Functional Overview Getting started with Sage ERP X3 Purchasing module

Overview OVERVIEW Subject Objectives Rules Agenda Expectations Sage ERP X3 Purchasing Module Objectives Functional presentation of the module Integration, Flows, Functions Rules No telephone No smoking Encourage team interaction Enjoy the training Any question is welcome Agenda Participants welcome and introduction 9:30 AM – 10:00 AM Concept presentation 10:00 AM – 11:30 AM Break 11:30 AM – 11:45 AM Demonstration 11:45 AM – 12:30 PM Questions and Answers 12:30 PM – 1:00 PM Expectations What you expect from the training

Introductions

Your expectations

Concepts

Goals Organize and improve the efficiency of purchasing operations Accelerate the flow of information to and from purchasing across the enterprise Reduce or eliminate potential problems stemming from inaccurate and inconsistent data Means Enable processes specific to the type of product to be purchased Manage resources for the stock module to cover the needs of sales and manufacturing Means 3 What are the objectives of the purchase module (goals) and how are these objectives addressed (means)?

Material Buyer Buyer Warehouse keeper Supplier accounting Module Material Buyer Reference to be purchased Quantity to be purchased Requirement date Packing type Buyer Supplier selection Price determination Purchase lead-time Purchase condition Warehouse keeper Order receipt Quantitative declaration Storage Supplier returns Supplier accounting Invoice entry Invoice control Credit memo recording Payment approval - Posting What are the general roles and responsibilities of the job functions associated with purchasing? The roles and responsibilities in purchasing Purchases

The purchasing functions (X3) by role Module Material Buyer Buyer MRP Purchase request Price lists Request for quotes Reorder outside of MRP Delivery request Orders Contracts Enterprise workbench Grouping Enterprise workbench Buyer plan Warehouse keeper Supplier accounting Receipts Returns Invoices Credit memos Inquiry Posting How do the general roles and responsibilities in purchasing equate to the functions in X3? Payments The purchasing functions (X3) by role Purchases

Processing / Monitoring Contract Request for quotes Contract Buyer Request for quotes Flows Price list Purchase Suggestions Stocks Delivery request Material Buyer PR Plans Order Signature Receipt Quality control Warehouse keeper Return Processing / Monitoring Invoice Credit memo Supplier accounting Posting Purchases Logical flow

Purchases Examples of flows Procurements General purchases Investments Flows MRP Suggestions PR PR Contract Price lists Request for quotes Request Delivery Enterprise workbench Order Signature Receipt Receipt Return Invoice Invoice Invoice Credit memo Purchases Examples of flows

Integration within the ERP Stocks/ Prod. Mgmt MRP suggestions Suggestions outside MRP Subcontract Budget Control on order Control on PR Sales Direct order Purchases Analytical accounting Document (Invoice) General accounting Document (Invoice) FAR (Receipt) AAR (Return) Open items - Pre-payment (Order) - Open item (Invoice) Provisional stocks Suggestion (POS) Purchase request (POP) Purchase order (POF) Actual Stocks Receipt (+) Return (-) Valuation DPA, PMP, … Receipt and / or Invoice Budget Pre-commitment (PR) Commitment (Order) Actual (Invoice) Purchases Integration within the ERP

Price lists  Line condition Invoicing element  Footer condition Products Product category Coding Purchase unit Account posting VAT determination Buyer concept Reference by supplier Use by site Stock management rules Suppliers Manual coding Ordered BP Invoicing BP Pay-to BP Transaction currency Payment method Posting: accounting code VAT management: tax rule Statistical groups Data Common data Miscellaneous tables Product tables BP tables Setups Structure code Price list reason Price list record Invoicing element Price lists  Line condition Management of price setting structures by supplier group (price list structure) Structure: Gross price +/- setup discount or charge column Determination of the value of the price and discount/charge columns on criteria Price list entry in price list grids generated by the price list setup Invoicing element  Footer condition Application on a supplier or on a specific order Receptacle of line conditions or invoice footer determined element Purchases Common data

Order Purchases Purchase orders Function Order (1) Suggestions MRP (CBN) Outside MRP (Stocks on threshold) Purchase request User Suggestion result Direct entry User Function Common data Supplier Products Price lists Order (1) Enterprise workbench Buyer plan (N) Setups Counters Transactions Price lists Invoicing elements Dimension / default Inquiry CPO Signature By order Mandatory, Optional, None Order Valuation Price lists Invoicing elements Requests for quotes Mandatory fields Purchase site Supplier Quantity Price Requirement date Receipt site Product(s) Purchase unit Inquiries Stocks Budget Order situation Signers Automatic loading BONCDE Header : PR, supplier Line : PR, product Purchases Purchase orders

Receipt Purchases Receipts Function Receipt with picking Orders Order lines / Calls for deliveries Mandatory stocked or optional non stocked product Direct entry User Stocked products without order Function Common data Supplier Products Locations Receipt with picking Reconciliation criteria Receipt site, supplier Product, order references Receipt Setups Counters REC, Lots Transactions Stock engine Product group Inquiry CPR Entered fields Functions Order completion Activation of quality control Management of stock attributes Put-away plan / labels Auto allocation in direct order Provision generation Stock valuation Receipt date Supplier DN no. Loading from orders Products Quantity (remainder) Order ref. Purchase unit Stock rules According to product or group setup Activation of quality control Assignment of locations Lot management (internal, supplier) Serial no. Inquiries Stocks Orders BONRCP Purchases Receipts

Invoicing with picking Direct entry User Purchase entry (product) A/P-A/R accounting entry (account) Orders Non stocked Returns Credit memo on quantity Receipts Stocked Non stocked with request Invoices Credit memo on price Additional invoices Function Common data Supplier Products Accounting code VAT management Invoicing with picking Reconciliation criteria Invoicing site, supplier Product, order, receipt, DN Invoices Setups Counters Invoice type Transactions Auto documents PIHI Inquiry CPI Entered fields Functions Supplier invoice entry Credit memo entry Variance calculation (order / receipt) Variance identification (price / qty) Payment approval update Open item generation Posting General accounting Analytical accounting Valuation adjustment Budget update (valuation) Invoice date Supplier invoice Ex-tax amount VAT amount Invoicing elt Loading by original movement Type Invoiceable quantity : Price Document ref. Purchase unit Adjustments PBONFAC Price GL / Analytical accounting postings Quantities Purchases Invoice control

Purchase invoice Accounting document Purchases Accounting interface Default analytical dimensions Accounting codes Automatic documents Batch server Accounting task Integration Purchase invoice Accounting document Common data Supplier Products Accounting code PINVOICE GACCENTRY Supplier Invoice No. Currency Invoice date Payment approval Supplier Invoice No. Currency Invoice date PINVOICED Debit Credit Setups Invoice type Batch server Accounting task Auto documents PIHI Inquiry Documents Line Product Quantity Price Ex-tax amount Account VAT code Dimension Nature … GACCENTRYD By product account Line ex-tax amount By footer account Ex-tax amount By VAT account VAT amount Nature aggregation Dimension aggregation Supplier Account Amount inc tax What are the various X3 elements that comprise transactions processed in the purchasing module? BALANCE PINVOICEV Tax excl. total Invoice footer VAT Tax incl total GACCENTRYA BALANA Purchases Accounting interface

Break

Demonstration

Demonstration on a flow example Data / Flows User Personal remarks Products Methods Example Buyer accounting Suppliers Price list structure with price indication Product / supplier criteria Price lists Buyer PR Material Buyer Price lists Enterprise workbench Buyer Orders Stocks Receipt Warehouse keeper Stocks Invoice Credit memo Supplier accounting Display of documents Purchases Demonstration on a flow example

Questions Answers

Thank you for your attention Enjoy the Purchase Projects