Powerlink Purchase Orders Process in EZ

This article is to provide a recommended defined process for how to handle Purchase Order parts in tandem with EZ-Suite’s Automated Purchase Order Receiving process. How a customer handles their process in Powerlink is up to them.

When a Purchase Order is created, the status is automatically set to Open. It can then be manually edited to signify updates to the Purchase Order. These statuses can then be used in tandem with a date range to filter down to specific types of Purchase Orders for accounting purposes.

After consulting with a few top-performing Powerlink yards, we have defined a process that should be considered “suggested” but not required.

Powerlink currently has 6 Statuses a PO can be in.

1. Open
2. Closed
3. Paid
4. Void
5. Processed
6. Payable

For purposes of developing a process, EZ has created general definitions of each status.

1. Open
   1. Purchase Order has been created, not received, and is currently an active sale. This Purchase Order can be either shipped by the vendor or is still currently in the process of being shipped.
2. Closed
   1. Closed Purchase Orders signify that the Purchase Order has been received in its entirety. Entirety means that if it’s a multiple-part Purchase Order, all those parts have been received in Powerlink.
3. Void
   1. A Purchase Order was created, and the sale was lost before shipping.
   2. A Purchase Order was created, and additional damage was discovered upon receipt of the part.
   3. A Purchase ordered part was created, received, and delivered, then returned.
4. Processed
   1. A Purchase Order was Received in Powerlink and then reviewed against the vendor’s invoice for accuracy.
5. Paid
   1. The vendor was paid for the Purchase Ordered Part
6. Payable = Not used for the EZ Process.

Outlining steps for different Purchase order Scenarios for use with EZ-Suite Purchase Order receiving process

Understanding how EZ interacts with Powerlink in terms of receiving Purchase Orders

Purchase Orders can be received 3 ways in EZ.

1. Scanning a Runner tag at its destination (manual or via scanner)
2. Manual-Web receiving in Runner in the Chrome Browser
3. Receiving orders in Order Manager in the Chrome Browser

No matter the action, EZ will communicate with Powerlink and receive that line item on the Purchase Order in Powerlink. If the Purchase Order is wholly received, EZ will then change the status of the Purchase Order to Closed.

Process Scenarios

1. Purchase Order is shipped and received correctly with no issue
   1. Scanned in Runner
   2. Received and Closed by EZ
   3. The vendor Invoice was reviewed by a staff member for accuracy and the status changed to Processed
   4. Accounting Pays invoice and updates Purchase Order Status to Paid
2. Purchase Order is shipped, and the buying yard loses sale
   1. Scanned in Runner
   2. Received and Closed by EZ
   3. Return Authorization is created in EZ
   4. Credit # is received through Return Authorization and entered notes in the Purchase Order
   5. Unreceived the Purchase Order
      1. Look up work order
      2. Double-click the line item
      3. ClickView Purchase Order
      4. Click Receive
      5. Change the Quantity to -1 on incoming Quantity
      6. Click Ok
   6. Void Purchase Order
3. Purchase Order has not shipped, and the Purchase Order canceled with Vendor
   1. Void Purchase Order and add notes
4. Purchase Order Shipped and Quality Issue discovered
   1. Scanned in Runner
   2. Received and Closed by EZ
   3. Return Authorization is created in EZ
   4. Credit # is received through Return Authorization and entered notes in the Purchase Order
   5. Unreceived the Purchase Order
      1. Look up work order
      2. Double click the line item
      3. ClickView Purchase Order
      4. Click Receive
      5. Change the Quantity to -1 on incoming Quantity
      6. Click Ok
   6. Void Purchase Order
5. Purchase Order not shipped and the buying yard lost sale
   1. Void Purchase Order
   2. Create New Purchase Order for another Vendor
6. Purchase Order Received and refused by customer
   1. Scanned in Runner
   2. Received and Closed by EZ
   3. The vendor Invoice was reviewed by a staff member for accuracy and the status changed to Processed
   4. Part delivered
   5. Part picked up
   6. Return Authorization is created in EZ
   7. Credit # is received through Return Authorization and entered notes in the Purchase Order
   8. Unreceived the Purchase Order
      1. Look up work order
      2. Double click the line item
      3. ClickView Purchase Order
      4. Click Receive
      5. Change the Quantity to -1 on incoming Quantity
      6. Click Ok
   9. Void Purchase Order