Procurement is displayed in the Job Planning and Processing page. All functions described below are executed or accessed from this page.
Process Planning Defaults
After the process planning has been completed, the following data is available for the purchasing process:
- Process start date (will be inherited from the top-level structure down to the bottom level)
- Process end date (will be inherited from the top-level structure down to the bottom level)
- Planned hours (calendar entries, simulated inclusively)
- Planned resources (existing calendar entries)
To create purchasing activities from the calculated lines, at least the following two fields must be defined:
- Procurement Channel – defines which purchasing process is used.
- Procurement Finish Date – defines the due date. The date is transferred from the process planning. If no date is defined in the process, then the current date will be used.
The following optional data can be displayed in this page:
- Procurement Vendor No. – can be a different from the Vendor No. used for the original calculation.
- Procurement Location Code – can be modified according to the inventory requirements. If nothing else is selected the default setting from the Job Card will apply.
- Procurement Cost Source – defines which wholesale price will be used for the purchase order.
Procurement Planning is accessed on the Job Planning and Processing page by choosing the Plan action on the Procurement menu.
The planned positions can be easily identified after a successful procurement planning run (choose the Yes value in the Procurement Planning field for an automated procurement planning). Automated Planning will only apply for those positions holding unplanned remaining quantities. Missing dates will be supplemented.
Individual lines can be amended by choosing the value in the Procurement Planning field.
Procurement lines with no quantities must be planned manually. To generate a new procurement line, choose the Procurement Planning field for the line and then choose the New Procurement action on the Job Processing Procurement page. Each new procurement line will be assigned a unique Procurement No. and a quantity can be entered on the line.
All procurements belonging to a structure can be displayed in one general overview by selecting the top line in the Job Planning and Processing page and then on the Procurement menu, choosing the Per Block action.
Job Procurement Planning Page
The procurement planning for all job lines can be viewed in the Job Procurement Planning page, accessed using Tell Me. Choose the icon, enter Job Procurement Planning, and then choose the related link.
The fields in the General and Date FastTabs are used to filter the view. The actions on the Job and Process menus allow for the accessing of Job Cards and the Job Planning and Processing page, as well as the ability to Release selected procurement lines.
After the planning process is complete, procurement WBS positions with a status of Planning can be released by choosing Procurement > Release on the Job Planning and Processing page.
Released procurement documents can be created during the release process. Created documents are displayed per procurement channel.
Rolling Calculation after Procurement Release
Values from released procurement lines are displayed in the Total Direct Cost Released (LCY) field on the Job Rolling Calculation page.
Released amounts in procurement documents can vary from calculated values for any of the following reasons:
- Release is not complete.
- Released value is higher than calculated.
- Procurement Direct Unit Cost is different in procurement lines and calculation lines.
- Procurement values are moved to other WBS positions (Summarize Position).
Time entry refers to the recording of an employee’s actual time spent and expenses incurred while performing a job-related task. In COSMO Project Manufacturing, an employee can enter their time in a personal Job Journal batch or a stand-alone Terminal can be set up for multiple user time entry.
In this section, the use of the Job Journal and a Terminal are explained for entering job-related tasks and expenses.
Select the Job Time Entry Administration check box in User Setup to allow the user to see all Job Journal Batches. If not set, the user can only see their own time entry journal. For more information, see User/Profile Setup.
Time Entry Job Journal
The Time Entry Job Journal is accessed using Tell Me. Choose the icon, enter Job Time Entry, and then choose the related link.
The Time Entry Job Journal is a worksheet used for the direct recording of:
- Hours spent (for service lines)
- Travel expenses (for travel expense lines)
- Consumables (such as, for maintenance jobs)
Each person should have an individual worksheet (batch) for time recording purposes.
Job Journal Batches are automatically created when persons are created as resources and the Person for Time Entry field is populated with the corresponding Resource No.
Once the Job No. field is populated, a particular job line can be chosen in one of the following ways:
- Select the WBS position and then the Job Procurement No. field if not automatically populated.
- Select the Job Procurement No. directly.
The first option will display the positions that have been released for time recording (independent of the allocated person). A released procurement line will be taken automatically if only one exists; multiple lines need to be selected separately.
For the second option, leave the WBS field empty and choose the ellipsis button in the Job Procurement No. field. This will display only the lines that have been assigned to the person logged in or which do not have a dedicated assignment.
During the posting process, job entries are generated with Type = Usage. These values can be found in the Total Direct Cost Usage RU (LCY) field in the Job Planning and Processing page.
The Time Entry field is still set to Yes because the Procurement Planning Lines have not been set to Finished yet.
Time Entry Terminal
A terminal can also be used for time entry. The terminal enables a single workstation dedicated to time entry to be made available for several users.
Posting availability for the terminal can be optionally allocated on the Procurement FastTab in the Jobs Setup page.
Discuss setting up a Terminal with your COSMO CONSULT consultant.
After logging in, an employee enters their time the same as they would in the Job Journal. Afterwards, they can log off so that another employee can then enter their hours.
Mobile Time Entry
Job time entries can be entered using a Web client or the Microsoft Dynamics 365 Business Central App with mobile devices, such as tablets or smart phones. In the Time Entry Journal from a Web client, choose the ellipses and then choose Mobile Time Entry to begin the time entry process.
The Mobile Time Entry screen shows the corresponding person/batch for the signed in user, as well as any entered time and capacities.
To add a new entry
- Choose the ellipses and then choose New Entry.
- In the Mobile Time Entry - New Record screen, enter the Job No. and WBS.
- In the Quantity field, enter the number of hours worked.
- Choose the OK button to finish the new entry. The totals are updated in the Mobile Time Entry screen.
More entries can be added using the New Entry function.
Entries made using the Mobile Time Entry are automatically added to the Job Time Entry journal in COSMO Project Manufacturing, ready for further processing.
Discuss setting up mobile access with your COSMO CONSULT consultant.
Direct purchases can be triggered in the following ways:
- Create a Purchase Quote
- Create a Requisition Worksheet line
- Create a Purchase Order directly
Purchase Quotes and Requisition Worksheet lines will create Purchase Orders. To open the Purchase Quote or Order from the job line, choose the Yes value in the relevant document field or in the Procurement Release field. Requisition Worksheets cannot be processed from the job views and therefore must be opened using Tell Me. Choose the icon, enter Requisition Worksheets, and then choose the related link.
During the Purchase Order process, differences for quantity and/or costs in regard to calculation are possible.
Purchase Quote Administration
Three informational fields in the Processing FastTab of the Purchase Quote are transferred to the Purchase Order during the Make Order process.
These fields are described in the following table.
|Expected Quote Date||Indicates the date by which a quote is expected from the vendor.|
|Quote Date||Indicates the date on which the quote was received from the vendor.|
|Vendor Quote No.||Indicates the quote number provided by the vendor.|
Purchase Order Confirmation
Three informational fields in the Processing FastTab of the Purchase Order are transferred to the Purchase Receipt Header, Purchase Invoice Header, and Purchase Credit Memo Header upon posting.
These fields are described in the following table.
|Order Confirmation Required||Determines whether an order confirmation from the vendor is required or not.|
|Order Confirmation Date||Indicates the date on which the order confirmation was received from the vendor.|
|Order Confirmation No.||Indicates the order confirmation number provided by the vendor.|
Transfer Purchase Conditions from Purchase Quote
Purchase prices and line discounts can be transferred from the purchase quote to the master data (Item) and job-specific prices.
On the Actions menu, choose Functions > Transfer Purchase Conditions. A message opens to select if this is general pricing or job-specific pricing.
- If General Price is selected, the purchase price and/or line discount is transferred without any job information.
- If Job specific price is selected, the purchase price and/or line discount is transferred with job information so that the pricing is relevant only for the job.
The transfer and visibility of the pricing information is different based on the option selected:
- General Price – Purchase Line Details FactBox and Purchase Prices and Purchase Line Discounts pages from the Item Card.
- Job specific price – Job Purchase Prices and Job Purchase Discounts pages from the Job Card.
In the Jobs Purchase Prices and Job Purchase Discounts pages, not only is the job number assigned but also the Main Job No. This means that the special pricing is valid for any job created for the main job. If this item and vendor combination is used in other jobs not related to this main job, the special pricing is not used.
The Source Quote No. and Source Version No. fields provide historical information to indicate where the pricing originated. On the Actions menu, choose the Show Source Document action to open the Purchase Quote Archive page.
Ideally, all costing/pricing should be handled in the job budgeting phase and, therefore, the Transfer Purchase Conditions function is most beneficial when used with the COSMO Purchase Quotes Manager. For more information, see COSMO Purchase Quotes Manager.
Inventory Requests are used for inventory items. The Inventory Request will generate demand for procurement requisitioning in the same way a sales order generates demand. Inventory requests can be created directly for a procurement line or indirectly, which means that it is needed for produced quantities from the Production Order to post it to the job.
If no value is entered in the Posting Date field, the current date will be used as the default.
The Outstanding Qty. (Base) field contains the required quantity demand.
During posting, quantity availability in the selected location is checked if the Check Quantity in Inv. Req. toggle is turned on in the Procurement FastTab on the Jobs Setup page.
After posting inventory items, an adjustment might be necessary. If so, the job lines must also be updated by running the Update Job Item Cost batch job, accessed using Tell Me. Choose the icon, enter Update Job Item Cost, and then choose the related link.
Posted Inventory Request
Posted Inventory Requests are accessed using Tell Me or from the Posted Documents menu in the Role Center.
From here, the posted Inventory Request can be viewed and reprinted.
In the Lines FastTab, choose Manage > Navigate to open the standard Find entries page where posted entries related to the Inventory Request can be viewed.
When an Assembly Order is created during the procurement release process, the lines from the assembly BOM are transferred either from the exploded lines in Job Budget Calculation or the lines from the assembly BOM. The costs and prices from the Job Budget Calculation or assembly BOM are transferred to the assembly order lines and the date in the Procurement Finish Date field from procurement is used as the Ending Date in the Assembly Order. Related job information is available in the Job FastTab.
An inventory request is automatically created for the assembly order. If the Reserve Inv. Request for Assembly Order toggle is turned on in the Jobs Setup page, then the assembly order is reserved against the inventory request automatically so that there is no requirement surplus. The reservation is visible in the Reserved Quantity field in the General FastTab on the Assembly Order and the Reserved Quantity field in the Lines FastTab on the Job Inventory Request.
Posting the assembly order only consumes the components for the assembly order and creates the assembly output; it has no influence on the job.
Posting the inventory request, regardless of reservation, will transfer costs as well as the quantities produced in assembly (assembly output) from the warehouse to the job.
During the procurement release process, a Production Order is created for the relevant WBS position.
The related Production Order is linked through the Job No. field on the Job FastTab.
The Production Order is processed using the standard Microsoft Dynamics 365 Business Central methods, and then the Inventory Request is ready for posting by the user.
Additional Procurement Processes
The previous sections described the commonly used procurement processes. This section describes some additional processes.
Service Module Integration
If a job line has Procurement Channel = Service Order, a new Service Order will be created during the release process with a link to the job line. The service item can be added manually in a service line or set up in the procurement line.
In the Service Order, notice the link to the job line in the Job FastTab.
On the Lines FastTab, choose Order > Service Lines to enter the resources, items, and so on.
Choose the Post action and with the Ship and Consume option selected, choose the OK button to create job ledger entries to the linked job line.
A Job Order is a summarized procurement view for a part of a job based on the normal procurement lines. This is an additional document to the existing procurement documents and provides a better overview for a job within a job.
To create a Job Order for a procurement line(s), the Procurement by Job Order check box must be selected, either directly on the line or can be preset on the component.
After the procurement planning process, COSMO Project Manufacturing will create a Job Order document in addition to all other procurement documents.
The lines in the Job Order may be used like normal procurement lines; the same functionality is available. However, to release lines for creating procurement documents, on the Lines FastTab, choose Functions > Release All or Release Line for a single line.
The information in the Job Order is transferred to the Job Planning and Procurement page.
Posting by General Journal
Another way of creating job usage is by directly posting a general journal. To assign the journal entry to the job line, the following fields must be shown in the General Journal page:
- Usage Job No.
- Usage WBS
Job ledger entries are created when the General Journal is posted.
When the procurement documents (purchase orders and inventory requests) are posted, the Procurement Status on the released procurement lines is automatically set to Finished if the:
- Post Released Quantity Only toggle is turned on on the Procurement FastTab in the Jobs Setup page
- full quantity has been allocated
For time entry lines, there is no such automation because usually no direct quantity matching can be achieved. Therefore, these lines are set to finished manually by choosing the Set Finished action on the Procurement menu.
This function can be used on any lines that need to be set as Finished.
Finished procurement lines are indicated through the Procurement Finished field.
Rolling Calculation after Procurement
After the different procurement processes are posted, usage is displayed in the Total Direct Cost Usage (LCY) field.
On the Actions menu, choose Functions > Refresh Production Costs to manually update the values in the Production Cost (LCY), PO Material Cost (LCY), and PO Capacity Cost (LCY) fields.
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