The Product Order frame allows you to create and record bulk purchase orders specific to your fuel/ products from a single vendor. You must first setup the Vendors and Products in M5 before you can create purchase orders for them on this frame.
Create
To create a new product order, you can enter a new PO No. or tab off the PO No. field to have M5 auto-generate a number for you. This will depend on the setting of System Flag 2031. If this flag is set to ‘N’, you will not be able to tab off the field, you will have to enter a new PO Number manually.
Next, enter an Order Date. The Order Date will default to the current date. Then, enter a valid vendor number from Vendor Main or double click in the field to select a vendor from the list of values (LOV).
If you are ordering against a fuel contract for the chosen vendor, enter the contract number or double click to select the contract from the list of values (LOV). If you enter a valid contract number, the other contract fields (Awarded Contracts, Contact Balance, Total Fuel, and Order Balance) will default in based on the information from the Purchasing Contracts frame and what is entered below in the PO Detail section.
In the PO Detail section, enter a valid Product Code for the location or double click in the field to select a product from the list of values (LOV).
Enter the Tank Number or double click to select the number from the LOV. Remember, you must first associated this product with a tank number on Product Setup Tank Hoses and then associate it to the fuel location via Product Setup Location.
The unit cost will populate automatically based on the value from Product Main, Product Setup Pricing, and/or Product Setup Locations, but you can make changes to the Unit Cost on this frame. Next, enter an order QTY.
Repeat these steps to add any additional fuel products to the Product Order. Once you have added all necessary order lines, click Save. You can now receive the product(s) into inventory once you receive the order from the vendor via the Product Receive frame.
Modify
You can modify a product order provided it is still in an open status. To make changes to the order, enter the PO number or double click to select one from the list of values. Once the data loads, you can make any necessary changes and click Save to update the record.
Delete
You can delete a row from the Product Order provided there are no receipts against the order. If product from the PO has been received into inventory you will not be able to delete the row.
For more information see the Fuel Process User Guide.
System Flags
1045 – Type of Pricing to Use for Products? (I/L/R) – The unit price for products is calculated at the time of receipt. There are three methods which can be used for the calculations: I (Installation Average), L (Location Average), R (Replacement Average).
1125 - P.O. Prefix (Contract P.O.s) - P.O. Prefix (Contract POs) The prefix indicated in the User Value column will be added to all Contract Pos created in the Purchase Order frame.
1126 - P.O. Prefix (Non-Contract P.O.s) - P.O. Prefix (Non-Contract POs) The prefix indicated here will be added to all Non-Contract POs. Please note: It is possible to use the same prefix for both Contract and Non-Contract POs if the user desires.
2301 - Use Auto-generate P.O. number? (N - No, Y - Yes, R - Restricted) – 1) If module flag is set to "Y" then M5 will always generate a NEW PO. 2) If the module flag is set to "N" then the user MUST provide a PO #. 3) If the module flag is set to "R" then M5 will use auto-generated PO on Part Purchase Order and Service Order frame, but prevent auto-generation of PO’s on work order main, commercial work order entry, part issue and work order express.
5140 – Always Bill Product Standard Price? (Y/N) – Setting this flag to ‘Y’ will bill a new standard price that can be setup from the Product Setup frame. In addition, a new field Override Standard Price will be visible on Product Main. Setting this flag to ‘N’ will hide the Override Standard Price field on the Product Setup frame.
Last Updated: 10/06/2016
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.