ServiceManager - Guide - Purchase Orders Add-On User Guide PDF

Purchase Orders Add-On User Guide
Purchase Orders Add-On User Guide Copyright 2008 Technisoft Pty Ltd
About Technisoft
Technisoft is a senior Sage Accpac Development Partner that has been providing Service Management software
solutions for over twenty years.
Service Manager, Technisoft's flagship product, has been the recipient of multiple "Accpac Product of the Year"
awards.
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Website http://www.technisoft.com.au
Copyright 2008 Technisoft Pty Ltd. All rights reserved.
Technisoft Pty Ltd

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Publication Date: April 30, 2008
No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise
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Use of the software programs described herein and this documentation is subject to the Technisoft Pty Ltd
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Contents I
Table of Contents
Chapter 1: Overview............................................................................................................................1
Chapter 2: Licensing............................................................................................................................3
and Product Registration
Chapter 3: Using the............................................................................................................................5

Purchase Orders Add-On
.......................................................................................................................................
3.1 Document Entry 5
.......................................................................................................................................
3.2 Requisition Manager 13
3.3 Auto.......................................................................................................................................
Create Requisitions 21
.......................................................................................................................................
3.4 Requisition List 24
.......................................................................................................................................
3.5 Recent Enhancements 24
Index ................................................................................................................................................41
Overview 1
Chapter 1: Overview
Introduction
The Service Manager Purchase Orders Add-On is an optional Service Manager product. It enables
direct integration of Service Manager with the Sage Accpac ERP Purchase Orders module.
Integration to the Sage Accpac ERP Purchase Orders module allows you to generate Purchase Order
Requisitions or Purchase Orders directly from within Service Manager Jobs, or from the Service Manager
desktop using a program called Requisition Manager 13 .
The current status of a Requisition or Purchase Order in Service Manager is always visible in the Document
tree and you can drill into the Requisition or Purchase Order at any time to view it in detail.
The Job Status is automatically updated when receipts are processed in Purchase Orders. An automatic
email message can be generated to your customer, one of your employees or to "Other" when a receipt
has been completed.
A Requisition List 24 provides a summary of Requisitions, Purchase Orders or Receipts in Service Manager.
The Sage Accpac ERP Purchase Orders module also includes many standard Purchase Order Reports.
Custom reports can also be created using Crystal Reports.
A new tree node called V/M Purchasing is added to the desktop when you install the Service Manager
Purchase Orders Add-On.
This node contains the following desktop icons:
These provide functionality in addition to that provided directly from within Document Entry.
Although technically termed "Requisitions" in Service Manager, the choice of creating a Requisition or a
Purchase Order in the Sage Accpac ERP Purchase Orders module is determined by the security level an
individual has. If a person has rights to create Purchase Orders then they can either create or add to an
existing Requisition or create or add to an existing Purchase Order when transacting in Document Entry. If
they do not have security to create Purchase Orders, then they can only create Requisitions.
The Purchase Order function is full multicurrency, converting transactions into the Vendor currency and
converting costs to your Home or Functional currency when applying a receipted cost to the Job or Sale
Document.
The Service Manager Purchase Orders Add-On increases productivity and efficiency as well as
providing audit and accountability for Purchase Orders in the Job workflow cycle.
Note: You cannot create a Purchase Order directly from the Sage Accpac ERP Purchase Orders
module and push it to a Job in Service Manager. Purchase Orders must be created either in the Document
directly or in batch form in the Service Manager Requisition Manager 13 program.
Further Information
If you are an End User and would like more information about this product, please contact your Sage
Accpac Solution Provider.
If you are a Business Partner and would like more information about this product, please contact
Technisoft at technisoft@technisoft.com.au.
Licensing and Product Registration 3
Chapter 2: Licensing and Product Registration
To use the Service Manager Purchase Orders Add-On, you must purchase the product and then register
it.
Product registration is usually the responsibility of your Sage Accpac Solution Provider, but you can
register product directly if you wish. Simply complete the Registration form at
http://www.technisoft.com.au/support/productregistration.aspx.
A fully activated license file will be forwarded to you, normally within 24 hours of registering your product.
Once the license file has been received it only needs to be copied to your ACCPAC Shared Data Directory
as it is already activated. The ACCPAC Shared Data Directory is usually located at:
<X>:\Program files\ACCPAC\
where
<X>:\Program Files\ACCPAC\ is the ACCPAC Shared Data Directory
<X> is the drive letter of the installation
Note:
Service Manager Purchase Orders Add-On functionality will only be available if the product has been
registered and activated.
For the Service Manager Purchase Orders Add-On to operate, the Sage Accpac ERP Purchase
Orders module must be installed and functioning correctly.
Using the Purchase Orders Add-On 5
Chapter 3: Using the Purchase Orders Add-On
This section explains how to use the Service Manager Purchase Orders Add-On.
For additional information about using Service Manager, refer to the Service Manager User Guide.
3.1 Document Entry

Requisitions or Purchase Orders can be added to Inventory, Standard, Labor or Subcontractor Service detail
lines in a Job or Sales Order.
This provides the flexibility to order anything from an existing inventory item (stock or non stock), to a
miscellaneous service or part, as well as a subcontractor service.
The number of Requisitions or Purchase Orders that can be added to a Job or Sale Order is unlimited.
New nodes appear in the tree of the Document under the detail line selected (Item or Service), when a
Requisition or Purchase Order is created.
Adding a Requisition or Purchase Order in Document Entry
To add a Requisition or Purchase Order (depending on the security level you have), open an existing Job or
Sales Order in Document Entry or create a new Job or Sales Order. For the purpose of this User Guide,
reference will be made to Jobs only, but the functions described apply equally to Sales Orders.
If creating a new Job, add a Phase and a Billing Group. Then add a Labor Service, Contractor Service and
an Inventory detail line. If using an existing Job, add these three types of detail lines if they are not in your
existing Job for the purposes of this example.
Creating an Item Requisition/Purchase Order
When you select an Item detail line, the New Purchase Requisition fast icon will become active.
To create an Item Requisition/Purchase Order:
click
OR
right-click the Item and select Insert Purchase Requisition
OR
click shortcut key Ctrl+Q
OR
from the Insert icon on the toolbar, select Purchase Requisition.
It is a matter of personal preference as to which method you use.

The Create/Manage Purchase Requisitions window will be displayed.
6 Document Entry
Select Generate a SINGLE Purchase Requisition/PO for the Selected line.

Click [Accept]. The Service Manager Purchase Request window will be displayed.
Profile tab
Note: It is not necessary at this point to decide whether you are adding a Requisition or Purchase
Order. Your security clearance will determine this on the final screen when you add the Service Manager
Purchase Request. Depending on your security clearance, you will be able to choose to either add a
Requisition or Purchase Order at that time.
Since you have chained from the Job, the Site, Job, Entered By person and Date Created details, will
automatically be loaded and the cursor will be flashing in the Quantity field.
The Quantity will default to Item Supply Quantity. You can change this if you need to order more of
these items.
The Item Code and Item Description will also be loaded from the Item detail line. If you change the
Item Description, this will be reflected in the description in the Requisition and/or Purchase Order.
The default Vendor code will appear if one exists, but you can change this to a different Vendor if, for
example, a better price has been obtained from an alternative supplier. The Unit Cost will be displayed
in the Vendor's currency and the extended cost is displayed to the right of the unit cost.
The default Unit of Measure, e.g., "Ea.", will be displayed by default. If you choose a different unit of
measure, the Unit Cost will adjust according to your Inventory Conversion Factor settings.
The Ship To Location will be loaded from the Item line and cannot be changed. The Location is
sourced from Inventory Control Locations.
To the far right of the Service Manager Purchase Request window, the stock available at the location
selected is displayed. i.e., Stock On Hand (OH), On Sales Order (SO), On Purchase Order (PO) and the
Quantity Available (QA). Select All Locations to view quantities at all locations.
The Expected Receipt Date field can be set to indicate the vendor's expected delivery date, or you can
use this date for the customer's expected delivery date. The actual Receipt Date is stored with the
receipt.
Click the Drop Ship/Comments tab or click [Add] if no further detail is required.
8 Document Entry
Drop Ship/Comments tab
Drop Ship: Use these options to instruct your supplier to ship the order to a
different geographic location.
None - ship to your location
Specified - ship to the specified location, entered in the Address fields
Site - automatically load the address details for the Site
Site Bill To - automatically load details from the customer's Accounts Receivable Bill To record.
There is a space at the footer of this form for Comments. These comments do not get transferred to
the Requisition or Purchase Order. They are stored with the Service Manager Purchase Request in the
Job only.
Notify on Receipt: When a receipt is posted in Purchase Orders, the Job is automatically updated with
the receipt status. It is possible to generate emails on receipt. Select any of:
Email Site Contact
Email Entry Employee
Email Other
If you select Email Other, you will need to type an email address. The email addresses for Site
Contact and Entry (Entered By) Employee are derived from the respective Site and Employee
records. If no email addresses exist in these files, no email will not be generated. You can of course
use Email Other to specify an email address if necessary.
To action the auto Email function, use Requisition Manager 13 . Make sure the Partially Receipted
and/or Fully Receipted check boxes are ticked. Click Go to load Jobs that match the criteria
chosen and then click the Email icon on the toolbar to generate emails for receipted Purchase
Orders.
If your company uses multicurrency accounting, click the Currency Rates tab. Otherwise, click [Add].
Currency Rates tab
Note: This tab will only be displayed if your company uses multicurrency accounting.
The default Rate Type, (Latest) Rate Date and Exchange Rate will load. These can be manually
changed if required.
Click [Add].
Creating a Service Requisition/Purchase Order
Service Requisitions/Purchase Orders can be created in exactly the same way as Item
Requisitions/Purchase Orders.
There are three types of Service: Standard, Labor and Subcontractor, and Requisitions/Purchase Orders
can be created for all three types.
To create a Requisition/Purchase Order for a Service, focus on the Service detail line and then click the
New Purchase Requisition fast icon.

All procedures are identical to creating an Item Requisition/Purchase Order, except for the following:
10 Document Entry
No Location fields or Location Stock Quantity information fields will be displayed

When a Requisition/Purchase Order is created, the General Ledger Expense field in the detail line is
automatically populated with the Service Cost Clearing account in the Service detail line in the Job.
In every other respect, including the supply of receipted Services, the process is the same.
It is important to understand that a Vendor must entered to raise a Requisition/Purchase Order for a
Service, even if the Purchase Order is for a Miscellaneous Service.
Posting Purchase Orders
Depending on your security clearance you will be able to choose to create a Requisition or Purchase Order.
Create As:
If you select Existing Purchase Requisition or Existing Purchase Order, you will need to select an
existing Requisition or Purchase Order using the Finder so you can add the current Service Manager
Purchase Request to it.
If you select New Purchase Requisition or New Purchase Order, a new Requisition or Purchase Order
will automatically be created after you click [Post].
Click [Set to Document Number] to set the Reference to the Document Number.
Click [Set to Site] to set the Comments to the Site Name.

Note: Optional Fields from the Sage Accpac ERP Purchase Orders module will be displayed on this
window if applicable. If those fields require validation you will not be able to click [Post] until they have
been populated.
Click [Post] to post the Requisition or Purchase Order.
Purchase Requisition node
A new Service Manager Purchase Requisition node will be added beneath the Item detail line in the Job
tree. If you click on this node, under the Details tab on the right of the window, a summary of the
Requisition or Purchase Order details will be displayed.
Note that like all nodes in the Document tree, you can customize the node text, and Include, Exclude and
change the order of fields displayed on the Details tab. To do this, select Tools Options and then
select Purchase Requisitions from the drop-down list.
Note that if you select Properties on the Service Manager Purchase Request and drill into the Requisition
or Purchase Order, the originating Job or Sales Order Number will appear in the detail section of each
transaction line in the Requisition or Purchase Order in the Order Number field.
Additional Requisitions or Purchase Orders can be added to an existing item detail line at any time by
repeating the process above. Therefore you can add to an existing Requisition or Purchase Order as
described or create a new separate transaction.
When a receipt has been posted in Purchase Orders the receipt status will also appear in the custom fields
section under the Details tab when you click on the Service Manager Purchase Request node.
If focused on the Service Manager Purchase Request node you can right-click and select View P/O
Requisition, View P/O Purchase Order, or View P/O Receipt as applicable at any time during the
process. Options will be grayed out if a document does not exist for them. For example, if you have a
Requisition, but no Purchase Order created yet, you can View P/O Requisition, but View P/O Purchase
12 Document Entry
Order will be grayed out.

If you followed the above procedures and have added a Requisition or Purchase Order, right-click on the
Service Manager Purchase Request node under the detail line and select Properties to display the details
of the particular Service Manager Purchase Request. A new tab appears on the Purchase Request called
Posting Status. There are two sections to this form: Status and Supply Details.
In the Status section, details of the Requisition, Purchase Order or Receipt will be listed. Click the drill-to
arrow to display details of the original Document.
The Supply Details section includes reconciliation of what is on Purchase Order, what has been receipted
to date, what has been supplied to the document, and what is remaining to be supplied.
It is important to note that the cost originally ordered may be different to that receipted and that the Job
will be updated with the actual cost receipted at all times.
Supplying Receipted Items
You can auto supply items that have been receipted in Purchase Orders to detail lines in the Job.
To supply a receipted Service or Item to a Job, while focused on the service or item, right-click and choose
"Supply Receipted Item(s)". The Receipt Rates form will be displayed.
The original Service Manager Purchase Request quantity, unit cost and extended amount are displayed first
and are grayed out.
The "On Purchase Order", quantity, unit cost and extended amount are displayed next.
The "Receipted to Date", quantity, and extended amount is displayed next.
The "Supplied to Document", quantity, and extended amount are displayed next followed by the
"Remaining to be Supplied", quantity, unit cost and extended amount.
Note that the receipted cost may be different to the original cost requested or the Purchase Ordered cost
and it is the receipted cost that is supplied to the Job.
The "Remaining to be Supplied" quantity can be manually changed prior to retrieving the line. This can be
useful where more items were ordered than were actually needed for the Job.
There are two Supply methods:
1. Override Existing Document Quantity
This option will override the Document detail line "Bill To" and "Cost" quantity and "Unit Cost" with the
value in the "Remaining to be Supplied" fields. Any existing values in the service or item detail line will
be overridden or replaced.
2. Add to Existing Quantity and Average Cost
This option is particularly useful where more than one Service Manager Purchase Request exists for a
service or item detail line and multiple Receipts are to be supplied to that line.
The total cost on all Service Manager Purchase Requests is averaged across the quantity being supplied
to that detail line.
Example
Assume there are two purchase requisitions that have been receipted under a subcontractor service
detail line in a Job. Supply the first line using "Override Existing Document Quantity". Then supply the
second line using "Add to Existing Quantity and Average Cost". The first line will override the quantity
and the cost in the detail line, and the second line will then add to the existing quantity and average
the unit cost on that detail line.
Subcontractor Service
Line (1) Qty = 1 Cost = $100
Line (2) Qty = 2 Cost = $ 85
When supplying the first line using the "Override Existing Document Quantity and Cost method", the
first line would override existing quantities and cost and put a 1 in the bill to and cost quantity fields,
and $100.00 in the unit cost field. Note that if a cost only service is used, only the cost quantity will
be updated.
Supplying the second line using "Add to Existing Quantity and Average Cost" would add two (2) to
the existing quantity of one (1) totaling three (3). The unit cost would be averaged. i.e. ((100) +
(85*2))/3 = $90.
Warning: When using Add to Existing Quantity and Average Cost, if a supply quantity already
exists in the detail line in the Job, this method will add to that quantity. i.e., it is not overwritten
before supply. You may need to first check that the supply quantity in the detail line is set to zero or
retrieve the first line using "Override Existing Document Quantity" and then use the option "Add to
Existing Quantity and Average Cost".
Reversing a Previously Supplied Quantity
If a line has been supplied in error, it is possible to cancel and resupply that line.
Right-click on the grayed out Service Manager Purchase Request directly beneath the Service or Item
detail line and select Properties. In the "Supply Details" area, reduce the quantity in the "Supplied to
Document" field or set the value to zero and then press Tab. This will reset the "Remaining to be supplied"
quantity as applicable. You can then choose the "Override Existing Document Quantity and Cost" option
and resupply the detail line.
General
In Document Entry if you select Tools Options General tab, there is an option there to
Automatically Gather PO status on Document Load. If this is ticked, then whenever a Job or Sales
Order is loaded, the status of Requisitions, Purchase Orders and/or Receipts will automatically be updated
or refreshed in the Document.
Note: This option is useful, but remember that if Load Documents when Scrolling is also ticked, then
the Purchase Order status will be refreshed every time you scroll a Job or Sales Order in Document Entry,
and this has the potential to slow or delay the scrolling process.
Requisition Manager can be launched from inside Document Entry - select Tools Requisition Manager.
If you are inside a Job focused on a Service Manager Purchase Request node then when you select this
option, Requisition Manager will load with the Job details preset.
If creating a Requisition from a Service Manager Purchase Request rather than going direct to a Purchase
Order, you can then only raise a Purchase Order for that Requisition using the Sage Accpac ERP
Purchase Orders program. To create a Purchase Order from a Requisition, go to the Sage Accpac ERP
Purchase Orders node on the desktop. Open the Purchase Order Entry program, choose a Vendor and
then tick the From Requisition check box. Select the drill-to icon and then click the Requisition Finder to
select the Requisition you wish to create a Purchase Order for. Post the Purchase Order or make
modifications as necessary. The Job will be automatically updated with the Purchase Order details in the
background.
It is possible to use Requisition Manager 13 to bulk post Purchase Orders from Service Manager Purchase
Requests.
Note that if adding to existing Requisitions or Purchase Orders you must use the same Vendor Code.
3.2 Requisition Manager
The Requisition Manager program allows you to view the status of existing Requisitions, Purchase Orders
and Receipts. It also allows you to create/raise new Purchase Orders from existing Requisitions in batch entry
mode, as well as allowing you to Supply any number of Receipted Purchase Orders to a Job or Sale.
14 Requisition Manager
Using Requisition Manager
Open Requisition Manager and then select Requisition Options.
Posting Methods
Select one of the four Posting Methods.
Create Service Manager PO Requests Only
Select this option to create Service Manager Purchase Requests that will later be posted to a
Purchase Requisition or Purchase Order. i.e., Service Manager Purchase Requests are not created in
the Sage Accpac ERP Purchase Orders module. They are added to Document Entry below the
detail item or service line only.
This option can be useful if security requirements are very high or where Sage Accpac ERP
Requisitions are not required.
The major advantage of this option is that you can post Requisitions or Purchase Orders (depending
on security) from Requisition Manager in "Batch" format. This allows you to post a single PO for the
Vendor for Items and Services from many Documents rather than a single PO for the Document or
individual line.
Post P/O Requisitions Only
Select this option to post Service Manager Purchase Requests to either a "New" or "Existing"
Purchase Requisition in the Sage Accpac ERP Purchase Orders module. When you insert a Service
Manager Purchase Request and select "Add", you are presented with the Post Purchase Orders
form, and if this option is selected, then you will only be presented with New Purchase Requisition or
Existing Purchase Requisition in the "Create As" drop-down list.
This option is recommended where the Purchase Order function is demarcated to the Purchasing
department and only those with Purchase Order security rights can create new Purchase Orders. i.e.,
if Post P/O Requisitions Only is selected you will not be presented with an option to post a
Purchase Order from within Service Manager.
Requisition Manager does not allow you to convert Requisitions to Purchase Orders. You must go into
the Sage Accpac ERP Purchase Orders module to create Purchase Orders from existing
Requisitions.
Post P/O Purchase Orders Only
Select this option to post Service Manager Purchase Requests directly to either "New" or "Existing"
Purchase Orders in the Sage Accpac ERP Purchase Orders module. When you insert a Service
Manager Purchase Request and select "Add", you are presented with the Post Purchase Orders
form. You then have the option to post to a "New Purchase Order" or "Existing Purchase Order" in
the Create As drop-down list.
This option is recommended where operators have permission to enter Purchase Orders directly and
formal Requisitions are not required. This speeds up data input greatly and is a recommended
setting.
Post Either P/O Requisitions or P/O Purchase Orders
This method is a combination of both "Post P/O Requisitions Only", and "Post P/O Purchase Orders
Only" methods.
The Post Purchase Orders form presents all four options, New Requisition, Existing Purchase
Requisition, New Purchase Order or Existing Purchase Order in the "Create As", drop-down list. This
option provides the best of both worlds so to speak by providing additional flexibility.
Open P/O Document after Posting
Tick the Open P/O Document after Posting check box to launch the Requisition or Purchase Order
straight after you click [Post]. Otherwise you are returned directly to the Job in Service Manager and a
new Service Manager Purchase Request node is created. Checking this switch can be useful if you need
to change Tax Classes before posting the Purchase Order as the Purchase Order is opened in the Sage
Accpac ERP Purchase Orders module and you can select the "Distribution" button and edit tax
classes.
History
When a Job has been completed in Service Manager and the End of Day process moves the Job to History,
purchase requisition details are maintained with the Historic Document so that the original order details can
be referred to at any time.
Viewing Existing Requisitions, Purchase Orders or Receipts
Sequence
Order By
There are six ways to view Requisitions, Purchase Orders or Receipts in Requisition Manager:
Vendor, Document, Site, Employee, Purchase Order Number, or Requisition Number.
Criteria
Date Required
This field allows you to specify a date range to search Requisitions or Purchase Orders in a given
period. If the check box is cleared, the Date Required option will be ignored.
Date Expected
This field allows you to specify a date range to search Requisitions or Purchase Orders expected in a
given period. If the check box is cleared, the Date Expected option will be ignored.
Manual Entries
Tick this check box to display all entries created from within Document Entry. (This check box is
ticked by default.)
Entries Auto Generated
Tick this check box to display entries created using the Auto Create Requisitions 21 program. (This
check box is ticked by default).
Show Records Without Purchase Orders
This will display all Service Manager Purchase Requests and Sage Accpac ERP Requisitions that have
not yet had Purchase Orders created for them. This can be very useful if sorting in Vendor Order per
above, as the Post option becomes available for all Service Manager Purchase Requests. Note that
Sage Accpac ERP Requisitions must be posted from the Sage Accpac ERP Purchase Orders
module.
Show Records Without Purchase Orders
This can be useful to check and manage Jobs that have Purchase Orders that have not yet been
receipted.
Purchase Order Options
These options can also be used to filter information in Requisition Manager.

Without Receipts will display all Purchase Orders that have not yet been receipted.
Partially Receipted will display Purchase Orders that have been partially receipted.
Fully Receipted will display Purchase Orders that have been fully receipted and are complete.
Ready to Supply to Document will display Purchase Orders that have been receipted, but not yet
supplied to Documents.
Supplied to Document will display receipted Purchase Orders that have been supplied to
Documents.
Set these options as required, and then click Go . This will populate the Source and Status tables in
the bottom of the Requisition Manager form according to the criteria selected.
Examples of Useful Queries
Assume Date Required or Date Expected ranges are not set. Assume Manual Entries and Entries Auto
Generated are set on.
Example # 1
Vendor Order, Without Purchase Orders Displays Requisitions that have not had Purchase Orders
raised/created yet.
Example # 2
Vendor Order, Without Purchase Orders, With Purchase Orders, Without Receipts Displays all
Requisitions that do not have Purchase Orders and Purchase Orders that have not yet been receipted.
Example # 3
Vendor Order, Without Receipts Displays Purchase Orders that have not yet been receipted.
Example # 4
Vendor Order, With Purchase Orders, Partially Receipted or Fully Receipted, Ready to Supply to
Document Displays Jobs that have service or items on Purchase Order that have been partially or
fully receipted that can be supplied to those Jobs.
Example # 5
Vendor Order, Entries Auto Generated, With Purchase Orders, Without Receipts Displays Purchase
Orders created using the Auto Create Requisitions program that have not been receipted.
Additional Information
You must be in "Vendor Order" to post and create new Requisitions or Purchase Orders from Service
Manager Purchase Requests.
Entry to Requisition Manager can be securitized using the security functions in Administration Services.
Creating New Requisitions or Purchase Orders
For simplicity sake, we recommend raising Requisitions from directly within Jobs, however new Requisitions
can be created from the Requisition Manager program.
If using the Requisition Manager program to create a Requisition or Purchase Order, a Service Manager
Purchase Request must be created by matching it to an existing Service or Item detail line in the Job or
Sale Order, or creating a new detail line.
Procedures are much the same as those described in Adding a Requisition or Purchase Order in Document
Entry 5 .
To add a new Requisition, click New.
Select the Source Document type (Job or Sale), then select a Document Number to add the Requisition to.
Next click [Find Doc. Line] to launch the tree of the Document selected, so that you can choose a Service
or Item detail line to Requisition.
Click and focus on the relevant Service or Item detail line and then click Accept to choose it.
This will load that Service or Item into the Purchase Request form. Select any other options as required
and then click [Add] to create the purchase request.
If you do not choose a Service or Item detail line, you will not be able to create a Requisition.
If you do not locate an existing Service or Item detail line using [Find Doc. Line], you can create an
entirely new detail line and Requisition.
Continue to complete the Requisition form by choosing an Item or Service. Enter quantities and costs as
applicable. When you click [Add], the tree of the Document will appear. You must then choose a node in
the tree (Phase, Equipment or Billing Group), where you wish to create the new Service or Item detail line
and Requisition. This prevents a Requisition from being orphaned in Service Manager. If you do not select
a node, it is not possible to create a Requisition.
Supplying Receipted Purchase Orders
Partially or fully receipted Purchase Orders can be supplied in bulk to Jobs using Requisition Manager. That
is, you do not have to enter each Job directly to supply the service or item detail line. This can greatly
speed up the process of receipting Purchase Orders where there are large numbers of Jobs in the system.
It is effectively like batch supplying receipted Purchase Orders.
Set up a query as follows. Select Vendor Order, With Purchase Orders, Partially Receipted or Fully
Receipted, and Ready to Supply to Document.
This query will display Jobs that have Services or Items on Purchase Order that have been partially or fully
receipted that can be supplied to those Jobs.
Click Go to run the query.
Click Supply.
The Supply to Documents window will be displayed. It will list all Purchase Orders with receipts ready to
be supplied to their associated Documents.
Uncheck any detail lines you do not wish to supply to Jobs or Sales Orders as applicable.
Choose the method of Supply:
Override Existing Document Quantity and Cost
This option will override the Document detail line Supply Quantity and Unit Cost with the values in the
Remaining to be Supplied fields. Any existing values in the Service or Item detail line will be
overridden or replaced.
Add to Existing Quantity and Average Cost
Select this option where more than one Purchase Request has been added to the same Service or Item
detail line and multiple receipts are to be supplied to that line.
The receipt quantity from the first receipt is added to the Supply Quantity in the Service or Item detail
line in the Job or Sales Order. Subsequent receipts are accumulated to the Supply Quantity in those
detail lines, and the Unit Cost is averaged across the total quantity.
The values are derived from the Remaining to be Supplied fields in the Service Manager Purchase
Request.
Click [Supply] to supply the receipted Services or Items to their respective detail lines in the Jobs or
Sales Orders they originated from.
Documents may not be open when using Requisition Manager to supply receipted quantities to detail
lines. If a Document is open during this process, you will receive an error message indicating that the
Job or Sales Order is being edited by another user. The detail lines associated with the open Document
will not post.
3.3 Auto Create Requisitions
The Auto Create Requisitions program allows you to automatically generate "Service Manager Purchase
Requests" from Jobs or Sales Orders based on three reorder options; "Reorder Insufficient Supply
Quantities", "Reorder from Supply Quantities" or "Reorder from Backorder Quantities".
The Service Manager Purchase Requests created can then be posted to Purchase Orders using the Requisition
Manager 13 program to replenish inventory as applicable.
During the Auto Create Requisitions process, a Service Manager Purchase Request detail line is added to each
item detail line in the Jobs or Sales Orders affected.
After all items have finished processing, the program prompts you to post the Service Manager Purchase
Requests created to Purchase Orders.
22 Auto Create Requisitions
If you click [Yes], Requisition Manager will be launched in Vendor Order.
Click [Post] to post and create Purchase Orders in the Sage Accpac ERP Purchase Orders module.
If you click [No], you can open Requisition Manager at any time in the future to create Purchase Orders then.
Using the Auto Create Requisitions Program
1. Open the Auto Create Requisitions program and select a Document Type, e.g., Job.
2. Use any of the available filters Site, Job Type, Entry Date, Line Date, to refine the reorder process.
3. Next choose a Vendor Type from Vendor 1 to 9.
4. Tick the Drop Ship Lines check box if you wish to drop ship each line to the site geographic address as
listed in the Document Header of the Job.
5. Select a Reorder Option:
Reorder Insufficient Supply Quantities
Select this option to order items that have insufficient quantity available across the selected range of
Jobs or Sales Orders.
This option checks the quantity of items available in total, against those on Supply and Backorder. If the
quantity available is less than the quantity required in total, Service Manager Purchase Requests will be
created for the shortfall. Purchase Orders can also be created as part of this process. These can later be
supplied directly to the item detail lines when receipted via the Requisition Manager program.
Reorder from Supply Quantities
Select this option to order items based on the quantity in the "Supply" quantity field of item detail lines
across the selected range of Jobs or Sales Orders.
Click [Process] to create Service Manager Purchase Requests for items on "Supply". Purchase Orders
can also be created as part of this procedure. These can later be supplied directly to the item detail lines
once receipted via the Requisition Manager program.
It is not necessary to use the "auto supply" functions if you simply wish to replenish stock for items
sold.
Reorder from Backorder Quantities
Select this option to order items based on the quantity in the "Backorder" quantity field of item detail
lines across the selected range of Jobs or Sales Orders.
Click [Process] to create Service Manager Purchase Requests for items on "Backorder". Purchase
Orders can also be created as part of this procedure. These can later be supplied directly to the item
detail lines once receipted via the Requisition Manager program.
Supplying Receipted Items
Once Purchase Orders have been created and receipted, you can then use the Requisition Manager 13
program to supply the receipted items to their respective detail lines in the Jobs or Sales Orders they
originated from.
Note however, that it is not necessary to supply the receipted goods to the Jobs or Sales Orders if using
this function merely to replenish stock.
To supply receipted goods, start Requisition Manager and tick the following check boxes: Entries Auto
Generated, With Purchase Orders, Partially Receipted, Fully Receipted, Ready to Supply to Document.
Select the green Go icon to begin the query. Only those entries created by the Auto Create Requisitions
program that have been receipted and that are ready to supply will be displayed.
Click the Supply icon to display all entries that can be supplied to Jobs or Sales Orders.
Tick the check box of detail lines you wish to supply.
Click Post to post and supply those lines to their respective item detail lines in the relevant Jobs and Sales
Orders they were derived from.
General
Note: It is not possible to use the Auto Create Requisitions program to auto generate Purchase Orders for
Services.
To operate this program, items in the Inventory Control master files must have at least one Vendor Type
created and selected (refer Inventory Control I/C Items and Price Lists Vendor Details to set
up a Vendor relationship for an Item).
If you run any of the Auto Create Requisition processes more than once, items will not be re ordered (i.e.,
orders will not be duplicated), except where changes were subsequently made to item detail lines in
Documents.
24 Requisition List
3.4 Requisition List
This report will allow the user to print Requisitions, Purchase Orders or Receipts in detail.
The report can be ordered in Vendor, Document or Site Order.
Available criteria are similar to those listed in the Requisition Manager program, but there is an additional
option that allows you to specify a "Line Type".
Line Type options include; Inventory Item, Standard Service, Labor Service, and Subcontractor Service. If
this check box is not ticked then all Line Types are included by default.
The report can be set to include financial values in Home or Vendor currency, as well as Comments, and
Additional Purchase Order Information.
Click [Save] to save your criteria settings.
3.5 Recent Enhancements

Several enhancements have recently been made to the Service Manager Purchase Orders Add-On.
Create New PO from Requisition Manager Quantity to Estimate
When creating a new Requisition or Purchase Order from Requisition Manager 13 , a new line is created in
the Job to reflect the Requisition or Purchase Order.
The Supply/Committed Quantity will be set to zero during the creation process and the ordered quantity
will be placed in the Estimate Quantity field. This has the effect of placing the item on Outstanding or
Backorder.
This standardizes the process so that it operates in a similar manner to adding a new Requisition or
Purchase Order directly from within the Job.
To check this feature, open Requisition Manager and then click the New icon.
Next choose a Job and then select the drill-to arrow to drill into the Job tree.
Select the Phase or Billing Group that you wish to add the line to and then click the Accept toolbar icon.
Select a Vendor, Item Code, Location, Quantity and Unit Cost as applicable and then click [Add].
26 Recent Enhancements
Click [Post] to post the Purchase Order.
After posting, the system will return to the Requisition Manager. Close the Requisition Manager and
proceed below.
Open the Job in Document Entry to view the result. Note that the new detail line for the Item has been
created, a new PO line has been created and the PO exists in the Sage Accpac ERP Purchase Orders
module, and the item quantity is placed on Estimate.
Properties of the Item line in the tree.
Bulk Generate Req/PO by Job, Phase or Billing Group
A new feature has been added to allow bulk creation of Requisitions or Purchase Orders for all service or
detail lines. This can be applied at Job, Phase or Billing Group level from within a job.
Click on the node you wish to bulk create lines for. In the example above, the Phase is selected so all detail
lines in the Phase will be ordered.
Select the Purchase Requisition icon or right-click on the Phase and select Insert Purchase
Requisition.
The Create/Manage Purchase Requisitions window is displayed.
Click [Accept].
If vendors do not exist in Inventory Control for the item detail lines you will be asked to enter each vendor
code manually. If vendor codes do exist, the detail lines will automatically be created when posted.
After clicking [Accept], the Requisition Manager program will automatically launch providing the user with
the option to select all detail lines (click header), or pick and choose the detail lines to be ordered.
After selecting the required Services and/or Items, click the icon.
The Select Vendor window will be displayed. There are two options on this form: Specify a Vendor for
all lines chosen and Let Service Manager decide the Vendor.
Specify a Vendor for all lines chosen allows you to select the Vendor Code, but will apply this code to
all detail lines selected. i.e., these can be manually modified if required.
Let Service Manager decide the Vendor causes Service Manager to check the item vendor specified in
I/C Vendor Details (will select first item vendor code), or check the Subcontractor Vendor Code as specified
in Service Manager Subcontractor Setup.
For other service types such as standard or labor services the user must specify the vendor code manually.
Using either option it is still possible to edit the vendor code manually by selecting the unposted entry and
double clicking to edit the vendor cord.
The next step is to Post the transactions and actually create the POs or Requisitions as applicable in the
Sage Accpac ERP Purchase Orders module.
Select the Post icon to post the POs or Requisitions for that vendor. i.e., each vendor must be selected
separately as there may be other items for that vendor and it is not possible for the program to
automatically establish whether these item should or should not be posted.
Select the Items and/or Services as applicable and then click [Post] to create the PO. The Post Purchase
Orders window will be displayed.
Complete the optional fields and then click [Post]. All items will be added to POs and the detail lines in the
Jobs will be updated accordingly. An option allows you to print the PO at the time of posting.
The following shows the PO created.
All detail lines will be updated in the Job with the relevant PO number. The resulting tree view shows detail
lines displaying Purchase Order details.
Retrieve Existing PO to Job or Sales Order
A new feature has been added to allow retrieval of existing detail lines that have been ordered directly into
a job or sales order. The new process copies these lines to the current document from the existing PO.
This provides the ability to actually raise orders in PO and then retrieve them to jobs. i.e., in the past the
PO had to be created either directly from within the job or from Requisition Manager. Now it is possible to
create the PO in the Sage Accpac ERP Purchase Orders module and then retrieve detail lines from that
Purchase Order into the Job.
Open Document Entry and select a Job. Select a Phase or Billing Group node.
Click the New Purchase Requisition toolbar icon or right-click the node and select Insert Purchase
Requisition.
Next, select Retrieve lines from an existing PO into the current Document and then click [Accept].
Requisition Manager will open in the background and the Create Document Lines from PO window will
be displayed.
This utility allows you to add new detail lines to a Document from an existing Purchase Order or Receipt in
the Sage Accpac ERP Purchase Order.
Select the PO or Receipt you wish to copy lines from.
Note that in the PO, on the item detail line, you can specify a Service Manager job number in the Order
Number field on the PO detail line to associate it to an existing job in Service Manager, or you can leave
this field blank. You can retrieve/copy lines even if this field is left blank, but there is an option on the form
to ignore lines already associated with a job. A job Finder is not yet available on this field.
Advanced Options
Several advanced options exist that provide additional functionality:
Ignore lines already associated with any Document
If the Order Number field described in the section above is populated with a job number and you are
retrieving into a different job, this option will ignore lines associated with other jobs and only
retrieve/copy items for the existing job or where the Order Number field is left blank.
Retrieve Comments/Instructions
This option will create Notations under the line retrieved based on the Comment/Instruction entered at
detail line level in the the Sage Accpac ERP Purchase Order.
Retrieve Serial Numbers
This field is only visible if Sage Accpac Options Serialized Inventory and the Service Manager
Serialized Inventory Add-On are installed.
This option will only function if a Receipt has been selected or if a PO has been receipted. In the later
case, after selecting Accept, if a receipt exists for that PO a question pops asking the user if they would
rather supply the items from the receipt instead of the PO.
When retrieving/copying detail lines to a job if this option is checked and the PO lines have been
receipted into PO with serial numbers, the lines are copied to the job with the exact same serial
numbers already loaded on the Serial Number tab on the detail line.
Note that the serial number status must be "Available" in Sage Accpac Options Serialized Inventory
for the serial numbers to retrieve. Once retrieved the serial number status will be automatically set to
"Unavailable", so that if that PO is retrieved a second time those serial numbers will not be available for
retrieval.
The next and final step is to locate the destination point in the Document the detail lines will be
retrieved/copied to.
Click [Locate Destination Position in Document] and then choose the node where the detail lines
are to be copied to.
Click .
Click [Accept]. A Warning message will be displayed.
Click [Yes] to retrieve the PO lines to the currently selected Job. A Confirmation message will be
displayed.
The detail lines from the PO will be added to the node selected with associated PO numbers linked.
Note: To Post POs in Requisition Manager, it is necessary to be in Vendor Order for the Post icon to
be available.
The new retrieval function is available from within Requisition Manager by clicking the Retrieve icon.
Index 41
Index
-A-
Auto Creating Requisitions 21
-C-
Creating a Service Requisition/Purchase Order
Purchase Orders Add-On 5
Creating an Item Requisition/Purchase Order
Purchase Orders Add-On 5
-D-
Document Tree
Purchase Requisition node 5
-L-
Licensing 3
-P-
Posting
Purchase Orders 5
Product Registration 3
Purchase Orders Add-On
Recent Enhancements 24
-R-
Registering Product 3
Reports
Requisition List 24
Requisition List Report 24
Requisition Manager 13
Reversing a Previously Supplied Quantity 5
-S-
Supplying Receipted Items 5
Notes

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Technisoft Pty Ltd

Publication Date: April 30, 2008

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3. TITLE, CONFIDENTIALITY AND RESTRICTIONS

5. LIMITED WARRANTY AND LIMITATION OF LIABILITY

This Software is subject to change without notice.

7. DEFAULT AND TERMINATION

Chapter 3: Using the............................................................................................................................5

This node contains the following desktop icons:

Chapter 2: Licensing and Product Registration

Chapter 3: Using the Purchase Orders Add-On

3.1 Document Entry

Adding a Requisition or Purchase Order in Document Entry

Creating an Item Requisition/Purchase Order

It is a matter of personal preference as to which method you use.

Select Generate a SINGLE Purchase Requisition/PO for the Selected line.

Drop Ship/Comments tab

Currency Rates tab

Creating a Service Requisition/Purchase Order

New Purchase Requisition fast icon.

No Location fields or Location Stock Quantity information fields will be displayed

Posting Purchase Orders

Click [Set to Site] to set the Comments to the Site Name.

Purchase Requisition node

Order will be grayed out.

Supplying Receipted Items

1. Override Existing Document Quantity

2. Add to Existing Quantity and Average Cost

Reversing a Previously Supplied Quantity

3.2 Requisition Manager

Using Requisition Manager

Open Requisition Manager and then select Requisition Options.

Select one of the four Posting Methods.

Create Service Manager PO Requests Only

Post P/O Requisitions Only

Post P/O Purchase Orders Only

Post Either P/O Requisitions or P/O Purchase Orders

Open P/O Document after Posting

Viewing Existing Requisitions, Purchase Orders or Receipts

Entries Auto Generated

Show Records Without Purchase Orders

Show Records Without Purchase Orders

Purchase Order Options

These options can also be used to filter information in Requisition Manager.

Examples of Useful Queries

Creating New Requisitions or Purchase Orders

Supplying Receipted Purchase Orders

Receipted, and Ready to Supply to Document.

3.3 Auto Create Requisitions

If you click [Yes], Requisition Manager will be launched in Vendor Order.

Using the Auto Create Requisitions Program

Reorder Insufficient Supply Quantities

Reorder from Supply Quantities

Reorder from Backorder Quantities