Copyright © 2011 Xyntax Group Inc. All rights reserved.

Purchase Orders Product Documentation

ver. 8.1 | September 28, 2011

This document, as well as the software described in it, is furnished under license and may be used or copied only in

accordance with the terms of such license. The content of this document is created for informational and reference use

only and is subject to change without notice, and should not be construed as a commitment by Xyntax Group Inc.

This training guide provides basic information regarding available programs and features found in Xyntax V8. The

guide is intended to supplement, but not replace, Xyntax Classroom Training.

Xyntax Group Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this

documentation. Xyntax Systems is a wholly owned division and trade-name of Xyntax Group Inc., Calgary, Alberta,

Canada.

Xyntax, DoculinX™, LaserChek™, and Adaptive Invoicing™ are registered trademarks of Xyntax Group Inc.

Document ver. 8.1.2.092011

PURCHASE ORDERS 2

Copyright 2011, Xyntax Group Inc. All rights reserved.

This document, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. This document provides basic information regarding available programs and features found in Xyntax V8. The document is intended to supplement, but not replace, Xyntax Classroom Training.

Xyntax Systems is a wholly owned division and trade-name of Xyntax Group Inc., Calgary, Alberta, Canada. Xyntax, the Xyntax logo, DoculinX™, the DoculinX logo LaserChek™, and Adaptive Invoicing™ are either registered trademarks or trademarks of Xyntax Group Inc in Canada and/or other countries.

Other third-party product and company names mentioned in this document are trademarks or registered trademarks of their respected holders.

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PURCHASE ORDERS 4

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Symbols Used in This ManualThe following symbols are used in this manual to explain procedures, restrictions, precautions and instructions that should be observed as a preventitive measure to avoid problems and/or issues from arising during use of the system.

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PURCHASE ORDERS5

Table of Contents

Purchase Orders SetupIntroduction to Purchase Orders (PO) ...........................................................................................................8

Background ........................................................................................................................................................8‘Real-Time’ Expenditure Control .......................................................................................................................8Commitment Accounting ...................................................................................................................................8

P.O. Configuration & Settings ...........................................................................................................................8Purchase Orders #50 - P.O. Systems Parameters ...........................................................................................8

Purchase Order SettingsGST/HST SettingsAccounts Payable Invoice Settings

Laser Artwork ...................................................................................................................................................10Adding Custom Artwork

Using Custom Ship-To Locations ................................................................................................................... 11Using Custom Terms & Conditions ................................................................................................................ 11Using Custom Description Codes .................................................................................................................. 11

Enable Purchase Orders with Accounts Payable .....................................................................................12Master Files #1 - Enter/Edit/List Company File .............................................................................................12

Setup Accounts Payable Suppliers ...............................................................................................................12Accounts Payable Utilities #1 - Enter/Edit Supplier Codes .........................................................................12

Creating a Purchase Order ..............................................................................................................................13Purchase Orders #1 - Enter/Edit Purchase Orders .......................................................................................13

Purchase Order StatusP.O. Creation Screen ........................................................................................................................................14

Delivery InformationOrder InformationTerms & Conditions

Example Purchase Order .................................................................................................................................16Printing a Purchase Order ...............................................................................................................................17

Purchase Orders #2 - Print Purchase Orders ................................................................................................17Editing a Purchase Order .................................................................................................................................18

Purchase Orders #1 - Enter/Edit Purchase Orders .......................................................................................18Editing PO’s that have not been printed.Editing PO’s that have been printed.

Match an Invoice to a Purchase Order .........................................................................................................19Purchase Orders #11 - Match PO’s to Invoices .............................................................................................19

Matching InvoicesManaging Purchase Orders .............................................................................................................................20

Purchase Orders #20 - Close/Archive P.O.’s..................................................................................................20Closing a PO .....................................................................................................................................................20Archiving a PO..................................................................................................................................................20

Updating Committed Funds ............................................................................................................................20Purchase Orders #35 - Update Committed Funds ........................................................................................20

PO ProgramsP.O. Programs Index ..........................................................................................................................................22

Purchase Order Programs...............................................................................................................................22

PURCHASE ORDERS 6

PO ReportsP.O. Reports Index ..............................................................................................................................................25

Purchase Order Reports ..................................................................................................................................25Purchase Orders #10 - Unmatched AnalysisPurchase Orders #30 - End of day P/O RegisterPurchase Orders #41 - P/O Status ReportPurchase Orders #42 - Expected Receipt ReportPurchase Orders #43 - P/O Commitment Summary (Monthly)Purchase Orders #44 - P/O Commitment Summary (Total)Purchase Orders #45 - P/O History Report

7

When setting up the system for the first time or modifying existing system

settings, the Xyntax V8 system is flexible enough to be customized to meet any

size of organization. In this chapter we will walk through each of the necessary

steps for proper setup and configuration of your system but we will also discuss

some of the optional features available, designed to enhance user experience

and improve productivity.

This document is designed to serve as a reference guide explaining each

program and features available from the perspective of the user. Explanations

are given for each of the program’s menu options and the workflow process is

de-constructed into a series of easy to follow examples and instructions.

1Purchase Orders Setup

PURCHASE ORDERS8

Introduction to Purchase Orders (PO)

Background“A purchase order (PO) is a document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer. Sending a purchase order to a supplier constitutes a legal offer to buy products or services. Acceptance of a purchase order by a seller usually forms a one-off contract between the buyer and seller, so no contract exists until the purchase order is accepted. There are several reasons why companies use purchase orders.”

“Purchase orders allow buyers to clearly and explicitly communicate their intentions to sellers, and sellers are protected in case of a buyer’s refusal to pay for goods or services. Purchase orders also help a purchasing agent manage incoming orders and pending orders. Purchase orders also are an economical choice for a business because they streamline the purchasing process to a standard procedure.”

Source(s):Wikipedia, the free encyclopedia

‘Real-Time’ Expenditure ControlThe Xyntax P.O. system integrated with Accounts Payable shows management and department heads, up to date information on committed or encumbered funds. The extensive Commitment Accounting features assists management in ´real-time’ expenditure control and cash requirement forecasting.

Commitment AccountingAlso known as Encumbrance Accounting or Invoice Matching, Commitment Accounting allows the posting of expenses before the creation or collection of the underlying documents such as invoices, purchase orders, etc., and before those committed funds are paid out. This allows the financial records to reflect the allocation of budgetary resources when they are committed instead of when they are paid out, providing financial information earlier than “budget to actual” reports and preventing budget overruns.

Commitment accounting identifies and reserves funds for future payment obligations. Commitment accounting is required to ensure that departments anticipate their expenditures so as not to exceed appropriation ceilings. Commitment accounting means the accounting entries are made and the appropriation is charged when a contract is entered into or when an order is placed for goods or services. The entries record the amount to be reserved out of the unencumbered balance remaining in an appropriation in order to honour the commitment.

P.O. Configuration & Settings

Purchase Orders #50 - P.O. Systems ParametersBefore you begin to create a Purchase Order this program must be worked with. It will determine things such as length of P.O number, if the P.O numbers will be created manually or computer generated, and if the P.O will be integrated with commitment accounting or if budget checking will be in place.

1. To begin, enter the Company code in which the Purchase Order Parameters will be set up.

2. Now choose from available options and features to configure you Purchase Order system for the selected Company.

3. Press Save to save your changes and continue.

PURCHASE ORDERS 9

Purchase Order Settings

Feature Description

PO Number Length & Format

This is the Purchase Order number length and format, the system will automatically put the company code in front of the Purchase Order number. *This field cannot be modified.

PO Laser Form By default this is turned ON. *This field cannot be modified.

Commitment Accounting Enabled

Enter (Y)es to enable Commitment Accting; the system will track committed funds against the account code entered in the Purchase Order.

Budget Checking Active

Enter (Y)es to enable PO Budget Checking; when entering purchase order amount the system will now check the remaining budget by totalling both committed funds and invoices currently in the system for that account code and company.

Allow Editing of PO’s on REPRINTS

If this field is selected, a authorized user will be able to modify any data except the supplier and re-print the purchase order.

Number of Days for PO Expiry

In this field type the default number of Days until purchase orders expire. This number will determine the number of days that PO’s will be able to be used until it expires.

Tip! --- We Recommend including an expiry date with every purchase order. By doing so you limit your liability because after the expiry date has passed the department will no longer be committed to these funds vs. without a expiration date the department will always be liable to funds committed through a purchase order.

GST/HST Settings

Feature Description

GST/HST Rate % Type the GST/HST Rate percentage rate and it will be calculated within the purchase order, if you do not want tax to be calculated simply enter the amount to zero.

GST & PST Number Type the Government Sales Tax (GST) and Provincial Sales Tax Registration Number if applicable. If you will be collecting or claiming input credits to receive the amount of GST paid, you must have a registration number beginning with ‘R‘.

Caution! --- A GST & PST Rate % must have an amount to be calculated and this file created.

PST Rate % Type the PST percentage rate and it will be calculated within the purchase order, if you do not want tax to be calculated simply enter the amount to zero.

Caution! --- If the percentage rate you entered for GST/HST Rate % was a HST % leave this amount blank or set to 0.

Default GST/HST Code Select the default GST/HST Code to be used during P.O. creation. See GST/HST Tax Recovery for more information.

PURCHASE ORDERS10

Accounts Payable Invoice Settings

Feature Description

Band Member invoices require PO’s

If this field is selected, account payable invoice made out to community members must have a PO reference.

Allow UNKNOWN PO’s on Invoices

If this field is selected, during invoice creation through AP #10, #16 or #28 a user may enter an invoice without referencing a purchase order number, or even without a purchase order being issued.

Important! --- In order for the invoice to be matched at a later date or time the suppliers must match to be accepted.

Minimum Amount for PO

In this field type an Amount for which P.O.’s are required. If the accounts payable invoice amount exceeds the amount you entered, (e.g., you have entered 100.00) then all invoices being issued for amounts over 100.00 will require a purchase order.

Allow Invoices to Exceed PO

If this field is selected, accounts payable invoices entered can exceed the amount of the purchase order referenced. If this field is de-selected, then invoice amounts cannot exceed the amount of entered purchase order. *This setting affects AP #10, #16, #20, and #28.

Laser ArtworkAccessible through PO #50, this sub-program allows authorized users to define the artwork and headings that will appear on purchase orders created for the selected company.

Adding Custom Artwork1. To begin, either enter the Company Name and Address as it should appear at the top of each PO.

ImportantIf you plan to use a custom logo and that logo includes the company name and address, you do not need to fill in the Company Name and Address as it will only overlap. If the logo does not include this information you must fill in this information in order to avoid confusion by your supplier on who is paying.

2. Enter the Number of Copies you require; you can have up to four purchase order forms printed each time. Every printed copy except the first copy will have the words ‘NON-NEGOTIABLE’ in the signature box. This prevents duplicate issuance of the same purchase order.

*A Company Name and Address is not necessary because this information is included in the custom logo shown to the left.

PURCHASE ORDERS 11

3. Enter a Copy Title 1-4 for each of the copies you require. We recommend Copy Title 1 should be used for the Supplier’s Copy. ‘Copy Title 2’ could be designated Departmental Copy and ‘Title 3’ could be File Copy.

4. If applicable, enter a Logo Code and or Signature Code; if you have uploaded a custom logo and or signature into the Xyntax System through MA #22, enter those codes here. See Custom Logo’s & Facsimile Signatures for more information.

5. Press Save, to save and continue.

Related Document(s)Master Files

Using Custom Ship-To LocationsAlso used in PO #1, this program can be accessed in addition to PO #50 through Purchase Orders #51 - Enter/Edit Ship-To Locations, allowing you to create custom shipping locations codes, that may be different than the company’s default address specified through MA #1. When creating a new purchase order, the information associated with that code is read from this program, and appears on your purchase order. This feature is a convenience for quicker data entry.

1. To begin, click on Ship To Locations in PO #50.2. Double-click to either edit an existing record or click Add New to create a new Ship To Location.3. Enter a Location Code; can be four digit alpha-numeric code.4. Enter a Description (e.g., Public Works Yard) and enter appropriate shipping information in Address Line 1-4.5. Press Save, to save and continue.

Using Custom Terms & ConditionsAlso used in PO #1, this program can be accessed in addition to PO #50 through Purchase Orders #54 - Enter/Edit Purchase Order Note, allowing the operator to set up custom notes or terms and conditions to be displayed on the purchase order. The program will accept both upper and lower case alpha characters. Any editing or deleting of the notes will also be completed in this program.

1. To begin, click on Terms and Conditions in PO #50.2. Double-click to either edit an existing record or click Add New to create a new Terms and Conditions.3. Enter a Condition Code; can be a single digit alpha-numeric code.4. Enter your Terms and Conditions into some or all Condition Lines 1-3 (max. 72 characters per line). The descriptions

inserted into lines one through three will appear in the lower left hand corner, in the terms and conditions section of the purchase order.

5. Enter a final Term and Condition into Condition Line 4 (max. 72 characters). This description will print in a large font on the bottom of the detail section.

6. All lines within a condition code do not have to filled. If you do not need extra conditions to appear on the purchase order, use at your own discretion. When you have entered all the information needed into the fields, press Save, to save and continue.

Using Custom Description CodesAlso used in PO #1, this program can be accessed in addition to PO #50 through Purchase Orders #53 - Enter/Edit Description Codes, allowing you to create custom description codes that are used in the detail section when creating a purchase order. In this program you will define the description line codes. If you frequently use the same descriptions with the same GL allocation, and if you choose unit cost, these description codes will be very useful.

1. To begin, click on PO Description Codes in PO #50.2. Double-click to either edit an existing record or click Add New to create a new PO Description Code.3. Enter a Line Code; can be a seven digit alpha-numeric code.4. Enter a Description (e.g., Administration Office Supplies).5. Enter a Unit Cost. For the unit cost you may enter the amount per unit if you wish to have the unit price automatically entered.

If you do not want the price leave this field blank and the unit cost will be placed at zero where you can still fill it manually when creating the purchase order.

6. Press the Search Button and choose the Account, Department and if applicable Sub-Accounts for where the expense will be recorded.

7. Press Save, to save and continue.

PURCHASE ORDERS12

Enable Purchase Orders with Accounts Payable

Master Files #1 - Enter/Edit/List Company FileTo guarantee that our Accounts Payable sub-ledger is properly linked with the Purchase Orders we should take a moment to confirm that each PO enabled Company is correctly setup through MA#1. Here are some PO specific settings:

• Interface PO’s with AP Invoices (Y/N) - Select this feature to have the system prompt the user during invoice entry to enter a Purchase Order number and will also apply invoice amounts entered through programs such as Accounts Payable #10 - POST Invoice/Credit Notes against a PO number entered.

• Enable Budget Checking - Select this feature to have the system check expenditures entered against entity and departmental budgets set through GLU30 (General Ledger Utilities #30 - Enter/Edit Budgets). Once ON the system will warn/prevent users, from allocating funds when expenses entered exceed set budgets.

• No Budget Check in AP - Select this feature to not have the system perform an additional budget check during invoice entry when a Purchase Order number is entered. This cuts down on repetitive budget checking especially since the budget has already been checked during Purchase Order creation.

Related Document(s)V8 System Setup & Configuration

Accounts Payable

Setup Accounts Payable Suppliers

Accounts Payable Utilities #1 - Enter/Edit Supplier Codes In addition to MA #1, we also need to guarantee that our Accounts Payable Suppliers are also correctly setup through APU#1. Here are some more PO specific settings:

• Purchase Orders (PO) Exempt (Y/N) - Select this feature to allow the system to skip over the PO Number field during invoice entry through Accounts Payable (AP #10, #16 and #28).

• Supplier Charges (GST/HST) (Y/N or GST Code) - Chose from either Y/N or from a preset GST/HST Code, in order for the system to automatically flag any invoices coded to this supplier as possible GST/HST tax redeemable.

• Supplier Charges (PST) (Y/N) - Chose from either Y/N in order for the system to automatically flag any invoices coded to this supplier as possible PST tax redeemable.

• HOLD All Invoices (Y/N) - Select this feature to allow you to temporarily suspend all future payments (both AP and PO) to a supplier (e.g., suspending all payments to a supplier until the supplier has replaced defective goods). It is most important to adjust this field when a supplier’s payments are to be released, as no payment will be issued to a “On Hold” supplier in the system until the Payment Status is reset or de-selected.

Related Document(s)V8 System Setup & Configuration

Accounts PayableGST/HST Tracking & Recovery

PURCHASE ORDERS 13

Creating a Purchase Order

Purchase Orders #1 - Enter/Edit Purchase OrdersThis program is used to create new purchase orders in addition to also allowing a user to make changes to existing orders. Purchase orders will generally indicate the date it was created, when it is required, the agreed amount to be paid, and to whom the goods or services are to be received. A Purchase Order is considered commitment by the nation until which point an order has been used or has expired. Any funds committed through a PO’s can be matched against a departmental budget allowing managers to use ´real-time’ expenditure control and cash requirement forecasting.

This PO Entry screen is the first screen you’ll see prior to entering the actual PO Creation Screen.

From here you are able to list, sort and view all PO’s currently recorded. PO’s are displayed based on the PO Status selected and based on PO Creation Date defined by the user. By default this date is set to 30 days from the current date.

Purchase Order StatusIt is important to understand how Purchase Order Status works. The PO Status determines when users are able to modify, print, complete and archive P.O.’s within the Xyntax system. Depending on the PO Status authorized users will have the ability to perform different processes at different points of the PO Approval Process.

PO S

tatu

s

PO Data Entry Process

Modify & Save Any Data Except

Supplier

Print & Lock PO

Apply Invoices

View Applied Invoices

Match Invoices

Close/Complete

PO

Re-Open PO

Archive PO

Unprinted-Open X X

*Once you press “Save” any funds distributed via this PO are put aside as “committed” and are considered a commitment of the nation to pay until which time the order is used, expired or archived.

Printed - Locked X X X X

Reprint - OpenX X X

X X

Closed/Completed X X X X

*Once a PO is “Archived” any remaining committed funds are released into available funds. Warning! --- This process is permanent and cannot be reversed.

Archived X

Edit OFF

Edit ON

PURCHASE ORDERS14

P.O. Creation ScreenAfter you have either clicked Add New Purchase Order or double-clicked on a existing purchase order, you will now see the P.O. Creation Screen. From this screen you will be creating and modify your purchase orders. In this section we will discuss some of the available options when creating a new purchase order. The P.O Creation Screen was designed to emulate a printed purchase order.

Delivery InformationFirst we’ll need to setup the purchase order and shipping information.

1. From the P.O. Creation Screen, enter a Supplier or press the Search Button to search through existing records on file. If the system does not accept the number entered or you can not find the supplier it may be possible that you have entered the incorrect number or this supplier is not set up in the Accounts Payable (APU #1). If this is the case you will have to exit from the Purchase Order system to set up the supplier.

2. Modify Payment Terms or leave at default value (PO #50).3. Choose a Ship To Location; by default the selected company’s mailing address (MA #1) will be used. You may also type in

the address or if you use a certain “ship to” address frequently you may choose a Ship To Location Code (PO#51) by either entering the code or pressing the Search Button to search through existing records on file.

PO SUPPLIER

PO DISTRIBUTIONPO DESCRIPTION CODE

TERMS & CONDITIONS

PO STATUS

PURCHASE ORDERS 15

1. Enter a Need By Date and Expiry Date. Pressing <Enter> will assume today’s date. If you want the Purchase Order’s date to differ from today’s date insert it in the requested format on the screen.

Important!It is beneficial to include an expiry date with your Purchase Order, due to the fact that the associated department will be liable for the amount of the Purchase Order until it expires or is used.

2. Enter F.O.B; Free On Board, a shipping term which usually, indicates that the supplier pays the costs of shipping. From the point of manufacture to a specified destination , at which point the buyer takes responsibility. Default is Ship to Address.

3. Choose a Ship VIA; The default is most economical. However you can type in the shipping method you will be shipping the Purchase Order.(e.g., Ready Courier).

Order InformationNow you are able to fill in the Purchase Order Information.

4. Click on GL Code button location in the PO Distribution section. This will open up a G/L Distribution Window where you can press the Search Button and choose the Account, Department and if applicable Sub-Accounts for where the expense will be recorded.

5. Enter a Description; a description field is maximum 40 characters long. If your description is longer than this you must create a new line.

6. Enter a Unit Quantity; this is the quantity of items you wish to order.7. Enter a Unit Cost; this is a price per unit.8. If applicable, click Issued On Behalf Of; this option is chosen when you want to assign a Purchase Order to a community

member, the screen displays who the Purchase Order has been issued on behalf of. Also, when this button is clicked it will automatically add a signature line to the purchase order.

9. If applicable, select if one or both GST/HST and PST is to be charged.

Terms & Conditions10. Choose a Requested Delivery Method.11. Select a PO Condition12. Press Save and Exit. You are then asked if you want to create this Purchase Order into your system. Pressing OK will allow

you to continue adding information to the Purchase Order. If you press Cancel the information on the screen will blank out and you will have to add the Purchase Order again. If you are saying cancel because you would like to change one or two fields, it is easier to choose ok and change the information in those fields in the procedure below.

Line Code QuantityCost

Description (max. 40 characters per line)

ButtonButton

PURCHASE ORDERS16

Example Purchase Order

1 4 5

5

6

6

2

3

3

2

1 4

PURCHASE ORDERS 17

Printing a Purchase Order

Purchase Orders #2 - Print Purchase OrdersThis program will print the purchase orders that you have created in through Purchase Orders #1 - Enter/Edit Purchase Orders.

1. Select the Company that the purchase orders have been created within. 2. By default the screen will display all purchase orders created by your username. In order to see purchase orders created by

other users click on Show PO’s created by ALL users.3. Now you have the ability to either double-click or press Select, Select All, Unselect and Unselect All to move purchase

orders from one side to the other customizing which PO’s the system will print.

Important!

Remember once you have selected your purchase orders and you press print any “Open” purchase order will become “Locked” and you will be unable to edit the detail of that purchase order. It is important before you elect to print a “Open Unprinted” purchase order that you first verify that the purchase order information is correct.

4. Once the purchase orders are selected, press Print Selected and the system will print the selected orders to the printer of your choice.

5. Once the selected orders have printed, choose OK if they have printed okay. The total copies that will be printed for each Purchase Order is dependant on your setting defined in PO #50. The copy showing the general ledger distribution would be the copy to keep for companies records, the other copies will be the respected copy for either the supplier or client.

PURCHASE ORDERS18

Editing a Purchase Order

Purchase Orders #1 - Enter/Edit Purchase OrdersBecause we are all human and not everything in life will go 100% all the time, this section will speak to what to do in the event of a clerical error being found on a purchase order. Depending on your PO settings defined through PO #50, your situation would fall under one of the two scenarios:

Editing PO’s that have not been printed.Since the purchase order has not been printed through PO #2, users are allowed at any point regardless of whether Budget Checking Active is turned “ON/OFF” and Allow Edit on Reprints is turned “ON/OFF” to edit all the information on a selected purchase order. Simply re-open the purchase order through PO #1.

Editing PO’s that have been printed.If Budget Checking Active is turned “OFF” and Edit on Reprints is turned “ON” (both settings are defined through PO #50), users that find themselves unable to edit a purchase order that has a status of “Printed-Locked” must first unlock the purchase order before it can be edited. To do so follow these steps:

1. To begin, Double-click on the PO you’d like to edit. *Make sure to verify that this is the correct PO.

TipIf the purchase order does not appear on the list either enter the PO Number directly or under “List by Status” select the option to include “Printed”. Also by default the system will on show PO’s as of the last 30 days from the current date. If your PO is older then 30 days you’ll need to change the “As of” date.

2. Located near the bottom right hand corner of the PO Entry Screen is the Unlock PO button.3. “Are you sure you want to Un-lock this Purchase Order?” Press Yes; this will change the PO Status from Printed-Locked

to Reprint-Open.4. When the Purchase Order Entry screen re-appears, now select to also include “Reprints”.5. Double-click the PO once again.6. Make the necessary adjustments and press Save.

Important!

If you are trying to change the supplier you cannot do so even with Edit on Reprints turned “ON”. You must “Close” the PO and re-issue under the correct supplier.

7. Verify all the information is now correct and re-print the purchase order through PO #2.

PURCHASE ORDERS 19

Match an Invoice to a Purchase Order

Purchase Orders #11 - Match PO’s to InvoicesThis program works in conjunction with Purchase Orders #10 - Unmatched PO Analysis. PO #10 allows a authorized user to print a complete listing of all invoices for which no corresponding PO reference has been entered. This program allows you to create the missing link between the accounts payable invoice and the purchase order.

Matching Invoices1. Enter a Company. By default the system will automatically load and list all PO’s currently outstanding in the system.2. Double-click on a PO to see more details. Once selected the system will also load all invoices without PO references based

upon the supplier within the PO selected.3. Double-click on an accounts payable invoice to match the PO to the invoice and create a PO reference.

WarningMake sure that before you click “Update Invoices” that the correct purchase order and invoices have been selected. Pressing “Update Invoices” will create a irreversible link between the PO and the AP invoices selected.

4. Click Update Invoices to match the accounts payable invoice to the purchase order effectively changing the remaining balance of the purchase order.

5. Continue until all invoices have been matched or you are happy with the changes you have made.

PURCHASE ORDERS20

Managing Purchase Orders

Purchase Orders #20 - Close/Archive P.O.’sThis program allows an authorized user to manually close or archive a P.O.

Closing a POBy “closing” a purchase order you are effectively preventing any further invoices from being applied to the purchase order. Committed funds will remain committed until which time the purchase order is “archived”.

1. Select the Company that the purchase orders have been created within. The system will by default list all printed purchase orders that you created. Press the Show PO’s created by ALL users to switch to view additional PO’s.

2. Select one or more PO’s.3. Once all the purchase orders have been selected, press Close Selected. This will effectively close or complete the selected

PO’s and prevent any further accounts payable invoices from being applied to the selected purchase orders.

Archiving a POBy “archiving” a “closed/completed” PO you are effectively transferring the record to a historical file (i.e. will not appear in current data search inquiries) and releasing, if any, all committed funds back into the available funds.

1. Change Display Printed - Locked PO’s ONLY to Display Closed/Completed PO’s ONLY. The system will by default list all printed purchase orders that you created. Press the Show PO’s created by ALL users to switch to view additional PO’s.

2. Select one or more Closed PO’s.3. Once all the purchase orders have been selected, press Archive PO’s to History.4. Are you sure you wish to ARCHIVE the PO’s selected? This process cannot be reversed. Press Yes or No depending on

your answer.

Updating Committed Funds

Purchase Orders #35 - Update Committed FundsFinally it is important that all record be current and up-to-date. This program re-adds the committed funds data file which is especially important when a lot of activity has occurred,. It should be run after GL updates (GL #20), Closing or Archiving PO’s (PO #20) and prior to running any Commitment Accounting Reports.

1. Select the Company you wish to update and the dates encompassing the PO’s and Invoice posting dates which have been affected.

2. Enter a To Date, press <Enter> for the current date.3. Enter a second Company or once all companies have been included press <F4> to continue.4. Ok to Update? Press Yes to continue.

21

When working in Xyntax V8 a single menu connects you to a array of powerful

programs, utilities and reports, accessible by you based on your security

permissions. Xyntax’s proprietary software integration centralizes your financial,

statistical data with other core information.

Xyntax V8 is designed to increase productivity without increasing user workload

and eliminates redundant posting procedures found in other accounting software

packages.

In this chapter we will not only discuss each of these programs but we will

also review the features available in each program contained in the Xyntax V8

Purchase Orders module.

2PO Programs

PURCHASE ORDERS22

P.O. Programs Index

Purchase Order ProgramsIn this chapter we will discuss and review programs and the features available in the Xyntax V8 Purchase Order module.

Program Title Purpose

PO #1 Enter/Edit Purchase Orders

This program allows an authorized user to add a new Purchase Order into the system and also allows the user to make changes to existing orders. Purchase orders will generally indicate the date it was created, when it will be required, the amount of products, and the recipient.

PO #2 Print Purchase Orders This program allows an authorized user to print a Purchase Order entered through PO #1(Purchase Orders #1 - Enter/Edit Purchase Orders).

PO #10 Unmatched PO Analysis This program allows an authorized user to ensure that each invoice has a matching Purchase Order. It searches the invoices entered through the Accounts Payable module, and lists those for which no corresponding Purchase Order has been entered.

PO #11 Match P.O’s to Invoices This program allows an authorized user to use this program in conjunction with PO #10 (Purchase Orders #10 - Unmatched PO Analysis). which prints; a listing of those invoices for which no corresponding Purchase Order number has been entered. This program allows you to match them up.

PO #20 Close/Archive PO’s This program allows an authorized user to manually close or archive a P.O.

PO #27 RW Purchase Order Reporting

This program allows an authorized user to view or print a variety of financial, statistical and managerial reports created using Report Writer & Designer.

PO #30 End of Day P.O. Register This program allows an authorized user to print a register of all new and edited P.O.’s processed during the day.

PO #31 Purchase Order Inquiry This program is an inquiry screen which allows authorized users to view current and historical purchase orders, and requisitions. This screen show display the particulars of a purchase order. The supplier for which the purchase order was made out to, and the date it was created and required. Also shown on this report will be the description, its allocation, and the amount. If any invoices have been applied against the purchase order displayed will be the invoice number and the date it was applied with the amounts, with the remaining balance of the purchase order.

PO #32 PO ‘Pay on Behalf of’ Inquiry

This program is an inquiry screen which allows authorized users to view current and historical purchase orders, and requisitions paid to on behalf of another member or supplier. Similar to PO #31 this screen will display the particulars of a purchase order in addition to the paid on behalf of information.

PO #35 Update Committed Funds

This program allows an authorized user to update the committed funds file for invoice and reports.

Important! --- This program should be run after running program GL #20 (General Ledger - Update Preliminary Stmts), PO #20 (Purchase Order #20 - Close/Archive P.O.’s), and prior to running any Commitment Accounting Reports (PO #43 & 44).

PO #41 Purchase Order Status Report

This program allows an authorized user to print a report showing the status of purchase orders posted into a company. There are three options available to choose from : All purchase orders, purchase orders for selected suppliers, and purchase orders on behalf of.

PURCHASE ORDERS 23

PO #42 Expected Receipts Report

This program allows an authorized user to print a report showing of when the goods are expected to arrive. This program reads the ‘Date Required’ information in the Purchase Order entry program and prints a listing of those receipts expected within a given time period.

PO #43 Committed Accounting by Mth.

This program allows an authorized user to view all funds committed per G/L account. This acts basically as a backup to a financial statements i.e., to show what the commitments for any given account.

PO #44 Committed Accounting (Total)

This program is the same as PO #43 however it shows all PO’s to date (not just for a month).

PO #45 Purchase Order History Report

This program allows an authorized user to generate a report which will print information on completed Purchase Orders. The system retrieves information from the PO history file. Purchase Orders are moved to the history file by running PO #

PO #46 PO Commitment Inquiry This programis an inquiry screen (filtered by a specific company, period or month) which allows an authorized user to view current committed P.O.’s including details of all funds committed, the distribution of funds, and invoice information.

PO #50 P.O. Systems Parameters

This program allows an authorized user to setup and define the P.O. system parameters.

PO #51 Enter/Edit Ship-To Locations

This program allows an authorized user to setup and define special ‘ship-to’ locations for use when creating new P.O.’s through PO #1. When creating a new Purchase Order, you may enter a code for the ship-to location. The information associated with that code is read from this program, and shows up on your Purchase Order.

PO #53 Enter/Edit Description Codes

This program allows an authorized user to setup and define special ‘description’ codes for use when creating new P.O.’s through PO #1. These description codes are used in the detail section when creating a purchase order.

PO #54 Enter/Edit Purchase Order Notes

This program allows an authorized user to setup and define custom notes or terms and conditions to be displayed on the purchase orders created through PO #1.

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Reporting: The process of organizing data into informational summaries in order

to monitor how different areas of a organization are performing.

Analysis: The process of exploring data and reports in order to extract

meaningful insights, which can be used to better understand and improve

performance.

Xyntax V8 continues to offer hundreds of comprehensive statisitcal and financial

reports, enabling department managers with unprecendented insight and

analysis into departmental performance. With Xyntax V8, managers gain real-

time visibility into department revenue and expenses, allowing managers to

quickly create and compare “what-if” scenarios focused on increasing revenue

and reducing costs.

In this chapter will discuss each report available in the Purchase Orders module

as well as the available filters prebuilt into the system allowing you to customize

each report.

3PO Reports

PURCHASE ORDERS25

P.O. Reports Index

Purchase Order ReportsIn this chapter we will review the financial and statistical reports available in the Xyntax V8 Purchase Order module.

Purchase Orders #10 - Unmatched AnalysisThis program helps ensure that each invoice has a matching Purchase Order if necessary. It searches all Accounts Payable invoices entered, and lists those with no corresponding PO.

Purchase Orders #30 - End of day P/O RegisterThe report lists all of the Purchase Orders that have been made since the last time this program was run. This report serves as an audit trail as well as providing a management control tool to see what is being ordered.

Purchase Orders #41 - P/O Status ReportThis report shows the financial status of your Purchase Orders. You may choose to see the report for:• All P/O’s• P/O’s for a selected supplier.

Purchase Orders #42 - Expected Receipt ReportThis report prints a listing of this receipts expected within a given time period.

Purchase Orders #43 - P/O Commitment Summary (Monthly)This report prints a listing showing you commitments per General Ledger Accounts per period. There are three selections available;1 - All accounts2 - Selected G/L accounts3 - Selected Department (all accounts)

Purchase Orders #44 - P/O Commitment Summary (Total)This report prints a listing showing you commitments per General Ledger Accounts for all PO’s. There are three selections available;1 - All accounts2 - Selected G/L accounts3 - Selected Department (all accounts)

Purchase Orders #45 - P/O History ReportReports on all Purchase Orders which have been completed, closed and moved to history file. Reporting Options:1. All Purchase Orders2. Purchase Orders for selected supplier

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