on the field to access a list of already defined Sites. Select your desired Site from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Site.

Read more about Site...

Please note that the Site(s) will be displayed/accepted as per the following conditions - In case the 'Site Required?' flag is 'On' through Document Control Master option in Administrator Tools Module, than only those Sites will be displayed which have been linked with the selected Year and Purchase Order Group. In case the 'Site Required' flag is 'Off', than all the Sites that have been defined for the current Company through Site Master option of Administrator Tools Module will be displayed.

In case of 'Edit', and 'View', Site of the selected record will be displayed automatically. You can NOT change it.

Number:

(Type : Alphanumeric, Length : 6)

While 'Adding', PO Number is either generated automatically or entered manually by the user.

Generation of PO Number is a flag driven option and depends upon the setting of flag 'Auto Number Generate Required' through Document Control Master option in Administrator Tools Module. Click here to read more about the flag...   If the flag is 'On', a new PO Number will be automatically generated by the system and incremented by one for current financial year.   If the flag is 'Off', the User can enter a unique PO Number manually. The system also ensures that the Number entered is a unique one.

In case of 'Edit', and 'View', Number of the selected record will be displayed automatically. You can NOT change it.

PO Date:

Enter the Date of Purchase Order. Today's date is displayed by default. You can change it but it can not be later than today's date or Current Period End Date.

Close Date:

Automatically displays the Date when the Purchase Order is fulfilled, i.e, after each and every material belonging to the Purchase Order is received. You can NOT change it.

Inter Branch Transfer

Denotes whether the Purchase Order is a Inter Branch type of Purchase Order or not.

While 'Adding' a new Purchase Order, turn this option 'On' by clicking on it if you want to generate an Inter Branch type of Purchase Order. Click on it again to turn it 'Off'.

In case of 'Edit', and 'View', the status of this option will be displayed as per the selected Purchase Order. It can not be changed.

Click on button to continue.

Screen Layout of Vendor Information

Field Description of Vendor Information

Vendor:

Denotes the Vendor for the Purchase Order.

While 'Adding' a new PO, click on the icon to access a list of Vendors defined through Vendor Master Entry option. Select your desired Vendor from the list by scrolling down to it and click on the 'Continue' button.

You can not select a Vendor that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help will also not display such Vendors.

In case of 'Edit', and 'View', Vendor of the selected PO Number will be displayed automatically. You can not change it in 'Edit' mode.

Vendor's Reference:

(Type : Alphanumeric, Length : 100)

Enter the Vendor's Reference. You can change it in 'Edit' mode.

Address 1:

Automatically displays Address of the selected Vendor for your reference. You can NOT change it.

Address 2:

Automatically displays rest of the Address of the selected Vendor for your reference. You can NOT change it.

Address 3:

Automatically displays rest of the Address of the selected Vendor for your reference. You can NOT change it.

City:

Automatically displays the City of the selected Vendor for your reference. You can NOT change it.

State:

Automatically displays the State of the selected Vendor for your reference. You can NOT change it.

Country:

Automatically displays the Country of the selected Vendor for your reference. You can NOT change it.

Pin Code:

Automatically displays the Pin Code of the selected Vendor for your reference. You can NOT change it.

Email Id:

Automatically displays the Email Id of the selected Vendor for your reference. You can NOT change it.

Phone No:

Automatically displays the Phone Numbers of the selected Vendor for your reference. You can NOT change it.

Currency:

Denotes the Currency Code for the Purchase Order.

While 'Adding' a new PO, the selected Vendor's Currency as specified through Vendor Master Entry option will be displayed by default.

In case of 'Edit', and 'View', Currency for the selected PO Number will be displayed automatically. You can NOT change it in 'Edit' mode.

GST Number:

Automatically displays the GST Number of the selected Vendor as specified through Vendor Master Entry option. It can not be changed.

Contract Type:

This option will remain disabled.

Sub Type:

Specify whether the Purchase Order is a 'Normal' one or for a particular Project 'Site' by selecting an appropriate option from the list. You can not change it in 'Edit' mode.

Contact Person:

Denotes the Contact Person of the selected Vendor.

While 'Adding' a new PO, a list of all Contact Persons specified for the selected Vendor through Vendor Master Entry option will be displayed in a popup. Select the appropriate Contact Person by clicking on it. In case there is no Contact Person specified, this list will be displayed empty.

In case of 'Edit', and 'View', Contact Person for the selected PO Number will be displayed automatically. You can change it in 'Edit' mode.

Kind Attn:

(Type : Alphanumeric, Length : 60)

Enter the Vendor's contact person. You can change it in 'Edit' mode.

OAF Year:

While 'Adding' a new PO, specify the Financial Year of Order Acknowledgement Form against which you want to create a PO. Click on the field to access a list of Financial Years under which OAFs already exist. Select your desired Financial Year from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Financial Year. Press <TAB>.

You can keep this field empty if the PO is not being generated against an OAF.

In case of 'Edit', and 'View', OAF Year of the selected PO Number (if any) is displayed automatically. You can NOT change it in 'Edit' mode.

OAF Group:

While 'Adding' a new PO against an OAF, specify the Group of the OAF. Please note that the Group which has been specified as default for the selected financial year through Document Control Master option in Administrator Toolswill be displayed automatically.

You can change it by clicking on the field to access a list of already defined OAF Groups for the entered Year though Document Control Masteroption in Administrator Tools Module. Select your desired Group from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Group.

You can keep this field empty if the PO is not being generated against an OAF.

In case of 'Edit', and 'View', OAF Group of the selected PO Number (if any) is displayed automatically. You can NOT change it in 'Edit' mode.

OAF Site:

While 'Adding' a new PO against an OAF, specify the Site of the OAF. By default the Site if any specified with the selected Group will be displayed automatically.

You can change it by clicking on the field to access a list of already defined Sites. Select your desired Site from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Site Code.

Read more about Site...

Please note that the Site(s) will be displayed/accepted as per the following conditions - In case the 'Site Required?' flag is 'On' through Document Control Master option in Administrator Tools Module, than only those Sites will be displayed which have been linked with the selected Year and OAF Group. In case the 'Site Required' flag is 'Off', than all the Sites that have been defined for the current Company through Site Master option of Administrator Tools Module will be displayed.

OAF No:

Denotes the OAF Number against which Purchase is being made.

While 'Adding' a new PO against an OAF, click on the field to access a list of Order Acknowledgement Forms belonging to the selected OAF Year and OAF Category. Select your desired OAF Number from the list by scrolling down to it and pressing <ENTER>.

Alternatively you can also enter the OAF Number. PO will be created against this OAF Number.

In case of 'Edit', and 'View', OAF Number of the selected PO Number is displayed automatically. You can NOT change it in 'Edit' mode.

Buyer:

Denotes the Buyer for the Purchase Order.

While 'Adding' a new PO, the Login-id of the User who has logged in IMMS will be displayed by default. You can NOT change it. Name of the Buyer is displayed automatically.

In case of 'Edit', and 'View', Buyer of the selected PO Number is displayed automatically. You can NOT change it in 'Edit' mode.

Is Purchase Against CT3?

Please note this option will be displayed only if the currently logged in Company has been defined as EOU Company by setting the field 'This is EOU Unit Company?' as 'On' through Company Master option of Administrator Tools Module. Otherwise this option will not be displayed at all.

While 'Adding' a new PO, turn this option 'On' by clicking on it if the Purchase Order is being raised against the CT3 Form. In case the Purchase in NOT against the CT3 Form, do not click on the option and keep it 'Off'.

In case of 'Edit', and 'View', the value of this field will be displayed automatically for the selected Purchase Order. You can change it in 'Edit' mode.

Is this RCM Supply under GST?

Denotes whether the Purchase Order is under Reverse Charge Mechanism in GST or not.

While 'Adding' a new PO, turn this option 'On' by clicking on it if the Purchase Order is an RCM supply under GST. In case the Purchase in NOT under RCM supply, do not click on the option and keep it 'Off'.

In case of 'Edit', and 'View', the value of this field will be displayed automatically for the selected Purchase Order. You can change it in 'Edit' mode.

Click on button to continue.

Screen Layout of Purchase Order Delivery Details

Field Description of Purchase Order Delivery Details

PO Delivery Date:

Denotes the Delivery Date of the Purchase Order as a whole.

While 'Adding' a new PO, enter the Delivery Date of the Purchase Order. It can not be before the Purchase Order Date.

In case of 'Edit', and 'View', PO Delivery Date of the selected PO Number is displayed automatically. You can change it in 'Edit' mode.

Delivery Address 1:

Denotes the Address for Delivery.

While 'Adding' a new PO, address of the selected Site specified through Site Master option of Administrator Tools Module will be displayed by default. You can change it if the delivery address is not the same.

In case of 'Edit', and 'View', Delivery Address 1 of the selected PO Number is displayed automatically. You can change it in 'Edit' mode.

Delivery Address 2:

Denotes the Address for Delivery.

While 'Adding' a new PO, address of the selected Site specified through Site Master option of Administrator Tools Module will be displayed by default. You can change it if the delivery address is not the same.

In case of 'Edit', and 'View', Delivery Address 2 of the selected PO Number is displayed automatically. You can change it in 'Edit' mode.

Delivery Address 3:

Denotes the Address for Delivery.

While 'Adding' a new PO, address of the selected Site specified through Site Master option of Administrator Tools Module will be displayed by default. You can change it if the delivery address is not the same.

In case of 'Edit', and 'View', Delivery Address 3 of the selected PO Number is displayed automatically. You can change it in 'Edit' mode.

City:

Click on the field to access a list of Cities defined through City State Country Master option of Administrator Tools Module. Select your desired City from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the City . Press <TAB>.

State:

Code and Name of the State of the selected City will be displayed automatically. You can not change it.

Country:

Code and Name of the Country of the selected City will be displayed automatically. You can not change it.

Pin Code:

Enter the 6 digit Pin Code of the selected City.

FOB Point:

(Type : Alphanumeric, Length : 25)

Enter the Freight on Board Point in case the Purchase Order is of Import type.

Port Name:

(Type : Alphanumeric, Length : 25)

Enter the Port Name in case the Purchase Order is of Import type.

Discount:

Select 'None', 'Percentage' or 'Value' from the list to specify the Type of Discount.

Discount Value:

In case of 'Percentage' or 'Value', enter the Value of Discount in Rupees. In case of 'None', this field will be disabled.

Rate Structure:

Specify the Rate Structure for the Purchase Order.

While 'Adding' a new PO, click on the field to access a list of Rate Structures specified for the selected Vendor through Item Vendor Purchase Master - Entry option. Select your desired Rate Structure from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Rate Structure Code. Press <TAB>.

In case of 'Edit', and 'View', Rate Structure of the selected PO Number is displayed automatically. You can change it in 'Edit' mode.

Click on button to continue.

Screen Layout of Item and Indent Detail

Field Description of Item and Indent Detail

While 'Adding' a new Purchase Order -

• in case of a 'Direct' PO, this grid will be displayed blank. You can enter multiple Items by clicking on icon. A new row will be added in the grid. Apart from this you can delete a particular Item by clicking on icon on its respective row. You can un-delete the same Item by clicking on the icon again.

• in case of 'IndentBased' PO, that is not being generated against any OAF, all those Items belonging to the selected Rate Structure for which Indents have already been raised and some Indent quantity is still pending to be purchased will be displayed in this grid.

• if the PO is being generated against an OAF -
  • in case of a 'Direct' PO, all the Items belonging to the selected Rate Structure and OAF that are short in stock will be displayed automatically in the grid.
  • in case of 'IndentBased' PO, all the Items belonging to the selected Rate Structure and Indents raised for the selected OAF will be displayed automatically in the grid.

In case of 'Edit', and 'View', this grid will be populated with all the Items specified in the selected PO Number.

You can enter data in the following fields. Rest of the fields are for display purpose so that you can use the information while entering data.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

 

Expand/Collapse:

Expand the row by clicking on the + sign to view or enter delivery schedule of the current Item. Click on the - sign to collapse the delivery schedule. Alternatively, you can also press <F7> key to do the same.

Item Code:

This field is enabled only in case of 'Direct' Purchase Order without any OAF reference. Otherwise it will remain disabled.

 

Click on the field to access a list of Items defined through Item Master Basic Detail - Entry option of Materials Module. Select your desired Item from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Item Code.

Following checks are performed while selecting the Item - Only those Items will displayed / accepted which have been linked with the selected Vendor through Item Vendor Purchase Master Entry option and have the selected Rate Structure. While generating a Direct PO, only those Items will be considered which do not need to be indented first before making a Purchase Order for them (Refer Item Indent Settings option in Planning Module

IMMS also provides the facility to restrict Purchase Order generation for Items belonging to certain Nature(s). This is done through the flag 'Do not allow to create manual Indent of selected Nature of Item Type(s)' in Purchase Policy option of Administrator Tools Module. In case the selected Item's Nature has been ticked through this flag, IMMS will not accept/display that Item.

 

While entering Items in a new Purchase Order, a user might need to refer to previous Purchase Orders may be to check the rate of an Item or any other details. IMMS provides a unique facility to refer previous Purchase Orders raised for an Item. Press <RIGHT CLICK> anywhere on the row belonging to the Item and click on 'PO for Item' to invoke a list of existing Purchase Orders raised for the same Item .

The number of previous Purchase Orders that should be listed depends upon the number entered in the field 'No. of Previous PO to be shown in List?' through Purchase Policy option in Administrator Tools Module.

Item Name:

Description of the selected Item Code will be displayed automatically.

WH Code:

Denotes the Warehouse for the Item.

 

Click on the field to access a list of Warehouses. Select your desired Warehouse from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Warehouse Code. Press <TAB>. Description and Address of the Warehouse is displayed automatically.

Please note that -   if the flag 'Do you want Item WH setting mandatory at the time of PO/PO Amendment Entry?' is set as 'On' through Inventory Policy of Administrator Tools Module, IMMS will display/accept only those Warehouse that have been associated with the current Item through Warehouse Inventory option of Stores And Inventory Module.   If the flag is set as 'Off', IMMS will display/accept all Warehouses defined through Warehouse Master option of Stores And Inventory Module.

Once a Warehouse is selected, the system checks if Purchase Order is being made for the Capital Goods, than the selected Warehouse should be exclusively for the capital goods.   Process Warehouses will not be considered here.

Also if the Excise Module is enabled in your TNG , the system checks if the Purchase Order is being made with an Excisable Rate Structure than the selected Warehouse should also be an Excisable Warehouse. Therefore, only Excisable Warehouses will be displayed/accepted in such cases. In case the Excise Module is not selected, the system will display/accept both Excisable as well as non-Excisable Warehouses even if the selected Rate Structure is Excisable.

 

You can not select a Warehouse that has been De-Activated through Activate/De-Activate Master option in Administrator Tools Module. The <F5> help will also not display such Warehouses.

WH Desc:

Description of the selected Warehouse will be displayed automatically.

PUOM:

Denotes the Unit of Measurement of the Item for purchase purpose.

 

The Purchase Unit of Measurements that has been specified as Default for the selected Item through Item Master Purchase Entry option will be displayed by default. You can change it by pressing <F5> key to access a list of all Purchase Unit of Measurements specified for the selected Item through Item Master Purchase Entry option. Select your desired PUOM from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the PUOM Code.

Only those Unit of Measurements will be displayed/accepted for which 'Purchase UOM For' = 'Purchase'

Indent No:

This field is visible only in case the Purchase Order is being generated against an Indent. Otherwise it will not appear.

 

Indent details of the Item will be displayed automatically for your reference.

 

Indent Date:

This field is visible only in case the Purchase Order is being generated against an Indent. Otherwise it will not appear.

 

Indent Date of the Item will be displayed automatically for your reference.

 

Indent Qty:

This field is visible only in case the Purchase Order is being generated against an Indent. Otherwise it will not appear.

 

Indent Quantity of the Item will be displayed automatically for your reference.

 

Alr PO Qty:

The quantity of the Item already purchased till now against this Purchase Order will be calculated and displayed automatically for your reference. You can not change it.

Qty (PUOM):

Denotes the Purchase Order Quantity of the Item.

 

Click on the field. Following additional fields will also be displayed in the same grid to maintain the Quantity as well as Delivery Schedule as follows -

Sr No:

Automatically generated sequence number for the Delivery Schedule.

 

Del Qty (PUOM):

(Type : Numeric, Length : 9.4)

 

Click on the field.

• In case of a 'Direct' PO, IMMS allows to enter break up of Purchase Order Quantity for different Delivery Dates. To do so, press <INSERT> key to add a new row. You can also delete or un-deleted an existing Delivery Schedule by pressing <DELETE> key on the relevant row.

In case the selected Item is a Dimension Item (Items which are consumed in terms of their dimensions), and flag 'Dimension Wise Stock Keeping Required' is set to 'Yes' for its Sub-Class through Class / Sub-Class Master option of Administrator Tools ModuleRead more...

A small box displays its Length, Breath and Thickness entered through the Item Master Basic Detail - Entry option of Materials Module as follows -

Further, the dimensions of the Item can be changed depending upon the setting of flags for that Item's combination of Material and Sub-Class through Formula Builder option in Materials Module. Click here to read more about the flags...   If the flag 'Allow to Change Dim1?' is set as 'On', than the user can change Dimension 1 during Indent generation. If 'No' is chosen, a user can not change the dimension 1.   If the flag 'Allow to Change Dim2?' is set as 'On', than the user can change Dimension 2 during Indent generation. If 'No' is chosen, a user can not change the dimension 2.   If the flag 'Allow to Change Dim3?' is set as 'On', than the user can change Dimension 3 during Indent generation. If 'No' is chosen, a user can not change the dimension 3.

No. of Pieces: (Type : Numeric, Length : 4) Click on the field. Now enter the number of pieces required for the Dimension Item.

Weight: Weight of the Dimension Item is calculated automatically on the basis of its formula entered for its combination of Material and Sub-Class through Formula Builder option in Materials Module. The resultant product is further multiplied by the Density of the Item and the Number of Pieces entered.

 

where Density of the Item's Material is specified through Density Master option in Materials Module.

Once done, click on 'Ok' button. As a result the control goes back to the grid and 'Weight' of the Dimension Item entered here will be carried back and displayed in 'Del Qty (PUOM)' and 'Del Qty (IUOM)' field. Click on 'Cancel' button to discard and go back to the previous grid.

• in case of 'IndentBased' PO, that is not being generated against any OAF, the quantity of the Item mentioned in its Indent will be displayed automatically. IMMS allows to enter break up of Purchase Order Quantity for different Delivery Dates. To do so, press <INSERT> key to add a new row. You can also delete or un-deleted an existing Delivery Schedule by pressing <DELETE> key on the relevant row.

In case the selected Item is a Dimension Item (Items which are consumed in terms of their dimensions), and flag 'Dimension Wise Stock Keeping Required' is set to 'Yes' for its Sub-Class through Class / Sub-Class Master option of Administrator Tools ModuleRead more...

A small box displays its Length, Breath and Thickness as mentioned while creating its Indent as follows -

Further, the dimensions of the Item can be changed depending upon the setting of flags for that Item's combination of Material and Sub-Class through Formula Builder option in Materials Module. Click here to read more about the flags...   If the flag 'Allow to Change Dim1?' is set as 'On', than the user can change Dimension 1 during Indent generation. If 'No' is chosen, a user can not change the dimension 1.   If the flag 'Allow to Change Dim2?' is set as 'On', than the user can change Dimension 2 during Indent generation. If 'No' is chosen, a user can not change the dimension 2.   If the flag 'Allow to Change Dim3?' is set as 'On', than the user can change Dimension 3 during Indent generation. If 'No' is chosen, a user can not change the dimension 3.

No. of Pieces: (Type : Numeric, Length : 4) Click on the field. Now enter the number of pieces required for the Dimension Item.

Weight:

Weight of the Dimension Item is calculated automatically on the basis of its formula entered for its combination of Material and Sub-Class through Formula Builder option in Materials Module. That product is further multiplied by the Density of the Item and the Number of Pieces entered.

 

where Density of the Item's Material is specified through Density Master option in Materials Module.

 

Once done, click on 'Ok' button. As a result the control goes back to the grid and 'Weight' of the Dimension Item entered here will be carried back and displayed in 'Del Qty (PUOM)' field whereas 'No of Pieces' entered here will be carried back and displayed in 'Del Qty (IUOM)' field. Click on 'Cancel' button to discard and go back to the previous grid.

• if the PO is being generated against an OAF -

• in case of a 'Direct' PO, the quantity of the Item mentioned in its OAF will be displayed automatically.
• in case of 'IndentBased' PO, the quantity of the Item mentioned in its Indents raised for the selected OAF will be displayed automatically.

   

  If you want to change the quantity, click on the field. New row(s) will be shown immediately after the Item with the break up of the Quantity as per their individual SJO Number. Click on the field to enter the new Quantity. Please note that the total Quantity can not be more than the Quantity mentioned in the OAF.

Del Qty (IUOM):

In case the Item is a Dimension Item, 'No of Pieces' entered for it will be displayed here.

If the Item is NOT a Dimension Item, this field automatically calculates and displays the Delivery Quantity in Internal Unit of Measurement by converting the Purchase Delivery Quantity using the Internal Conversion Factor.

 

Del Date:

Delivery Date is automatically calculated and displayed by default as follows -

 

Delivery Date = Purchase Order Date + Total Lead Time in Days of the Item

 

where Total Lead Time in Days is specified in Item Master Purchase Entry option .

 

Please note that -   In case of a 'Direct' PO, you change the Date for Delivery by clicking on it. It should not be less than the Date on which Indent was created.   in case of 'IndentBased' PO, the Delivery Date can be changed on the basis of a setting of flag 'Want to Allow Change of Delivery Schedule in Indent to PO Conversion?' through Purchase Policy option of Administrator Tools Module. Read more...   If the flag is set as 'On', IMMS will allow the user to change the Delivery Date of the Item. Click on the field to do so. It should not be less than the Date on which Indent was created.   If the flag is set as 'Off', IMMS will NOT allow to change the Delivery Date of the Item.

 

SJO No:

Denotes the SJO Number linked with the PO Item.

 

If the PO is being generated against an OAF, the Sales Job Order for this Item existing against the selected OAF Number will be displayed automatically for your reference. It can NOT be changed. If there is no SJO against the OAF Number, this field will be displayed empty.

 

If the PO is NOT being generated against an OAF, this field will be displayed empty. IMMS allows to link an existing SJO with the PO Item. Click on the field to do so. A list of all SJOs existing for the Item will be displayed in a grid. You can scroll through the list using <UpArrow> and <DownArrow> and click <ENTER> on the desired SJO Number. As a result, the control will go back to the previous grid and selected SJO Number will be displayed in this field.

 

Please note that - Delivery Quantity of the Item can not be more than the pending quantity of the SJO. IMMS will not allow to link in this case. You can NOT link an SJO with a KANBAN Item. An appropriate message will be displayed if you try to do so.

OAF Number:

Please note that this field will be applicable only if the Purchase Order is against an OAF.

 

OAF Number will be displayed automatically for your reference. It can NOT be changed.

IUOM:

There are certain items which are procured in a particular form but consumed in a different one. Unit of Measurement of the selected Item for internal purpose is displayed automatically as entered in Item Master Basic Detail - Entry option of Materials Module. You can not change it here.

Qty (IUOM):

Automatically calculates and displays the Quantity in Internal Unit of Measurement by dividing the Purchase Quantity by the Purchase Conversion Factor ('Pur Conv Fac').

Pur Rate:

By default the rate mentioned in the Item Vendor Purchase Master - Entry option for the combination of selected Vendor and Item is displayed.

A user can change this rate depending upon the setting of flag 'Allow changing Purchase Rate in PO and PO Amendment Entry?' through Purchase Policy option in Administrator Tools Module. Click here to read more about the flag...   If 'On' is chosen, this rate can be changed by the user in a Purchase Order.   If 'Off' is chosen, this rate can not be changed by the user in a Purchase Order.

Further, the Rate at which an Item is sold by a particular Vendor may or may not change with time. But in case it has changed, IMMS provides the facility to consider the latest Rate while generating a Purchase Order. But this is a flag driven facility and depends upon the setting of flag 'Should latest Item-Vendor-Rate be fetched during PO edit / PO Amendment / LRC edit / LRC Amendment?' through Purchase Policy option of Administrator Tools Module. Read more...   If 'On' is selected, press <F8> key on the field. As a result IMMS will check whether the entered Rate of the Item is latest or not by comparing it with the Rate of Item specified for the selected Vendor through Item Vendor Purchase Master Entry option. In case it is not same, IMMS will ask the User if the latest Rate should be considered or not. If 'Yes' is selected, IMMS will automatically overwrite the existing Rate with the latest Rate. If 'No' is selected, the Rate will remain as it is.   If 'Off' is selected, IMMS will not check whether the Rate of the Item with the selected Vendor is latest or not and will accept Rate entered by the User as it is.

 

In case the Purchase Order is being created against an OAF, IMMS will notify if the Purchase Rate of Items is more than their negotiated rates.

But this facility is available only if the flag 'Do you want to define Raw Material Item's basic purchase rate for Sales OAF to control purchasing of such Items?' is set as 'On' through Sales Policy option of Administrator Tools Module. The grid will not be displayed if the flag is set as 'Off'.

A list of such Items belonging to that Purchase Order will be displayed in a grid and the user can take the action accordingly -

Click on 'Allow to Save' button if you want to continue with the entered rates. Otherwise click on 'Do not Save' button.

 

 

Disc Type:

While 'Adding' a Purchase Order, Type of Discounts offered by the selected Vendor for the selected Item is by default taken from Item Vendor Purchase Master - Entry option.

Moreover, specifying the Type of Discount is a flag driven option and depends upon the setting of flag 'Allow changing Discount in PO and PO Amendment Entry?' through Purchase Policy option in Administrator Tools Module. Click here to read more about the flag...   If 'On' is chosen, the type of discount can be changed for that particular item by the user in a Purchase Order. Select 'No Disc.', 'Percentage' or 'Value' from the popup to specify the Type of Discount.   If 'Off' is chosen, the type of discount can not be changed for that particular item by the user in a Purchase Order.

In case of 'Edit', and 'View', the Discount Type will be displayed automatically for the selected Purchase Order. You can change it.

Disc Value:

While 'Adding' a Purchase Order, Value of Discounts offered by the selected Vendor for the selected Item is by default taken as defined in Item Vendor Purchase Master option.

Moreover, specifying the Value of Discount is a flag driven option and depends upon the setting of flag 'Allow changing Discount in PO and PO Amendment Entry?' through Purchase Policy option in Administrator Tools Module. Click here to read more about the flag...   If 'On' is chosen, the value of discount can be changed for that particular item by the user in a Purchase Order. In case of 'Percentage' and 'Value', enter the Value of Discount. In case of 'None', this field will be disabled.   If 'Off' is chosen, the value of discount can not be changed for that particular item by the user in a Purchase Order.

In case of 'Edit', and 'View', the Discount Value will be displayed automatically for the selected Purchase Order. You can change it.

 

Pur.Conv.Fct:

Displays the Conversion Factor for PUOM(Unit Of Measurement of Purchase) of the Item as entered through Item Master Purchase Entry option of Purchase Module. This gives us the information of how much quantity of item purchased will be consumed internally as per their respective unit of measurements. You can not change it here.

 

Int.Conv.Fct:

Displays the Conversion Factor for IUOM(Internal Unit Of Measurement) as entered through Item Master Purchase Entry option of Purchase Module. This gives us the information of how much quantity of item purchased will be consumed internally as per their respective unit of measurements. You can not change it here.

 

SJO Quantity:

Automatically displays the SJO Quantity of the Item for your reference purpose.

 

Remarks:

Press <ENTER> on the field. Now enter remarks if any related to the Item. Press <ENTER> again.

 

Indent Remarks:

Automatically displays the Remarks entered for the Item in its Indent for your reference purpose. You can NOT change them.

 

Purchase Spec:

This field automatically displays the Purchase Specification File that has been attached with the selected Item through Item Master Basic Detail - Entry option of Materials Module. You can <Double Click> with the mouse on this field in order to view the file.

 

In case there is no file attached with the Item, this field will remain blank. You can NOT attach any file through this field.

HSN Number:

Automatically displays the HSN Number for the selected Vendor and Item relationship entered through Item Vendor Purchase Master Entry option. It can not be changed.

Certain extra information related to the currently selected Item in the grid will be displayed for your reference purpose as below -

Screen Layout of Rate Calculation

All the Amounts are displayed in Vendor's Currency.

Field Description of Rate Calculation

A grid populated with Rate Codes included in the selected Rate Structure as specified through Rate Structure Master Entry option is displayed. Field Description of the grid -

Index:

Automatically generated sequence number.

 

Rate Code:

Automatically displays the Rate Code belonging to the Rate Structure for your reference.

 

Rate Desc:

Automatically displays the Description of the Rate Code belonging to the Rate Structure for your reference.

 

I/E:

Automatically displays whether the selected Rate Code is Included or Excluded as specified through Tax Rate Master - Entry option for your reference. It can NOT be changed.

 

P/V:

Automatically displays whether the value of the selected Rate Code is in Value or Percentage as specified through Tax Rate Master - Entry option for your reference. It can NOT be changed.

 

Applicable On:

Automatically displays the Rate Codes on which this particular Rate Code is applicable.

 

Tax Value:

Automatically displays the Value of the selected Rate Code as specified through Tax Rate Master - Entry option for your reference.

 

IMMS allows to enter value in this field to specify the 'At Actual' tax amount to be added in the PO Amount. Please note that the value can be entered only if the Rate Code is of 'Value' type or 'Percentage' type with zero % entered in Tax Rate Master for that Tax Rate.

 

Post/Non Post:

Automatically displays whether the selected Rate Code is Postable or Non Postable in Purchase as specified through Tax Rate Master - Entry option for your reference. If it is Postable, the box will be displayed as checked otherwise it will be displayed empty.

 

Rate Amount:

In case of 'Percentage', the Rate Amount field in the grid is calculated automatically as % (entered in Tax Value field) of Total Amount. In case of 'Value', the entered amount of tax is displayed.

Currency Code:

Automatically displays the Currency of the selected Rate Code as specified through Tax Rate Master - Entry option for your reference.

Rate Formula:

Automatically displays the selected Rate Structure for your reference. You can not change it.

PO Basic Value after Disc:

PO Basic Amount is automatically calculated as sum total of (PO Quantity * Purchase Rate) - Discount Value of all Items in Item Detail tab.

PO Basic Value after PO Disc:

Total Amount is automatically calculated as PO Basic Amount - Discount.

where Discount = Value entered through Delivery Detail tab

Domestic Taxes:

Automatically calculates and displays the total of 'Rate Amount' in Domestic Currency for your reference.

Foreign Taxes:

Automatically calculates and displays the total of 'Rate Amount' in Foreign Currency if the Vendor deals in foreign currency.

Total PO Value:

Automatically calculates and displays the total PO Value as 'PO Basic Value after PO Disc' + 'Domestic Taxes'.

Click on button to continue.

Screen Layout of Standard and Non Standard Terms

While making a new Purchase Order, terms and conditions as entered for the selected Vendor through Vendor Master Entry option are displayed automatically by default. These terms and conditions can be changed.

In case of 'Edit', and 'View', Terms are automatically displayed as per the Purchase Order selected. These terms and conditions can be changed.

Field Description of Standard and Non Standard Terms

Delivery:

Click on the field to access a list of Delivery Terms defined through Codes Master Entry (Code Type = 'DL') option of Administrator Tools Module. Select your desired Delivery Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the DeliveryTerm.

Payment Term:

Click on the field to access a list of Payment Terms defined through Codes Master Entry (Code Type = 'PY') option of Administrator Tools Module. Select your desired Payment Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Payment Term Term.

Inspection:

Click on the field to access a list of Inspection Terms defined through Codes Master Entry (Code Type = 'IN') option of Administrator Tools Module. Select your desired Inspection from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Inspection Term.

Freight:

Click on the field to access a list of Freight Terms defined through Codes Master Entry (Code Type = 'FR') option of Administrator Tools Module. Select your desired Freight Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Freight Term.

Packing and Forwarding:

Click on the field to access a list of Packing and Forwarding terms defined through Codes Master Entry (Code Type = 'PK') option of Administrator Tools Module. Select your desired Packing and Forwarding Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Packing and Forwarding Term.

Insurance Terms:

Click on the field to access a list of Insurance Terms defined through Codes Master Entry (Code Type = 'IR') option of Administrator Tools Module. Select your desired Insurance Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Insurance Term.

Octroi Terms:

Click on the field to access a list of Octroi Terms defined through Codes Master Entry (Code Type = 'OC') option of Administrator Tools Module. Select your desired Octroi Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Ocrtoi Term.

Mode of Dispatch:

(Type : Alphanumeric, Length : 40)

Enter the Mode of Dispatch with the Vendor.

Warranty Terms:

Click on the field to access a list of Warranty Terms defined through Codes Master Entry (Code Type = 'WRNT') option of Administrator Tools Module. Select your desired Warranty Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Warranty Term.

INCO Terms:

Click on the field to access a list of INCO Terms defined through Codes Master Entry (Code Type = 'INCO') option of Administrator Tools Module. Select your desired Warranty Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the INCO Term.

Non - Standard:

Enter any non-standard Terms and Conditions with the Vendor in this space.

Click on button to continue.

Screen Layout of Payment Schedule & Remarks

Field Description of Payment Schedule & Remarks

Payment Schedule

While making a new Purchase Order, this grid will be displayed empty.

In case of 'Edit', and 'View', this grid will be populated and displayed with Payment Schedule of the selected Purchase Order. This schedule can be changed.

Click on the button to add new Payment Terms. A new row will be added in the grid.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Payment Term:

Click on the field to access a list of Payment Terms defined through Codes Master Entry (Code Type = 'PY') option of Administrator Tools Module. Select your desired Payment Term from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Payment Term.

 

Payment Term Description:

Description of the selected Payment Code will be displayed automatically.

 

P / V:

Click on the field. Select either 'Percentage' or 'Value' from the given list. Select 'Percentage' if the payment is to be done in Percentage or 'Value' if the payment is to be done in amount.

 

% / Amount:

Click on the field. Now enter either percentage or amount of payment.

 

Mode of Payment:

Click on the field to select the Mode of Payment which is either 'By Cheque', 'By Cash', 'DDR' or 'By RTGS' from the given list.

 

No of Days:

Click on the field. Now enter the number of days required for payment.

 

From Date:

Click on the field. Select the Document which is either 'PO', 'GRN', 'SupplierBill' or 'Any' from the given list. The start date for payment will be considered as the date of selected Document.

 

Date:

Automatically calculates and displays the date as 'From Date' + 'No of Days'

 

Total Value:

Total Value will be calculated and displayed automatically as follows -

 

In case the payment is in Percentage, Total Value = '% / Amount' of ('PO Basic Value After PO Discount' + Taxes)

 

In case the payment is in Value, Total Value = '% / Amount'

 

Please note that the sum of 'Total Value' should not exceed ('PO Basic Value After PO Discount' + Taxes)

Remarks:

In case of 'Edit', and 'View', Remarks of selected Purchase Order will be displayed automatically. You can change it in 'Edit' mode.

Click on button to continue.

Screen Layout of Internal Communication

Field Description of Internal Communication

This sections saves all the history that has to be maintained for each Purchase Order.

In case of 'Adding' a new Purchase Order, this grid will be displayed as empty.

In case of 'Edit', and 'View', this grid will be populated and displayed with History details of the selected Purchase Order Number.

Click on the button to add new History detail. A new row will be added in the grid.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Communication Date:

Denotes the date of History.

 

Click on the field. Now enter the date of History being entered. It should be later than the Purchase Order date. Press <TAB>.

 

Communication By:

Denotes the name of the person who has entered the History.

 

Click on the field to access a list of already existing IMMS Users defined through User Management option of Administrator Tools Module. Select your desired User Code from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the User. Press <TAB>.

 

Name:

Name of the selected User Code will be displayed automatically.

 

Communication Description:

(Type : Alphanumeric, Length : 255)

Click on the field. Now enter the remarks. Press <TAB>.

Click on button to continue.

Screen Layout of Attachment

Field Description of Attachment

Click on the button to upload all the attached Files.

Click on button to continue.

Click on the button to add new Term. A new row will be added in the grid.

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

 

Once you have entered all the information, click on 'Save' button to save or 'Cancel' button to discard. The control will go back to the list.