Figure 6. The most important attributes of a BaanERP user are: package combination, default company number, and startup menu. In order to allow one person to work with di erent BaanERP package combinations, multiple user accounts can be associated with one operating system login name. A super user has unrestricted access to all sessions, all tables, and all companies with her package 22 combination.
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It is similar to those used by standard Windows based programs, but with a few modifications. Become familiar with these navigation tools and what they look like because they are referenced throughout both the training manual and the exercise guide.
Each line across the screen represents a different PO. Each supplier is assigned a unique BP code in BaaN. This field defines to which BaaN finance company the purchase financial transactions should be sent. It is necessary to ensure that finance can match the PO with supplier invoices.
This field is very important! The following screen will appear: 4. Each page is selected viewed by mouse click on the TAB. Each time a buyer makes a change to a PO header, information on this page must be completed 4.
The ship from supplier may different than the buy from supplier. If a contract number is entered, much of the PO data is defaulted from the contract information and need not be entered by the buyer. This field defaults to the current date when a PO header is created, but may be modified by the user. This is a reference field only and does not affect the delivery date requested from the supplier. The delivery date requested from the supplier can be found on the PO line. When a PO line is created, the PO line planned delivery date is defaulted to the same value as the PO header planned delivery date.
However, changing the PO header planned delivery date after the PO lines have been created has no effect on the PO line planned delivery date. Date — The PO Header confirmed delivery date.
The address of this warehouse is printed on the PO and sent to the supplier. The warehouse in this field is not the BaaN PO receipt warehouse. The PO receipt warehouse can be found on the PO line. This value defines if the number in the Orig. This text will appear immediately below the PO line on the printed PO 4.
This field defaults to the address of the warehouse entered on the General TAB, but may be changed by the buyer. The invoice from supplier may different than the buy from and ship from supplier. Although currently, within Uniparts all BP codes, buy from, ship from, invoice from and pay to on a PO are always the same.
This value may not be modified by the buyer and is defaulted from the current exchange rate at the time of the PO creation. Within BaaN multiple exchange rate types may be used. Each exchange rate type may have a different exchange rate, one for sales and a different one for purchasing for example. The country code is used to assign tax rates etc.
This value is defaulted at the time of the PO creation 4. The pay to from supplier may different than the buy from, ship from and invoice from supplier. Code- A BaaN code, which identifies an acknowledgement type. Users should enter a value here each time they change the PO header. The following screen will appear, with the certain fields populated with data: Figure 12 Purchase Orders Header Creation — Three At this stage all the necessary fields are populated with data.
Next, TAB through each field ensuring that the data is correct. Figure 13 Purchase Orders Header Creation — Four After selecting the save button, BaaN will create a unique purchase order number for the purchase order header.
This number is circled in RED above. The PO header is now complete. For a PO return order it is usual to enter the original PO number for which the return PO is being created to reverse. In fact most PO header fields are greyed out un-modifiable if even a single PO line exists.
One exception to this rule, are the three Reference fields. A buyer may maintain these fields at any time, should the need arise. Figure 15 Purchase Orders Header Maintenance If no purchase order lines exist, for example, the buyer has just created and saved a header and realised they have used an incorrect BP code, the buyer may maintain the BP code, or any other available field.
The text must describe the reason for the cancellation. Select the YES button. In this case, select NO and proceed to the purchase order lines session to cancel each individual PO line if required. The user is brought to this screen in order to allow the entry of change management data.
However, We do not use change management for PO headers, therefore, when presented with this screen simply select the save button. Figure 25 Purchase Orders Header Cancellation Save After selecting the save button, close the screen by selecting the close button and confirm that the PO header is cancelled by checking the cancellation flag. However, the description of how to create a purchase order line can be found after the section on field definitions.
The screen below shows a purchase order line. PO lines are not editable here; this screen is only to allow the buyer to view the available lines per PO. If this box is checked, it means the PO line has been cancelled To access the PO lines TABs, use the right mouse button to double click on the appropriate line. An item code system is a group of item codes linked together. The first empty field is the project code.
The unit will default to the standard purchase unit for the item and should not usually be modified by the buyer. This value defaults to the current date, but may be changed by the buyer prior to saving the record. This is not the warehouse to which the supplier must deliver the goods, but the BaaN or system warehouse in to which the goods will be placed after a PO receipt in BaaN.
This value defaults to the value of the warehouse on the Item purchase data. The buyer my change this warehouse, but must be careful to ensure the new warehouse is linked to the correct finance company. This is the date, which is sent to the supplier as the first delivery request date. If there were further partial receipts of this PO line, this field does not change.
This field will be defaulted and should not normally be changed by the buyer 4. A lot is a method of identifying a specific group of goods from another group of goods with the same item code. Do not change this field. This value is defaulted to the current planned delivery date. An inspection indicates that at the point of receiving the goods must be inspected prior to be placed into the warehouse 4. This field represents the project to which the item is linked.
A buyer should not change this value, but simply tab to the next field. For normal PO entry, select the tab key three times until the cursor sits in the second Item field. Note the first Item field is for entering a project code. If the zoom facility is selected Item purchased data session appears. With Find button search for the item, than highlight it and select OK. The unit of measure field is extremely important. This field will default to the value in the item purchase master data table and should not normally be modified by the buyer.
After validating the unit field, tab to the next field, which is the ordered quantity and enter the quantity required, as below: Figure 47 Purchase Orders Lines Ordered Quantity The ordered quantity field will default to the minimum order quantity from the item ordering master data. The buyer may modify this field to the required quantity. However, the buyer may not enter a value less than the minimum order quantity without first receiving permission from the supplier.
After entering the ordered quantity, use the tab key to move to the Price field. If Uniparts has agreed a contract price with the supplier for this particular item, then the following pop up message will appear, and the price will default to the agreed contract price. Figure 48 Purchase Orders Lines Linked Purchase Price Contract The buyer must not change a contract price unless prior agreement has been obtained from the supplier. If no contract price exists, the buyer must enter a price, as below: Figure 49 Purchase Orders Lines Purchase Price The price is the last field to be entered on this screen.
Select the shipping TAB, as below, and ensure that the Warehouse field contains the correct value. Figure 50 Purchase Orders Lines Receipt Warehouse The warehouse value on the purchase order line is the warehouse in to which the goods will be received in BaaN.
The warehouse above is not the warehouse, to which the supplier must deliver the goods, although it may be the same, this is purely an internal value for BaaN. The next important field is the planned delivery date. The tab key must be used to move to this field. When entered, this date must not be within the lead-time of the supplier. For example, if the supplier lead-time is six weeks, do not enter a date only four weeks in the future.
The one exception to this is if prior agreement has been obtained from the supplier. After a planned delivery date has been entered, the record must be saved. Right mouse click on the save button. Printing a PO is one of the stages of a purchase order life cycle. The only exception is that the quantity field value will always change to a negative value automatically.
However, care must be taken with the warehouse, because this now becomes the ship from warehouse. That is the warehouse from which the shipping department will ship the goods back to the supplier. Before entering a warehouse on a return PO line, the buyer must confirm the correct ship from warehouse with the shipping dept.
Below can be found the three methods for printing a PO line and hence changing the PO line status.
BaaN ERP Purchase Order Processing Training Manual
Présentation générale des ERP et leur architecture modulaire