Creating a Purchase Order using Purchase Guide – basic steps

Once a PrintVis Case gets switched into an ORDER status, paper and other job-related items can be purchased.
Companies may have different rules as to at which point to buy the paper. Usually, the purchasing does not happen until all job details have been finalized and the job has been scheduled.

In our example

• since we are printing a large quantity of posters, instead of using the stock from our inventory we have decided to create a separate Purchase Order.
   
• we are assuming that the paper can be purchased once we are in PLANNING status.

Step 1:
Click on “Purchase Guide” button:





Step 2:
A new window opens, showing all items suggested by PrintVis for this Order.


*** Not all job-related Items will show up in this list, because some companies may choose to manage certain items differently, this is the matter for later discussion. For now we assume that everything needed for our job shows up here.

We are interested in buying paper at this point. So, we locate a paper item line on the page:



A – Ordering Quantity. At first a calculated amount appears in this window, but the purchaser can overwrite it.
*** Paper is purchased in fixed quantities. There are different rules for different kinds of paper. “Digital cut sheets” are usually purchased in cartons of 500 or 1,000. Larger press sheets can be purchased in cartons or in skids, with different quantities per carton or per skid.

B – Direct Cost PrintVis. The price comes from the Item Card.
*** Paper can be priced differently. And, the price can be entered differently in the system…
Let us skip this subject at this point and just agree that the price will show up here and it will come from the Item Card.

C – Order Need – this quantity is not editable, it will always show the estimated paper quantity.
*** This way we can always see what we decided to purchase by entering the rounded-up amount in the “Ordering Quantity” vs. how much paper the Order really requires. We do not want to order too much extra paper.
In some cases, purchaser may decide to buy a bit less paper if he/she feels that the production will have enough.
 

D – Qty in PrintVis Orders. This shows the total required quantity for this paper item, based on ALL active Orders we currently have.
If you click on the link,



a new window will open showing that we currently have 2 more active Orders that require the same paper item. Order M000038 requires 536 sheets on May 28. Order M000040 needs 536 to be here on June 16. Our Order needs 5,192 sheets on June 26.





This is here for purchaser’s reference, very useful quick overview. Close this window.

Step 3:
Enter the data in the following order:
A – round the purchase q-ty up to the a nearest 500:



B – in this dropdown window, select a Vendor company


Click on “Select from full list” and then search for a generic “Paper Vendor” I’ve setup in the system.
Select the Vendor line and lick “OK”

C - tick-off the “Create Order” checkbox:




D – hit the “Create Purchase” button:




E- PrintVis will create a PO and place a link to it at the bottom of the window:




F – hit the “Quote / Order” button and you will be taken right into the newly-created PO document

Step 4:
Purchase Order will open:

You will see our item on the purchase line, the PrintVis Order number this purchase was originated from, and the rounded-up quantity of 5,500 pieces:


Scroll to the right and you will see the price of $105 per 100lbs (more about that later) and automatically recalculated price “per piece” (or per sheet) of $0.0546.

You will also see the “Total” PO amount of $303.30, which is based on 5,500 sheets X $0.0546 per sheet.

At the top, hit the “Release” button.

“Releasing” the PO will “lock” it. At the same time, PrintVis will validate all info on the PO and give us a warning if something is missing. The status will change to “Released”:


To edit the PO, you will need to "Re-open" it (go back into “Release” and select “Reopen”)


At this point, our Purchase Order has been created and is ready to be “received” and “posted”.

Various Notes:

You can find the Purchase Order documents by going directly into “Purchase Orders” page:

To see Purchase Orders made by other users (not just yours), make sure you see ALL:


If you go to “Items” page


And look-up the paper item S202 (a paper item we’ve made a PO for) you will see that we have 5,500 pieces under “Qty in Purch Order”:

Creating A Purchase Invoice

After the purchase order process has been completed (goods have been received), we need to post a purchase invoice to update financial records in the system. 

Step 1: From the role center, go to "Purchasing" action and click "Purchase Invoices".

Step 2: Fill out the line here by entering the no., description, quantity, and other essential fields.

We can also change the line type depending on what type of purchase is being made. 

For example, we may choose to enter "G/L Account" if we want to purchase pallets but do not know the specific items that we want to purchase. 

Or we may use "Fixed Asset" in this field if we are purchasing a long-lasting asset for our print shop such as a truck for the salesmen to drive in. 

Here you can add any discounts or modifications to the total value of the item purchased.

Lastly, select "Posting" action and select "Post" button. 

After the purchase invoice has been posted, we can search for it by typing in "posted purchase invoices". 

We will be taken to the "posted purchase invoices" list. Here we will need to find the code of the invoice that we just posted. 

After we open the posted purchase invoice, we will see a page similar to this. 

Here we can update the document to add changes, correct the invoice for errors, and print/send the invoice out to a vendor or other person. 

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