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Proteus MMX Training Manual - Purchasing

[NOTE: To view Table of Contents and Module Exercise, see the File Attachments section.] 

Requisitions

1. Overview

The Requisitions module in the  Purchasing  Functional Area is used to create, delete, or edit requisitions for parts and assets. Once a requisition is created, it can be issued a Purchase Order number, thus making it a purchase order.

Note: Purchase Orders can also be created directly in the Purchase Order module. Where you create them depends on your company's purchase order process and your rights to Proteus MMX.

The Record Navigator displays a listing of the current requisitions. The fields listed in the Record Navigator are:

  • Requisition Number
  • Requisition Date
  • Promise Date
  • Vendor Code
  • Vendor Name
  • Cost Center
  • Account Number
  • Requester 
  • Buyer
  • Grand Total

2. Details

The Details Tab consists of basic requisition fields. These fields are:

  • Requisition Number
  • Vendor Buyer
  • Requisition Date
  • Cost Center
  • Requester
  • Promise Date
  • Account
  • Grand Total

Note: Vendor and Buyer are required fields to create a record. All other fields are optional with the default configuration. 

3. Parts

The Parts Tab consists of the parts that are being ordered and added to the requisition. These fields are:

  • Part Number
  • Part Name
  • Stockroom
  • Vendor Part Number
  • Account/GL#
  • Unit Cost
  • Quantity Ordered
  • Measurement Units
  • Total Quantity Required
  • Last Received Date
  • Tax Rate (Percent)
  • Total Cost

4. Assets

The Assets Tab consists of the assets that are being ordered and attached to the requisition. These fields are:

  • Asset Number
  • Asset Name
  • Asset Tag
  • Manufacturer 
  • Model
  • Serial Number
  • Description
  • Category
  • Rating
  • Capacity
  • Weight
  • Warranty Date
  • Initial Cost
  • Estimated Delivery Date
  • Installation Cost
  • Tax Rate (Percent)
  • Total Cost

Note: Assets are created after they are received.

5. Costs

The Costs Tab consists of the cost information associated with the requisition. These fields are:

  • Parts Total
  • Payment Terms
  • Assets Total
  • Subtotal 
  • Freight
  • Other Total
  • Grand Total

6. Shipping

The Shipping Tab consists of the shipping information related to the requisition. These fields are:

  • Ship To
  • Address 1
  • Address 2
  • City
  • State
  • Zip Code
  • Country
  • Contact Phone
  • Contact Email
  • FOB
  • Shipping Method

7. Billing

The Billing Tab consists of the billing information related to the requisition. These fields are:

  • Bill To
  • Address 1
  • Address 2
  • City
  • State
  • Zip Code
  • Country

 

8. Creating New Requisition

To create a new purchase order requisition:

  1. From the record navigator screen, select the Newicon 
  2. On the Details tab, choose a Vendor. (You can also enter more information such as the Buyer, Requester, Promise Date, Cost Center, etc,)
  3. Select the Saveicon when you've concluded with the Details tab.
  4. On the Parts tab, add any Stockroom Parts to the Requisition by selecting the green + sign.In the Part window, Select the box with '3 dots' next to the Vendor Stockroom Part field to access the list of Parts associated with the Vendor on the requisition. Select a part and select the OKicon. Then enter the Quantity Ordered and select the Saveicon. (You can also change the default Unit Cost, enter a Tax Rate and add an Account/GL#.) 

Note: You can also add Non-Stockroom Parts that aren't in you MMX database. When you receive these parts, they won't be added to the Parts or Stockrooms modules of Proteus MMX.

   5. If you're buying a new Asset, on the Assets tab, select the green + signto enter the Asset Number, Asset Name, Facility (all required) and any additional information you need. Select the Saveicon when completed.

   6. Enter any additional information on the Costs, Shipping and Billing tabs. Save the requisition when complete.

At this point, the Requisition might need to be approved by a Supervisor or Purchasing Manager. Once it's authorized, some with sufficient MMX rights can assign a Purchase Order Number to the Requisition.

Note: There is a search option for Vendorin Create Requisition.

To utilize the search function, you will go to:

 Purchasing  ⇨  Requisitions  ⇨  Create New Requisition 

9. Assigning a Purchase Order Number

From a requisition, a user can create a purchase order.

To assign a Purchase Order Number, you must:

  1. Select a Requisition from the Record Navigator
  2. Select the Assign Purchase Order Numbericon from the icon list.
  3. Enter a unique PO Number or select a Blanket PO from the drop-down.
  4. Select the Saveicon

The Requisition will then leave the Requisition module and move to the Purchase Order module.

Purchase Orders

1. Overview

The Purchase Orderspage in the PurchasingFunctional Area is used to create new Purchase Orders or to receive parts or assets against a Purchase Order. Once a Requisition has been assigned a Purchase Order Number, it becomes a Purchase Order. Purchase Order can also be closed, amended, or canceled from the Purchase Orderpage.

The Record Navigator displays a listing of the current purchase orders. The fields listed in the Record Navigator are:

  • Purchase Order Number
  • Requisition Number
  • Purchase Order Status
  • Purchase Order Date
  • Requisition Date
  • Promise Date
  • Vendor Code
  • Vendor Name
  • Cost Center
  • Account Number
  • Requester
  • Buyer
  • Grand Total
  • Grand Total Currency

2. Creating a new Purchase Order

The steps for creating a Purchase Order are basically the same as creating a Requisition, except that you're able to add a Purchase Order Number as soon as you create the Purchase Order.

To create a new Purchase Order:

  1. From the record navigator screen, select the Newicon
  2. On the Details tab, enter a unique Purchase Order Number, choose a Vendor and enter the Requisition Date. (You can also enter more information such as the Buyer, Requester, Promise Date, Cost Center, etc.)
  3. Select the Saveicon when you've concluded with the Details tab.
  4. On the Parts tab, add any Stockroom parts to the Purchase Order by selecting the green + sign.In the Part window, select the box with '3 dots' next to the Vendor Stockroom Part field to access the list of Parts associated with the Vendor on the Purchase Order. Select a part and select the OKicon. Then enter the Quantity Ordered and select the Saveicon. (You can also change the default Unit Cost, enter a Tax Rate, Work Order Number and add an Account/GL#.)

Note: You can also add Non-Stockroom Parts that aren't in your MMX database. When you receive these parts, they won't be added to the Parts or Stockrooms modules of Proteus MMX.

   5. If you're buying a new Asset, on the Assets tab, select the green + signto enter the Asset Number, Asset Name, Facility (all required) and any additional information you need. Select the Saveicon when complete.

   6. Enter any additional information on the Costs, Shipping and Billing tabs. Save the Purchase Order when complete.

3. Amending a Purchase Order

If you need to make any changes to a Purchase Order, you can use the Amend Purchase Order function.

Note: You will need sufficient rights to perform this function.

To Amend a Purchase Order:

1. Select the Purchase Order you want to amend from the Record Navigator

2. Select the Amend Purchase Ordericon from the icon list 

3. Make any changes need to the Purchase Order and select the Saveicon when complete.

Receiving 

1. Overview

The Receiving/Update Tracking Informationtab in the Purchasing OrderFunctional Area is used to receive all parts and assets on Purchase Orders. When Purchase Orders are received, the quantities and part/asset data will be updated in its specific area. 

2. Receiving Parts

To receive parts on a purchase order:

  1. Open the Purchase Orders module
  2. Select a Purchase Order from the drop-down list
  3. Select the Part to receive
  4. Select the Receiveicon
  5. Enter Comments in the Vendor Notesfield (these will save to the Vendor and become part of the additional details for that Vendor).
  6. Enter quantity in Returned to Vendorif any parts need to be returned and 'Reason for Return'. (In Vendors a Return Log tab has been added to view all returned parts).
  7. Enter the amount in the Quantity Receivedfield. Then enter the Received Date and Receiver  ⇨ Note: You can also enter the shipment's Invoice Numberand Packing Slip Number.
  8. Select the Saveicon
  9. When all parts of the purchase order are received, you can close the purchase order by selecting the Close Purchase Ordericon.

3. Receiving Assets

To receive assets on a purchase order:

1. Open the Purchase Orders module

2. Select a Purchase Order from the drop-down list

3. Select the Asset to receive

4. Select the Receiveicon 

5. Enter the Receiver and Received Date

Note: You can also enter the shipment's Invoice Numberand Packing Slip Number

6. Select Save

4. Closing a Purchase Order

Once you have received all the Parts and Assets on a Purchase Order, you can close the Purchase Order.

Note: If you have not received all the Parts and Assets, but still wish to close the Purchase Order, you will need to amend the Purchase Order so that the Quantity Ordered and Quantity Received match for each part. 

To Close a Purchase Order:

  1. Select the Purchase Order from the Record Navigator
  2. Select the Close Purchase Ordericon.

   3. When asked, "Are you sure you want to close the selected Purchase Order?" Select Yes.

5. Canceling a Purchase Order

To Cancel a Purchase Order:

  1. Select the Purchase Order from the Record Navigator
  2. Select the Cancel Purchase Ordericon.

   3. When asked, "Are you sure you want to close the selected Purchase Order?" Select Yes.