Purchase Orders

Add to Order

To use the Purchase Order must be at a 'Pending' Status.

Click the .
This will open the 'Add New Purchase Order Equipment' form.

Add New Purchase Order Equipment

3. Select the 'Equipment Catalog' to be purchased, the 'Ordered Date', input the 'Quantity' of the Equipment and 'Price Per Quantity.'

Note: In the figure above, note the Units and Price Per Quantity fields (indicated with arrows). The Equipment grid will group similar selections together as much as possible. If the Equipment is a "Has Units" item, the Units field will show and that field can be used to set the Unit count. The Quantity is how many each of that Unit count that is being ordered. For example, the User can order 10 boxes of pencils, but how many are in each box: 25, 50, 100? Quantity is the 10, Units is the 25/50/100. When a Units value on a Purchase Order that is different from another record of the same Equipment is set, this tells the system the User wants some boxes of 25 pencils and some other boxes of 50 pencils. This generates separate line items for "boxes of pencils".

As with Units, Price Per Quantity acts the same way. Maybe the Vendor only has 15 boxes of pencils in stock at their normal price, but can special order the additional 30 that is needed, at a different price. The User can enter the 15 at one price, and create another line item for the other 30 at the other price, which results in separate line items. PCR-360 can be configured to use the last received cost for Equipment by setting the PO_EQP_USE_LAST_COST configuration to TRUE.

4. Click the .

The Equipment will now be added to the grid on the Equipment tab. The Purchase Order can be advanced when all Equipment has been added.

Note: Once a User begins receiving Equipment from a Purchase Order, Equipment may still be added to accommodate any changes to the Purchase Order while it is being fulfilled.

Edit Line

To use the Purchase Order must be at a 'Pending' or 'Open' Status and there must already be some Equipment in the grid.

Single-click to select the Equipment to edit, and click the or double click the Equipment to edit.
This will open the 'Manage Purchase Order Equipment' form.

Manage Purchase Order Equipment

3. The Manage Purchase Order Equipment dialog will open and the User can edit three fields. Ordered Date , Quantity , and .

Note: The 'Equipment Catalog' field will be greyed out.

4. Make the necessary modifications in the appropriate fields. Please note that following changes to the line item management form, the form will add additional quantity to all matching lines, it does not adjust the quantity.

5. Click on the .

The Equipment Catalog will now be updated with the information that was selected.

Delete

To use the Purchase order must be at a 'Pending' Status and there must already be some Equipment in the grid.

Select the Equipment from the grid to remove from the order.
Click the .
This will open the 'Confirm Delete' dialog.

Delete Equipment Catalog on PO

4. Click the to confirm.

5. The 'Equipment Catalog' item is deleted from the order.

Receive Item(s)

To use the the Purchase Order must be at an 'Open' Status and there must already be some Equipment in the grid in the 'Pending' Column.

Select the Equipment from the grid to receive on the Purchase Order.
Click the .
This will open the 'Receive Purchase Order Equipment' form.

Receive Purchase Order Equipment form

4. Select the 'Warehouse' to receive the Equipment to, the 'Received Date' to receive the Equipment and the 'Quantity' of the Equipment that is to be received.

Note: If the amount in the Quantity field is greater than the amount in the Pending Quantity field, when the User clicks the the User will get an error window stating: "The received quantity X is more than x still Pending for this item." If your organization desires to be able to receive surplus Equipment, then the PO_RECEIVE_ALLOW_SURPLUS configuration must be set to TRUE.

5. Click the .

The Equipment will now be added to the Warehouse the User selected at the Date and at the Quantity the User selected.

If a User accidentally received more Equipment within PCR-360 than actually received (for example, receiving 5 of 10, instead of 3 of 10), a User can "receive" a negative value of that Equipment to correct the error (in the example's case, 'receiving -2).

Once a User begins receiving Equipment on a Purchase Order, new Items can still be added to that Purchase Order. This enables Organizations the ability to receive an item mistakenly sent by a Vendor, decide to keep it, and add it to the current Purchase Order.

When Cabling Equipment or Assets are received on a Purchase Order, the User can specify their Equipment ID/Asset Tag value but is not required to at that time.

User-Defined Fields on Receiving Equipment

If there are User-Defined Fields setup for the Equipment being Received, a User is able to define those values on the UDF Tab.

UDF Tab example

Cancel Items(s)

To use the the Purchase Order but be at an 'Open' Status and there must already be some Equipment in the grid in the 'Pending'Column

Select the Equipment from the grid to cancel on the Purchase Order.
Click the .
This will open the 'Cancel Purchase Order Equipment' form.

Cancel Purchase Order Equipment

4. Fill in the 'Cancel Qty' for the number of items to canceled and select the 'Cancelled Date' for the date be used to cancel the items.

5. Click the .

The Equipment will be removed from the Purchase Order based on the number of items that were selected. The number of items in the Pending Column will be reduced by the number of items that were selected and the Canceled Column will be increased by the number of items that were selected.

Return Orders

Add to Order

To use the button the Return Order must be at a 'Pending' Status.

Click the button.
This will open the 'Add New Existing Equipment' form.
Select the Equipment from the grid to be Returned.
Click the button.

The Equipment will now be added to the grid on the Equipment tab. The (2022.1) Return Order can be advanced when all Equipment has been added.

Remove from Order

To use the button the Return Order must be at a 'Pending' Status and there must already be some Equipment in the grid.

Select the Equipment from the grid to remove from the order.
Click the button.
Note: This will only remove the association of the Equipment from the Return Order and will not delete the Equipment or the Return Order.

Process Items(s)

To use the button the Return Order must be at an 'Open' Status.

Select the Equipment to be processed.
Click the button.
This will open the 'Manage Return Order Equipment Processing' form.

From this form, the User can adjust some key options before receiving an item for tracking reasons. The User can assign incoming repaired/replaced Equipment to any Warehouse. If an item was received on a different date then the current date, the User can edit the 'Received Date' here as well. Selected items from the Order cannot be processed here with individual Warehouse and Date assignment. All items selected for this form will be processed with the set values. To set different Warehouses or Dates, select appropriate items separately.

Edit Selected

The User can modify the 'Action', 'Asset Tag', 'Serial Number', 'Equipment ID', and 'Condition' by following these steps:

Click the button.
This will open the 'Manage Return Order Equipment Received' sub-form.
Select the Action using the drop-down, either Repair or Replace. The difference is explained on the (2022.1) Return Order wiki.
If desired change the Asset Tag, Serial Number, and Equipment ID.
Select the 'Condition' with the drop-down, either 'New', 'Used', or 'Refurbished'.
Click the button.

Repair

When the User clicks the Repair button, it processes the Equipment as the same physical inventory, updating the record to reflect that the Inventory was edited.

The User can add the 'Repair' option to the 'Process As' Field by following these steps:

Click the button.
This will insert 'Repair' into the 'Processed As' Column.

3. When the button is selected this states that the same Equipment must come back after the Equipment it has been returned.

Replace

When the User clicks the Replace button, PCR-360 generates a NEW Equipment record whereas Repair updates the original Equipment record.

The User can add the 'Replace' option to the 'Process As" Field by following these steps:

Click the button.
This will insert 'Replace' into the 'Processed As' Column.
When the button is selected this states that different Equipment is expected back after the original Equipment has been returned.

In the data sample below, one item was Replaced while the other Repaired. The Return Order keeps track of all outgoing and incoming Equipment records related to that particular Order, so replacements are also listed on the Order.

Return Order Equipment Grid

One Way

The One Way button appears on the Return Order form. Processing a Return Order item as One Way tells PCR-360 that an item is being returned completely and there is no expectation of that item being placed back into Inventory. This sets the Equipment record to Returned.

The User can add the 'One Way' option to the 'Process As" Field by following these steps:

Click the button.
This will insert 'One Way' into the 'Processed As' Column.
When the button is selected this states that no Equipment is expected back after the Equipment has been returned.

When finished click the button. Confirm this is the action desired at the prompt. Once the Equipment is 'Processed' the status will be set to 'Unassigned'. When all the Equipment has been Processed, the Status of the Return Order

can be set to 'Closed'.

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