Purchase Order Module

 

How to Add, Edit and Manage Purchase Orders (POs): 

 

How to Work with POs in Booking:

 

How to Work with POs in Ocean Shipments:

 

How to Work with POs in Air Shipments:

 

 

1.  How to Add, Edit and Manage Purchase Orders (POs) 

 

a.  Overview:

 

The purpose of the purchase order module is to allow for new purchase orders (POs) to be entered into the application and be held for future assignment to a booking or shipment.  This module also tracks both assigned and unassigned Pos that originated in the PO module.  POs created in the add/edit module cannot be searched for through the PO module.  The PO module directly supports the booking and shipment modules in that whole or partial POs are assigned to a booking or shipment in those modules, not in the PO module.  The search functionality, which can be found throughout the application, is a support feature in the PO module that allows the user to query based on several different criteria.

 

POs may be manually entered or uploaded into the system.  Automating the upload of the PO is recommended over manual entry.  Significant efficiencies can be realized by automating a customer’s PO requests. This data, when presented in Tracking Pro, can then be managed by the forwarder in the application. This automation functionality, however, must be separately addressed for the client by Sectra and is beyond the scope of this manual. Please contact Sectra for more information.

 

Note: When a partial PO is assigned to a shipment it will be an assigned PO.

 

Note: To view unassigned PO(s) by date range, the consignee ETA must be entered for each PO in the PO header screen. 

  

 

b.  Roles in the PO Process:

 

Purchase orders can be entered into the application through manual entry or by EDI transmission.  POs can be entered manually by export forwarders, import forwarders, shippers and consignees, and will be held as unassigned POs within the system. Only export or import forwarders can assign the POs to a booking or a shipment. Import forwarders, export forwarders, shippers and consignees can search on POs and view them at any time. The assignment of roles is done in the administration module.

 

 

c.  Manually Enter Purchase Orders into the PO Module:

 

Step 1. Click on the Purchase Orders button.

Step 2. Click on the Add PO button.

Step 3. Enter PO information. To insert Party information (i.e. consignee, export forwarder) click on the Search button.  If clicked, the open PO tick box permanently places the PO on the unassigned list. This allows the purchase order to continuously be drawn off of for repetitive shipments.

Step 4. Click Save.

 

Note: Later in the process, the POs will be attached to bookings and shipments for a particular customer.  Only the POs that have the same consignee as the booking or shipment will be accessible.

 

 

Step 5. Enter PO Detail lines.  The fields Item Style/Part# and Qty Ordered Pieces are populated based on what was entered on the header record, although they may be modified.  If there are no detail lines, click Back.  As many detail lines as necessary may be entered.

Step 6.  After each detail record is entered click Save.

Step 7.  After entering all detail lines (and saving the final), click Back.

Step 8.  If changes are needed, click Edit to make changes to the PO.  A summary of the PO is displayed.  The PO is now held in the PO module and can be attached to bookings or shipments. 

 

d.  Search for Purchase Orders:

 

There are two ways to search for purchase orders.

 

·        Search criteria: this comes up after clicking on the purchase order button on the main menu. 

·        Unassigned PO (date range).

 

*Query is run by Consignee required ETA

To Search by a Search Criteria:

Step 1.  From the main menu, click on Purchase Orders.

Step 2. In Column 1: Highlight the criteria to be searched by (i.e. PO Number, SKU Number, etc).

Step 3. In Column 2: Search by “Exact Value”, “Starting With”, or “Containing”. Select the appropriate Radio button.

Step 4. Enter the specific value to be searched for in the Enter the Value field.

Step 5. Select All, Assigned or UnAssigned in the type of POs drop down.

                        All - will return both assigned and unassigned POs

Assigned – will return those POs that are attached to booking or shipments.  Partially assigned POs are included on this list.

Unassigned – will return those POs that are not attached to bookings or shipments.  No pieces of these POs are shipped.

Step 6. Click on Search.

 

 

Step 7. Search results are returned.

Step 8. Click on a record number to view details of the PO.

Step 9. If all or part of the PO has been attached, a summary screen will display below the PO header detailing which bookings or shipments the PO is attached to.

 

 

 

 

 

To Search by Unassigned PO by Date Range:

Step 1.  From the main menu, click Purchase Orders.

Step 2.  Click on the Unassigned PO button.

Step3.  Enter a Begin date and an End date (the query is run by the entry into the consignee required ETA date on the PO).

Step 4.  Click on the Unassigned PO button.

 

Note: The search is limited to a 90 day period for optimal efficiency.

e.      Edit Existing PO Header:

 

Step 1.  From the Main Menu click Purchase Orders.

Step 2.  Search for the PO by a search criteria (as above).

Step 3. Search results are displayed.  Click on the record number hyperlink for the purchase order to be edited.

 

 

Step 4.  Click on the Edit button.

Step 5.  Make changes to the PO header.  When finished, click Save.

 

f.        Add the First Detail Line on an Existing Purchase Order:

 

To add detail lines:

Step 1.  Click Purchase Orders.

Step 2.  Search for the PO by a search criteria (as above).

Step 3.  Search results are displayed.  Click on the record to be edited.

Step 4.  Click on the Detail button.  Enter detail line.  Click Save after each detail line.  When finished, click Back.

 

g.     Edit Existing PO Detail Line:

 

To edit detail lines:

Step 1.  Click Purchase Orders.

Step 2.  Search for the PO by a search criteria (as above).

Step 3.  Search results are displayed.  Click on the record to be edited.

Step 4.  Click on the Detail button.

Step 5.  Click on the Edit hyperlink.

 

 

Step 6.  Make changes to the detail line and click Save.

 

2.  How to Work with POs in Booking:

 

a.  Attach Existing Purchase Orders to a Booking:

Step 1. Click on the Booking button on the main menu.

Step 2. Click on the booking number hyperlink for the booking to be worked with.

Step 3. Click on the POs button.

 

 

 

Step 4. Click on the Add Existing PO button. The unassigned POs for the consignee listed on the booking are displayed. The whole PO or part of the PO may be assigned.

 

 


Step 5. Assign a Whole PO or a Partial PO.

 

Assign a Whole PO - Click the check box under the Whole column.

Click the button Assign Checked or click the Assign All button to assign all of the POs.

 

Assign a Partial PO - Click on the Partial hyperlink. Enter the number of pieces to be assigned and click Save.

 

 

Step 6.  Assign Detail Lines - After selecting the number of pieces from the partial PO, the detail lines must be selected. The same procedure is followed as with the PO header.

To assign the Whole Detail Line, click the Whole tick box and click Select Checked.  To select all of the detail lines, click the Select All button. 

To assign a Partial Detail Line, click the Partial hyperlink. 

 

 

Step 7. Enter the number of pieces to be assigned, and click Save.  Repeat the process for each detail line. 

 

 

 

 

To return to a summary of POs, click Back from the detail lines.  From this screen, click Back.  The PO has now been attached to the booking.

 

b.  Manually Enter New PO to a Booking:

 

Step 1. Click on the Booking button on the main menu.

Step 2. Click on the Booking Number hyperlink for the booking to be worked with.

Step 3. Click on the POs button.

Step 4. Click on the Add PO button.

Step 5. Add PO information, and click Save when finished.  The PO is attached to the booking.

 

 

Step 6. Enter the PO detail lines.

 

 

The fields Item Style/Part# and Qty Ordered Pieces are populated based on what was entered on the header record.

 

If there are no detail lines, click Back.

 

Note: As many detail lines as necessary may be entered.

 

Step 7. After each detail record is entered click Save.  After entering all detail lines (and saving the final), click Back.

 

c.  Edit Existing Purchase Order Header in a Booking:

 

Step 1. Click on the Booking button on the main menu.

Step 2. Click on the Edit Existing Booking button.

Step 3. Search for the booking that contains the PO to be edited.

a)     In Column 1: Highlight the criteria to search by (i.e. PO Number, SKU Number, etc).

b)     In Column 2: Search by “Get All Data”, “Exact Value”, “Starting With”, or “Containing”.  Select the appropriate tick box.

c)      Enter the specific value into the Enter the Value field (not necessary if Get All Data has been selected).

d)     Click on Search.

Step 4. Click the hyperlink for the booking that contains the PO to be edited.

Step 5. Click  on the POs button.

 

 

The Purchase orders attached to the booking are displayed.

 

Step 6. Click on the PO hyperlink for the PO to be edited.

Step 7. Click on the Edit button.

Step 8. Make changes to the PO and click Save.

 

Note: Edits made to any attached POs are not carried over to the PO module. For example, the PO is created in PO module with weight of 1000 lbs, attached to a booking, weight edited in booking to 1500 lbs, the weight is not updated in PO module.

 

d.  Edit Existing Purchase Order Detail Line in a Booking:

 

Step 1. Follow same steps 1-6 as in Edit Existing Purchase Order Header.

Step 2. Click on the Detail button.

Step 3. Click on the Edit hyperlink.

Step 4. Edit the detail line and click Save.

 

e.  Add the First Detail Line to an Existing Purchase Order on a Booking:

 

Step 1.  Follow same steps 1-6 as in Edit Existing Purchase Order Header.

Step 2. Click on the Detail button.

Step 3. Enter the detail line.  Click Save.

 

f.  Add New Detail Line to an Existing Purchase Order on a Booking:

 

Step 1. Follow same steps 1-6 as in Edit Existing Purchase Order Header.

Step 2. Click on the Detail button.

Step 3. Click on the Add PO Detail button.

Step 4. Enter detail line.  Click Save.

 

 

3.  How to work with POs in Ocean Shipment:

 

a.  Attach Existing Purchase Orders to an Ocean Shipment:

 

In the Ocean module, POs are attached at the HBL level.  They may be attached initially when the HBL is created or later when the shipment has already been entered into the system.

 

Step 1. To attach a PO for a shipment that already exists, go to Add/Edit Ocean and search for the shipment. 

a)     In Column 1: Highlight the criteria to search by (i.e. HBL, MBL, etc).

b)     In Column 2: Search by “Exact Value”, “Starting With”, or “Containing”.  Select the appropriate Radio button.

c)      Enter the specific value into the Enter the Value field.

d)     Click Search.

Step 2. From the search results screen, click the hyperlink for the record to be worked with.

Step 3. Click on the HBL button.

Step 4. The existing HBLs are displayed.  Select the hyperlink for the appropriate HBL.

Step 5. Click on the POs button.

Step 6. Click on the Add Existing PO button.

 

The unassigned POs for the consignee listed on the shipment are displayed.

 

The Whole PO or Part of the PO may be assigned.

 

 

Step 7. Assign a Whole PO or a Partial PO.

Assign a Whole PO: Click the check box under the Whole column.  Click the button Assign Checked or click the Assign All button to assign all of the POs listed. 

Assign a Partial PO - Click the Partial hyperlink.  Enter the number of pieces to be assigned and click Save.

Step 8.  Assign Detail Lines: After selecting the number of pieces from the Partial PO, detail lines must be selected.  The same procedure is followed as with the PO header.

To assign the Whole Detail Line, click the Whole tick box and click Select Checked or click the Select All button if all of the detail lines will be assigned. 

To assign a Partial Detail Line, click the Partial hyperlink.

 

 

Step 8. Enter the number of pieces to be assigned and click Save.  Repeat the process for each detail line.

Step 9. Click Back from the detail lines to be returned to a summary of POs.  From this screen, click Back.  The PO has now been attached to the booking and will no longer remain on the unassigned list (unless the PO check box was checked when the PO was created).

 

b.  Manually Enter Purchase Orders to an Ocean Shipment:

 

In the ocean shipment modules, POs are attached at the HBL level.  They may be attached initially when the HBL is created or later when the shipment has already been entered into the system.

 

Step 1. To add a PO for a shipment that already exists go to Add/Edit Ocean Shipment and search for the shipment. 

a)     In Column 1: Highlight the criteria to search by (i.e. HBL, MBL, etc).

b)     In Column 2: Search by “Exact Value”, “Starting With”, or “Containing”.  Select the appropriate tick box.

c)      Enter the specific value into the Enter the Value field.

d)     Click Search.

Step 2. From the search results screen, click the hyperlink for the record to be worked with.

Step 3. Click on the HBLs button.

Step 4. The existing HBLs are displayed.  Select the HBL number hyperlink for the record to be worked with.

Step 5. Click on the POs button.

Step 6. Click on the Add PO button.

Step 7. Add PO information, and click Save when finished.  The PO is attached to the shipment.

Step 8. Enter the PO detail lines.  The fields Item Style/Part# and Qty Ordered Pieces are populated based on what was entered on the header record.  If there are no detail lines, click Back.  As many detail lines as necessary can be entered.  After each detail record is entered, click Save.

Step 9.  After entering all detail lines (and saving the final), click Back.

 

c.  Edit Existing PO Header to an Ocean Shipment:

 

Step 1. Follow the same steps 1-5 in Manually Enter POs to an Ocean Shipment

Step 2. The attached POs are listed.  Click on the PO hyperlink to edit the PO.

Step 3. Click on the Edit button.

Step 4. Make changes to the PO and click Save.

 

d.  Edit Existing Purchase Order Detail Line in an Ocean Shipment:

 

Step 1. Follow the same steps 1-5 in Manually Enter POs to an Ocean Shipment

Step 2. The attached POs are listed.  Click on the PO hyperlink to edit the PO.

Step 3.  Click on the Detail button.

Step 4.  Click on the Edit hyperlink.

Step 5.  Make changes to the detail line and click Save.  When finished, click Back.

 

e.  Add the First Detail Line on an Existing Purchase Order in an Ocean Shipment:

 

Step 1. Follow the same steps 1-5 in Manually Enter POs to an Ocean Shipment

Step 2. The attached POs are listed.  Click on the PO hyperlink to edit the PO.

Step 2. Click on the PO Detail button, enter information, and click Save when complete.

 

f.  Add New Detail Line to an Existing Purchase Order in an Ocean Shipment:

 

Step 1. Follow the same steps 1-5 in Manually Enter POs to an Ocean Shipment

Step 2. The attached POs are listed.  Click on the PO hyperlink to edit the PO.

Step 2. Click on the PO Detail button.

Step 4. Click Add PO Detail button.

Step 5. Enter information, and click Save when complete.

 

4.  How to work with POs in Air Shipment:

 

a.  Attach Existing Purchase Orders to an Air Shipment:

 

In the air module, POs are attached at the house bill level.  They may be attached initially when the HAWB is created or later when the shipment has already been entered into the system.

 

Step 1. To attach a PO for a shipment that already exists, go to Add/Edit Air and search for the shipment. 

a)     In Column 1: Highlight the criteria to search by (i.e. HAWB, MAWB, etc).

b)     In Column 2: Search by “Exact Value”, “Starting With”, or “Containing”.  Select the appropriate Radio button.

c)      Click on Search.

Step 2. From the search results screen, click the hyperlink for the record to be worked with.

Step 3. Click on the HAWB button.

 

 

Step 4. The existing HAWBs are displayed.  Select the PO hyperlink for the appropriate HAWB.

 

 

Step 5. Click on the Add Existing PO button.  The Unassigned POs for the consignee listed on the shipment are displayed.  The Whole PO or Part of the PO may be assigned.

Step 6. Assign a Whole PO or Partial PO.

Assign a Whole PO: Click the check box under the Whole column.  Click the button Assign Checked or click the Assign All button to assign all of the POs listed.

Assign a Partial PO: Click on the Partial hyperlink.  Enter the number of pieces to be assigned and click Save.

Step 7. Assign Detail Lines: After selecting the number of pieces from the partial PO, the detail lines must be selected. The same procedure is followed as with the PO header.

To assign the whole detail line, click the Whole tick box and click Select Checked or click the Select All button if all of the detail lines will be assigned. 

To assign a Partial Detail Line, click on the Partial hyperlink.

 

 

Step 8. Enter the number of pieces to be assigned and click Save.  Repeat the process for each detail line.

Step 9.  Click Back from the detail lines to return to a summary of POs.  From this screen, click Back.  The PO has now been attached to the booking and will no longer remain on the unassigned list (unless the PO tick box was checked when the PO was created).

 

 

b.  Manually Enter PO into an Air Shipment:

 

In the air shipment modules, POs are attached at the HAWB level. They may be attached initially when the HAWB is created or later when the shipment has already been entered into the system.

 

Step 1. Follow steps 1-4 as  shown in Attach Existing PO to an Air Shipment.

Step 2. Click on the Add PO button.

Step 3. Add PO information, and click Save when finished.  The PO is attached to the shipment.

Step 4. Enter PO detail lines.  The fields Item Style/Part# and Qty Ordered Pieces are populated based on what was entered on the header record.  If there are no detail lines, click Back.  As many detail lines as necessary can be entered.  After each detail record is entered, click Save.

Step 5. After entering all detail lines (and saving the final), click Back.

 

c.  Edit Existing Purchase Order Header in an Air Shipment:

Step 1.  Follow steps 1-4 as shown in Attach Existing PO to an Air Shipment.

Step 2.  Click on the PO hyperlink for the PO to be edited.

Step 3.  Click on the Edit button.

 

 

Step 4.  Make changes to the PO and click Save.

 

 

d.  Edit Existing Purchase Order Detail Line in an Air Shipment:

 

Step 1.  Follow steps 1-4 as shown in Attach Existing PO to an Air Shipment.

Step 2. Click on the PO hyperlink for the PO to be edited.

Step 3. Click on the Detail button.

 

 

 

Step 4. Click on Edit hyperlink.

Step 5. Make changes to the detail line and click Save.

 

e.  Add the First Detail Line on an Existing Purchase Order in an Air Shipment:

 

Step 1.  Follow steps 1-4 as shown in Attach Existing PO to an Air Shipment.

Step 2.  Click on the PO hyperlink for the PO to be edited.

Step 3.  Click on the Detail button.  Enter the detail line information.  Click Save.

 

f.  Add New Detail Line to an Existing Purchase Order in an Air Shipment:

 

Step 1.  Follow steps 1-4 as shown in Attach Existing PO to an Air Shipment.

Step 2. Click on the PO hyperlink for the PO to be edited.

Step 3. Click on the Detail button.

Step 4. Click on the Add PO Detail button.

Step 5. Enter the Detail.  Click Save.