Purchase Orders Notes:

RentalMan: Main Menu There are multiple ways to enter into the Purchase Order Menu. First: From the WYNNE Systems Main Menu, select 2. Purchasing Menu Second: From anywhere in the main system, Press F7 Third: From the WYNNE Systems Main Menu, select 53. Additional Operational menu Notes:

Purchase Orders: Creating a P.O. Once you have entered the Purchasing Operations module, there are two ways to create a purchase order in the system. First: A manual P.O. allows you to open, modify, and close a P.O. in three steps. From the Purchasing Operations menu select 2. Manual P.O. Second: A One Step P.O. allows you to open and close the P.O. in a single step. From the Purchasing Operations menu, select 6. One Step P.O. Notes:

Purchase Orders: Vendor Selection Vendor selection is the first step to creating a purchase order in the system. If you know the vendor number, enter the number and hit the enter key. Proceed to the main section of the purchase order. If you do not know the vendor number, press F4 to search for the vendor. C Helpful Hint: Try to develop a Vendor Log. This will help you always select your vendor correctly. Notes:

Purchase Orders: Vendor Search Screen Finding the correct vendor is essential to a successful purchase order and can be completed by taking the following steps: Once in the Vendor Search Screen, type the name of the vendor and hit enter. After the information has been pulled up - find the vendor with the correct billing address. @ NOTE: If you have exhausted all searches and still cannot find the vendor, a New Vendor request form should be completed and forwarded to your AP department. (This request should take less than 48 hours.) Notes:

Purchase Orders: Browse Alternate Addresses While in the Browse Vendor Address File, find the correct vendor address. Select the associated number and hit enter. C Helpful Hint: Write the vendor’s account number and sequence number in the Vendor Log to keep from having to do an extensive search each time. Notes:

Purchase Orders: Entering the Vendor Number Once you have found the vendor number, enter the number in the field. Hit enter and proceed into the main section of the purchase order. Notes:

Purchase Orders: P.O. Header Information Consistent and accurate information is critical when entering the purchase order. When filling in the information, be as complete as possible. After selecting the vendor number the system automatically displays all relevant vendor information. Look to confirm that the vendor information is correct before proceeding. If the wrong vendor is displayed, exit the p.o. by selecting F3=exit. C Helpful Hint: Remember the total process involves many people. So ~ the more complete you are, the quicker and easier it is for all involved! Notes:

Purchase Orders: Applying Notes When filling out the information, you will at times need to apply notes to the purchase order for further clarification or special circumstances. There are two ways to apply notes: First: Type in your notes in the PO comments field. Second: Search for the notes that are already prepared by selecting F4. @ NOTE: Notice the Lookup Window provides you with some standard comments for selection. C Helpful Hint: A short cut to using these comments is to place the two letter code in the option field. Notes:

Purchase Orders: Completing P.O. Header Information Once you have completely filled out the P.O. Header Information, hit enter and it will take you in to the P.O. Detail Screen. Expensing Freight: When cost is < $1000a then freight is expensed - Apply note in PO comment field. When cost is > $1000 then add freight to cost of item *freight capitalized @ NOTE: When cost of item is > $1000 AND it is NOT Equipment, Capitalization is up to the Store. Notes:

Purchase Orders: Parts/Merchandise Search When completing the Item Number field in the P.O. Detail screen, it is best to begin by performing a search for the number. This allows the system to consistently select from the same single location first before attempting to fill the order from a ‘secondary’ location. The best way to search for the items you are ordering is to place a “1” in the option field, type the item number and hit enter. @ NOTE: Notice the Lookup Window provides you with saome standard comments for selection. M WARMING!!! If you just type the item number in without searching first, it is possible to order the wrong part. Notes:

Purchase Orders: Parts/Merch. Search-Single Location By searching for the item first from the single location, you are assured to select the items consistently from the same location. If the item does not show up in your single location file, select F7 and proceed to a regional search. After the item appears in the field, select it by placing a “1” in front of the item number you want. WARNING!!! Always double check that the item selected has the correct Stock Class. - Stock Class is an item identification for the manufacturer. Notes:

Purchase Orders: Parts/Merch. Search-Regional Location Once in the Regional Location search, take the following steps: Find the part you are looking for and select it by placing a “1” in front of the item number. If you still do not find the item then press F7 again to return to the All Location search. WARNING!!! Always double check that the item selected has the correct Stock Class. - Stock Class is an item identification for the manufacturer. Notes:

Purchase Orders: Parts/Merch. Search - All Location The All Location search includes every Parts, Merchandise, and Equipment (P,M,E) record for the entire company. Once in the All Location search, take the following steps: Find the part you are looking for and select it by placing a “1” in front of the item number. WARNING!!! Always double check that the item selected has the correct Stock Class. - Stock Class is an item identification for the manufacturer. Notes:

Purchase Orders: Item Number Selection Once you have found the item you are looking for in the system, select it by placing a “1” in the option field in front of the item number. After selecting the item, press enter to return to the Parts Ordering screen. @ NOTE: If the part does not exist, then hit F3 and it will also return you to the Parts Ordering screen. Notes:

Purchase Orders: Item Number Selection As you can see, the item that was selected from the search screen populated the P.O. Detail screen. At this time you know that the item you selected is the correct part. When utilizing a Regional or All Location search, you may find that the Unit Cost of the time might not be what you pay for it. @ NOTE: ALWAYS VERIFY CORRECT PRICING when ordering the part. Notes:

Purchase Orders: Item Number Selection without Searching When adding a part without going through a search, it will either populate the line item or jump to an All Location search. The PROBLEM with automatically populating the item line is that the item might not be what you are looking for because the system does not give a description when entered without a search. If there is only one item with that particular number set-up in the Item Master file, the system will populate the field without running the All Location search Selecting the item without the search, results in the wrong selection due to possible duplicate item numbers in the file. Notes:

Purchase Orders: Item Number Selection without Searching If you are adding a part and type the number in without going through the search, the Item # Look-up Window appears. When this window appears, hit F4 for a full screen search. This automatically takes you to a Single Location search. Search for the item by Single Location, Regional Location, then All Locations by hitting F7. @ NOTE: For step-by-step search instructions, return to the previous Item Number Selection area. Notes:

Purchase Orders: Item Number Selection – continued… For step-by-step search instructions, return to section titled “Parts/Merchandise Search” @ NOTE: If all searches prove unsuccessful, a new item addition is required in the Master item File. Exit the search by hitting F3 to return to the P.O. Detail Screen. Notes:

Purchase Orders: Inventory Maintenance Once you have returned to the P.O. Detail screen, notice that the Item # Look-up Window is still present. Hit F3 to highlight the item to be added to the Master File. Notes:

Purchase Orders: Inventory Maintenance There are three ways to add an item into the Master Item File. First: Choose option 32 from the Purchasing Menu. Second: Select “3” in option field in front of the item to select “Item inq” Third: Press F22=Item inquiry with your cursor highlighting the item. @ NOTE: If one method does not work, try the other method. Notes:

Purchase Orders: Inventory Maintenance – adding a new item At this screen we find the item number already appears on the line. All that is needed is to add the Stock Class. The Stock Class is typically associated with the manufacturer or distributor. If you know the Stock Class, simply type it in at the prompt. Otherwise, hit F4 to search for the correct Stock Class number. C Helpful Hint: Be certain to monitor your screen and the various options available to you. Notes:

Purchase Orders: Inventory Maintenance – populating the stock class When searching using F4, type in the name of the manufacturer or distributor on the “Position to:” line in the pop-up screen. Use your tab and arrow keys to select the correct stock class. Hit the enter key to populate the Stock Class field. Notes:

Purchase Orders: Inventory Maintenance – adding a new item number After the Stock Class field is populated, there are two options available. First: Look at the upper right side of the screen. If you are in change mode, hit F6=Add to go to the sale item maintenance screen . Second: If the upper right side of the screen says “Add” then simply hit enter. Both options take you to the sales item master file. Type in the information to add the item. Notes:

Purchase Orders: Inventory Maintenance – adding a new item number The completed master file should look like the example… When populating the usual vendor line, you may use F4 and search for the vendor in the same way you searched in the “Purchase Order Header Informaiton” section. The next step is to add a location file for your store. To do this, simply press the Enter key. Notes:

Inventory Maintenance: P-M-E Classification Parts When adding Parts on a PO: Cat/Class NO - Retail Sales OR Repair Merchandise When adding Merchandise on a PO: Cat/Class NO - Retail Sales Cat/Class YES - Retail Sales OR transferred to Bulk Rental Equipment When adding Equipment on a PO: Cat/Class YES - Serialized Merchandise OR Serialized Equipment - Serialized Merchandise:Change E cat/class to M serialized:Y to put into Retail Sales - Serialized Equipment: puts equipment into Rental Equipment file as - NEW Notes: @ NOTE: Any items with cat/class YES can be transferred into Rental through “Sales to Rental Transfer”.

Purchase Orders: Inventory Maintenance – adding parts For the purpose of this example, we are ordering a part and are using 100 for a GL category and P in the PME code line. Simply enter the required information starting with the description and hit the enter key to automatically default to the next line until all the fields are populated. @ NOTE: PLEASE ensure that you use the correct PME code and GL category. The E code (equipment) is always blank on the GL category line. C Helpful Hint: You may hit F4 at the GL category line to find the correct code. Notes:

Purchase Orders: Inventory Maintenance – adding merch./rental sales Merchandise-Rental Sales For the purpose of this example, we are ordering Merchandise with 100 as the GL category and M in the PME code line where no cat/class is required. Must bring item in at lowest unit of measure. All items that are added to Inventory Maintenance file are defaulted to an EACH unit of measure. C Helpful Hint: To keep inventory levels accurate, double check inventory maintenance screen for desired unit of measure. Notes:

Purchase Orders: Inventory Maintenance – adding merch./bulk rental Merchandise-Bulk Rental For the purpose of this example, we are ordering Merchandise with 100 as the GL category and M in the PME code line where cat/class is required. Simply enter the required information starting with the description and hit the enter key to automatically default to the next line until all the fields are populated. @ NOTE: Defaults do not include cat/class. Make sure you select cat/class so that the item goes into rental. C Helpful Hint: You may hit F4 at the Rental Cat/Class line for listing. Notes:

Purchase Orders: Inventory Maintenance – adding equipment/Serialized merch. Equipment-Serialized Merchandise For the purpose of this example, we are ordering Equipment with 100 as the GL category and M in the PME code line where cat/class is required. Change serialized to Yes. When selecting a cat/class that is defaulted to E, change the code to “M” and “Serialized” to YES. This puts the item into Retail Sales, not into the Equipment File. Receiving of Serialized Merchandise will require serial Numbers to be added. Notes:

Purchase Orders: Inventory Maintenance – adding equipment Serialized Equipment For the purpose of this example, we are ordering Equipment with no GL category, E in the PME code and where cat/class is required. Equipment automatically goes into the Equipment File under new equipment. Receiving equipment will automatically assign an equipment number. @ NOTE: PLEASE ensure that you use the correct PME code and GL category. The E code (equipment) is always blank on the GL category line. Notes:

Purchase Orders: Item Location Setup – adding a new item number Once the enter key has been pressed, the Item Location Set-up screen appears. To add a store location, simply page and tab down to find your location; place a “1” on the option line and hit the enter key. This should take you back to the Purchase Order Detail screen. C Helpful Hint: You may have to hit the enter key twice to complete this function. Notes:

Purchase Orders: Completing the Purchase Order After you have returned to the P.O. Detail screen, simply hit enter to lock in the part. Once you have verified cost, quantity and header information, hit the enter key to complete the purchase order. C Helpful Hint: To check item detail place a 2 into the option field in front of the item and hit enter.. M WARNING!!! Please ENSURE that you have entered the correct cost and quantity for each of the parts you are ordering. Notes:

Purchase Orders: Completing the Purchase Order This is how the completed purchase order looks in the system. Note the purchase order number appears in the upper left hand corner. The final step is to fax the PO to the vendor. Place a Y in the fax PO option; a pop-up window will ask you for the fax number and cover sheet information. Complete the information and hit enter to send the fax. The system then notifies you that the fax was sent. You have now successfully completed your Purchase Order! ! Notes: