Purchases How To - WebTMA 5

How to Create a Purchase Order

Path: Material > Purchase > Purchase Orders / Identity Tab

You can create a purchase order from this window without having either a request for quotation or a purchase requisition.

Use the Understock link on the Action Menu to review any stocked items with an on-hand quantity below the minimum established on the part record.

When an RC Code is entered, the part selections are limited to those with the selected repair center on the part record.

From the Purchase Orders window:

1. Click Add on the WebTMA toolbar.
2. Complete the required fields.
3. Click the Add Purchase Order Line link. Optionally, you can select line items using the Select Purchase Requisition for all Vendors or Select Purchase Requisition for this Vendor links to select existing PR line items that have not been converted. If selected from the PO, lines on the PR record are also converted.
4. Accept the default Part radio button selection.
5. Complete the required line item fields (Part, Quantity, and Unit Cost).
6. (Optional) Mark the Taxable? check box if applicable.
7. (Optional) Enter a Comment about the part. This is for information only. Comments do not appear in reports.
8. Click the Save button on the popup window.
9. Click Save on the WebTMA toolbar.

How to Authorize Purchase Orders

Path: Material > Purchase > Purchase Orders / Identity Tab

To authorize a purchase order:

1. Locate the desired PO.
2. Click the Authorize link on the Action Menu.
3. Complete the authorization popup window.
4. Click the Save button on the popup window.

If you use the Approval Routing module, WebTMA follows the routing process set up by your WebTMA System Administrator.

How to Add PO Lines from PO Change Order

Path: Materials > Purchase > PO Change Orders / Identity Tab

The PO Change Order Entry window opens when you click the Add PO Change Order Line link and has options to Change Detail, Cancel Line, or add a New Line. This topic outlines adding a New Line.

From the PO Change Orders window in Add mode:

1. Enter the PO #.
2. Click the Add PO Change Order Line link on the grid.
3. Click the New Line radio button.
4. Click the Part, Item, or OTP radio button.
5. Complete the required fields. Note that options change depending on selection made in step 4.
6. (Optional) Click the Add Distribution link and add WO information if the item is for distribution to a work order.
7. Click the Save button on the popup window.
8. Click Save on the WebTMA toolbar.

WebTMA completes the Order Number field and assigns the PO Change Order the same number as the original PO with an added -N, for example, PO-455-1. The first change order is -1. If other change order records are created for that PO, the next numbers are -2, -3, etc.

Note: Until the change is approved, if required, and you click the Apply Change Order link on the Action Menu, the PO Change Order is not added to the PO record and no changes occur.

OTPs are items your organization never stocks. They are not tracked or considered beyond receiving on a Purchase Order or distribution to a Work Order from a Purchase Order. If you need specific tracking for an OTP, create a part record or a maintenance-worthy item record for the item.

How to Change or Cancel PO Lines from PO Change Order

Path: Materials > Purchase > PO Change Orders / Identity Tab

The PO Change Order Entry window has options to Change Detail, Cancel Line, or add a New Line. This topic concerns changing or cancelling existing PO lines.

In Edit mode from the PO Change Orders window:

1. Click the Add PO Change Order Line link on the grid.
2. Select PO Line #. This refers to the line number on the original PO.
3. Click the desired radio button: Change Detail, Cancel Line, New Line.
4. Click the Part, Item, or OTP radio button. See Caution below for OTP.
5. Make desired changes to available fields: Account #, Quantity, Unit Cost, and Taxable.
6. (Optional) Add, edit, or delete distribution lines. The same legend applies to distribution lines as for purchase lines.
7. Type Comments to explain the change.
8. Click the Save button on the popup window.
9. Click Save on the WebTMA toolbar.
10. Click the Apply Change Order link on the Action Menu (see Note below).

WebTMA completes the Order Number field and assigns the PO Change Order the same number as the original PO with an added -N, for example, PO-455-1. The first change order is -1. If other change order records are created for that PO, the next numbers are -2, -3, etc.

Note: Until the change is approved, if required, and you click the Apply Change Order link on the Action Menu, the PO Change Order (for both purchase lines and distribution changes) is not added to the PO record and no changes occur.

OTPs are items your organization never stocks. They are not tracked or considered beyond receiving on a Purchase Order or distribution to a Work Order from a Purchase Order. If you need specific tracking for an OTP, create a part record or a maintenance-worthy item record for the item.