Standing Orders

Standing orders are also known as open orders or blanket orders. They are generally used for things like shop supplies that are not charged to a specific unit or item, or fuel that is purchased in quantity and also not charged to a specific unit. Standing orders will have either a dollar limit or a specific list of items that can be ordered, and they will have an expiry date. They are usually set up to be valid for an accounting period or quarter or year.

At the EMMS main menu, click the Purchasing button. The Work with Outstanding POs display screen appears.
Click Add . The Enter the PO Header Type screen appears.
Make sure Standing Order is selected.
Click the Create Standing Order button or click Enter . The Order Entry change screen appears.
If necessary, change the Order Date.

Order Date: is the date the order was created. It defaults to the current date but can be changed.
Type in or select the Warehouse the order is for.

Warehouse: identifies which warehouse will store the parts. You can click on the Prompt button to display a selection list.
Type in or prompt for a Vendor code, the Pay To Vendor code (if required), and the vendor's Province/State code.

Province/State: identifies the province or state the vendor company is located in. If left blank, this field will default to the province or state defined for the vendor on the vendor master. You can click on the Prompt button to display a selection list.

Pay To Vendor: is the company that should be paid for the order if different from the vendor. It is optional. You can click on the Prompt button to display a selection list.

Vendor: identifies which company the standing order will be sent to. This is required. You can click on the Prompt button to display a selection list.
Contact Name and Contact Phone numbers are optional.

Contact Phone: is the telephone number of the vendor contact person. If left blank, this field will default to the telephone number defined for the vendor on the vendor master.

Contact Name: is the person at the vendor company who can be contacted if there are any questions or concerns about the order. If left blank, this field will default to the contact person defined for the vendor on the vendor master.
Type in the Quote/Ref Number, Quote/Ref Date, Shipping Method, and Shipping Via, if required.

Shipping Via: identifies who is shipping the product.

Shipping Method: identifies how the product(s) will be shipped.

Quote/Ref Date: is the date of the vendor's quote or reference document.

Quote/Ref Number: is the number of the vendor's quote or reference document. It is optional.
Type in or select the Restriction code and the delivery Mechanism.

Mechanism: flags whether the standing order is sent to the vendor via release authorization or fax (the default). You can click on the Prompt button to display a selection list.

Restriction: flags whether the standing order is restricted to a specified list of items (the default; you will be required to enter the list of items) or open to any items up to the specified dollar limit. You can click on the Prompt button to display a selection list.
If required, type in the Expiry Date of the standing order and/or the Dollar Limit for the open standing order.

Dollar Limit: is the maximum amount of money that can be spent under the standing order if it is an open order, to 2 decimal places. This field is left blank for restricted orders.

Expiry Date: is the last day the standing order is valid for use.
Click Enter . If this is an open standing order, you will return to the Work With Purchase Orders display screen. If this is a restricted standing order, the Order Line Entry add screen appears.
For parts purchases:
1. Type in or prompt for an Item Number.
  
  Item Number: is the inventory item to be ordered. You can right-click on this field and select Prompt to display a selection list.
2. Type in the Order Qty required.
  
  Order Qty: is the number of units of the part to be ordered. A value is required.
3. The UOM, Per Unit price, and GL code can be left blank to default.
  
  GL: identifies which override account the item should be charged to. It can be left blank to default to the general ledger account assigned to the item in the item master. You can right-click on this field and select Prompt to display a selection list.
  
  Per Unit: is the price per unit of the part. It can be left blank to default to the price currently on the system for the part from this vendor. The cost is searched for in the following order: contract cost; item upload cost; vendor/item cost; last PO.
  
  The item upload cost only takes effect when the parts interface pricing is turned on and there is a cost on the interface file for the part being ordered. A warning is given if you enter a value different from the contracted price.
  
  If no price is available, the system will prompt for one. A negative price is not allowed.
  
  UOM: identifies how the item is measured for ordering (e.g. liters, each, etc.). It can be left blank to default to the unit of measure assigned to the item in the item master. You can right-click on this field and select Prompt to display a selection list.
4. Repeat steps a to c for each item to be ordered.
5. Click Enter to save.

OR For shop supplies:
1. Type in or prompt for the Item Number.
  
  Item Number: is the inventory item to be ordered. You can right-click on this field and select Prompt to display a selection list.
2. Type in 1 for the quantity.
3. Type in the total cost of that item in the per unit price.
4. Repeat steps a to c for each item to be ordered.
5. Click Enter to save.
To view the items, click Change .
Click Process . The Process Order screen appears.
Click Process. The PO Status changes to Processed.
PO Status: identifies the current condition of an order. Possible values are:
- Accrued (A) - the purchase order is for sublet work that has not yet been received and posted.
- Cancelled (X) - the order was processed, no goods were received, and the balance was cancelled.
- Closed (C) - the order has been received in full, or received in part with balance cancelled.
- Hold (H) - an open purchase order that exceeds the agent's dollar limit, or an open release authorization that exceeds the standing order's dollar limit.
- Open (O) - the order is created and contains items; it is changeable.
- Partial (P) - some goods have been received, but not all.
- Processed (S) - the order is finalized and sent to the vendor; it is no longer changeable, but goods can be received for it.
- Reserved (R) - the purchase order header has been created, but no items entered; it is changeable, but cannot be processed until items are entered.

At the EMMS main menu, click the Purchasing button. The Work With Outstanding POs display screen appears.
Change the letters PO in front of the PO# selection box to SO and click Enter .
Right-click on the standing order and select Change. The Order Entry change screen appears.
Make any changes required.
Click Enter to save changes and/or proceed to the Order Line Entry change screen.
Make any changes required.
Click Enter to save the changes.

A release authorization is created to order items on a standing order.

At the EMMS main menu, click the Purchasing button. The Work With Outstanding POs display screen appears.
Change the letters PO in front of the PO# selection box to SO and click Enter .
Right-click on the processed standing order and select Release Authorization. The Work With Release Authorizations display screen appears.
Click Add . The Release Authorization Entry change screen appears.
If necessary, change the:
- Date;
  
  Date: is the date the release was created. It defaults to the current date but can be changed.
- Due Date;
  
  Due Date: is the date the items on the release are required from the vendor. It defaults to the current date but can be changed.
- Warehouse Code;
  
  Warehouse Code: identifies which warehouse the items on the release will be stocked at. You can click on the Prompt button to display a selection list.
- Vendor Contact Name; and
  
  Vendor Contact Name: is the person at the vendor company who can be contacted for information about the order. If left blank, it defaults to the vendor's standard contact.
- Vendor Contact Phone number.
  
  Vendor Contact Phone: is the telephone number of the vendor company's contact person. If left blank, it defaults to the number identified on the vendor master.
Click Enter to save any changes and/or continue to the Enter Release Authorization Lines add screen.
To select from a list of the items defined for the standing order:
1. Click Standing Order . The Select Release Authorization Lines display screen appears.
2. Right-click on an item to be placed on the release authorization and select Select.
3. Repeat step b for each item to be added to the release authorization.
4. Click Exit to return to the Enter Release Authorization Lines change screen.
5. If necessary, change the order qty for any of the items.

To select from a list of items carried by the vendor:
1. Click Suggested Orders . The Select for Release Authorization display screen appears.
2. Right-click on an item to be placed on the release authorization and select Select.
3. Repeat step b for each item to be added to the release authorization.
4. Click Exit to return to the Enter Release Authorization Lines change screen.
5. If necessary, change the Order Qty for any of the items.
  
  Order Qty: is the number of units of the part that are being ordered on this release. A value is required.

To select from all stocked items:
1. Type in or select the Item Number and UOM of the item to be included on the release authorization.
  
  UOM: identifies how units of the item are measured for the order. If left blank, this will default to the unit of measure assigned to the item in the item master. You can right-click on this field and select Prompt to display a selection list.
  
  Item Number: identifies the product being ordered on the release authorization. You can right-click on this field and select Prompt to display a selection list.
2. Type in the Order Qty and Per Unit cost of the item.
  
  Per Unit: is the price charged by the vendor for each unit of the part. If left blank, it will default to the price currently on the system for the item from this vendor (based on an existing contract or on past history). If no price is available, Enrich will prompt for one.
  
  Order Qty: is the number of units of the item that are being ordered on this release. A value is required.
3. If required, type in or select the GL Code the item should be charged to.
  
  GL Code: identifies a specific override account the item should be charged to. If left blank, it will default to the account identified on the item master. You can right-click on this field and select Prompt to display a selection list.
4. Repeat steps a to c for each item to be included on the release authorization.
Click Enter to save the items.