Lab - Create and process a purchase order

  • 20 minutes

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.

  1. Ensure that you are signed in to Microsoft Learn.

  2. Select Launch VM mode or Sign in to launch VM mode in this unit.

  3. 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.

    Screenshot of the administrator password.

  4. Select Enter.

  5. Microsoft Edge will open. Wait for it to navigate to the Sign in page for finance and operations.

  6. On the Microsoft Sign in page in finance and operations, place your mouse cursor into the Username field.

  7. On the Resources tab of the lab side bar, below the Azure portal heading, select the T icon next to Username, then press Enter.

    Screenshot of the Username field and the Sign in dialog box that appears.

  8. Your mouse cursor will now be in the Password page.

  9. 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.

    Screenshot of the Password field the Enter password dialog box that appears.

  10. Don't stay signed in or store the password on the virtual machine.

  11. Select Accept in the Permissions requested page.

    Screenshot of the Permissions requested page.

  12. To see the lab instructions, select the Instructions tab on the lab side bar.

You can now begin your work on this lab.

Scenario - create a purchase order

Create a purchase order for Acme Office Supplies, to be delivered today, for 5 pieces each of item numbers 1000 and T0003.

  1. Go to Procurement and sourcing > Purchase orders > All purchase orders.
  2. Select New.
  3. In the Vendor account field, select 1001 (Acme Office Supplies).
  4. In the General section under the Storage Dimensions, select Site 2 and Warehouse 21.
  5. Select OK.

Add items to the purchase order

  1. In the Item number field, select T0003 (SurroundSoundReceive).
  2. Scroll to the right and in the Quantity field, enter 5.
  3. In the Unit field, enter ea.
  4. Select Add line.
  5. In the Item number field, select 1000 (Surface Pro 128 GB).
  6. In the Quantity field, enter 5.
  7. In the Unit field, enter pcs.
  8. Select Save

Confirm and receive items

  1. Go to Procurement and sourcing > Purchase orders > All purchase orders.
  2. Locate your purchase order and select it.
  3. In the Action Pane, select the Purchase Tab.
  4. In the Actions sub-menu, select Confirm to confirm your purchase order.
  5. On the Action Pane, select Receive.
  6. Select Product receipt.
  7. In the Product receipt field, enter the product receipt number. For example, enter PR123.
  8. Select OK to post the product receipt.
  9. Close all pages.

Scenario - process a purchase order

You are the Accounts payable coordinator at Contoso Entertainment Systems USA, and you must create a new charges code for transport charges that will be added to various items and charged by the vendor.

Create a new charge for transportation fees with the following specifications:

  • Name: TRANSTO
  • Description: Transportation Fee to our sites
  • Account: 411400

This fee does not require an item sales tax group.

Create a charges code

  1. Go to Accounts payable > Setup > Charges setup > Charges code.
  2. Select New.
  3. In the Charges code field, enter TRANSTO.
  4. In the Description field, enter Transportation Fee to our sites.
  5. Change to the Debit section.
  6. In the Type field, select Ledger account.
  7. In the Posting field, select Payment fee.
  8. In the Account field, select 411400.
  9. Change to the Credit section.
  10. In the Type field, select Customer/Vendor.
  11. Select Save.

Create a vendor charges group

Vendor Fabrikam has two vendor accounts that you purchase items from. They have decided to enter an additional 15 percent freight charges for all purchase orders.

As the Accounts payable administrator, you need to set up a new vendor charges group and assign the code to vendors US-101 and US-104. The name of the new charges group is 06 and the description is Freight 15%.

  1. Go to Accounts payable > Setup > Charges setup > Vendor charges groups.
  2. Select New.
  3. In the Charges group field, enter 06.
  4. In the Description field, enter Freight 15%.
  5. Select Save.

Update vendors to use the new vendor charges group

  1. Go to Accounts payable > Vendors > All vendors.
  2. Open the vendor record for vendor US-101 (Fabrikam Electronics).
  3. Select Edit.
  4. Open the Purchase order defaults FastTab.
  5. In the Charges group field, select 06 (Freight 15%).
  6. Select Save.
  7. Close all the pages.
  8. Go to Accounts payable > Vendors > All Vendors.
  9. Open the vendor record for vendor US-104 (Fabrikam Supplier).
  10. Select Edit.
  11. Open the Purchase order defaults FastTab.
  12. In the Charges group field, select 06 (Freight 15%).
  13. Select Save.
  14. Close the vendor record.

Create an item charges group

Because of the large quantity and weight of items bought, Datum Receivers (US-105) apply a 15 percent freight charge for all orders.

  1. Go to Accounts payable > Setup > Charges setup > Item charge groups.
  2. Select New.
  3. In the Charges group field, enter 123.
  4. In the Description field, enter 15% Freight Charge.
  5. Select Save.

Create an automatic charge

You have a certain set of charges that apply on all purchases from certain vendors.

Set up an automatic charge that will apply to all purchases, where it will charge a 15 percent delivery charge to all orders at the line level and applies for only a certain vendor charges group (06) and a certain item charges group (123).

  1. Go to Accounts payable > Setup > Charges setup > Automatic charges.
  2. In the Level field, select Line
  3. Select New.
  4. In the Account code field, select Group.
  5. In the Vendor relation field, select 06 (Freight 15%).
  6. In the Item code field, select Group.
  7. In the Item Relation field, select 123.
  8. Select Save.
  9. Select Add in the Lines FastTab.
  10. In the Charges code field, select TRANSTO (Transportation Fee).
  11. In the Category field, select Percent.
  12. In the Charges value field, enter 15.00.
  13. Select Save.
  14. Close all the pages.

Close the lab environment

  1. Select Done in the Instructions pane in the lab side bar.
  2. In the Lab is complete window, select Continue, and then select Leave to return to the next unit in the module.