Process Name Creation of Purchase Order (Inventory & Others)

Process Number ERP-PPD-01

AS-IS References

Issue(s)

Assumption(s) All requests are generated on Epicor System by relative Departments

Request will be entered into Epicor by authorized user of related department, then approved request will be received to Purchase
Department by relevant Purchase User

An updated list of Vendors and Materials should be maintained in the system

System based standard Purchase Orders and central location for procurement of all items

Improvement(s) Processes are standardized and streamlined

Proper monitoring and tracking of purchase request can be done
Requisitions are made on pre specified format
Reliable and real time availability of information due to integrated Inventory and Purchase modules
Reduced number of forms and paper work
No duplication of documents
Proper monitoring and tracking of planned purchase orders can be done
Purchase Orders are made on pre specified format

Application(s) Epicor - Purchase Management Module

Process Overview This process identifies steps involved in receiving and processing requests for Purchase of items. The request from Departments
will be recorded in Epicor, which will be forwarded to the Purchase Department. The Purchases manager will analyse and approve
the request and then the Purchase user will create Purchase Order in the system.
 Process #:ERP-PPD-01

1
Raises Payment
Department Request Approval
Process

2 3
Evaluates and
Receives
Purchase Officer Scrutinizes
Request
Request

4
Approves
ERP-CPM-01 Yes New Item No
Request

Creates P.O

6 7
Follows up with
Sends P.O to
Purchase Officer Supplier for Timely
Supplier
Delivery
Activity
Activity Description Responsibility Attachments/Notes
Box #
Relative Department Creates Request in Epicor for
Purchase of items.
1. Creates Request Department
After preparing and approval by the Department head, the
Request will then forwarded to the Purchase Department.

Purchase User Purchase Department receives request in Purchase User

2. Receives Request
the system. Purchase Department

Purchase User Purchase Department evaluates and

Evaluates and Purchase User The Purchase User will check if the request is
3. scrutinizes request received from the Department and
Scrutinizes Request Purchase Department genuine.
forward it to Purchase Officer for Approval.
Purchase Officer review and approves / Reject the request
4. Approves Request Purchase Officer
in the system
Error: Reference source not found (ERP-CPM-01)

If item does not exist in the system then, he can ask by

Creation of Part
5. email the Purchase officer for creation of the Item in the Purchase User
Master
system.

Error: Reference source not found (ERP-CPM-01)

Once the Purchase Order is approved and Part available in
the system, the Purchase user will create the Purhcase
Order.

Creates Purchase Follow the following path in Epicor Menu

6. Purchase User
Order (P.O)
Material Management > Purchase Management > General
Operations > Purchase Order Entry

Press the New Button

Activity
Activity Description Responsibility Attachments/Notes
Box #
Summary Sheet:
Use the Summary sheet to enter or modify details of the
entire purchase order from one sheet.

Inventory Sheet:
Use the Inventory sheet to view Inventory type lines
associated with this purchase order

Other Sheet:
Purchase Order entry Use the Other sheet to view Other type lines associated
7. with this purchase order Purchase User
Summary Tab

Subcontract Operation Sheet:

Use the Subcontract Operation sheet to view Subcontract
Operation type lines associated with this purchase order.

All Sheet:
Use the All sheet to view all lines (Inventory, Other, Job and
Subcontract Operation types) associated with this purchase
order.

Use the Header > Detail sheet to enter general order

information when creating or changing an order. This sheet
includes supplier, purchase order date, and payment term
details.
Purchase Order entry
8. Header Miscellaneous Charges Sheet: Purchase User
Header Tab
Use this sheet to enter miscellaneous charges that apply to
the purchase order as a whole.
Activity
Activity Description Responsibility Attachments/Notes
Box #
Use the sheets under the Lines tab to enter and edit the
detail lines you need on each purchase order.

Lines Detail
Use the Lines > Detail sheet to enter purchase order line
information when creating or changing an order. Purchase
order lines describe the part, quantity, and price for each
item ordered.

Purchase Order Entry - Lines - List

Purchase Order entry Use the sheets under the List tab to review various records
9. linked to the detail lines on the current purchase order. Purchase User
Lines Tab

Purchase Order Entry - Lines Miscellaneous Charges

Use this sheet to enter miscellaneous charges that apply to
a purchase order line.

Inspection
Use the Inspection sheet to select an inspection plan or
inspection specification.
Activity
Activity Description Responsibility Attachments/Notes
Box #
Use the sheets under the Release tab to enter and edit the
releases you need on each purchase order.

Releases Detail
Use the Releases > Detail sheet to enter purchase order
line release information when creating or changing an order.
Purchase order line releases provide the detailed receipt
information about each purchase order line.
Purchase Order entry
10. List Fields Purchase User
Releases Tab
This sheet lists all the lines of Purchase order in grid form.

Drop Ship Address

Use the Releases > Drop Ship Address sheet to enter
purchase order line release drop ship address information
when creating or changing an order