Purchase Management functionality

[MAS]

Hi
Can anyone guide me about how i use purchase management system (as an end user)
what are the steps that an operator of purchase management takes, in order to process
the whole PO from start till end

[Illarion]

Do you want to know how the whole end-to-end purchase to pay process is done in Sun5? If so, then it depends on many criterions, i.e. if you purchase inventory or non-inventory items, your internal control procedures for PO approval, the payment process in place, etc.

[MAS]

well just guide me for end-to-end purchase to pay process for inventory !

[Illarion]

OK, To cut a long story short:
The whole process normally begins with a purchase requisition, but unfortunately Sun standard purchasing module doesn't support that, so you will start with a purchase order in Sun.
Once it's entered or imported it can be either put on hold or released.
If it's released it can be printed and sent to a supplier. Once it's been printed the system will increase on order balance in inventory ledger, and at the same time you can also transfer this order into your commitment sub-ledger if you do commitment accounting.
The next step is to receive goods/services which is called GRN stage- Goods Received Note
On the GRN screen you match what you ordered in your PO with what you have received. By the way the GRN stage will decrease on order balance and increase inventory physical balance, and at the same time you can also debit your GL inventory account.
The next stage is invoice matching and approval. This will credit your supplier GL account.
Now the invoice is sitting in gl waiting to be paid depending on payment terms, payment method etc, that you defined on your supplier record.
The last part is invoice payment and generation of bank files or print of checks (see the previous point).

Hope that helps.