Service PO

Generate Service Purchase Orders through this option. Service Purchase Orders can be generated directly or against existing Service Indents as per the requirement.

The option of generating Service Purchase Order against Service Indents eliminates the need of retyping Items with the flexibility to make changes at the same time. Items belonging to Service Indents that are authorized but still pending are considered for a particular combination of Vendor and Rate Structure.

IMMS also allows to raise a Service PO for a foreign currency Vendor.

A list of already existing Service POs 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', 'Pending for Authorization' or 'Deleted'. 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. Selecting 'Deleted' will display only records that have been deleted.

Once a Service Purchase Order is generated, it may or may not need to be authorized.   Authorization of Service 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 Service PO after creating them through this option. Once Authorized, a Service 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 Service Purchase Order needs to be edited even after its Final Print Out, than in that case the user needs to Amend that Service Purchase Order. To authorize a particular Service PO, 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.   If the flag is set as 'Off', it is not compulsory to authorize the Service PO. They will be authorized automatically by the system as soon as they are generated.

The main screen also displays the latest status of the selected Service Purchase Order, Final Print status and the person who authorized it.

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

Screen Layout of Service Purchase Order Information

Field Description of Service Purchase Order Information

Service Purchase Order

PO Type:

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

 

Year:

Specify the Financial Year of the Service Purchase Order.

 

While 'Adding' a new Service 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 Service 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 Service Purchase Order 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.

 

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 Service Purchase Order.

 

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

 

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 selected as 'On' through Document Control Master option in Administrator Tools Module, then only those Sites will be displayed which have been linked with the selected Year and Service Purchase Order Group. In case the 'Site Required' flag is selected as 'Off', then 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', Service PO Number is either generated automatically or entered manually by the user.

 

Generation of Service 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 Service 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 Service 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.

 

Date:

Enter the Date of Service 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.

 

Vendor:

Denotes the Vendor for the Service Purchase Order.

 

While 'Adding' a new Service 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 'Continue' button. Alternatively you can also enter the Vendor. Press <ENTER>.

 

Please note that only those Vendors will be displayed/accepted that have been associated with Items through Item Master - Service option.

 

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

 

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

 

Buyer:

Denotes the Buyer for the Service Purchase Order.

 

While 'Adding' a new Service PO, click on the field to access a list of Buyers. Select your desired Buyer from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Buyer. Press <ENTER>.

 

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

 

Rate Structure:

Denotes the Rate Structure for the Service Purchase Order.

 

While 'Adding' a new Service PO, click on the field to access a list of ALL Rate Structures specified for the selected Vendor through Item Master - Service 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 . Press <TAB>.

 

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

 

Currency:

Currency is displayed automatically as per the selected Vendor Code from Vendor Master Entry option. 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.

 

Discount Type:

Select 'None', 'Percentage' or 'Value' from the popup to specify the Type of Discount offered on the Service Purchase Order.

 

Discount Value:

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

 

Select Order Type:

Specify the type of Service PO by selecting either 'Service' or 'Contract' from the given popup.

 

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 Service 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.

 

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 Service PO, turn this option 'On' by clicking on it if the Service 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 Service Purchase Order. You can change it in 'Edit' mode.

 

Is this RCM Supply under GST?

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

 

While 'Adding' a new Service PO, turn this option 'On' by clicking on it if the Service 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 Service Purchase Order. You can change it in 'Edit' mode.

 

Remark

While 'Adding'a new Service PO, enter any Remarks related to it in the space provided.

 

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

Screen Layout of Item Detail and Delivery Schedule

While 'Adding' a new Service Purchase Order -

• in case of a 'Direct PO', this grid will be displayed blank. You can enter multiple Items by clicking on button. A new row will be added in the grid.

• in case of 'Indent Based' PO, all those Items belonging to the selected Rate Structure for which Service Indents have already been raised and some Indent quantity is still pending to be purchased will be displayed in this grid. Moreover those Indents should be authorized.

In case of 'Edit', and 'View', this grid will be populated with all the Items specified in the selected Service 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 Item Detail and Delivery Schedule

Field Description of the grid -

Action

Click on icon to enter the Delivery Schedule of the Item. Read more...

Click on the button to add new Delivery Schedule in the grid. A new row will be added in the grid. Please note that you can add a Delivery Schedule only in case of a 'Direct PO'. This icon will not be displayed in case of 'Indent Based' PO.

 

Following grid will be displayed to maintain the Delivery Schedule as follows -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record. Please note that you can delete a Delivery Schedule only in case of a 'Direct PO'. This icon will not be displayed in case of 'Indent Based' PO.

 

Item Code:

Name of the currently selected Item will be displayed for your information.

 

Sr No:

An automatically generated sequence number.

 

Delivery Date:

Click on the field to enter the date.

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record. Please note that you can delete a Delivery Schedule only in case of a 'Direct PO'. This icon will not be displayed in case of 'Indent Based' PO.

Item Code

This field is enabled only in case of 'Direct PO'. Otherwise it will remain disabled.

 

Click on the icon to access a list of Items. Select your desired Item from the list by scrolling down to it and click on 'Continue' button.

 

Following checks are performed while selecting the Item - Only those Service Items that belong to the combination of selected Vendor and Rate Structure defined though Item Master - Service will be considered. While generating a Direct PO, only those Service Items will be considered which do not need to be indented first before making a Service Purchase Order for them (Refer Item Indent Settings option in Planning Module

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

 

Item Description

Description of the selected Item Code will be displayed automatically.

 

UOM

Automatically displays the Unit of Measurement of the Service Item as specified through Item Master - Service option. You can NOT change it.

 

Indent Number

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

 

Displays the Indent details of the Service Item to be purchased . You can NOT change it.

 

Indent Date

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

 

Displays the Indent date of the Service Item to be purchased . You can NOT change it.

 

Indent Qty

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

 

Displays the Indent quantity of the Service Item to be purchased . You can NOT change it.

 

Alr PO Qty

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

Quantity

Denotes the Purchase Order Quantity of the Service Item.

 

While 'Adding' a Service Purchase Order -

• in case of a 'Direct' PO, click on the field to enter the Quantity.

   

• in case of 'Indent Based' PO, the quantity of the Service Item mentioned in its Service Indent will be displayed automatically. It can be changed depending upon the following condition -

   

  'Quantity' is a flag driven entry and depends upon the setting of flag 'Allow PO Qty > Indent Qty While Making PO from Indent?' through Purchase Policy option in Administrator Tools Module. Click here to read more about the flag...   When a Service Purchase Order is generated from a Service Indent, all the details including Item quantity in Indent are by default carried forward in the Purchase Order.   If 'On' is chosen, then while generating a Service Purchase Order from an existing Service Indent, the User can change Purchase Order quantity of an Item to more than the quantity mentioned in Indent.   If 'Off' is chosen, then while generating a Service Purchase Order from an existing Service Indent, the User can not change Purchase Order quantity of an Item to more than the quantity mentioned in Indent. Also, this quantity can not be more than the (Indent Quantity - Alr. PO Quantity).

In case of 'Edit', and 'View', the Quantity of the Item will be displayed.

Basic Price

By default the rate mentioned in the Item Master - Serviceoption for the selected Vendor, Item and Rate Structure combination is displayed which can be modified.

 

Discount Type

Automatically displays the Discount Type of the Service Item as specified through Item Master - Service option. You can change it.

 

To change it, click on the field. Select either 'None', 'Percentage' or 'Value' from the popup to specify the Type of Discount.

 

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

 

Discount Value

While 'Adding' a Service Purchase Order, Value of Discounts offered by the selected Vendor for the selected Item is by default taken from Item Master - Service option. You can change it. In case type is chosen as 'Percentage' and 'Value', enter the Value of Discount. In case of 'None', this field will be disabled.

 

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

 

Ser. Req From Date

Denotes the Starting Date of the Service.

 

While 'Adding' a Service Purchase Order -

• In case of a 'Direct' PO, click on the field. Now enter the date starting which the Service is required. Press <TAB> . This date can not be before the Service Purchase Order Date.

   

• In case of 'Indent Based' PO, the Ser Req From Date of the Service Item mentioned in its Service Indent will be displayed automatically. It can be changed in 'Edit' mode.

In case of 'Edit', and ''View'', the Ser Req From Date of the Service Item belonging to the selected Service Purchase Order will be displayed automatically. You can change it in 'Edit' mode.

 

To Date

Denotes the End Date of the Service.

 

While 'Adding' a Service Purchase Order -

• In case of a 'Direct' PO, click on the field. Now enter the date up to which the Service is required. Press <TAB>. This date can not be before the 'Service Req From Date'.

   

• In case of 'Indent Based' PO, the 'To Date' of the Service Item mentioned in its Service Indent will be displayed automatically. It can be changed in 'Edit' mode.

In case of 'Edit', and 'View', the 'To Date' of the Service Item belonging to the selected Service Purchase Order will be displayed automatically. You can change it in 'Edit' mode.

 

Bill Certification Method

Select 'Quantity wise' or 'Percentage wise' from the popup to specify the Bill Certification Method.

 

Remarks:

Denotes Remarks, if any related to the Service Item.

 

While 'Adding' a Service Purchase Order -

• In case of 'Direct' PO, click on the field. Now enter Remarks, if any related to the Service Item. Press <TAB>.

• In case of 'Indent Based' PO, click on the field. Now enter Remarks, if any related to the Service Item. Press <TAB>.

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

 

SAC Code:

Automatically displays the SAC Code for the selected Vendor and Service Item relationship entered through Item Master - Service option. It can not be changed.

Click on button to continue.

Screen Layout of Rate Calculation

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 Description:

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 % (enterered 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:

The Rate Structure chosen in Header Detail tab is displayed automatically. It can not be changed here.

PO Basic Value after Disc:

PO Basic Amount is automatically calculated as sum total of (Quantity * Basic Price) - Disc Value of all Items in Item Detail-Delivery Schedule tab.

Also automatically calculates and displays the Basic Amount in foreign currency if the Vendor deals in foreign currency.

PO Basic Value After PO Disc.

PO Basic Value After PO Disc is automatically calculated as PO Basic Value After Item Disc - Disc Value.

where Disc Value is picked up from Header Detail tab.

Also automatically calculates and displays the Amount in foreign currency if the Vendor deals in foreign currency.

Taxes (Domestic Currency):

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

Taxes (Foreign Currency):

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

Net PO Value:

PO Value After Tax is automatically calculated as PO Basic Value After PO Disc + Taxes.

Also automatically calculates and displays the Net PO Value in foreign currency if the Vendor deals in foreign currency.

Click on button to continue.

Screen Layout of Standard and Non Standard Terms

While making a new Service 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 Service Purchase Order selected. These terms and conditions can be changed.

Field Description of Standard and Non Standard Terms

Payment Terms:

Click on the field to access a list of Delivery Terms defined through Codes Master Entry (Code Type = 'PY') 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 Delivery.

Delivery Terms:

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 Delivery.

Inspection Terms:

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.

Freight Terms:

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.

Pkg and For Terms:

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.

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.

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.

Mode of Dispatch:

(Type: Alphanumeric, Length : 40)

Enter the Mode of Dispatch with the Vendor.

Non -Standard Terms:

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

Click on button to continue.

Screen Layout of Bill Of Quantity Detail

This grid allows to define Bill of Quantity related to the Work Contract. Material can be entered only i f 'Contract' option is chosen as Order Type in Header Detail tab. The material defined here is further used to calculate Work Order Tax through Finance Module.

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

Field Description of Bill Of Quantity Detail

Action

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

Sr. No:

Automatically generated sequence number.

Material Description

Enter the description of material required for the Work Contract.

Required Qty

Enter the quantity of material required for the Work Contract.

Rate

Enter the rate of material.

Material Value

Material Value is automatically calculated as Required Qty * Rate.

Remark

Click on the space provided. Start entering Remarks related to the material if any.

Click on button to continue.

Screen Layout of Attachment

Field Description of Attachment

Store various drawing and image files related to the selected Item through this section.

Click on to select the files or images. As a result, Windows Explorer will open to select the files from their respective paths. You can also drag the files from the Windows Explorer and drop them to this section. The File will be displayed in the list below. IMMS allows to select following type of files-

• *xlsx
• *pdf
• *jpg
• *jpeg
• *png
• *.doc
• *docx
• *jpg
• *xls

A list of Files will be displayed as follows-

While 'Adding' a new Purchase Order, this list will be empty.

In case of 'Edit', and 'View' and this list will display all the attached Files for the selected Purchase Order.

Field Description of the list-

Action:

To view a particular File, click on icon of its record.

To delete a File , click on the icon of its record.

 

Sr, No.:

Denotes the sequential number of the File.

 

File Name:

Denotes the name of the attached File.

 

File Path:

Denotes the path of the attached File.

 

File Size:

Denotes the size of the attached File.

 

Mode:

Denotes the Mode by which the Document has to be sent.

 

Click on the box. Select 'Mail', 'Post' or 'Both' from the given list.

 

Document Type:

Denotes the Type of Document.

 

Click on the box. Select the appropriate option from the given list.

 

Document No:

Click on the box. Enter the number of the Document.

 

Document Revision No:

Click on the box. Enter the Revision Number of the Document.

 

Created By:

Denotes the name of the person who has created the Document.

 

Created Date:

Denotes the date when the Document was created.