Inventory parts, inventory and ordering

P.O.Newb Questions

P.O.Newb Questions

Postby Honest Engine » Wed Dec 09, 2015 1:09 pm

I feel like this is something that I should have figured out by myself, but I can't find what I need from clicking in Manager or from searching the forum or support site.

Manager SE: I use it just fine, as does my front office staff. We write up customers, use electronic catalogs to find parts, we can order parts electronically, which automagically creates a PO. The lines turn color to indicate the parts were ordered, all of that is fine.


Later, when I want to cross reference a PO (for example, what I'm doing today is looking up PO numbers to verify my parts bill from a vendor), it does NOT give me any indication of what invoice it was ordered on. Why does the PO not reference the invoice or repair order, and how can I get it to do that automatically? What step am I missing here?
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Re: P.O.Newb Questions

Postby Silky7 » Wed Dec 09, 2015 2:20 pm

You'll probably want to get in the habit of filling out the Ref/Inv field on the PO.

PO1.PNG
 


You might have noticed the option to receive parts to the associated RO as well. One key step there is making sure you converted to the Approved RO phase prior to creating your order. If you order parts while in an Estimate phase, there is no RO# for the system to associate it back to.

I probably just complicated that explanation. Ric should be along to make sense of it for you shortly. :wink:
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Re: P.O.Newb Questions

Postby ricmorin » Wed Dec 09, 2015 2:39 pm

The closed PO should include the RO number for which it was created in the header bar like this.....

poreference.png
 


The reference field that Silky7 mentions we use for the vendor invoice number.

Make sure you create and receive PO's on Repair Orders that are 'marked as printed'. If you try to do this at the Estimate stage, the links don't always work.
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Re: P.O.Newb Questions

Postby Jeff @ Able Auto » Thu Dec 10, 2015 3:41 am

Ric while on this subject do you print the PO? Attach to parts bill? I also noticed you have a PO work sheet. Where is that located? Thanks.
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Re: P.O.Newb Questions

Postby ricmorin » Thu Dec 10, 2015 4:06 am

Jeff @ Able Auto wrote:Ric while on this subject do you print the PO? Attach to parts bill? I also noticed you have a PO work sheet. Where is that located? Thanks.

No, we do not print the PO. When we receive the PO into Manager, the Service Advisor stamps the parts invoice with the RO number if it's not already on there (think electronic ordering), the PO number, the customer name and the date. Then it goes off to be entered into QB. Every invoice needs some kind of data as to what it's for or it gets kicked back.

The 'worksheet' is the nomenclature Manager uses. It's just a closed PO. Open one and you'll see the same terminology. :D
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Re: P.O.Newb Questions

Postby Jeff @ Able Auto » Thu Dec 10, 2015 5:15 am

Thanks Ric. Never noticed the "worksheet". I am new to using P.O.s. Trying to incorporate more of the Manager features. Coming into the new year and plan on maximizing all that we have at our disposal!
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Re: P.O.Newb Questions

Postby Rich » Thu Dec 10, 2015 5:35 am

In the PO itself we enter the invoice/name in the Ref/Inv line BEFORE ordering the part. this prints on the invoice from the parts store. thus the parts invoice has this information printed on it and makes it so you don't have to look or remember to write it on the invoice. I can go back to the begining of time and tell you who and what invoice # a part went on.
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Re: P.O.Newb Questions

Postby Jeff @ Able Auto » Thu Dec 10, 2015 6:10 am

Thanks Rich
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Re: P.O.Newb Questions

Postby timbre4 » Thu Dec 10, 2015 6:40 am

Rich wrote:In the PO itself we enter the invoice/name in the Ref/Inv line BEFORE ordering the part. this prints on the invoice from the parts store. thus the parts invoice has this information printed on it and makes it so you don't have to look or remember to write it on the invoice.


This depends entirely on the vendor; we present it to them as part of the electronic P.O. and if they elect to have it come out of the pick list printer, then this does occur.
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Re: P.O.Newb Questions

Postby Honest Engine » Mon Dec 28, 2015 11:33 am

Thanks, all. It was on the header, the one place I wasn't looking. I was scouring everything inside the box for this tidbit of info, and not seeing the forest for the trees.

:)
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