Create a release authorization for a standing order

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

1. At the EMMS main menu, click the Purchasing button. The Work With Outstanding POs display screen appears.
2. Change the letters PO in front of the PO# selection box to SO and click Enter .
3. Right-click on the processed standing order and select Release Authorization. The Work With Release Authorizations display screen appears.
4. Click Add . The Release Authorization Entry change screen appears.
5. Change any field values as required.

   Dateis the date the release was created.

   Due Dateis the date the items on the release are required from the vendor. It defaults to the current date but can be changed.

   Vendor Contact Nameis the person at the vendor company who can be contacted about the order. If left blank, it defaults to the vendor's standard contact.

   Vendor Contact Phoneis the telephone number of the vendor's contact. If left blank, it defaults to the number identified on the vendor master.

   Warehouse Codeis the warehouse at which the items will be stocked. You can click on the Prompt button to select the warehouse from a list.

6. Click Enter to save the changes and/or continue to the Enter Release Authorization Lines add screen.
7. 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. Type in the quantity required for an item to be ordered on the release authorization.
   3. Right-click on the item and select Select.
   4. Repeat steps b-c for each item to be added to the release authorization.
   5. Click Exit to return to the Enter Release Authorization Lines change screen.
8. To select from a list of items carried by the vendor:
   1. Click Suggested Orders . The Select for Release Authorization display screen appears.
   2. Type in the quantity required for the item to be ordered on the release authorization.
   3. Right-click on the item and select Select.
   4. Repeat steps b-c for each item to be added to the release authorization.
   5. Click Exit to return to the Enter Release Authorization Lines change screen.
9. To select from all stocked items:
   1. Fill in the fields as required.

      GL Codeis an 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, and should be left blank for shop supplies. You can right-click in the field and select Prompt to select the account from a list.

      Item Numberis the inventory item to be ordered. You can right-click in the field and select Prompt to select the item from a list.
           If the Primary/Core Process core tracking method is in use, adding a primary part to a regular inventory PO will cause the core to be added as well, with a quantity that matches the primary. If you change the quantity on the primary, the core follows along. If you delete the primary part, the core will be deleted as well.

      Order Qtyis the number of units of the item to be ordered. For shop supplies, set this to 1. A value is required.

      Per Unitis the price per unit of the part, or the total cost of the item for shop supplies. It can be left blank to default to the price currently on the system for the item from the selected vendor. If no price is available, the system will prompt for one. A negative is not allowed.
           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 part interface pricing is turned on and there is a cost on the interface file for the part being ordered. A warning is given in you enter a value different from the contracted price.

      UOMidentifies how the item is measured for ordering. It can be left blank to default to the unit of measure assigned to the item in the item master. It should be left blank for shop supplies. You can right-click in the field and select Prompt to select the unit of measure from a list.

   2. Click Enter to save the items.
10. Click Exit to return to the Work With Release Authorizations display screen.
11. Right-click on the release authorization and select Process. The Process Order screen appears.
12. Click Process. The release authorization's status is changed to Processed and you can receive the items.

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