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A very basic operation, Purchase Items for Internal Use is nevertheless an important function in your internal operations. Office supplies, marketing tools, etc. are all needed at some point in a successful operation and you will want an easy way of placing those orders, managing them and keeping a record of them for various purposes. Creating these jobs is almost identical to creating any other standard job through Order Entry. The only significant differences will be in the initial Job Type choice and the handling of the job once vendor invoices are received, though the latter is only relevant to those playing a part in accounting and will be addressed in that chapter.
From Order Entry > Commands > New Job
SCREEN
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ACTION
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New Job
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Change the Job Type to Purchase Items for Internal Use. The Customer on this job should be your company. If there is not an existing record for your company, create one now. Continue to complete the suggested fields before selecting OK.
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New Line Item Type
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Keep as Item Code.
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Item Data
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Choose Item Code and pay attention to any Ordering Instructions.
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Vendor/Scheduling Information
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Enter or confirm the vendor to be used for the line item. Address each suggested field. Don’t forget to take advantage of the Re-order Date and the Tracking and Follow-up Date.
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Line Item Quantities
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Skip the Sell Quantity Ordered and Sell UOM and enter the Buy Quantity Ordered and Buy UOM. As this is for internal use, nothing will be sold, only bought. Also because of this you will only enter a Unit Cost and no Unit Price. Select OK to continue.
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Line Item
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Review all information for accuracy. Utilize options such as Long Description and Instructions, Image, File Attachments, etc. as needed. Commands > New to add additional line items if necessary. Once all line items have been entered, close Line Item dialog to return to Order Entry.
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Order Entry
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Review all information for accuracy. Make Notes. Confirm the shipping address and use Alternate Address if warranted. Continue via Actions > Prepare Vendor Purchase Order.
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Prepare Vendor Purchase Order
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Address suggested fields. Enter or confirm Shipping Information. Commands > Create Purchase Order.
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Purchase Order Editor
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Review data for accuracy. To add additional instructions use Options Menu. Once satisfied, File > Save.
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Xebra Print Preview
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Choose to print, fax or email. Once complete, close all screens to return to Order Entry.
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