SyteLine - Purchasing Training Workbook

SyteLine: Purchasing Training Workbook
SyteLine
September 18, 2014
Course code: 01_0010900_IEN0003_SYT
Legal notice
Copyright © 2014 Infor. All rights reserved. The word and design marks set forth herein are trademarks
and/or registered trademarks of Infor and/or related affiliates and subsidiaries. All other trademarks listed
herein are the property of their respective owners. www.infor.com.
Table of contents
About this workbook .................................................................................................................................. 1
Course overview ........................................................................................................................................ 2
Course description and agenda ................................................................................................................ 3
SyteLine user interface .............................................................................................................................. 6
Lesson 1: Purchase order planning ........................................................................................................ 10
Purchasing overview ............................................................................................................................... 11
Using the Time Phased Inventory Status form ........................................................................................ 12
Generating a Purchase Requirements Report ........................................................................................ 15
Material Planner Workbench Generation ................................................................................................ 17
Check your understanding....................................................................................................................... 18
Lesson 2: Vendors .................................................................................................................................... 19
Documenting vendor interactions ............................................................................................................ 20
Setting up vendors ................................................................................................................................... 21
Lesson 3: Purchase order requisitions .................................................................................................. 25
Setting purchase order requisition parameters ....................................................................................... 26
Setting purchase order requisition user limits ......................................................................................... 27
Creating a purchase order requisition ..................................................................................................... 28
Changing the line status of a purchase order requisition ........................................................................ 30
Converting a requisition into a purchase order ....................................................................................... 32
Lesson 4: Regular purchase orders ........................................................................................................ 34
Setting purchase order parameters ......................................................................................................... 35
Creating vendor contracts ....................................................................................................................... 36
Creating regular purchase orders ............................................................................................................ 39
Generating a Purchase Order Report ..................................................................................................... 42
Viewing the Purchase Order Lines Change Log ..................................................................................... 43
Lesson 5: Blanket purchase orders ........................................................................................................ 46
Creating blanket purchase orders ........................................................................................................... 47
Generating a blanket Purchase Order Report ......................................................................................... 50
Lesson 6: Buyer Home form .................................................................................................................... 53
Buyer Home form .................................................................................................................................... 54
Dashboard tab ......................................................................................................................................... 55
Navigator tab ........................................................................................................................................... 57
Tasks tab ................................................................................................................................................. 59
Flow tab ................................................................................................................................................... 60
Lesson 7: Purchase order change orders .............................................................................................. 62
Setting change order parameters ............................................................................................................ 63
Change order fields on the Purchase Orders form ................................................................................. 64
Updating purchase orders ....................................................................................................................... 65
Using the PO Change Orders form ......................................................................................................... 67
Generating a Change Order Report ........................................................................................................ 68
Lesson 8: Purchase order drop shipments ............................................................................................ 70
Completing purchase order drop shipments ........................................................................................... 71
Lesson 9: Purchase order receiving ....................................................................................................... 74
Setting purchase order receiving parameters ......................................................................................... 75
Generating a purchase order receiving list .............................................................................................. 76
Receiving purchase order materials ........................................................................................................ 77
Lesson 10: Purchase order vouchering ................................................................................................. 79
Generating vouchers ............................................................................................................................... 80
Lesson 11: Purchase order returns ........................................................................................................ 82
Completing a purchase order return ........................................................................................................ 83
Generating a Vendor Voucher/Debit Memo Report ................................................................................ 86
Course summary ....................................................................................................................................... 88
Course review .......................................................................................................................................... 89
Appendix A: Landed cost ......................................................................................................................... 93
Using the landed cost feature .................................................................................................................. 94
Generating landed cost vouchers ............................................................................................................ 96
Appendix B: Purchasing reports and utilities ........................................................................................ 98
Reports .................................................................................................................................................... 99
Utilities ................................................................................................................................................... 102
Appendix C: Letters of credit (LCR) ...................................................................................................... 104
Issuing vendor LCRs ............................................................................................................................. 105
Appendix D: Goods receiving notes (GRN).......................................................................................... 106
GRNs ..................................................................................................................................................... 107
Creating GRNs ...................................................................................................................................... 108
Creating GRN lines ................................................................................................................................ 109
Changing the status of a GRN............................................................................................................... 110
Generating a GRN report ...................................................................................................................... 111
ii Course introduction
© 2014 Infor Education
About this workbook
Welcome to this Infor Education course! We hope you will find this learning experience enjoyable and
instructive. This Training Workbook is designed to support the following forms of learning:
 Classroom instructor-led training
 Virtual instructor-led training
This Training Workbook is not intended for self-study or as a product user guide.
Activity data
You will be asked to complete some practice exercises during this course. Step-by-step instructions are
provided in this guide to assist you with completing the exercises. Where necessary, data columns are
included for your reference.
Your instructor will provide more information on systems used in class, including server addresses, login
IDs and passwords.
Reference materials
SyteLine reference materials are available from the following locations:
 SyteLine Help menu
 Infor Xtreme
Symbols used in this workbook
Hands-on exercise
For your reference
(“Exercise”)
Instructor demonstration
Your notes
(“Demo”)
Scenario Question
Note Answer
SyteLine: Purchasing Training Workbook 1

Course overview
Course duration
1 day
Learning objectives
Upon completion of this course, you will be able to:
 Identify purchase order planning processes.
 Describe how to set up vendors and document vendor interactions.
 Describe how to create a purchase order requisition and convert a requisition to a purchase
order.
 Describe how to create a regular purchase order and generate a Purchase Order Report.
 Describe how to create a blanket purchase order and generate a blanket Purchase Order Report.
 Identify the purpose of the Buyer Home form.
 Describe how to update a purchase order and generate a Change Order Report.
 Describe how to drop ship purchase orders and purchase order lines.
 Explain the purchase order receiving process.
 Describe how to generate a voucher.
 Explain how to complete a purchase order return.
Audience
 Customer User
 Pre-Sales Consultant
 Business Consultant
 Support
System requirements
 SyteLine 9.00 Training Environment
Prerequisite knowledge
To optimize your learning experience, Infor recommends that you have the following knowledge prior to
attending this course:
 Knowledge of SyteLine foundational concepts and how data is structured and organized in
SyteLine
 Ability to navigate the SyteLine user interface
2 Lesson 1: Purchase order planning

Course description and agenda
This course covers fundamental SyteLine purchasing functionality, including planning for purchase
orders, setting up vendors, generating purchase order requisitions, generating regular and blanket
purchase orders, processing change orders and drop shipments, receiving purchase orders, and
generating vouchers. This training is for versions: 9.00 and all previous versions.
Prerequisites:
 SyteLine User Interface Part 1 – Finding and Working with Forms
 SyteLine User Interface Part 2 – Finding and Displaying Records
 SyteLine User Interface Part 3 – Adding, Editing, and Deleting Records
 SyteLine User Interface Part 4 – Additional Record Management
Lesson Lesson title Learning objectives Day
Course overview  Review course expectations. Day 1
Lesson 1 Purchase order  Identify the purpose of the Time Phased Day 1
planning Inventory Status form.
 Describe how to generate a Purchase
Requirements Report.
 Explain material planner workbench
generation.
Lesson 2 Vendors  Describe how to document vendor Day 1

interactions.
 Describe how to set up vendors.
Lesson 3 Purchase order  Identify the fields used to set purchase Day 1
requisitions order requisition parameters.
 Identify the fields used to set purchase
order requisition user limits.
 Describe how to create a purchase order
requisition.
 Describe how to change the line status of
a purchase order requisition.
 Describe how to convert a requisition to a
purchase order.
Lesson 4 Regular purchase  Identify the fields used to set purchase Day 1
orders order parameters.
 Describe how to create a vendor
contract.
 Describe how to create a regular
purchase order.
 Describe how to generate a Purchase
Order Report.
 Identify when records will be saved to the
Purchase Order Lines Change Log.
Lesson 5 Blanket purchase  Describe how to create a blanket Day 1

purchase order.

orders  Describe how to complete purchase

order blanket releases.
 Describe how to generate a blanket
Purchase Order Report.
Lesson 6 Buyer home form  Identify the purpose of the Buyer Home Day 1
form.
 Identify the key features and functionality
of the Dashboard, Navigator, Tasks, and
Flow tabs.
Lesson 7 Purchase order  Identify the fields used to set change Day 1
change orders order parameters.
 Identify the fields related to change
orders on the Purchase Orders form.
 Describe how to update a purchase
order.
 Explain the purpose of the PO Change
Orders form.
 Describe how to generate a Change
Order Report.
Lesson 8 Purchase order  Identify the methods used to drop Day 1

drop shipments shipments.
 Describe how to drop ship purchase
orders and purchase order lines.
Lesson 9 Purchase order  Identify the fields used to set purchase Day 1
receiving order receiving parameters.
 Describe the purpose of the purchase
order receiving list.
 Explain the purchase order receiving
process.
Lesson 10 Purchase order  Describe how to generate a voucher. Day 1

vouchering
Lesson 11 Purchase order  Explain how to complete a purchase Day 1

returns order return.
 Describe how to generate a Vendor
Voucher/Debit Memo Report.
Course summary  Debrief course. Day 1
Appendix A Landed cost  Define landed cost. Day 1

 Identify the forms used with landed cost.
 Describe how to generate landed cost
vouchers.
Appendix B Purchasing reports  Identify the various purchasing reports Day 1

and utilities and utilities.

Appendix C Letters of credit  Describe how to issue vendor LCRs. Day 1

(LCR)
Appendix D Goods receiving  Identify the purpose of GRNs. Day 1

notes (GRN)  Describe how to create GRNs and GRN
lines.
 Describe how to change the status of a
GRN.
 Describe how to generate a GRN report.

SyteLine user interface
SyteLine standard user interface elements include the top navigation pane menus and the main toolbar.
SyteLine navigation pane menus and main toolbar
Navigation pane menus

You can browse all available folders through the navigation pane menus and submenus. Hovering your
mouse over each of the navigation pane menus allows you to explore the submenus contained beneath.
Navigation pane menus and submenus

You can pin submenus to the navigation pane. For example, if you know that you will be using the
Customer Service submenus frequently, you can display the menus at the top level, by pinning them to
the navigation pane.
Main toolbar
The main toolbar contains icons that allow you to quickly complete commonly used tasks in SyteLine,
such as saving data or closing a form. You can position your mouse pointer over an icon on the toolbar to
reveal its description and functionality.
Keyboard shortcuts
Some navigation pane submenus display available keyboard shortcuts that can be used to save multiple
steps when completing certain tasks.
Keyboard shortcuts

The following table displays the available shortcut keys and their actions.
Shortcut keys Action
Navigating Forms
Ctrl + F4 Close current form.
Ctrl + O Open Select Form.
Ctrl + W Open workspaces.
Ctrl + Tab Switch view to next open form.
Navigating records
Ctrl + Home Move to first editable field of form.
Tab Move to the next field.
Shift + Tab Move to the previous field.
F8 Move to the next record.
F7 Move to the previous record.
Ctrl + 1 Hide/Show 1st Splitter Pane. Toggles between Detail view and Dual view (i.e., a
partial grid displays on the left, and the record details display on the right).
Alternatively, select System > View > Hide/Show 1st Splitter Pane.
Ctrl + 2 Hide/Show 2nd Splitter Pane. Toggles between Grid view and Dual view (i.e., a
partial grid displays on the left, and the record details display on the right).
Alternatively, select System > View > Hide/Show 2nd Splitter Pane.
Editing records
F2 Activate the drop-down list.
Ctrl + N Add new record. Alternatively, select System > Actions > New. Note: The Actions
menu is only available when a form is open.
Ctrl + A Add value for current field. Alternatively, select System > Edit > Add.
Ctrl + C Copy
Ctrl + X Cut
Ctrl + V Paste
Ctrl + Z Undo. Alternatively, select System > Edit > Undo.

Shortcut keys Action
Editing records, continued
Ctrl + D Delete record. Alternatively, select System > Actions > Delete. Note: The Actions
Ctrl + F Find value for current field. Alternatively, select System > Edit > Find Value for
Current Field. Note: This is only accessible for certain field types, such as some
drop-down lists.
Ctrl + L Display details for current field drill down. Alternatively, select System > Edit >
Details for Current Field. Note: This only works for certain field types, such as some
drop-down lists.
Ctrl + S Save changes. Alternatively, select System > Actions > Save. Note: The Actions
Filtering records
F3 In Filter In Place mode, cancel the filter in place and return to the collection
previously displayed. Alternatively, select System > Actions > Filter > Cancel in
Place.
F4  In Refresh mode, begin filter in place (i.e., clear the collection and go back to Filter
In Place mode). Alternatively, select System > Actions > Filter > Begin in Place.
 In Filter In Place mode, execute in place (i.e., run the filter). Alternatively, select
System > Actions > Filter > Execute in Place.
F5  In Refresh mode, refresh the current collection. Alternatively, select System >
Actions > Refresh.
 In Filter In Place mode, clear the filter in place. Alternatively, select System >
Actions > Filter > Clear in Place.
Ctrl + F5 In Refresh mode, refresh the current record. Alternatively, select System > Actions >
Refresh current.
Ctrl + F2 In Refresh mode, repeat Find Value in Collection. Alternatively, select System > Edit
> Repeat Find.
Ctrl + Q In Refresh or New mode, open associated query form to specify filter criteria.
Alternatively, select System > Actions > Filter > By Query.
Other
F1 Open field level help topic.
Ctrl + E Toggle design mode on and off. Alternatively, select System > Edit > Design Mode.
Ctrl + P Print

Field types
The following tables display the field types available in SyteLine with a brief description:
Field type Description
Required, system-generated, and read-only fields
 Any field that is required will have a red star

 A system-generated field will have a green star
 A field with no border around the data is read-only
Standard GUI fields
Check box indicating Yes or No
Radio button to select one option from multiple choices
Drop-down list to select one option from multiple choices
Forms and reports

Basic SyteLine elements include forms and reports. Forms provide an organized view to the data stored
in the database. Just about everything you do in SyteLine uses a form element. You use different types of
forms depending on whether you need to add new information, modify existing information, or view the
details of a specific record.
 Forms are made up of records that contain multiple fields of data. Records consist of a group of
related pieces of information. Fields are the basic elements that display the related data pieces
and are grouped together to make up a record.
 When a form displays multiple records, it is referred to as a collection. A collection displays
multiple records that have some commonality.
Reports are used to organize and present filtered collections of related data.

Lesson 1: Purchase order planning
Estimated time
30 minutes
Learning objectives
After completing this lesson, you will be able to:
 Identify the purpose of the Time Phased Inventory Status form.
 Describe how to generate a Purchase Requirements Report.
 Explain material planner workbench generation.
Topics
 Using the Time Phased Inventory Status form
 Generating a Purchase Requirements Report
 Material planner workbench generation

Purchasing overview
Purchasing allows you to enter, generate, track, and receive purchase orders to improve material
movement and inventory level management. The SyteLine purchasing functionality supports a company
in managing its expenditures and reimbursing vendors promptly for services or goods provided.
Through purchasing, you create purchase order requisitions for requesting items or services. After a
requisition is approved, it becomes a purchase order. You can then use the purchase order to authorize
payments and ensure that the correct items are received.
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Using the Time Phased Inventory Status form
The Time Phased Inventory Status form displays projected requirements and replenishments of an item.
Specifically, this form displays, by item, the on-hand quantity, and by date, the projected on-hand
requirement/receipt quantities, reference, and customer/vendor name.
Demo: View the time-phased inventory status for an item

Your instructor will demonstrate how to view the time-phased inventory status form for an
item.
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Exercise 1.1: View the time-phased inventory status for an item

In this exercise, you will view the time-phased inventory status form for the steel, chromium
item.
Exercise steps
1. Double-click the SyteLine Smart Client icon on the desktop.
2. Log in using the information provided by the instructor. The Infor SyteLine application opens.
3. Select Master Explorer > Modules > Material > Inventory > Time Phased Inventory Status
from the menu bar. The Time Phased Inventory Status form opens.
4. Click Filter In Place on the toolbar to turn off the filter-in-place mode.
5. Select AL-10000 from the list of items in the left pane. This is the item number used to identify
this item when it is being ordered, counted, planned, shipped, received, referenced, and so on.
6. Verify 3,260.000 displays in the Quantity On Hand field. This is the total quantity of the item at all
nettable stockroom locations. Note: A check box on the Item Stockroom Locations form
determines whether a location is nettable.

7. Verify the following data for the second line item listed with Cromax Metals in the Cust / Vend /
Parent field:
Field Value Description
Projected On 3,270.000 The quantity left after the transaction is completed. The
Hand Projected On Hand amount is calculated from the
following:
 For customer orders: Planned and Ordered status
 For purchase orders: Planned and Ordered status
 For job orders: Firm and Released status
 For warehouse transfer orders: Ordered and Transit
status
 Production schedules: Released status
Requirement 10.000 The sum of outstanding items to be shipped on customer

/Receipt orders, shipped on transfers, and issued to jobs or
production schedules; or the sum of outstanding items to
be received on purchase orders, received from transfers,
and received from jobs displays.
Source XPO 45 1 The source information for the replenishment of the item,
including:
 CO (Customer Order)
 JM (Job Material)
 JOB (Job - Finished Item)
 PO (Purchase Order).
 PS (Production Schedule)
 TRN (Transfer)
Note: Source text preceded by an X, for example, XPO

or XCO, indicates it has been cross-referenced.
Cust / Vend / Cromax The name of the customer ordering the item or the
Parent Metals vendor supplying the item. For customer orders, the
customer is displayed and for purchase orders, the
vendor is displayed.
8. Select the sixth line item with Carolina Frames, Inc. listed in the Cust / Vend / Parent field.
9. Verify the following data:
Field Value
Projected On Hand 2,659.000
Requirement/Receipt -10.000
Source XCO 108 1

10. Click the Source button to show the cross-referenced customer order. The Customer Order
Lines form opens for the Carolina Frames, Inc. customer displaying the source information for
the replenishment of this item. Note: Depending on the line item selected, clicking the Source
button provides quick access to the following forms:
 Customer Order Line/Releases
 Customer Order Blanket Line/Releases
 Purchase Order Line/Releases
 Purchase Order Blanket Line/Releases
 Job Orders
 Job Materials
 Transfer Line Items
 Production Schedules
 Production Schedule Materials
11. Click x on the Customer Order Lines tab to close the form and return to the Time Phased
Inventory Status form.
12. Click x on the Time Phased Inventory Status tab to close it.

Generating a Purchase Requirements Report
The Purchase Requirements Report identifies requirements for both purchased and manufactured items.
An item displays on the report if the sum of its quantities on hand, on order, and in process, minus its
quantities allocated to both orders and jobs, is less than its safety stock quantity.
This report enables you to see which items have on-hand amounts that fall below zero and for which an
order should be placed to prevent the on-hand quantity from going below safety stock.
Output fields
The following table displays important fields displayed in the Purchase Requirements Report and
provides a brief description of each
Field Description
On Order Unreceived quantities on purchase order line items with a status of Ordered
WIP Outstanding production quantities on jobs
Alloc Mfg Outstanding job material quantities required on parent jobs with a status of
Released
Alloc Order Unshipped quantities on customer order line items with a status of Released
Net Equals: On Hand - Safety Stock - Alloc Order - Alloc Job / On Order / Qty
Requirement WIP
Sugg. Qty Displays the suggested manufacturing or purchasing quantity based on the
lot size specified on the General tab of the Items form
Vendor 1 The primary vendor
Vendor 2 The secondary vendor
Demo: Generate a Purchase Requirements Report

Your instructor will demonstrate how to generate a Purchase Requirements Report.
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Exercise 1.2: Generate a Purchase Requirements Report
In this exercise, you will generate a Purchase Requirements Report.
Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Orders > Reports > Purchase
Requirements Report from the menu bar. The Purchase Requirements Report opens.
2. Select the Time Phase Detail check box to display depletions and replenishments in order by
date.
3. Select the Show Depletions check box to display the source of each item's stock depletions.
4. Select the Show Replenishments check box to display the source of each item's stock
replenishments.
5. Clear the Manufactured check box in the Source area.
6. Clear the Transferred check box in the Source area.
7. Verify the Purchased check box is selected in the Source area.
8. Select RF-10000 Relectors,Rear from the Item drop-down list.
9. Verify RF-10000 Relectors,Rear displays in the second Item drop-down list.
10. Click Preview. The Report Viewer displays the Purchase Requirements Report for the RF-
10000 item.
11. Verify the Sugg Qty field displays 291, the same as the net requirement.
12. Verify the On Hand amount does not fall below 0. Note: The current on hand amount is 364 and
the 530 items that will be received are not taken into account when determining the on-hand
amount.
13. Verify the RF-10000 item displays Yes in the Stocked field.
14. Close the Report Viewer to return to the Purchase Requirements Report.
15. Close the Purchase Requirements Report.

Material Planner Workbench Generation
The Material Planner Workbench Generation form can be used to create planned supply orders to
replenish items in instances where the on-hand inventory falls below safety stock.
After using the Material Planner Workbench Generation form, the system then places the item
replenishment data on the Material Planner Workbench form, where you can review it, make changes,
and firm it into purchase requisitions and purchase orders.
Demo: Using the Material Planner Workbench Generation form

Your instructor will demonstrate how to generate planning data using the Material Planner
Workbench Generation form and then review this data on the Material Planner Workbench
form.
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Check your understanding
Which of the following forms displays projected requirements and replenishments of an

item?
a) Material Planner Workbench Generation
b) Material Planner Workbench
c) Purchasing Parameters
d) Time Phased Inventory Status
Match each of the following Purchase Requirements Report output fields with its
corresponding description. The possible output fields are: On Order, WIP, Alloc Mfg, and
Alloc Order.
Description Output field
Unreceived quantities on purchase order line

items with a status of Ordered
Outstanding production quantities on Released
jobs
Outstanding job material quantities required on
Released parent jobs
Unshipped quantities on customer order line
items with a status of Ordered
After using the Material Planner Workbench Generation form, the system then places the
item replenishment data on the Purchasing Requirements Report, where you can review it,
make changes, and firm it into purchase orders?
a) True
b) False

Lesson 2: Vendors
Estimated time
30 minutes
Learning objectives
 Describe how to document vendor interactions.
 Describe how to set up vendors.
Topics
 Documenting vendor interactions
 Setting up vendors

Documenting vendor interactions
You use the Vendor Interactions form to record, track, and manage communication between you and your
vendors. For example, if a vendor promised delivery of an item on a specific date, you would enter this
information on this form. You can track information such as the date and time of the interaction, notes
about the interaction, and any follow-up dates and contact information.
Demo: Log a vendor interaction

Your instructor will demonstrate how to log a vendor interaction on the Vendor Interactions
form.
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Exercise 2.1: Log a vendor interaction

In this exercise, you will log the details from an interaction with the vendor Cromax Metals.
Exercise steps
1. Select Master Explorer > Modules > Vendor > General > Vendor Interactions. The Vendor
Interactions form opens.
3. Click Create a new object in the current collection on the toolbar.
4. Verify Active displays in the Status field.
5. Select New Orders from the Topic drop-down list.
6. Select 6 Cromax Metals from the Vendor drop-down list.
7. Click the Calendar icon in the Interaction Date field. A calendar opens.
8. Select the current date in the calendar.
9. Click the Calendar icon in the Follow-Up Date field. A calendar opens.
10. Select <the date seven days from the current date> in the calendar.
11. Type <your name> in the Entry Name column.
12. Type the following in the blank notes field.
I spoke to Jeff and expressed our concerns with the late purchase orders. He promised he would
expedite the outstanding orders and inform shipping of the issue.
13. Click Save modified data and close form (OK) on the toolbar to close the Vendor Interactions
form.
20 Lesson 2: Vendors
Setting up vendors
You enter vendor data on the Vendors form. This form allows you to maintain a record for each vendor
with whom your company does business. Vendor data includes items such as the vendor’s name,
address, terms, and bank code.
A red asterisk displays next to the Terms and Bank Codes fields indicating they are
required fields.
After you set up a vendor, the system maintains and automatically updates the relative purchasing
information for that vendor, including year-to-date and previous year purchasing data. Setting up vendors
also allows you to access vendor performance information, vendor interactions, and a listing of vendor
information for items purchased regularly, in order to ensure you have selected the best vendor for each
purchase.
Remit To tab
The Remit To tab allows you to select a different vendor to send correspondence and payments to if your
vendor has different ship-from and remit-to locations.
A remit to vendor must also be assigned a unique vendor number.
General tab
The General tab allows you to enter general information about a vendor, including purchase account
information and vendor contract pricing.
On the General tab, the Purchases field allows you to the select general ledger account that should be
used as the default expense account for all items purchased from this vendor that are not maintained in
the Items form.
The Use Order Date and Use Due Date options allow you to set this vendor’s contract pricing according
to the purchase order's creation date or due date.
The Use Order Date and Use Due Date options will be discussed in further detail in Lesson
4: Regular purchase orders.
Contacts tab
The Contacts tab allows you to enter and view information about contacts for the vendor. Selecting the
Minority Owned check box allows you to indicate if a vendor is minority owned.
Minority types can be managed on the Minority Types form.

Payment Hold tab
The Payment Hold tab allows you to view a vendor’s payment history and to place a vendor on payment
hold if their goods or services are unacceptable.
The Payment Hold User field automatically defaults to the user's initials, and the Payment Hold Date
defaults to the date the vendor is placed on hold.
This tab also maintains purchasing totals for each vendor. These fields are automatically updated when
running the A/P Year End utility.
You also have the ability to place vouchers on hold in accounts payable.
Payment Hist tab

The Payment Hist tab allows you to maintain a payment history record for a vendor. The system
automatically updates the Purchases YTD field when a voucher is posted and the Discounts YTD field
when a payment is posted within the discount period.
The Purchases Last Yr, Payments Last Yr, and Discounts Last Yr fields are updated when running the
A/P Year End utility.
Demo: Set up a vendor

Your instructor will demonstrate how to set up a vendor.
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Exercise 2.2: Set up a vendor

In this exercise, you will enter information for the new vendor MP Parts Company, so that
Progressive Cycles can purchase padded seats from them.
Exercise steps
1. Select Master Explorer > Modules > Vendor > General > Vendors. The Vendors form opens
displaying the Remit To tab.
4. Leave the Vendor field blank to allow SyteLine to automatically generate and assign a number to
the vendor. Note: Vendor numbers can be alphanumeric and will use any prefix you have
specified in the PO Prefix field on the General tab of the Purchasing Parameters form.
5. Press Tab.
6. Type MP Parts Company in the blank field to the right of the Vendor field.
7. Type 2601 Broadway Ave in the Address (1) field.
8. Type Lorain in the City field.
9. Select OH Ohio from the Prov/ST drop-down list.
10. Type 44052-1234 in the Post/ZIP field.
11. Select 2% 2/10 Net 30 from the Terms drop-down list.
12. Select BK1 Universal Savings from the Bank Code drop-down list.
13. Type P (for parts) in the Type field.
14. Click the General tab.
15. Select UPS United Parcel from the Ship Via drop-down list.
16. Click the Contacts tab.
17. Type John North in the Contact field.
18. Type 216-785-6320 in the Phone field.
19. Type 216-785-5320 in the Fax field.
20. Click Save. SyteLine generates a vendor number for this vendor and displays it in the Vendor
field. Note: Write down the system-generated vendor number for reference in later exercises.
21. Click Save modified data and close form (OK) on the toolbar to close the Vendors form.

If you spoke with a vendor and they promised delivery of an item on a specific date, which
of the following forms could you use to track the details of this conversation?
a) Vendors
b) Vendor Interactions
c) Vendor Notes
d) Vendor Communications
Which of the following tabs on the Vendors form allows you to enter purchase account
information about a vendor and vendor contract pricing?
a) General
b) Remit To
c) Contacts
d) Payment Hist
The Payment Hold tab allows you to view a vendor’s payment history and to place a
vendor on payment hold if their goods or services are unacceptable.
a) True
b) False
Lesson 3: Purchase order requisitions
Estimated time
30 minutes
Learning objectives
 Identify the fields used to set purchase order requisition parameters.
 Identify the fields used to set purchase order requisition user limits.
 Describe how to create a purchase order requisition.
 Describe how to change the line status of a purchase order requisition.
 Describe how to convert a requisition to a purchase order.
Topics
 Setting purchase order requisition parameters
 Setting purchase order requisition user limits
 Creating a purchase order requisition
 Changing the line status of a purchase order requisition
 Converting a requisition to a purchase order

Setting purchase order requisition parameters
A purchase order requisition can be optionally used as an interim step in the process of requesting goods
or services. After a requisition is created and approved, it can be converted into a purchase order.
You set purchase order requisition parameters on the Purchasing Parameters form. The following table
displays the fields used to set default values for purchase order requisitions and provides a brief
description of each.
Field Description
PO Req Prefix Specify the prefix to be used for purchase order requisitions. The default
reference for a purchase order requisition item is "R".
Create PO Reqs from Select this check box to create a purchase order requisition (instead of a
Customer Order purchase order) from a customer order.
Transfer Order purchase order) from a transfer order.
BOM purchase order) from a bill of materials (BOM).
Job purchase order) from a job.
Demo: Set purchase order requisition parameters

Your instructor will demonstrate how to set purchase order requisition parameters on the
Purchasing Parameters form.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
26 Lesson 3: Purchase order requisitions

Setting purchase order requisition user limits
You set purchase order requisition limits for users on the Additional Info tab of the Users form. Entering a
dollar limit in the PO Req Limit and PO Req Line Limit determines whether a user can approve purchase
order requisitions and purchase order requisition lines.
When a user changes the status of a purchase order requisition or requisition line to Approved, SyteLine
checks to determine if the total dollar amount is less than or equal to the user’s limits entered in these
fields. If the amount is greater than the limit, approval will not be allowed.
Demo: Set purchase order requisition user limits

Your instructor will demonstrate how to set purchase order requisition user limits.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Creating a purchase order requisition
You use the Purchase Order Requisitions form to create a purchase order requisition. This form contains
important information about the requisition, including the requisition date, cost, requestor, approver, and
default warehouse information.
In addition, the current status of the requisition displays on this form. The following table displays the
requisition statuses and provides a brief description of each:
Field Description
Requested The requisition is in its planning stage and has not been converted to a purchase
order.
Converted The requisition has been converted into a purchase order.
History The purchase order has been created. This status should be considered the archive.
Purchase Order Requisition Lines form

The Purchase Order Requisition Lines form is used to identify the requisition line items that can be
converted into purchase order line items. The form includes important information, such as the line’s
status, due date, requisition code, quantity ordered, and unit of measure.
The General tab of this form includes information such as the vendor number and name, the buyer, the
general ledger account number, and the planned unit cost.
Purchase order requisition lines can be entered for items that have not been entered into
the Items form.
Demo: Create a purchase order requisition

Your instructor will demonstrate how to create a purchase order requisition.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 3.1: Create a purchase order requisition

In this exercise, you will create a purchase order requisition to receive 100 pounds of the
AL – 10000 item two weeks from the current date due to a shortage of material.

Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Requisitions > Purchase Order
Requisitions from the menu bar. The Purchase Order Requisitions form opens.
4. Click Save on the toolbar. The system generates a purchase order requisition number and
displays it in the Requisition field. Note: Write down the system-generated purchase order
requisition number for reference in the next exercise.
5. Click the Lines button. The Purchase Order Requisition Lines form opens.
6. Select AL-10000 Steel,Chromium from the Item drop-down list.
7. Select <the date two weeks from the current date> from the calendar in the Due Date field.
8. Type 100.00 in the Ordered field.
9. Verify LB displays next to the value of 100.00.
10. Click Save modified data and close form (OK) on the toolbar to close the Purchase Order
Requisition Lines form and return to the Purchase Order Requisitions form. Note: Do not
close the Purchase Order Requisitions form.

Changing the line status of a purchase order
requisition
You can manually change the status of a requisition line item on the Purchase Order Requisition Lines
form. This is useful when you only need to change the status of one or two line items. However, to
change the status for a specified range of lines within a requisition, you can use the Change PO
Requisition Status utility.
The following table displays the available line statuses and provides a brief description of each.
Field Description
Requested Line items that have been added, but not yet approved. Can be changed to
Approved, Disapproved, or Stopped.
Approved Line items that have been approved to be converted into purchase order line items.
Can be changed to Requested or Stopped.
Disapproved This status refers to lines that have been rejected for approval and conversion. Can
be changed to Approved, History, or Requested.
Stopped This status refers to lines that have been stopped in the approval process. Can be
changed to Approved, Disapproved, History, or Requested.
Converted This status refers to purchase order requisition lines that have been converted to a
purchase order. Can be changed to History.
History This status refers to lines that are retained for archive purposes. No changes can be
made to this status.
A user must have the appropriate permissions to change a status to Approved.
Demo: Approve a purchase order requisition

Your instructor will demonstrate how to approve a purchase order requisition.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Exercise 3.2: Approve a purchase order requisition
In this exercise, you will use the Change PO Requisition Line Status form to approve the
purchase order requisition for 100 pounds of the steel chromium.
Exercise steps
1. Select Master Explorer > Modules > System > User Management > Users. The Users form
opens.
3. Select sa in the User ID pane.
4. Click the Additional Info tab.
5. Type 10,000.00 in the PO Req Limit field. This allows you to approve purchase order requisitions
up to the specified amount of 10000.00.
6. Type 10,000.00 in the PO Req Line Limit field. This allows you to approve purchase order
requisition lines up to the specified amount of 10000.00 when logged in as the approver.
7. Click Save modified data and close form (OK) on the toolbar to close the Users form.
8. Log in to SyteLine as sa or the approver.
9. Select Master Explorer > Modules > Vendor > Purchase Requisitions > Utilities > Change
PO Requisition Line Status from the menu bar. The Change PO Requisition Line Status form
opens.
10. Select the purchase order requisition number the system generated for 100 pounds of AL-10000
from the PO Requisition Starting and Ending fields.
11. Type 1 in the Line field.
12. Select sa from the Approver drop-down list.
13. Verify Requested displays in the Old Status field.
14. Verify Approved displays in the New Status field.
15. Verify the Preview option is selected.
16. Click Process. An Infor SyteLine dialog box displays indicating that the purchase order
requisition line was processed.
17. Click OK.
18. Select the Commit option. You can now convert the requisition to a purchase order.
19. Click Process. An Infor SyteLine dialog box displays indicating that the purchase order
requisition line was processed.
20. Close the Change PO Requisition Line Status form.
21. Log out of SyteLine as sa or approver and return to your SyteLine session.

Converting a requisition into a purchase order
After a requisition is created and approved, it can be converted into a purchase order using the Convert
PO Requisition utility. This utility allows you to convert approved purchase order requisition lines to
purchase order line items.
All requisition line items must have a status of Approved and an associated vendor to be
converted. If you select a range of lines for a requisition that have different vendors, the
system will create a new purchase order for each vendor encountered.
Demo: Convert a requisition to a purchase order

Your instructor will demonstrate how to convert an approved purchase order requisition to
a purchase order.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 3.3: Convert a requisition to a purchase order

In this exercise, you will convert the purchase order requisition you approved in the
previous exercise to a purchase order.
Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Requisitions > Activities > Convert
PO Requisition. The Convert PO Requisition form opens.
2. Select the purchase order requisition that was approved in the previous exercise from the PO
Requisition drop-down list.
3. Verify 1 displays in the Start Line and End Line fields.
4. Verify Regular displays in the PO Type field.
5. Leave the PO field blank so the system automatically generates a purchase order number.
6. Click Process. An Infor SyteLine dialog box displays indication one purchase order requisition
line was processed.
7. Click OK. The system-generated purchase order number displays in the PO Num column for the
converted requisition.
8. Close the Convert PO Requisition form.

After a purchase order requisition is created and approved, it can be converted into a
purchase order.
a) True
b) False
Entering a dollar amount in the ____________ field on the Additional Info tab of the Users
form determines whether a user can approve purchase order requisitions?
a) Create PO Reqs from Customer Order
b) PO Req Limit
c) PO Req Prefix
d) Requisition
Match the purchase order requisition line status with its corresponding description. The
possible line statuses are: Stopped, Requested, Approved, Converted, and
Disapproved.
Description Purchase order requisition line status
Can be changed to Approved,

Disapproved, or Stopped
Can be changed to Requested or
Stopped
Can be changed to Approved, History,
or Requested
Can be changed to Approved,
Disapproved, History, or Requested
Can be changed to History

Lesson 4: Regular purchase orders
Estimated time
30 minutes
Learning objectives
 Identify the fields used to set purchase order parameters.
 Describe how to create a vendor contract.
 Describe how to create a regular purchase order.
 Describe how to generate a Purchase Order Report.
 Identify when records will be saved to the Purchase Order Lines Change Log.
Topics
 Setting purchase order parameters
 Creating vendor contracts.
 Creating regular purchase orders
 Generating a Purchase Order Report
 Viewing the Purchase Order Lines Change Log
34 Lesson 4: Regular purchase orders

Setting purchase order parameters
You can use the General Parameters and Purchasing Parameters forms to specify default values for
purchase orders.
Setting general parameters

There are specific fields on the General and Address tabs of the General Parameters form used to enter
default settings for use with purchase orders.
On the General tab, you specify the company name that should print on all of your purchasing reports in
the Company Name field. Your company's mailing address should also be entered on this form.
On the Address tab, you indicate whether or not you would like your company's name and address
printed on certain forms by selecting or clearing the Print Company Name on Forms check box. When this
check box is selected, the company's name and address will display on the following reports:
 Purchase Order
 Change Order
 Accounts Receivable Statements
 Order Invoicing/Credit Memos
Setting purchasing parameters

On the General tab of the Purchasing Parameters form, you specify default prefixes for purchase order
numbers in the PO Prefix field. The default alpha/numeric prefix you enter here will be used when a
purchase order is created.
A purchase order number can only be seven characters; therefore, you should not use a
long prefix.
You can also use this form to set default purchase order tolerance factors and indicate whether or not a
vendor is required on a purchase order. In addition, you can enter text to include on purchase orders in
the PO Text fields. This text is not vendor-specific and will print on all purchase reports.
Demo: Set general and purchasing parameters

Your instructor will demonstrate how to set general and purchasing parameters.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Creating vendor contracts
The Items form allows you to maintain a list of all items bought, manufactured, and sold. The Vendors
form allows you to maintain a record for each vendor with whom your company does business. On each
of these forms, there are various fields relevant to purchase orders.
Entering item data

On the Items form, the Buyer field allows you to select the default buyer to use on purchase order
requisitions. The Source field allows you to select whether the item is primarily purchased, manufactured,
or transferred from another warehouse or site.
The General tab of the Items form contains information such as the item type, unit of measurement, on-
hand quantities, and the item's product code.
Entering vendor contract pricing data

The General tab of the Vendors form allows you to specify vendor contract pricing. On the General tab,
you select one of the following options:
 Use Order Date – Allows you to set this vendor’s contract pricing according to the purchase
order's creation date. When using this option, the price on a purchase order or purchase order
requisition will be set using the option stored on the vendor record at the time the order is
created.
 Use Due Date – Allows you to set vendor contract pricing according to the purchase order's due
date.
Whenever a new purchase order line, blanket line, blanket release, or purchase order requisition line is
created; the vendor will be checked prior to setting the price, to determine which pricing method is
specified. Depending on the setting, either the purchase order date or the purchase order due date will be
used to determine the pricing table in effect for that vendor contract.
Changing the option from Use Order Date to Use Due Date does not affect orders already
created.
Entering vendor contract data

The Vendor Contracts form allows you to store and track information about specific items purchased from
a vendor.
On this form, the Vendor Item field displays the part number the vendor uses to identify this item. The
Rank field displayed below the vendor item indicates the importance of each vendor for this item. The
vendor ranked as 1 is the highest vendor.
Selecting the Master Buy Agreement option allows you to accumulate quantities of this item on the
Purchase Order Builder form, in order to determine the best quantity cost break available. All purchase
order lines being combined under a Master Buy Agreement must have the same unit of measure. This
feature is vendor-item specific; a vendor can specify some items under a Master Buy Agreement while
making other items unavailable for the Master Buy Agreement.

Vendor/Item performance values will not be updated until the line/item, line/release, or the
purchase order has a status of Complete.
The Items by Vendor report is a useful report that displays interactions from the
Item/Vendor Cross Reference file and is sorted by vendor number.
Entering vendor contract prices

Clicking the Pricing button on the Vendor Contract form links you to the Vendor Contracts Prices form.
This form allows you to store and track vendor item pricing as of the effective date. The Effective Date
should be the date on which the new price will become effective.
If a vendor charges you a different rate depending on the quantity you buy, the five Break Qty fields allow
you to record the cutoff points. The first Break Quantity must be greater than zero in order for the first
Break Quantity price to be picked up by the PO Lines, Blanket PO Lines, and PO Requisition Lines forms.
For example, if you order fewer than 100 of an item, the vendor may charge $75 per item. If you order
more than 100 of the same item, the vendor may only charge $65. For the first Break Quantity, you could
enter 1 with a Unit Cost of $75, and for the second Break Quantity, you would enter 100 with a Unit Cost
of $65.
Demo: Create a vendor contract

Your instructor will demonstrate how to create a vendor contract.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 4.1: Create a vendor contract

In this exercise, you will create a vendor contract to associate the MP Parts Company
seats with the classification of the CP - 10000 padded seats.
Exercise steps
1. Select Master Explorer > Modules > Vendor > General > Vendors. The Vendors form opens.
3. Select MP Parts Company from the Vendors pane on the left.
4. Click the Contracts button. The Vendor Contracts form opens
5. Select CP-10000 Seat,Padded from the Item drop-down list.
6. Type PDST-10 in the Vendor Item field. This is the part number MP Parts Company uses to
represent the padded seat.
7. Type 15 in the Lead Time field to indicate a lead time of 15 days.
8. Click Save on the toolbar.
9. Click the Ranks button. The Ranks for Item form opens.
10. Select the MP Parts Company vendor.
11. Click the Up button to move the MP Parts Company to Rank 1.
12. Click OK to close the Ranks for Item form and return to the Vendor Contracts form.
13. Click the Prices button. The Vendor Contract Prices form opens.
14. Select <the current date> from the calendar in the Effective Date field.
15. Type 25 in the first Break Qty row.
16. Type 3.10 in the first Unit Price row.
17. MP Parts Company has agreed to sell their padded seats according to certain price break
quantities. Use the table below to enter the following data in the remaining Break Qty and Unit
Price fields:
Break Qty Unit Price

50 2.75
150 2.50
250 2.25
500 2.10
18. Click Save modified data and close form (OK) on the toolbar to close the Vendor Contract
Prices form. Break quantities have now been set up for item CP-10000 and the MP Parts
Company is now Rank 1 for the part.
19. Click Save modified data and close form (OK) on the toolbar to close the Vendor Contracts
form.
20. Click Save modified data and close form (OK) on the toolbar to close the Vendors form.

Creating regular purchase orders
You use the Purchase Orders form to create purchase orders. These purchase orders can then be used
to authorize payment and ensure the correct items are received.
The Status field identifies the current stage of a purchase order. The following table displays the available
purchase order statuses and provides a brief description of each.
Field Description
Planned This status represents orders that are not available for processing. All purchase
orders initially display as Planned.
Ordered This status refers to open orders The status of a purchase order must be Ordered to
be able to change fields on the Purchase Orders form.
Note: Deleting a purchase order with a status of Ordered or Complete requires that
the Order Qty, Qty Received, and Qty Rejected fields equal zero. If they do not
equal zero, a message displays indicating the line cannot be deleted.
Complete Orders with this status are considered closed and all required items have been fully
received and vouchered.
History This status fulfills orders that have been completed. The History status should be
considered the archive.
The General tab of the Purchase Orders form includes the vendor's information. It also includes a Print
Price check box, which, when selected, indicates the price should print on the purchase order.
The Amounts tab includes the vendor's invoice date and the date on which the receiving transaction is
posted to the general ledger distribution journal.
Purchase order lines

The Purchase Order Lines form identifies the items being purchased. The user can add text to any
purchase order line by clicking the Change Notes button.
The Status field identifies the current stage of the line item. The following table displays the available
purchase order line statuses and provides a brief description of each.
Field Description
Planned This status refers to line items that have been added, but not yet processed.
Ordered The status is automatically changed to Ordered when a purchase order is printed.
Line items of this status are available to receive items.
Filled The status is automatically changed to Filled when the quantity ordered on the line
has been received entirely.
Complete Line items of this status are considered closed and not accessible for any future
processing.

General tab
If the current purchase order line, blanket release, or requisition line was formed from a planned order
that has been expedited, the Expedited check box will be selected. If you modify a due date in such a way
that the item is now expedited, you can manually select this check box as long as the line status is
Planned or Ordered.
Costs tab
The purchase order cost breakout information can be updated on the Costs tab. On this tab, you can
enter material, duty, brokerage, and freight costs for the current line item. The sum of the cost fields is
totaled and displays in the Item Cost field.
Selecting the Overridden check box will override the landed cost allocation process. Refer
to Appendix A: Landed Cost for more information.
Demo: Create a purchase order

Your instructor will demonstrate how to create a purchase order.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 4.2: Create a purchase order

In this exercise, you will purchase 200 CP - 10000 padded seats from MP Parts Company
for receipt in 20 days.
Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Orders > Purchase Orders. The
Purchase Orders form opens.
4. Leave the PO field blank so that the system will automatically generate a purchase order number.
5. Type 2484 in the Vendor PO field. This number is the order number provided by MP Parts
Company and will help determine the order's status more quickly.
6. Select MP Parts Company from the Vendor drop-down list.
7. Click the General tab.

8. Verify the Print Price check box is selected to indicate the price should print on the purchase
order.
9. Click Save on the toolbar. Note: Write down the system-generated purchase order number that
displays in the PO field for reference in later exercises.
10. Click the Lines button. The Purchase Order Lines form opens.
11. Select <the date 20 days from the current date> from the calendar in the Due Date field.
12. Select CP-10000 from the Item drop-down list. The blank field below the Item field is populated
with Seat, Padded.
13. Type 200 in the Ordered field.
Lines form.
15. Click Save modified data and close form (OK) on the toolbar to close the Purchase Orders
form.

Generating a Purchase Order Report
The Purchase Order Report allows you to print all purchase orders in a specified range. This report can
be printed and sent to a vendor to inform them of the items and quantities you need. Purchase order
reports can be generated by purchase order number, due date, vendor, and/or order date.
If you want to change the purchase order status from Planned to Ordered when you print a purchase
order, you must select the Post Status Changes check box prior to clicking the Print button. If you do not
select this check box, the purchase order report will print, but the line status will not be changed; it will
remain in a Planned status.
Multiple users can print purchase orders at the same time allowing for higher volume.
Demo: Generate a Purchase Order Report

Your instructor will demonstrate how to generate a Purchase Order Report.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 4.3: Generate a Purchase Order Report

In this exercise, you will generate a Purchase Order Report to print and send to the vendor.
Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Orders > Reports > Purchase Order
Report. The Purchase Order Report opens.
2. Select the Post Status Changes check box. This indicates the status of the purchase order
should be changed to Ordered.
3. Select the purchase order number generated in the previous exercise for MP Parts Company
from the Purchase Order Starting and Ending drop-down lists.
4. Click Print. An Infor SyteLine – Purchase Order Report dialog box displays indicating the
report was submitted.
5. Click OK.
6. Close the Purchase Order Report form.

Viewing the Purchase Order Lines Change Log
The Purchase Order Lines Change Log is a list form that displays the change logs of purchase order
lines/releases. It can be accessed as a linked form from the PO Line/Release form by selecting Actions >
List Change Log or the form can be opened directly.
Records are displayed on this form when a user:
 Creates an Ordered status purchase order line/release.
 Changes the status of a purchase order line/release from Planned to Ordered.
 Updates the Ordered Qty, any kind of costs, due date, or promise date of an Ordered status or
Filled status purchase order line/release.
 Deletes an Ordered status purchase order line/release.
 Changes the status of a purchase order line/release.
 Changes the unit of measurement (U/M) of a purchase order blanket line.
 Creates an Ordered status purchase order line/release for another site in the Purchase Order
Builder form.
The following graphic visually depicts when a purchase order line/release will or will not be saved to the
log:
Does not update change log
Updates the change log
Purchase order line/release life cycle

The change log includes the following columns.
 Activity Date
 PO
 Line
 Release
 Item
 Ordered
 U/M
 Status
 Item Cost
 Material Cost
 Freight Cost
 Duty Cost
 Brokerage Cost
 Insurance Cost
 Local Freight Cost
 Plan Cost
 Cost Adj
 Amount
 Due Date
 Promise Date

Which of the following parameters can you specify on the Purchasing Parameters form?
Select all that apply?
a) Text to include on purchase orders
b) The company name to print on purchasing reports
c) Purchase order tolerance factors
d) Prefixes for purchase order numbers
Which field on the Items form allows you to select whether an item is primarily purchased,
manufactured, or transferred from another warehouse or site?
a) Buyer
b) Item Type
c) Product Code
d) Source
Changing the option from Use Order Date to Use Due Date on the General tab of the
Vendors form affects orders already created.
a) True
b) False
If a vendor charges you a different rate depending on the quantity you buy, on which form
can you enter amounts in the Break Qty fields to record the cutoff points?
a) Vendors
b) Vendor Contracts
c) Vendor Contracts Prices
d) Items
The Purchase Order Lines Change Log is a list form that displays the change logs of
purchase order lines/releases. Records are displayed on this form when a user does which
of the following? Select all that apply.
a) Updates an Ordered status purchase order line/release
b) Deletes an ordered status purchase order line/release
c) Changes the status of a purchase order line/release
d) Changes the U/M of a purchase order blanket line

Lesson 5: Blanket purchase orders
Estimated time
30 minutes
Learning objectives
 Describe how to create a blanket purchase order.
 Describe how to complete purchase order blanket releases.
 Describe how to generate a blanket Purchase Order Report.
Topics
 Creating blanket purchase orders
 Generating a blanket Purchase Order Report
46 Lesson 5: Blanket purchase orders

Creating blanket purchase orders
You use the Purchase Orders form to create blanket purchase orders, just as you create regular
purchase orders. However, there are some minor differences on the Purchase Orders form when creating
blanket purchase orders, including:
 The Blanket option must be selected from the Type drop-down list.
 On the Amounts tab, the Effective Date and Expiration Dates indicate whether or not the blanket
purchase order is in effect. All due dates associated with the releases on the order must fall within
these dates. These fields can be left blank for open blankets.
Purchase order blanket lines

The Purchase Order Blanket Lines form identifies each item being purchased. On this form, the Status
field identifies the current stage of the line item. The status options are the same as for regular purchase
order lines.
The quantity displayed in the Quantity field represents the total amount ordered of the line item. This
amount can be changed for Planned and Ordered lines.
The Effective Date and Expiration Date fields indicate whether or not the blanket purchase order is in
effect. You cannot purchase items before or after these dates.
Purchase order blanket release

Clicking the Release button on the Purchase Order Blanket Lines form opens the Purchase Order Blanket
Releases form. All of the releases against a purchase order blanket line must be completed using this
form.
The Release Date displayed defaults to the date the release is added into the system.
You must add the blanket order lines before the releases can be added. You can include
up to 999 line items per order and 999 releases per line item.
Demo: Create a blanket purchase order

Your instructor will demonstrate how to create a blanket purchase order.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Exercise 5.1: Create a blanket purchase order
In this exercise, you will create a blanket purchase order for 400 padded seats and 400
steel shafts from MP Parts Company. The blanket order is good for two months with
releases of 200 units each month.
Exercise steps
4. Leave the PO field blank so that the system will automatically generate a purchase order number.
5. Select Blanket from the PO Type drop-down list. Note: Once you create a regular purchase
order, you cannot change it to a blanket purchase order, so it is important to make this selection.
7. Click the Amounts tab.
8. Select <the current date> from the calendar in the Effective Date field.
9. Select <the date two months from the current date> from the calendar in the Expiration Date
field.
10. Click Save on the toolbar. Note: Write down the system-generated blanket purchase order
number that displays in the PO field for reference in later exercises.
11. Click the Lines button. The Purchase Order Blanket Lines form opens.
with Seat,Padded.
13. Type 400 in the Quantity field.
14. Press Tab.
15. Verify that 2.25 displays in the Quote Cost and Unit Cost fields.
with Shaft,Steel,14”.
19. Press Tab.
20. Type 400 in the Quantity field.
21. Verify that 2.25 displays in the Quote Cost and Unit Cost field.
23. Select the first line item from the list of line items in the left pane.
24. Click the Releases button. The Purchase Order Blanket Releases form for the CP-10000 line
item opens.
25. Type 200 in the Release Qty field.
26. Select <the date one month from the current date> from the calendar in the Release Date
field.
29. Select <two months from the current date> from the calendar in the Release Date field. Note:
Remember that the due date cannot exceed the expiration date.
Blanket Releases form and return to the Purchase Order Blanket Lines form.
31. Select the second line item from list of line items in the left pane.
32. Click the Releases button. The Purchase Order Blanket Releases form for the CP-30000 line
item opens.
34. Select <the date one month from the current date> from the calendar in the Release Date
field.
37. Select <the date two months from the current date> from the calendar in the Release Date
field.
Blanket Releases (Linked) form and return to the Purchase Order Blanket Lines form.
Blanket Lines (Linked) form.
form.

Generating a blanket Purchase Order Report
Generating a blanket Purchase Order Report is similar to generating a regular Purchase Order Report.
The Purchase Order Report form allows you to select the purchase orders you want to print. This report
can be printed and sent to a vendor to inform them of the items and quantities you need. Blanket
Purchase Order Reports can be generated by purchase order number, due date, vendor, and/or order
date.
If you would like to change the purchase order status from Planned to Ordered when you print a purchase
order, you must select the Post Status Changes check box prior to clicking the Print button. If you do not
select this check box, the Purchase Order Report will print, but the line status will not be changed; it will
remain in a Planned status.
Multiple users can print purchase orders at the same time allowing a structure for higher
volume.
Demo: Generate a blanket Purchase Order Report

Your instructor will demonstrate how to generate a blanket Purchase Order Report.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 5.2: Generate a blanket Purchase Order Report

In this exercise, you will generate a blanket Purchase Order Report that you can print and
send to the vendor.
Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Orders > Reports > Purchase Order
Report. The Purchase Order Report opens.
2. Verify the Blanket check box is selected in the PO Type area.
3. Select the blanket purchase order created in the previous exercise from the Purchase Order
Starting and Ending fields.
4. Select the Post Status Changes check box. This will change the status of the purchase order to
Ordered after printing the report.
5. Click Print. An Infor SyteLine – Purchase Order Report dialog box displays indicating the
report was submitted
6. Click OK.

Report.

When creating blanket purchase orders, the Effective Date and Expiration Dates on the
Amounts tab indicate whether or not the blanket purchase order is in effect. All due dates
associated with the releases on the order must fall within these dates.
a) True
b) False
The Release Date on the Purchase Order Blanket Releases form defaults to what
date?
a) One month from the current date
b) The same date as the expiration date
c) The same date as the effective date
d) The date the release is added into the system

Lesson 6: Buyer Home form
Estimated time
30 minutes
Learning objectives
 Identify the key features and functionality of the Dashboard, Navigator, Tasks, and Flow tabs.
Topics
 Buyer Home form
 Dashboard tab
 Navigator tab
 Tasks tab
 Flow tab

Buyer Home form
The Buyer Home form consolidates a variety of information from other parts of SyteLine and displays the
information on one form, which is intended to be used by a buyer. You access the Buyer Home form by
selecting Vendor > Buyer Home from the menu bar.
This form is not part of a permission group. To access this form, your system
administrator must provide you with authorization.
The buttons that display on the top portion of this form can be used to quickly open associated
applications. The following table displays the available buttons and provides a brief description of each.
Button Description
Word Opens Microsoft Word
Excel Opens Microsoft Excel
Outlook Opens Microsoft Outlook
Bing Opens your default internet browser and navigates to the Bing web
page
Infor 365 Support Opens your default internet browser and navigates to the Infor365
Online Support web page
If an application is not installed, its button will be inactive.
SyteLine Help
Buyer Home
54 Lesson 6: Buyer Home form

Dashboard tab
The Dashboard tab links to various forms and activities that assist with purchasing. There are also four
charts and a My Interactions tree on this tab.
My Stats
The My Stats area includes the following three links:
 Alerts
 Tasks
 Inbox
Clicking any of the links displays the Tasks tab, which includes all alerts, tasks, and inbox messages. The
alerts are further broken down as being Overdue Lines or Overdue Releases.
Forms
The Setup, Requisitions and POS, Activities, and Reporting and Analysis sections provide links to various
forms used with purchasing.
Charts
There are four charts displayed on this tab. You can position your mouse pointer over any of the columns
on a chart to view the data value for that column. The following table displays the available charts on this
form and provides a brief description of each.
Button Description
% On Time Receipts Displays the percent of on-time receipts for the last three accounting
periods, as well as the current period
Past Due By Buyer Displays the sum of purchase order item costs (purchase order item
cost * [quantity ordered - quantity received]) converted to domestic
currency grouped by buyer
Key Today This chart provides three key pieces of information:

 Late – Displays the sum of all purchase order item amounts (purchase
order item cost * (quantity ordered - quantity received)) converted to
domestic currency where the purchase order status is Planned or
Ordered, the due date is prior to the current date, and the quantity
received is less than the quantity ordered
 Funds Committed – Displays the sum of all purchase order item
amounts (purchase order item cost * quantity ordered) converted to
domestic currency where the status of the PO line is Open
 Open Payables – Displays the sum of all the open balances for all
vendors converted into domestic currency
Top 5 Vendor Displays the top five vendor committed amounts

Committed Amounts

My Interactions tree
This navigation displays data from the Vendor Interactions form, filtered by the current user’s entry name.
This information is grouped in the following ways:
 Today – Contact date is the current date
 Last 7 days – Contact date is seven days prior to the current date
 Last 30 days – Contact date is up to 30 days prior to the current date

Navigator tab
The Navigator tab includes a Buyer field and additional subtabs.
Buyer
Select a buyer in the Buyer field to filter the results by the selected buyer. If this field is cleared, all results
display in the grid. Note: This field does not apply to all tabs.
Hot List
This tab displays items where the on-hand inventory is insufficient to cover demand prior to the selected
cutoff date. If the Cutoff Date field is blank, all items where the demand is greater than the quantity on
hand, or will become greater than the quantity on hand at some point in the future, are displayed,
regardless of date. The date defaults to the current date.
Transactions
This tab provides quick access to receipts, withdrawal/returns, or all types of buyer item material
transactions.
Past Due
This tab provides an alert to the buyer of purchase order line items that are in danger of not being
received on time. Use the Due Date field to filter by due date. Items displayed have a due date on or
before the selected date. The default date is the current date. If the Due Date field is blank, all open
unshipped items are displayed.
Contracts
This tab provides quick access to vendor item pricing information. It lists buyer-related vendor contract
data items. This tab also displays costs, break quantity, and unit price for insurance, duty, freight,
brokerage, and local freight. This data is pulled from the Vendor Item Pricing form.
Planned Purchases
This tab displays planned purchases that will at some point be firmed into purchase orders. It also
includes existing purchase order requisition line data.
Exceptions
This tab displays items with planning exceptions. The data displayed is similar to the Exceptions report.
Payables
This tab displays the active A/P posted transaction detail data that exists for a selected vendor.
Standard Cost Analysis

This tab displays standard costed items showing their standard costs as compared to current unit cost.
This depicts the impact to inventory value if you were to roll current cost to standard cost.

Inventory Value
This tab displays the account balance for the current accounting period plus the previous three periods for
the inventory material account and unit code combination associated with each unique
warehouse/product code combination.

Tasks tab
The Tasks tab includes the Alerts, Tasks, and Inbox sections.
Alerts
The buttons in this section display numbers in red if the number is greater than zero and green if the
number is equal to zero. If you click the Overdue Lines button, the Purchase Order Lines form opens. If
the number on the button is red, the Purchase Order Lines form displays the number of regular purchase
order lines (the red number on the button) that are overdue as of the current date and that have a
purchase order and purchase order line status of Ordered and the quantity received is less than the
quantity ordered for a specific buyer.
Tasks
The tasks section lists the tasks assigned to the user currently logged in.
Inbox
The Inbox section lists the messages for the user currently logged in.

Flow tab
The Flow tab displays a business process flow diagram, which includes links to help topics and forms
appropriate to each step in the process flow. Double-click labeled rectangles to open help topics related
to the label and double-click squares to open forms related to that label.
Demo: Navigate the Buyer Home form

Your instructor will demonstrate how to access the Buyer Home form and navigate the
tabs.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

The My Stats area on the Dashboard tab of the Buyer Home form includes links to which of
the following? Select all that apply.
a) Alerts
b) Tasks
c) Inbox
d) Hot List
Which of the following sub tabs on the Navigator tab of the Buyer Home form provides an
alert to the buyer of purchase order line items that are in danger of not being received on
time?
a) Transactions
b) Past Due
c) Planned Purchases
d) Contracts
What tab on the Buyer Home form includes the Alerts, Tasks, and Inbox sections?
a) Dashboard
b) Navigator
c) Tasks
d) Flow

Lesson 7: Purchase order change
orders
Estimated time
30 minutes
Learning objectives
 Identify the fields used to set change order parameters.
 Identify the fields related to change orders on the Purchase Orders form.
 Describe how to update a purchase order.
 Explain the purpose of the PO Change Orders form.
 Describe how to generate a Change Order Report.
Topics
 Setting change order parameters
 Change order fields on the Purchase Orders form
 Updating purchase orders
 Using the PO Change Orders form
 Generating a Change Order Report
62 Lesson 7: Purchase order change orders

Setting change order parameters
Because a purchase order represents a contract with a vendor, SyteLine’s purchasing functionality
provides a means for changing purchase orders and tracking the changes you make.
Two fields on the Purchasing Parameters form allow you to set default values relevant to change orders.
The following table displays these fields and provides a brief description of each.
Field Description
Use PO Change Order Indicates when to use change orders. Selections from this field include:
 Never – Select this option if you never want to use change orders.
 Always – Select this option if you want SyteLine to automatically
create change order records whenever purchase order maintenance
occurs.
 Sometimes – Select this option if you want SyteLine to prompt you to
create a change order when an update is made to a purchase order or
purchase order line/release.
Amend Ordered PO Selecting this check box indicates you will be able to update any
purchase order that has a status of Ordered. When you clear this check
box, you will not be able to update any purchase orders with a status of
Ordered.
To use the Purchase Order Quick Entry form, the Use PO Change Order field must be set
to Never. You use the Purchase Order Quick Entry form to quickly create, view, and
maintain purchase orders.

Change order fields on the Purchase Orders form
If you have set the change order parameters to allow for updates to purchase orders with a status of
Ordered, you will be able to update purchase orders and purchase order lines/releases.
The Purchase Orders form provides fields specific to change orders. The following table displays these
fields and provides a brief description of each.
Field Description
Change This field displays the system-generated change order number

automatically assigned when the change order was created. This field is
only visible when change orders have occurred.
Change Status This field displays the current status of the change order. Selections
include:
 Open – This is the default status when a change order is created.
 Finalized – After all of the changes for a specific purchase order are
complete, the status must be changed to Finalized. At this point, the
change order is ready to be printed. Note: It is important that the
status of the change order is changed to Finalized prior to printing the
change order.
 Printed – Printing a change order will automatically change the status
to Printed. You can also manually change the status to Printed. The
next update to the purchase order will create a new change order.
Note: The system will not allow for the creation of another change
order against the same purchase order, until the status of the previous
one is Printed.

Updating purchase orders
When the Use PO Change Order parameter is set to Sometimes, and an update is made to a purchase
order with a status of Ordered, a dialog box displays asking if a change order should be completed. You
can click the Change Notes button to enter text about the change order. This text can then be printed on
the Change Order Report.
Demo: Update a purchase order

Your instructor will demonstrate how to update a purchase order.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 7.1: Update a purchase order

In this exercise, you will update the regular purchase order Progressive Cycles originally
created for 200 padded seats from MP Parts Company to 250 padded seats.
Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Orders > Files > Purchasing
Parameters. The Purchasing Parameters form opens with the General tab displayed.
2. Select Sometimes from the Use PO Change Order drop-down list. This allows you track
changes to purchase orders with a status of Ordered.
3. Click Save modified data and close form (OK) on the toolbar to close the Purchasing
Parameters form.
4. Select Vendor > Purchase Orders > Purchase Orders. The Purchase Orders form opens.
6. Select the regular purchase order you created for 200 CP - 10000 padded seats from MP Parts
Company from the PO pane on the left.
8. Type 250 in the Ordered field.
9. Click Save. An Infor SyteLine dialog box displays the message: [Create PO Change Order] will
be performed.
10. Click OK.
11. Click the Change Notes button. The Object Notes (Modal) form opens.
12. Type PO Change Note in the Subject field.

13. Type Additional material needed for Job 1218. Changed the quantity from 200 to 250. in the Note
field.
14. Click Save modified data and close form (OK) on the toolbar to close the Object Notes form.
Lines (Linked) form.
form.

Using the PO Change Orders form
The PO Change Orders form is the batch holding file of all the change orders against purchase orders in
the system. On this form, the status of the change order displays along with the most recent change order
number. From here, you can view the text associated with the change order, as well as change the status
of the change order.
Warning messages will be generated indicating that an open change order exists when completing the
following activities:
 Receiving a purchase order
 Generating a purchase order receiving list
 Generating accounts payable transactions
 Changing the purchase order status to Complete or History
Demo: Update the status of a change order

Your instructor will demonstrate how to use the PO Change Orders form to update the
status of a change order.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 7.2: Update the status of a change order

In this exercise, you will use the PO Change Orders form to update the status of the
change order to Finalized.
Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Orders > PO Change Orders. The
PO Change Orders form opens.
3. Select the change order from the previous exercise in the PO pane on the left.
4. Select Finalized from the Change Status drop-down list.
5. Click Save modified data and close form (OK) on the toolbar to close the PO Change Orders
form.

Generating a Change Order Report
The Change Order Report allows you to print all change orders in a format similar to the Purchase Order
Report. This report can be printed and sent to a vendor to inform them of the changes that have been
made. Change order reports can be sorted by PO number, change status, and vendor.
Printing the report will change the status of the change order from Finalized to Printed. The
destination must be set to Printer or File in order to successfully change the status.
Demo: Generate a Change Order Report

Your instructor will demonstrate how to generate a Change Order Report.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 7.3: Generate a Change Order Report

In this exercise, you will generate a Change Order Report to print the change order you
just completed.
Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Orders > Reports > Change Order
Report. The Change Order Report opens.
2. Select the purchase order for 250 padded seats from MP Parts Company from the Purchase
Order Starting and Ending drop-down lists.
3. Click Print. An Infor SyteLine – Change Order Report dialog box displays indicating the report
was submitted.
4. Click OK.
5. Click Save modified data and close form (OK) on the toolbar to close the Change Order
Report.
6. Select Master Explorer > Modules > Vendor > Purchase Orders > PO Change Orders. The
PO Change Orders form opens.
8. Select the change order from the PO pane on the left. Notice the status of the purchase order has
automatically changed to Printed in the Change Status field.
9. Close the PO Change Orders form.

What parameter should you select from the Use PO Change Order field on the Purchasing
Parameters form if you want SyteLine to automatically create change order records
whenever purchase order maintenance occurs?
a) Always
b) Never
c) Sometimes
d) Every
Which of the following is the default status when a change order is created?
a) Ordered
b) Planned
c) Open
d) Finalized
Warning messages will be generated indicating that an open change order exists when
completing the following activities. Select all that apply.
a) Receiving a purchase order
b) Generating a purchase order receiving list
c) Generating accounts payable transactions
d) Changing the purchase order status to Complete or History

Lesson 8: Purchase order drop
shipments
Estimated time
30 minutes
Learning objectives
 Identify the methods used to drop shipments.
Topics
 Completing purchase order drop shipments
70 Lesson 8: Purchase order drop shipments

Completing purchase order drop shipments
Drop shipping allows you to ship products directly from a vendor to a specified location, such as a
customer or warehouse.
The SyteLine drop shipment function allows drop shipments from:
 Entire purchase orders
 Line items on regular purchase orders
 Line items on purchase order blanket releases
Drop shipping a purchase order

You drop ship an entire purchase order from the Purchase Orders form. To drop ship a purchase order,
you must specify a Drop Ship To location. The following table displays the Drop Ship To options on the
Purchase Orders form and provides a brief description of each.
Field Description
None Drop ships to the vendor’s address.
Warehouse Drop ships to an existing warehouse. You will need to specify the
warehouse when you select this option.
Drop Ship To Drop ships to an address already specified in the Drop Ship To file. The
Drop Ship To file contains drop ship addresses for purchase orders that
are different from the address that appears on the Warehouses form.
You will need to specify a drop shipment number when you select this
option.
Note: You can enter a new drop ship location by selecting Vendor >
General > Drop Ship To. When a drop ship to address is created while
generating a purchase order, it will automatically be saved to this form.
Customer Drop ships to a customer. You will need to specify the customer and their
ship to address when you select this option.
Drop shipping line items on regular purchase orders

You use the Purchase Order Lines form to drop ship specific lines on regular purchase orders.
You must select a Drop Ship To option on the Drop Ship tab of this form. Any Drop Ship To address
entered here will automatically be added to the Drop Ship To file for future reference.
Drop shipping line items on purchase order blanket releases

You use the Purchase Order Blanket Releases form to drop ship specific line item releases on blanket
purchase orders.
You must select a Drop Ship To option on the Drop Ship tab on this form. Any Drop Ship To address
entered here will automatically be added to the Drop Ship To file for future reference.

Demo: Drop ship purchase orders
Your instructor will demonstrate how to drop ship an entire purchase order, a line item on
a regular purchase order, and a line item on a purchase order blanket release.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 8.1: Drop ship a purchase order

In this exercise, Carolina Frames, Inc. has placed a customer order, for 10 pounds of
chromium steel. The customer order line has been cross referenced to the first line of the
purchase order. Your company acts as a reseller to this customer, therefore, you will have
the vendor for the purchase order, Cromax Metals, drop ship 10 pounds of chromium steel
on line one to Carolina Frames, Inc.
Exercise steps
3. Select purchase order 45 from the PO list in the left pane. Cromax Metals displays as the
Vendor.
5. Click the Drop Ship tab.
6. Select Customer from the Drop Ship To drop-down list. The Customer and Ship To drop-down
lists display.
7. Select 9 Carolina Frames, Inc. from the Customer drop-down list.
8. Verify that 0 displays in the Ship To field.
9. Click Save modified data and close form (OK) on the toolbar.
form.
72 Lesson 8: Purchase order drop shipments

The drop shipment function allows you to drop shipments from which of the following?
Select all that apply.
a) Regular purchase orders
b) Blanket purchase orders
c) Line items on regular purchase orders
d) Line items on blanket purchase order releases
To drop ship a purchase order, you must specify a Drop Ship To location. Which of the
following Drop Ship to selections allows you to drop ship to an address already specified in
the Drop Ship To file?
a) None
b) Warehouse
c) Drop Ship To
d) Customer

Lesson 9: Purchase order receiving
Estimated time
30 minutes
Learning objectives
 Identify the fields used to set purchase order receiving parameters.
 Describe the purpose of the purchase order receiving list.
Topics
 Setting purchase order receiving parameters
 Generating a purchase order receiving list
 Receiving purchase order materials
74 Lesson 9: Purchase order receiving

Setting purchase order receiving parameters
There are specific parameters that can be set on the Purchasing Parameters form for receiving a
purchase order.
On the Accounts tab of the Purchasing Parameters form, you can select the general ledger account
number the system should use to record the temporary liability incurred at the time of receipt. At the time
of vouchering, the voucher's payable amount is moved to accounts payable.
For example, when a $100 receiving transaction occurs, the following journal entries are generated:
INVENTORY $100
VOUCHERS PAYABLE $100
Demo: Set purchase order receiving parameters

Your instructor will demonstrate how to set purchase order receiving parameters.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Generating a purchase order receiving list
You use the PO Receiving List form to generate and print an optional report that helps identify items,
quantities, and stock locations of inventory you will be receiving from a purchase order.
Selecting the Post Material Receipts check box on this form indicates the system should automatically
receive transactions for all items on the order. A cleared check box indicates the receiving transactions
will be completed manually. With either selection, a hard copy of the receiving list will print.
Demo: Generate a purchase order receiving list

Your instructor will demonstrate how to generate a purchase order receiving list.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Receiving purchase order materials
You receive purchase orders using the Purchase Order Receiving form, through which you can enter
whether you are receiving a whole/partial order or a whole/partial line/release.
This form interfaces with inventory control to allow for real-time processing of material receipts. You have
the option of performing a manual receipt of a line/release or having the system automatically record the
receiving transactions purchase order receiving list.
Demo: Receive inventory from a purchase order

Your instructor will demonstrate how to receive inventory using the Purchase Order
Receiving form.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 9.1: Receive inventory from a purchase order

In this exercise, the first release of line 1 of the blanket purchase order has been received
at the dock. The packing slip shows that all 200 padded seats are in the shipment. You will
receive the seats into inventory using the Purchase Order Receiving form.
Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Orders > Activities > Purchase
Order Receiving. The Purchase Order Receiving form opens.
2. Select the blanket purchase order you created for MP Parts Company in Exercise 5.1 from the
PO Number drop-down list.
3. Select the check box for the first line item listed. This selection indicates you will only be receiving
Line 1, Release 1.
4. Verify 200.00 displays in the Receive Qty field.
5. Select INS-1 Inspection from the Location drop-down list to receive the 200 seats into location
INS – 1, so they can be inspected.
6. Click Receive. An Infor SyteLine – Purchase Order Receiving dialog box displays indicating
one pending purchase order receiving transaction was posted.
7. Click OK. Notice Line 1, Release 1 has been removed from the line items, indicating the receipt
of the inventory was successful.
Receiving form.

There are specific parameters that can be set on the Purchasing Parameters form for
receiving a purchase order. On the Accounts tab, what can you specify to record the
temporary liability incurred at the time of receipt?
a) The general ledger account number
b) The allocated order amount
c) The purchase order requisition prefix
d) The purchase order tolerance factors
You use the PO Receiving List form to generate and print an optional report that helps
identify items, quantities, and stock locations of inventory you will be receiving from a
purchase order. What does selecting the Post Material Receipts check box on this form
indicate?
a) A purchase order requisition should be created from a customer order
b) The system should automatically receive transactions for all items on the order
c) The receiving transactions should be completed manually
d) The system should automatically create change order records whenever
purchase order maintenance occurs

Lesson 10: Purchase order vouchering
Estimated time
30 minutes
Learning objectives
Topics
 Generating vouchers

Generating vouchers
You enter data to generate vouchers using the Generate A/P Transactions form. This form is used to
record information from the vendor's invoice for material received through purchasing. It creates A/P
transactions and places them into the A/P Vouchers and Adjustments file. These records can then be
posted as a routine A/P activity.
You can also use the A/P Vouchers and Adjustments form to manually generate vouchers.
Demo: Generate a voucher

Your instructor will demonstrate how to generate a voucher.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 10.1: Generate a voucher

In this exercise, you will generate a voucher for the invoice received and cleared by
purchasing for $510.00 for the blanket purchase order with MP Parts.
Exercise steps
1. Select Master Explorer > Modules > Finance > Accounts Payable > Activities > Generate
A/P Transactions. The Generate A/P Transactions form opens with the General tab displayed.
3. Click Filter In Place on the toolbar.
4. Verify the Voucher option is selected.
5. Type 4570-011 in the Vendor Invoice field.
6. Click the PO Selection tab.
7. Select the check box for the line item.
8. Verify the current date displays in the G/L Dist. field.
9. Type 60.00 in the Freight field.
10. Type 450.00, the remainder of the $510.00, in the Material field. Note: The Total and Material
fields must be equal before a voucher can be generated.
80 Lesson 10: Purchase order vouchering

11. Click Generate. An Infor SyteLine – Generate A/P Transactions dialog box displays indicating
the [generate] will be performed.
12. Click OK. An Infor SyteLine – Generate A/P Transactions dialog box displays the voucher
number that was generated.
13. Click OK.
14. Close the Generate A/P Transactions form.

Lesson 11: Purchase order returns
Estimated time
30 minutes
Learning objectives
 Describe how to generate a Vendor Voucher/Debit Memo Report.
Topics
 Completing a purchase order return
 Generating a Vendor Voucher/Debit Memo Report
82 Lesson 11: Purchase order returns

Completing a purchase order return
You enter purchase order returns on the Purchase Order Receiving form. Returns can be generated prior
to vouchering or after vouchering (known as a debit return). When completing a return, you will be
required to enter a reason code identifying the reason for the return.
When completing returns prior to vouchering:
 A negative receive quantity must be entered.
 A stock location to return from must be selected.
 The DR Return field will not be available.
When completing returns after vouchering:
 A positive receive quantity must be entered.
 A stock location to return from must be selected.
If items that are received into a non-nettable location are inspected and rejects are
identified, you can enter a positive quantity in the Reject Qty field in order to populate the
vendor YTD rejection information appropriately. All other return processes will remain the
same.
Demo: Complete a purchase order return

Your instructor will demonstrate how to complete a purchase order return.
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Exercise 11.1: Complete a purchase order return

In this exercise, you will complete a transaction to record the return of three of the 200
padded seats received from MP Parts Company due to them being slightly damaged.
Exercise steps
1. Select Master Explorer > Modules > Vendor > Purchase Orders > Activities > Purchase
Order Receiving. The Purchase Order Receiving form opens.
2. Select Filled from the PO Line/Release Status drop-down list.
3. Select the purchase order for 200 seats from MP Parts Company from the PO Number drop-
down list.
4. Select the check box for the line item.
5. Select the DR Return check box for the line item.

6. Type 3.00 in the Receive Qty column to track the number of seats returned to the vendor.
7. Select MAR Material Rejection from the Reason Code drop-down list.
8. Click the Receive button. An Infor SyteLine – Purchase Order Receiving dialog box displays.
9. Click OK.
Receiving form.
11. Select Master Explorer > Modules > Finance > Accounts Payable > A/P Vouchers and
Adjustments. The A/P Vouchers and Adjustments form opens.
14. Click A/P Voucher Posting. The A/P Voucher Posting form opens.
15. Verify the Print option is selected.
16. Click Process. An Infor SyteLine - A/P Voucher Posting dialog box displays indicating the
voucher posting will be printed.
17. Click OK. A second Infor SyteLine - A/P Voucher Posting dialog box displays indicating the
report was submitted.
18. Click OK.
19. Select the Commit option. Note: This option will not become enabled until you have processed
the payment.
20. Click Process. An Infor SyteLine - A/P Voucher Posting dialog box displays indicating the
[Post] will be performed.
21. Click OK. A second Infor SyteLine - A/P Voucher Posting dialog box displays indicating that
one transaction was posted.
22. Click OK.
23. Select Master Explorer > Modules > Finance > Accounts Payable > Activities > Generate
A/P Transactions. The Generate A/P Transactions form opens.
26. Select the Adjustment option. An Infor SyteLine – Generate A/P Transactions dialog box
displays indicating all section information will be reset.
27. Click OK.
28. Select 213 from the Voucher drop-down list.
29. Verify 4570-011 displays in the Vendor Invoice field.
30. Click the PO Selection tab.
31. Select the line item for MP Parts Company.
32. Verify the current date displays in the G/L Dist. field.
33. Type 6.75 in the Material field. This is the amount for the three returned padded seats.
34. Press Tab to populate the Total field.
35. Click Generate. An Infor SyteLine – Generate A/P Transactions dialog box displays indicating
the [generate] will be performed.

36. Click OK. An Infor SyteLine – Generate A/P Transactions dialog box displays the voucher
number that was generated.
37. Click OK.
38. Click Save modified data and close form (OK) on the toolbar to close the Generate A/P
Transactions form.
39. Click the A/P Vouchers and Adjustments tab to display the form.
40. Click Refresh the current collection on the toolbar.
41. Verify the adjustment displays.
42. Click Save modified data and close form (OK) on the toolbar to close the A/P Vouchers and
Adjustments form.

Generating a Vendor Voucher/Debit Memo Report
The Vendor Voucher/Debit Memo Report can be used to inform a vendor that you are returning an item.
This report includes the credit memo amounts that will be applied to the original vendor invoices and
purchase orders. This report is suited for delivery to vendors via the Vendor Document Profile form.
Demo: Generate a Vendor Voucher/Debit Memo Report

Your instructor will demonstrate how to generate a Vendor Voucher/Debit Memo Report.
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Exercise 11.2: Generate a Vendor Voucher/Debit Memo Report

In this exercise, you will you will generate a Vendor Voucher/Debit Memo Report for the
return you just processed to send to the vendor.
Exercise steps
1. Select Master Explorer > Modules > Vendor > General > Reports > Vendor Voucher/Debit
Memo Report. The Vendor Voucher/Debit Memo Report opens.
2. Verify the Debit Memo check box is selected. Note: You can also select the corresponding check
box to include the items, serial numbers, and vendor items on the report.
3. Select MP Parts Company from the Vendor Starting and Ending drop-down list.
4. Click Print. An Infor SyteLine – Vendor Voucher Debit/Memo Report dialog box displays
indicating the report was submitted.
5. Click OK.
6. Click Save modified data and close form (OK) on the toolbar to close the Vendor
Voucher/Debit Memo Report form.
7. Open the report output files and review the report.

What report can be used to inform a vendor that you are returning an item and includes the
credit memo amounts that will be applied to the original vendor invoices and purchase
orders?
a) Change Order Report
b) Purchase Requirements Report
c) Vendor Voucher/Debit Memo Report
d) Vouchers Payable
When completing returns prior to vouchering, which of the following are true? Select all
that apply.
a) A negative receive quantity must be entered
b) A positive receive quantity must be entered
c) A stock location to return from must be selected
d) The DR Return field will not be available

Course summary
Estimated time
30 minutes
Course objectives
Now that you have completed this course, you should be able to:
 Identify purchase order planning processes.
 Describe how to set up vendors and document vendor interactions.
 Describe how to create a purchase order requisition and convert a requisition to a purchase
order.
 Describe how to create a regular purchase order and generate a Purchase Order Report.
 Describe how to create a blanket purchase order and generate a blanket Purchase Order Report.
 Describe how to update a purchase order and generate a Change Order Report.
Topics
 Course review
88 Course summary
Course review
On the Time Phased Inventory Status form, the Projected On-Hand amount displays the
quantity left after a transaction is complete. Customer orders with what status are factored
into the Projected On-Hand amount calculation? Select all that apply.
a) Release status
b) Planned status
c) Ordered status
d) Firm status
e) Transit status
Selecting which of the following options on the Purchase Requirements Report will display
depletions and replenishments in order by date?
a) Show Depletions
b) Show Replenishments
c) Time Phase Detail
d) Purchase
You use the _________________ form to record, track, and manage communication
between you and your vendors?
a) Vendors
b) Vendor Interactions
c) Vendor Notes
d) Vendor Communications
Match each of the following Vendors form tabs with its corresponding description. The
possible tabs are: Payment Hist, General, Payment Hold, and Remit To.
Description Vendors form tab
Displays a different vendor to send

correspondence and payments to if your
vendor has different ship-from and remit-to
locations
Displays the general ledger account that should
be used as the default expense account for all
items purchased from this vendor
Includes a Purchases YTD field that is updated
whenever a voucher is posted and a Discounts
YTD field that is updated whenever a payment
is posted within the discount period
Displays payment history information and fields
to put a vendor on payment hold

What status displays on the Purchase Order Requisitions form when a purchase order
requisition is in its planning stage and has not been converted to a purchase order?
a) Planned
b) Requested
c) Converted
d) History
All purchase order requisition line items must have a status of ___________ and an
associated vendor to be converted.
a) Ordered
b) Requested
c) Approved
d) Planned
Match each purchase order status with its corresponding description. The possible status’
are: Complete, Ordered, History, and Planned.
Description Output field
Orders that are not available for processing
Orders that are open
Orders considered closed
Orders that have been completed
If you want to change the purchase order status from Planned to Ordered when you
print a purchase order, what check box must you select prior to clicking the Print button?
a) Post Status Changes
b) Post Material Receipts
c) DR Return
d) Create PO Reqs from Job
You can use the Purchase Orders form to create both regular purchase orders and
blanket purchase orders. However, when creating a blanket purchase order, Blanket
must be selected in the Type field?
a) True
b) False
90 Course summary
In addition to purchase order number, list three ways blanket purchase order reports
can be generated?
1. ___________________________________________________________________
2. ___________________________________________________________________
3. ___________________________________________________________________
The Buyer Home form consolidates a variety of information from other parts of SyteLine
and displays the information on one form, which is intended to be used by a buyer?
a) True
b) False
What button do you click on the Purchase Orders form to enter text about a change order
that can then be printed on a Change Order Report?
a) Text
b) Change Text
c) Notes
d) Change Notes
Printing the Change Order Report will change the status of the change order from
______________?
a) Finalized to Printed
b) Printed to Finalized
c) Complete to History
d) Planned to Ordered
When you select None from the Drop Ship To field on the Purchase Orders form, where
will an order drop ship to?
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Which of the following forms interfaces with inventory control to allow for real-time
processing of material receipts?
a) Drop Ship To
b) Purchase Order Requisitions
c) Purchase Order Receiving
d) Material Planner Workbench

You enter data to generate vouchers using which of the following forms?
a) G/L Distribution
b) Time Phased Inventory
c) Generate A/P Transactions
d) Material Planner Workbench
92 Course summary
Appendix A: Landed cost
Estimated time
30 minutes
Learning objectives
 Define landed cost.
 Identify the forms used with landed cost.
 Describe how to generate landed cost vouchers.
Topics
 Using the landed cost feature
 Generating landed cost vouchers

Using the landed cost feature
Landed cost allows you to voucher duty, freight, and brokerage separately from material costs on
purchase orders. Rather than automatically vouchering landed costs to the vendor from whom the goods
are being purchased, individual vouchers can be created to pay duty, freight, and brokerage.
The landed cost vendor’s currency must be equal to either the domestic currency or the
purchase order vendor’s currency. The landed cost vendor currency can be different from
the material currency on the purchase order.
Product Codes form

The Product Codes form can be accessed by selecting Material > Inventory > Files > Product Codes. On
the Misc tab, you select the Landed Cost Inventory Adjustment account. This account holds the amount
of variance created as an effect of vouchering landed cost purchase order receipts.
The following journal entries will be entered when landed cost vouchers are posted to accounts payable.
If a landed cost vouchered amount is less than a purchase order estimated landed cost:
 Actual Cost Method:
 Debit - Landed Cost Payable
 Credit - Landed Cost Inventory Adjustment
 Standard Cost Method:
 Debit - Landed Cost Payable
 Credit - Landed Cost Variance
If landed cost vouchered amount is greater than a purchase order estimated landed cost:
 Actual Cost Method:
 Debit - Landed Cost Inventory Adjustment
 Credit - Landed Cost Payable
 Standard Cost Method:
 Debit - Landed Cost Variance
 Credit - Landed Cost Payable
Purchase Orders form

You must first create a purchase order before adding landed cost.
Purchase Order Lines form

You must add the purchase order lines to the Purchase Order Lines form so that costs can be allocated
and evenly distributed.
Purchase Order Landed Costs form

After the purchase order and line items are entered, click the Landed Cost button on the Purchase Orders
form to open the Purchase Order Landed Costs form and assign the vendors for duty, freight, and/or
brokerage. Tabs are also included for insurance and local freight.
An estimated amount for each cost is entered. A different vendor may be assigned to each cost.
94 Appendix A: Landed cost

Duty, freight, brokerage, insurance and local freight are each calculated by using one of the two allocation
types: Percent or Amount.
 Percent: Enter the estimated percentage that will be multiplied by the total purchase order
amount to create the landed cost.
 Amount: There are three different methods for the amount and according to the allocation method
selected; the estimated landed cost is then calculated.
There are three methods for allocating the estimated landed cost:
 Cost: The total cost for the purchase order and the proportion of each PO line item's cost to the
total cost will be determined. The estimated landed cost amount will then be allocated across all
PO line items according to the same proportion.
 Units: The total number of units for the purchase order and the proportion of each PO line item's
units to the total number of units will then be determined. The estimated landed cost amount will
then be allocated across all PO line items according to the same proportion.
 Weight: The total weight for the purchase order and the proportion of each PO line item's weight
to the total weight will be determined. The estimated landed cost amount will then be allocated
across all PO lines according to the same proportion.
Zero weight items will have a zero landed cost assigned. Weight allocation will not be allowed if all PO
line items have zero weight. Weight units of measure will not be considered, such as 6 lb. / 7 kg = 13.
Updating costs
The Purchase Order Line Item cost can be updated at the line item level by accessing the Costs tab.
When the cost is updated here, the purchase order line items are marked as overridden and will be
ignored on subsequent allocations. Also, the costs for the overridden lines will be subtracted from the
landed cost estimate for the purchase order.
Allocating landed costs

The Allocate Landed Costs activity is accessible from the Actions menu.
Purchase Order Receiving

At the time of purchase order receiving, two purchase order receipt records will be created, one for the
material costs and one for the landed costs.
The Generate AP Transactions function will only create vouchers for material costs.
To create vouchers for landed cost receipts, access the Generate Landed Cost Vouchers form by going
to Finance > Accounts Payable > Activities > Generate Landed Cost Vouchers.
Landed cost can now be entered in the currency of the landed cost vendor. Conversion rate to domestic
currency is based on the transaction date of the purchase order transaction date.
 Inventory = qty received * (material unit cost * exch. rate + freight unit cost * exch. rate + duty unit
cost * exch. rate + brokerage unit cost * exch. rate)
 Voucher Payable = qty. received * material unit cost * exch. rate
 Freight Payable = qty. received * freight unit cost * exch. rate
 Duty Payable = qty. received * duty unit cost * exch. rate
 Brokerage Payable= qty. received * brokerage unit cost * exch. rate
 Landed cost voucher is based on landed cost vendor's currency

Generating landed cost vouchers
Once PO Receiving has been completed and the vendor's invoice is received, the actual costs for duty,
freight, brokerage, local freight or insurance can be entered and the Landed Cost Voucher created.
Selection Method
 Single will display Landed Cost PO Receipts for the entered vendor.
 Open will display Landed Cost PO Receipts that do not have a vendor number assigned.
 Single and Open will display both groups of vendors.
 All will display all Landed Cost PO Receipts regardless of the vendor entered.
Leaving Selection Method blank will display Landed Cost PO Receipts for all vendors
within the date range. Please delete “Leaving Selection Method blank will display Landed
Cost PO Receipts for all vendors within the date range”…this is no longer valid in this
version…it is replaced by the ‘all’ checkbox
Landed Cost Type

Enter the type of Landed Cost Receipt records to display: duty, freight, brokerage, local freight or
insurance.
Beginning / Ending Receive Date

The PO Receiving process creates receipt records. Utilizing Beginning and Ending Dates will narrow the
amount of receipt records displayed on the Receipt form.
Ref #
The Ref # is the Purchase Order number.
Landed Cost Type (grid)

Landed Cost Type on the grid is the landed cost to be considered when creating the voucher. The
voucher can be created for one particular landed cost or all of the costs.
Cost Allocation
When the Cost Allocation button is clicked, the system will automatically distribute the costs across the
PO line items according to the Allocation Type and Allocation Method selected on the Landed Cost form
in Purchasing.
If the PO line items Update Cost is selected, those particular line items will be marked
overridden and will be ignored during the cost allocation. Also, the costs for overridden
lines will be subtracted from the estimated landed cost for the purchase order.
Generate Voucher
Clicking the Generate Voucher button will create a voucher for landed cost and reside in the same batch
file as the material vouchers until posted to the accounts payable distribution journal.
96 Appendix A: Landed cost

Landed Cost Variance is a useful report.

Appendix B: Purchasing reports and
utilities
Estimated time
15 minutes
Learning objectives
 Identify the various purchasing reports and utilities.
Topics
 Reports
 Utilities
98 Appendix B: Purchasing reports and utilities

Reports
Purchasing reports consist of status reports, voucher and vendor reports, purchase order requisition
reports, and a variety of miscellaneous reports.
Status reports
The following table displays the purchasing status reports and provides a brief description of each.
Report Description
Purchase Order Prints the purchase order status and the associated line/releases for each
Status Report purchase order in a specified range. This information can be used to print
all PO's with a status of Ordered but not yet complete.
Purchase Order Prints the status of all specified line/releases and is sorted by all items in a
Status by Item given range. It can be used to inform the user which purchase orders are
written for each of the items.
Purchase Order Displays the associated line/release and status for each PO in a specified
Status by Vendor range, sorted by vendor number. It also displays which PO's are entered
for each vendor.
Voucher and vendor reports

The following table displays the purchasing voucher and vendor reports and provides a brief description
of each.
Report Description
Voucher Register Provides the user with a listing of vouchers that are currently maintained in
the system. This information can be very useful when locating a specific
voucher or group of vouchers.
Voucher Register by Provides the user with a listing of accounts that are currently maintained in
Account the system. It also can be very helpful when locating a specific account or
group of accounts.
PO Voucher Register Provides the user with a listing of vouchers posted from purchasing that
by Account are currently maintained in the system. It is also useful to see the vouchers
by item and purchase order.
Vouchers Payable Allows the user to show PO's received, but not yet vouchered. It also
shows PO's received but vouchered at different costs from the original
order.
Vendor Prints a listing of all communications between the vendor and a SyteLine
Communications Log user.

Report Description
Items by Vendor Displays interactions from the Item/Vendor Cross Reference file and is
sorted by vendor number.
Vendors by Item Displays information from the Item/Vendor Cross Reference and is sorted
by item number.
Global Vendor Lists all global vendors within the selected range.
Purchase Order Hist Displays a listing of all specified PO's in the Purchase Order History file by
by Vendor vendor number.
Purchase order requisition reports

The following table displays the purchase order requisition reports and provides a brief description of
each.
Report Description
PO Requisition Provides the user with a listing of purchase order requisitions that are
Reports currently maintained in the system. This information can be sorted by
vendor, approver, requester, buyer, and requisition code.
PO Requisition Detail Provides the user with information sorted by the purchase order requisition
Report line.
Purchase Requisition Prints a hard copy of the purchase order requisition for the approval
process.
Req/PO Comparison Provides the cross reference information between purchase orders and
Report requisitions. You can specify the requisition and line number.
Miscellaneous reports
The following table displays miscellaneous purchasing reports and provides a brief description of each.
Report Description
Past Due Purchase Prints each past due purchase order for the range indicated, followed by its
Order line/release that has caused the past due status.
PO Funds Committed Prints the cost of all PO's in the specified range. It shows the user the
amount of money that has been spent on Planned and Ordered PO's.

Report Description
Purchase Displays every item from the Items - General, under which an order should
Requirements be placed, to prevent the on-hand quantity from going below safety stock. It
also lists requirements and replenishments.
Material Transactions Shows how PO receiving transactions have affected inventory.

by PO
Purchase Variance by Prints each item that is contained in one or more purchase orders. It also
Item displays every occurrence of the item, in PO sequence, by line/release.
Change Order Detail Displays a complete detailed list of all specified PO change orders for a
given range of information.
Change Order Prints a hard copy of a change order created from changes made to a
purchase order.
Purchase Order Prints a hard copy of a purchase order.
Landed Cost Variance Displays the landed cost variances by PO and PO line, that is, in summary
total and breakdown by line. The report will show the actual, estimate and
variance amounts and percent deviation of the actual compared to the
estimate.
Recent Purchases Provides historical information to support purchasing decisions. The report
includes the vendor, costs, quantity ordered and received, percentage
rejected, and the number of days the vendor was early or late in meeting
the due date. The report prints in descending order of due dates.

Utilities
SyteLine includes purchase order utilities, purchase order requisition utilities, and other miscellaneous
utilities used during the purchasing processes.
Purchase order utilities

The following table displays the purchasing utilities and provides a brief description of each.
Utility Description
Change PO Status Changes the status of a specified range of purchased orders from Ordered
Utility to Complete or Complete to History.
Change PO Changes line/release status of a specified range of purchase orders from

Line/Release Status Planned to Ordered.
Utility
Purchase Order Allows you to change the Warehouse field on the purchase order from one
Header Warehouse warehouse to another warehouse for a given range of purchase orders.
Change
Purchase Order Line Allows you to change the Warehouse field on the purchase order line items
Release Warehouse from one warehouse to another warehouse for a given range of purchase
Change orders.
Purchase order requisition utilities

The following table displays the purchase order requisition utilities and provides a brief description of
each.
Report Description
Change PO Line Req This utility will change the status of a specified range of requisition lines
Status within a requisition.
Delete PO Requisition This utility will delete a specified range of requisition lines within a
Lines requisition.
Miscellaneous utilities
The following table displays miscellaneous purchasing utilities and provides a brief description of each.
Report Description
Purchase Order Audit When activated, this function monitors additions, updates, or deletions to
Trail the purchase order files.

Report Description
Vendor Audit Trail When activated, this function monitors addition, updates, or deletions to the
Vendors form.
Rebalance Item on Sets Items - General On Order field using Ordered purchase order
PO line/releases.
Reset PO This utility resets the Acc Misc Charges, Acc Sales Tax and all Freight
Accumulative Totals fields to zero.
Vend/Item and This utility resets Vendor/Item file YTD fields and/or Customer/Item PTD
Cust/Item YTD and YTD fields.
Move Local Vendors This utility moves an existing local vendor record to a new local vendor
record with a number that already exists in the global database.
Delete Utilities These utilities delete History PO's, material transactions, global vendors,
vendor communication logs, and purge voucher history that may no longer
be needed.

Appendix C: Letters of credit (LCR)
Estimated time
15 minutes
Learning objectives
 Describe how to issue vendor LCRs.
Topics
 Issuing vendor LCRs
104 Appendix C: Letters of credit (LCR)

Issuing vendor LCRs
Selecting the LCR Required check box on the General tab of the Vendors form indicates that the vendor
requires an LCR.
You can still enter an LCR for a vendor who does not require one.
The first step in issuing a vendor LCR is to enter the LCR into the Vendor Letters of Credit file. Then,
when you begin entering orders for that vendor, you can associate the orders with an LCR by selecting
the appropriate LCR from the LCR drop-down list on the Amounts tab of the Purchase Order form.
LCRs have the following impact on purchasing:
 Orders are tied to LCR records
 Accumulated order values and accumulated shipped values are tracked
 LCRs can be in the vendor's currency or the base currency
SyteLine will issue a warning when a user enters or changes an order if any of the following occur:
 A line item on an order causes the accumulated order amount for the LCR to exceed the original
LCR
 An LCR is required and one has not been entered
 The LCR entered has an expiration date before the line item due date
SyteLine will issue a warning at the receiving stage if any of the following occur:
 The order LCR has passed its expiration date as compared to the line receipt date
 The value of the receipt added to the previous value received against the LCR is greater than the
LCR original amount
 There is no LCR tied to the order
SyteLine will issue a warning at the receiving stage for a vendor who does not require an LCR, but
optionally uses them, if:
 The line item due date is after the LCR expiration date
 The value of the receipt added to the previous value received against the LCR is greater than the
LCR original amount

Appendix D: Goods receiving notes
(GRN)
Estimated time
30 minutes
Learning objectives
 Identify the purpose of GRNs.
 Describe how to create GRNs and GRN lines.
 Describe how to change the status of a GRN.
 Describe how to generate a GRN report.
Topics
 Using the Goods Receiving Notes form
 Creating GRNs
 Creating GRN lines
 Changing the status of a GRN
 Generating a GRN report
106 Appendix D: Goods receiving notes (GRN)

GRNs
You use the Goods Receiving Notes form to link a receipt to multiple purchase orders for the same
vendor. GRNs can be created manually or automatically from an Advance Ship Notice.
The Goods Receiving Notes form includes a Status field displaying the status of the GRN. The following
table displays the statuses of a GRN and provides a brief description of each.
Field Description
In Process The default status when adding a GRN. In this stage, you can add or modify GRN
Lines.
Approved The GRN is ready to be vouchered. Nothing on the GRN can be modified.
Stopped The GRN is on hold for review and cannot be vouchered.
History The GRN has been vouchered.
The Received By field displays the number of the employee that received the order. This information will
be referenced on the Goods Receiving Notes Report.
The Inspected By field displays the number of the employee that inspected the order. This information will
be referenced on the Goods Receiving Notes Report.

Creating GRNs
The following methods can be used to create a GRN:
 Manually, using the Goods Receiving Notes form
 When receiving a purchase order, by entering a GRN number on the Purchase Order Receiving
form.
 Automatically, from an Advanced Ship Notice (set up on the EDI Vendor Profile form).
Manually creating a GRN

To manually create a GRN:
1. Select Vendor > Good Receiving Notes > Goods Receiving Notes. The Goods Receiving Notes
form opens.
3. Select the vendor to associate the GRN with from the Vendor drop-down list.
4. Type an alphanumeric identifier for the GRN in the GRN field.
You cannot use the same GRN number for a vendor more than once, but you can use the
same GRN number for different vendors.
Creating a GRN during purchase order receiving

To create a GRN during purchase order receiving:
1. Select the GRN Receipt check box on the Purchase Order Receiving form. When this check box
is selected, the GRN field becomes active.
The Find By Purchase Order Number check box must be cleared, and you must click the
Filter In Place toolbar button to activate the GRN Receipt check box and GRN field. You
must then select the Filter In Place toolbar button again. This will generate a message and
create the GRN.
After you add and receive the purchase orders for this vendor, the GRN displays on the Goods Receiving
Notes form.

Creating GRN lines
GRN lines can be created in one of the following ways:
 Manually, using the GRN Lines form.
 When receiving a purchase order – the Purchase Order Receiving form will generate the GRN
lines.
 Running the Generate Goods Receiving Note Lines activity.
 Automatically, from an Advanced Ship Notice (set up on the EDI Vendor Profile form). The GRN
line will be created from the EDI ASN line data.
Manually creating GRN lines

To manually create a GRN:
1. Select Vendor > Good Receiving Notes > Goods Receiving Note Lines. The Goods Receiving
Note Lines form opens.
3. Select the vendor with which to associate the GRN from the Vendor drop-down list.
5. Enter all line data on the form.
Creating GRN Lines during purchase order receiving

To create GRN Lines during purchase order receiving:
1. Select the GRN Receipt check box on the Purchase Order Receiving form. When this check box
is selected, the GRN field becomes active.
After you add the purchase orders for this vendor and then receive, the GRN lines appear on the Goods
Receiving Notes Lines form.
Running the Generate Goods Receiving Note Lines activity

This activity allows you to generate goods receiving notes line records for non-electronic ASN
transactions. You can add goods receiving lines from either purchase orders or posted receipts.
1. Select Vendor > Goods Receiving Notes > Activities > Generate Goods Receiving Note Lines.
The Generate Goods Receiving Note Lines form opens.
2. Select the vendor to associate the GRN with from the Vendor drop-down list.

Changing the status of a GRN
To voucher a GRN, the status of the GRN must be changed from In Process to Approved. There are two
ways to change the status of a GRN:
 Manually on the Goods Receiving Notes and Goods Receiving Note Lines forms.
 Running the Change Good Receiving Status utility by selecting Vendor > Goods Receiving Notes
> Utilities > Change Good Receiving Note Status.
The status of a GRN can be changed from:
 In Process to Approved or Stopped
 Approved to In Process, Stopped, or History
 Stopped to In Process or Approved

Generating a GRN report
To generate a GRN report, select Vendor > Goods Receiving Notes > Reports > Goods Receiving Note
Report from the menu bar. This report lists all GRNs in the system by vendor.
The following information is displayed on the report:
 GRN
 GRN Line
 Purchase Order
 Purchase Order Line
 Item
 Received Qty
 Shipped Qty
 Rejected Qty
 Receiving Employee
 Inspecting Employee


SyteLine - Purchasing Training Workbook

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SyteLine - Purchasing Training Workbook

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SyteLine: Purchasing Training Workbook

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SyteLine: Purchasing Training Workbook 1

2 Lesson 1: Purchase order planning

Lesson Lesson title Learning objectives Day

Course overview  Review course expectations. Day 1

Lesson 2 Vendors  Describe how to document vendor Day 1

Lesson 5 Blanket purchase  Describe how to create a blanket Day 1

SyteLine: Purchasing Training Workbook 3

orders  Describe how to complete purchase

Lesson 8 Purchase order  Identify the methods used to drop Day 1

Lesson 10 Purchase order  Describe how to generate a voucher. Day 1

Lesson 11 Purchase order  Explain how to complete a purchase Day 1

Course summary  Debrief course. Day 1

Appendix A Landed cost  Define landed cost. Day 1

Appendix B Purchasing reports  Identify the various purchasing reports Day 1

4 Lesson 1: Purchase order planning

Appendix C Letters of credit  Describe how to issue vendor LCRs. Day 1

Appendix D Goods receiving  Identify the purpose of GRNs. Day 1

SyteLine: Purchasing Training Workbook 5

SyteLine navigation pane menus and main toolbar

Navigation pane menus

Navigation pane menus and submenus

6 Lesson 1: Purchase order planning

Shortcut keys Action

Ctrl + F4 Close current form.

Ctrl + O Open Select Form.

Ctrl + W Open workspaces.

Ctrl + Tab Switch view to next open form.

Ctrl + Home Move to first editable field of form.

Tab Move to the next field.

Shift + Tab Move to the previous field.

F8 Move to the next record.

F7 Move to the previous record.

F2 Activate the drop-down list.

Ctrl + Z Undo. Alternatively, select System > Edit > Undo.

SyteLine: Purchasing Training Workbook 7

Editing records, continued

F1 Open field level help topic.

8 Lesson 1: Purchase order planning

Field type Description

Required, system-generated, and read-only fields

 Any field that is required will have a red star

Standard GUI fields

Check box indicating Yes or No

Radio button to select one option from multiple choices

Drop-down list to select one option from multiple choices

Forms and reports

SyteLine: Purchasing Training Workbook 9

10 Lesson 1: Purchase order planning

SyteLine: Purchasing Training Workbook 11

Demo: View the time-phased inventory status for an item

Exercise 1.1: View the time-phased inventory status for an item

12 Lesson 1: Purchase order planning

Field Value Description

Requirement 10.000 The sum of outstanding items to be shipped on customer

Note: Source text preceded by an X, for example, XPO

Projected On Hand 2,659.000

Source XCO 108 1

SyteLine: Purchasing Training Workbook 13

14 Lesson 1: Purchase order planning

WIP Outstanding production quantities on jobs

Vendor 1 The primary vendor