EasyPlant NewsLetter from SYSNET ASSOCIATES (INDIA) PRIVATE LIMITED. Issue No: 003 Dated 1st November 2007

Each issue of EasyPlant Newsletter delivers in-depth news briefs, in Q&A section.
EasyPlant covers the major activities of a typical small scale manufacturing unit.
EasyPlant has well defined Purchase Order and Goods Receipt system.
Complete stock ledgers of items and products can be maintained in EasyPlant.
We try our best to answer your questions in the Q&A section. Editor: Mr. A. Krishi

Tip: Control your Purchase Order by allotting different users for Preparation & Approval.

EasyPlant - A Manufacturing System for SMB Factories: EasyPlant - Lesson 3

Above screen shows the Purchase Order screen with the Item ordered for the selected PO Number. A Purchase Order has to be Approved by an authorised user before being printed. On receiving all the Item ordered, the Purchase Order status is automatically changed to 'Completed'. Item Closing Stock is updated on creating a GRN. EasyPlant is an Enterprise Manufacturing Information Solution for Small-Scale Industries.

EasyPlant comes with several advantages.
Maintain your product data, with specifications, pricing and stocks.
Maintain your customers, with credit limits, despatch status, collection status, etc.
Raise your Quotes, Invoices, Despatch Notes, etc,. on customers.
Track your customer information comprehensively.
Maintain your Item data, with specifications, pricing and stocks.
Maintain your suppliers, with items supplied, supply status, payment status, etc.
Raise your Purchase Orders on Suppliers and Track them.
Raise key internal documents for Goods Receipt, Material Issue and Work Order.
Track your Production Activity from beginning to end, with Work Orders.
Maintain your Inventory records, for Finished goods as well as Raw Materials.
Several status reports and ledgers are available, for MIS purposes.
Import or Export your data from/to other systems.

Q&A: Your Questions are answered by EasyPlant Experts, below.

Question 1: I got the message “GRN’s PO Status Should be Equal to Approved” while trying to create a GRN. What does this mean?
Answer: The Goods Receipt Note (GRN) can be raised against a Purchase Order only if the PO Status is ‘Approved’. In the PO profile select the PO No. and using the modify option change the status to ‘Approved’.

Question 2: Can I receive more than the quantity mentioned in the Purchase Order?
Answer: Yes, EasyPlant allows you to receive more than the quantity mentioned in the Purchase Order. This is because in real life situation, there are possibilities that the supplier can despatch more/less. On receiving the quantity ordered, EasyPlant will automatically change the status of the Item ordered to ‘Completed’ and will prevent you from receiving more quantity. You also have the option to manually short close the Purchase Order.

Question 3: How to ‘Short Close’ a Purchase Order?
Answer: In EasyPlant the ‘PO Line Status’ is auto maintained. Example, if the Item ordered is received in full the ‘PO Line Status’ will be auto changed to ‘Completed’. In some cases you may want to ‘Short Closed’ this Item’s order after receiving only part of the quantity ordered, here you will have to change the ‘Status Updation’ to ‘Manual’ and manually change the PO Line Status to ‘Short Closed’.

Question 4: : How is the GRN valuation done in EasyPlant?
Answer: The GRN is valued based on the actual quantity accepted. In GRN Line profile you need to correctly enter the Supplied Quantity and Rejected Quantity. EasyPlant uses the Purchase Price and Tax% mentioned in the Purchase Order to calculate the actual value of the purchase.

Question 5: I would like to print the Good Receipt Note to be sent to the supplier. How do I go about it?
Answer: On creating a GRN, all the necessary reports are immediately available for printing. In GRN profile select the report “Good Receipt Note”. You can view or print the GRN. It can be also be saved and sent as an Email attachment or directly faxed to your supplier.

Thanks for reading. Please do write to us at info@SysnetIndia.com, at any time with your queries. We'll return with more soon, in the next NewsLetter. Cheers!
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