Purchasing Manager - Jobscope Manufacturing Software€¦ · Purchasing Manager JOBSCOPE Page 8 The Purchasing Cycle That You Want to Get Into When you have all the modules running,

Purchasing Manager User’s Guide JOBSCOPE ®

JOBSCOPE Purchasing Manager Copyright, Jobscope, LLC, 1996 - 2011 JOBSCOPE® Information in this document is subject to change without notice. Jobscope LLC makes no warranty of any kind regarding this material, and shall not be held liable for errors contained herein or for damages resulting from the use and performance of this material. The information in this document is protected by copyright. No part of this manual may be reproduced in any form without the expressed written consent of Jobscope LLC.

Purchasing Manager

JOBSCOPE Page 1

Table of Contents

Purchasing Manager ..................................................................................................................................... 6

The Purchasing Cycle That You Want to Get Into ......................................................................................... 8

Getting Started .............................................................................................................................................. 8

Setting Up for Purchasing ............................................................................................................................. 8

Table Entries for Vendors ......................................................................................................................... 9

Company Codes (Table 0001) ............................................................................................................... 9

Product Line (Table 2002) ................................................................................................................... 10

Vendor Classes (Table 3006) ............................................................................................................... 11

Quality Codes (Table 3007) ................................................................................................................. 12

Purchase Order Status (Table 3009) ................................................................................................... 13

Currency Codes (Table 3013) .............................................................................................................. 14

Terms (Table 7003) ............................................................................................................................. 15

Language Codes (Table Language Codes) ........................................................................................... 16

Outside Process Codes (Table OutsideProcessCodes) ........................................................................ 17

Modify Bank Codes ................................................................................................................................. 18

Vendors Mode ............................................................................................................................................ 19

Vendor Master ........................................................................................................................................ 19

Creating A New Vendor .......................................................................................................................... 22

Activities Tab ........................................................................................................................................... 26

Setup For Vendor Activities ................................................................................................................ 27

PO Items .............................................................................................................................................. 29

Invoices ............................................................................................................................................... 30

Quotes ................................................................................................................................................. 31

Inspections .......................................................................................................................................... 32

Vendor Mode Toolbar ............................................................................................................................. 33

Setting Up for Purchasing and Receiving .................................................................................................... 34

Configuration Settings ............................................................................................................................ 34

Table Entries for Purchasing and Receiving ............................................................................................ 42

Location Codes (Table 0010) ............................................................................................................... 42

Material Cost Categories (Table 3001) ............................................................................................... 43

Purchasing Manager

JOBSCOPE Page 2

Units of Measure (Table 3002) ........................................................................................................... 45

Buyer Codes (Table 3005) ................................................................................................................... 46

Inspection Codes (Table 3008) ............................................................................................................ 47

Planner Codes (Table 3015) ................................................................................................................ 48

VAT Codes (Table 7208) ...................................................................................................................... 49

Commodity Codes (Table 7211) .......................................................................................................... 50

VAT Country Codes (Table 7212) ........................................................................................................ 51

Mode of Transport (Table 7214) ......................................................................................................... 52

Terms of Delivery (Table 7217) ........................................................................................................... 53

Purchase Order Approvals ...................................................................................................................... 54

How It Works ...................................................................................................................................... 54

Setting It Up ........................................................................................................................................ 56

Approved PO Security ......................................................................................................................... 60

Ship Vendor ............................................................................................................................................. 63

Default Values in the Purchasing System................................................................................................ 63

Purchase Orders Mode ............................................................................................................................... 65

The Toolbar ............................................................................................................................................. 65

Entering a New Purchase Order .............................................................................................................. 70

Ship To Addresses ............................................................................................................................... 73

Shipping Purchase Order Items To A Vendor ...................................................................................... 78

Purchase Order Browse .......................................................................................................................... 82

Entering Line Items ................................................................................................................................. 83

Purchase To Section ............................................................................................................................ 85

Classification Section .......................................................................................................................... 87

Cost Section......................................................................................................................................... 89

More Than One Line Item for the Same Part ...................................................................................... 89

Editing Line Items In The Header Grid ................................................................................................ 89

Copy Item ............................................................................................................................................ 90

PO Report (Purchasing Worksheet) ........................................................................................................ 90

PO Report (Purchasing Worksheet) With Purchasing Exceptions Turned On ........................................ 94

Viewing Linked Invoice Numbers ........................................................................................................ 97

Receiving Mode........................................................................................................................................... 98

Purchasing Manager

JOBSCOPE Page 3

Receivings ............................................................................................................................................... 98

Short Requirements in Receiving ...................................................................................................... 102

Receiving Kitting .................................................................................................................................... 103

Lot Receiving ........................................................................................................................................ 107

Correct Lot Receiving ............................................................................................................................ 110

Unreceive Kitting ................................................................................................................................... 111

Short Requirements .............................................................................................................................. 113

MRP Mode ................................................................................................................................................ 114

Update MRP ...................................................................................................................................... 114

Calculate Min Max ............................................................................................................................ 117

Expanded MRP Report ...................................................................................................................... 120

Material Analysis ............................................................................................................................... 122

MRP Planning Horizon ...................................................................................................................... 124

Advance Purchase Requirements Mode ................................................................................................... 125

Creating APRs ........................................................................................................................................ 125

If You Already Have Work Orders ..................................................................................................... 126

If You Don’t Have Work Orders Yet .................................................................................................. 126

Entering the APR Work Order ........................................................................................................... 127

Entering the APR Item ....................................................................................................................... 128

Purchasing the APR Item ................................................................................................................... 128

Relieve APRs .......................................................................................................................................... 129

What it Does About Quantity Mismatches ....................................................................................... 130

Some Things to Think About ................................................................................................................. 131

Long Lead Items That Are Release Line Items................................................................................... 131

If the APR Item Is Already Received .................................................................................................. 131

RFQ Mode (Request for Quote) ................................................................................................................ 132

Creating the RFQ ................................................................................................................................... 132

Sending the RFQ to Vendors ................................................................................................................. 134

Updating the RFQ With Quote Information .......................................................................................... 135

Turning the RFQ Into A Purchase Order ............................................................................................... 136

The Toolbar Icons .................................................................................................................................. 138

Inspection Mode ....................................................................................................................................... 143

Purchasing Manager

JOBSCOPE Page 4

Inspect Stock ......................................................................................................................................... 147

Inspect Lot ............................................................................................................................................. 151

Planned Purchase Orders Mode ............................................................................................................... 152

MRP Explorer ........................................................................................................................................ 152

Views of Data .................................................................................................................................... 154

Selection of Data ............................................................................................................................... 154

Working With Dates and Assigning Unit Costs ................................................................................. 157

Creating Planned PO Items ............................................................................................................... 158

Toolbar Icons in MRP Explorer .......................................................................................................... 161

Other Things You Can Do In MRP Explorer ....................................................................................... 166

PPO Worksheet ..................................................................................................................................... 167

Assigning Vendors ............................................................................................................................. 168

Assigning Unit Costs .......................................................................................................................... 172

Creating the Planned Purchase Orders ............................................................................................. 173

Creating the Actual Purchase Orders from the Planned POs ........................................................... 175

Using Purchase Order Browse to Print the POs .................................................................................... 177

Toolbar Icons on the PPO Worksheet ............................................................................................... 178

Other Things You Can Do In PPO Worksheet .................................................................................... 179

Adding a PPO Item With No PO Number to an Existing Planned Purchase Order. .......................... 181

Working With the Columns ............................................................................................................... 182

Right Clicking on the Part Number Field ........................................................................................... 183

Internal Requisitions Mode ....................................................................................................................... 184

Setting Up For Internal Requisitions ..................................................................................................... 185

Entering a New Requisition ................................................................................................................... 186

Copying an Internal Requisition to a Regular Purchase Order ............................................................. 188

Correct Job Purchase Cost Mode .............................................................................................................. 190

Outside Processing .................................................................................................................................... 194

Setting Up for Outside Processing ........................................................................................................ 195

Category Code for Outside Processing.............................................................................................. 198

Using A Special Part Master for Outside Processing ......................................................................... 198

Job Costing of Outside Processing ........................................................................................................ 198

Buying Outside Processing in Purchase Orders Mode .......................................................................... 198

Purchasing Manager

JOBSCOPE Page 5

Buying Outside Processing in Planned PO Mode .................................................................................. 200

Printing A Packing List for Outside Processing ...................................................................................... 201

Shipping Purchase Order Items To A Vendor........................................................................................ 202

Scheduling Reports in Jobscope ................................................................................................................ 203

Using a Workflow to Run Reports ......................................................................................................... 203

Purchasing Manager

JOBSCOPE Page 6

Purchasing Manager

The Purchasing Manager module has nine modes of operation: Purchase Orders, Planned Purchase

Orders, Vendors, MRP (Material Requirements Planning), Receiving, Inspection , Advance Purchase

Requirements, RFQ (Request for Quote) and Internal Requisition.

All these modes are important to Jobscope users, but you need to implement some before others. The

Purchase Orders mode gives you the ability to create purchase orders, and you need vendors in order to

Purchasing Manager

JOBSCOPE Page 7

create purchase orders, so those two should be first. Receiving needs to be a part of the initial process

as well. MRP will help greatly in the material planning process, so it should be next. Advance Purchase

Requirements will help you get long lead items on order even before the work orders for them are

created. RFQ (Request for Quote) is a good tool for the purchasing department, so it might be the next

to implement. If you want to manage incoming material inspections in the system, then you will like

Inspection mode. The last is Planned Purchase Orders because you need to have the material planning

process working smoothly in order to take advantage of it. The Internal Requisition mode allows users

outside of purchasing to requisition items without using purchase order numbers from the sequential

set of purchase order numbers, and is very useful.

Purchasing Manager

JOBSCOPE Page 8

The Purchasing Cycle That You Want to Get Into

When you have all the modules running, you can put them together into a daily cycle. This cycle begins

with running the Update MRP process described in the MRP Mode section. You may want to run this

every night in preparation for the following day. If you use buyer codes, and you should if you have

more than one buyer, then the first task of the new day is to find all the material requirements with

blank buyer codes and update them. You can read about this in the Planned Purchase Orders Mode

section. Then, each buyer can use the Planned Purchase Orders Mode to review his items, using the

Stock Reorder Items and Unfilled Purchase Requirements views, and create planned purchase order

items, assign vendors and prices as necessary, and create and print (or email) the purchase orders.

With the daily routine complete, each buyer can use the other views in MRP Explorer (Planned Purchase

Orders Mode) to see potential problems with late deliveries.

Keep in mind that you will be dealing with material requirements that come from two sources, stock and

purchase to job. When the system projects that a stock item will go below minimums, it sets the

Reorder Code to a value of Y, and shows the item in the Stock Reorder Items view of the PO Report. The

other source consists of the work order bill of material requirements for non-stock items that need to be

purchased for a job. The system shows these in the Unfilled Purchase Requirements view of the PO

Report. You may have job line items that are purchase for job items that don’t require a work order for

manufacturing. The system creates a special purchasing work order and puts these job line items as

material requirements on the purchasing work order.

Getting Started

First of all, you can start the purchasing system before the parts are loaded into the system. The system

will let you enter a part number that is not in the system. However, you will have to manually enter the

part description and all the other information about the part if it is not in the Part Master. When the

system is fully on line, parts can be purchased to inventory, or to a job, or to a general ledger account. If

you want to start purchasing before you have inventory or jobs online, you can purchase to a general

ledger account. You will have to set up one account, but you will need to load some accounts to do

almost anything in the system, so one more for purchasing is not a big deal.

Setting Up for Purchasing

We’ll first go through the setup for vendors, then describe Vendors mode, then cover the setup for the

rest of purchasing.

Purchasing Manager

JOBSCOPE Page 9

Table Entries for Vendors

Company Codes (Table 0001)

The first table that we want to work with is table 0001, Company Codes. A “Company” in Jobscope is an

entity represented in a single balance sheet and income statement. If you want to produce different

balance sheets and income statements for parts of your business entity, then you will need more than

one company code. Your database may already have a single entry in this table. You can either delete it

and add a new one, or change the address and other data and use that company code.

To access it, double click on it in the table list. It is shown below.

Don’t create a blank entry. Select a code, and enter the information. On the right side, where it says

Company Logo, you need to load the image that you want to appear at the top of your customer invoice.

You can click on Remove Image to get rid of the one that came with the system, and click on the browse

button and browse to the image you want to use.

Purchasing Manager

JOBSCOPE Page 10

Product Line (Table 2002)

This value is normally used to divide parts among product lines for product line analysis purposes. If

this is important to you, make entries. If not, create a blank entry so you don’t have to enter it.

Purchasing Manager

JOBSCOPE Page 11

Vendor Classes (Table 3006)

Vendor classes do not affect system processing, but you may want to use them to classify your vendors.

Purchasing Manager

JOBSCOPE Page 12

Quality Codes (Table 3007)

This is another value that you may want to use. It is not used in system processing.

Purchasing Manager

JOBSCOPE Page 13

Purchase Order Status (Table 3009)

When a purchase order is created, it is assigned a Status value of blank if Check the Value of PO Items to

determine if approval is required is turned off in System Configuration, and a value of R if Check the

Value of PO Items to determine if approval is required is checked on. Therefore, you should be sure that

these values are in the table. You may add other values if you like in order to convey certain

information about the PO. However, you should not use the value of blank or R for any of your special

uses.

If the Status code for a purchase order has the Prevent Receiving field checked, then the purchase order

cannot be received. If you try to receive a purchase order with a Status code with Prevent Receiving

checked, you will get an error message.

Purchasing Manager

JOBSCOPE Page 14

Currency Codes (Table 3013)

You will need to set up the currency codes table. Even if you are not using foreign currency, you will

need an entry for your native currency.

Purchasing Manager

JOBSCOPE Page 15

Terms (Table 7003)

If you want to have the system automatically handle early pay discounts, you should pay particular

attention to this table. See the section “Taking Early Pay Discounts” in the Accounts Payable User Guide.

Purchasing Manager

JOBSCOPE Page 16

Language Codes (Table Language Codes)

Language codes define the language for a purchase. These codes can automatically select language

descriptions for parts on POs.

Purchasing Manager

JOBSCOPE Page 17

Outside Process Codes (Table OutsideProcessCodes)

These are codes for outside processing.

The Outside Process Code may be up to 8 characters.

The Description is three lines of 40 characters each.

The Lead Time is for the scheduling system.

Note that a Material Category of OUTPROC has been set up in table 3001. You may want to have more

than one category in order to have more than one overhead amount for job costing. The category may

be up to 10 characters long.

Purchasing Manager

JOBSCOPE Page 18

Modify Bank Codes

Bank Codes define bank accounts and your associated general ledger accounts and the check numbering

sequence and ACH (Automated Clearing House) sequence for the account. This table is essential for

Accounts Payable. The only reason it is included for vendors is that you can enter the bank code used

for payments to a vendor, and this makes other entries simpler. If you don’t plan to start Accounts

Payable anytime soon, you can put a blank entry in this table until Payables starts. It is accessed from

System Utilities, Operations, and the Modify Bank Codes selection on the toolbar.

If the Automatic Draft box is not checked, then the Payments screen in Accounts Payable will not allow

you to back date a payment, as is frequently necessary when entering automatic draft payments. In this

case (box not checked), the system will automatically assign the current date, and you cannot change it.

If the box is checked, you can select the date of the payment.

Purchasing Manager

JOBSCOPE Page 19

Vendors Mode

Vendor Master

This is the Vendor Master screen with the Vendor Master tab selected.

The Vendor Master screen displays a Toolbar at the top of the screen with different available functions:

Purchasing Manager

JOBSCOPE Page 20

New: ( ) Use this function if you want to create a new Vendor Master record

Delete: ( ) Use this function to delete the Vendor record currently displayed

Documents: ( ) Use this to attach documents. When you click on it, this screen displays.

Click here to add a new one.

User Defined Fields: ( ) Use this function to access the User Defined Fields form and enter

the desired values. The red tick indicates UDFs already have values for the selected Vendor

record

User Text: ( ) Use this function to access the User Text screen and add free form

information to the Vendor record

Business: ( ) Use this button to display the amount of vendor business. The screen below

will display. The amount of business is the amount actually paid, not ordered or invoiced.

Purchasing Manager

JOBSCOPE Page 21

Vendor Quotes: ( ) When you click on Vendor Quotes, the quotes for the vendor display.

You can double click on one to work with it.

Create PO: ( ) Clicking on this will open the purchase order entry screen so that you can

create a PO from here.

Carrier Accounts: ( ) this allows you to create a vendor carrier account.

Outside Processes: ( ) When you click on this button, the screen below displays. You can

then enter Process Codes that the vendor can do for you. Purchase Orders mode checks to see

if the PO Vendor is set up with the Process Code for the item being purchased. This button only

displays if you have the Vendor Outside Processes permission.

Purchasing Manager

JOBSCOPE Page 22

Creating A New Vendor

To create a new Vendor, the following required fields need to be populated:

Note: All required fields are marked in bold.

Vendor Number – A combination of numbers and letters up to 6 characters . You can enter the

characters NEW and tab, and the system will assign the next available vendor number

Doing Business As – You may need two names in order to get some reports, like 1099s, to look the way

you wan

Purchasing Manager

JOBSCOPE Page 23

Name – The vendor name may be up to 50 characters

Address – Enter the address for Buy From. Also enter a Pay To if it is different.

City – Enter the city

State – Select an entry from table 7001

Zip Code – Enter the Zip Code

Country – Select a country from table 7009

Currency Code – Select a currency code from table 3013. If there is only one code in the table, the

system will default to that code.

Terms – Select an entry from table 7003

The other fields on the screen are as follows:

Telephone, Fax, Email – Enter these values for the vendor

Purchasing Manager

JOBSCOPE Page 24

Payment Type – Select the way that you will pay the vendor. The section “Payments Mode” in the

Accounts Payable User Guide has more information. Note that a vendor must be one type or the other;

you cannot generate checks and ACH payments to the same vendor

Bank Code – You may select a bank code from the dropdown. This defines the accounts and check/ACH

numbering scheme that you will use to pay the vendor. You can leave it blank even if there is no blank

entry bank code

Rating – You can use this for your own rating system of vendors. It does not affect processing

Company Code – This is the company within your organization that most frequently buys from this

vendor. The dropdown is from Table 0001

Shipping Time – You may enter a number of days here. Some system functions use this value to

calculate how long it will take for material to arrive

Discount Percent – If you enter a value other than zero here, the system will always use this value to

calculate the net amount to pay on invoices, so be careful with it

Vendor Class – Select an entry from table 3006

Product Line – You can select a product line from table 2002 that defines what you most often buy from

the vendor

Vendor Hold – You can develop your own system of codes for why a vendor should be on hold. If you

enter any character in this field, the system will not allow a new purchase order to the vendor to be

created, and will not allow an accounts payable invoice for the vendor to be vouchered.

Quality Code – You can select a code from table 3007

Purchasing Manager

JOBSCOPE Page 25

1099 – Checking this box indicates that you want to print a 1099 for this vendor

Tax Id – You can enter the vendor tax id here. It does not affect system processing

Default PO Item Inspection Flag – If this is checked, then the Inspection Flag will automatically be

checked for all PO items for the vendor.

Active – This setting will default to checked, which indicates that the vendor is active. If this box is

unchecked, the vendor will be deactivated for almost all functions in the system.

Tax Exempt – This is for VAT. It will only display if VAT is turned on

VAT Code Reg - This is for VAT. It will only display if VAT is turned on

Comment – You may enter a comment if you wish

Vendor Account Number – This is a 50 character field that you may use any way you wish

Default AP Account – If you have an expense account to which you normally charge non-purchase order

invoices for this vendor, you can enter it here, and the A/P Invoices screen will automatically write this

account into the account distribution field for non-purchase order invoices for this vendor.

Bank Routing Id – Enter the vendor’s bank transit number if you will be paying this vendor via ACH

(Automated Clearing House). This will only display if you checked ACH as the Payment Type.

Bank Account – Enter the vendor’s bank account number if you will be paying this vendor via ACH

(Automated Clearing House). This will only display if you checked ACH as the Payment Type.

Purchasing Manager

JOBSCOPE Page 26

Activities Tab

The Activities tab allows you to create and track Activities associated with the selected Vendor. You can

keep track of the multiple phone calls, emails or other means of communication, together with their

outcome, follow up status, and other valuable information. You can use the email button to send an

email.

Purchasing Manager

JOBSCOPE Page 27

Setup For Vendor Activities

There are two system tables that you need to setup if you want to use Vendor Activities. The first is

Vendor Activity Types.

Purchasing Manager

JOBSCOPE Page 28

The second one is Vendor Contact Methods. Once you have them set up, you can select them from the

dropdown on the Activities tab.

Purchasing Manager

JOBSCOPE Page 29

PO Items

The PO Items tab allows you to view purchase order items for the vendor.

Purchasing Manager

JOBSCOPE Page 30

Invoices

The Invoices tab allows you to view invoices from the vendor.

Purchasing Manager

JOBSCOPE Page 31

Quotes

The Vendor Quotes tab allows you to view quotes for the vendor. These quotes can be loaded from an

Excel spreadsheet in the Map Master module.

Purchasing Manager

JOBSCOPE Page 32

Inspections

The Inspections tab shows receivings awaiting inspection.

Purchasing Manager

JOBSCOPE Page 33

Vendor Mode Toolbar

The Vendor Mode toolbar has three selections, New, Open, and Quotes. New provides for entering a

new vendor master, Open provides for opening an existing vendor master, and Quotes, which allows

you to work with quotes.

If you click on Quotes By Part Number, the part browse screen displays, and you can browse for a part

and see it’s vendor quotes.

If you click on Display Quotes By Vendor Number, the vendor browse screen displays, and you can

browse for a vendor and see the vendor quotes for that vendor.

Purchasing Manager

JOBSCOPE Page 34

Setting Up for Purchasing and Receiving

There is one configuration screen and several additional tables that you need for purchasing and

receiving.

Configuration Settings

Go to System Utilities, System Configuration, Materials, Purchasing/MRP. The Purchasing and MRP

screen displays.

The full screen looks like this.

Purchasing Manager

JOBSCOPE Page 35

The Purchasing section on the top left looks like this.

Display Receiving Hours on PO – Checking this box on will cause the purchase order print program to

print the text in the Text to Print field on the purchase order.

Assign PO Numbers Sequentially – Checking this box on enables the system to automatically assign

purchase order numbers. If you check it on, the Next PO: box will light and you can enter the next PO

number to be assigned. When entering a new purchase order, you can enter the word NEW in the PO

Number field, and when you tab out of it, the system will assign that number, and increment by 1 for

the next purchase order. You can still enter a purchase order number in the field, and the system will

use that number if it doesn’t already exist (the PO number must be unique system wide). This is a good

way to operate, and you should check it on.

Assign Vendor Numbers Sequentially – This works just like PO numbers (enter NEW to get the next

number). This is a good idea as well, but you may have a numbering system of your own that you want

to use, or you may want to use the numbers that you have been using.

Assign RFQ Numbers Sequentially – Same as for PO numbers. You should use this if you plan to use the

RFQ (Request for Quote) function.

Assign IR Numbers Sequentially – Same as for PO numbers. You should use this if you plan to use the IR

(Internal Requisition) function.

Purchasing Manager

JOBSCOPE Page 36

The bottom left looks like this.

Default Purchase Price to Last Purchase – This tells the system to use the last purchase order price for a

part number for either inventory items, or non-inventory items, or both. Some users say that this makes

it too easy on the purchasing person, and discourages him or her from shopping for better prices.

Checking this on only defaults the price to the last PO. The purchasing person can still override it.

Approvals – This tells the system whether approvals are required for purchase orders and internal

requisitions. For purchase orders, this is controlled either by the user permission Approve Any Value PO

or by the approval limit set for the user in Security Users in System Utilities. For internal requisitions this

is controlled by the user permission Approve Internal Requisisions.

Allow Consolidating Like PO Line Items – If you check this on, the purchase order header screen will

display a field labeled Consolidate Like Items. If the user then checks this on, the purchase order print

program will consolidate all items with the same part number into one item for printing. The separate

PO line items will still exist separately, and will be received as separate items, but the vendor will see

them as consolidated.

Automatically Check ‘Consolidate Like Items’ Flag on PO Header – This will cause the system to

automatically check the ‘Consolidate’ flag. If the consolidate flag is checked, then the PO print program

will consolidate all items with the same part number on the PO print. The individual line items will

remain as they are for costing and receiving purposes.

Copy RFQ User Text to PO – If you turn an RFQ into a PO, this setting will allow the system to copy the

user text.

Purchasing Manager

JOBSCOPE Page 37

Copy RFQ Associated Documents to PO – You may have attached drawings, specifications, or other

electronic documents to the RFQ. Checking this on will cause the system to copy these links to the

purchase order.

Include Drawing Number and Revision on PO Item – Checking this on will cause the system to copy the

drawing and drawing revision from the Part Master record for a part.

Exclude Items With No Schedule Date on MRP Explorer Query – Material requirements on work orders

have a Date Required field. You can manually enter a date, or the scheduling system will write this date

if you are using the scheduling system. If this is checked on, only material requirements that have a date

will be included. Some would say that this can hide material requirements from view; others would say

that, until a date is assigned, purchasing should not see it.

Send Attachments with Emailed POs and RFQs – Checking this on will include electronic documents

linked to POs and RFQs.

Set Vendor1 as Last Vendor Used in Parts Master and Inventory – When you first enter a part, there will

be no last vendor used. Checking this on, will make Vendor1 the last vendor used until the part is

actually purchased from a vendor.

Automatically export Vendor Activities to Calendar – Entries on the Activities tab in the Vendor Master

can be exported automatically to your email calendar if this box is checked.

Use Google for Vendor Activities - Checking this will cause the system to generate a link to Google mail

and calendar.

Purchasing Manager

JOBSCOPE Page 38

The Receiving section looks like this.

Cost Account display-only for C/SCSC jobs in Receiving/Inspection – If you check this on, the Cost Account

field will only display in Receiving and Inspection when receiving for a C/SCSC job. If C/SCSC is not

turned on, you may want to display the Cost Account field and enter something else in it.

Disable Receiving Ticket Printing – If this is not checked, then the users will not have the option to print

receiving tickets.

Print Recv. Tickets after each transaction – If you want the receiving people to print the receiving

transaction, then you should turn this on. They can still print if it is not turned on, but they have to

manually select print. Printing after each transaction can be a little tedious.

Default Job Purchases to Hold In Inventory – This refers to job inventory. On the Receiving screen, there

is a check box to hold the receiving in job inventory. If you check this on, then the system will default

that box to checked. If you want to hold all or most job purchases in job inventory, then you should

check this on.

Display Qty Expected in Kitting – The Qty Expected column in Receiving Kitting shows the quantity

ordered minus the quantity previously received. If you want the receiving people to see this, check this

on.

Allow PO Display – If this is checked on, the receiving person can see the purchase order in the Receiving

program. Some say that this encourages the receiving person to receive the quantity on the packing list

without counting. Others say that this is valuable information for receiving.

Allow Receive All – If this is checked on, a Receive All icon will display in Receiving Kitting which allows

the entire purchase order to be received with two clicks. You may want your receiving people to be

more deliberate that that.

Use QA Modules – If you leave this not checked, a rejection of parts in Inspection mode will simply mark

the quantity rejected as rejected and add this quantity to the unreceived quantity for the PO line item.

If you check it on, the system will also step you through the QA non-conformance screens and create a

non-conformance for the rejected receiving.

Purchasing Manager

JOBSCOPE Page 39

Outside Processing Cost Basis for PO Receipts – This determines how outside processing will be costed at

receiving.

The MRP section looks like this.

Labor Postings to Work Orders marks Requirements Complete – In many environments, reporting labor

against a work order means that work has started, and therefore all the materials must be there. There

are functions in the system for marking material requirements complete, and these procedures should

be followed. If they are properly followed, then you don’t need this.

Use MRP Planning Horizon – See the section “MRP Planning Horizon” in this document.

When MRP Planning Horizon is turned on (by checking it here), it will color code the lines on the PPO

Worksheet. Any material requirement that is required within the lead time for the part will be color

coded in red, regardless of the settings below. These are referred to as items that are short in the short

term, and the material requirement record (PPBOMF) will have the MRP flag set to SS.

In the example above, anything within the lead time plus 10 days will be orange. Anything within the

lead time plus 40 days will be green. Everything outside of lead time plus 40 days will have no color.

Use Job Inventory as Excess – When you run MRP Explorer in Planned Purchase Orders mode, and check

Purchased Items not Available or Unfilled PO Requirements, every part that has a quantity in job

inventory has a value of 1 in the Has Excess column. If you check Use Job Inventory as Excess on, these

lines will be highlighted in yellow and easier to spot. This is especially useful if your procedures call for

issuing job inventory to the job as it is received, and checking excess quantities back into job inventory.

In this case, the yellow lines are excess and available for use on other jobs.

Purchasing Manager

JOBSCOPE Page 40

Maximum number of days prior to lead time for items to be classified as Plan Order (color code orange) –

If the lead time for an item is 20 days, and this value is set to 10, then the item will show as orange if the

current date is within 30 days on the Date Required for the item.

Maximum number of days prior to lead time for items to be classified as Order Demand (color code

green) - If the lead time for an item is 20 days, and this value is set to 40, then the item will show as

green if the current date is within 60 days on the Date Required for the item.

Remove “Unfilled Purchase Requirements” option in MRE Explorer – Checking this will remove this

option from the MRE Explorer screen.

The Planned Purchase Orders section looks like this.

Prompt to send Email when converting PPO To PO – If this is checked on, you will get a screen asking if

you want to email the PO to the vendor when you generate a PO from a PPO.

Check for Invalid Vendor Quotes When Mass Creating PPOs – This tells the system whether to consider

invalid quotes when creating planned purchase order items in Planned Purchase Order mode.

Use 5-day Work Week When Adjusting Delivery Dates on PPO Items – In Planned Purchase Order mode,

the system maintains a number of days to adjust requirements to allow for shipping time. This tells the

system whether to use a 5 day week or a 7 day week.

Always Consolidate Print Items When Generating PO from PPO – If this is checked, then the consolidate

flag will be automatically checked when a PO is created from a PPO. If it is not checked, and you want it

Purchasing Manager

JOBSCOPE Page 41

checked for a PO created from a PPO, then you will have to open the PO and check it after the PO is

created.

Allow Part Number to be editable in PPO Worksheet – If this is not checked, then the part number may

not be changed in the PPO worksheet.

Purchasing Manager

JOBSCOPE Page 42

Table Entries for Purchasing and Receiving

Location Codes (Table 0010)

The most essential use of Location Codes is for identifying storerooms. You can store the same stock

number in multiple storerooms, and maintain separate data for the stock number in each storeroom.

Location codes also identify where work orders are to be performed, and other physical location

activities. Do not put a blank in this table. Even if you only have a single location, create a location code

for it. Just for additional information, you can maintain multiple bins for a stock number within the

same location.

You should check Allow Job Issues on. If you have multiple storerooms, and one of them is the main

location and the others are outlying, or subordinate locations, check Master Location on for the main

storeroom. If you’re not clear on what to do, leave it checked off (unchecked). Issue Priority is used

primarily for repair operations where there may be consignment inventories. Leave it set to zero for

now.

Purchasing Manager

JOBSCOPE Page 43

If you plan to use the Auto Create Jobs function in the Make for Stock module, you must enter an MFS

Customer Number in the MFS Customer Number field. This only applies for the Auto Create Jobs

function. The regular manual MFS job creation process does not use this field.

If you want the system to assign special job numbers to make for stock jobs, you should also make a two

character entry in the MFS Job Prefix field. This prefix must be set up in Order Entry as well. The section

“Auto Create Make for Stock Jobs” in the Make for Stock User Guide has the details about how to do

this.

Material Cost Categories (Table 3001)

There is a lot of information about material cost categories, or simply categories, in the Job Accounting

User Guide. If you have Parts Master records entered, the purchasing system will bring the category for

the part to the purchase order.

Overhead - For each category, you can define an overhead percent. When a part with this category is

charged to a job, the percentage value is used to calculate an overhead amount, which is charged to the

job. This overhead amount is intended to cover the cost of indirect materials, or freight in, or other

material related overhead costs. The system tries to charge this overhead amount to category

OVERHEAD. If OVERHEAD is set up as a category on the job, the charge will go to that category. If

OVERHEAD is not set up on the job, then the system will charge to category OTHER. For this reason, if

you plan to use the material overhead function, you should be sure that category OVERHEAD is set up as

a default category.

Purchasing Manager

JOBSCOPE Page 44

Subcontract - The Subcontract box allows you to designate a category as a subcontract category. The

Detailed Cost Breakdown function uses this to recognize that a job charge is a subcontract. See the

Section “Detailed Cost Breakdown” in the Job Accounting User Guide for more information.

Restricted – If you check this box, this category will not show in the dropdown for category on the

Special Charges screen. You can enter the category manually, and it will take it.

Uncontrolled Floor Stock – If you have items that are “free issue” floor stock for which no issue

transaction against a work order will take place, you may want to set up a special category with this box

checked. When work order BOM components with a category marked as Uncontrolled Floor Stock are

created, they are marked complete so that they don’t show as outstanding.

The Create Budgets process will not include the cost of these uncontrolled floor stock items in the job

budgets. This is the kind of cost intended to be absorbed by the material overhead percent.

Purchasing Manager

JOBSCOPE Page 45

Units of Measure (Table 3002)

If you already have the parts loaded, this table will be in place as well.

Purchasing Manager

JOBSCOPE Page 46

Buyer Codes (Table 3005)

These are the actual buyers. If the Parts Master has buyer codes for each part, then you can use the

buyer code to separate the material requirements by buyer and greatly simplify the buying process.

Purchasing Manager

JOBSCOPE Page 47

Inspection Codes (Table 3008)

Inspection codes are used in Inspection Mode to define the results of inspections of incoming purchased

materials. The Status drop down has three values, A for Accept, which means accept and receive the

purchase order, AI for Accept and Issue, which applies to purchase to job (P) items, and R for Reject. If

you use a code with a status of AI for a purchase to job, the item will be accepted and charged to the

job. If you use a code with A, it will be accepted and held in Job Inventory.

Purchasing Manager

JOBSCOPE Page 48

Planner Codes (Table 3015)

Planner codes are intended to refer to the production planners who create the work orders that

generate the material requirements, but you can use them for something else if you like, or, you can put

a blank entry in the table and leave it blank on the purchase order line item.

Purchasing Manager

JOBSCOPE Page 49

VAT Codes (Table 7208)

This is only required if you have Use Value Added Taxes checked on in System Utilities.

Purchasing Manager

JOBSCOPE Page 50

Commodity Codes (Table 7211)

This is intended primarily for Value Added Taxes.

Commodity codes as related to VAT are usually the 8 digit code for VAT related transactions. Some like

to use it to define the EU guidelines for Restriction of Hazardous Substances (RoHS). In the US, some

might use it for the Standard Classification of Transported Goods 5-digit code, or the NIGP Commodity

Code which is used by many state and local governments.

The VAT Indicator is used to refer to a VAT code, which would normally be in table 7208, but the field is

not edited by the table so that it may be used for other purposes. Quantity Codes in VAT parlance is

what is commonly known as a unit of measure, such as EA for Each. There are two of them so that you

can use two commodity code schemes if you wish.

This is the only72xx table that can be accessed when VAT is turned off.

Purchasing Manager

JOBSCOPE Page 51

VAT Country Codes (Table 7212)

This field is called Country Orig. on the PO line items screen. If you have VAT turned off, it will still

display on the PO, but you can’t get to the table to update it. To get this table to display, go to the

Accounts Receivable screen in System Configuration, Financials, and check Use Value Added Taxes on.

Then you can see the table (after you exit System Utilities and come back in).

Enter the country codes that you need for VAT transactions.

Purchasing Manager

JOBSCOPE Page 52

Mode of Transport (Table 7214)

This is another VAT table. If you have VAT turned off, it will still display on the PO, but you can’t get to

the table to update it. To get this table to display, go to the Accounts Receivable screen in System

Configuration, Financials, and check Use Value Added Taxes on. Then you can see the table (after you

exit System Utilities and come back in).

Here you can define the various modes of transportation.

Purchasing Manager

JOBSCOPE Page 53

Terms of Delivery (Table 7217)

This is another one that is normally used with VAT. If you have VAT turned off, it will still display on the

PO, but you can’t get to the table to update it. To get this table to display, go to the Accounts

Receivable screen in System Configuration, Financials, and check Use Value Added Taxes on. Then you

can see the table.

These are the ways that freight costs are quoted and calculated.

Purchasing Manager

JOBSCOPE Page 54

Purchase Order Approvals

How It Works

If you don’t want the system to limit what the person who creates your purchase orders can enter into

the system, then you don’t need this option. However, if you would like to limit the purchase order

amount that a purchasing person can enter without higher approval, then you probably want to use this

option. This option is turned on by checking Check the Value of PO Items to determine if approval is

required on in System Configuration.

If this option is turned on, when a purchase order is initially created, it is created in the same

unapproved status as a quote. This means it can’t be emailed to the vendor from the purchasing screen.

It also means that, if it is printed, the words “Draft PO” will print on the purchase order. It also means

that it cannot be received. When the purchasing person has the purchase order entered as they want it,

they can click on the Approve button, and the purchase order moves out of the unapproved status into

approved status, and none of the limitations above will apply. This is what the Approval area on the

purchase order header looks like.

The purchasing person clicks on the Approved box, and the purchase order is approved if the purchasing

person is set up with an approval limit equal to or greater than the total amount of the purchase

order or the person has the Approve Any PO Value permission in System Utilities checked on.

If the approval limit for the purchasing person is not equal to or greater than the total amount of the

purchase order, the purchasing person can submit the purchase order to the next person in the approval

chain for approval.

He or she does this by clicking on the Submit for Approval button ( ) on the bottom

of the screen. This sends an email to the next person in the approval chain. This next person can open

the purchase order and approve it if that person has the necessary approval limit. If this next person

does not have the necessary approval limit, he or she can send it to the next higher person in the chain

of approvals until it is finally approved, which sends an email to the original purchasing person.

The email that is sent to the approving person has a pdf of the purchase order. That person can then

open the purchase order in the normal manner and either approve it or submit it to the next level. On

the PO header screen, it will look like this.

Purchasing Manager

JOBSCOPE Page 55

There is another way that BPARROTT (the Submitted To person) can do the approval. When BPARROTT

signs on, if the To Do List is turned on for his KPI Security, he will see the purchase order awaiting

approval. He can click on the box and the purchase order will be approved. If he wants to look at it, he

can double click on the text to the right of the check box, and Purchasing Manager will open with the

purchase order displayed, and he can review it, then check the Approved box on the screen.

Once a PO has been approved it is flipped from a requisition PO to a regular PO (Status from R to blank)

and the user who created the purchase order will get an email back stating that it has been approved.

If a purchasing person creates a purchase order that is within his or her limit, and approves it, that

person can get back in and make a change. However, if the change puts the purchase order above his or

her limit, then the system will unapproved it, and it will have to be submitted for approval at a higher

level.

One last thing: After the purchase order is approved by a person with a higher limit, only the approving

person can make a change to the purchase order line items. Even if the original purchasing person who

created it has his or her limit set to a value greater than the purchase order value, he or she still cannot

change it, only the approving person.

Purchasing Manager

JOBSCOPE Page 56

Setting It Up

The first thing to do is to turn it on in System Configuration. In System Utilities, select System

Configuration, Materials, and Purchasing and MRP. The Purchasing section of the Purchasing and MRP

screen is show below.

The last option in the section, Check the value of PO items to determine if approval is required should be

checked on.

Now you need to define the limits for the appropriate people, and the hierarchy of approvals.

To do this, you have to sign on to the server and access the security system.

Purchasing Manager

JOBSCOPE Page 57

When you have signed on to the security system, click on Security Maintenance on the toolbar, then

Add User.

Here we have clicked on a purchasing person, user 1, James Smith. Notice that James has been assigned

an approval limit of $500.00. Also note that the Next Level Approval for James is user BPARROTT. This

means that if James can’t approve a purchase order, and submits it for approval, an email will go to user

BPARROTT. BPARROTT can approve it if he or she has the necessary limit, or submit it to the Next Level

Approval for BPARROTT.

Purchasing Manager

JOBSCOPE Page 58

Looking at BPARROTT, we see that his limit is $10000.00, and the Next Level Approval user is

TCAMPBELL. The Next Level Approval field might be blank for BPARROTT if there was no need to go to a

higher level.

The person at the highest level should probably be set for no limit. You can do this by closing the

Modify Users screen and clicking on Security Maintenance and then Configure Security. On the right

side of the screen, select the user at the top of the hierarchy by highlighting the user.

Purchasing Manager

JOBSCOPE Page 59

On the left side of the screen, expand the security permissions list. Purchasing Manager is about half

way down.

Check the box Approve Any PO Value, and the approval limit for the user will have no limit.

Purchasing Manager

JOBSCOPE Page 60

Approved PO Security

You can allow certain users to make changes to approved purchase orders. You can also hide fields from

certain users, and you can set the system up so that when certain users make a change, the purchase

order reverts to unapproved status. This can be set up in System Utilities, Security Users, on the

Approved PO Security tab.

This tab allows you to set security for approved purchase orders. Please note that this applies to

approved purchase orders, and not to purchase orders that are not approved.

Purchasing Manager

JOBSCOPE Page 61

First of all, these settings only come into play if the user permission “Approve Any PO Value” is not

checked for the user, as shown below.

If we look more closely at the values we can set, we can see four settings, Read Only, Hidden, Editable,

and Resets Approval.

Remember, this applies only to purchase orders after they have been approved.

Purchasing Manager

JOBSCOPE Page 62

If a field is marked Read Only, then the user will be able to see it on an approved purchase order, but

the user will not be able to change it.

If a field is marked Hidden, the user will not see the field at all after the purchase order is approved.

If a field is marked Editable, then the user will be able to change the field even after the purchase order

is approved.

Finally, if a field is marked Resets Approval, then any change to that field will change the purchase order

from approved to not approved.

Purchasing Manager

JOBSCOPE Page 63

Ship Vendor

The Ship Vendor field on the PO header screen will print on the purchase order as the “Ship To” address.

Therefore, you should enter a vendor master record with your own address, and select this vendor for

the Ship Vendor on the PO Header screen. You can set up the system to default to this vendor. See the

next section on Default Values. If you check the Drop Ship to Customer box on the PO header, you can

enter a customer number to get this address from the customer’s Customer Master record.

Default Values in the Purchasing System

This is something that can save a lot of time. There are five fields on the PO line item screen and two

fields on the PO header screen that can be set up to always default to a set value. There is also a default

value that can be set up for planned purchase orders. At PO creation time, you can override these

defaults, so they don’t really get in the way unless they are not set up properly. The header field is Ship

Vendor (described in the previous section), and this definitely should be set up as the default so you

won’t have to enter it. The other header field is Currency Status, which is used with foreign currency.

It’s values may be V for variable or F for Fixed. If you are not using foreign currency, it doesn’t matter

how it is set, but it is a good idea to set the default to F for fixed, as we’ll describe later.

Five of the other fields that will accept default values are on the PO line item screen. All of these are

associated with value added taxes. If you are using value added taxes, this is good. If you are not using

value added taxes, then you can use these fields for other things. For this reason, four of these fields

appear on the screen even when value added taxes is turned off. If you want to use some of these

tables for your own special things, fine. Otherwise, you might want to put a blank entry in the ones you

are not using, and default the fields to blank.

These are the fields for which default values may be set up:

Commodity Code (Table 7211)

Transport Mode (Table 7214)

Delivery Mode (Table 7217) – It’s called Delivery Terms in the PO program

Country of Origin (Table 7212)

VAT Code (Table 7205) – It doesn’t display on the PO screens, so you don’t need to worry about

it

Ship Vendor – Enter a vendor master record for your ship to address

Currency Status – Default this to “F”

PPO Date Adjust – Put in the number 7 for now

The next page shows how to set them up.

Purchasing Manager

JOBSCOPE Page 64

On the main Purchasing Manager display, click on Edit up at the very top, then click on Defaults.

The User Defaults screen displays. Notice that there are two columns, User Default Value and System

Default Value. The program will use the defaults that are set up in the User Default Value column. A

user that is set up with the “Security Administrator” security permission can update the System Default

Values. When a user needs to set up his or her User Default Values, the user can copy the System

Default Value into the User Default Value column by checking the Use System Default box on the line(s)

desired, and clicking on Apply. The copy will be done, and the Use System Default box will be returned

to the unchecked condition.

Now, when you tab through the first field on the screens, the default values will be written to the screen

and you will not have to enter them yourself.

One more thing! The Planned Purchase Orders module has it’s own separate set of defaults that have to

be set independently. Fortunately, it is set up exactly as described here.

Purchasing Manager

JOBSCOPE Page 65

Purchase Orders Mode

Purchase Orders mode is where, at least in the beginning, you will enter your purchase orders. This is

part of the PO header screen.

The Toolbar

The PO header screen displays a Toolbar at the top of the screen with different available functions:

New: ( ) Use this function if you want to create a new Purchase Order or line item record.

The dropdown arrow allows you to select which one you want to create

Open: ( ) Use this function if you want to retrieve (open) another Purchase Order record

to be displayed on the screen

Delete PO: ( ) Use this button to delete either the entire PO or a line item. The dropdown

arrow allows you to select which one you want to delete

Copy PO: ( ) Use this button to copy the displayed PO to a new PO number, or to copy line

items from one PO to another.

Purchasing Manager

JOBSCOPE Page 66

The dropdown arrow gives you three selections, Copy, Import PO Items and Options. If you click

on Copy, the system will assign the next PO number with a copy of the displayed PO header, and

you can add line items to that new PO.

We’ll talk about Options next. Select Options and this screen displays. The symbol beside Copy

PO Items displays the bottom half of the screen, where you can select the items to copy. Also

check Documents, UDFs, or Text if you want that copied as well, and click on OK.

When the screen expands, showing the PO items on the left, you can double click on them to

bring them to the right, which means they will be included on the new PO.

Purchasing Manager

JOBSCOPE Page 67

When the Options screen closes, click on the Copy selection and this screen displays. If you are

automatically numbering POs sequentially, this will not display, and the next number will be

assigned.

Enter the PO number you want to assign to the new PO and click on OK, and the new PO will be

created and will display. If you are having the system assign PO numbers sequenctially, enter NEW.

Purchasing Manager

JOBSCOPE Page 68

You can use Import PO Items to copy items from another purchase order to the displayed purchase

order. When you click on it, this screen will display.

Enter the purchase order from which you want to copy or browse for it, and it’s line items will display.

Double click on each line item that you want to copy, and that line item will display on the right side.

When you have the ones you want copied over to the right side, click on Apply or OK, and those line

items will be copied to the PO you have displayed on the main screen.

Print: ( ) Use this button to print the purchase order. It will not be lit until the purchase

order is approved. If the purchase order contains a part that has attached documents that are

designated to be printed when the purchase order is printed, you will get a list of these

documents, and you can select the ones that you would like to have printed along with the

purchase order. Refer to the Part Documents section in the Parts and Change Control User

Guide for more information.

Email: ( ) Use this function to email the purchase order to the vendor. It will not be lit until

the purchase order is approved. If the purchase order contains a part that has attached

documents that are designated to be printed when the purchase order is printed, then when the

purchase order is emailed, those documents will be attached to the email along with the

purchase order. Refer to the Part Documents section in the Parts and Change Control User


Documents: ( ) Use this function to attach electronic documents to the PO header. The

documents screen that displays will have a Linked Documents tab. These are documents that

are set up for the part in the Part Documents function in Parts and Change Control. See the that

section in the Parts and Change Control User Guide for more information.

Purchasing Manager

JOBSCOPE Page 69

User Text: ( ) Use this function to access the User Text screen and add free form

information to the PO header record. The red tick indicates UDFs already have values for the

selected PO record

Previous/Next: ( ) Use this to move to the previous or next purchase order in the

databae

PO Defaults: ( ) Use this icon to have the system bring in the default values for

the screen

PO Field Default: ( ) Use this icon to have the system bring in the default

value for the current field

Print Packing List: ( ) This icon will only display if the purchase order has

one or mosre line items for outside processing. When you click on it, a packing list with the

items for outside processing will be created and will display. The section on Outside Processing

in this document provides the details.

Inquiry: ( ) When you click on this icon, the Inquiry screen displays. You can enter

filter information and click on the Find button, and POs meeting the filter information will

display.

Ship to Vendor: ( ) You can read about how this works in the section

“Shipping Purchase Order Items To A Vendor” several pages further along in this manual. This

will not display if you do not have a purchase order called up on the screen.

Complete All Items: ( ) If you click on this button, you will first get a box

that asks if you want to complete all items on the purchase order on the screen. If you click yes,

the system will check all items on the purchase order as complete.

Purchasing Manager

JOBSCOPE Page 70

Entering a New Purchase Order

We’ll talk about entering a new purchase order first, then cover the browse and other details later.

To enter a new purchase order, click on New on the toolbar. The PO header screen displays.

The required fields are marked in bold.

PO Number – The PO number may be any combination of alpha or numeric characters up to

six characters. If you checked Assign PO Numbers Sequentially in System Configuration, you

can enter the word NEW and tab out of the field, and the system will assign the next

sequential number.

Terms – Select a terms code from the drop down. The Terms are in table 7003.

Location Code – This is the physical location at which the material is to be received, and

usually refers to a stockroom. Location Code comes from table 0010.

Currency Code – Unless you are using foreign currency, select your native currency.

Currency Status - Unless you are using foreign currency, select F for fixed.

Vendor – Enter or browse for a vendor.

The other fields on the screen are not required, but may be important.

Drop Ship to Customer - Drop ship to customer means that you want a purchase order item

shipped directly to your customer. If you check this on, the tab on the screen labeled Ship

Vendor will change to Ship Customer, and you can enter the drop shipment address, or select a

Purchasing Manager

JOBSCOPE Page 71

customer number to get the address. In either case, ship vendor or ship customer, this is the

“Ship To” address for the purchase order. If the purchase order item is a purchase to job, then

the drop ship to customer number must be the same customer as the customer for the job.

Drop Ship to Vendor – Checking this allows you to select a vendor for the shipping address just

like the Ship Vendor function does, but, in addition, it allows you to enter or change the address.

Consolidate Like Items – You will only see this if the Allow Consolidating Like PO Items option in

System Configuration is checked on. If you check this box on the PO header, the PO print

program will consolidate all items with the same part number on the PO print. The individual

line items will remain as they are for costing and receiving purposes.

Buyer – Select a buyer code from table 3005.

Inspect – Checking this on means that you want the purchase order processed through the

inspection module when received. See the section on Inspection Mode for more information.

Status – Select a value from table 3009. A value of R (Requisition) will cause the system to treat

the PO as a Requisition PO, which cannot be received, and will print with the words

“Requisition” and “Request for Quote”, if the purchase order can be printed at all. If the

purchase order has a Status value of R, and has not been approved, the print icon will not be lit,

and the purchase order cannot be printed at all.

Cpmpany – Select a value from table 0001.

Change Order – You can enter a two character value in this field to indicate that a specific

change is to be conveyed to the vendor. If this value is not 00, then the print program will only

print line items with the same Change Order value. In other words, if you have a change that

you call 02, then only line items that also have 02 for a Change Order value will print.

Language Code – Select a value from the Language Codes table. You can have the PO print

foreign language descriptions for parts using this field.

Prepaid/Collect – You can use this field to define freight costs for the PO.

Print Indicator – The dropdown allows you to select a value of Printed (P), Not Printed (blank), or

Changed (C). If you click on the Print icon on the toolbar and list the PO Number as a purchase

order to be printed, the PO will print. However, if you use one of the other selections other

than specifically listing the PO Number, the purchase order will not print if the Print Indicator is

P for Printed, and you check the box Print only unprinted POs. If you specifically select a PO to

be printed, and it’s Print Indicator is P, then the word ***REPRINT*** will print on the PO. If

you don’t want this, change the Print Indicator to blank. If you set Print Indicator to C, then the

words ***CHANGE ORDER*** will print on the PO.

Contact Person – You can enter a person’s name here (up to 60 characters) and that person’s

name will print on the PO in the area labeled “Confirmed To:”.

Routing - You can select a Carrier Account code here (up to 10 characters) and that value will

print on the PO in the area labeled “Ship Via:”. These carrier accounts are set up in the vendor

master.

Shipping Point - You can enter a shipping point here (up to 16 characters) and that value will

print on the PO in the area labeled “Shipping Point:”.

Purchasing Manager

JOBSCOPE Page 72

FOB Point - You can enter a “freight on board” point here (up to 10 characters) and that value

will print on the PO in the area labeled “FOB:”.

Date Issued – The system will assign the current date.

The bottom part of the screen looks like this for most vendors. If you didn’t check Check the Value of PO

Items to determine if approval is required in System Configuration, then you are ready to save the

header. If you did check it on so that you can use the approvals functionality, then you can check the

Approved box if you have the necessary approval limit, or, if you don’t, then click on the Submit for

Approval button ( ) at the bottom and then save it. You can get all the information

about approvals in the section “Purchase Order Approvals” in this document.

Save the header by clicking on Apply and the header will be saved, and you can proceed to enter the line

items. If you save it by clicking on OK, the PO header will be saved, but the screen will close, and you

will have to reopen it if you need to enter line items.

Purchasing Manager

JOBSCOPE Page 73

Ship To Addresses

You need to set up a default ship to address, which is the address where you want most of the purchase

orders shipped. The sections in this document “Ship Vendor” and “Default Values in the Purchasing

System” describe the setup for this.

This is the upper left side of the purchase order screen. When you enter a new purchase order and

simply enter or select a vendor, the system will look like this when you tab out of the Vendor field.

Notice the Ship Vendor tab. The system will default to the vendor record that you have set up as the

default.

Purchasing Manager

JOBSCOPE Page 74

If you click on the tab, it looks like this.

Notice the radio button labelled Standard. This means to get the default vendor address or the vendor

address for the vendor number entered in the field circled below.

Purchasing Manager

JOBSCOPE Page 75

Clicking on the Customer button looks like this.

For this, we can enter a customer number and customer site record. This tells the buy from vendor to

ship to this customer address. The selected tab is labelled Drop Ship Customer and so instead of a

vendor number, the number is a customer number and the system has brought over the customer

address. If a customer site had also been entered, then that address would have been brought over.

You can also change the address here, but the number must be a valid Customer Number.

If you check the Customer box, and you have purchase to job items on the purchase order, then the Ship

Customer and site must match the job ship to or sold to address.

Purchasing Manager

JOBSCOPE Page 76

The other button is Vendor. Here you can enter the address for a vendor to whom you want to drop

ship.

Regardless of which option you choose, you can manually change the address to wha ever you like. The

actual ship to address is stored in the PO master table, IPPOMST.

Purchasing Manager

JOBSCOPE Page 77

In the PPO Worksheet, you can select either the ship to or the sold to address for the customer for a job.

There are boxes to check to have the system get one of these addresses.

Purchasing Manager

JOBSCOPE Page 78

Shipping Purchase Order Items To A Vendor

You can set up to have the system ship purchase order items to a vendor. When you save a purchase

order, the Ship To Vendor button will display on the Purchase Order header toolbar.

When you click on it, the Ship To Vendor screen displays. The line items on the purchase order display

in the top half of the screen. The bottom half of the screen displays the items that you want to ship. To

get an item to display in the bottom half, click on the Append symbol on the bottom half of the screen.

Purchasing Manager

JOBSCOPE Page 79

Now it looks like this. Click on the down arrow beside the Item field and click on the item you want to

ship. Then tab to the Qty Shipped field.

Enter the quantity you want to ship. The current date displays in the Date Shipped column. You can

change it. The record is saved to the database as it is displayed. You don’t have to do a separate save

step.

Purchasing Manager

JOBSCOPE Page 80

You can also click on the Mark All To Ship button ( ) and the system will write the Qty

Ordered value into the Qty Shipped column. You can select a date in the Date Shipped column, or let it

default to the current date. When you are ready, just exit the screen and a record of the shipment will

be written to the ShipToVendor table.

There is also a Qty Received field that can be updated. You might use this in either of two ways. It can

be used to indicate that the vendor has received it, or that you have received it back from the vendor.

If you want to use it to indicate that the vendor has received it, and you want the vendor to use the

vendor portal to make the entry, then you need to set up the vendor as a Jobscope user. Assign a user

id (using the vendor number is a good idea), and enter the Vendor Number in the record, as shown

below.

Purchasing Manager

JOBSCOPE Page 81

This vendor must also be granted Purchasing Manager permissions.

If the vendor will not be using the portal, then you won’t need this. You can use the Qty Received field

either way you like.

Purchasing Manager

JOBSCOPE Page 82

Purchase Order Browse

The Purchase Order browse screen allows you to search for POs based on a number of values. You can

do a “wild card” search using the percent character (%).

Select the PO you want to open by double clicking on it in the grid, or by highlighting it and clicking on

OK.

Notice the Printed selection near the middle. If you are creating a lot of POs in PPO mode, you can use

the Not Printed selection to get a list of the new ones, review then, print or email, or call the vendor as

necessary.

Purchasing Manager

JOBSCOPE Page 83

Entering Line Items

The header tells the system what the PO number is, and who the vendor is and the ship to address, and

certain other information, but it doesn’t tell what is to be ordered on the PO. That is the function of the

line item(s). A PO has only one header, but it may have any number of line items.

Each line item also tells the system how to cost the line item when it is received. Any part, whether in

the part master or not, may be charged to a job. This charge may be against the job as a whole, such as

a charge that might apply to the entire job, such as a permit fee, or to the job and one of it’s production

releases, or to a specific work order on the job, or to a specific work order bill of material item on the

job. When you have the work order system in place, most of these charges should be down at the work

order bill of material level. The act of purchasing and receiving a part to some part of a job also charges

a general ledger account that is defined by the WIP code for the job. Also, any part, whether in the part

master or not, may be charged to a general ledger account.

Parts that are set up as stock inventory items in the system can be charged against that inventory at

receiving time. Receiving will update the inventory balance. Parts may also be set up in the special “lot

inventory” system, and charged to that inventory at receiving time. These receivings also update the

general ledger based upon a GL account set up for the stock number (part number).

The Cost, Quantity, and required arrival date are also specified on the line item.

After you have saved the PO header, you can get to the line items screen by clicking on the down arrow

beside the New icon shown below.

This will display a drop down as shown. Click on PO Item.

Purchasing Manager

JOBSCOPE Page 84

This is the PO Line Item screen in it’s entirety. We’ll take each of the sections of the screen separately.

At the very top of the screen, all the data comes from the PO header except Item Number, which the

system will assign sequentially. You can override the numbers it assigns, but it’s probably a good idea to

let it have it’s way.

Purchasing Manager

JOBSCOPE Page 85

Purchase To Section

The Purchase To section is where we tell the system what it is we’re ordering, and how to cost it. The

top line is for job charges. Notice that the first field is Release, which refers to a Production Release.

When a job is created, the system creates what we call the master release in the background, and it has

the same number as the job, so if you’re not adding additional production releases to your jobs, then

Release means job number. You can stop here, or you can define the costing down to the work order

level by entering or selecting a valid work order (WO) on the release. If you want to get down to the

work order bill of material level, and you should, then select the BOM item number from the dropdown

after you have selected a work order. If you select the BOM item, the system will bring in the part

number, description, and information in the other sections of the screen. You should know that

entering Release/WO/BOM item will cause the system to write the PO Number and PO line item to the

BOM material requirement record on the work order. The system uses this to recognize that the item

has been purchased, and it will drop off the Unfilled Purchase Requirements report. This link is very

important, and will make the process of buying purchase to job items much simpler and reliable.

If you are buying to stock inventory, then enter or select a stock number (part number) in the Stock /

Part field (leave the top (Release) line blank). The system will bring in the description and information in

the other sections of the screen.

If you are buying to lot inventory, then enter or select a Material number in that field, leaving the top

(Release) line and the Stock / Part field blank (if you don’t want the resulting lot to be associated with a

job). A material number is simply a part number or stock number in the lot inventory system (we had to

call it something). The lot inventory record has a field for Job Number, and that job number can be

entered when the lot is received. You can also enter the job in the Release field, and the system will

write that job number to the receiving screen at receiving time.

Finally, if you are buying to an account, you can enter something in the Stock / Part field, and enter a

Description, and a valid Account number, and the line item will be charged directly to that general

ledger account. The Part Master has an Expense Account field. If the PO line item is not a job purchase,

and the part number is not a stock item, then the system will bring in this general ledger account, but

you can change it.

The Outside Process field will be checked by the system if the BOM item is for outside process. You

cannot change it.

Purchasing Manager

JOBSCOPE Page 86

If you click on Reset Description, a drop down will display which allows you to select from where you

would like the system to get the description. The options are Part Master, Part Supplier, Stock

Inventory, and Bill of Material.

Purchasing Manager

JOBSCOPE Page 87

Classification Section

The Classification section tells us a lot of general information about the line item. The most important

piece of information in this section is Delivery Date. This is the date that we want the goods to arrive,

not the vendor’s ship date. If you are costing to a work order BOM item, the date required for the BOM

item will write to this field. Otherwise, you must select a date. The Date Rescheduled field is right

beneath it. The system actually considers the Date Rescheduled field value as the date the goods are

expected to arrive. When you first enter the line item and select a Delivery Date, the system will write

that same date to Date Rescheduled. If the expected arrival date changes, you can change Date

Rescheduled and leave Delivery Date alone (to show what the original date was).

Location is another important one, and is the Location Code from table 0010. This is especially

important if you have multiple storerooms. Each one will be identified by it’s Location Code. In many

cases, this will be written from the inventory record, or from the job.

UOM is unit of measure, and comes from table 3002. If you are buying to a part master or stock item,

this value will write from those records.

Mode of Transport (Table 7214) and Country of Origin (Table 7212) are labeled in bold, but they really

aren’t important unless you are doing value added taxes. You should read the section “Default Values in

the Purchasing System” in this document to get a better insight into these fields and how to use them,

or, at least, how to keep them from getting in the way.

Category (Table 3001) is sometimes referred to as Cost Category. It is important, and it will copy from

the part master or inventory record. Refer to the Job Accounting User Guide or the Parts and Change

Control User Guide for the details.

Buyer (Table 3005) and Planner (Table 3015 ) enable you to identify the person creating the requirement

(planner), and the person actually doing the buying (buyer). The Buyer code will default from the PO

header, but you can change it.

Commodity Code (Table 7211) and Delivery Terms (Table 7217) are VAT oriented fields like Mode of

Transport and Country of Origin, and should be handled as described in the section “Default Values in

the Purchasing System” in this document.

Purchasing Manager

JOBSCOPE Page 88

Language Code (Table Language Codes) allows you to have the print program print an alternate

language description from the Parts and Change Control module.

You can enter the weight of each part in the Unit Weight field. It will copy from the part master if you

don’t.

Cost Account is a value used for C/SCSC jobs (see the section of this name in the Job Management and

Control User Guide). This is a special type of costing system commonly used by government contractors.

If you have C/SCSC turned on, and you are buying to a C/SCSC job, then you must enter a valid Cost

Account. If C/SCSC is not turned on, you may enter any value in this field.

Change Order is used to link the line item to a change order number on the PO header. As an example,

if this line item is involved in the third change for this PO, you might enter 03 for the Change Order value

on the PO header, and also enter 03 here. Then, if you change the Print Indicator on the PO header to C

for Change Order, and print the PO, only the line items with 03 in this field will print.

Drawing Number is very useful if you are using the Drawing system. If the Configuration setting Include

Drawing Number and Revision on PO Item is checked on in the Purchasing and MRP configuration

screen, then the system will copy the latest drawing and revision in the part master to the screen. You

can also select Drawing Number and Revision from the part master using the icons beside the fields

( ) for Drawings and ( ) for Revision.

Revision – see the paragraph on Drawing Number, above.

Inspection allows you to tell the system that this item should be put through the inspection process at

receiving. See the section “Inspection Mode” in this document for details.

Complete indicates that the line item is complete, and no additional quantity is expected. It can be

checked on here, or in Receiving mode. If all the quantity is received, the system will automatically

check it on.

Material Certification Required – If this is checked, the printed purchase order will have a phrase

indicating that material certification is required. It will default from the part master and/or the work

order bill of material item

Purchasing Manager

JOBSCOPE Page 89

Cost Section

This is the money part of it, mainly quantity and unit cost.

Quantity – This is the line item quantity

Tax Code – You can enter a tax code for the benefit of the vendor. It is not edited by the Tax Code table

Unit Cost – If the system knows a unit cost, it will display it, but you can override it

The remainder of the fields are display only. The right side of the display tells about receiving

transactions for the line item. If you hover the cursor over the Qty Received field, the date of the last

receiving transaction will display.

More Than One Line Item for the Same Part

Sometimes you may have more than one line item for the same part in order to charge to different jobs.

When you change a unit cost on a line item, the system will check to see if there is another line item for

the same part. If there is, it will display this message. If you answer Yes, it will change the unit cost for

all the line items. The same is true for the Rescheduled Date.

Editing Line Items In The Header Grid

You can edit some of the values for the Line Item in the grid at the botton of the header screen. You can

edit the Unit Cost, Quantity Ordered, and Date Rescheduled. You cannot edit the charge to information,

nor the part number.

Purchasing Manager

JOBSCOPE Page 90

Copy Item

If you click on Copy Item ( ) on the toolbar, the system will write a new line item that has all the

same information as the item displayed except the quantity. Enter the quantity for the copied line item

and click on Apply or Ok and a new line item like the other will be on the PO. This is most often used in

the case when you want a quantity delivered on a certain date, then an additional quantity on a later

date.

PO Report (Purchasing Worksheet)

The PO Report selection near the top of the screen in Purchase Orders mode runs a series of reports

that are variations of the Purchasing Worksheet. The basic function of these reports is to show a

projection of the on hand balance for a part number based upon transactions for the part number that

are expected to occur in the future. The reports also show vendor quotes and supplier part numbers, as

well as recent purchase order line items.

Purchasing Manager

JOBSCOPE Page 91

In version 16 and subsequent, an additional function exists called Purchasing Exceptions. This is

described in the section “PO Report (Purchasing Worksheet) With Purchasing Exceptions Turned On”.

These six reports are as follows:

Purchasing Worksheet – Material Master lists the projection for the lot inventory material number that

you enter.

Purchasing Worksheet – Stock Inventory lists the projection for the stock inventory stock number that

you enter.

Purchasing Worksheet – Unfilled Purchase Requirement – Material lists the projection for lot inventory

items that are required for jobs and not yet ordered.

Purchasing Worksheet – Unfilled Purchase Requirement – Other lists the projection for part number

other than lot inventory that are required for jobs and not yet ordered.

Purchasing Worksheet - Material Reorder Items lists the projection for lot inventory items that are

projected to go below minimums (Reorder Code = Y).

Purchasing Worksheet – Stock Reorder Items - lists the projection for stock inventory items that are

projected to go below minimums (Reorder Code = Y).

For most users, Unfilled Purchase Requirements – Other and Stock Reorder Items are the most used.

At the bottom of each of the reports is a section called Purchase Order Line Items. This section lists the

most recent purchase order line items for the part. You can enter a number when you run the report to

tell the system the maximum number of line items to list. As an example, you may have ordered a part

500 times in the past, but you are only interested in the most recent 5 times.

Purchasing Manager

JOBSCOPE Page 92

When you click on the PO Report selection, the PO Reports screen displays. You start by selecting one of

the Report Options.

The Max Number of PO Items tells the system how many purchase order line items to list. You must

enter some number.

In the Options area, you can have the system display the data in a grid format, or you can have it display

the print version of the report. You will probably prefer the Print Report option. Selecting that option

doesn’t mean that the report will actually print, but rather it will display, and you can decide whether to

print it or not.

You must also select a Location Code.

If you check the Buyer box on, a field will display that will allow you to filter the data by Buyer. The

same is true for Planner.

Depending upon which Report Option you select, you may get a Material Number or Stock Number field.

If it displays, you must enter a Material Number or Stock Number.

Finally, click on the Run Report button ( ) and the report will run.

This is what the report looks like. This one is the Unfilled Purchase Requirements option.

Purchasing Manager

JOBSCOPE Page 93

Purchasing Manager

JOBSCOPE Page 94

PO Report (Purchasing Worksheet) With Purchasing Exceptions Turned On

To run Purchasing Exceptions, you must first turn it on. Tell your project manager or the help desk that

you want option PEFW set to YES. The following text describes the PO Report option on the toolbar with

purchasing exceptions turned on.

The PO Report selection near the top of the screen in Purchase Orders mode runs a series of reports

that are variations of the Purchasing Worksheet. The basic function of these reports is to show a

projection of the on hand balance for a part number based upon transactions for the part number that

are expected to occur in the future.

These six reports are as follows:

Purchasing Worksheet – Material Master lists the projection for the lot inventory material number that

you enter.

Purchasing Worksheet – Stock Inventory lists the projection for the stock inventory stock number that

you enter.

Purchasing Manager

JOBSCOPE Page 95

Purchasing Worksheet – Unfilled Purchase Requirement – Material lists the projection for lot inventory

items that are required for jobs and not yet ordered.

Purchasing Worksheet – Unfilled Purchase Requirement – Other lists the projection for part number

other than lot inventory that are required for jobs and not yet ordered.

Purchasing Worksheet - Material Reorder Items lists the projection for lot inventory items that are

projected to go below minimums.

Purchasing Worksheet – Stock Reorder Items - lists the projection for stock inventory items that are

projected to go below minimums.

For most users, Unfilled Purchase Requirements – Other and Stock Reorder Items are the most used.

These reports also show another value called Suggested Order Action, or simply “Action” on the reports.

There are four of these action values, NEW ORDER, PULL IN, PUSH OUT, and CANCEL. In MRP mode, the

Update MRP process does an analysis of part numbers and determines if any of these actions need to be

assigned to projected future transactions.

It does this by searching the database for purchase orders or make for stock jobs that are scheduled to

be received too early (PUSH OUT), or for purchase orders or make for stock jobs that are not necessary

(CANCEL), or for purchase orders or make for stock jobs that would solve shortage problems if they were

scheduled earlier (PULL IN), or for material requirements that are not covered by a purchase order or

make for stock job (NEW ORDER). For the PUSH OUT function, an item may be needed on June 15, and

the purchase order which brings the balance on hand to a level to allow the requirement to be fulfilled is

scheduled to arrive on June 13. We probably would not go to the trouble to reschedule the purchase

order by a day, just to make it arrive at the very latest date. However, if the purchase order is scheduled

to arrive on May 1, then we might want to reschedule to a date closer to June 15. The system allows for

a number of days of “grace period” so to speak before marking the purchase order as PUSH OUT. As an

example, if the system is set to 10 days, then the purchase order in this example would only get marked

as PUSH OUT if it is scheduled to arrive on June 5 or earlier.

You can have the system select which part numbers to include on the report by checking on one or more

of these values. For example, if you are interested in knowing whether you have any purchase orders or

make for stock jobs that really aren’t needed, because you already have enough of the part either on

hand or on order, you can check CANCEL, and the system will look for parts that have a projected

transaction that it thinks should be cancelled, and run the selected report for that part.

At the bottom of each of the reports is a section called Purchase Order Line Items. This section lists the

most recent purchase order line items for the part. You can enter a number when you run the report to

tell the system the maximum number of line items to list. As an example, you may have ordered a part

500 times in the past, but you are only interested in the most recent 5 times.

Purchasing Manager

JOBSCOPE Page 96

When you click on the PO Report selection, the Purchase Order Report Selection screen displays. You

can only select one of the Report Options, but you can select any number of the values in the Include

area.

The Max Number of PO Items tells the system how many purchase order line items to list. You must

enter some number.

In the Options area, you can have the system display the data in a grid format, or you can have it display

the print version of the report. You will probably prefer the Print Report option. Selecting that option

doesn’t mean that the report will actually print, but rather it will display, and you can decide whether to

print it or not.

You must also select a Location Code.

Depending upon which Report Option you select, you may get a Material Number of Stock Number field.

If it displays, you must enter a Material Number or Stock Number.

Finally, click on the Run Report button ( ) and the report will run.

One thing you need to remember is that the Update MRP process sets the Action values on the report,

so you should run that option at least once each day to insure that your data is up to date.

Purchasing Manager

JOBSCOPE Page 97

Viewing Linked Invoice Numbers

When you open an existing purchase order item that has been linked to an accounts payable invoice,

then a box will display on the upper right side of the purchase order items screen with the invoices

listed.

Purchasing Manager

JOBSCOPE Page 98

Receiving Mode

When you are ready to start entering purchase orders, you will also need to receive them.

In Receiving mode, there are five selections on the toolbar near the top of the screen.

Receivings

The first one, and the most frequently used, is Receivings.

Purchasing Manager

JOBSCOPE Page 99

When you click on it, the Receivings screen displays. Enter the PO Number if you know it. You can also

browse for it. The system will write the current date into the Date Received field. You can change it. In

the Item Number field, enter the PO line item number, or browse for it.

At this point, you can look at the purchase order by clicking on the Display PO icon at the top of the

screen.

The next field is Shipment. The system will write the next shipment number into the field. You can

change it, but it is best to let the system assign the shipment number.

Purchasing Manager

JOBSCOPE Page 100

There are four check boxes, Complete, Hold In Inventory, Inspect, and Associate Document. If the

receiving will bring the total quantity received to the quantity ordered or more, the system will check

the Complete box. If you know that no more will be received, even though the quantity is short, you can

check the Complete box and the line item will be considered complete.

Hold In Inventory refers to purchase to job items. If you want the system to issue the received item to

the release/work order/BOM item for which it was ordered immediately, don’t check it. If you check it,

the item will not be issued, but will be held in Job Inventory until it is issued at a later time.

Inspect means that you want the item held for inspection. These inspections are performed in

Inspections mode. If you check Inspect on, the system will automatically check Hold In Inventory on. If

the Inspection box was checked when the line item was entered on the PO, this box will already be

checked on.

If you check Associate Document, then this screen will display when you save the record, allowing you

to link a document to the PO Item being received.

Purchasing Manager

JOBSCOPE Page 101

In the Quantity Received section, enter the quantity for this receipt.

In the Bin Info section, you can designate which bin the receipt should go in if the item is a stock item.

The Bin Location drop down will display the existing bins for the item. You can add a new bin here by

typing the Bin Location (10 characters). If you add a bin, you also must select a Bin Code. You should

select P for Permanent, meaning the bin record will remain even if the quantity goes to zero, or N for

Non Permanent, meaning the system will delete the bin record when the quantity goes to zero.

Reference (6 characters) is a field that you can use for your own special information about the bin.

The Kitting box marks the new bin as being eligible for Work Order Kitting.

Document (20 characters) is a field you can use for entering special information about the receiving.

Cost Account (16 characters) is a required field if the line item being received was ordered against a

C/SCSC job. C/SCSC jobs are special types of jobs used by government contractors. If the C/SCSC

function is not turned on in System Configuration, then you can put anything you want in the field.

Transaction and Transport Mode will not display unless you have Use Value Added Taxes checked on in

System Configuration.

When you are ready, click on Apply or OK and the receiving will be recorded.

At this point, you can click on the Print Receiving Tickets icon on the toolbar near the top of the screen,

and the receiving tickets for the session will be printed.

Purchasing Manager

JOBSCOPE Page 102

Short Requirements in Receiving

Short Requirements are material requirements on work orders (BOM items) that have not had the

material issued to them, and whose Date Required is in the past. If you are receiving a part number, and

the system detects this condition, no matter what job or work order it is, the system will display this

message.

If you click on Yes, the Short Requirements screen displays. This may tip you off to getting this material

to the shop floor immediately.

Purchasing Manager

JOBSCOPE Page 103

Receiving Kitting

The second selection on the toolbar is Receiving Kitting.

Click on it and the Receiving kitting screen displays. Kitting, in this context, means receiving multiple line

items in a single transaction. When the screen displays, enter or browse for the PO Number and tab,

and the line items on the PO display in the grid.

The system writes the current date to Date Received, but you can change the date. The system will also

write the next Shipment number to the screen. You can enter a 20 character document value if you like.

The Issue Code allows you to do an issue here. If one or more of the purchase order line items were

purchased to a job and are not being held for inspection or in job inventory, you may issue them at this

time. To do so, select an issue code. If you are not issuing items (they are being held for inspection or in

job inventory, or are purchased for stock), then leave this field blank.

Transaction and Transport Mode will not display unless you have Use Value Added Taxes checked on in

System Configuration.

Purchasing Manager

JOBSCOPE Page 104

To receive items in the grid, we want to get the Receive Now column to show the quantity to be

received for each item. To do this, double click on the item in the grid, and it will display as the Current

Item. In the Receive Now box, type the quantity to be received. You can also check Hold in Inventory or

Complete. The master bin for stock items will display in Bin Location. If there is more than one bin for

the item, you can select the one you want.

Now it will look like this. It was zero before.

You do this for all the items you want to receive, then click on the Process Receivings button

( ) and the database will be updated with the receiving. The quantities in the

Receive Now column will be received.

The Show Completed box at the lower left lets you tell the system whether to show completed items on

the PO or not. When this screen is opened, this box and the Include Items With 0 Cost box will be

automatically set to their settings when the screen was closed the last time.

Purchasing Manager

JOBSCOPE Page 105

The toolbar across the top is very important for Receiving Kitting.

Clear Screen: ( ) – clears the screen for a new transaction.

Display Purchase Order: ( ) – displays the purchase order.

Print Receiving Tickets: ( ) – prints a receiving ticket for each item received.

Receive All: ( ) – Clicking on this will update the Receive Now column with the values in

the Qty. Expected column. If you want to receive everything as quickly as possible, click on Receive All

and then Process Receivings and everything will be received. If this option is not turned on in System

Configuration, you will not see this icon.

Show Item Detail: ( ) – changes the display to show detail for the item highlighted

in the grid.

When you exit the screen, this message will display to remind you that you may want to print receiving

tickets.

Purchasing Manager

JOBSCOPE Page 106

Purchasing Manager

JOBSCOPE Page 107

Lot Receiving

The Lot Inventory system provides for maintaining “lots” of materials. A common use of this mode is for

metals. You might have a standard structural steel that you carry in inventory, but you need to maintain

more detail about it than just the stock number, description, and quantity. You may need to receive this

material in lots and maintain chemical and physical testing data on the lot, and the lot inventory system

provides for this.

Lot Receiving provides for receiving materials designated as lot controlled. The receiving process also

creates the lot.

When you click on it, the Lot Receiving screen displays. Enter or select the PO Number and Item

Number, and information from the purchase order displays.

Purchasing Manager

JOBSCOPE Page 108

The system will default the Date Received to the current date, but you can change it.

The next field is Lot Number. If you are working with preprinted tabs, you may want to enter the

number on the next tag. Otherwise, enter NEW and tab, and the system will assign the next lot number.

If this lot is exactly like another lot you have received previously, you can enter that lot number in the

Master Lot field, and the data for that lot will be copied to this lot. If you leave it blank, the system will

write the lot number assigned to this lot into the Master Lot field.

If this lot is to be associated with a job, you can enter that job in the Job Number field. You can select a

Type value from Table 5002 and you may enter a Quality Code of your own choosing (2 characters).

You can enter a free form Comment (120 characters) and a free form Bin Location (10 characters) for

storing the lot.

If you have “Use Value Added Taxes” checked on in System Configuration, you will see the fields

Transaction (Table 7215) and Transport Mode (Table 7214). If it is not checked on, you will not see

these fields.

In the Quantity Received area, the Lot Quantity is the purchase order quantity. In this example, we have

ordered 1000 feet of W-16X67, which is a structural shape which we stock by the foot (UOM = FT), and

we order 20’ random lengths. On this purchase order, we ordered 1000 feet, which will likely be 50

pieces, and in this case, we are receiving 49 pieces, which is 980 feet. The field for the number of pieces

is Lot Pieces. Since the pieces were ordered as random lengths, the supplier may have shipped some

that were 21 feet long, or maybe even 22 feet, so that 49 pieces results in 994 feet. In that case, we

would enter 994 feet in Lot Quantity, and 980 in Theoretical Qty.

This tells us that, if we are planning to make cuts assuming a length of 20 feet for each piece, then we

may have only 980 usable feet in the lot.

Next to the Quantity Received area, we can enter a Freight In value, which will be stored with the lot.

The system gets the Unit Cost from the PO, and will calculate the Lot Value as Lot Quantity * Unit Cost.

Purchasing Manager

JOBSCOPE Page 109

In the Lot Characteristics area, we can enter information about the lot.

The Alloy and Heat Number fields may be 10 characters, and the Chemical Analysis field may be 24

characters.

When you have everything entered, click on Apply or OK, and the lot will be created. You should note

that if you ordered this material to a job, it will not be charged to the job at receipt. You must make a

separate issue transaction to charge it to a job. If you ordered it to a job, that job number will be

entered in the lot record, but you can issue it to any job you wish.

Purchasing Manager

JOBSCOPE Page 110

Correct Lot Receiving

If you find that a lot receiving had an error, you should use the Correct Lot Receivings selection to

correct it. The text on the screen describes how to use it.

Purchasing Manager

JOBSCOPE Page 111

Unreceive Kitting

Unreceive Kitting works like Receiving Kitting except that it allows you to “unreceive”, which means to

negate part or all of a previous receiving. The Unreceive Now column is where you enter the quantity to

unreceive.

This is a close up of the right side of the screen. The Complete flag for the PO line item can also be

updated here.

Purchasing Manager

JOBSCOPE Page 112

When you are ready to save the entries, click on the Process Unreceivings button on the bottom right.

The database will be updated and this message will display.

Purchasing Manager

JOBSCOPE Page 113

Short Requirements

Short Requirements are material requirements on work orders (BOM items) that have not had the

material issued to them, and whose Date Required is in the past. If you are receiving a part number, and

the system detects this condition, no matter what job or work order it is, the system will display this

message.

If you click on Yes, the Short Requirements screen displays for the part number being received. This may

tip you off to getting this material to the shop floor immediately.

You can also display this screen and select the part number for which you wish to see short

requirements using the Short Requirements selection.

This is the display for the part number entered, 125834.

Purchasing Manager

JOBSCOPE Page 114

MRP Mode

MRP refers to Material Requirements Planning. Jobscope does material planning in a way that is quite

different from traditional MRP systems. Traditional MRP systems work off of a sales forecast for end

items, then develop material requirements for manufacturing from that sales forecast. Most Jobscope

users are manufacturing some type of capital goods that are usually made to order, so a detailed sales

forecast is normally not something that you will find in these environments.

Jobscope plans materials from requirements on existing customer orders. MRP mode compares the

material requirements to incoming purchase orders, make for stock jobs, and existing inventory in a

time phased manner and presents the overall picture to the people who must do the material planning.

Update MRP

The first selection on the toolbar is Update MRP.

When you select it, you will get this screen. If you check on All Locations, the Update MRP process will

run for all locations.

If you check on Single Location, then a box displays for selection of a location. When you are ready to

run, click on the Update MRP button ( ). The process may take some time.

When it finishes, you will get this message.

Purchasing Manager

JOBSCOPE Page 115

Update MRP should be run daily. Always be sure that this function has been run before you print MRP

reports or run the MRP Detail option.

Update MRP updates the Quantity Obligated and the Quantity On Order fields on the Stock Inventory

and Material Master screens.

The program determines what items are on order and how much of each item is on hand, and compares

these quantities with the quantity required for releases and work orders. If more items are required

than are on hand and on order, the program automatically sets the Reorder Code in inventory to Y to

warn you that more of the item is needed. You can then print reports to see which items have the

Reorder Code set to Y.

The logic for setting the Reorder Code is as follows.

If:

[(quantity on hand + quantity on order) – (minimum required quantity + quantity obligated)] < 0

Then the Reorder Code is set to Y.

Lead time, which is the number of days between when an order is placed and the item is received, is

also used in determining whether or not to set the Reorder Code, providing the lead time for the item is

a non-zero value. The time between the current date and the number of days specified as the lead time

is referred to as the lead time horizon. The lead time is used to set the Reorder Code in the following

ways.

If the quantity of the item is expected to be below the minimum quantity at the time the lead

time expires, then the Reorder Code is set to Y.

If the quantity of the item is expected to go below the minimum quantity beyond the lead time,

then the Reorder Code is not set.

If the quantity of the item dips below the minimum quantity but remains above 0, then rises

above the minimum quantity before the lead time expires, then the Reorder Code is not set.

If the quantity dips below 0 but rises above the minimum quantity before the lead time expires,

then the Reorder Code is set to Y.

For example, suppose the lead time for item A is 4 days (both working and non-working days are

included in lead time). The requirements and quantity on order for item A are as follows.

Required Quantity Date Required 10 08/05 20 08/10

Quantity on Order Delivery Date 10 08/04

Purchasing Manager

JOBSCOPE Page 116

Suppose further that the current on-hand quantity is 5, the minimum required on-hand quantity is 1,

and the current date is 08/02. With a lead time of 4 days, the Reorder Code will not be set to Y. The

system considers only what is relevant between the current date of 08/02 and the lead time, which

extends 4 days to 08/06. The calculation is as follows.

[(qty. on hand of 5 + qty. on order of 10) – (min. required qty. of 1 + qty. obligated of 10)] = 4

If the lead time were 10 days, then the system would consider everything relevant between 08/02 and

08/12. In this case, the Reorder Code would be set to Y, based on the following calculation.

[(qty. on hand of 5 + qty. on order of 10) – min. required qty. of 1 + qty. obligated of 10 + qty. obligated

of 20)] = -16

In addition to setting the Reorder Code, Update MRP determines if each material requirement can be

satisfied. If the projected balance of an item is below zero on the date a particular requirement is

needed, then a “short” flag is set for that requirement.

The net balance of items is calculated as each requirement or receiving takes place; the requirements

and receivings are listed in chronological order according to date required and delivery date,

respectively.

If a material requirement causes the balance to fall below zero within the lead time horizon, the short

flag in the requirement is set to SS (for short in the short term) for the requirement.

If a material requirement causes the balance to fall below zero beyond the lead time horizon, the short

flag in the requirement is set to SL (for short in the long term) for the requirement.

The results of the balance calculation can be viewed in the MRP Detail screen.

If the same date appears as the Date Required on the material requirement and as the Date Expected on

the purchase order, then the requirement is considered before the purchase order. The system

assumes that receiving requires some processing and that the requirements are needed at the start of

the day.

Purchasing Manager

JOBSCOPE Page 117

Calculate Min Max

This function will calculate the minimum and maximum quantities to maintain in inventory for you.

In the Inventory module, in the Inventory Master screen, you can enter a Required (maximum) quantity

and a Minimum quantity. What this says is that when you reach the Minimum quantity, order enough to

get you up to the Required quantity.

The Calculate Min Max function lets you enter a number of days usage for minimum and maximum

quantities of each item, and then it calculates the quantities needed for this by analyzing past

transactions. When you click on it, the Calculate Stock Min/Max screen displays.

Purchasing Manager

JOBSCOPE Page 118

You can select the stock items to be updated by stock number, location, category, class, subclass, and

unit cost. Here we have entered a specific stock number. As an example, you might want all the low

value, fast moving, items calculated, so your entry might be based on a range of unit cost.

Next a date range is entered to be used in calculating the usages by issue transactions. We are saying

here, use the transactions from the date 1/1/2014 until 1/1/2015.

Finally, the number of days to calculate the minimum and maximum stock values are entered.

Once the information is entered the program determines what stock numbers will be updated. It then

finds all the issue transactions for the date range given and sums them. The sum of the issue

transactions are divided by the number of days in the date range to come up with an average usage per

day. The value in the minimum field is then multiplied by the average usage per day and the minimum

field is updated on the inventory record. The value in the maximum field is then multiplied by the

average usage per day and the required field is updated on the inventory record.

Purchasing Manager

JOBSCOPE Page 119

EXAMPLE Stock Number = 104-148 Date Range = 01/01/2014 – 01/01/2015 Minimum = 14 Maximum = 42 Sum of issue transactions =1095 Number of Days = 365 1095 / 365= 3 (Average Usage Per Day) 14 x 3 = 42 (New Stock Level Minimum) 42 x 3 = 126 (New Stock Level Required)

Purchasing Manager

JOBSCOPE Page 120

Expanded MRP Report

This is the primary report showing data generated by the Update MRP process.

The top part of the screen lists the different selection options of the report that you can run.

Stock Reorder Items – Stock inventory items with the Reorder Code set to Y. You can further

limit it to Make-for-Stock items only.

Stock BOM Items Not Available – Parts with work order bill of material items for which stock is

not available.

Stock Line Items Not Available – Job or release line items for stock items for which stock is not

available.

Purchased Items Not Available – Parts with work order bill of material requirements with a short

flag set to SS for short in the short term (within the lead time horizon).

Lot Items Not Available – Lot items with work order bill of material requirements with a short

flag set to SS for short in the short term (within the lead time horizon).

Lot Reorder Items - Lot inventory items with the Reorder Code set to Y.

Purchasing Manager

JOBSCOPE Page 121

Material Requirements – This option simply runs the report for the Catalog Number you enter.

Be sure you enter a location code.

Unfilled PO Requirements – Purchase to job work order bill of material requirements for non-lot

items with no PO assigned (things you need to buy).

Under Options, you can enter data to filter the parts that will be displayed.

Show Grid /Print Report – You must select either Show Grid or Print Report. Show Grid displays

online and you can print all or part of it afterwards (preferred). Print Report sends it to your

default printer.

Remember Settings – Click on this and, the next time you run this, your setting will default. You

can still change them.

Display Planning Requirements – This uses the material requirements on planning work orders.

Most users do not do planning work orders, so this option would not be relevant.

Run Update MRP Prior to Report – This report is only up to date if the Update MRP process has

been run recently. This option tells the system to run that process before the report is

generated.

Under Selection of Data, you can filter what the program will process.

Vendor – You can enter a vendor number, and all parts for which that vendor is Vendor 1 will be

displayed.

Job Number – This processes the line items and BOM requirements on the job entered.

Part Number – You can enter part number, and only that part will be displayed.

Release – Same as Job Number except a specific release.

Location Code – You can select a location code and only parts for that location code will be

processed.

Buyer – Only parts with the selected Buyer will be displayed.

Category – Only parts with the selected Category will be displayed.

Planner - Only parts with the selected Planner will be displayed.

Purchasing Manager

JOBSCOPE Page 122

Material Analysis

This selection shows you details about a part. Enter or select the part number and location code and

tab. This is what a stock part might look like.

If you click on the Bin Detail tab, the screen looks like this.

Purchasing Manager

JOBSCOPE Page 123

If the part number is a lot item, this is what the Lot Detail tab will look like. In these grids, you can move

the columns around by dragging and dropping the column heading.

Purchasing Manager

JOBSCOPE Page 124

MRP Planning Horizon

When this function is turned on (in System Utilities), it will color code the lines on the PPO Worksheet.

Any material requirement that is required within the lead time for the part will be color coded in red,

regardless of the settings below. These are referred to as items that are short in the short term, and the

material requirement record (PPBOMF) will have the MRP flag set to SS.

In the example above, anything within the lead time plus 10 days will be orange. Anything within the

lead time plus 40 days will be green. Everything outside of lead time plus 40 days will have no color.

This is what the PPO Worksheet might look like.

Use Job Inventory as Excess – When you run MRP Explorer in Planned Purchase Orders mode, and check

Purchased Items not Available or Unfilled PO Requirements, every part that has a quantity in job

inventory has a value of 1 in the Has Excess column. If you check Use Job Inventory as Excess on, these

lines will be highlighted in yellow, making them easier to spot. This is especially useful if your

procedures call for issuing job inventory to the job as it is received, and checking excess quantities back

into job inventory. In this case, the yellow lines are excess and available for use on other jobs.

Purchasing Manager

JOBSCOPE Page 125

Advance Purchase Requirements Mode

Material requirements in the system are created as BOM items on work orders. The work orders are

created after the engineering is complete for that part of the job. In some cases, certain long lead items

must be purchased before the work orders can be created. Advance Purchase Requirements (APRs)

allow you to purchase material for a job before the work orders are entered. Later, when you are ready

to create the actual work orders, you will create them as if the APR did not exist. This will result in two

BOM items for the same requirement. The system will resolve this duplication in the Relieve APRs

process.

The way it works is this. You add a work order with a work order number of 0000. Then you add BOM

items to the work order for the long lead items and create a purchase order to order them. When the

real work orders are actually created, you run the Relieve APRs process, and, if there is enough quantity

on the APR to cover the actual requirement, Relieve APRs writes the PO info into the actual BOM

requirement, thereby taking that BOM requirement off of the list of items to purchase (Unfilled

Purchase Requirements). If you know you will need a total of 7 of a long lead item to cover 3 different

expected BOM requirements, of, say, 3, 2, and 2, then you can create one APR for a quantity of 7, and

run Relieve APRs as the work orders are created (meaning you run Relieve APRs multiple times), and it

will take care of it.

There is one big thing that you need to think about when planning to use APRs, and that is Job

Inventory. Consider the example above where the APR is for a quantity of 7 to cover 3 different BOM

requirements. The purchase order for the APR item is for a quantity of 7, and it is ordered for the

master release (use 105294 as an example), work order 0000, and BOM item 001. Running Relieve APRs

does not change this. When you receive this purchase order, the system will receive it into Job

Inventory for 105294/0000/001. You can’t change this. Then you will need to issue from this single Job

Inventory record into each of the three requirements. To complete the example, these requirements

might be 105294/0002/036 (qty 3), 105294/0008/010 (qty 2), and 105294/0013/003 (qty 2).

Creating APRs

First of all, you need a part master record for the item to be ordered. Even if you don’t have the

drawing and all the details for the part that you would normally develop before entering the part master

record, you will need a part number for the item in order to make the Relieve APR process work

properly. You can add the details to the part master later. It doesn’t matter if the description changes

later.

To create an APR, enter a zero work order (work order 0000) for the master release. To do this, you

must have at least one release (job) line item on the master release. You may want to add a line item

specifically for the APR work order, or, you can put the APR work order on some other line item.

Go into Job Management and Control, select Work Orders mode, and open the master release on the

job. The master release has the same number as the job number. We need to get to the Work Orders

screen and add a new work order.

Purchasing Manager

JOBSCOPE Page 126

If You Already Have Work Orders

If there are already work orders for the job, highlight one of them and double click on Work Orders in

the collection. When the Work Orders screen displays, click on the Add Record icon ( ) and the

screen will clear for entry of a new work order.

If You Don’t Have Work Orders Yet

With the master release displayed, highlight a job or release line item, and click on Add WO on the

toolbar.

The Work Order Open Options screen displays. In the Open Where section, check on Open All Work

Orders In Production. In the Open What section, check on Open Work Order For Selected Part Only.

When the Work Order screen displays, click on the Add a Record icon ( ) and the screen will clear

for entry of a new work order.

Purchasing Manager

JOBSCOPE Page 127

Entering the APR Work Order

Enter 0000 in the Work Order Number field. Enter any Description that makes sense to you. You have to

enter a Part Number and Revision, but it doesn’t have to be a valid part number. On the Scheduling Info

tab, select a date and check either Forward or Backward scheduling. Since we won’t be scheduling this

work order, the date doesn’t matter.

Click on OK and you have the APR work order entered.

Purchasing Manager

JOBSCOPE Page 128

Entering the APR Item

Now the main display looks like this. Highlight the APR work order and click on the Add BOM selection

on the toolbar.

When the WOP Bill of Material screen displays, enter the data for the APR item and click on Apply or OK.

Purchasing the APR Item

When the PO line item to purchase the APR item is entered, the work order number should be 0000 and

the BOM item number should be the number for the item that you entered.

Purchasing Manager

JOBSCOPE Page 129

Relieve APRs

When the actual work order for the material is created, MRP shows requirements for both the APR (the

0000 work order) and the actual work order. Since the material is listed once in the APR work order,

and again in the actual work order, the need for the material is duplicated. Relieve APRs satisfies the

APR (work order 0000 requirement), eliminating the duplication. You run it by clicking on Relieve APRs

on the toolbar.

When you click on it, the Relieve APRs screen displays. In the Relieve section, if you have By Release

checked on, it looks like this, and you can enter the releases for which you want APRs relieved.

Purchasing Manager

JOBSCOPE Page 130

If you check on By Date Range, it will look like this, and you can enter the date range of Date Required in

the 0000 work order BOM items.

In the Process area, select Unrelieved Only.

Relieve APRs performs the following:

Builds a table of all part numbers required on work order 0000 for the selected master release.

If you select the APRs by date, requirements with a Date Required within the specified date

range are included in the table.

Looks for matches on part number between 0000 work order items and non-0000 work order

items. When it finds a match, it reduces the quantity (from an MRP standpoint) on the 0000

work order item by the quantity on the non-0000 work order by updating the Quantity Issued

field. It writes the PO Number from the 0000 work order item to the non_0000 work order

item. It does this across all releases on the job, not just the master release.

What it Does About Quantity Mismatches

You might need the same long lead item on a number of work orders. You can put the total that you

think you will need across all work orders on a single APR item. As actual work orders are created, and

you run Relieve APRs after you create these work orders, each work order will be updated with the

single purchase order/line item information so that it won’t be duplicated, and the quantity on the APR

item will be decremented accordingly until it reaches zero.

The thing you need to watch for is when you didn’t order enough on the APR. In that case, as you create

work orders, the APR quantity will be decremented until it reaches zero. If it doesn’t have enough

quantity to cover an actual work order requirement, it will not write the PO Number to the actual work

order requirement, even if it can cover part of it. In this case, the actual work order requirement will

still show as not ordered, but the field in the requirement record, PPBOMF.QUANTITY_RELIEVED will

show the quantity of the partial relief. If you run the Unfilled PO Requirements report in MRP, it will

Purchasing Manager

JOBSCOPE Page 131

give you a proper picture of where you stand, but if you simply create a purchase order item to buy the

actual work order requirement, it will bring in the full quantity, which you can change, of course.

The quantity that you need to order is PPBOMF.TOTAL_QUANTITY minus PPBOMF.QUANTITY_RELIEVED.

If you will be doing a lot of this, it might be a good idea to always check the Unfilled PO Requirements

display before placing the PO, or create a report that shows open BOM requirements with

QUANTITY_RELIEVED not equal zero.

Some Things to Think About

Long Lead Items That Are Release Line Items

Maybe you have a long lead item that will be bought to the job and then shipped to the customer as is,

or with so little work that you won’t need a work order. This item can be entered on the job as a

Release Line Item (be sure it is a “P” item). Then, when work orders are created for the first time, if

Automatically Create Purchasing Work Order is checked on in System Utilities, the system will create the

9999 purchasing work order, and put the line item on the 9999 work order as a BOM item. Then you

can simply buy the item to the 9999 work order requirement, or, if you won’t be creating any work

orders soon, then do the APR thing, and the 9999 work order will relieve the 0000 work order.

If the APR Item Is Already Received

One of the things that can happen is that you order an item against an APR, and then receive it before

creating the actual work orders and running the Relieve APR process. You still have substantial

protection against duplication. When you receive a PO against work order 0000, the receiving program

will set the Hold in Inventory check box on (which means hold in Job Inventory) and you cannot change

it. Then the item will be held in Job Inventory and designated for the 0000 work order. If you then later

create the actual work orders, and run Relieve APRs, the system will write the PO number into the

requirement record for the actual work order so that it will not show as needing to be ordered. The

MRP displays will show the actual requirement and the quantity in Job Inventory (Type = Reserved), and

you will be able to see that the Job Inventory was ordered against an APR for the actual job.

Purchasing Manager

JOBSCOPE Page 132

RFQ Mode (Request for Quote)

RFQ (Request for Quote) allows you to enter requests for quotations from vendors. Each RFQ is for a

quote from a single vendor. If you want to send the same RFQ to multiple vendors, you can enter the

first one, then make copies of it for the additional vendors. Each RFQ is made up of one header, and

one or more line items. Each line item defines an item to be quoted, so you can request quotes for

numerous items from one vendor on the same RFQ.

Each RFQ has a number. It is best to let the system assign this number. You set up the next number to

be assigned in System Utilities.

Creating the RFQ

In RFQ mode, click on NEW on the toolbar to enter a new RFQ. The Request For Quote screen displays.

Purchasing Manager

JOBSCOPE Page 133

Begin by entering an RFQ number, or, if you have Assign RFQ Numbers Sequentially in System Utilities

checked on, enter NEW and tab. The system will write the current date to Request Date, but you can

change it. Select a Quote Due date and an Expiration Date. Select a Location Code from the Location

Code table, and a Buyer Code from the Buyer Code table, and enter or browse for a Vendor number.

This is the vendor from whom you are requesting a quote. In the Requested From tab, enter the vendor

number that you use to provide your ship to address, and save the header.

Now click on the down arrow by the New RFQ icon ( ) and click on New Item. The RFQ Item screen

displays. The first thing you should do is enter or select the part number, and most of the information

you need will come from the part master.

You can enter a Quantity, and it will display on the RFQ, or you can leave it blank for now. You can enter

quantities where you want to see price breaks, or you can leave them blank also.

Purchasing Manager

JOBSCOPE Page 134

Sending the RFQ to Vendors

You can add as many line items as you like. When you are finished with the entry, you can send the RFQ

to the vendor either by clicking on the Email RFQ icon ( ), or you can print it to mail it by clicking on

the Display/Print icon ( ). These are explained in detail in the section “The Toolbar Icons” a little

later.

You might want to make a copy of this RFQ to send to other vendors, and you can do that by clicking on

the Copy RFQ icon ( ). Again, this is explained in detail in the section below.

One of the things that you might want to do before sending the RFQ to vendors is to consolidate the like

items on the RFQ. If you have more than one RFQ item, you can consolidate then so that the vendor

sees only one item. If you check the Consolidate Like Items box, the document that goes to the vendor

will show the like items as consolidated.

Purchasing Manager

JOBSCOPE Page 135

Updating the RFQ With Quote Information

When the vendor returns the quote information, you can enter it on the line item, and save it.

Purchasing Manager

JOBSCOPE Page 136

Turning the RFQ Into A Purchase Order

When you are ready to create the purchase order, update the remaining fields of each RFQ line item

with the additional data that the system will need to create the purchase order. You can wait until the

system copies the line item to the purchase order and enter this data then, but if you do it here, it will

be saved with the RFQ as well as being on the purchase order.

Save each line item, then, on the RFQ header, click on the Create PO icon ( ).

Purchasing Manager

JOBSCOPE Page 137

The Create PO screen displays. There may be multiple items on the RFQ, but you only want certain ones

copied to the new PO. You can use the box in the Selected column to select the line items that you

want. When you have selected the ones you want, click on OK.

This will open the PO header screen with the RFQ data displayed. The details of the copy process are in

the section “The Toolbar Icons”.

Purchasing Manager

JOBSCOPE Page 138

The Toolbar Icons

The Request For Quote screen has a toolbar at the top with ten icons on it.

New RFQ ( ) – You can click on the down arrow and select New RFQ or New Item,

Open RFQ ( ) – The down arrow allows you to select whether you want to open an RFQ,

or open a line item on the displayed RFQ. If you select line item, a screen will display where you

can enter the number of the line item you want to display. You can also open line items by

double clicking on them in the grid at the bottom of the screen.

Delete RFQ ( ) – The down arrow allows you to select whether you want to delete the

displayed RFQ and all it’s line items, or just line items. To delete a line item, highlight it, and

click on the down arrow and click on Delete Items.

Copy RFQ ( ) – You’ll use this a lot. If you want to send the same RFQ to more than one

vendor, use this to copy the RFQ with a different vendor assigned. The Vendor screen displays

when you click on it so that you can browse for the vendor you want.

Purchasing Manager

JOBSCOPE Page 139

After you select the vendor (double click on the vendor in the grid), the new RFQ will display

with the next RFQ number if you have Assign RFQ Numbers turned on in System Utilities. If you

don’t have it turned on, you will have to enter a new number.

Print/Display ( ) – Use this to display the RFQ. Once you have it displayed, you can print it.

This is what it looks like.

If the RFQ contains a part that has attached documents that are designated to be printed when the RFQ

is printed, you will get a list of these documents, and you can select the ones that you would like to have

printed along with the RFQ. Refer to the Part Documents section in the Parts and Change Control User


Purchasing Manager

JOBSCOPE Page 140

Associated Documents ( ) – Use this to attach electronic documents. When you click on it,

you will see this screen. The documents that are associated with the RFQ are listed in the grid. You can

highlight one and click on the Open icon ( ), or you can double click on the one you want to see.

If you want to add a new document, click on the New icon ( ), and enter the Document

Location and Description.

User Text ( ) - Use this to access the user text screen.

Create PO ( ) Use this to create a purchase order from the RFQ. See the section “Turning the

RFQ Into A Purchase Order” in this document.

Purchasing Manager

JOBSCOPE Page 141

Email RFQ ( ) – Use this to email the RFQ to the vendor. The screen below will display

where you can select the contact at the vendor (the address will come from the vendor master)

or check the Input Email Address box to enter one.

When you click on OK, this screen will display, where you can edit the information, then click OK

to send the email.

If the RFQ contains a part that has attached documents that are designated to be printed when

the RFQ is printed, then when the RFQ is emailed, those documents will be attached to the

email along with the RFQ. Refer to the Part Documents section in the Parts and Change Control

User Guide for more information.

Copy RFQ to Vendor Quote ( ) – You can use this to copy the RFQ to a Vendor Quote. You

will get a small window that tells you whether the copy was successful or not.

Purchasing Manager

JOBSCOPE Page 142

Purchasing Manager

JOBSCOPE Page 143

Inspection Mode

Inspection Mode provides for inspecting purchased material upon receipt. When a purchase order line

item is received, if that line item is designated for inspection, then the system will automatically place

the receiving in a hold for inspection status at the time the receiving is entered.

One of the things you need to decide in the beginning is what to do about the System Configuration

setting Use QA Modules. If you leave it checked off, then when you reject all or part of a receiving, that

quantity is updated as not received on the purchase order, a record of the rejection is written in the

database, and that is it. If you have Use QA Modules checked on, then all of the above will happen, and

the system will also create a rejection in the QA system, and step you through the entry of codes

describing the rejection. This QA process also creates a Non-Conformance in the QA system, which must

also be dispositioned. The details of these QA module processes can be found in the Quality Assurance

User Guide.

A purchase order line item is designated for inspection by checking the Inspection box on the line item.

Purchasing Manager

JOBSCOPE Page 144

If the Part Master for a purchase for job (P) item has the Inspect box checked on, then when a purchase

order line item for the part is entered, the Inspection box on the PO line item screen will be checked on

by the system.

Similarly, for a stock item, if the Inspect box is checked on in the Inventory Master record for the stock

item, then when a purchase order line item for the part is entered, the Inspection box on the PO line

item screen will be checked on by the system.

Purchasing Manager

JOBSCOPE Page 145

When the purchase order line item is received, the system will check the Inspect box on.

The receiving ticket will clearly show that inspection is required.

Purchasing Manager

JOBSCOPE Page 146

If the purchase order line item is not designated for inspection, then the system will not check the

Inspect box at receipt, but you can check it on if you decide that you want the item inspected anyway.

So this is how an item is held for inspection. Items held in inspection are not considered by the system

as actually received until they are inspected and accepted. On the MRP displays, a receiving that is held

for inspection will have a Type column value of “Inspect”.

Next, we’ll describe the inspection process. When you access Inspections Mode, there are two

selections on the toolbar at the top, Inspect Stock and Inspect Lot. Inspect Stock refers to everything

that is not lot controlled, be it P or S items, not just stock inventory.

Purchasing Manager

JOBSCOPE Page 147

Inspect Stock

The first thing to do is enter the PO Number.

You can click on the List Receivings Held For Inspection icon ( ) on the toolbar and get this display.

Double click on the one you want to inspect and it will display on the screen.

Purchasing Manager

JOBSCOPE Page 148

The part of the screen where you enter your inspection results is in the red box. An inspection code

beginning with A means accept. R means reject. You can accept part of the shipment and reject part.

Purchasing Manager

JOBSCOPE Page 149

The system keeps a running total of where you are at the bottom of the screen.

You can use the Associate Documents check box to link documents to the PO line item being inspected.

If you check it, then when you save the record it will display a screen which allows you to link a

document to the PO line item.

Purchasing Manager

JOBSCOPE Page 150

If you have Use QA Modules checked on in System Configuration, a series of screens will step you

through the QA rejection/Non-conformance process. The first of these screens is shown below. See the

Quality Assurance User Guide for more information on the rest of the process.

Purchasing Manager

JOBSCOPE Page 151

Inspect Lot

When a lot controlled item is received, a lot record is created for the receipt. If a lot item is held for

inspection, then it must be accepted or rejected in the Lot Inspection screen.

Enter a PO Number and an item. The lot held for inspection will display. Double click on it, and the lot

number will display in the Lot Number field. The codes in the Inspect Code drop down are Accept,

Reject, and Accept and Issue. Accept and Issue only applies to purchase for job items.

Purchasing Manager

JOBSCOPE Page 152

Planned Purchase Orders Mode

The Planned Purchase Orders mode allows you to create the purchase orders that you need very

quickly. It does this by selecting the items that need to be purchased based upon criteria that you enter,

then assigning vendors to the requirements and creating planned purchase orders. After you review the

planned purchase orders, you can turn them into actual purchase orders.

In Planned Purchase Orders mode, there are two selections on the toolbar. MRP Explorer is used to

create planned purchase orders. PPO Worksheet is used to assign vendors and purchase order numbers

to the PPOs, and then turn them into actual purchase orders. The process begins with MRP Explorer.

MRP Explorer

When you click on MRP Explorer, the Material Requirement Explorer Query screen displays.

Purchasing Manager

JOBSCOPE Page 153

You select the type of data that you want to work with in the top. When you make a selection, the fields

in the bottom section (Selection of Data) will light, and you can further filter the data you want to see.

When you have made your view selection, and entered the filters that you want, click on Find Now and

the parts that meet the criteria will display on the left side of the screen.

Purchasing Manager

JOBSCOPE Page 154

Views of Data

The top part of the screen lists the different selection options.

The first type, Stock Reorder Items, are the inventory items that need routine replenishment attention.

The last type allows us to work with non-inventory parts that need to be purchased for specific jobs.

The other types are parts and materials that may have been purchased, but are not scheduled to be

received until after they are required. So, the views that you will work with most are Stock Reorder

Items, and Unfilled PO Requirements.

Stock Reorder Items – Stock inventory items with the Reorder Code set to Y. You can further

limit it to Make-for-Stock items only.

Stock BOM Items Not Available – Parts with work order bill of material requirements with a

short flag set to SS for short in the short term (within the lead time horizon) and the Complete

flag not set. The short flag is stored in the MRP field.

Stock Line Items Not Available – Job or release line items for stock items with a short flag set to

SS for short in the short term (within the lead time horizon), and with quantity issued less than

the required quantity and the Complete flag not set. The short flag is stored in the Alternate

UOM field.

Purchased Items Not Available – Parts with work order bill of material requirements with a short

flag set to SS for short in the short term (within the lead time horizon) and the Complete flag not

set.

Lot Items Not Available – Lot items with work order bill of material requirements with a short

flag set to SS for short in the short term (within the lead time horizon) and the Complete flag not

set.

Lot Reorder Items - Lot inventory items with the Reorder Code set to Y.

Material Requirements – This option lists material requirements for the part number (catalogue

number) that you enter. When you click on Find Now, the summary data for the part will

display on the left side of the screen. Highlight the line for the part and the material

requirements will list on the right side of the screen.

Unfilled PO Requirements – Purchase to job work order bill of material requirements for non-lot

items with no PO assigned (things you need to buy).

Show SL Items – For the views described above as showing SS items, checking this on will display

the SL items as well.

Selection of Data

This is where you can narrow the selection.

Vendor – Entering or selecting a vendor will filter the data by the primary vendor for each part.

Job Number – This allows you to filter the data by the job that you enter or select.

Part Number – You will probably use this most often with the Material Requirements selection

at the top of the screen.

Purchasing Manager

JOBSCOPE Page 155

Release – This refers to Production Release, and filters by production release.

Location Code – This refers to requirements by location code. The field defaults to the location

code with the highest Issue Priority in table 0010.

Buyer – The filters by the Buyer code for the part. If you have Buyer codes set up, this may be

your most popular selection.

Category – This refers to the cost category for the part.

Planner – This is the Planner for the part.

When you click on the Find Now button ( ), the parts that meet the selection criteria display

on the left side of the screen. If you highlight one, the MRP display for that items displays on the right

side. This display shows the current balance on the first line, then each projected transaction in the

future, sorted by the date on which the transaction is projected to occur.

We can create a planned purchase order for this item and the other items on the page by clicking on the

Mass Create Planned PO Items icon on the toolbar.

The last column in the display has a column with the heading Has Excess. The value in the column will

be either 0 or 1. If it is 1, it means that the part exists in job inventory. If it is 0, then the part is not in

job inventory. If you consider job inventory as excess inventory, this is very useful. You can tell the

system to highlight the lines with a value of 1 in yellow, so that they will be easier to spot. You do this in

system Utilities, System Configuration, Purchasing/MRP. At the bottom of the screen you will see a

check box labelled Use Job Inventory as Excess. Check this box and the parts with job inventory will be

highlighted in yellow, making them easier to spot.

Purchasing Manager

JOBSCOPE Page 156

Purchasing Manager

JOBSCOPE Page 157

Working With Dates and Assigning Unit Costs

The right hand end of the toolbar looks like this (below). The field on the far left (with the 7) is Delivery

Date Adjustment for PPO Item. This is the number of days that the schedule date for the planned

purchase order must be adjusted for delivery time in order to meet the required date.

The date in the middle is Latest Date to Create PPO Items. It says “don’t consider requirements beyond

this date” so that you won’t be ordering too early.

The long field on the far right is Method to Determine PPO Unit Cost. This tells the system where to get

the unit cost for the part. The drop down has three selections.

Select PPO Unit cost from quotes by Part No. – If this method is selected, the system will get the

price from vendor quotes. The vendor that quoted that price is the vendor that is used for the

PPO Item vendor number.

Select PPO Unit Cost from quotes by Vendor – In this method, the vendor quote from a vendor

for the part number is used.

Select PPO Unit cost from Inventory – The unit cost for the inventory master or part master is

used.

Purchasing Manager

JOBSCOPE Page 158

Creating Planned PO Items

When the Mass Create Planned PO Items icon ( ) is clicked, this screen will display. If the selections

look ok, click on Yes, and the planned purchase orders for the items on the screen will be created as

necessary.

While the planned purchase order items are being created, you will see a display of the progress on the

bottom left of the screen.

After the PPOs are created, the display for the item on the previous page will now look like this. Note

that the PPO is displayed in a different color.

What we have now is a planned purchase order item. It does not have a PO Number at this point.

Purchasing Manager

JOBSCOPE Page 159

If no vendor quotes exist for one or more parts, this screen may display

The “Invalid Vendor Quotes” screen will only display if the “Check for Invalid Vendor Quotes When Mass

Creating PPOs” option is checked in System Configuration -> Materials -> Purchasing / MRP.

If the option is checked and Invalid Quotes are found, the user can either click Cancel to cancel the Mass Creation process, or click Continue to continue the creation process.

If the user clicks Continue, the Unit Cost of the Parts that do not have a valid Vendor Quote will be pulled using the following logic:

If the part is a WO/BOM Item and if using the Last Unit Cost option, then the system will use the Last Unit Cost from the Part Master for the part. Otherwise, the Unit cost from the Bill of Material Component will be used.

If the part is a stock or lot inventory item, and is using the Last Purchase Price option, the system will use the Stock or Material Master Last Unit cost. Otherwise, the system will use the Stock or Material master Unit cost.

If the part is neither of the above, then the system will use the Part Master Unit Cost.

Purchasing Manager

JOBSCOPE Page 160

With the planned purchase order items created, you are ready to do the things necessary to turn them

into real purchase orders using the PPO Worksheet selection on the toolbar. PPO Worksheet will be

discussed later.

Purchasing Manager

JOBSCOPE Page 161

Toolbar Icons in MRP Explorer

The toolbar at the top of the screen displays six icons.

Vendor History Worksheet ( ) – The Vendor Worksheet provides information about a vendor and

purchase orders issued to that vendor. If you highlight a part number line in the left side of the display

and click on the icon, the primary vendor for the part will display.

Purchasing Manager

JOBSCOPE Page 162

You can browse for another vendor, or view Vendor User Text for the displayed vendor using the

buttons on the screen.

The grid at the bottom displays purchase orders (complete and not complete) issued to the displayed

vendor.

Vendor Quotes Worksheet ( ) – This selection allows you to work with vendor quotes for the

highlighted part. When the screen opens, the upper left part of the display has a tab for each vendor for

which a quote exists for the part. Another tab labeled Current Vendors allows you to select a vendor

from the active list of vendors. When you click on it, the display will go blank.

Purchasing Manager

JOBSCOPE Page 163

This is how the upper right part of the display looks. The New Quote button ( ) allows you

to enter a new quote for the vendor tab. If you have the Current Vendor tab selected, clicking on New

Quote will display the Vendor browse screen where you can select the vendor for whom you wish to

enter a quote.

To enter the new quote, type (or select the date) the information on the new line which displays.

You can enter text in the Description line to describe the quote if you want to.

The Status field allows you to select status values of R (RFQ), C (Closed), or Q (Quote). The Price Grid at

the bottom only considers quotes with a status of Q.

To delete a quote, highlight the quote and click on the Delete Quote button ( ) on the right

side of the screen.

The Add Vendor button allows you to add a tab for a new vendor. Clicking on it displays the Vendor

browse. Select the vendor, then click on the Save Quotes ( ) button or the Apply or OK

Purchasing Manager

JOBSCOPE Page 164

buttons on the bottom right of the screen. When you select the new vendor, it’s tab will display with a

line for the quote. You can enter a quote, or save the vendor tab without a quote.

MRP Explorer Query ( ) – This will display the Material Requirement Explorer Query screen to allow

you to start a new search.

Purchasing Manager

JOBSCOPE Page 165

Mass Create Planned PO Items ( ) – Clicking on this icon will create planned purchase orders for all

the items on the display.

View Job Inventory Report ( ) – This will display all items in job inventory. You can click on the +

symbol beside a part to see the detail of all the job inventory records.

Save Requirement Changes ( ) – If this icon is lit, then you have made changes that have not been

saved. You can save them by clicking on it.

Purchasing Manager

JOBSCOPE Page 166

Other Things You Can Do In MRP Explorer

In the MRP Display

In the MRP display on the right side of the screen, you can right click on certain lines and get a list of

additional things you can do.

If the Transaction Type is Requirement, you will get two selections. The first is Create Planned PO for

Requirement. Click on it and the system will create a planned purchase order for the quantity of that

requirement. The other is View BOM User Text. Some users provide for communications between the

planners and buyers via user text on the BOM requirement. This option allows the buyer to see it.

If the Transaction Type is Purchase Order, you will get two selections, View PO and View PO Item. They

will open the PO or item.

If the Transaction Type is Planned PO, you will get five selections. Delete PPO will delete the PPO.

Assign PO Number will assign a PO Number to the PPO. Create RFQ and Add to Existing RFQ will create

an RFQ for the PPO item. The fifth one is View BOM User Text.

Purchasing Manager

JOBSCOPE Page 167

PPO Worksheet

PPO Worksheet is where you work with the planned purchase order items created in MRP Explorer. You

need to assign a vendor to any PPO that doesn’t have one, assign unit costs, then assign purchase order

numbers, and turn them into real purchase orders. When you click on PPO Worksheet on the toolbar,

the screen displays.

The top section of the screen is labeled “Planned POs. Each line represents a planned purchase order

with a PO number assigned. Each line may have more than one line item associated with it.

If you highlight a PO Number in the top display, the lower display will change and show it’s line items.

Notice that it has three line items.

You can add user text (if it is turned on in System Utilities) by right clicking on a line and clicking on the

Planned PO User Text option that displays.

To get the lower display back to showing the Items with no PO Number display, click on that text in the

upper section (where the red oval is).

Purchasing Manager

JOBSCOPE Page 168

At the very top, you will see a line with selections of data By Buyer, Project Manager, and Planner, and

by Release and Work Order, going left to right.

You can use these boxes to select the data you want to see. Just make your selections and hit F5 on

your keyboard and the data will refresh based on your selections.

Also on the top right, you will see a box with several selections. This box allows you to select how the

system will get unit costs for the PPO line items in the bottom section. More on this later.

What you need to do is work with the PPO items in the bottom section to get them ready to be

purchased. When you have them ready, you can assign purchase order numbers to them, and they will

move to the top section.

Assigning Vendors

The next thing you need to do is get vendors assigned to the PPO items in the bottom section. You can

go to each line and type the vendor number you want, or, you can double click on the Find button in the

vendor box ( ), and a Vendor browse will display.

Purchasing Manager

JOBSCOPE Page 169

This allows you to browse for vendors using the fields provided.

Purchasing Manager

JOBSCOPE Page 170

In certain columns on the display in the lower section, you can update multiple lines with a single entry.

You can do this by holding down the CTRL key and clicking on the field you want to change on each line

you want to change, or by clicking on the first one, holding down the Shift key and clicking on the last

one. Then, you can type (you can’t select) the new value. As an example, on the display below, if you

want to change the vendor for the four lines below, highlight the ones to be changed, then type the new

vendor number in the last one you highlighted, and the four will be changed when you tab out of it. The

other column that can be changed this way is Buyer.

Purchasing Manager

JOBSCOPE Page 171

If you right click on the Part Number column, you will get a menu of things you can do to the part. One

of the most popular is the last option, Documents, which will allow you to view the electronic

documents linked to the part.

Purchasing Manager

JOBSCOPE Page 172

Assigning Unit Costs

You can type the unit cost directly on each line, or you can have the program get the unit cost. To have

the program get the unit cost, you select the method for calculating the unit cost in the box at the top

right of the screen. There are three methods, which we’ll discuss shortly.

Then, you highlight the lines you want updated, right click, and click on Update Unit Cost. If the program

can get the unit cost based on the method you have selected, it will update the unit cost on the

highlighted lines.

If you want to see the lines that have zero unit costs, click on the column heading for Unit Cost and the

display will be sorted by unit cost, and the zeroes will be first.

These are the three methods that you can select.

Update Unit Cost and Vendor With Best Quote for Part Number – If you have vendor quotes,

then the system will get the best price and the vendor that quoted that price. If it doesn’t find

any quotes, then it doesn’t do anything.

Update Unit Cost With Best Quote for Vendor – If the PPO has a vendor, it will get that vendor’s

best price. If it doesn’t find a quote for that vendor, then it doesn’t do anything.

Update Unit Cost from Inventory – For inventory items, stock or lot, it will get the price from the

inventory master. For non-inventory items, it will get the price from part master.

Purchasing Manager

JOBSCOPE Page 173

Creating the Planned Purchase Orders

As you get the PPO items in the bottom section ready for purchase orders, you can highlight the lines for

which you want to create purchase orders. Then, right click in the highlighted area and you will get a

drop down selection like this.

The selections for PO creation include “Create Single PO”, “Create POs by Vendor”, and “Create

Multiple POs”. The one you will use the most is “Create POs by Vendor”. If you have highlighted 20

lines, representing 11 vendors, you will get 11 planned purchase order numbers with a total of 20 line

items. If you click on “Create Single PO” in this case, if will display a message saying that you have more

than one vendor, and offering the option to use the first vendor it sees for all of them. You don’t want

that.

If all the lines that you highlighted have the same vendor (as an example, 5 lines), and you click on

“Create Single PO”, then you will get one purchase order number with 5 lines. For these same 5 lines, if

you click on “Create Multiple POs”, you will get 5 POs with 1 line item each.

If you click on “Add Items to Existing PPO”, this will display. You can enter the PPO to which you wish to

add the item.

Purchasing Manager

JOBSCOPE Page 174

If the data on any of the lines is in error, you will get error messages. An example might be an invalid

unit of measure.

After you have created the planned purchase orders from the planned purchase order items, the new

planned purchase orders will be part of the display at the top of the screen.

Purchasing Manager

JOBSCOPE Page 175

Creating the Actual Purchase Orders from the Planned POs

In the top section of the display, you will see the icon labeled “Generate Purchase Orders from Selected

Planned POs” ( ).

Highlight the PPO(s) in the upper display from which you want to generate purchase orders, and click on

the icon ( ). The system will proceed to generate the purchase orders.

If some of the data doesn’t pass the edits for valid data, you will get an error message like this. Notice

that the error is at the right end of the line. In this case, we know the error was in line item 001, so we

know where to go to correct it.

Close this window and click on the planned purchase order in the top section. It’s line items will display

in the bottom grid. Find the Planner field and click on the arrow to get the drop down and select a valid

planner. When you have it selected, tab out of the field and it will save to the database. Then run

“Generate Purchase Orders from Selected Planned POs” ( ) again. If any part of the PO or any line

has an error, no PO will be created.

As to the Fixed box in the error message above, ignore it because it doesn’t do anything.

If no errors are found, the system will convert the highlighted PPO(s) to purchase orders.

Purchasing Manager

JOBSCOPE Page 176

If you have Prompt to send Email when converting PPO To PO checked in System Configuration, you will

get the screen for emailing . When you click on OK, the system will email the PO.

Purchasing Manager

JOBSCOPE Page 177

Using Purchase Order Browse to Print the POs

The Purchase Order browse screen in Purchase Orders mode allows you to search for POs based on a

number of values. One of these is the Printed selection near the middle. If you are creating a lot of POs

in PPO mode, you can use the Not Printed selection to get a list of the new ones, review them, print or

email, or call the vendor as necessary.

Select the PO you want to open by double clicking on it in the grid, or by highlighting it and clicking on

OK.

Purchasing Manager

JOBSCOPE Page 178

Toolbar Icons on the PPO Worksheet

Delete Item ( ) – This will delete the highlighted items

Vendor Quotes ( ) – See the information on Vendor Quotes Worksheet in

the MRP Explorer section.

Generate Purchase Orders from Selected Planned POs ( ) – See the section

“Creating the Actual Purchase Orders from the Planned POs” in this document.

View Job Inventory Report ( ) - See the information on View Job Inventory

Report in the MRP Explorer section.

Consolidate Stock ( ) – If you have more than one line item for the same

part, and that part is a part that is carried in inventory, you may want to combine the PPO line

items for that part into a single line item. You do this by highlighting the lines to be combined,

and clicking on the Consolidate POs icon. The highlighted lines will be consolidated into a single

line with a new quantity. The lines to be consolidated must have the same vendor or no vendor

at all.

Purchasing Manager

JOBSCOPE Page 179

Other Things You Can Do In PPO Worksheet

Sorting

You can sort the display in either section by clicking on a column heading. You can go a step further and

do a secondary sort by holding down the Shift key and clicking on a secondary column sort.

If You’re Using Multiple Buyers

If you are using multiple buyers and buyer codes, you want to be sure you have a buyer code on every

PPO. For this reason, you might want to run the PPO and select blank buyers early each day so that you

can see the PPOs without buyer codes and assign them.

Cautions About Purchase to Job (P) Parts

Be careful about changing quantities on P parts. These are not inventory items, and you need to use

caution in increasing or decreasing these quantities, lest you wind up with parts left over, or not enough

to get the work order done.

Creating RFQs

We talked about right clicking in the bottom section and creating PPO items from the requirements.

Other options are to create an RFQ or add to an existing RFQ.

If you click on the Create RFQ option, this screen displays. Click on OK or Apply and a new RFQ will be

created for the item, and the line for the requirement will be highlighted in yellow.

Purchasing Manager

JOBSCOPE Page 180

If you click on Add to Existing RFQ, this screen displays, and you can add this item to the selected RFQ.

You can work with the RFQ in RFQ mode.

Purchasing Manager

JOBSCOPE Page 181

Adding a PPO Item With No PO Number to an Existing Planned Purchase Order.

This is the PPO Worksheet. The first line, Items with No PO Number, is highlighted, and so the lower

display lists the PPO items that do not have a PO Number assigned.

You can highlight one of the items in the lower display (107D3342-17 in this case) and right click. The

menu will display. One of the options is Add Items to Existing PPO. If you click on it, this box will display.

Enter one of the PPOs in the upper display (circled in red) and click OK and the highlighted item will

disappear from the Items with no PO Number display and display with the new PPO number.

Purchasing Manager

JOBSCOPE Page 182

Working With the Columns

You can right click anywhere in a column and display the menu shown below. This gives you numerous

options for working with the selected column. One in particular that you might like is the Freeze

Column. This locks the column in position so that you can scroll right or left and still see that column.

Another very popular one is Documents at the bottom. This allows you to view attached documents for

the part.

Purchasing Manager

JOBSCOPE Page 183

Right Clicking on the Part Number Field

You can right click on a part number and get a bunch of options for that part. Most of these options are

described in detail in this document.

Purchasing Manager

JOBSCOPE Page 184

Internal Requisitions Mode

Internal Requisitions mode was added in Version 16.2. This function is designed for end users like

production planners, engineers, and other users outside of the purchasing department. These

requisitions can be quickly turned into purchase orders with the next regular purchase order number or

a PO number manually entered by purchasing.

Purchasing Manager

JOBSCOPE Page 185

Setting Up For Internal Requisitions

In System Configuration, select Purchasing and MRP and set the next sequential number.

You can set up user text and user defined fields for both the header and line items as well.

You also need to decide if you want to use the approvals function for internal requisitions. If you do,

then you should check Use Internal Requisition Approval in the Approvals section. If you decide to use

approvals, then the users that you want to do the actual approval will need to user permission Approve

Internal Requisitions checked.

Purchasing Manager

JOBSCOPE Page 186

Entering a New Requisition

This is the Internal Requisitions header screen. It looks a lot like the purchase order header screen, and

works much the same way. The big difference from the PO header screen is that the vendor number is

not required. You can enter NEW in the IR Number field and get the next IR number, or you can enter

one.

Purchasing Manager

JOBSCOPE Page 187

After you enter the header, you can click on the New IR icon ( ) dropdown and click on IR Item.

The IR Item screen displays. This works just like the purchase order line item. You can add as many line

items as you wish.

Purchasing Manager

JOBSCOPE Page 188

Copying an Internal Requisition to a Regular Purchase Order

This is a two step process. First you have to tell the system what to copy, then tell it to do the copy.

This is where you start. Click on the down arrow.

The down arrow will display three options, Copy IR, Create PO from IR and Set Create/Copy Options.

Click on Set Create/Copy Options first.

This is where you tell the system what you want to copy. If you are planning to copy the IR to a

purchase order, then you must check Create PO From IR. Copy Documents, Copy User Defined Fields,

and Copy User Text tell the system to copy these items.

Checking Prompt For New Number will display a dialog box where you can enter the purchase order

number you want assigned. If you don’t check it, the system will get the next sequential purchase order

number.

Purchasing Manager

JOBSCOPE Page 189

If you check Copy Items, this button will be activated. If you click on it, the screen will change to this.

The line items on the IR will list in the left box. If you double click on one, it will move to the right box,

indicating that it should be copied. If you check Copy All Items, then all the IR items will display in the

right box.

You can double click on an IR item in the right box to move it back to the left box.

When you have everything set, click on Apply or OK.

Back on the main screen, click on the Copy icon and select Create PO from IR.

The system will create a purchase order from the IR.

Remember that you have to have a vendor number in order to create a purchase order, even though the

IR doesn’t require a vendor number.

Purchasing Manager

JOBSCOPE Page 190

Correct Job Purchase Cost Mode

There is often a need for changing a purchase order unit cost. The vendor may change the price, or the

initial entry was in error, or, in some purchasing departments, entering a purchase order item with a

zero unit cost is a common practice. If the item is a purchase to job, and it has transactions (receiving,

issue to job, etc.) before the cost is updated with the correct value, then those transactions must be

undone, the purchase order item corrected, and then the transactions must be done again to get the

correct value. Version 18 and subsequent have a new Purchasing Manager mode called “Correct Job

Purchase Cost” which allows this process to be performed in a single step.

Purchasing Manager

JOBSCOPE Page 191

There is a user permission for the mode, and it will not display if the permission is not checked for the

user.

When you click on Correct Job Purchase Cost, the Job Purchase Cost Change screen displays. When you

enter the PO Number and tab, the grid on the left populates with all the job purchase items on the

purchase order. The Item Number field defaults to item 001. The grid on the right displays the

transactions for the selected item number. Item 001 has not had any transactions.

Purchasing Manager

JOBSCOPE Page 192

In this example, we want to make a unit cost change to item 009, so we can either select it from the

Item Number dropdown, or double click on it in the grid. We can see that it does have transactions. It

has been received and issued to a job.

We can see that the Old Unit Cost is zero.

Purchasing Manager

JOBSCOPE Page 193

To correct the cost, we enter the correct cost and click on the Change Cost button. Notice that the

bottom area of the screen is blank.

The program proceeds to undo the transactions, correct the unit cost, and redo the transactions. This is

now described in the bottom area of the screen.

You should note that if you change an item cost more than once, then the “redo” transactions will also

need to be redone, resulting in a lot of transactions, which is okay, just don’t get confused by it.

Purchasing Manager

JOBSCOPE Page 194

Outside Processing

The Outside Processing functionality allows you to define a part as requiring outside processing by

adding one or more Outside Process Codes to the part. When work orders are created, the program

checks to see if any Outside Process Codes have been assigned to each part involved. If they have, then

the program not only creates a work order bill of material record for the part, but it also creates a work

order bill of material record for each Outside Process Code. The work order bill of material record for

the outside processing will have the outside process code for it’s part number field. The fourth line of

description on the BOM record will have the text “123456 in BOM 007”, where 123456 is the part

number on which the outside processing is to be performed, and 007 is the BOM item number for that

part.

If the part with an Outside Process Code is the end item in the BOM structure (a release line item), then

a separate work order is created for that part. That separate work order will have a work order bill of

material record for the part itself, and one work order bill of material record for each Outside Process

Code on the part. If the part with an Outside Process Code is not the end item in the structure, then one

additional work order bill of material record will be created for each Outside Process Code, and that

work order BOM record will be on the same work order. Additional information about setting up

outside processes for parts and creating work orders can be found in the Parts and Change Control User

Guide and the Job Management and Control User Guide.

Purchasing Manager

JOBSCOPE Page 195

Setting Up for Outside Processing

The first thing you need to do is set up the outside process codes in the Outside Process Codes table in

System Utilities. Select System Utilities, Operations, and Table Maintenance. Select the Outside Process

Codes table. Add the codes that you need.

Purchasing Manager

JOBSCOPE Page 196

The next step is to define which vendors can do which outside process. To define a vendor as qualified

to perform an outside process, open the Vendor Master and click on the Outside Processes icon on the

toolbar.

Purchasing Manager

JOBSCOPE Page 197

The Vendor Outside Processes screen displays. Click on the Append symbol at the bottom.

A line for entry will display. In the Process Code field, click on the down arrow and the codes in the

Outside Process Codes table will display. Select the one you want. When you have selected all the ones

that you want, close the screen. The system saves the links as they display.

Purchasing Manager

JOBSCOPE Page 198

When you enter a purchase order item for outside processing, the system will display an error if the

vendor for the purchase order is not defined as a vendor for the outside process code.

Category Code for Outside Processing

The configuration screen for Job Managerment and Control in System Utilities has a box labelled “Use

Category from Part Master for Outside Process BOMs”. If this box is checked, the program will get the

category for the work order bill of material item that is created for the outside process from the origin

bill of material item. If it is not checked, the program will get the category from the Outside Process

Code. This issue comes up when the printed work order lists the outside process. If it has a distinctive

category like OUTPROC, it is easier to spot.

Using A Special Part Master for Outside Processing

You can create a special part master to use in outside processing in order to determine buyer and

planner codes for the processing.

For example, if the outside process PLATING2, above, has a part master record with a part number of

PLATING2, then the work order creation program will get the buyer and planner from that part master

record. You still need to set up the Outside Process Code and assign it to the part to be processed

whether you have a special part master or not.

Job Costing of Outside Processing

The costing of Outside Process PO items is different from other purchase to job costing. Whereas

normal purchase to job receivings charge the job at the purchase order price, outside process PO items

charge the job at the Standard Cost set up for the outside process in the Parts and Change Control

module.

Buying Outside Processing in Purchase Orders Mode

The requirement for outside processing will be represented by a work order bill of material item, just

like any other purchase requirement. You simply enter the Release, Work Order, and BOM item, and

the screen will be populated with the data from the material requirement. Just save it and it’s done.

The system knows that it is an outside processing requirement and will mark it as such.

Purchasing Manager

JOBSCOPE Page 199

Purchasing Manager

JOBSCOPE Page 200

Buying Outside Processing in Planned PO Mode

Start in MRP Explorer. When you click on MRP Explorer, the Material Requirement Explorer Query

screen displays. When the system create work order BOM items for outside processing, it always sets

the PSM flag to P for purchase, so, for the View, select Unfilled PO Requirements.

You can enter any other filters in the Selection of Data section at the bottom. When you have made

your view selection, and entered the filters that you want, click on Find Now ( ) and the

parts that meet the criteria will display on the left side of the screen.

Next create planned purchase orders by clicking on the Mass Create Planned PO Items icon on the

toolbar.

So far, nothing is any different from processing other purchase items.

Purchasing Manager

JOBSCOPE Page 201

With the planned purchase order items created, you are ready to do the things necessary to turn them

into real purchase orders using the PPO Worksheet selection on the toolbar.

Since we want the Outside Process requirements, hover over the key in the far right of the Outside

Process column heading (you may need to move it over from the far right) and click on it, and select the

Checked option.

Now it will only display the outside process items.

From here on, it works exactly like processing any other PPO.

The material requirement for the outside processing in table WOPBillofMaterial has the OutsideProcess

check box and OutsideProcessShipDate. When you print the PO, the system will update the

OutsideProcessShipDate to the current date.

Printing A Packing List for Outside Processing

If a purchase order has one or more line items with outside processing, the toolbar at the top of the

purchase order header will include an icon for printing the packing list ( ). When

you click on it, the system will create a packing list and display it. This is what it looks like.

Purchasing Manager

JOBSCOPE Page 202

Shipping Purchase Order Items To A Vendor

There is another section with this same name earlier in this document that tells you how you can enter a

shipment to a vendor right from the purchase order header.

Purchasing Manager

JOBSCOPE Page 203

Scheduling Reports in Jobscope

The video “Running Reports in Jobscope” describes how to run a report on a one time basis. The video

“Scheduling Reports in Jobscope” describes how a user can set up a report to run automatically on a

regular schedule. We refer to the program that does this as the Report Scheduler. You don’t need to do

anything to setup the users to run reports on a one time basis, but you do need to do some setup to

allow them to use the Report Scheduler.

The Report Scheduler uses the Workflow Service. In order to save the report results to a file, you need to have one of two methods setup on your server, and let all of your users know how to use the Report Scheduler. If you prefer your users to save their reports to a UNC path (the preferred method), then you need to setup the Workflow Service on the server to run as a domain user (not the Local System Account). Once you do this (and restart the service), your users can enter a path such as //machinename/xxx.pdf. Otherwise, the reports will save to the errorlog folder on the server. If you prefer to run the workflow service as the local system account, then you must setup a shared path on the server (the same server that is running the workflow service), and ask users to save exports to that location. You can enter these as local file paths (c:\SampleFilePath) and give users access to that folder. Remember, this is not the C drive on their local computer, but on the server! Once you have decided on one of the above methods, inform your users so they know how to enter the path for saving a scheduled report.

Using a Workflow to Run Reports

You can use a workflow to run reports. As an example, you might want the Cost Control Sheet to run

every time a new job is entered. This is described in the Workflow Users Guide.

November 5, 2019