Introduction

The following tables provide examples of how you might use the Passport Business Solutions Purchase Order to perform various daily and periodic tasks.

While we present the tasks in a logical order, you should adjust the checklists as necessary to meet your own needs. You may wish to consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations.

Daily Operations Checklist

The following table lists tasks for daily operations.

Daily Operations Checklist
Each Day	Each Day, As Needed
Enter new vendor items using Vendor items. Read more in the Set Up Vendor Items chapter.
	Print the Purchasing Advice Report to aid you in planning your purchases for the near future. (Requires I/C). Read more in the Printing Purchasing Advice Reports section of the Pre-purchase Processing chapter.
	Print the Purchasing Worksheet as an aid to making your final purchasing decisions. From the notes you make on this worksheet, purchase orders can be entered using the Purchase orders selection. (Requires I/C).
	Inquire into which vendors stock a particular item using View vendors for an item.
	Inquire into which items a particular vendor stocks using View items for a vendor.
Enter new purchase orders using Purchase orders. Read more about this in the Purchase Orders chapter.
	Inquire into the status of purchase orders using View purchase orders.
	Inquire into orders for selected items using View purchases by item.
	Print the new purchase orders and place orders with your vendors.
	Post the new purchase orders to the permanent Purchase Order data.
	Enter changes to posted purchase orders using Changes to P.O.’s.
	Print the changed purchase orders and notify vendors of your changed orders.
	Post the changed purchase orders to the permanent Purchase Order files/tables.
Enter your receivers using Receivings. More information is available in the Receivings chapter.
	Inquire into your Receivings History using View receivings.For more information go to the Viewing Receivings section of the View chapter.
	Post your receivings to the Receivings History.
Enter your releases using Releases. Releases are documented in the Releases chapter.
	Print your released purchase orders and notify vendors of the releases.
	Post your releases to the permanent Purchase Order files/tables.

Weekly Operations Checklist

The following table lists tasks for weekly operations.

Weekly Operations Checklist
Each Week	Each Week, As Needed
	Issue purchase order numbers using Pre-purchase processing (Issue P.O.#’s). (Does not apply if you are using alphanumeric purchase order numbers. Refer to the Control Information chapter.)
Print the Blanket Orders List to verify the status of your blanket orders and to plan your releases for the coming week.
Print the Expedite Shipment Report to obtain a list of which vendors need to be contacted in the coming week to ensure on-time delivery of your orders.
Print the Follow-up Past Due Shipments Report to find out which orders have past due shipments, so that you can contact the responsible vendors in the coming week.
Print the Receipts in Excess of Quantity Ordered Report to aid you in determining the disposition of any excess quantities received.
Print the Unknown Prices Report to obtain a list of all receivings marked as having an unknown price, so that their prices can be determined (and subsequently entered using Price adjustments).
Use Price adjustments to enter prices for receivings entered without a price and to adjust the price of receivings.
	Use Clear uninvoiced receivings to mark receivings as invoiced when they will not be invoiced through the Accounts Payable module.

Periodic Operations Checklist

The following table lists tasks for periodic/monthly operations.

Periodic/Monthly Operations Checklist
Each Period	Each Period, As Needed
Print the Open Purchase Order Report to see which deliveries are expected for the coming period and which orders have been open too long.
Print the Cash Disbursements Projection Report to estimate the cash you will need to disburse over the near to medium-range future.
	Print the Uninvoiced Receivings Report to obtain a close approximation of the dollar amount of your liability for goods received but not yet invoiced.
Print the Receivings History Report before purging your closed purchase orders to obtain a printed history of your receivings for later reference. When you purge your closed purchase orders using Close and purge P.O.’s, the receivings for the closed purchase orders will also be purged.
Purge closed and cancelled purchase orders from the permanent Purchase Order files/tables. Print the Purchase Order Purge Report when purging, so that you have a record of the final state of the purchase order and its receivings before it was purged.
Print the Purchase Order Distribution Report. This report shows what you have purchased (or ordered), based on the purpose for which the items were purchased. (If you are using Job Cost, you may want to run this report more frequently to update the outstanding purchase order amounts for your jobs. See the Purchase Order Distribution section in the Reports chapter for how to do this.)

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