Purchase Orders

During the machine sales process you can create purchase orders for machines that have been calculated in a Calculation Worksheet as well as purchase orders for Configuration (Other Vendors). Thus, this chapter contains the following sections:

Creating a Purchase Order for a Machine
Creating a Purchase Order for Configurations (Other Vendors)
Creating a Purchase Order for a Machine via Calculation Worksheet Templates
Creating Purchase Orders for Machine Take Backs
- Creating Purchase Orders for Machine Take Backs without Calculation Worksheets

Creating a Purchase Order for a Machine

Note

Before creating the purchase order, you can specify whether the configurations from the configure price quote or calculation worksheet template are transferred to the newly created service item once the purchase order is released. To do so, use the quick search (ALT+Q) to find the Sales & Receivables Setup page and select your desired setting in the Add Configuration field in the Configure Price Quote FastTab.

The following instructions presuppose that you have already calculated a machine in a configure price quote, created the sales quote as well as the order. To create a new purchase order for a machine (service item), please proceed as follows:

Use the quick search (ALT+Q) to find the page Configure Price Quotes.
Open a configure price quote that contains a machine you would like to create a purchase order for.
Navigate to the Lines FastTab.
Click on the calculation worksheet that contains the configured machine.
The calculation worksheet opens.
Click Purchase > Create/Update Purchase Order in the menu bar.
A dialog window is displayed that confirms the creation of the purchase order.
Click Yes to open the purchase order.
You can now further process the purchase order.

Tip

In TRASER DMS 365, if the purchase order contains purchase discounts of the line type Charge (Item), you have the option of transferring these discounts to a purchase credit memo. To do so, click on Actions > Functions > Other > Move Item Charges to Credit Memo in the menu bar of the purchase order. A new purchase credit memo is then created with the purchase discounts from the purchase order.

Creating a Purchase Order for Configuration (Other Vendors)

Configurations of other vendors that are part of a calculation worksheet must be ordered via a purchase order that is created specifically for configurations of other vendors. The following instructions presuppose that you have already calculated a machine with configurations of other vendors in a configure price quote and created the sales quote as well as the order.

To create a new purchase order for configurations of other vendors, please proceed as follows:

Use the quick search (ALT+Q) to find the page Configure Price Quotes.
Open a configure price quote that contains a machine with configurations of other vendors for which you want to create a purchase order.
Navigate to the Lines FastTab.
Click on the calculation worksheet that contains the configured machine.
Click Show > Configuration (Other Vendors) in the menu bar.
Navigate to the Configuration (Other Vendors) FastTab.
Select the line that contains the configuration of other vendors you would like to purchase.
Select Purchase > Create Purchase Order from the menu bar in the Configuration (Other Vendors) FastTab.
A dialog window is displayed that confirms the creation of the purchase order for the configuration of other vendors.
Click Yes to open the purchase order.
You can now further process the purchase order.

Creating a Purchase Order for a Machine via Calculation Worksheet Templates

Note

You can create a purchase order via a calculation worksheet template. The following instructions presuppose that you have already configured a machine in a calculation worksheet template. Please proceed as follows to create a purchase order via a calculation worksheet template:

Use the quick search (ALT+Q) to find the Calculation Worksheet Templates page.
Open the calculation worksheet template via which you want to create a purchase order.
Click Purchase >Create/Update Purchase Order in the menu bar.
Enter the quantity of the service item in the Select service item quantity window.
Click OK to confirm your entry.
A dialog window is displayed that confirms the creation of the purchase order.
Click Yes to open the purchase order.
You can now further process the purchase order.

You have successfully created a purchase order via a calculation worksheet template.

Creating Purchase Orders for Machine Take Backs

You can create purchase orders to take back a previously sold machine. The following instructions presuppose that you have already calculated a machine in a configure price quote, created the sales quote as well as the order. Please proceed as follows to create a purchase order for a machine take back:

Use the quick search (ALT+Q) to find the page Configure Price Quotes.
Open a configure price quote that contains a machine for which you want to create a take back.
Navigate to the Lines FastTab.
Click on the calculation worksheet that contains the sold machine.
Click on Purchase > Create/Update Purchase Order in the menu bar of the calculation worksheet.
Confirm the dialog window with Yes to create a new trade number.
Confirm the dialog window with Yes to open the created purchase order for a machine take back.

You have successfully created a purchase order for a machine take back. The Take Back toggle switch in the General FastTab is activated, indicating that the order is a take back.

Creating Purchase Orders for Machine Take Backs without Calculation Worksheets

You can create purchase orders for a machine take back without a calculation worksheet. To do so, please proceed as follows:

Use the quick search (ALT+Q) to find the Purchase Orders page.
Click on Home >Create Take Back in the menu bar to create a purchase order for a machine take back.
Navigate to the General FastTab.
Fill in the fields according to the following table. Mandatory fields are highlighted in bold.

Field	Description
Vendor Name	Click on the selection field and select the name of the vendor for the purchase order.
Contact	Click on the selection field and select the contact of the vendor.
Order Type	Select the order type from the dropdown list.
Document Date	Enter the document date. This field will be filled automatically with the current date.
Vendor Invoice No.	Enter the document number of the original document you received from the vendor. You can make the document number mandatory or optional for posting. It is mandatory by default, so that this document references the original.
Your Reference	You can enter the reference of the vendor in this field. The contents of this field will be printed on the document.
Person In Charge	Select the person in charge of this purchase document from the dropdown list.
Vendor Shipment No.	You can enter a shipment number of the vendor in this field.
Status	This field specifies the status of the purchase order. It is filled automatically by the system and set to Open when the document is created.
Take Back	This toggle switch specifies if the purchase order is a take back. It is automatically activated by the system if you create a purchase order as a take back.
Calculation Worksheet Exists	This field displays if a calculation worksheet exists and is automatically filled by the system.

Navigate to the Lines FastTab.
Select the Item option from the dropdown menu in the Type column.
Select the desired item number from the dropdown list in the No. column.
Select the sold service item for which you want to create a take back in the in the Service Item No. column. Once you have made your selection, additional fields in the FastTab will be filled in automatically by the system.
Confirm the dialog window with Yes to create a new trade number.
Select a location code in the Location Code column.
Enter the quantity of the service item in the Quantity field.
Enter the serial number of the service item in the Serial No. field.
Fill in the remaining fields of the FastTab as usual.
Click on Release in the menu bar of the purchase order to release the document.
Confirm the dialog with Yes.
Click on Post to in the menu bar of the purchase order to post the document.
In the following window, select Receive and invoice and confirm your selection with OK.

You have successfully created a purchase order for a machine take back without a calculation worksheet.