Exercise: Create a purchase order
Read this first - before you start the lab!
Important
For this lab, you CANNOT sign in with your own credentials. Use the following steps to sign in to your lab environment with the correct credentials.
Select Launch VM mode or Sign in to launch VM mode in this unit.
In the Resources tab on the lab side bar, select the T icon next to Password in the MININT box, to have the administrator password for the Virtual Machine entered for you.
Press Enter.
In the Networks window that opens, select No to not allow your PC to be discoverable.
You'll see a PowerShell window and a Windows Command window appear. After about two to three minutes, they'll close and Microsoft Edge will open automatically. Wait for it to navigate to the Sign in page for finance and operations.
On the Microsoft Sign in page in finance and operations, insert your mouse cursor into the Username field.
On the Resources tab of the lab side bar, below the Azure portal heading, select the T icon next to Username, then press Enter.
Your mouse cursor will now be in the Password page.
On the Resources tab of the lab side bar, below the Azure portal heading, select the T icon next to select Password, then press Enter.
Don't stay signed in, or store the password on the virtual machine.
To see the lab instructions, select the Instructions tab on the lab side bar.
You can now begin your work on this lab.
Objective
In this lab, you become familiar with the user interface and the different fields available in the purchase order form. You also learn how to create a new purchase order.
Lab steps
On the Finance and Operations Home page, in the upper right, verify you're working with the USMF company. If necessary, select the company, and from the drop-down, select USMF.
In the upper left, select the Expand the navigation pane hamburger menu.
Select Modules > Procurement and sourcing > Purchase orders > All purchase orders.
On the All purchase orders page, in the upper menu, select +New.
In the Create purchase order pane, select the Vendor account drop-down, and then select US-101.
Note
When you select a vendor, details from the vendor record, such as address, invoice account, delivery terms, and delivery mode, is copied as default values into the order header. You can change these values at any time.
Expand the General section if necessary.
Under STORAGE DIMENSIONS, select the Site drop-down, and review the list of sites.
The Site field, together with the Warehouse field, specify where the procured goods or services must be delivered. The default delivery address is the site. Both fields can be populated with values set up for the selected vendor, or you can specify them manually.
Under DATES, the Delivery date field is used to specify when procured goods and services need to be delivered.
You can specify a single delivery date for the order, or the individual order lines can be given unique delivery dates. If the delivery date specified here can't be met for specific products or services because they have longer lead times, then those lines are created with a later delivery date.
Expand the Administration section. The Orderer box can be used to specify who is placing the order.
This may be convenient to share with the vendor in case they need to contact that person. The value may be assigned automatically if the current user account is associated with a name on the Users page.
Select OK.
The order header has now been created. When you work with purchase order lines, only a summary of the header information is displayed. If you need to view the rest of the information, select Header.
- Under Purchase order lines, on the menu, select Purchase order line.
Under DISPLAY, select Dimensions.
Products can be in variants differentiated by dimensions, such as color, size, or style. Products can also be set up to use storage dimensions, such as site and warehouse. There are also optional tracking dimensions, such as batch and serial numbers. To improve the efficiency of order entry, you can add the dimension fields that you commonly use directly to the order grid.
In the Dimensions display panel, under PRODUCT DIMENSIONS, select the Color check box.
Optional: If you select the Save setup toggle switch, the dimensions you have chosen will also be displayed on the order line grid the next time you open the purchase order page.
Select OK.
Select the Item number cell drop-down, and then select T0004.
Remember, you can also type in the filter box instead of scrolling through the list.
Order lines are created for products and services by specifying an item number or as expenses by specifying a procurement category.
Procurement category is used for adding lines where procured items are expensed directly, rather than going into inventory. If you need to make a purchase, you can do this by creating a purchase order line that specifies a procurement category, rather than creating a line with an item number. Items can also be associated with a procurement category, and in this case, the procurement category is displayed as informational only.
Select the Color drop-down, review the available options, and then select one of the colors or color combinations.
Site and Warehouse are typically populated with values from the order header, but it's possible to override the fields if some lines need to be delivered to different locations.
In the Quantity box, enter 10.
The Quantity is automatically populated with the minimum order quantity for the product if this is set up, or with the value of 1.
Some additional information:
Unit: Indicates the unit of measure for the ordered quantity. Normally, the unit is automatically provided from the purchasing unit on the product master data.
Unit price: Contains a value from either a purchase agreement or a trade agreement. It is possible to change the unit price on individual order lines, for example, if a unique price is negotiated with the vendor.
Discount: Represents a discount amount per unit. This discount therefore reduces the unit price by the discount. This discount is commonly supplied automatically from purchase agreements or trade agreements, but it is possible to override on individual lines if unique discounts have been negotiated with the vendor.
Discount percentage: When entered, this reduces the net amount for the line accordingly. The discount percentage is often supplied automatically from purchase agreements or trade agreements, but it's possible to override on individual lines if a unique discount percentage has been negotiated with the vendor.
Net amount: Calculated from other fields on the line, including quantity, unit price, discount, and discount percent. It's possible to change the Net amount, but then the Unit Price, Discount, and Discount percent fields are blank. When you then post toward the line, the amount posted will be proportional to the net amount. The Net Amount field is only used for displaying the net amount of the line.
Under the purchase order lines, at the bottom of the page, select Line details.
Select the Delivery tab.
A unique delivery date can be assigned to each order line. The date is inherited from the field on the purchase order header, but you can change it.
Close the Purchase order line page.
On the All purchase orders page, use the Filter feature and find your new purchase order.
When complete, close the All purchase orders page and return to the home page.
Close the lab environment
- Select Done in the Instructions pane in the lab side bar.
- In the Lab is complete window, select Continue, and then select Leave to return to the next unit in the module.