Once a requisition has been released by the Supply Chain Specialist, it will show up in the Buyer’s queue for processing. All new Purchase Orders will display a Header Status = Proposed as well as a Workflow = Proposed. First you want to update the header.
1. 1. Verify or update the Supplier ID. You can't release an PO with an UNKNOWN supplier. To update the Supplier ID, select the Magnifying Glass. Supplier Lookup will display.
2. Backspace to clear out the Supplier ID on the General tab.
3. In the Name field, type the part or all of the supplier's name with an asterisk at the front and end of your entry.
4. Click the Search Key. The results will display in the right pane.
5. Make sure that the Supplier you're selecting is not in a Deleted or Blocked Status.
There may be multiple suppliers with the same name. Be sure to look and see the information on the right to make sure that you're selecting the proper one.
6. Highlight the line to Select the correct Supplier and click OK or double click on the supplier to load.
7. Confirm or Update the Additional fields in the header including:
7.1. Due Date
7.2. PO Category
7.3. Confirmation Details - This is the information you got back when confirming the order with the supplier.
7.4. Shipping information
7.5. Long Leadtime
7.6. PO Text : These are comments that will show up on the PO to the Supplier
7.7. Internal Comments
8. You can now move on to the Part Line Updates -- in order to have more room, you can click F11 to collapse the header. (To bring it back, simply click F11 again)
9. Each part line will display as collapsed. Click on the red chevron to expand and show more line details.
10. Do not alter the Ship to Place, Ship to Location, Part ID or Due Date.
11. You would only change the Quantity if the Supplier has a Min Order Qty that must be met.
12. For eFactory Services ONLY- Review the Shipping Address Override. Verify the entered address. The address entered into this field will need to be verified and manually copied onto the Printed PDF sent to the Supplier.
13. Enter Supplier’s delivery date into the Promised Date field.
14. Update Unit Cost field to reflect the quoted Unit Cost from the Supplier.
14.1. If this part has been purchased before OR there has been a Supplier Part line created on the associated Parts Master record, this field will auto-populate.
14.2. Pricing should still be confirmed during the Confirmation process prior to Posting the Purchase Order to SAP.
15. If this part line is tied to a Work Order, the Work Order number will be displayed.
Note, if this line has been bundled by the purchasing team after release, the Work Order number may not appear if this was not the main requisition .
16. Needed on Date will display the Part Need date from the Technician’s Part Need.
17. Part Need Status will display if the Part Need is Entered, Cancelled or Completed.
*Note, if the Part Need Status is Cancelled or Completed, please follow up with the Supply Chain Specialist to see if this Part is still needed.
18. If you have made any changes to the information in the part need section, be sure to save using Control S if the header is collapsed.
If everything is correct, you're now ready to process the PO and send it to the Supplier. Press F11 to bring back the header.
19. Update Workflow from Proposed to Unconfirmed and Save.
20. Select Print – this will trigger reporting services to open.
21. Log-in.
22. Select Print again from the PO screen.
23. Select the small arrow in the middle of the screen. The purchase order will display.
24. Click on the floppy disc and Export to the appropriate format as listed below.
If this is an Efactory Services PO with an alternate Ship to Address it will need to be exported into Word, Shipping Address modified and resaved as a PDF. If this is a regular PO with no modifications it can be saved as a PDF.
25. Email the Supplier the PO.
26. The PO is now ready to Confirmed and Posted.
27. Verify confirmation details received from the Supplier and make necessary updates to PO. If necessary, make changes to:
27.1. Availability? (If Supplier needs to be updated because the original supplier doesn't have the part, this needs to be done prior to Posting.)
27.2. Min order quantities? (Do you have to buy in bulk?)
27.3. Unit Cost? (Is the cost the same as you expected?)
27.4. Delivery/Promised Dates? (Is there a delay in the shipment?)
28. Update Approval Status from Pending to Submitted. Click Save in the header or use Control S.
28.1. This kicks off an escalation for the Buyer or the Purchasing Manager depending on the dollar amount.
29. Click on the Escalations tab.
30. Update Approval Status from Pending to Approved. Save
31. Go back to the header and Update Workflow from Unconfirmed to Confirmed > Save.
32. The final step is to Post the PO. Click the Post button.
Header Status and Part Line status will update to Posted.
33. You must always check the EVENTS tab to ensure that the PO integration processed properly to prevent Grief. Go to the Events tab and Review Integration Success/Failure message.
Note – If an invalid Supplier ID is entered or the Workflow is not updated to Confirmed the PO will not Post. The user will receive a validation message and the Header Status will go to RV.
A successful Integration to SAP means that the PO has processed properly.