iScala Generic Purchase Order (PO) Process

iScala Generic Purchase Order (PO) Process
a. Back2Back Order
I. For Lics (OLP NL)
1. Go to MIS and click to Purchaser reports
2. Generate License report of the vendor
3. Export the file in to a excel sheet
4. Start checking if all the end user details are been entered in MIS.
If any thing missing kindly send an email to sales person to enter all the
Required details.
5. Create Scala P.O. - Purchase Order - Click to Purchase Order - Go to Order Entry /
Enquiries – Enter / Adjust Purchase orders
6. ORDER NUMBER – Click to enter and Order Number be automatic generated
7. TYPE – Type will be 1
8. ORDER DATE – Order date will be also automatic generated
9. PURCHASER - Enter the Purchaser Id -GTA (Geeta Anandani)
LDV (Lorena Dela Vega)
YDA (Yolanda Aguilar)
10. SUPPLIER CODE - Enter the supplier code. If you don’t know the supplier code
follow the below.
Enter ? - Suppliers by Code
Enter ?. - Suppliers Name
Enter ?+ - Suppliers by Telephone
Enter ?- - Suppliers by Address Code
Enter ?* - Suppliers by EDI Code
Enter ?@ - Suppliers by Bank Code
11. DELIVERY DATE - Adjust the delivery date as required.
You can keep the delivery dates updated in scala as per the
confirmation on shipment
Please
Licenses –
10 days
Networking – 4 to 6 Weeks (APC – 10 to12 weeks)
Hardware – 4 to 6 weeks
Components – 3 to 4 weeks
12. WAREHOUSE – Select the Warehouse.
If you don’t know the WH, Enter ? and you can have the list of all the
warehouses
Aptec Warehouse Layout
TDME warehouse layout
Wh01 – Normal products (JAFZ)
Wh02 – OLP Warehouse
Wh20 – Direct Shipment Warehouse
Wh10 – Main Top level Part number
Wh11 – Consistent part number/Built-in (with value)
Wh12 – Consistent part number/Built-in (without value)
Wh97 – Stock Rotation
13. REMARKS - Enter the remarks (i.e. – The reseller and end user name with So number to
track the order easily in future)
14. PART NUMBER ENTRY - Pull out the part numbers and quantity entered in Sales order for a
particular order with a standard cost price or special price
15. WAREHOUSE (change for each the lines)– In case if you want to club the order with 2
different Ware house. Go to the Line and enter Wh you will get the list of all the warehouse,
Select the ware house and than enter the part number
16. Generate the Po Copy - Once all the part numbers are entered enter U in the Line and start
updating the PO
17. Generated PO ( soft Copy ) - Save the Word file in the folder if required for future records
18. Process the same with vendor. (Online, email or XML).
The above process is for Symantec, Microsoft, Adobe, Win soft, Business Objects, and
MacAfee
19. For Sun, Nortel, 3Com and ISS (OLP NL) lic orders the above process will remain the same
additional to that all the orders will have the below approval process
(Before going forward to the exercise of Po approval. Please get the below clarify, as per the
value of the purchase order)
Stock Orders
1. Stock - Normal Order, Local Approval Only
2. Stock - New products within existing agency, Order > 45 days budgeted sales, CFO Approval
3. Stock - New products within new agency, First Order, COO Approval
4. Stock - General product purchase, Order >2 months prior sales or >$500K by product, CFO
Approval
5. Stock - General product purchase, Order Value > $1M, CFO Approval
6. Stock - Purchase from ANY supplier other than Primary Vendor, MD Approval
Back to Back Orders
1. Back2Back - Normal Order, Local Approval Only
2. Back2Back - New products within existing agency, Order > 45 days budgeted sales, CFO
Approval
3. Back2Back - New products within new agency, First Order, COO Approval
4. Back2Back - General product purchase, Order >2 months prior sales or >$500K by product,
CFO Approval
5. Back2Back - General product purchase, Order Value > $1M, CFO Approval
6. Back2Back - Purchase from ANY supplier other than Primary Vendor, MD Approval
Partial Orders
1. Partial - Normal Order, Local Approval Only
2. Partial - New products within existing agency, Order > 45 days budgeted sales, CFO
Approval
3. Partial - New products within new agency, First Order, COO Approval
4. Partial - General product purchase, Order >2 months prior sales or >$500K by product, CFO
Approval
5. Partial - General product purchase, Order Value > $1M, CFO Approval
6. Partial - Purchase from ANY supplier other than Primary Vendor, MD Approval
20. Po number - Enter the scala P.O in MIS under Purchase Order System.
Order Type - Click to back to back order
21. Edit Po – Go to Edit Po and enter the Po number and click to go
22. Edit Po - Enter the SO # details in Note column and reseller name in remarks and click to
update
23. Edit Po – Go to Edit Po again and click to get approval, for approval process
24. Approval - The order goes to PM and FM for their approval
25. Approval Status – Go to Enquire Po and you can check the approval status of the Po
26. Receipt of a mail confirmation after CC / Finance Manager Approval. The order can be
process with Vendor
¾
For (Boxes, OEM’s and Retail)
27. MIS - Go to MIS and click to Purchaser reports
28. Generate MIS - Generate daily Minus report of the vendor
29. MIS - Export the file in to a excel sheet
30. MIS - Check the part numbers and quantity one by one in Stock Enquiry.
31. Update the excel sheet and place the order with the vendor