Purchase Orders and Invoices with Grants (v5.0)

Modified on Fri, 26 Apr 2024 at 08:47 AM

  

Purpose of this document

 

Purchase orders are used to process inventory orders from vendors that involve a dollar value.  A purchase order in Ceres allows you to create the initial order, receive product, and finish by posting an invoice. Alternately for a non-inventory purchase, you may start with a purchase Invoice directly.

 

Sometimes food banks will also have grant funds that are available to use for purchasing inventory or covering other types of purchases. This document will address how to assign grant funds to a purchase order for inventory purchases, and purchase invoice for other types of purchases.

 

Ceres Object release 5.00.00 is required for the functionality described in this document. 


 

 

Table of Contents


 

Creating Purchase Orders

 

1. The Purchase Order can be accessed from Departments à Purchase à Order Processing à Purchase

    Orders.

 

 

2. If you are using batches, select your batch from the batch list; otherwise click Cancel.

 

 

3. A list of open purchase orders that exist within Ceres will display.  Select one from the list edit or create a

    new order.

 

 

4. To create a new purchase order, select Home à New.

 

 

5. Press the Enter key to have Ceres automatically assign the next document number in the No. field.  This will

    also fill in the Posting Date, Order Date, and Document Date by using the Work Date.

  

6. In the Buy-from Vendor No. field, enter the Vendor No. or use the lookup to select the vendor from the list.

    The vendor’s name, address, and Fund No. will flow from the Vendor Card.

 

 

7. Lookup on the FBC Product Source field to select a product source.  This mandatory field provides

    information to the Quarterly Poundage Report.  The UNC Product Source field will update based on the FBC

    Product Source selected.

 

8. Lookup on the FBC Product Category field.  This mandatory field provides information to the Quarterly

    Poundage Report. It is imperative that FBC Product Source and Product Category codes are linked to valid

    UNC Codes from Feeding America. See FA Reporting and  UNC Coding (QPRs-Blue Receipts) Procedure

    document for additional information.

 

For Orders that are covered by Grants, this would typically be GRANTPURCH (or similar).  Make sure that your FBC Product Category is linked to the UNC Product Category of GRANTPURCH by clicking on the down arrow in the FBC Product Category field and selecting Advanced to see the linkage.

 

9. Enter the Grant No. on the Purchase Order Header or use the down arrow to select from a list of purchase

    grants. 

 

Note: Only grants that have an Apply To type of Purchases or Agencies/Purchases will display here.

 

 

10. Move to the lines of the purchase order.  Here you specify which items you would like to purchase, along

        with the quantity and any costing information.

 

11. In the Type field, select Item.

 

12. In the No. field, type in the item number or use the lookup to select the Item from the list.  The Item’s

        Description, Unit of Measure, and Direct Unit Cost will flow forward to the line.

 

13. In the Location Code field, select the Location where the Item will be received.

 

14. If the Location you specified is set up to require Bins, select a Bin on the Bin Code field.

 

15. In the Quantity field, specify the amount of quantity ordered.  The quantity is in reference to the Unit of

        Measure field.

 

 

Note:  If Lot Nos. has been specified on the Item Card, a Lot No. will be generated at this time.   If the item is purchased on more than one lot, you will need to create an additional line.

 

16. If applicable, fill in the Lot Expiration Date and Lot Consume By date fields.

 

Note:  These fields may have already been pre-generated by the calculation formulas set on the Item Card.  In this case, you may review and adjust these dates on the order as necessary.

 

17. Select the dimension values that apply to the item for this order.  If you require a Department, you will

        need to specify the Department Code on the lines and on the Invoice Details FastTab.

 

18. The Grant No. selected in the Purchase Order Header will display in the lines and if there are grant funds

        available, the Grant Amount will populate.

 

 

Note:   Depending on how the grant is set up and the amount of funds available, the Grant Amount 

may not be the same as the Line Amount.

 

19. If the Grant Amount does not calculate, it may because. 

 

  1. There are not enough funds available on the Grant.
  2. The Grant is not Released.
  3. The Posting Date on the Purchase Order is beofer the Effective Date on the Grant.
  4. The Expiration Date on the Grant has been passed.
  5. Other.

 

20. It is possible to reduce the funds covered by the rant by typing the new value in the Grant Amount field. 

 

21. If the user tries to enter more than the amount on the line, they will receive an error similar to this one.

 

 

 

  

22. Repeat the steps above for each additional item that will be purchased on the order.

 

23. Refer to the Purchase Order Overview Procedure document for additional steps on how to process a

        purchase order.


 Creating Purchase Invoices

 

1. The Purchase Invoice can be accessed from Departments à Purchase à Order Processing à Purchase

    Invoices.

 

 

2. If you are using If you are using batches, select your batch from the batch list; otherwise click Cancel.

 


3. A list of open purchase invoices that exist within Ceres will display.  Select one from the list edit or create a

    new order.

 

 

4. To create a new purchase invoice, select Home à New.

 

 

5. Press the Enter key to have Ceres automatically assign the next document number in the No. field.   This will

    also fill in the Posting Date, Order Date, and Document Date by using the Work Date.

  

6. Enter the information as you would for a purchase order and select/enter the Grant No. to be applied to the

    Invoice in the Invoice Header.

 

 

7. Be sure to fill in the FBC Product Source and FBC Product Category as described earlier in this document.

 

8. In the Lines section, enter the Type for your purchase.  Often this is a G/L Account  but may be a Fixed Asset

    or other.

 

9. Select/Enter the appropriate corresponding No. and enter the quantity (usually this is 1).

 

10. Enter the Direct Unit Cost. The Line Amount will populate based upon the Quantity x the Direct Unit Cost.

 

11. Select the dimension values that apply to the item for this order.  If you require a Department, you will

        need to specify the Department Code on the lines and on the Invoice Details FastTab.

 

12. The Grant No. from the header should display on the line and if funds are available on the grant, they

        should calculate and display.

 

 
 

13. If the Grant Amount does not calculate properly or at all, be sure to check the reason why above.
  

14. You may also reduce the Grant Amount calculated, but you may not increase it more than the amount on

        the line.

 

15. Refer to the Purchase Invoice Overview Procedure document for additional steps on how to process a

        purchase invoice.

 

 

Related Topics

  1. Purchase Order Overview
  2. Purchase Invoice Overview
  3. Purchase Credit Memo
  4. Item Overview
  5. Purchase Replenishment and Planning
  6. Warehouse Receipting
  7. Warehouse Put-Aways
  8. Grant Overview

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