Product Purchasing Checklists

The following checklists are provided as examples of how you might use Product Purchasing to perform various daily and periodic tasks.

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

Daily Operations Checklist

Use the following guidelines for performing daily and periodic Product Purchasing tasks:

Each Day	Each Day as Needed
Enter and print new Purchase Orders using Purchase Orders, Enter and Print Purchase Orders.
Receive purchased goods using Receipts & Returns, Enter Receipts & Returns.
	Enter Reject Authorizations for goods that are going to be returned to vendors. You may also enter a Reject Authorization for goods that are subpar but you wish to keep. This will appear as a rejection against your Vendor’s performance statistics. Perform both tasks using Receipts & Returns, Enter Receipts & Returns.
	Remove rejected goods from inventory using Receipts & Returns, Enter Receipts & Returns. A Reject Authorization must be entered first.
Voucher, review and post Purchase Order Invoices to Accounts Payable using P.O. Invoices, Enter, P.O. Invoice Edit List and Post P.O. Invoices.
	Close completed Purchase Orders using Close Orders, Close Invoiced P.O.’s.
	Reopen Closed Purchase Orders as needed using the Purchase Orders, Reopen Closed Orders program.
	View open purchase orders using Displays, Open P.O. List, Open Orders by Vendor, or Purchase Order Items.
	View outstanding purchasing commitments using Displays or Reports Orders, Purchase Commitments.
	View Vendor Performance statistics using Displays or Reports, Other, Vendor Performance.
Enter and print Blanket Purchase Orders.
Enter and maintain Item Sources using Item Sources, Enter.
	View sources for a purchased item using Displays or Reports Other, Item Sources.
For goods being purchased overseas, enter and maintain Shipments In-Transit records to allow you to see an ETA on goods being shipped.

Periodic/Monthly Operations Checklist

Use the following guidelines for performing weekly and periodic Product Purchasing tasks:

Each Period	Each Period as Needed
Perform the period or year-end closing at the end of each period or year.
	You may opt to run the Close Orders, Close Invoiced P.O.’s on a monthly or quarterly basis.
	If you are tracking vendor performance statistics, you may choose to clear your statistics periodically or you may opt to retain a running total. If you wish to periodically clear these to start collecting statistics over, use the Item Sources, Clear Performance Statistics. The frequency is your preference though typically companies either clear these quarterly, annually or not at all.