Sites using POP – Cost of Purchase GL Account Validation
This enhancement introduces a new system parameter "Validate GL cost of purchase at PO entry" and modifies Purchase Order Entry to check the Cost of Purchases account code rather than the Stock Value account code if the option to post costs to GL is switched off. |
The new system parameter is prompted for and active only when the existing "Post costs to GL?" system parameter is switched OFF. It has no effect at sites where "Post costs to GL?" is switched ON. |
Switching ON the new parameter causes Global 3000 Purchase Order Processing to check during addition of Purchase Orders that the profit centre and cost of purchases account are defined in GL at sites configured to operate GL online and are defined in the offline chart of accounts at sites configured to operate GL offline and if not, prompts the operator to enter them. |
Please note that the existing parameter "Post costs to GL?" controls posting through the stock value and goods received not invoiced accounts at Goods Receipt and Purchase Invoice. When it is switched off, costs are posted to the cost of purchases account via Creditors Ledger during Purchase Invoice. |
Post costs to GL? |
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Validate GL cost of purchase at PO entry? |
(Only if Posts costs to GL is switched off) Switching this on causes Global 3000 Purchase Order Processing to check during addition of Purchase Orders that the profit centre and cost of purchases account are defined in GL at sites configured to operate GL online and are defined in the offline chart of accounts at sites configured to operate GL offline and if not, prompts the operator to enter them. |
Sites using POP – Additional format for Goods Received not Invoiced report, Unconfirmed Receipts report and Confirmed Receipts report
These new reports give totals by General Ledger profit centre and account of goods which have been received but not invoiced for use in posting accruals. |
The reports include respectively:-
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The reports may be produced for a range of General Ledger profit centres, General Ledger accounts, Suppliers and delivery dates and may include all or selected types of product. |
At sites where costs are not being posted to General Ledger and the option to validate General Ledger cost of purchases is not selected, General Ledger codes might not be set at the point of receipt and remain blank. These receipts would normally post by default to the cost of purchases account via Creditors Ledger during Purchase Invoice. |
For such sites a run-time parameter is provided to allow the user to include:-
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PURCHASE ORDER PROCESSING
Unconfirmed Receipts Report
This report lists goods which have been received but not confirmed, and for which invoices have not been processed.
Confirmed Receipts Report
This report lists goods for which receipt has been confirmed, but for which invoices have not been processed.
Goods Received not Invoiced Report
Introduction |
This report lists goods which have been received but for which invoices have not been processed. |
This report can be run at any time. |
Report Sequence Menu
Fig 1: Report Sequence Menu |
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This menu appears when you select Goods Received not Invoiced, Unconfirmed Receipts or Confirmed Receipts from the Reports Menu |
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Purpose |
This menu enables you to choose how you want the report sequenced. |
The options are:
GL Codes |
Select this option if you want the report sequenced and sub-totalled by General Ledger account within profit centre. |
Product |
Select this option if you want the report sequenced by product code. |
Delivery note |
Select this option if you want the report sequenced by delivery note number. |
Note |
The delivery note number is the supplier advice reference entered in the Document References window of Goods Receipt. |
On selection |
If you select GL Codes Þ Selection Criteria Window (GL Codes)If you select Product or Delivery Note Þ Selection Criteria Window (Product or Delivery date) |
Selection Criteria Window (GL Codes)
Figure 2: Selection Criteria Window |
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This window appears when you select GL codes as the sequence for the Goods Received not Invoiced Report, Unconfirmed Receipts Report or Confirmed Receipts Report. |
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Purpose |
This window enables you to enter selection criteria for the report. |
The prompts are:
GL PC |
Select from All, Range or Single. |
From |
(Only if Range or Single entered to GL PC prompt) Enter the first or only General Ledger Profit Centre to be included in the report. |
To |
(Only if Range entered to GL PC prompt) Enter the last General Ledger Profit Centre to be included in the report. |
GL Account |
Select from All, Range or Single. |
From |
(Only if Range or Single entered to GL Account prompt) Enter the first or only General Ledger Account to be included in the report. |
To |
(Only if Range entered to GL Account prompt) Enter the last General Ledger Account to be included in the report. |
Supplier |
Select from All, Range or Single. |
From |
(Only if Range or Single entered to Supplier prompt) Enter the first or only supplier to be included in the report. |
To |
(Only if Range entered to Supplier prompt) Enter the last supplier to be included in the report. |
Delivery date |
Select from All, Range or Single. |
From |
(Only if Range or Single entered to Delivery Date prompt) Enter the first or only delivery date to be included in the report. |
To |
(Only if Range entered to Delivery Date prompt) Enter the last delivery date to be included in the report. |
Include |
(Only if costs are not being posted to GL and GL codes are not being validated at receipt entry.) Select from:-
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Include all product types |
Check to include all product types in the report |
Stocked |
(Only if Include all product types is not checked) Check to include stocked products in the report. Set to Y by default. |
Non-stocked |
(Only if Include all product types is not checked) Check to include stocked products in the report. Set to Y by default. |
Extras |
(Only if Include all product types is not checked) Check to include stocked products in the report. Set to Y by default. |
Services |
(Only if Include all product types is not checked) Check to include stocked products in the report. Set to Y by default. |
On completion |
Þ Print Options Window. |
Selection Criteria Window (Product or Delivery Note Number)
Figure 3: Selection Criteria Window |
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This window appears when you select product or delivery note number as the sequence for the Goods Received not Invoiced Report, Unconfirmed Receipts Report or Confirmed Receipts Report. |
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Purpose |
This window enables you to enter selection criteria for the report. |
The prompts are:
Location |
Select from All, Range or Single. |
From |
(Only if Range or Single entered to Location prompt) Enter the first or only location to be included in the report. |
To |
(Only if Range entered to Location prompt) Enter the last location to be included in the report. |
Supplier |
Select from All, Range or Single. |
From |
(Only if Range or Single entered to Supplier prompt) Enter the first or only supplier to be included in the report. |
To |
(Only if Range entered to Supplier prompt) Enter the last supplier to be included in the report. |
Delivery date |
Select from All, Range or Single. |
From |
(Only if Range or Single entered to Delivery Date prompt) Enter the first or only delivery date to be included in the report. |
To |
(Only if Range entered to Delivery Date prompt) Enter the last delivery date to be included in the report. |
Include all product types |
Check to include all product types in the report |
Stocked |
(Only if Include all product types is not checked) Check to include stocked products in the report. Set to Y by default. |
Non-stocked |
(Only if Include all product types is not checked) Check to include stocked products in the report. Set to Y by default. |
Extras |
(Only if Include all product types is not checked) Check to include stocked products in the report. Set to Y by default. |
Services |
(Only if Include all product types is not checked) Check to include stocked products in the report. Set to Y by default. |
On completion |
Þ Print Options Window. |
Unconfirmed Receipts Report
Introduction |
This report lists goods which have been received but for which the receipt has not been confirmed, and for which invoices have not been processed. |
This report can be run at any time. Its operation is identical to that of the Goods Received not Invoiced report. |
Confirmed Receipts Report
Introduction |
This report lists goods for which receipt has been confirmed, but invoices have not been processed. |
This report can be run at any time. Its operation is identical to that of the Goods Received not Invoiced report. |
Sites using POP – Cost of Purchase GL Account Validation for Extras and Services
This service pack extends the GL Account Validation checking from Purchase Order Entry to the entry of extras and services in Purchase Invoice Entry. |
Note |
If the default combination of company, profit centre and account is invalid, and system parameters are set appropriately, you are automatically prompted to enter a valid combination. This does NOT then reset any GL codes set either by selecting "Costing Method" or by keying <F2> at the beginning of a line. |
The prompt appears if:
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Figure nn: Extra Item Lines Window
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This window appears when you select Invoice Extras from the Invoice Options menu |
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Purpose |
This window enables you to add, amend and delete lines for extras which appear on an invoice but which were not on the original purchase order. These may be positive values for delivery, storage, containment, etc., or negative values representing, for example, returns of empty bottles or cases. Any extra item lines which you have already added are listed. |
Note |
You cannot use this window to add lines for stocked and non-stocked products that appear on the invoice but not on the original purchase order. |
Services can be added through the Invoice Services option of the Options menu. |
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Move through list |
You can move through the list using the cursor and <Page Up> and <Page Down> keys in the standard way. |
Add |
To create a new extra item line, move the cursor to the line below the last entry in the list. Alternatively you can press <F5> to insert an entry into the list, or press <F4> to go into ‘Add’ mode. The prompts are described below. |
Amend |
To amend an existing extra item line, position the cursor on the required line and press <Return>. Þ Amend Line menu, see page nn. Select the Modify Details option and you will be returned to this window where you can amend the items described below. |
Delete |
To delete an existing extra item line, position the cursor on the required line and press <F7>. POP asks you for confirmation before it deletes the line. |
The prompts are:
Product |
Enter the product code of the extra appearing on the invoice. Press <F1> for a pop-up enquiry. |
When there is no supplier/product record for the product: If the ‘Create supplier/product combination’ System Parameter is set to N Þ Products Available from this Supplier window, see page *. |
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Otherwise Þ Invalid Supplier/Product menu, see page *. |
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Extras entered here are costed by default to the non-stock receipt account of the product group to which the product belongs and the profit centre for the location at which the purchase order was placed. Press <F2> to change the cost placement. Þ Costing Method menu, see page nn |
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Note |
If the default combination of company, profit centre and account is invalid and system parameters are set appropriately, you are automatically prompted to enter a valid combination. This does NOT then reset any GL codes set either by selecting "Costing Method" or by keying <F2> at the beginning of a line. |
The prompt appears if:
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Description |
The description of the product (up to 30 characters). This defaults to the standard product description, and the prompt is skipped. However you can press <Shift Tab> on the Price prompt to step back to amend the description for the item line if required. |
Value |
(Display only.) The overall value of the line, taking into account discount. When adding lines, this value is displayed when the line addition is confirmed. |
Date |
(Display only.) The delivery date from the supplier advice associated with the extra or service. |
Invoiced qty & unit |
You are not prompted for these when entering extras. |
Price per |
The price per cost unit. For an extra, this is usually the value of the extra, and can be negative if, for example, the extra represents returns to the supplier of empty bottles or cases. |
Discount % |
A percentage discount on the above price. The default is taken from the supplier/product details. |
Value |
(Display only.) The value of the line is calculated using the quantity and price and then applying the line discount. |
Product type |
(Display only.) This shows whether the product is a service or an extra. |
Stock location |
(Display only.) The location at which the purchase order was placed. |
Delivery ref |
The reference of the supplier advice to which this item refers. This defaults to the most recent supplier advice recorded against this purchase order. Press <F1> to list all deliveries against the purchase order. This is intended for use with invoices covering multiple deliveries where, for example, each delivery has been charged individually. |
Note |
The delivery reference you select does not affect postings to Creditors Ledger and General Ledger, nor does it affect the Stock system’s record of the extra. All such postings are generated using the invoice date and the financial period into which it falls. Purchase Order Processing uses the delivery reference to tie the service or extra to a particular delivery to keep enquiries and reports sensibly sequenced. |
Delivered |
(Display only.) The delivery date of the first item on the supplier advice. |
GL Profit centre |
(Display only.) The profit centre to which the line will be costed. |
GL Account |
(Display only.) The account to which the line will be costed. |
On completion |
If one or two analysis categories have been set up for the General Ledger account the transaction is being costed to Þ General Ledger Transaction Analysis window, see page nn |
If you are adding a new line Þ New Line Menu. |
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If you are amending an existing line Þ Details Update Menu, see page nn |