Purchase Order / Rental System Enhancements
 

This month we focus on several Enhancements that have been applied to the baseline software package that affect elements of Purchase Order Processing, and Rental Specific type transactions.


PURCHASE ORDER PRE-RECEIVING:

A new program has been added to the Purchase Order system called "Pre Receiving". This program is accessed on the Purchase Order Receipts Processing menu.

Pre Receiving allows customers to enter initial receiving quantities without actually receiving the purchase order.

Customers can load quantities, save their work, and return to the receipt as many times as they want prior to posting the actual receipt.

Customers can also print a 'Pre-Receiving' work sheet to compare the tentative receipt with the Vendor's Packing List.

When system users go into the actual Purchase Order Receipts Entry Program (PO11A),  the system will automatically load the receipt quantities (if pre-receiving has been performed) allowing for just a few key strokes to finalize the purchase order receipt.

This process can allow for large stock orders to be worked on and reviewed by various users within a company prior to the final receipt actually occurring and being posted.

The number of mistakes on a large receipt job can be greatly reduced by reviewing an initial receipt report prior to final receipt processing.
 

SPECIFYING DEFAULT PURCHASE ORDER PRINT OPTIONS IN VENDOR MAINTENANCE:

This Enhancement to the Purchase Order Printing system, allows the specification of default printing  methods for each individual Vendor Master record, if so desired. (similar to batch print methods specified for  Customer Master records).

When printing Purchase Orders, the system will default to the Vendors default method, IE - Print / Fax / Email - but still allow the user to confirm or change the print method for the Purchase Order if required.  This will help customers who's vendors require Purchase Orders to be sent in a specific manner - to not have to continually worry about using the wrong methods to send in their Purchasing requests.

RENTAL INVOICES:

The Baseline Software Package has now been Enhanced to track the rental of multiple serial numbered items, within a single transaction.

Inventory Master Item numbers may now be flagged as a  "Rental" type item - ie: MIS-RENTAL.

Two requirements are necessary for an Inventory Item to be considered a Rental part number.

Rental part numbers must have a $0.00 cost,  and the bin/lot/serial flag for the associated Inventory Master item must be null (blank).

When a Rental Part Number is entered on Quotes, Orders, Invoices, or Recurring-A/R records, customers will be prompted to enter a sufficient quantity of valid Serialized  "Item-Number*Serial-Number" Keys equal to the quantity to be shipped.

NOTE: The new Rental Part Number type is different from / and used differently from a Rental 'Order-Type'.

The 'Rental' Order Type has been in the software package for quite some time, and only permits one serialized item per transaction that is then revalued to reflect a depreciation amount each time the unit is 'Rented Out'.  Customer can use this method to constantly reduce the value of an item each and every time the unit is 'Rented', and this depreciation is reported correctly via the General Ledger reporting structure.

The Rental Type Specific Part Number is designed to be used for Renting a Single or Multiple Serial Numbered Items on a single transaction where no depreciation is necessary or wanted.

A good example of usage may be a dealership that stocks a large inventory of 'Used Equipment' that has a fixed value (cost), that may be rented or 'leased' out on a regular basis.

After an Open Order containing a Rental Type Part Number with valid serial numbers is invoiced, the Serial-Master record of each item attached to the Rental Part Number will be updated to display the pertinent rental information.