PO Entry Processing

In TRX you can enter purchase orders through the PO Entry processing menu in the Purchasing Module. The job of the purchase order is to place order for inventory items and capture their costs for importing into inventory upon being received. The following section will outline the process involved in creating a purchase order as well as defining all the fields and the purpose that they serve. 

Enter New Purchase Orders

One of the ways Purchase orders can be create in TRX is through the Enter New Purchase Orders screen. This is where you would enter purchase orders for replenishing stock for in house inventory sales. 
PUR > PO Processing > Enter New PO
 

• Upon entering the "enter new purchase order" screen your curser will be taken to the PO Date box this will be the date of the purchase order. By pressing the tab button the box will default to the current date and take you to the Promise Date, but this date can be changed if needed.
• The Promise Date is the date that the vendor has said that the item will arrive. This field can be left blank and will not default to any value.
• The Expected Date will default to the same date as the promise date but can be changed or left blank.
• The PO can have an Expiration Date. This is essentially the number of days that a purchase order can remain valid. This number of days is defined in the purchase order setup screen and this date will automatically populate based on the predetermined amount of days and the "PO date". If the expiration date is set to 90 days it will trigger this PO will expire 90 days from its creation date. (or PO date)
• After tabbing through the expiration date you will be taken to the Vendor, the vendor is whom this purchase order will be sent to or who you will be buying from. You can enter the vendor number if you know it or press the F9 button and you will be taken to the Find Vendor screen so you can look the vendor up.
• Choose your vendor and press the Tab key. Once the vendor is selected, the default information for that vendor will auto populate into the remaining fields. The default "Send PO To" will be your first stop. This is the contact name the PO will be sent to, this is set up in AP Vendor setup for this vendor. There may be more than one option so you can tab through the field to accept or use the F9 key to see your options.

PUR > Purchasing Special Functions > Purchasing Setup

• The "Ship items to" is a default that is set up in the purchasing set up PUR > Purchasing Special Functions > Purchasing setup > Tab #2 Defaults. This is where the items that you are purchasing will be sent. Normally this would be your warehouse but it can be changed to any ship to that you have defined. If you do not see the option that you need in the F9 lookup, a new one can be created at PUR > Purchasing Special Functions > Ship to Addresses.
• The Ship Via will be the next default box and that will also be a purchasing setup default. This would be how the items will be shipped to your warehouse or location; you can choose the default or F9 for a list. If the means of shipping that you need is not on the list you can create them at AR > AR Special Functions > Ship to Codes.
• Next will be the Buyer, this is the person who is purchasing for the company and that is also a default setup item. If you do not see the person you need on the buyer list when you F9 you can add them at PUR > Purchasing Special Functions > Buyers.
• Terms – Terms are specific to the vendor, they will default in from the vendor's setup in the AR Vendor setup screen. These are the terms that the vendor gives you and will determine when this PO receipt invoice will start showing on the vendor aging report.
• FOB code is your Freight On Board status and there will not be a default in this box you will have to add one. The FOB list is set up in the SYS menu at SYS > FOB Codes Setup.
• The Warehouse is the warehouse that you are buying the items to be stored in. Choose the warehouse code or press F9 for a list. The warehouse is tied to the Buyer and this tie was created in buyer setup.

This is the last of the general information that will be entered on the main tab. When you press Enter or Tab you will be taken to the Misc. tab to enter more information. If you have the "TRX will assign Next PO Number" box checked in the purchasing setup TRX would assign a PO number to this PO at this time. 

Miscellaneous Tab

• After you finish adding information to the main tab you will be taken to the Misc. tab and settle in at the Partial Receive check box. By checking this box you will be allowing this PO to not be fully received at one time. If left uncheck the receiving of this PO will be an all or nothing proposition.
• By checking the confirming PO you will be stating that this PO is a confirmation of a verbal order.
• If you would like the Line Item Costs to show on a purchase order you would need to check this box. This will default to yes.
• On the Line item detail there is another misc. tab. It is here that the vendor part numbers show on the PO entry screen. If you would like those part numbers to show on the purchase order you need to mark this box.
• The user ID will automatically put in the ID of whoever placed this order and the cursor will not hit this field. Next is the On Receipt, Email buyer with. This field is deceiving; in this field you place the name of an email template that has been set up in SYS > Email Templates if you would like the buyer to be notified when received.

PO Comments Tab

• There are two fields on the PO Comments tab - the first being PO comments. Here you will type in any comments that you would like to leave for yourself on the Purchase Order. There is an option in purchasing setup that you can turn on to have these comments print on the actual PO.
• The AP comments field is where you will leave comments for the Accounts payable department. Any comments that are typed in here will display on the voucher screen for AP to see when they choose a waybill from this PO.

Shipping Marks

• After the comments tab you will be taken to the shipping Marks tab where you will enter, oddly enough, Shipping Marks. These are optional and will print instructions as to which order or project this PO was created for, on the PO report and receiving ticket.

History Tab

Shipping marks is the last PO information field you are required to fill out from here you will be taken to the line item detail field where you will enter the line items or items that you will be purchasing. One of the tabs that we did not cover can be very helpful in this next task is the history tab. This tab will give you an order history for this vendor outlining previous POs, the items on them, how many were bought and for how much. You can even double click on the individual line and add it directly to the line items on the current PO. 
 

Notes Tab

The notes tab is the final tab in the general PO information section. Your cursor will not go here as part of the normal data entry you will have to mouse to this tab. This is where you would enter information that you would want to travel with this purchase order. By checking the public button you will make this information available to everyone. 

Line Item Detail

The bottom half of the PO entry screens is the real reason you are here. This is where you add the items that you need to purchase. Entering items on a purchase order is just like entering items on an order. Your curser will default to the first line; you can type your item number here or press F9 to go to the find item screen. There are also some hidden features here that are very useful. By right clicking on the line item field a new menu appears offering you the following menus: 

• Detail Search – this will call the find item screen so that you can do a detail search of the whole TRX database of items.
• Properties – Clicking on the properties menu when there is an item on the line will take you to an item query screen for that item. This screen will give you all the costs and attributes associated to this item.
• Show Quantities – If there is an item in the line when you right click this screen will tell you how many of these items are on order, allocated, on hand and available for each warehouse.
• Substitutions – in item set up there is a tab that allows you to set substitute items for the parent item. If there are any viable substitutions for this item they will display on this screen as well as to what warehouse they are in.
• Help – never choose this option.

• Choose the line item that you would like to bring in to the order press enter.
• You will drop down one field to the description, this field will default in from the item setup but it can be changed here for the current PO only.
• The next field you are taken to is the Qty ordered field as you might have guessed this is the field that you will add the qty that you are ordering.

QTY's and Cost Tab

• The first tab on the line item detail screen is the quantity and costs. The first stop in this tab is the Unit of Measure Box. In the vendor tab of item setup there is a purchase unit declared this is the unit of measure that will default into this box. You can order any unit that is defined in the item setup's unit of measure tab. You can F9 for your options.
• Unit cost – is the amount you will be paying for the item based on the unit of measure that you have chosen when you press enter or tab the extended amount will populate. It is the calculation of how much you are ordering by the unit cost
• Warehouse – this is the warehouse you will be receiving the items into. If you have multiple warehouses make sure the correct warehouse defaults into this field.
• Discount percent – You can declare a discount percent for each line item, there is also a discount percent box on the main information tab of the PO, if there is an amount in that box it will default to each line item but can be edited at the line item level.

At this point if you were to press enter or tab the curser would drop down to the next line item and you would keep entering items until your order was complete and then save or process. However there is quite a bit of information that did not get touched on so I will keep explaining the rest of the fields in the Purchase Order entry screen. What they are telling you and how they affect the PO.

• Tolerance – The cursor will skip over the tolerance field but it you need to limit the amount of item that are received over the ordered amount you can set tolerance. If you set a tolerance of ten percent on a ten-piece order the receiving department will not be allowed to receive over eleven items.

Projects Tab

If this were a Projects PO this tab would have the information needed to tie the PO to a project. This information is created automatically when you create a PO using the create PO function inside of the material plan of a project. The Project Number that the PO belongs to, its task, sub-task (which is set in project setup) will all populate at creation. There are also four check boxes that further define the PO and project relation.

• Mark – Marks the PO with markings of the projects
• Bill – Is this item to be considered billable
• Freight – This check box will denote if the line item is a freight line item
• Install – this check box will denote if the item is an install

The final two items on this tab are Tax which is a yes (Y) or no (N) option and AQ Line item. The AQ line item and TRX line items are synonymous. Each project item will have a line item number and this is where it gets displayed on the Purchase Order if it is a project purchase order. 

Dimensions

 
The next tab that you have on the line item detail section is the Dimensions tab. If an item has dimensions defined in the item setup they will populate into this tab. This information will be exported in a file that can be used by our UPS World Ship interface if you are using it. Items that do not have this information can be edited at INV > Enter change Item. The item weight will be for an individual item and the extended weight will calculate the total amount for the line item. The total weight of the order will be the summation of the extended weights. The weight, height, length and width can all be entered into this field. 

GL Accounts / Dates

Every transaction in TRX has a general ledger trail associated with it. The G/L accounts tab will let you see which general ledger accounts will be affected by this transaction when it is received. In the example above the receipt will trigger a debit to the 1200 inventory branch 1 account and a credit to the inventory accrual branch 1 account. Every PO receipt will hit an inventory account and an accrual account.  
The dates tab will hold the Date Promised and Date Expected, these dates default in from the PO general information that you have already entered but it can be changed if needed. If dates are entered here they will

Miscellaneous Tab

The final tab on the line item detail for the PO entry is the Miscellaneous Tab, here you will find the line comments that are imported in from the item setup and a check box that will determine if the comments will print on the purchase order or not. Also you will find the vendor's part number. On the item setup, vendors tab; each vendor has a box for part number, which is the number that will default into this box.
Note: there is a setup function in purchasing setup that will default to the manufacturer's part number if a vendors part number does not exist. 

Process New Purchase Orders

New Purchase orders can be processed in batch process mode or not, it is a setup and operational choice. When in batch process mode you will be required to come into this screen to process you PO's, but if not in batch process you will have the option of processing here or using the lightning bolt on the Enter New Purchase Order's screen.
PUR > PO Entry Processing > Process New Purchase Orders

• Starting and Ending PO Date - defaults in as the current months beginning and ending date but may be changed if necessary. This screen is used for batch processing of purchase orders, if batch processing is turned on this is the only place you will be able to process PO's. Otherwise there will be a lightning bolt on the create PO screen.
• Starting and Ending Purchase Order - leave blank to process all or pressF9 for a list of unprocessed purchase orders
• Starting and Ending Vendor - leave blank for all or press F9 for a list of vendors
• User ID - to processes purchase orders for that user only or leave blank for all
• Show Prices – Unchecking this box will hide all prices on a Purchase Order

Press the Process Purchase Orders icon to create the purchase orders, the New Purchase Order Input Transaction Processing Report will display on the screen. Press the Print icon to print a hard copy of the report for review if you need one. Now the system will ask "OK to process purchase orders transactions?" Press "Yes" if you want to process; after processing a "purchase orders processed successful" message should appear on the screen If you pressed "No", none of the purchase orders will process and you can go back and make any necessary changes 

Print Purchase Orders

Once you have created Purchase orders they can be printed or reprint from this screen in either inventory or project style. We also have options to include cancelled items and mark backorders.
PUR > PO Entry Processing > Print Purchase orders

• Project Number – You can choose to limit the Purchase orders that you would like to print to those that are assigned to projects.
• Starting and Ending PO – you can print a single Purchase Order or a range of them.
• Revision Number – TRX has an advanced PO revision-tracking module that can be turned on, when turned on this box will appear and you will be able to print any of the specific revisions that have been created. You can F9 for a revision.
• User ID – you can print all the Purchase orders for a single user ID or leave the user ID Blank for all Purchase orders.
• Print Cancelled Items – when this box is checked cancelled items will print on the PO with line marking signifying that the items was cancelled
• Reprint Purchase Order – Once a Purchase order has been printed once you will need to check this box to get it to print again otherwise the report will be blank. This will cause the word "Revised" to be printed on the top right hand corner.
• Mark as Back order – When checked any item that is a back order item will print with the word "backorder" water marked behind it.
• Print Project PO Style – There are two style Purchase orders; one for inventory orders and the other for projects, this check box decides what style will print out. The first example is Project Style with backorders the second is for inventory style reprint.

Copy a Purchase Order

There may be instances when purchase orders are created on a regular basis for the same items from the same vendor with numerous line items, which would be time consuming to re-create. The Copy a Purchase Order screen will copy a previous purchase order, create a new purchase order number, and allow you to make any changes necessary before processing through the system. 
PUR > PO Entry Processing > Copy a PO

When copying a Purchase order you will enter the number of the Original Purchase order, F9 will work if you do not remember the number, and then press enter. Trx will enter the next available PO number and the detail of the original PO in the detail section. You will not be able to edit this detail here but you can view it to make sure you are copying the correct purchase order and then press Copy PO. You will then need to open "Enter New Purchase Orders" and query the unprocessed PO to make changes and process. 
***Upon pressing Copy you will not find your PO in the PO query screen as it has not yet been processed.*** 

PO Receiving Processing

The Purchase Order Receiving Processing menu has screens to help you manage your inventory receipts. There reports to show the status of Purchase orders receipts and transfers and screens to help you enter them both into Inventory. 

PO Receiver Report

The Purchase order Receiver report is a report that you can print out for you warehouse stockers so that they can sign items into inventory from a truck delivery without using a TRX consul. This report is purchase order and therefor vendor specific and will list the items that are due to be received into inventory. It will list the items and full descriptions, PO notes, stocking locations if they are set up and has a spot for a receiver to mark the amount received, refused and back ordered.
PUR > PO Receiving Processing > Purchase Order Receiver Report

• Starting and Ending PO – You can print the receiver one or a range of purchase orders
• Starting and ending project – you can print Purchase orders that are tied to specific projects
• User Id – Limits reports printed to the person that created the report.
• Print Item Labels – checking this box will print Item labels to accompany the receiver report
• Print Box Labels – Checking this box will print box labels for these items.
• Item Label Printer – The printer that you would like to print the labels to, label printers are usually different from the normal printer
• Print BO Release Report – Checking this box will print out a second Backorder Release report that will let the warehouse know which items fulfilled backorders and what order number/customer they should go to.
• Suppress drop shipments – checking this box will take all purchase orders that are drop ship out of the print run; these are items that will be received on location and not in the warehouse.

Receive Items

When Purchase orders are created and sent out to the vendor the vendor will send you what you ordered in a shipment. In TRX we tie all of our information together so we require you to receive based on the individual Purchase orders that went out. This eliminates mistakes of rekeying information. You receive purchase orders in the Receive Items screen.
PUR > PO Receiving Processing > Receive Items

• Purchase Order - Type in the Purchase order that you would like to receive, F9 will bring up a list of purchase orders to choose from and F8 will bring the last one that was in the screen and not cleared. The vendor and PO date associated with that PO will default in.
• Waybill – The waybill is important for the AP department, everything ties together in TRX, so when AP is vouchering the vendors invoice they will enter they waybill number that is in this box and get the exact information for the items that were received. Tabbing through this box will TRX will default a number in for you.
• Date received – You can enter a date that these items are to be received, or tab through to except the current date.
• Receive all – pressing this icon will receive all items in entirety, it will sometime be easier to receive all and make one change then it will be to type all the received amounts in.

Note: It is important to train your employees not to receive all blindly as the process to un-receive is in some cases tedious and long. Some have opted to turn this icon off in PO setup because of this error.

• Clear – The clear button will remove a purchase order from the receive items screen.

Remove vs. closing screen

There is an important distinction to be made between using the clear button and just closing the screen. It is best to think of this screen as a holding tank for un-received purchase orders. Once you enter a PO number in this screen it is in this tank until it is completely received or "cleared" out by the clear icon. When a PO is in this screen you will not be able to make any changes to it even if it is still open. The change Purchase order screen will have a yellow note that will remove the PO from this screen but it is better to be in the practice of pressing the clear button before leaving this screen. 
Test example: enter a PO into this screen and then red door out, query this purchase order in open PO query and try to make a change to an item, it will be locked against changes. Now go back to receive items and press F8 and the last PO will pop up it will be the one you first entered (if not use your key board up or down arrow to scroll to it). Now press the clear icon and red door out and try to make a change you will be able to. When you come back to receive items you will not be able to pull the purchase order up with F8.
This remove vs. closing confusion is the reason for a lot of issues for new users so it is important to understand.

 
The line item detail of the purchase order will have defaulted into this screen when the PO number was entered. For each line item you can add the following information:

• Quantity received – how many items you will be receiving, you do not have to receive them all, but if any are not received the purchase order will not be closed without further intervention.
• Quantity Rejected – If there are some item that you want to refuse enter them in this box. This will deduct the amount from the quantity ordered on both the PO and the AP Waybill.
• Reject Reason – If an item is rejected it must have one of the pre-defined reasons as to why it was rejected. (reasons are set in PUR > Special Functions > Reject Reasons)
• Labels – Check this box if you would like to print item labels for the inventory that was received.
• Comp (Complete) – The amount received plus the amount rejected must equal the amount ordered to complete the line item on the PO. There are cases when that will not happen, in those cases you will need to check the "Comp" icon to let TRX know to complete the line so the Purchase order can close.
• Serial On – Pressing this icon will set the item attribute "serialized" and require a serial number for this item to be received. This is a very dangerous icon and it can be turned off if you like in PUR > Special Functions > Setup. You will understand just how dangerous this can be when someone serializes ten cases of spoons, so be careful who you give this option to.
• Boxes – This is part of the box-tracking feature that can be turned on in purchasing setup up. There is more about this in Box-Tracking.

Once you have entered all the information you need for all the items on the purchase order you should press the lightning bolt to process. (Unless batch processing is turned on) Yu will get the following pop-up:

• Cancel – Cancel the receiving process
• Print Report – Just print a receiving report to be reviewed, this will not receive the items
• Process Receipt – this will commit the receipt to inventory make the accounting transactions and close the purchase order if all have been received.
• Print/Process Receipt – will print a report for viewing before processing the receipt giving you the option to not process in the interim
• Print location report – after completing the process checking this box will print a report that will tell your stockers where to put the items (assuming you have warehouse location setup on your items

Receipt Report

Location Report

Reverse PO Receipt

There will be times when items are received and they should not be, most often it will be from misuse of the "receive all" icon or just an honest mistake. Trx does have a screen that will reverse some of those mistakes. If a purchase order was an inventory order, that means it has no project items or drop ship, gen PO or Auto PO items line items from that PO can be reversed.
PUR > PO Receiving Processing > Reverse PO Receipt 

The key to this screen is the Purchase Order must not be tied to an order or a project. As long as it is an inventory purchase order individual items can be reversed as needed. This reversal will reverse the GL entries for those items as well as the inventory amounts.

• Purchase order – The purchase order number that has item that you would like to reverse on it the vendor and PO date will automatically populate in.
• Rev Waybill – A Purchase order can have many waybills if it was received a different time the first one will populate in to the screen but you can type another or press F9 to choose from a list of available waybills.
• Date – This is the date that the items will be un-received, the current date will default in.
• Quantity Received – This is the only part of the line item detail that you can adjust, place a negative amount for the items that you would like to un-receive. If you would like no change add a zero.
• Clear – the clear icon will remove the detail from the line items and the screen.

What to do if Purchase order is tied to an order.

Order – If the item is tied to a Drop Ship, Gen or Auto PO you will not be able to use this screen and you will be forces to do this the un-automated way via vendor RMA. Essentially, when the item was received you told TRX that the item is now in your inventory. To reverse it out you will need to do a Vendor RMA and sent it back to the vendor an in some cases create a new PO for that item. 

Process Receiving's

When you have batch processing turned on youwill have to process your purchase orders through the Process Receiving screen as the lightning bolt will not be available in enter new Purchase orders. For some this is a controll point.
PUR > PO Receiving Processing > Process receivings

Once you have entered all the information you need for all the items on the purchase order you should press the Process Transactions Icon to start the receiving process.

• Starting and Ending PO – you can select a single PO or a range of them to process.
• User ID – The user id will limit Purchase orders to process to only those created by the user ID chosen, you will have to remove the ID to get all that need to process.
• Print location report – after completing the process checking this box will print a report that will tell your stockers where to put the items (assuming you have warehouse location setup on your items

Receipt Report

Location Report

Invoice Receipts

The Invoice Receipts screen is used to cancel a receipt from the Uninvoiced Receipts Report, either because you are not going to process a vendor invoice or one was processed but not applied to the correct Purchase Order. Purchase Orders that have not been invoiced in this screen will appear on the Uninvoiced Receipts Report. This should only be used to clear items from the Uninvoiced Receipts report when you are absolutely sure that they should not be there as it is irreversible and can skew audit trail and reporting.
PUR > PO Receiving Processing > Invoice Receipts

• Purchase Order – Enter the PO that has items that you would like to remove from that report or press F9 for a list of PO's available for invoicing
• Waybill number – the first waybill number from that PO will populate in but you can change it if needed.
• Invoice – Number of the vendors invoice or invoice you are creating that you would like tied to this payment (not really a payment just meant to clear the Uninvoiced receipts report)
• Invoice Date – This date will default to the current date but may be changed
• Invoice All - If you wish to invoice all items on the purchase order, click on the Invoice All icon.

If you wish to invoice specific line items, tab to the line items and enter the invoiced cost for each item, press on the Save icon when finished. 

In Transit PO's

Receive in Transit

PO Query Change

The PO query change screen can be used to edit purchase orders that have not yet been fully received and are not currently in the receive items screen. Changes will only be able to be made to purchase orders that are still open. (The only exception being doc notes). Also if a PO is tied to one PO or Project you will be able to convert that PO from a regular to a drop ship PO in this screen. 
PUR > PO Query Change

Note: One issue that is often brought to support is users are unable to edit a purchase order that is still open and they do not know why. Usually this is caused by someone pulling the Purchase order into the receive items screen and just closing the screen without pressing clear. When this happens close the query screen go to Receive Items and press F8 key, use your arrow keys to navigate until you find the PO you are looking for and then press the clear icon on the top right of the screen. You will now be able to edit the PO. 

• Purchase Order – This is where you would enter the number of the Purchase order that you want to query. Pressing F9 will give you a list of eligible purchase orders to choose from.
• PO Date - box this will be the date of the purchase order. This date will default to the date that the PO was created, tabbing through will take you to the Promise Date, but this date can be changed if needed.
• Promise Date - is the date that the vendor has said that the item will arrive. This field can be left blank and will not default to any value.
• Expected Date - will default to the same date as the promise date but can be changed or left blank.
• Date Printed – If this Purchase order has already been printed the last printing date will be shown here.
• Close Date – If the purchase order is closed due to all items being received this will be the date that it was closed.

• Expiration Date – Purchase orders can have an expirations date. This is essentially the number of days that a purchase order can remain valid. This number of days is defined in the purchase order setup screen and this date will automatically populate based on the predetermined amount of days and the "PO date". If the expiration date is set to 90 days it will trigger this PO will expire 90 days from its creation date. (or PO date)
• PO Status – This is a TRX defined field to let you know the status of the purchase order.
• Discount %- If the entire PO is going to have a discount percent applied to it you can enter it here.
• Vendor - The vendor is whom this purchase order will be sent to or who you will be buying from. You can enter the vendor number if you know it or press the F9 button and you will be taken to the Find Vendor screen so you can look the vendor up.

Choose your vendor and press the Tab key. Once the vendor is selected, the default information for that vendor will auto populate into the remaining fields. The default "Send PO To" will be your first stop. This is the contact name the PO will be sent to, this is set up in AP Vendor setup for this vendor. There may be more than one option so you can tab through the field to accept or use the F9 key to see your options.

• Send PO to – This is the address of the vendor or where you send your orders to.
• Ship items to - Is a default that is set up in the purchasing set up PUR > Purchasing Special Functions > Purchasing setup > Tab #2 Defaults. This is where the items that you are purchasing will be sent. Normally this would be your warehouse but it can be changed to any ship to that you have defined. If you do not see the option that you need in the F9 lookup, a new one can be created at PUR > Purchasing Special Functions > Ship to Addresses.
• Ship Via - is the next default box and that will also be a purchasing setup default. This would be how the items will be shipped to your warehouse or location; you can choose the default or F9 for a list. If the means of shipping that you need is not on the list you can create them at AR > AR Special Functions > Ship to Codes.
• Buyer - This is the person who is purchasing for the company and that is also a default setup item for each vendor and can be changed. If you do not see the person you need on the buyer list when you F9 you can add them at PUR > Purchasing Special Functions > Buyers.
• Terms – Terms are specific to the vendor, they will default in from the vendor's setup in the AR Vendor setup screen. These are the terms that the vendor gives you and will determine when this PO receipt invoice will start showing on the vendor aging report.
• FOB code is your Freight On Board status and there will not be a default in this box you will have to add one. The FOB list is set up in the SYS menu at SYS > FOB Codes Setup.

This is the last of the general information that will be entered on the main tab. When you press Enter or Tab you will be taken to the Misc. tab to enter more information. 

Miscellaneous Tab

• Partial Receive - By checking this box you will be allowing this PO to not be fully received at one time. If left uncheck the receiving of this PO will be an all or nothing proposition.
• Confirming PO - you will be stating that this PO is a confirmation of a verbal order.
• Print Line Item Costs on PO - to show line item costs on a purchase order you would need to check this box. This will default to yes.
• Print Vendor Part Numbers - On the Line item detail (the lower box with all the tabs) there is another misc. tab. IT is here that the vendor part numbers show on the PO entry screen. If you would like those part numbers to show on the purchase order you need to mark this box.
• User ID - will automatically put in the ID of whoever placed this order and the cursor will not hit this field.
• Flex Fields – If you have any flex fields setup in purchasing setup they will show here. In the example above the flex field is "Old PO Number"
• On Receipt, Email buyer with - This field is deceiving; in this field you place the name of an email template that has been set up in SYS > Email Templates if you would like the buyer to be notified when received.
• Customer Order – If this order was tied to a customer sales order (drop ship, Gen PO, or auto PO) the order tie will show here.
• Ship to Address - The complete ship to address for the PO is displayed here, it cannot be changed here it must be changed ion the Main tab at shit Items to box, this is just so you can verify the complete ship to.
• Cancelled By – If this PO has been cancelled the user ID that cancelled it will be shown here
• Cancel Date – The date the PO was cancelled

Shipping tab

After the comments tab you will be taken to the shipping Marks tab where you will enter any shipping marks. These are optional and are used to signify if the items on this PO are specified for an order or project. 
 

PO Comments Tab

There are two fields on the PO Comments tab:

• PO comments - Here you will type in any comments that you would like to leave for yourself on the Purchase Order. There is an option in purchasing setup that you can turn on to have these comments print on the actual PO.
• AP comments - Field is where you will leave comments for the Accounts Payable department. Any comments that are typed in here will display on the voucher screen for AP to see in the form of a pop-up box when they enter the vendor name.

History Tab

This tab will give you an order history for this vendor outlining previous POs, the items on them, how many were bought and for how much. 
 

Notes Tab

This is where you would enter information that you would want to travel with this purchase order. By checking the public button you will make this information available to everyone. 

Doc Notes

Doc notes are different from regular notes as they can be added to a purchase order even after it has been printed out and processed. These notes will print after the last line item in the middle of the purchase order in bold printing. They were developed to be a way to use traveling documents as a means of communication. 
 

Purchase order Line Item Detail

The bottom half of the PO entry screens is the real reason you are here. This is where you add the items that you need to purchase. Entering items on a purchase order is just like entering items on an order. Your curser will default to the first line; you can type your item number here or press F9 to go to the find item screen. There are also some hidden features here that are very useful. By right clicking on the line item field a new menu appears offering you the following menus:

• Detail Search – this will call the find item screen so that you can do a detail search of the whole TRX database of items.
• Properties – Clicking on the properties menu when there is an item on the line will take you to an item query screen for that item. This screen will give you all the costs and attributes associated to this item.
• Show Quantities – If there is an item in the line when you right click this screen will tell you how many of these items are on order, allocated, on hand and available for each warehouse.
• Substitutions – in item set up there is a tab that allows you to set substitute items for the parent item. If there are any viable substitutions for this item they will display on this screen as well as to what warehouse they are in.
• Help – never choose this option.

• Line Number – The line number of this PO
• AQ Line # - If a PO was from a project you will see the AQ Line # listed here
• ACD – ACD stands for Add, Change, Delete: If the line was added after processing, Changed or Deleted the appropriate symbol will be here. By clicking one time on the ACD icon next to the item description you can clear markings from the PO.
• Line item – Individual items that you would like to put to the order press enter. Type an inventory item or press F9 for a list.
• Description - This field will default in from the item setup but it can be changed here for the current PO only.
• Qty Received – If the PO has been received you will see the amount that have been received in this block.

QTY's and Cost Tab

• Qty Ordered - This is the field that you will add the qty that you are ordering.
• Unit of Measure Box - In the vendor tab of item setup there is a purchase unit declared this is the unit of measure that will default into this box. You can order any unit that is defined in the item setup's unit of measure tab. You can F9 for your options.
• Unit cost – is the amount you will be paying for the item based on the unit of measure that you have chosen when you press enter or tab the extended amount will populate. It is the calculation of how much you are ordering by the unit cost
• Warehouse – this is the warehouse you will be receiving the items into. If you have multiple warehouses make sure the correct warehouse defaults into this field.
• Tolerance – The cursor will skip over the tolerance field but it you need to limit the amount of item that are received over the ordered amount you can set tolerance. If you set a tolerance of ten percent on a ten-piece order the receiving department will not be allowed to receive over eleven items.
• Discount – if there is a discount percent on an individual item and not the whole PO you can add that here.

Projects/Drop Ship Tab

The second tab is conditional tab it will have different information for drop ship and project PO's. If this were a Projects PO this tab would have the information needed to tie the PO to a project. This information is created automatically when you create a PO using the create PO function inside of the material plan of a project.

• Project Number that the PO belongs to, its task, sub-task (which is set in project setup) will all populate at creation. There are also four check boxes that further define the PO and project relation.
  • Mark – Marks the PO with markings of the projects
  • Bill – Is this item to be considered billable
  • Freight – This check box will denote if the line item is a freight line item
  • Install – this check box will denote if the item is an install
• Tax which is a yes (Y) or no (N) option
• AQ Line item - The AQ line item and TRX line items are synonymous. Each project item will have a line item number and this is where it gets displayed on the Purchase Order if it is a project purchase order.

For PO's tied to orders the PO will show:

• Order Number – the order the PO line item is from, this will be a drop down field
• Line number – the line number of the order that this item is from
• Type – the type of PO gen PO-Drop ship PO or Auto PO

Dimensions

 
The next tab that you have on the line item detail section is the Dimensions tab. If an item has dimensions defined in the item setup they will populate into this tab. This information will be exported in a file that can be used by our UPS World Ship interface if you are using it. Items that do not have this information can be edited at INV > Enter change Item. The item weight will be for an individual item and the extended weight will calculate the total amount for the line item. The total weight of the order will be the summation of the extended weights. The weight, height, length and width can all be entered into this field. 

GL Accounts / Dates

Every transaction in TRX has a general ledger trail associated with it. The G/L accounts tab will let you see which general ledger accounts will be affected by this transaction when it is received. In the example above the receipt will trigger a debit to the 1200 inventory branch 1 account and a credit to the inventory accrual branch 1 account. Every PO receipt will hit an inventory account and an accrual account. 
The dates tab will hold the Date Promised and Date Expected, these dates default in from the PO general information that you have already entered but it can be changed if needed. If dates are entered here they will

Miscellaneous Tab

On the Miscellaneous Tab you will find the line comments that are imported in from the item setup and a check box that will determine if the comments will print on the purchase order or not. Also you will find the vendor's part number. On the item setup, vendors tab; each vendor has a box for part number, which is the number that will default into this box. 
Note: there is a setup function in purchasing setup that will default to the manufacturer's part number
If a vendors part number does not exist. 

Receipts Tab

The receipts tab is where you can see if the item has been received by whom and when the receipt happened. 

Revisions Tab

PO Query

The PO query change screen can be used to edit purchase orders that have not yet been fully received and are not currently in the receive items screen. Changes will only be able to be made to purchase orders that are still open. (The only exception being doc notes). Also if a PO is tied to one PO or Project you will be able to convert that PO from a regular to a drop ship PO in this screen. 
PUR > PO Query

Note: One issue that is often brought to support is users are unable to edit a purchase order that is still open and they do not know why. Usually this is caused by someone pulling the Purchase order into the receive items screen and just closing the screen without pressing clear. When this happens close the query screen go to Receive Items and press F8 key, use your arrow keys to navigate until you find the PO you are looking for and then press the clear icon on the top right of the screen. You will now be able to edit the PO. 

• Purchase Order – This is where you would enter the number of the Purchase order that you want to query. Pressing F9 will give you a list of eligible purchase orders to choose from.
• PO Date - box this will be the date of the purchase order. This date will default to the date that the PO was created, tabbing through will take you to the Promise Date, but this date can be changed if needed.
• Promise Date - is the date that the vendor has said that the item will arrive. This field can be left blank and will not default to any value.
• Expected Date - will default to the same date as the promise date but can be changed or left blank.
• Date Printed – If this Purchase order has already been printed the last printing date will be shown here.
• Close Date – If the purchase order is closed due to all items being received this will be the date that it was closed.

• Expiration Date – Purchase orders can have an expirations date. This is essentially the number of days that a purchase order can remain valid. This number of days is defined in the purchase order setup screen and this date will automatically populate based on the predetermined amount of days and the "PO date". If the expiration date is set to 90 days it will trigger this PO will expire 90 days from its creation date. (or PO date)
• PO Status – This is a TRX defined field to let you know the status of the purchase order.
• Discount %- If the entire PO is going to have a discount percent applied to it you can enter it here.
• Vendor - The vendor is whom this purchase order will be sent to or who you will be buying from. You can enter the vendor number if you know it or press the F9 button and you will be taken to the Find Vendor screen so you can look the vendor up.

Choose your vendor and press the Tab key. Once the vendor is selected, the default information for that vendor will auto populate into the remaining fields. The default "Send PO To" will be your first stop. This is the contact name the PO will be sent to, this is set up in AP Vendor setup for this vendor. There may be more than one option so you can tab through the field to accept or use the F9 key to see your options.

• Send PO to – This is the address of the vendor or where you send your orders to.
• Ship items to - Is a default that is set up in the purchasing set up PUR > Purchasing Special Functions > Purchasing setup > Tab #2 Defaults. This is where the items that you are purchasing will be sent. Normally this would be your warehouse but it can be changed to any ship to that you have defined. If you do not see the option that you need in the F9 lookup, a new one can be created at PUR > Purchasing Special Functions > Ship to Addresses.
• Ship Via - is the next default box and that will also be a purchasing setup default. This would be how the items will be shipped to your warehouse or location; you can choose the default or F9 for a list. If the means of shipping that you need is not on the list you can create them at AR > AR Special Functions > Ship to Codes.
• Buyer - This is the person who is purchasing for the company and that is also a default setup item for each vendor and can be changed. If you do not see the person you need on the buyer list when you F9 you can add them at PUR > Purchasing Special Functions > Buyers.
• Terms – Terms are specific to the vendor, they will default in from the vendor's setup in the AR Vendor setup screen. These are the terms that the vendor gives you and will determine when this PO receipt invoice will start showing on the vendor aging report.
• FOB code is your Freight On Board status and there will not be a default in this box you will have to add one. The FOB list is set up in the SYS menu at SYS > FOB Codes Setup.

This is the last of the general information that will be entered on the main tab. When you press Enter or Tab you will be taken to the Misc. tab to enter more information. 

Miscellaneous Tab

• Partial Receive - By checking this box you will be allowing this PO to not be fully received at one time. If left uncheck the receiving of this PO will be an all or nothing proposition.
• Confirming PO - you will be stating that this PO is a confirmation of a verbal order.
• Print Line Item Costs on PO - to show line item costs on a purchase order you would need to check this box. This will default to yes.
• Print Vendor Part Numbers - On the Line item detail (the lower box with all the tabs) there is another misc. tab. IT is here that the vendor part numbers show on the PO entry screen. If you would like those part numbers to show on the purchase order you need to mark this box.
• User ID - will automatically put in the ID of whoever placed this order and the cursor will not hit this field.
• Flex Fields – If you have any flex fields setup in purchasing setup they will show here. In the example above the flex field is "Old PO Number"
• On Receipt, Email buyer with - This field is deceiving; in this field you place the name of an email template that has been set up in SYS > Email Templates if you would like the buyer to be notified when received.
• Customer Order – If this order was tied to a customer sales order (drop ship, Gen PO, or auto PO) the order tie will show here.
• Ship to Address - The complete ship to address for the PO is displayed here, it cannot be changed here it must be changed ion the Main tab at shit Items to box, this is just so you can verify the complete ship to.
• Cancelled By – If this PO has been cancelled the user ID that cancelled it will be shown here
• Cancel Date – The date the PO was cancelled

Shipping Marks

After the comments tab you will be taken to the shipping Marks tab where you will enter any shipping marks. These are optional and are used to signify if the items on this PO are specified for an order or project. 
 

PO Comments Tab

There are two fields on the PO Comments tab:

• PO comments - Here you will type in any comments that you would like to leave for yourself on the Purchase Order. There is an option in purchasing setup that you can turn on to have these comments print on the actual PO.
• AP comments - Field is where you will leave comments for the Accounts Payable department. Any comments that are typed in here will display on the voucher screen for AP to see in the form of a pop-up box when they enter the vendor name.

History Tab

This tab will give you an order history for this vendor outlining previous POs, the items on them, how many were bought and for how much. 
 

Notes Tab

This is where you would enter information that you would want to travel with this purchase order. By checking the public button you will make this information available to everyone. 

Doc Notes

Doc notes are different from regular notes as they can be added to a purchase order even after it has been printed out and processed. These notes will print after the last line item in the middle of the purchase order in bold printing. They were developed to be a way to use traveling documents as a means of communication. 
 

Purchase order Line Item Detail

The bottom half of the PO entry screens is the real reason you are here. This is where you add the items that you need to purchase. Entering items on a purchase order is just like entering items on an order. Your curser will default to the first line; you can type your item number here or press F9 to go to the find item screen. There are also some hidden features here that are very useful. By right clicking on the line item field a new menu appears offering you the following menus:

• Detail Search – this will call the find item screen so that you can do a detail search of the whole TRX database of items.
• Properties – Clicking on the properties menu when there is an item on the line will take you to an item query screen for that item. This screen will give you all the costs and attributes associated to this item.
• Show Quantities – If there is an item in the line when you right click this screen will tell you how many of these items are on order, allocated, on hand and available for each warehouse.
• Substitutions – in item set up there is a tab that allows you to set substitute items for the parent item. If there are any viable substitutions for this item they will display on this screen as well as to what warehouse they are in.
• Help – never choose this option.

• Line Number – The line number of this PO
• AQ Line # - If a PO was from a project you will see the AQ Line # listed here
• ACD – ACD stands for Add, Change, Delete: If the line was added after processing, Changed or Deleted the appropriate symbol will be here. By clicking one time on the ACD icon next to the item description you can clear markings from the PO.
• Line item – Individual items that you would like to put to the order press enter. Type an inventory item or press F9 for a list.
• Description - This field will default in from the item setup but it can be changed here for the current PO only.
• Qty Received – If the PO has been received you will see the amount that have been received in this block.

QTY's and Cost Tab

• Qty Ordered - This is the field that you will add the qty that you are ordering.
• Unit of Measure Box - In the vendor tab of item setup there is a purchase unit declared this is the unit of measure that will default into this box. You can order any unit that is defined in the item setup's unit of measure tab. You can F9 for your options.
• Unit cost – is the amount you will be paying for the item based on the unit of measure that you have chosen when you press enter or tab the extended amount will populate. It is the calculation of how much you are ordering by the unit cost
• Warehouse – this is the warehouse you will be receiving the items into. If you have multiple warehouses make sure the correct warehouse defaults into this field.
• Tolerance – The cursor will skip over the tolerance field but it you need to limit the amount of item that are received over the ordered amount you can set tolerance. If you set a tolerance of ten percent on a ten-piece order the receiving department will not be allowed to receive over eleven items.
• Discount – if there is a discount percent on an individual item and not the whole PO you can add that here.

Projects/Drop Ship Tab

The second tab is conditional tab it will have different information for drop ship and project PO's. If this were a Projects PO this tab would have the information needed to tie the PO to a project. This information is created automatically when you create a PO using the create PO function inside of the material plan of a project.

• Project Number that the PO belongs to, its task, sub-task (which is set in project setup) will all populate at creation. There are also four check boxes that further define the PO and project relation.
  • Mark – Marks the PO with markings of the projects
  • Bill – Is this item to be considered billable
  • Freight – This check box will denote if the line item is a freight line item
  • Install – this check box will denote if the item is an install
• Tax which is a yes (Y) or no (N) option
• AQ Line item - The AQ line item and TRX line items are synonymous. Each project item will have a line item number and this is where it gets displayed on the Purchase Order if it is a project purchase order.

For PO's tied to orders the PO will show:

• Order Number – the order the PO line item is from, this will be a drop down field
• Line number – the line number of the order that this item is from
• Type – the type of PO gen PO-Drop ship PO or Auto PO

Dimensions

 
The next tab that you have on the line item detail section is the Dimensions tab. If an item has dimensions defined in the item setup they will populate into this tab. This information will be exported in a file that can be used by our UPS World Ship interface if you are using it. Items that do not have this information can be edited at INV > Enter change Item. The item weight will be for an individual item and the extended weight will calculate the total amount for the line item. The total weight of the order will be the summation of the extended weights. The weight, height, length and width can all be entered into this field. 

GL Accounts

Every transaction in TRX has a general ledger trail associated with it. The G/L accounts tab will let you see which general ledger accounts will be affected by this transaction when it is received. In the example above the receipt will trigger a debit to the 1200 inventory branch 1 account and a credit to the inventory accrual branch 1 account. Every PO receipt will hit an inventory account and an accrual account.  
The dates tab will hold the Date Promised and Date Expected, these dates default in from the PO general information that you have already entered but it can be changed if needed. If dates are entered here they will

Miscellaneous Tab

On the Miscellaneous Tab you will find the line comments that are imported in from the item setup and a check box that will determine if the comments will print on the purchase order or not. Also you will find the vendor's part number. On the item setup, vendors tab; each vendor has a box for part number, which is the number that will default into this box. 
Note: there is a setup function in purchasing setup that will default to the manufacturer's part number
If a vendors part number does not exist. 

Receipts Tab

 
The receipts tab is where you can see if the item has been received by whom and when the receipt happened. 

Revisions Tab

PO Revision Query

Open PO Query

The open PO Query screen is a Purchase order find screen dedicated to open Purchase orders.
After entering the screen all open purchase order will populate into this screen. They can be sorted by the options in the "Sort by" pull down menu and you can print copies of the PO directly from this screen.
PUR > Open PO Query

Above many of the columns there are empty white boxes, these are search fields, you can enter information or partial information with % signs and TRX will cull down your sort per your criteria. If you place 1304 in the vendor search box you will get all PO's cut to that vendor. But if you put 13% you will get every vendor that starts with the code 13.

Search Fields

• PO # - search field to find Purchase orders by PO number, this field is dark grey so you will be able drill down into this to open it in the PO query screen.
• PO Date – dates that PO's were created
• Expected Date – non-searchable field that lists when PO's are expected
• Vendor – vendor code that represents who the PO's are created for
• Vendor Name – description of the code, this is a non-searchable field
• Buyer – the buyer on the PO
• Project # - If the PO was created for a project the project will show here.

Note: A PO for inventory can have items from multiple projects so we will only show a project number if the purchase order is a drop shipment for that project.

• Project Name – A non-searchable field that shows a project name if there is one available.
• PO total – List the Total of the Purchase order, this is a searchable field.
• Printer Icon – Pressing this icon will print out the Purchase order.

Consolidate Purchase Orders

There may be times when you have multiple open Purchase Orders to a single vendor and you would like to consolidate them into one PO. This can be done for any Purchase Order that has the same shipping address in the consolidate Purchase Orders screen.
PUR > Consolidate Purchase Orders

When entering the Consolidate PO screen you will be asked for the PO that you would like to move items from, press the F9 for a list of available PO's. Next you will be asked for the PO you would like to move items too, Pressing F9 will bring up a list of PO's that are made to the same vendor and destination as the source PO. The line items from the Source PO will be listed below in the detail section; you can place a check next to any item that you would like to move.

• Source PO – The PO you are moving items from
• Destination PO – The PO you are moving items too.

Press the lightning bolt to start the consolidation process you will be asked if you would like to proceed and if successful you will be asked if you would like to view the destination PO.

Upon viewing the new PO you will see the items that were add have changes marked on them, see below the last item says add. By pressing the "ACD" icon on the line item you can remove these markings.
 

PO Export

This screen is a means of exporting specific PO information from purchase orders out of TRX in a Text file (.txt) format that can be opened in TRX
 

PO Generator

The purpose of the purchase order generator is to analyze current inventory stock levels and compare to the minimum on hand quantities for each item and make a suggestion as to what is the necessary order quantity. When items fall below the established minimum inventory levels the generator will use either the order quantity or the (minimum qty – qty on hand) to determine how much of an item to purchase. Additionally, if the vendor record has a different unit of measure to purchase, the order quantity will be converted accordingly. 
There is a feature enhancement license to the PO generator that can be activated that will tie purchase order items back to the sales orders from which they came.
PUR > PO Generator

The PO Generator will open to an options screen it is here you tell the system what vendor and item/warehouse parameters you would like evaluated.

• Consolidate into Warehouse – This option is for those users that have multiple warehouses and use one of them as a distribution warehouse. You should choose your distribution warehouse in this field.

If chosen all item information for the warehouses that you chose to evaluate will roll up into one line on the PO generator screen rather than having multiple line items per warehouse. The other advantage to this all items ordered will roll up to one on the purchase order and be delivered to one warehouse.

• Starting and Ending (Buying Groups) Super category - This field says Buying group in the demo screen but that "Buying Group" is the demo company super category, if you do not have one set up (and most don't) this option will not be here. The single vendor requirement will over ride this so it is not advisable to set up a super category just for PO generator.
• Starting and Ending Category – the PO generator can be limited to a category of items or a range of categories. So if you only wanted to put together a small wares order for a vendor you could.
• Starting and Ending Class – Same as category allows you to limit your search even further
• Starting and Ending Item – You can limit the PO generator to an item or a range of items.
• Starting and Ending warehouse – You can search a single warehouse or a range of warehouses in both regular and consolidator mode. The warehouse also has a list function for hub and spoke distribution systems; you can build a list of warehouses that are not necessarily in order.
• List – this will allow you to create a customized list of warehouses for stocking.
• Do not include zero QTY – Checking this check box will limit the PO Generator to displaying only what you need to order and strip out any items that have a zero order amount. There is an item attribute called "Include on PO Generator" that will override this choice, so even if in general you would like only needed items pull up on the PO generator you can override that for specific items.
• Buyer – A buyer must be declared as it is required on each purchase order.
• Vendor – The vendor that you are would like to place an order for. The Purchase Order Generator will only evaluate one vendor at a time.
• Continue – Pressing this icon will start the PO generator to evaluating the criteria you entered. Depending on the size of your search set and historical data this may take some time.

PO Generator Screen

Once you have run the parameter selection screen, TRX will deliver its suggestions to you. These are just selections no Purchase Order has been cut and you can edit any of this information that resides in a white box.

• Vendor – The vendor and vendor description are fields that default in you cannot change the vendor until you re-run the PO generator.
• Sort – When running the Purchase order generator for multiple warehouses without the consolidator function you can choose to have your items display by warehouse or by item order. Item is chosen in the example above and you can see that the info from both items is next to each other for evaluation.
• Item – The inventory item that is being evaluated for ordering, note the highlighted item is shown as raised to help you keep track of what you are evaluating. Each item has 5 tabs of information for you to review. Also if you right click on a highlighted item you will get an inventory breakdown of all warehouses, this is the basic form of information that you get from the quantities tab, but if you are using the consolidated function you will need this as the items will be rolled up.

(Screen you get from right clicking on an item – it will show you a break down by warehouse.)

• Warehouse – The warehouse that the item resides in
• Prefer check box – When this check box is checked the vendor that is being evaluated is the preferred vendor for this item. An item can have multiple vendors.
• Minimum Order – This is vendor specific information that is defined in the AP Vendor setup screen, the lowest dollar amount that you can order.
• PPD Freight $ - The dollar amount needed on a PO to capture free freight from a vendor, this is also setup in vendor setup
• PPD Freight Qty – minimum quantity needed to reach a free freight level with the vendor, set up in vendor setup.
• Total PO $ - the total the PP will be if you create it at this point.
• Total PO QTY – the total of the items that would be on the PO if you created it now

Ordering Tab

The order tab will show the suggestions that TRX has made based on your inventory levels and allocated back orders. These are just suggestions that you can edit at this point no purchase order has been created yet.

• Item Description – the description that defaults in with the item number cannot be edited here but can be if you create a Purchase order.
• Unit – Unit of measure for purchasing, this will default in from the vendor tab of the item, you can use F9 to change it.
• Quantity to order – This is the TRX suggestion of what to order, the number itself will be based on the amount to order amount setup for that item on the warehouse tab and the purchase unit of measure.

Example: If an item has four in inventory, no allocations and it has minimum quantity of eight, TRX would tell you to order four more. However if that item also had an Order Quantity of six on the warehouse tab then TRX would tell you to order 6 and raise the inventory to ten items. TRX would then look at the Vendor tab and if it noticed that the vendor purchase unit was a dozen it would suggest that you order one dozen.

• Stocking quantity – The minimum quantity to stock for this item, this is set up on the warehouse tab of the item. TRX can calculate and update this number based on your historical usage in the usage tab of the PO Generator and the Purchase Assistant screen.
• Order check box – If this box is checked when you process this screen to create a Purchase order this item will be included, Check to create PO.
• Unit Price – The unit price of the item based on the most current price data.
• EXT Cost – The extended cost which is the unit price times the quantity to order.

Quantities

This tab will show the quantity breakdown per item for a specific warehouse. This wills also shows you the Stock orders and allocations vs. the total orders and allocations. This is an important distinction as you want to order for inventory based on the stock quantities. (Total ordered/allocated – what was ordered/allocated for direct ship items – drop ship items will not affect stocking levels)

• Quantity on Hand – Amount of items currently in your inventory
• Quantity on Order – the total amount of items on purchase orders already
• Stock Quantity on order – the amount on order that will actually affect the inventory levels (drop ship orders removed)
• Quantity Allocated – The amount of items that are currently allocated to orders or projects
• Stock Quantity allocated – total allocation that will affect the inventory levels (Drop ship Orders Removed)
• Minimum Stock Quantity – the set minimum quantity for this item from the warehouse tab
• Quantity to Order – the suggested order amount from the ordering tab

Example of stock quantity on order vs. all quantities on order
If you were just to look at the quantity on order and you have an item with a minimum inventory amount of 20 and there are currently 16 in inventory and ten on purchase orders. Standard convention says you are okay, however what you did not see is that nine of those items on purchase order are direct ships to client sites and will not affect your inventory so you are actually low on stock amount as only one item is ordered to replenish your Inventory stock. If you had evaluated your Stock Quantity on order you would have seen you only had 1 item ordered to boost inventory and would have placed an order for more. TRX will do this automatically but you should have the data in front of you when verifying TRX's suggestion.

Usage History

The usage history tab will give you an at a glance view of the amount of the item that has moved in and out of your inventory over a set period of time. This screen will also calculate a new minimum average usage for you and allow you to adjust to account for monthly standard deviations. Pressing the update icon will update the minimum quantity that is on the warehouse tab for this item.

The usage history will be for the item with the raised view. You can choose the amount of months that you would like to see the history for by changing the last months query box.

• Items – The item that has the raised view will be the item that you are evaluating in the Usage History tab.
• Show Last – How many months of history that you will want to evaluate.
• New Minimum Quantity – You will be able to set the minimum quantity on the warehouse tab for this item by:
  1. Recalculating and accepting the new amount by pressing the Update min icon.
  2. Adjusting the amount manually and pressing the update min icon
• Calc min – Will re-evaluate the minimum quantity to hold in this warehouse based off the usage history.
• Update Min – this icon will update the minimum amount of inventory to carry that is stored in the inventory change, warehouse tab.

Note: when checking usage if you have chosen the "consolidate" into warehouse feature you will have the option of seeing the usage for each warehouse.

Sales Orders

The sales order tab will show you all orders that this item is currently on and let you drill down to see the specific orders. This will tell you what is scheduled to leave your inventory for this warehouse.

• Item – the raised item is the item that we will be evaluating the sales orders for.
• Allocation date – the date that the allocation was made against your inventory
• Quantity – The amount that was ordered/allocated
• Customer – the customer on record for this order
• Order number- the order number that the item is on, you can drill down into this order by double clicking on it.
• Date expected – date that the order is expected to be delivered
• Date Promised – the date from the order that was promised for delivery, this is an optional field.
• Pending – will be checked if this is a quoted item and not an actual order

Purchase Orders

The purchase Tab will show you all the Purchase orders that have been written for this item and are scheduled to enter into this warehouse.

• Item – the raised item is the item that we will be evaluating the purchase orders for.
• Order date – Date the purchase order was cut
• PO# - the number of the purchase order that this item is on, you can drill down into this field to see the actual purchase order.
• Vendor – that this item is ordered from per purchase order
• Quantity – the amount that is on order

Note: The order and purchase order tab will show both drop ship and inventory orders 

Creating the Purchase Orders

After completing the PO generator and finalizing what you would like to order you can press the lightning bolt icon to create your purchase orders directly from this screen. After creating the purchase order TRX will give you the purchase order and give you the option of going to create purchase order screen to review and process it. From here you press the lightning bolt Icon again to create the new purchase order.

 

Purchase Assistant

The Purpose of the Purchase assistant is to calculate the minimum inventory quantities and lead times required to maintain an inventory balance without over stocking. The Purchase assistant works together with the PO generator to automate inventory replenishment cycles. 
PUR > Purchase Assistant 
 
 

Using the Purchase Assistant

In order to use the Purchase assistant you must chose the parameters to evaluate.

• Starting and ending product Category – choose range of categories or leave blank for all
• Starting and Ending Class – chooses range of classes or leave blank for all.
• Starting and ending item – choose range of items or leave blank for all
• Starting and Ending warehouse location - Choose the warehouse you will be establishing minimums for.

NOTE: If an item can be stocked in multiple warehouses it will show up on the report for each warehouse. It is advised to only choose one warehouse at a time.

• Vendor – currently it is mandatory that only one vendor be used at a time in the purchase assistant.
• Usage months – this is the time frame of your search. It will default to six months but you can change it to whatever time frame is needed.
• Extra Percent – extra percent is the "Safety Stock" that you will like to build in. This number will add to the minimum quantity.

After adding the parameters that you would like to run you must press the continue button to start the process. The Purchase Assistant will evaluate the daily usage for a given time period. It will take this daily usage and determine the minimum stock to have in inventory so as not to run out, based on the historical usage. This minimum quantity is figured per item and per warehouse and can be found on the warehouse tab of the Inventory query menu. It is used by the PO generator to decide what items need to ordered for each vendor to maintain perpetual inventory. 
Example: You need to know how many STDINV-100 to keep in inventory so as not to run out and yet not have stock sitting on the shelves for too long of a time. The Purchase Assistant will add all of our STDINV-100 sales over a six-month period and divide that by the 180 days to get a daily sale rate of 11.5 units. Based on 11.5 units a day the Purchase assistant will recommend we keep 138 units on the floor at a minimum. It will also figure in any extra percentage of safety stock that we may want to keep. In this example we would like an extra 5% so our minimum quantity will jump to 145. This number can be fed into the PO generator for auto ordering.

The Purchase Assistant Screen

 
The second screen of the Purchase Assistant will give you it's "recommendations". The top half of the screen will summarize what you chose to evaluate and also has icons to work your data some more.

• Vendor – The vendor that you chose to evaluate
• Usage months – The period of time that you chose to look back through
• Extra percent – the amount of safety stock that you chose to build into you evaluations.
• Apply icon – If you decide that you would like to re-evaluate the data with different usage months or percent extra you can change the amount and press the apply button to re-figure the recommendations.
• Calculate Reorder QTY – This icon currently will change the reorder qty to match the minimum qty.

Note: in a future release this button will factor in vendor order qty and UOM to decide the min QTY to order.

• Update Inventory – This icon will make the Purchase assistants recommendations and your changes real, by updating the items warehouse tab MIN QTY amount. This new amount is what will feed into and drive the PO Generator.
• Update and Generate PO – Does the same as update inventory but takes you directly to the PO generator when done.

 
The lower half of the second Purchase Assistant screen is the actual recommendations. It will list the item, description and its daily and periodic usage, old and new lead times, min quantity and reorder quantity. Any of the white boxes can be changed and they will re-calculate the line upon pressing enter. (Not tab)

• Item – the item that is being evaluated
• Description – the items description from item setup
• Usage daily – historically the amount used over specified period of time
• Usage Period – The amount used over the period specified.
• Lead Time: Old – Lead time before running of purchase assistant (this is a good way to spot sales trends)
• Lead Time: New – This is the average amount of time from PO generation to PO receipt for all PO in the specified time period. This number can be changed and the line will re-calculate upon pressing enter
• Extra Percent – The amount of safety stock to build into your minimum quantity to account for volatility this number can be changed and the line will re-calculate upon pressing enter.
• Min QTY: Old – Minimum quantity before running the Purchase Assistant
• Min QTY New – The new minimum Quantity based upon the information that you fed into the Purchase Assistant. This number can be changed and the line will re-calculate upon pressing enter
• Reorder QTY: Old – The old number of items to order that would be placed on a purchase order when run through the PO generator.
• Reorder QTY: New - This is the new default amount that will populate to purchase orders when they are automatically generated. This number can be changed also.

The extra percent will allow you assign how much of a cushion you want to keep so you can handle spikes in inventory flow. 

Advantages

• 1). Limit the amount of backorder items
• 2). Avoid rush charges and customer dissatisfaction
• 3). Minimize your inventory and enhance Just in Time Delivery cycles
• 4). Use with PO generator to manage consolidated freight discounts.

Cancel PO

The Cancel Purchase Order screen is used for canceling purchase orders either not received or partially received. From the Purchasing menu select Cancel PO. You will not be able to cancel Purchase orders that are tied to orders via Drop Ship, Gen PO or Auto PO without first breaking the tie to that order. 
PUR > Cancel PO
 

• Project number – You can limit the choices of Purchase order available to you in the F9 search of the next box by choosing a project that the Purchase order is tied to.
• Purchase order – This is where you enter the purchase order that you are trying to cancel
• Cancel Date – the date that you want to have as a cancel date on the PO
• Comments – You can create comments that will print on the cancel PO, most would use this document the reason for cancelling the PO.

Once you have entered the PO that you would like to cancel you need to press the Cancel the PO icon. If the PO can be cancelled you will get a message saying the process has been completed. If the PO is tied to drop ship order, a Gen PO order or auto PO order you will get a message giving you instructions on how to break the tie to the order.
 
 

Vendor RMA

When items are miss-received or the wrong or broken items are shipped to you from a vendor you will sometimes need to return the items. The return process in TRX is the Vendor RMA, this is where you can select item and create an audit trail for sending them back to the vendor that sent them. 
On the operations level a Vendor RMA will remove items from your inventory account and your physical inventory at processing of the vendor RMA. We remove from inventory so we do not throw your valuation off as these are items that you can no longer sell. 
On the GL side we remove from the inventory GL account and place the value in a Vendor RMA Inventory account. This done as you no longer have possession of the item but the vendor has yet to receive it, to relieve your liability. This account will show on your balance sheet when set up correctly. 

Enter VRMA

The New Vendor RMA Entry screen is used to enter all information about items that are being returned to the vendor. You can list as many items as necessary to return to the vendor on the item detail section. 
PUR > Vendor RMA | Enter VRMA
 

• Vendor – enter the vendor number of the vendor that you will be returning the items to.
• RMA Number – This number is usually assigned by the vendor so you will have to enter the number manually
• RMA Date – Date the RMA is created if you leave the field blank it will default to the current date
• Ship to – this information will default automatically from the Vendor information but may be changed if needed, F9 will bring up a list of options
• Date Expected - automatically defaults to two weeks from the RMA Date – this may be changed if necessary (this is the date you expect to receive replacement items or a credit)
• Warehouse – The warehouse that these items are being returned from
• Ship Via - Enter the method of Shipment being used to return the item in the Ship Via field
• Comments – place where you can enter comments about the item(s) being returned

• Item - Enter the Item being returned or press F9 for a list of items
• Original PO - number of the PO that these items were received from, press F9 for a list of purchase orders on which this item has been returned or leave this field blank if you do not have the PO number. The unit cost will be attached to the cost of the PO it was received from.
• Return Quantity – the amount of the item that you will be returning.
• Unit – The Unit of Measure that was on the original Purchase order, this can be changed
• Unit Cost – This will also default in from the original Purchase Order, if you change the unit of measure the cost will change accordingly.
• Extended Cost – The extended cost will be calculated by TRX

The Inventory G/L, RMA G/L, and Unit Price will default in after entering the Item to be returned

• RMA Reason - Press F9 for a list of codes, this must be one of the pre-defined reasons from the Purchasing Special Functions menus

The vendor RMA is a batch process entry screen so you will have to press F10 to save the information and then leave the screen to the Process Vendor RMA screen. 

Process VRMA

The Process Vendor RMA's screen processes all RMA is that have been entered into the RMA Entry screen. You can leave all the fields blank on this screen to process all RMA's that have been entered by your User ID or you can enter a specific date range, vendor range or RMA range to be processed. Removing your user ID will process all Vendor RMA's that were created by all users. 
PUR > Vendor RMA > Process VRMA
 

• Starting and Ending RMA Date - this is the date entered for the RMA in the RMA entry screen. Leave the date fields blank to process ALL RMA dates
• Starting and Ending Vendor – Vendor code to process leave blank to process RMA's for all vendors
• Starting and Ending RMA # - enter an RMA number or a range of numbers, you can also leave blank to process all vendor RMA's
• User ID – you can process the RMA's for a specific user ID or remove the ID for all vendor RMA's

Once you have entered your information you can press the Process Transactions icon to process the RMA's. A The Purchasing RMA Entry Processing Report will display on the screen Press the Print icon to print a hard copy of the report for review. The system will ask "OK to process purchasing RMA's?" Press "Yes" if you want to process (after processing "the processing completed successfully" message should appear on the screen). If you choose No none of the RMA's will process and you can go back and make any necessary changes. 
 

Query VRMA

The Vendor RMA Query screen is used to make changes to a RMA's status for those that have been entered and processed. In this screen you can change the RMA Date, Ship To, Date Expected, Date Canceled, Date Received, Warehouse, Ship Via and Comments field. This is the only blue screen in TRX where changes of this magnitude can be made. This is also where you cancel or close Vendor RMA's by applying dates in the date cancelled or date received field.
PUR > Vendor RMA | Query VRMA

This is the only blue screen in TRX that you can enter information and have the status of the underlying data change. Upon entering this screen you need to enter a Vendor RMA Number, the F9 function will not work in this screen. Press the tab or Enter key and any info on that VRMA will populate.

• RMA Date – The Date the VRMA was created, this can be changed in this screen
• Vendor Number – This is the vendor that the items will be returned to, this information cannot be changed from this screen.
• Voucher – If there is a voucher associated with this return it will display in this field, you will be able to double click on the voucher number to see it in a voucher query screen.
• Ship TO – The address this item will be shipped to usually the vendors address but it can be changed.
• Date Expected – This is the expected date that the items should reach the vendor, this can be edited.
• Date cancelled – Putting a date in this field will effectively cancel the Vendor RMA.
• Date Received – Putting a date in this field will close a vendor RMA as completed.
• Warehouse – This field cannot be changed it is the warehouse that the items are being returned from.
• Ship Via – How items are being shipped back to the vendor, this can be edited here
• Waybill – if there is a way bill number it can be added or changed here
• Comments – Any comments that were made on the vendor return will display in this box and the can be edited.

Note: You do not need to process the order again after making changes. 

Cancel Vendor RMA

Using this screen will return the items on the RMA back into inventory. This will reverse the accounting trail and move inventory from RMA inventory account to the regular Inventory account. 
PUR > Vendor RMA | Query VRMA

• RMA # - Enter the RMA Number that is to be reversed
• Cancel Date – Enter the cancel date of the Vendor RMA

Reports

Reports

• Cancelled PO's
• Cancelled Vendor RMA's
• On Order summary
• Open by Item
• Open Purchase Orders
• Open Vendor RMA's
• Purchase Advice
• Purchase Items
• Receipt Reports
• Receipt by waybill
• Uninvoiced Receipts
• Vendor analysis

Cancelled PO's

The cancelled Purchase orders report will give a listing of all the Purchase orders that have the status of Cancelled in TRX. This report can be pulled by vendor or date, and can be sorted a few different ways.
PUR > Reports > Cancelled POs

• Starting and Ending Vendor – this report can be pulled by vendor or by range of vendors.
• Starting and Ending Cancel date – Trx will track the cancel date and these reports can be pulled by the cancel date or range of them
• Sort By – You can sort this report Vendor Name or Number the PO Number or the Buyer.

Cancelled Vendor RMA'S

The Canceled Vendor RMA's Report will display all RMA's that have been canceled for the vendor and date range specified. It will list for each RMA, the RMA number, date canceled, reason cancelled and total RMA value. 
PUR > Reports > Cancelled Vendor RMA's

• Starting and Ending Vendor – This report can be created by a specific Vendor or a range of them.
• Starting and Ending Cancel Date – date range that the cancel date of the vendor RMA should fall into

On Order Summary

The On Order Summary Report lists all items that have been ordered, a description of the item, the quantity ordered, quantity received, quantity rejected, and outstanding quantity. 
PUR > Reports > On Order Summary

• Starting and Ending warehouse - The report can be created by a specific warehouse or by a range of them
• Starting and Ending Vendor – This report can be created by a specific Vendor or a range of them.

Open by Item

This report will give you a listing of items that are on Purchase orders but not yet received. The advantage to this report is you can print it out for your receiving dock in the morning and they will know all possible items that may be arriving and the PO they are assigned too. This report can also be sorted by expected arrival date. 

• Starting and Ending Date - select a date range from the drop down menu, enter a custom date range
• Starting and ending Item – you can print out a specific item or range of items.
• Starting and Ending Vendor – This report can be created by a specific Vendor or a range of them.
• Sort by – this report can be sorted by item or expected date.
• User id – Removing the user id will give you Open items by all buyers.

Open Purchase Orders

This report prints a listing of all open Purchase Orders by Vendor, Vendor Number, Buyer or PO number. The report lists each purchase order that has items that have not been received and the detailed information associated with that PO. This is an important report to track as you want to make sure that you do not have open PO's that should be closed. It is used in the month end close process.
PUR > Reports > Open Purchase Orders
 

• Starting and Ending Vendor - press F9 for a list of vendors or leave blank for All
• Starting and Ending Buyer - press F9 for a list of buyers or leave blank for all.
• Starting and Ending Ship To - press F9 for a list of "ship to's" or leave blank for All.
• Starting and ending Item – If you only need to search for to see if an item is on an open PO you can use this option.
• Project – choosing a project will show you all open PO's associated with that project
• Starting and Ending PO Date - select a date range from the drop down menu, enter a custom date range
• Summary - A basic report without line item detail will be generated if you choose the summary option.
• Sort By - select the sortation from the drop down menu: Buyer, PO Number, Vendor Name or Vendor Number
• User ID – this report can also be pulled by the User ID that created the PO

Open Vendor RMA's

Printing this report out will give you a list of all your open Vendor RMA's for a vendor. Leaving the Vendor fields blank will give you a listing of all vendor RMA's. Checking this listing should be part of a routine month end close process. 
PUR > Reports > Open Vendor RMA's 

• Starting and Ending Vendor – This report can be created by a specific Vendor or a range of them.

Open Prepaid PO's

Purchase Advice Report

The Purchase Advice Report looks at inventory levels to determine what quantities need to be ordered, of a specific inventory item based on the quantity on hand, on order, allocated and available. It then will determine the quantity to order by looking at the minimum, maximum and recommended order quantity for the item, which is set up in the Inventory Entry screen. This report is paper version of the PO generator and really should not be used once the PO generator operational. 
PUR > Reports > Purchase Advice Report

• Starting and Ending Category – The report can be created by a specific Item category or a range.
• Starting and Ending Class – The report can be created by a specific inventory class
• Starting or Ending Item – This report can be created by a specific item or a range of items. Lists of items can also be created and saved.
• Starting and Ending warehouse - The report can be created by a specific warehouse or by a range of them.
• Starting and Ending Vendor – This report can be created by a specific Vendor or a range of them.

Note: This report can be a very long report to compile and one should give thought to time constraints before creating this report for more than one vendor at a time. 

 

Items Below Minimum Report

Purchase Items

The Purchased Items Report displays all items that have been purchased by means of purchase order. The report displays the PO number, date, item & description, warehouse location and other information associated with the purchase order. This report is good for reviewing items that were received into your inventory.
PUR > Reports > Purchased Items

• Starting and Ending Date - defaults to the current period or create your own custom time period.
• Starting and Ending Warehouse - press F9 for a list of warehouses or leave blank to accept all warehouse receipts
• Starting and Ending category – This report can be created by inventory Category or range of categories
• Starting and ending item – This report can be used to check the receipts of specific items or a list can be created and saved.

Receipts Report

The Receipts Report displays all purchase orders that have been received with detailed information on the purchase order such as the PO Date, Item, Item Description, Quantity Received, Purchase UOM, Unit Cost, and Amount. This report can be created to sort by Vendor, Manufacturer or category.
PUR > Reports > Receipts Report

• Receipts by – this is a pull down menu that will allow you to view receipts by the vendor, Manufacturer or item category
• Starting and ending receive date – the date range in which the items were received
• Starting and Ending Vendor - you can pull this report by a single vendor or range of them
• Starting and ending manufacturer – this report can be printed by a single manufacturer or a range of them.
• Starting and ending category – This report can be pulled by an item category or a range of them.

Receipt by Waybill

Any time a receipt is made in the Purchasing receive items screen a way bill is created. You have the option of assigning your own number or TRX will automatically create one for you. The waybill is what allows TRX to tie the receipt to a PO for vouchering in AP. A PO can have multiple Waybills if its items are received at different times. This report will list the items as they were received by waybill. You can also use this screen to reprint box labels for waybill that have been received.
PUR > Reports > Receipts by Waybill
 
To reprint Waybills you will need to choose a starting and ending waybill, after you do this you will be able to choose a label format radio button and then press the printer icon to reprint the labels. If you do not choose a label format you will get the normal receipts by waybill report. 

• Starting and Ending Vendor - press F9 for a list of vendors or leave blank to print ALL vendors
• Starting and Ending PO's – You can pull this report by PO or range of PO's leave blank for all.
• Starting and Ending Waybill – This report can be pulled by a single Waybill or range of Waybills, leave blank for all.
• Starting and Ending Project – Waybills can be pulled by project or range of project.
• User ID – By entering a user ID you will only get waybills created (Items Received) by this user, leave blank for all.
• Starting and Ending Date – This report can be pulled by a range of dates.

Uninvoiced Receipts

The Uninvoiced Receipts Report provides a listing of all purchase orders that have been received but not yet vouchered for payment. This is report is important to the month end and day to day management as it is important to know what you have in your possession that you have not yet paid for. We suggest that you review this report on a regular basis.
PUR > Purchasing Reports > Uninvoiced receipts

• Starting and Ending Vendor - press F9 for a list of vendors or leave blank to print ALL vendors
• Starting and Ending Buyer - press F9 for a list of buyers or leave blank to print ALL buyers
• As of Date - this will pull Uninvoiced receipts based on the invoiced date, this means if you choose a date your will get a report of what was Uninvoiced on that date – even if it is invoiced now.

Vendor analysis

The Vendor Analysis Report displays detailed information for purchase orders that have been received from a particular vendor. This report provides the ability to compare quantities ordered vs. quantity received, PO cost vs. Invoice Cost, Invoice Amount and the Variance.
PUR > Reports > Vendor Analysis

• Starting and Ending PO Date - choose a date range from the drop down menu or type your own range in, this can be left blank for all PO's
• Starting and Ending Vendor - press F9 for a list of vendors or leave blank to print ALL vendors
• Starting and Ending Vendor type – Leave blank for all Vendor types this can be useful for looking at only buying group vendors.
• Summary Version – A second version of this report that has less data can be obtained by checking this box.
• Sort and Page Break by Ship to - If choosing to print the summary version of the report we have added a new option to sort and page break by ship to drop ships are grouped by vendor with this option selected.
• Branch/Page Break by Branch - When the branch management system is active you will be able to print this report by branch and if needed page break by branch.

Vendor Period Compare

Rebate Tracking

Purchasing Special Functions

Every Module has setup screens that are available to power users that allow TRX to be molded to an individual company. The Purchasing Special Function screens are used to set up purchasing control functions such as automatically numbering the number of days Purchase Orders are valid, entering all buyer information, reject reasons to be used when receiving items and ship to information. Set up of these areas must be complete before you can begin processing information in the Purchasing module. 

Buyers

All Purchase orders in TRX are required to have a buyer associated with them. A buyer is considered to be the purchaser who created the Purchase order. Not all companies have or utilize dedicated purchasers so it is possible to have the salesperson default as their own buyer or have one dedicated buyer for the company. In each case that user must be defined as a buyer first in this screen.
PUR > Purchasing Special Functions > Buyers

• Buyer – This is the code or initials that the buyer will be known as, keep this short for ease of entry.
• First Name – the real first name of the buyer
• Last Name – The real last name of the buyer
• Phone – Phone number of the buyer number of the buyer, this will show up on reports and in auto emails
• Fax - Fax number of the buyer
• Active – Only active buyers will show up in reporting and F9 queries.

Note: TRX has a strict audit trail and once a buyer is used on a PO they can never be deleted as we need to keep them defined for historical purposes.

• Warehouse – this is the buyers default warehouse or the one the buyer will most often be purchasing for, on Purchase orders this can be changed by pressing F9 for a list of warehouses.
• Email Address – This email address will be used on reporting and will factor into a future email module.

Ship to Addresses

This screen is used to enter the names, addresses and other information needed regarding the person(s) who will be receiving the purchased items. This code is entered in the Purchase Order Entry screen and will be printed on the Purchase Order to identify to the vendor the shipping address for the goods ordered. Most often used for warehouse locations, Fabricators, Bonded Warehouses or even installers.  This is the only way to be able to change a ship to on a PO that is not a Drop Ship.
PUR > Purchasing Special Functions > Ship to address entry/query

When creating a new Ship to address you can type the information directly into screen or use one of the two icons to auto fill information for you.

• Use Vendor Contact – Pressing this icon will bring up the vendor find screen so you can search for a vendor's contact information. Once you find a vendor that you would like to use as your shipping contact double click on it and TRX will use the contact info to create a new ship to contact.
• Use Company Info – This icon will replace the contact address with the address information of your company.

Reject Reasons

The receive items screen in purchasing has a box to allow you to reject items. Using this box will edit the PO for vouchering and when applicable close Purchase orders. For audit purposes every time an item is rejected there must be a predefined reason attached. This is where those reasons are defined.

• Reject Code - This is an abbreviation or number that will appear in a list of values in the PO Receipts screen
• Description – this box defines the reject code.

User Defined Validation

Vendor User Defined Validation is selected when setting up the Purchase Order Setup. If you select user defined fields and elect to use a list to validate them when entering purchase orders, you will need to set up the Vendor User Defined Validations. 
PUR > Purchasing Special Functions >PUR Definitions | User Defined Validation tab

When you check the "validate" check box next to a vendor flex field in vendor flex field set up, whatever that flex field is will become an option in user-defined fields. That defined field will need to have its options applied to it, the code and description that makes up those options. Once set up and a vendor are entered the flex field you created will have a drop down box and require a selection from the list of options you created.

• User Defined Field – the flex field name
• Code – each code represents an option for the flex field pull down menu
• Description – the long description of the code

Purchasing Setup

Every module has a control screen that allows you to choose how TRX Enterprise™ will function for your company. It is these screens that will mold TRX to suit your operating style and niche markets. I will give a brief over view of each option you have so that you may be able to make an informed decision as possible for company setup. Some setups are more involved than others but all are important and will require some fore thought. Most decisions can be changed upon, during and after training period as needed. 
PUR > Purchasing Special Functions > Purchasing Setup
 

• Number of days you would like PO's to be valid: You can set you PO to not be valid after x amount of days. There is no real rule here, in general most of our clients will choose between 90 and 180 days.
• Automatically number Purchase orders: Checking this box will tell TRX to automatically assign the PO numbers to new purchase orders. For a starting PO number it is okay to use your company's current numbering scheme when starting out. However it is advised to make sure your PO numbering and order numbering have different amount of digits. Example start PO numbering at 10000 and order at 500000.
• Automatically number vendors: Same concept of automatic numbering for new vendors we recommend keeping your vendor and customer numbers in different ranges.
• Print PO comments on purchase orders: check yes if you would like comments from your comments tab on the purchase order screen to print on the Purchase Order. This is not to be confused with the individual line item comments they will be controlled separately.
• Use manufacturer's part number when there is not a vendor Part number available: Some items will come from AQ or other sources without a manufacturer's part number. In those instances you have the option of substituting the vendor part number on forms or reports (checked) or not listing a number (un-checked)
• Batch Process New Purchase orders. By choosing (checked) you will be electing to turn off the process PO button from the enter new PO screen and require you to process new PO's all at once (as a batch). This function was added for companies that need a senior member to sign off on Purchase Orders. For the most part most would choose (unchecked) so they would not be locked into batch processing. You will be able to still batch process if you choose N it will just not be mandatory.
• Batch Process PO Receipts Same concept as batch processing new Purchase orders (checked) Will limit you to only batch processing (unchecked) will give you the option.
• Run Location Report when receiving PO's. The location report is a report that will print out after receiving a Purchase Order that will tell the stockers where the item is located in the warehouse. This report is for companies with large inventories and warehouses and aids in the speed in which items are put away. If you do not have a lot of inventory or a big warehouse you will find this report to be an annoying waste of paper. (Unchecked) will print the report after every PO receipt.
• Exclude items that have zero boxes entered – If you are tracking boxes and an item (such as voltage) does not have any boxes associated with it; the item will not print on the location report.
• Print Item Labels on Receipt: Item labels are essentially price tags for point of sales show rooms. If you have a large POS operation you can set up a separate printer to automatically print the item label for the items as they are received (checked) will turn this function on.
• Enable Voucher on Receipt: This is another level of automation for smaller companies that should be approached with caution. By checking the box; when items are received an AP voucher will be created automatically to the vendor based on what was received. If checked you will also you will have a second option available to you to have that voucher displayed.
• Track boxes on receipt: This is an inventory control measure that will require you to track and account for all individual boxes that come into the warehouse. (Checked) Will turn this feature on but be noted it is rather strict and will not be viable for most organizations.
  • Use standard unit for current costs in the Vendor Tab: This affects what is displayed in the vendor tab of an inventory item. If (checked) you will display the STD unit of measure cost. If (unchecked) the cost of the purchase unit of measure is shown in the vendor tab of the inventory item.
  • Track PO Revisions: For those companies that do a lot of project work and need to track purchase order changes we have created a PO revision option. This is rather detailed and we suggest gaining a level of comfort projects, change orders and purchase orders before making the plunge into PO revision tracking. If the box is checked it will turn this function on.
  • On Purchase Orders, use vendors: Current Cost or Last Cost On Purchase orders you will have an option of using either the last PO cost or the current cost based on the standard unit of measure.
  • On receipt email buyer with: This set up field is looking for a Template name. In the SYS menu we have an email templates screen that will allow you to create standardized reply emails for various functions throughout TRX. If you decide to utilize this optional setup you could create an email that will be automatically sent to the buyer to inform them that their item has been received.

Purchasing Default settings

• New Vendor Template: You have the ability to create new vendors in the Enter new PO screen or enter voucher screen. They are set up in AP > AP Special Functions > vendor templates. Here you may create a default vendor template that contains data that will be consistent for all vendors. It is a way to cut down on the repetitive work.
• Default RMA GL Account: RMA's are return merchandise authorizations in the Purchasing module it is the mechanism that we use to take items out of inventory to send them back to the vendor. The RMA GL account can best be viewed as a holding account. The item value will reside in this account when the item is no longer in your inventory (been shipped to the vendor but not received) but you have yet to receive credit for it as of yet.
• Default Buyer: All purchase orders must have a buyer associated with them. Buyers can be set up as a default for each vendor, but for those times when the vendor does not have one associated with it the purchasing default buyer will populate in.
• Default ship to: All Purchase Orders must have a Ship to address associated with them. Ship to addresses are set up in PUR > Special Functions > ship to addresses. As a general rule the first ship to address should be that of your main warehouse or address of your receiving department
• Default Ship Via: All purchase orders must have a Ship Via or means of shipping attached. We will create a ship via of BEST for you and set it as default this can be adjusted as needed after full set up or Ship Via in the PUR > Purchasing Special Functions > Ship Via screen
• Purchase Order terms and conditions. At a later time we will PDF you a copy of all POs and Invoices that can have terms and conditions applied to them. The placement and size limitations will be outlined for you, so you can send us a copy of the verbiage you would like added in these locations.