QAD Global Requisition System (GRS)

Agenda  Introduction  GRS Features  Key Design Decisions  GRS Setups  Process Walk-Through  Example for High-Volume Distributor Purchasing  Question and Answer

Introductions  Andrew Hall  Joined Logan Consulting in 1996  Equity Partner in the Firm  QAD implementation experience since 1993  Manufacturing and Distribution Focus  Approximately 10 GRS implementations personally

GRS Features  Replace paper-based requisition process with on- line process (QAD)  Visibility to status  notifications  Enforces company policies on approvals  Inventory and Non-Inventory purchases  Improved Productivity  Convert planned orders to Requisitions  Multi-Line Requisitions  Automated PO Build from approved Requisitions

Key Design Decisions  To or not to ? Regular or Extended?  What types of purchases will be supported by GRS?  Who enters Requisitions?  Potential impact on user licensing and training  What is the schedule of authority for the company?  Who approves what?  How much can an approver approve?  QAD access for approvers

Approval Types  Determines who approves what:  Horizontal – approvals are based on a Category that is tied to one or more GL Accounts  Vertical – approvals are based on GL Sub-account and/or Cost Center  Job – approvals are based on a referenced Project  Product Line – used specifically for inventory purchases. Based on the item’s Product Line

Horizontal vs. Vertical GL AccountCost Center 10 – Admin20 - Finance30 – R&D

GRS Foundational Setups  Requisition Control File ( ) F Turn on GRS  Requisition Accounting Control File (36.9.3) F Set approval behavior and tolerances  Definition Maintenance ( ) F QAD’s standard setup  User Maintenance (36.3.1) F Add users address for notifications  Buyer Maintenance ( )  Approval Level Maintenance ( ) F Define the approval maximums per the delegation of authority

Requisition Accounting Control (36.9.3) Defines the minimum number of approvers required. 0 = off Define allowed tolerances between approved Requisition and PO cost Set behavior on existing approvals if one approver rejects / denies the requisition

Approval Level Maintenance ( ) Create ascending codes tied to all dollar amount breaks defined in the delegation of authority

Horizontal Setups (1 of 2)  Category Maintenance ( )  Group GL accounts for Horizontal approvals Assign a Category Code and Description Assign a range of GL Accounts that fall within this Category

Horizontal Setups (1 of 2)  Horizontal Approver Maintenance ( ) Assign the User ID of an approver and the appropriate Entity and Category Assign this users approval level Optionally assign Alternate and/or Administrative Approvers

Vertical Setups  Vertical Approver Maintenance ( ) Similar to Horizontal but no Category available. Can only assign to a Cost Center or Sub-Account range

Product Line Setups  Product Line Approver Maintenance ( ) Approvals linked to Site and Product Line vs. Entity and GL Account string. By definition only applies to inventory items

Job Approval Setups  Job Maintenance ( )  Job Approver Maintenance ( ) Approval setup now references a specific Job, which will be referenced on the Requisition Create the Job code. Typically one-for- one with Project codes in the GL

Process Walk-Through  Create Requisitions:  Planned Purchase Order Approval (23.11)  Requisition Maintenance (5.2.3)  Approvers Review, Approve, or Reject Requisition  Requisition Approval Maintenance (5.2.13)  Create PO from Approved Requisition(s)  Build PO from Requisitions (5.2.18)

Requisition Maintenance (5.2.3) Supplier not required Sub-Account and Cost Center noted on the Header. Not available on the line

Requisition Lines If Horizontal, assign Purchase Account and GRS will infer the Category. Can be overridden Job field available at the Line level as well

Requisition Trailer Select “Yes” if the Requisition is complete and ready to approval GRS will select approvers based approval level and expense account string, Job, or Product Line. Browse to route to a specific user

Sample Notification

.NET Requisition Queue Browse (5.2.10) Filter the browse for your approval queue. Highlight records in your queue and use the action buttons to select the appropriate action.

Old Requisition Approval (5.2.13) Approvers must review their queue at least daily. Browse on Requisition number allows user to select from his/her open queue. Approver can View and/or Modify the Requisition by selecting “yes”. Note: changes to the Requisition could change and reset the approval requirements. Approver selects a desired action, When approving the user will be prompted to route the Requisition, which is browseable to determine next approver Once all approvals are granted, last approver is prompted to route the approved Requisition to purchasing.

PO Build  Only applies to approved Requisitions  Must be noted as the Buyer on the Requisitions  Able to combine multiple Requisitions / Requisition Lines on a single PO by Supplier  Full traceability from Requisition -> PO -> Requisition

PO Build from Requisitions (5.2.18) Minimally run by Buyer code

PO Build from Requisitions (5.2.18) Buyer then navigates through the approved Requisitions and creates PO(s). Buyer can change or assign Supplier as required. Once created, PO can be maintained via Purchase Order Maintenance. Within tolerances.

Inventory “Automation” Example  Set Scenario  High-volume, High SKU parts distributor  Data Setups and Integrity  Item Planning Data Maintenance (1.4.7 / ) F Supplier field F Buyer/Planner field  Item PO Pricing F Pricing must be accurately documented in Price List, Supplier Item Quote, or Item Cost per standard QAD functionality.  Buyers are Approvers based on Product Line responsibility (Product Line Approver Maintenance)

Inventory “Automation” Example  Process  Create Requisition through Planned Purchase Order Approval (23.11)  Approve via Requisition Queue Browse (5.2.10)  Build PO from Requisition in mass (5.2.18)  Result  Ability to create hundreds of discrete PO’s per day, with thousands of lines, with ~ an hour of effort per Buyer

Question and Answer