Purchase Order Processing - List of Enhancements

Over the lifespan of the Purchasing system, a number of major enhancements and minor fixes have been applied.  Following is a brief summary, (listing the most recent items first).

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New and Different – Enhancements and Fixes in P/O

    For 2014

Click to expand/collapseAlternate Requisition Approvers in Requisition Entry

The Requisition Entry function has been enhanced to deal with the case where a designated Approver has been flagged as absent or on holidays.  When a Requisition's Candidate PO or RFQ is generated, the system will test to see if the originally assigned Approver is absent.  If this is the case then the operator will be displayed a message, and confirm to have the "Alternate Approver" assigned.  The test for an Alternate Approver is also performed when a new Requisition User is selected and when an RFQ or Candidate PO is selected to be emailed to the approval manager.   (February-20-2014)

Click to expand/collapseAlternate Requisition Approver

The Requisition Users' Maintenance function has been enhanced to provide for the entry of an "Alternate Approver".  If a specific individual who was designated to be the approver of requisitions is on holiday or away for a specific period of time,  you may now specify an Alternate Requisition User as the temporary Approver.  You may enter the starting and ending dates which the original user will be absent for. (February-20-2014)

Click to expand/collapseReceivings History, Active PO Inquiry and Vendor Items Grid Display Screens

The Receiving History Inquiry, the Active PO Inquiry and the Vendor's Items Maintenance applications are displayed to the screen in a grid structure.  These windows may now be re-sized to display more lines of items and the grids will be populated as needed. (January-10-2014)

Click to expand/collapseHistoric PO Receipts Inquiry

The Historic PO Receipts Inquiry function has been enhanced to offer the ability to filter items listed, or reported, by specifying one or two keyword strings that would be found in the items that were purchased description fields.  Only those items that had been purchased whose description field contains either, or both, the sub-string filters are presented.   These new filters are offered for the grid inquiry, the totaling function and the Receipts History report.   (January-7-2014)

    For 2013

Click to expand/collapseRequisition's RFQs and Candidate POs Approval by Email

The option exists to require RFQs and Candidate POs to be approved by a designated manager before they can be converted into a formal PO.   The managers are sent an email, with the information about the items to be purchased as a PDF document, (referred to as a Requisition for Approval).  Previously, the manager had to sign on to the Series 5 PO system, and manually select those Requisitions that they are responsible for approving, and invoke the Approval function.  The sub-documents are approved by entering the Approving Managers Authorization password.


A new operation has been introduced that now can read emails that are sent from the approving managers.  The managers need only to reply to the emails that were sent from the system asking them to approve a given document.  Within the subject of the "reply" emails the manager must enter the text APPROVE, REVIEW or REFUSE, depending on whether they approve of the purchase or not.   When the new Load Manager Approval Emails operation is selected, the system will read the emails from an Outlook Inbox named S5 PO Approvals, retrieve the associated sub-document and record the approval status.   If the manager approved the purchase, the selected sub-document will be automatically converted into a formal PO.  Depending on the type of approval, the emails will be moved to other Outlook Inbox folders located in the S5 PO Approvals folder.


This new operation may also be selected to execute in the Series 5 Background Batch Processor.  It can then be scheduled to automatically execute hourly, or daily.   (December-05-2013)

Click to expand/collapsePO System Reporting

All reporting function applications have been enhanced to provide for the option to sort, or group, POs or PO Line Items by the new PO Department code.     (November-21-2013)

Click to expand/collapsePO Supplier Product Codes

You may now record Supplier Products information for use within the PO system.  For a given Vendor, record the inventory items that you would typically purchase from them.  For each item, the following properties fields may be entered:


Vendor's Product Code
Product UPC Code
4 x 30 character Lines of Description
Manufacturer's Name
Manufacturer's Product Code
Minimum Order Quantity
Maximum Order Quantity
Unit Price
Unit of Measure
New Unit Price with Effective Date


When entering a Requisition or PO, you may now choose to select a Supplier's Product from a "Lookup" window.  The price, and descriptions will be automatically loaded.     (November-15-2013)

Click to expand/collapsePO System User Access Control

For users of the Series 5 PO system, a new security access rule has been introduced.  Previously, as an option, a given user was restricted to accessing POs and Requisitions for a particular Ship-To Location.  Now, the access options have been enhanced so that you may restrict a Requisition User to entering or viewing all Requisitions and POs for a specified Ship-To, or Department, or to those that he/she was designated as the Originator.   A given user may also be given access to enter or edit all Requisitions and POs in the system.     (November-7-2013)

Click to expand/collapsePurchase Orders and Requisitions Entry

The PO system has been enhanced to provide the ability to specify a Department Code when entering a Purchase Order, or Requisition.  A Department will belong to a given Ship-To, or Branch, location.  When entering POs or Requisitions, instead of entering a Ship-To Code, you will now enter a Department Code.  The Ship-To associated to the entered Department will also be displayed.   (November-7-2013)

Click to expand/collapsePO Requisition Users

The PO system has been enhanced to provide the ability to specify a Department Code when entering a Purchase Order, or Requisition.  Previously, Requisition Users belonged to a specific Ship-To.  Now instead, you will specify which Department the User belongs to.   (November-7-2013)

Click to expand/collapsePO Departments

The PO system has been enhanced to provide the ability to specify a Department Code when entering a Purchase Order, or Requisition.  As a new function provided under Codes Maintenance, Department Code Maintenance allows you to define your Departments along with their associated properties.  In particular, a Department belongs to a given Ship-To.  As well, each Department also has a designated Approving Manager.   (November-7-2013)

Click to expand/collapseShipment/Receivings Waybill Number and/or Pack Slip Number

When recording a Shipment of Receivings you may now enter  a Waybill or Pack Slip Number or Code.  For each PO that is then received, this will be recorded with the PO.  Should you need to record a different Waybill/Pack Slip Number for individual POs, that field also is now presented on the PO Receivings Line Item grid screen.   (July-12-2013)

Click to expand/collapseRequisition / Request-for Quote Processing

The processing of Requisitions has been enhanced.  A Requisition is now comprised of a number of items that are to be purchased.  These may consist of different items to be purchased from different suppliers, Ship-To locations, Buyers and/or Reorder Managers.  The operator may now select specific items that are to be assigned to a given "Candidate PO", (CPO), or to a "Request-for-Quote", (RFQ), that is to be printed or emailed.   You can easily replicate an RFQ to be distributed to multiple suppliers.  RFQs can be printed as PDF or MS Word documents or automatically emailed to suppliers.  As an option before converting RFQs and CPOs to a formal Purchase Order, they can be printed as PDF or MS Word documents and emailed to individuals in your company requesting them to be approved.  Once approved, they can be selected to be converted into a formal Purchase Order.   (Apr-28-2013)

Click to expand/collapseBlanket Purchase Orders

The processing of Blanket Purchase Orders has been enhanced.  When entering a Blanket Purchase Order, an Initially Approved Total Dollar amount may now be entered.  As subsequent released POs are issued against the Blanket PO, a running total is kept.  When the Initially Approved Amount is reached, no further POs may be issued.  Both the Purchase Order Inquiry, and the Purchase Order Entry function display screens show the Initially Approved amount, the Total Previously Order amount,  and the Remaining amount.   The Purchase Order Inquiry screen also displays the Highest Release # issued, and it's date.   (Jan-28-2013)


    For 2012

Click to expand/collapsePurchase Order Receiving Function

The operational routine to record the receivings of Purchase Orders has been enhanced to have an email sent to the PO's designated Buyer advising them of receipt of the goods.  Only those PO's that had been originally so flagged, will cause emails to be generated. The body of the email message, is loaded from the file named BuyerNotify_EmailMessage.TXT that must be located in the directory named Email-Templates located in the Company System's designated reports directory. (Nov-08-2012)

Click to expand/collapsePrint Requisition Function

The routine to print Requisitions has been enhanced to have a copy of those Requisitions, that had been so flagged, emailed to the designated individual who is to approve it.  They are sent as a PDF attachment. The body of the email message, is loaded from the file named Requisition_EmailMessage.TXT that must be located in the directory named Email-Templates located in the Company System's designated reports directory. (Nov-08-2012)

Click to expand/collapsePurchase Order Entry

A new check-box field has been introduced to the Purchase Order Entry screen.  It is used used to indicate that the designated Buyer is to be emailed a message when the PO's goods are received. (Nov-08-2012)

Click to expand/collapseRequisition Entry

Two new check-box fields have been introduced to the Requisition Entry screen. One is used to indicate that a printed copy of the Requisition is to be emailed to the designated Requisition User who is to approve the Requisition.  The 2nd one is used to indicate that the designated Buyer is to be emailed a message when the PO's goods are received. (Nov-08-2012)

Click to expand/collapseBuyer and Requisition User Codes Maintenance

In both the Buyer Code properties, and the Requisition User Code properties, a new field has been introduced to record the individual's email address.  These fields are used so emails can be sent to the Buyer notifying when a PO's goods are received; or to the Requisition User to request a requisition to be approved. (Nov-08-2012)


    For 2011

Click to expand/collapseStand Alone Series 5 Purchasing System

The Series 5  Purchase Order Processing system has been revised to execute as a "stand alone", system.  If used without the Series 5 Inventory system, the PO and Requisition Entry functions will not longer attempt to invite the operator to select whether the item being purchased is a Non-Inventory or not.  It will always set the flag to indicate Non-Inventory items are being entered. (Sept-08-2011)

Click to expand/collapseNew Feature to Attach Supporting Documents to Purchase Orders and Requisitions

You may now attach a variety of different documents to Purchase Orders and Requisitions.  Up to 15 separate documents may be selected, and attached and viewed from the PO Entry and Requisitions Entry functions.  These documents may also be added and viewed from the PO Inquiry functions.  The different types of documents support  are as follows:


Bitmap ( *.BMP files)
ASCII Text  ( *.TXT files)
MS Word 2003 documents
MS Word 2007 documents
MS Excel 2003 documents
MS Excel 2007 documents
ASCII Text  ( *.txt files)



Click to expand/collapseRequisition Entry, Purchase Order Entry and Vendor Inventory Codes Maintenance

The operational functions to enter Requisitions and Purchase Orders, and the maintenance of Vendor's Inventory Codes, have been enhanced to handle those Inventory items that have been defined with a Matrix Set.  When a Matrix Set Item is selected  to be entered for a Purchase Order or Requisition, a Matrix Entry screen will be displayed utilizing a grid.   On this grid screen, Quantities and Unit Cost information associated to applicable transactions may quickly be entered for sets of items having the same attribute variations. (ie. You may assign a value to be applied to a given row, column, or the entire matrix). When a non-zero Quantity is recorded, an associated PO Line Item Transaction(s) are automatically added.  When a Zero Quantity is record, the associated PO Line Item Transaction(s) are automatically deleted.  The displayed Matrix screen handles up to a 3-dimensional Matrix Set definition.  For those Matrix Sets with more than 1 dimension, you may choose to display different Attribute sets on any of the three possible dimension axis. (Mar-20-2011)

Click to expand/collapseSupport for Matrix Set Inventory Items

The Purchase Order Processing system has been enhanced to provide support for the Inventory Systems' implementation of Matrix Set defined Inventory Items.  These are items that have variations in color or size, for example clothing.  Some features of the implementation of Matrix Inventory are as follows:


Variations of inventory items are defined by a Matrix Set.  A given Matrix set may be applied to more than one inventory item
For each Matrix Set, you may define up to 3 Dimensions.  In other words have three different kinds of variant attributes per item. For example blue jeans have a waist size, a inseam length and a style.  These each would be be called a Dimension.
For each Dimension you may define up to 35 attributes.  For blue jeans you might have 10 different waist sizes, and these are Attributes.
The Inventory Item and it's Matrix set variations are defined using a 23 character Inventory Item Code.  Each Dimension of the Item Code is made up of up to 3 characters.  So for example you might have an item that has 3 dimensions and they would be coded as    JEANS:32W:29I:RLX for blue jeans with a 32 inch waist, 29 inch inseam, relax fit.
When an Inventory Item defined with a Matrix Set is selected by the PO or Requisition Entry functions, a matrix grid display screen is presented, on which the different variants of the item may be presented in alternative display options.  Quantities to be ordered and the unit prices may be edited directly on the matrix.


All Inquiry functions and reporting functions available to the Purchase Order Processing system have been revised accordingly.   (Mar-20-2011)

Click to expand/collapseIntegrated context sensitive Help

Help has been introduced to the Purchase Order Processing system.  As well, manuals are available. (Jan-10-2011)