Purchase Order Overview

Purpose of this document

Purchase orders are used to process orders from vendors that involve a dollar value.  A purchase order in Ceres allows you to create the initial purchase order, receive product against the order, and finish by posting an invoice.  Purchase orders are most commonly used for tracking purchased inventory.

Ceres Object release 6.00.00 is required for the functionality described in this document. 

TABLE OF CONTENTS

• Creating Purchase Orders
  • Purchase Order Header
  • Purchase Order Lines
• Releasing the Document
• Receiving
• Invoicing the Purchase Order
• Posted Purchase Receipts and Posted Purchase Invoices

Creating Purchase Orders

1. Purchase Orders can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Purchase Orders” in “Tell me what you want to do” then selecting “Purchase Orders” from the results in the Go to Pages and Tasks section OR by selecting the “Purchase Orders” menu action (if present) from your Role Center home page.

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 be displayed.  Select one from the list to edit or create a new order. 

Purchase Order Header

1. To create a new purchase order, select “+ New”.

2. In the Vendor No. field on the General FastTab, enter the vendor number or use the lookup to select the vendor from the list.   The vendor’s name, address, contact, and fund will flow from the Vendor Card.

3. Do a lookup in the FBC fields.  FBC Product Source and FBC Product Category are mandatory fields which provide information to the Quarterly Poundage Report.  The UNC Product Source field will update based on the FBC Product Source selected.  

4. Update other fields on the General FastTab as needed.

5. Move to the Invoice Details FastTab and update the fields as needed.

Expected Receipt Date:  Date you expect to receive the product at your warehouse.

Payment Terms Code and Payment Method Code:  Flow from the setup on the Vendor Card.  Update if the terms or payment method are different for this purchase order.

Shipment Method Code:  This field will default from the Donor and can be overridden if required. This field typically identifies whether the order will be picked up or delivered by the Donor.

Department Code and Project Code:  If you are using Dimension, do a lookup in the Department Code field and select a department, or if this donation is part of a project, lookup in the Project Code and select a project.

Requested Receipt Date:  Date you requested that the product be received at your warehouse form the vendor.

Promised Receipt Date:  Date the vendor promised you that the product would arrive at your warehouse. 

6. Move to the Shipping and Payments FastTab and update the fields as needed.

Ship-to:  Specify the address the product will be shipped to.  The default option is Location.  Other options are Default (Company Address), Agency Address, or Custom Address. 

Location Code:  Enter the Location where the product will be received.  The Location Code entered here will flow to the purchase order lines.

7. Move to the Receiving FastTab and update the fields as needed.

Shipment Date:  Enter the expected ship date of the Donation Order.

Shipment Method Code:  This field will default from the Donor and can be overridden if required. This field typically identifies whether the order will be picked up or delivered by the Donor.

Back-Haul/Pickup Toggle:  Toggle this field to indicate that the order will be picked up by the food bank as part of a back-haul after deliveries. This field will be used in routing applications to schedule the pickup.

Receiving Date:  Enter the expected receipt date. This should be updated with the actual receipt date at the time of receiving.

Truck Type:  This is a free-form text field that can be used to specify the type of truck used or required for shipping.

Estimated Freight Cost: Enter the estimated freight cost of pickup or delivery.

Estimated Quantity: Enter the estimated quantity of the order, typically in pounds to help operations with logistics planning.

Load Type: This is a free form text field and can be used to specify the type of load expected.

Product Description: This is a free form text field that can be used to enter a general product description of the load as specified by the vendor. It can help logistics to plan for any special handling or storage requirements.

Scheduled Date: Enter the date the order is scheduled for pickup for pickups or the appointment date for delivery orders.

Scheduled Time: Enter the time the order is scheduled for pickup for pickup orders or the appointment time for delivery orders.

Pickup Date: This is the vendor’s preferred pickup date. It is calculated from the Preferred Pickup Days & Times setup if it has been specified for the donor.  For more information, please see Donor Preferred Pickup Days & Times document.

Pickup Time: This is the Donor’s preferred pickup time. It is calculated from the Preferred Pickup Days & Times setup if it has been specified for the donor.  For more information, please see Donor Preferred Pickup Days & Times document.

Carrier Code: This field is used to specify the carrier used for the transportation of the product. Normally this would refer to a 3^rd party trucking company.

8. If you are using Appian to route your order, update the fields on the Appian FastTab as needed.

Purchase Order Lines

1. Move to the lines of the purchase order.  Here you specify which items you are purchasing along with quantity and costing information.

2. In the Type field, select Item.

3. 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.

4. In the Location Code field, select the location where the item will be received.

6. If the Location you specified is set up to require bins, select a bin on the Bin Code field.

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

7. If applicable, fill in the Lot Expiration Date, Lot Consume By Date, and Ship 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.

8. Confirm that the direct unit cost is correct and if not update it. 
9. Select the dimension values that apply to the item for this order.  If you input a Department Code and Project Code on the Invoicing FastTab, the values will flow to the lines.
10. Repeat the steps above for each additional item that will be ordered.

Releasing the Document

1. When the data entry is complete and the order is ready to be sent to the vendor, select Release à Release.  This locks the order from users being able to enter more items or change quantities. The Order can be reopened by selecting Release à  Reopen.

2. To send a copy of the purchase order to the vendor, select Print/Send à Print.

3. On the Options Tab, you can choose how many copies to print and choose If your company’s address should print on the Purchase Order.

4. Click Print to print the order.

5. You may now close the purchase order.

Receiving

Purchase orders can be received through the purchase order, or via warehouse processes.  In this example, we will receive from the purchase order.  If you would like to receive via Receipts and Put-Aways, please refer to the Warehouse Put-Away Overview Procedure Document.

1. When the items you ordered arrive, return to the Purchase Orders list, search for your purchase order number, then double click the No. to edit/update the purchase order.

2. Enter today’s date in the Posting Date field.

3. On the Assigned User ID field, use the lookup to select the user in charge of receiving the products.

4. Move to the lines of the purchase order.
   
    
5. Update the Qty. to Receive field with the actual quantity that is being received into inventory.
    

Note:  If the Qty. to Receive is lower than the Quantity field, you will be completing a partial receipt.  You can return to the Purchase Order later to post additional receiving.  

6. Verify the Lot No. field shows the correct lot number.   To assign a different lot, type in a different number.
    
7. If the items are palletized, fill in the Tier and Height fields on the purchase lines.  Tiers are the number of units per level; height is the number of levels.   In the example below, we will receive 2 pallets that are 4 levels high and 25 deep.

8. To create pallets, select Process  à  Create Pallets from the menu.

9. Select one of the following options and then click OK.

10. Ceres will assign pallet numbers to the palletized items and split the lines according to the tiers and height.

11. Once you have verified the data, select Posting  à Post, or select Post and Print to print a receiving document
     
12. If you wish to create pallets first and then print pallet tags, click on Create Pallets twice. The first time choose Create Pallets. The second time choose Print Labels.  Various pallets tag reports exist that can be linked to Report Selections.  Below is an example of Report 14012531 – Pallet Tag 11X8.5 w/ Barcode.

13. If you need a pallet label for a lot tracked only Item (not palletized), select Actions à  Print à  Lot Label.

14. To receive the purchase order, select Posting à  Post.   Select Receive then click OK.

Invoicing the Purchase Order

1. Once the vendor’s invoice arrives, return to the Purchase Orders list, search for your purchase order number, then double click the No. to edit/update the purchase order you want to invoice.

2. Enter today’s date in the Posting Date field.
3. In the Document Date field, enter the invoice date from the vendor’s document.  The system will calculate the Due Date for this invoice by using this date in combination with the payment terms that are set on the Invoice Details FastTab.
4. In the Vendor Invoice No. field, enter the invoice number from the vendor’s document.  This number will print on the check stub when the vendor payment is made.
5. Go to the purchase order lines.
6. Verify the direct unit cost for each item.  If the vendor charged you a different price, make the adjustments here. 
7. If the vendor has given you a partial invoice, adjust the Qty. to Invoice field.
8. Once you have verified the data, you can preview the posting by selecting Posting à Preview Posting.

9. From the Posting Preview highlight the entries you want to preview and then click on Show Related Entries.

10. To invoice the purchase order, select Posting à  Post.  Select Invoice then click OK. 

11.  If you have invoiced the purchase order in full, the order will be deleted.   Historical data can be obtained from the Posted Purchase Receipts and the Posted Purchase Invoices.

Posted Purchase Receipts and Posted Purchase Invoices

1. Once the purchase order has been posted, you can access the posted purchase receipt or the posted purchase invoice by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Posted Purchase” in “Tell me what you want to do” then selecting “Posted Purchase Receipts” or “Posted Purchase Invoices” from the results in the Go to Reports and Analysis section OR by selecting the “Posted Purchase Receipts” or “Posted Purchase Invoices” menu actions (if present) from your Role Center home page.

2. A list of posted documents will display.

3. Select the desired receipt or invoice and then select Print/Send à Print.

4. Select the number of copies desired.  This is the number of copies in addition to the original.  
   If Default No. of Copies are setup, inputting an amount below will override the setup.
    
5. Toggle the field if you would like to print the Company Address on the posted document.