This Legacy Inform content requires revision and may not match your current GTX system. Please check back later for updated information.
Marlin GTX enables allocation of PO numbers before adding detail lines, finalisation of purchase orders, and inclusion of work order details on purchase orders.
Allocate a PO Number Before Adding Detail Lines
You are now able to allocate a Purchase Order number to a Purchase Order and save it before adding any detail lines.
After selecting the Supplier, click on the new Allocate button and respond Yes to save the details.
Note: if your system is set up to enter Purchase Order numbers manually, the Allocate button is not relevant and will not be displayed.
The next available Purchase Order number will be allocated but the screen will not be cleared.
You can then either complete the Purchase Order as normal, or click on Void to clear the screen and enter a new Purchase Order.
The Manage Existing Orders button will show your saved order, along with how many detail lines are on it, and enable you to edit it as required.
Finalising Purchase Orders
Normally you are able to create a Purchase Order and then change it and Save it again whenever you like.
There are no restrictions on the ability to electronically email or megalink the order to a supplier.
However, we have now added the option to Finalise a Purchase Order.
When you click on the new Finalise button you are prompted to send the order electronically to the supplier via email or megalink (as set up in Document Delivery Method).
The time and date that you electronically submitted the order will be shown in the Submitted column of the purchase order list.
Thereafter, you are still able to change and Save the order (in case the supplier has insufficient stock and/or you agree to substitute other products) but the Finalise button will be greyed out so that you are not able to submit the order electronically again.
If you would like this functionality turned on in your Marlin system, please contact Megabus Support.
Print WO Details as a Remark on Purchase Order
When generating a Purchase Order 'on the fly' from a Work Order, the Work Order details will be included as a Remark on the Purchase Order.
Include WO and Customer Details on PO Screen
The following new fields have been added to the Manage Existing Orders screen:
- Work Order No
- Booking Date
- Tracker Customer Name
- Registration No
If there is no Work Order number on the PO then these new columns will be blank.
Purchase Due Date Field
A new system switch introduced in version 3.4.1 enables the Purchase Due Date field to be made mandatory.
Please contact your Megabus account manager to arrange for this switch to be turned on.
Importing a Purchase Order into an Invoice
Open a new Supplier Invoice or Delivery Docket as normal.
Select the Supplier.
Click on the down arrow (beside the green + in the Line Details icon group) and select Import Purchase Order.
Select the appropriate Purchase Order from the list and then click on the Import button.
The details (products, quantities and pricing) will be imported into the Supplier Invoice.
Check the product lines and pricing versus Supplier Tax Invoice.
Change details as required and press F10 to end.
If a product was not supplied and is on Back Order, arrow up to this line and delete the product from the purchase invoice.
This will leave the product still showing in the system as being on order.
This order will remain active and can be imported again when the stock does arrive.
Alternatively, cancel the balance of the Work Order if stock will not be filled and back order cancelled.
COGVAR Upper Limit
When finalising any purchase with a cost of goods sold variance above $0.05 the user acknowledges a popup prompt warning them of the variance in order to finalise the purchase.
An additional system switch allows an acceptable cost of goods sold variance limit to be entered.
Above this amount a stop message is displayed and prevents the purchase being finalised.
This forces the user to investigate why there is such a large discrepancy instead of just writing it off against COGVAR.
Set the limit to the maximum variance that you would be happy to post to COGVAR without investigation.
By default, the switch is set to zero meaning that the check is not implemented.
Copy PO Number to Sales Reference
When Purchase Entry is opened from an Inbox transaction, a new Copy icon will copy the Order Number into the Sales Reference field.
For instance, when Repco sends an electronic invoice to a store it is common to use the rego number as the quoted PO number.
It is useful to be able to copy this order number to the Sales Reference field.
The new icon is to the left of the Compare icon and the mouse hover prompt will be "Copy Order Number to Sales Reference".
Reversing Purchases
You will need to enter a Credit Note.