ERP Implementation for PTPEC
PTPEC Standard Key Process Definitions Guide
Function: Purchase & Inventory Module
Unit
: 2A & 2B
Client: PT PANGGUNG ELECTRIC CORPORATION, SURABAYA – INDONESIA
Prepared By: ITTI Ltd
www.itti.co.in
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
Introduction .......................................................................................................................................................................................................................... 4
Objective ................................................................................................................................................................................................................................ 4
Scope & Coverage ................................................................................................................................................................................................................. 4
Purpose .................................................................................................................................................................................................................................. 5
Initiator List .......................................................................................................................................................................................................................... 5
Local Material..................................................................................................................................................................................................................... 7
Import Material for KIT...................................................................................................................................................................................................... 7
Import Material for KIT...................................................................................................................................................................................................... 8
Import Material – Parts ....................................................................................................................................................................................................... 8
Import Material – Parts ....................................................................................................................................................................................................... 9
Direct FG Purchase – Physical ......................................................................................................................................................................................... 10
Direct FG Purchases – Non-Physical................................................................................................................................................................................ 11
Sub-ContractingMemo Purchase ...................................................................................................................................................................................... 12
Memo Purchase ................................................................................................................................................................................................................ 13
Operation – Parts Control ................................................................................................................................................................................................. 13
Operation – Parts Control ................................................................................................................................................................................................. 14
Documents Description ...................................................................................................................................................................................................... 15
Purchase Requisition (Permohonan Pembelian) ............................................................................................................................................................... 15
Purchase Order (Order Pembelian/Order Confirmation) .................................................................................................................................................. 16
Goods In transit Voucher (GIT)........................................................................................................................................................................................ 17
Goods Inward Voucher (GIV) .......................................................................................................................................................................................... 17
Payment Requisition ......................................................................................................................................................................................................... 18
Process Definition ............................................................................................................................................................................................................... 20
Local Materials ................................................................................................................................................................................................................. 20
Import Material by Parts ................................................................................................................................................................................................... 26
Direct FG Purchases Physical ........................................................................................................................................................................................... 40
Direct FG Purchases Non-Physical................................................................................................................................................................................... 44
Sub-Contracting ................................................................................................................................................................................................................ 48
Memo Purchase ................................................................................................................................................................................................................ 54
Status: Draft
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Transaction listing ............................................................................................................................................................................................................ 59
Status: Draft
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ERP Implementation for PTPEC
Introduction
Introduction
PT PEC is a $ 50 Million Company, incorporated in 1970, and having it’s Corporate Office at Surabaya, Indonesia. The Company is an integrated
manufacturer of Consumer Electronic products like Televisions, Audio Systems, Washing Machines, DVD Players and related accessories like Audio
Tapes, Compact Discs, TV Racks, Computer Furniture, Injection moulded Items and so on. It is an ISO 9001 certified Company with approximately
2200 Employees. There are 4 Business Units and 2 Sub Units and the manufacturing facilities of the Company are centrally located at Surabaya,
Indonesia. The Distribution and Logistics functions are separately handled by a subsidiary Company, PT Akari Indonesia. The Company’s products
are marketed and sold under the brand names “AKARI” and “PANAREC”. PT.PEC is also an OEM Manufacturer for World Class brands like
“MAXELL”. The company exports its products to Australia, Europe, South East Asia and Middle East.
The Company has Regional Offices and Warehouses at Surabaya & Jakarta and also offices at Australia and Holland.
This Document gives the details of PTPEC process definition data definition flow, across all units that will help to implement the Mfg/Pro System
according to the PTPEC business standard.
Objective
Objective
The Objective of this document is to explain the To-Be model flow of the purchase and inventory module for Unit 2A & 2B.
Scope &
& Coverage
Coverage
Scope
To define and explain the transactions & reporting carried out under Purchase & Inventory section. This would cover the departments under the Unit
2A & 2B. Find below the list of processes that would be covered under Purchase & Inventory module for Unit 2A & 2B.

Purchase Module
 Local Material
 Import Material - KIT
 Import Material – Parts
 Sub-contract Purchases
 Memo Purchases (Non-Inventory Item)
 GIT - Import Material
 GIV – Local Purchases
 GIV – Import Material
Status: Draft
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ERP Implementation for PTPEC


Quality Control
Purchase Return
Purpose
Purpose
The Purpose of this document is to explain the To-Be Model for Purchase & Inventory module. The process defined in this document would be
mapped to MFG/PRO.
Initiator
Initiator List
List
Purpose: This section lists the codes used to identify users in the Setup and Process Flow documents. This document is often referenced while
reading or modifying the Setup and Process Flow documents.
SL #
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Status: Draft
Division / Department /
Section
Purchase Department
Production Planning and
Inventory control
Supplier
Quality Control
Department
Unit Warehouse/Godown
Exim-Finance
Exim Department
Marketing Team
Sub-Contractor
Koperasi
General Service
Department
Parts Control
Initiator
Description
PD
PPIC
SUPP
QCD
Purchase Department
Production Planning and Inventory
control
Supplier
Quality Control Department
GDN
EXFN
EXD
MKT
SC
KOP
GSD
Unit Warehouse/Godown
Exim-Finance
Exim Department
Marketing Team
Sub-Contractor
Koperasi
General Service Department
PC
Parts Control
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Organization Chart (Purchase)
General
Manager
Purchasing
Production
Status: Draft
PPIC
Production
Manager
Parts Control
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ERP Implementation for PTPEC
Print DO
Parts control
Supplier
Purchase
Parts Control
Local Material
Prepare PR
Print PR
Prepare Purchase
Order
Order Print
B
Copy of GIV
A
Original PO
Checked by Section
Head
Quality Check
1 copy PO filed &
copy given to AP
Approved by Unit
Head
Inform Supplier if
any discrepancy
Verify GIV
A
Inform Supplier
C
Approve Purchase
Requisition
D
Material
Shipment
Verify Surat
Jalan with
Order
B
SJ vs
Unloaded
Unload
Material
GIV filed &
copy to AP
C
Receive
Material in
Godown/Loc
Change status
to Reject
D
Stock Status /
Receipt Report
pending QCCheck
N
C
Print GIV
Purchase
Return
GIV Approval
Dept Head
Print RTV
B
Approved by
Department Head
Mtl.
Returned
QC-Pend >QC-Clear
Status
QC Sampling
Status: Draft
Approved by
Department Head
QC
Check
Y
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Parts Control
Supplier
Purchase
Parts
Control
Import Material for KIT
Prepare PR
Print PR
Checked by Section
Head
Verify/Modify Kit
List
Prepare Purchase
Order
Order Print
Approved by Unit
Head /& Director
1 copy filed &
copy given to
AP
B
GIT Entry at landed
cost
A
Original PO
Verify Packing
List with
Order/Inv
C
Print GIT
1 copy filed &
copy to AP, Acc.
D
Quality Check
Status: Draft
E
B
GIV Approval
Dept Head
Print RTV
C
Approved by
Department Head
Purchase
Return
QC-Pend  QCClear Status
N
D
Print GIV
Purchase
Return
E
QC Sampling
Stock Status/
Receipt Report
pending QCCheck
Invoice received by
EXIM
GIV Entry with
location identification
Change Status
to Reject
Inform Supplier
D
Print L/C Req /
Remittance Req
Inform Supplier if
any discrepancy
Verify GIV
Copy of GIV
C
Check PL with
Unloaded Qty
Prepare L/C
Req/Remittance
Req
Order Approval
Unit Head
Shipment
Material
Unload
Material
GIV filed &
copy to AP
A
Approved by
Department Head
QC
Check
Y
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Parts Control
Supplier
Purchase
Parts
Control
Import Material – Parts
Prepare PR
Checked by Section
Head
Print PR
Prepare Purchase
Order
Order Print
Approved by Unit
Head /& Director
1 copy filed &
copy given to
AP
B
GIT Entry at landed
cost
A
Original PO
Verify Packing
List with
Order/Inv
C
A
1 copy filed &
copy to AP, Acc.
Check PL with
Unloaded Qty
D
Quality Check
Stock Status/
Receipt Report
pending QCCheck
E
Inform Supplier if
any discrepancy
Verify GIV
Inform Supplier
Invoice received by
EXIM
GIV Entry with
location identification
Change Status
to Reject
Print L/C Req /
Remittance Req
D
Shipment
Material
Print GIV
Purchase
Return
E
B
GIV Approval
Dept Head
Print RTV
C
Approved by
Department Head
Purchase
Return
QC-Pend  QCClear Status
QC Sampling
Status: Draft
Prepare L/C
Req/Remittance
Req
Copy of GIV
C
Print GIT
Unload
Material
GIV filed &
copy to AP
Order Approval
Unit Head
Approve Purchase
Requisition
Approved by
Department Head
N
Y
D
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Purchase
Direct FG Purchase – Physical
EXIM
Gudang A/B
Parts control
Purchase
Supplier
B
Status: Draft
A
Order Approval
Unit Head
Order Print
Prepare Purchase
Order
1 copy filed &
copy given to AP
A
Copy of GIV
Original PO
Material
Shipment
Receive copy of
shipping document
Verify SJ
with Order
SJ - Transfer to
Gudang (A/B)
Receipt Entry
GIT Entry
Unload
Material
Print GIT
SJ vs
Unloaded
GIV Entry
1 copy filed &
copy to AP, Acc.
Print GIV
GIV Approval
Dept Head
GIV filed & copy to
AP
Surat Jalan
Print
Prepare Surat
Jalan
Surat Jalan
Print
Prepare DO
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Purchase
Direct FG Purchases – Non-Physical
A
Order Approval
Unit Head
1 copy filed &
copy given to AP
Purchase
Print GIT
1 copy filed &
copy to AP, Acc.
Receive GIT / Copy
of Invoice
GIV Entry
Print GIV
GIV Approval
Dept Head
Gudang A/B
GIT Entry
EXIM
B
Copy of GIV
Material Shipment
directly to customer
Receive copy of
shipping document
Status: Draft
A
Original PO
Parts Control
Supplier
Order Print
Prepare Purchase
Order
Receipt Entry
Prepare DO
Prepare Surat
Jalan
GIV filed & copy to
AP
SJ - Transfer to
Gudang (A/B)
Surat Jalan
Print
Surat Jalan
Print
Print DO
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Quality Check
Parts Control
Sub Contract
Purchase
Parts Control
Sub-Contracting
Status: Draft
Checked by Section
Head
Prepare PR
Print PR
Prepare PO
(Converted Item)
Order Print
C
Copy of GIV
A
Original PO
1 copy PO filed &
Copy given to AP
Order Approval
Unit Head
Approve Purchase
Requisition
A
Inform Supplier if
any discrepancy
Verify GIV
Send Finished
Material to Unit
Process Raw
Material (Conv)
Mtl. Receipt
Approved by
Department Head
A
Copy of PO
Prepare SJ
B
Verify sub-con
Mtl
Unload
Material
D
Mtl. Returned to
Sub-contractor
B
Approval from
Dept Head
Print SJ
SJ vs
Unloaded
Dispatch Mtl to
Sub Contractor
Receive
Material in
Godown/Loc
Issue Mtl.
For QC
Change
Status
Print GIV
Approved by
Department Head
D
N
QC
Check
Y
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C
ERP Implementation for PTPEC
Memo Purchase
Parts Control
Prepare PR
Checked by Section
Head
Print PR
B
Koperasi/GS
Godown
Status: Draft
A
Copy of PO
Approve Purchase
Requisition
Copy of GIV
Check Qty with PR
Receive PR
Approved by
Department Head
Prepare PO
Order Print
Order Approval
Unit Head
A
Send Material
GIV Entry
GIV Print
GIV Approval
Dept Head
1Copy Filed & given
to AP Department
PTPEC Standard Key Process Definition Guide -To-Be Model
B
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Operation – Parts Control
GIV Entry
Verify Surat
Jalan / PL (Local
/ Import)
Check SJ/PL
with Unloaded
Qty
Unload
Material
Print GIV
GIV Entry
GIV Approval
Dept Head
QC - Clearance
Material Status
Change
Stock Status Report
– Pre QC
Transfer to Production/Sub-contractor
Mtl. Req from
Production
Prepare SJ
Approved by Parts
control in-charge
Print SJ
Material transferred to
Production
Return from Production
Mtl. Transferred
back from Prod.
Receipt Entry into
Parts control
Print Receipt Note
Approved by WH
in-charge
Receipt from Sub-contractor
Verify Surat
Jalan
Unload
Material
Check SJ with
Unloaded Qty
GIV Entry
Conversion
Print GIV
GIV Approval
Dept Head
Purchase Return
Purchase
Return Approval
Status: Draft
Purchase
Return
Print RTV
Approved by
Department Head
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ERP Implementation for PTPEC
Documents
Description
Documents
Description
This section describes the documents involved in processing purchase order. The documents described below are very necessary for the
purchase cycle. The documents are
1.
2.
3.
4.
Permohonan Pembelian (Purchase Requisition)
Order Pembelian/Order Confirmation (Purchase Order)
GIT (Goods In-transit Voucher)
GIV (Goods Inward Voucher)
Purchase Requisition (Permohonan Pembelian)
Permohonan Pembelian (PP) is also known as Purchase Requisition. For any material purchases, parts control should raise PP. The PP is the
base document for the Purchase department to prepare the Purchase order. The PP will specify the material, required quantity and the due date.
In case of Import purchases by KIT Parts control shall mention the KIT Code and the quantity required. In case of Local Material, Sub-con
Material parts control shall mention the respective item code and the quantity required.
This document will be prepared and issued to the purchasing department whenever there is requirement for material based on the production
plan.
The document will have a sequence number which would be as follows
Purchase Requisition for KIT
First character
Second character
Third character
Fourth character
-
Unit identifier
Material/Non-Material Purchase
Last digit of the year
5 digit running serial number (Specific to Unit and type of Material)
-
Unit identifier
Material/Non-Material Purchase
Last digit of the year
4 digit running serial number (Specific to Unit and type of Material)
Purchase Requisition for Parts
First character
Second character
Third character
Fourth character
Status: Draft
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Eight character
-
1 Alphabetic running serial for the Requisition
The document is prepared by parts control, checked by the section head (in-charge parts control) and approved by the department head
(Production manager).
Purchase Order (Order Pembelian/Order Confirmation)
A Purchase Order is a contract with the supplier to purchase an amount of a particular product at a known price, due to be delivered on a specified
date. On receipt of Purchase Requisition, Purchase department shall contact the supplier and negotiate the price. In case of big value material
there is a rate contract with the supplier which will be defined in the system as the Price List. In case of small value Items and Local Material
Purchase department shall negotiate the price with the supplier on receiving the Purchase Requisition from the Parts control. After the price
negotiation with the supplier, purchase department shall raise the Order.
In case of Import Purchases by KIT, Purchase department shall view and edit the Purchased List (KIT List generated by the system based on the
Requisition raised by Parts control). This will be interfaced to Purchase Order and the system will generate the Purchase Order automatically.
Purchase Order will contain the Order number which is in the below format
First character
Second character
Third character
Fourth character
-
Unit identifier
Local/Import -> Domestic or Export
Last digit of the Year
5 digit running serial number (Specific to Unit)
In case of purchases by Parts and Local Purchases, Multiple Orders can be created for one Permohonan Pembelian (PP) as well as one Order
can have multiple PP. In case of Purchases by KIT One Order will be raised for one PP.
The PO would also contain information on the Supplier code & address, Order Revision, Order Date, Order Print Date, Ship to address, Supplier
contact and Credit Terms. The above mentioned information is part of the PO Header.
At the detail level the Order would contain the Line Number, Requisition Number, Item number (Part code), Taxable/Non-taxable, Item due date
(In case of Local purchases the due date for material to be at PEC, for Imports the due date for shipment). Order Quantity, Unit of measure
(Satuan), Purchase Price and the PO line Value.
The Order print would also contain the tax break up as well as the add-on cost at the footer.
Status: Draft
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The document is prepared by purchase department and authorized by unit head.
Goods In transit Voucher (GIT)
Imported materials are accounted on shipment by the supplier. Upon receiving the shipping document from the supplier, purchase department
would make the GIT entry and print GIT document.
GIT Number format is as given below:First character
Second character
Third character
Fourth character
Fifth character
Sixth character
-
“T” Indicates the document relates to Goods In transit
E – Consumed for Export/D – Consumed for Local/B – FG Purchases (Trading)
Unit Identifier
Last digit of Year
Month Identifier (1 to 9, X,Y,Z)
Running Serial Number (Unit Specific)
GIT contains information on Supplier code, address, date of shipment, Supplier Invoice number, nominated vessel, Material shipped, Order
number, PP number, Invoice quantity and receipt location.
At the footer the add-on cost like Ocean Freight, Insurance, Finance Charges, Import Duty and local handling charges gets printed.
Goods Inward Voucher (GIV)
Goods inward voucher is prepared by the Parts control (respective Unit) after unloading the material at the warehouse.
Goods Inward Voucher will contain the GIV number which is in the below format
First character
Second character
Purchases (Trading)
Third character
Fourth character
Fifth character
Sixth character
Status: Draft
-
Local Order Receipts/Import Receipts (By Air/By Sea)
0 – Non-Material (only for Local)/E – Consumed for Export/D – Consumed for Local/B – FG
-
Unit Identifier
Last digit of Year
Month Identifier (1 to 9, X,Y,Z)
Running Serial Number (Unit Specific)
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The GIV also contains information on the Supplier code, Address, Receipt date, Order number, Purchase Requisition number, Surat Jalan
number, Port received from and Remarks.
The document is prepared by Parts control check and reviewed by the section head and authorized by the department head
Payment Requisition
In case where the payment needs to be made in advance to the supplier, the Purchase department prepares Payment Requisition and gives to
Treasury. This document is prepared and given to Treasury along with the Purchase Order.
The Payment Requisition contain the following information
Header
Prefix
Third character
Fourth character
Fifth character
-
“LC”
Last digit of Year
Unit Identifier
Running Serial Number (Unit Specific)
Requisition Date
-
LC requisition date
Payment Method
-
LC at Sight / Usance
LC Amount
-
Amount for which LC needs to be opened
Condition LC
-
LOD (Last Opening Date) & LC Closing date
LC Applicant
-
Company Name
Credit of
-
Supplier
Advising Bank
-
Supplier Bank
Status: Draft
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Bank A/C Number
-
Supplier Bank Account Number
Invoice Number
-
Performa Invoice Number
Description
-
Comments
Detail
Item Number, PO Number, Order quantity, Unit of Measure, Unit Price and Amount.
Remarks
-
Remarks if any
Status of Order
-
Export/Domestic usage
Freight Method
-
FOB/CIF/CNF
Freight Cost
-
Nominated Vessel
-
Nominated vessel
Shipment
-
Source & Destination port
Partial Shipment
-
Allow Partial shipment or not
Transhipment
-
Allow Transhipment
C.O.O
-
Port of Origin
Footer
Approval
Status: Draft
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Process Definition
Local Materials
I. Introduction
The purchase department prepares Order for local Material purchases after receiving Purchase Requisition from Parts control. This section
explains the process flow for Local Material purchases. Purchase Requisition should be prepared by Parts control and to be given to purchase
department for processing and preparing the Order.
II. Description
Parts control prepares Purchase Requisition and gives it to Purchase Department to procure the material. After receiving the requisition from
Parts control, purchase department will identify the Supplier(s) and carry out the price negotiation and place the order. In case of material for
which there exists a rate contract with the supplier, the Order is raised for the material without any price negotiation. One PP can be split into
multiple orders based on the type of material and supplier. Purchase department prepares the Purchase Order on finalizing the Order qty.
Purchase Order is approved by the Unit Head before issued to the supplier.
Godown receives the material and verifies Purchase Order with Surat Jalan. Godown will unload the material and check the unloaded quantity
with order. Godown makes the GIV entry to account for receipts. While making receipts material is received in Godown location with the
inventory status as “QC-Pend”. Godown prepares GIV and prints the GIV. GIV is approved by the Department Head. QC Department verifies
the receipt report pending for QC. Godown will issue the material to QC Department for QC Check. QC Department Checks the material. If QC
is not cleared then QC informs purchase department. Purchase Department informs supplier about the Quality of the material and informs
godown to return the stock to the supplier. Once QC department clears the material, godown transfers the stock from “QC-Pend” status to
“Avail” status.
III. Process Owner/Primary Responsibility: Purchase Department/Godown
IV. Frequency -
As required.
V. Pre-requisite 1.
2.
3.
4.
5.
6.
Status: Draft
Inventory Control File (3.24)
Inventor Account Maintenance (1.2.13)
PO Control File (5.24)
System Control File (36.1)
Product Line Maintenance (1.2.1)
Site Master (1.1.13)
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7.
8.
9.
10.
11.
Location Master (1.1.18)
Item Master (1.4.1)
Supplier Maintenance (2.3.1)
Work Order Control File (16.24)
Tax Rate Maintenance (2.13.13.1)
VI. Process Flow
SL #
Activity
Parts
control
PD
SUPP
GDN
QC
Business Rule
QAD Menu
Option/System
5.1.4
1.
Purchase Requisition
Parts control prepares
PP (purchase
requisition).
2.
Purchase Requisition
Print
Print Purchase
Requisition.
Checked by Section
head.
5.1.X
3.
Approval of Purchase
Requisition
Approved by Dept
Head.
5.1.16
4.
Check Qty/Delivery
Date with supplier
Purchase department
checks whether
supplier can deliver the
material on the required
date.
Manual
5.
Price Negotiation
Status: Draft
If unable to source on
the required date, PP
will be given back to
Parts control for
revision
Purchase department
will carry out the price
PTPEC Standard Key Process Definition Guide -To-Be Model
PreRequisite
16.24
Work
Order
Control
File
5.1.4
Purchase
Requisiti
on
Reference
Document
5.1.4
Purchase
Requisiti
on print
Approved
PP
Manual
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ERP Implementation for PTPEC
6.
Purchase Order
7.
Print Purchase Order
8.
Material Shipment
9.
Material Receipt at
PEC
10. Unload Material
Status: Draft
negotiation with the
supplier.
After the price is
negotiated the
department head shall
confirm the same to
place the order.
Prepare Purchase
Order by attaching the
PP. PO can not be
made without PP
Purchase Order
Authorized by the unit
Head
Original PO sent to
Supplier.
Copy of the PO will
remain in purchase
department One Copy
of PO will be send to
AP Department
One Copy of PO will be
given to Parts control
Supplier Prepares
Surat Jalan and
dispatches material to
PEC.
Godown will receive the
material.
Verify Unloaded
Quantity with Surat
Jalan Quantity. Surat
PTPEC Standard Key Process Definition Guide -To-Be Model
5.7
5.24
Purchase
Order
Control
File
5.10
5.7
Purchase
Order
Manual
Manual
Manual
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11. GIV Entry
12. GIV Print & Approval
13. Verify GIV
14. Check Receipt Report
pending for QC
clearance
15. Issue to QC
16. QC Pass
17. QC Failed
Status: Draft
Jalan given to
Purchase department
who mention the PO
Number in the Surat
Jalan
Receive material into
Gudang under Pre-QC
inventory status.
GL Impact
Dr Stock (Mtl cost)
Dr VAT In
Cr POR (Mtl + VAT)
GIV printed by Godown
& approved by the
department head.
GIV Filed, Copy given
to AP department &
Purchase department.
5.13.1
5.7
Purchase
Order
5.13.2
GIV
Entry
Purchase Department
verifies GIV Copy with
the Order.
If any Discrepancy
informs Supplier
QC department Checks
the Receipt Report
Pending for QC check
Transfer from Godown
to QC Location in QCPEND Status
Change status of stock
from Pre-QC to Avail
Manual
If QC is not cleared
then QC dept. informs
purchase department.
Purchase Department
Manual
PTPEC Standard Key Process Definition Guide -To-Be Model
3.6.5
3.4.X
3.1.1
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18. Change Status of
Material
19. Stock return to supplier
20. Stock Return Print
informs supplier.
Purchase Department
informs Godown to
return stocks back to
supplier.
Change the status of
the material to reject.
Godown returns the
Stock to the supplier.
GL Impact
Dr POR (Mtl + VAT)
Cr VAT In
Cr Stock (Mtl)
Print Stock Return.
Approved by
Department Head
Inventory Detail
Maintenance
(3.1.1)
QC
Result
Purchase
return to
Vendor (5.13.7)
Inventory
status
change
5.13.8
Purchase
Return Print
Return to
Vendor
VII. Explanation of Activities
1. Purchase Requisition will be prepared by Parts control for the procurement of material.
2. Purchase Requisition printed by Parts control for approval by the department head.
3. Approve purchase requisition in system after getting approval from department head. Purchase Requisition issued to purchase
department.
4. Purchase department upon receiving the Purchase Requisition from the Parts control identifies the supplier from whom the material needs
to be sourced and agrees the delivery schedule with the supplier.
5. Negotiates the Price with the supplier. In case of Rate contract refer to the last negotiated price with the supplier.
6. On agreeing upon the purchase price, PO is prepared by Purchase department. The PO is prepared only after freezing the delivery
schedule and purchase price. Purchase Order to be prepared with reference to the Purchase Requisition given by Parts control. No
Order can be prepared without an approved Purchase Requisition. For supplier were VAT is applicable, the taxable field is set to “yes”. In
case the supplier is exempted from VAT taxable field is set to “No”.
7. Purchase Order is printed and issued to the Supplier. Copy of PO is filed by Purchase department, 1 copy issued to AP. PO Print
contains the add-on applicable for the PO, which is printed in the trailer.
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
8. Supplier ships the material to PEC as per the delivery schedule mentioned in the Purchase Order. In case there is a delay in delivering
the material as per the delivery terms mentioned in the Order, the same is monitored and followed up with the Supplier by Purchase
department.
9. On Receipt of material at the Godown, supplier surat Jalan is verified against the Open Order for the Supplier. If the PO is open and the
surat Jalan quantity is with in the tolerance limit the material is accepted.
10. Material is unloaded at the Godown and the unloaded quantity is verified against the Surat Jalan. In case there is a discrepancy between
Surat Jalan and the Physical quantity the same is recorded on the Surat Jalan. Surat Jalan is given to Purchase department who mention
the PO number in the Surat Jalan.
11. GIV entry is passed by the Godown to record the receipt into the system with reference to the PO number mentioned in the Surat Jalan.
This entry is passed only where the PO is open to the extent of quantity received from the supplier. At this stage the Godown would
record the Supplier Surat Jalan Number, Surat Jalan quantity, actual receipt, receipt date and taxes if any.
GL impact
Dr Stock (Material value)
Dr VAT In (If applicable)
Cr POR (Material value + VAT In)
12. Print the GIV, GIV is checked by the section head and approved by department head. Copy of GIV given to purchase department and AP
department and the original filed at the Godown.
13. Purchase Department verifies the GIV against the Purchase Order. If found any discrepancy the same is communicated to the supplier.
14. QC Department generates stock status report/GIV Report for the Godown location and with the inventory status as “PRE-QC”.
15. QC Department takes the samples of material received based on the Stock Status Report. For material issued to QC is equivalent to one
Primary Unit of measure the same is recorded in the system by passing a inter location transfer. If the material picked up by the QC
department is less than the Primary Unit of measure of the material the transaction will not be recorded in the system. For transfers from
Godown to QC, surat Jalan is printed by the Godown.
16. if the material is checked by QC and passed, Godown changes the status of the material from PRE-QC to AVAIL.
17. If the material fails QC, QC department informs the Purchase department. Purchase department will communicate this to the supplier. At
the same time Godown is also informed on this.
18. For rejected material, the material is moved from PRE-QC to REJECT status.
19. As per the advice received from the Purchase department, the Godown returns the material back to the supplier by doing Return to vendor
transaction.
GL Impact:
Dr POR (Material + VAT)
Cr Stock Account (Material)
Cr VAT In
20. Purchase return document is printed and authorized by the department head and sent to the supplier.
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
Import Material by Parts
I. Introduction
The purchase department places import material purchase orders to the supplier after receiving purchase requisition from Parts control. This
section explains the process flow for Import Material purchases by parts.
II. Description
Parts control prepares Purchase Requisition for materials and gives it to Purchase Department to procure the material. After receiving the
requisition from Parts control, purchase department will verify the stock details and the pending order details to ensure that the PO raised is
against the requirement for the Production Plan. One PP can be split across multiple orders and one Order can contain multiple PP / Items
based on the type of material and supplier. Purchase department prepares the Purchase Order on finalizing the Order qty, delivery date and
the delivery schedule. The order will also contain information on the add-on cost like Import Duty, Freight, Insurance & Finance charges as per
standard percentage defined by Accounting. The Purchase order is approved by the Unit Head.
On Receipt of invoice from the supplier, Purchase department makes the GIT Entry. If there is a difference between the add-on cost defined in
the Purchase Order and the Supplier Invoice the same is corrected at the time of making the GIT entry made by the Purchase department.
Stocks accounted as in transit (GIT) is monitored by the Purchase department, Unit Accounting and Parts control.
On physical receipt of material parts control makes the GIV entry transferring the material from in transit location to the warehouse location.
The GIV entry for import material is validated against the Invoice number and the GIT number. The lot/serial number which would be as the
invoice number and the KIT number as the Reference if purchased against the KIT (while making the GIT entry) is removed while making GIV
entry.
The stocks lying under PRE-QC status is picked up by QC for QC test. If the material passes QC, the QC in-charge shall change the status of
the material to AVAIL else the material is transferred to REJECT status and the same would be issued back to the supplier based on the
advice from the Purchase department.
III. Process Owner/Primary Responsibility: Purchase Department/Godown
IV. Frequency -
As required.
V. Pre-requisite 1.
2.
3.
4.
Status: Draft
Inventory Control File (3.24)
Inventor Account Maintenance (1.2.13)
PO Control File (5.24)
System Control File (36.1)
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
5.
6.
7.
8.
9.
10.
11.
Product Line Maintenance (1.2.1)
Site Master (1.1.13)
Location Master (1.1.18)
Item Master (1.4.1)
Supplier Maintenance (2.3.1)
Work Order Control File (16.24)
Tax Rate Maintenance (2.13.13.1)
VI. Process Flow
SL #
Activity
Parts
Ctrl.
PD
SUPP
EXFN
GDN
QC
Business Rule
1.
Purchase
Requisition
Parts control prepares
Purchase Requisition
based on the Plan
Order
2.
Purchase
Requisition
Print
3.
Approval
Checked by Section
head.
Approved by Dept
Head.
Approval Requisition
4.
PR verification
5.
PR Revision
6.
Price
Negotiation /
Rate contract
Status: Draft
Purchase dept. verifies
PR with the stock
position
In case the PR needs
to be revised the same
is done by Parts
control.
Purchase department
if required will carry
out the price
negotiation with
supplier and fix the
QAD Menu
Option/System
5.1.4
Purchase
Requisition
Maintenance
5.1.X
5.1.16
Requisition
Approval
Maintenance
Manual
PTPEC Standard Key Process Definition Guide -To-Be Model
PreRequisite
5.24
Purchase
Order
Control
File
5.1.4
Purchase
Requisitio
n
5.1.4
Purchase
requisition
Reference
Document
Manual
Page: 27 of 60
ERP Implementation for PTPEC
price.
7.
Performa
Invoice
8.
Order
Confirmation
9.
Order Print
10.
Prepare
Payment
Requisition for
LC or
Remittance
Requisition for
TT
Payment
Requisition /
Remittance
Requisition
Print
11.
12.
Status: Draft
LC
Opening/Bank
advise
Receive Performa
Invoice from the
supplier
Prepare order with ref
to the PR & mention
add-on cost at the line
level
Purchase Order Print.
Authorized by Unit
Head.
Original PO given to
supplier
Copy filed by purchase
dept, copy given to AP
Payment Requisition
prepared with
reference to Order
Print LC Payment /
Remittance
Requisition.
Checked by
Department head.
Authorized by Unit
Head or Managing
Director/Finance
Director & send to
Finance Department
On Opening LC
Finance department
will send the copy of
opened LC/TT to
PTPEC Standard Key Process Definition Guide -To-Be Model
Manual
5.7
5.1.4
Purchase
requisition
5.10
Purchase
Order Print
5.7
Purchase
Order
5.1.X
5.7
Purchase
Order
5.1.X
5.7
Purchase
Order
Manual
Page: 28 of 60
ERP Implementation for PTPEC
purchase department.
Purchase Department
sends the copy of
LC/TT to Supplier.
Supplier ships material
on receipt of LC &
based on the shipment
date. Shipping
document is given to
Purchase department
by EXIM.
Purchase department
makes GIT Entry.
Stock received in intransit location.
GL Impact
Dr GIT (Mtl + Add-on)
Cr POR (Mtl + Add-on)
On Receipt of Material
from supplier. Godown
checks packing list, bill
of lading with the
order/invoice
Verify Unloaded
Quantity with the
Invoice.
13.
Material
shipment
14.
GIT Entry
15.
Receipt of
Material
16.
Unload Material
17.
GIV Entry
Transfer Stocks from
In transit to
Godown/Loc in QCPEND Status.
GL Impact
Dr Stk
Cr GIT
5.13.X
GIT Entry
18.
GIV Print
Approved by
Department Head.
5.13.2
GIV Entry
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
Manual
5.13.1
Purchase
Order
Receipts
GIVS3
GIVS4
5.7
Purchase
Order
Maintenan
ce
Manual
Manual
Page: 29 of 60
ERP Implementation for PTPEC
GIV Filed & Copy to
AP Department &
Purchase Department
19.
Verify GIV
Purchase Department
verifies GIV Copy with
the Order.
If any Discrepancy
informs Supplier.
Manual
20.
Receipt Report
Pending QC
Quality Checks the
Receipt Report
Pending for QC Check
3.6.5
21.
QC Sampling
22.
QC Check
Pick up material from
Parts control for QC
test
Check Quality of the
material.
23.
QC Clear
Change status from
PRE-QC to AVAIL
3.1.1
Inventory
Detail
Maintenance
24.
QC Fail
Change status from
PRE-QC to REJECT
25.
Stock Return
Godown returns the
Stock to the supplier.
GL Impact
Dr POR (Mtl + Add-on)
3.1.1
Inventory
Detail
Maintenance
3.1.1
Inventory
Detail
Maintenance
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
26.
Stock Return
Print
Cr Stock (Mtl + Addon)
5.13.7
Purchase
Order Return
Print Stock Return.
Approved by
Department Head
5.13.8
Purchase
Return Print
VII. Explanation of Activities
1. Purchase Requisition shall be prepared by Parts control for the procurement of material. PR is prepared for Parts which are procured apart from the
KIT or to balance the KIT stock based on the Production Plan given by PPIC.
2. Purchase Requisition printed by Parts control for approval by the department head.
3. Approve purchase requisition in the system after getting approval from department head. Purchase Requisition issued to purchase department.
4. Purchase department verifies the PR against the requirement and current stock on hand.
5. In case the PR needs to be revised, Parts control revises the PR and gives it to the Purchase department.
6. Purchase department carries out the price negotiation with the supplier and fixes the purchase price. In case of rate contract with the supplier
Purchase department shall refer to the rate contract as defined in the Price List Master.
7. Supplier sends the Performa Invoice to the Purchase department in case there is a price revision.
8. Upon receiving the Performa invoice from the supplier, purchase department prepares the Purchase Order attaching the PR to the order. The order
will also contain information on the add-on cost like Ocean Freight, Insurance, Import Duty, Finance charges and local handling.
9. Purchase Order is printed and issued to the Supplier. Copy of PO is filed by Purchase department, 1 copy issued to AP.
10. In case L/C needs to be opened for the import material, L/C open requisition is prepared by the purchase department. More than one Item or more
than one Order for the supplier can be combined together into one L/C Requisition. Remittance requisition is prepared in case the payment needs to
be done in advance to the supplier.
11. L/C requisition or Remittance requisition is printed and given to Treasury.
12. Based on the L/C or payment advice received from Treasury, Purchase department intimates the supplier on the L/C opening or the payment advice.
13. Material shipped by the supplier based on the delivery date and the status of L/C Upon receiving the shipping document from the supplier, purchase
department makes the Goods In transit entry in the system with reference to the Order, Invoice date, quantity shipped (Invoice quantity) and the addon cost. Add-on cost mentioned in the GIT entry is inventorized to the cost of material imported. The reference of the GIT Number and the KIT
Number is mentioned in the GIT entry which would enable to identify the KIT to which the part belongs in the stock and the GIT number would enable
Parts control to make the GIV entry without mentioning the line level details while making the GIV.
GL impact
Dr Stock (Material value + add-on)
Cr POR (Material value + add-on)
14. On receipt of material, parts control checks the invoice, packing list with GIT entry.
15. Material unloaded at the Godown after verifying the documents.
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
16. GIV entry is made in the system with reference to the GIT number. The system would by itself pick up all the line (parts) pertaining to the GIT as well
as the KIT number identification with reference to the Part for which the PO is raised. Though there is a discrepancy between the GIT and GIV
quantity (Physical vs Invoice), the GIV entry will be made for the invoice quantity. The shortage quantity will be classified as “Shortage” and will be
removed from the inventory upon intimation from the purchase department.
17. GIV printed by the Godown. The original is filed by the Godown; copy is given to Purchase department and AP department.
18. Purchase department verifies the GIV against the Order and informs supplier incase there is a discrepancy between the Receipt quantity, Invoice
Quantity and the Order Quantity.
19. QC Department generates Receipt Report pending QC for the Godown location.
20. QC Department takes the samples of material received based on the Stock Status Report. For material issued to QC is equivalent to one
Primary Unit of measure the same is recorded in the system by passing a inter location transfer. If the material picked up by the QC
department is less than the Primary Unit of measure of the material the transaction will not be recorded in the system. For transfers from
Godown to QC, surat Jalan is printed by the Godown.
21. if the material is checked by QC and passed, the material status is changed from PRE-QC to AVAIL.
22. If the material fails QC, QC department informs the Purchase department. Purchase department will communicate this to the supplier. At
the same time parts control is also informed on this.
23. For rejected material, the material is moved from PRE-QC to REJECT status.
24. As per the advice received from the Purchase department, the parts control returns the material back to the supplier by doing Return to
vendor transaction.
25. Purchase return document is printed and authorized by the department head and sent to the supplier.
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
Import Material by KIT
I. Introduction
The purchase department places import material purchase orders to the supplier after receiving purchase requisition from Parts control. This
section explains the process flow for Import Material purchases by KIT.
II. Description
Parts control prepares Purchase Requisition for material purchased as a KIT. The PR will mention only the KIT Item, required data (due date)
and the quantity required. The PR is signed by the department head and given to the Purchase department to procure the KIT. After
receiving the requisition from Parts control, the Purchase department shall print the KIT list which is basically the explosion of the components
based on the required quantity mentioned in the PR. Purchase department will verify the stock details and the pending order details to ensure
that the PO raised is against the requirement for the Production Plan. In case there is a minimum order quantity for certain a component the
Purchase department shall modify the KIT List as per their requirement and place the order. In cases of purchases by KIT one PP will be
processed in one Order (In case all the components are sourced for one supplier) or into multiple Orders (In case one KIT is sourced from
multiple suppliers – Multi sourcing). The mapping between the components and the Supplier is maintained as a master part of the Item
Planning Data Maintenance. While the system interfaces the PR to PO based on the suppliers from whom the material is sourced the PR is
split into multiple Orders. Purchase department prepares the Purchase Order on finalizing the Order qty, delivery date and the delivery
schedule. The order will also contain information on the add-on cost like Import Duty, Freight, Insurance & Finance charges as per standard
percentage defined by Accounting. Though the PR is at the KIT level the Order will be by component. The Purchase order is approved by the
Unit Head.
On Receipt of invoice from the supplier, Purchase department makes the GIT Entry. The GIT entry made by Purchasing will have the
inventory at the component level. While making the entry the entire order quantity is received into the in-transit location which is by default the
in-transit location as mentioned in the Item Master Maintenance. If there is a difference between the add-on cost defined in the Purchase
Order and the Supplier Invoice the same is corrected at the time of making the GIT entry made by the Purchase department. Stocks
accounted as in transit (GIT) is monitored by the Purchase department, Unit Accounting and Parts control.
On physical receipt of material parts control makes the GIV entry transferring the material from in transit location to the warehouse location.
The GIV entry for import material is validated against the Invoice number and the GIT number. The lot/serial number which would be as the
invoice number (while making the GIT entry) is removed while making GIV entry and only the reference field is maintained in the system to
identify the KIT. This would enable to generate the stock status report at the KIT level which would also reflect the un-balanced stock in the
inventory at any point of time.
The stocks lying under PRE-QC status is picked up by QC for QC test. If the material passes QC, the QC in-charge shall change the status of
the material to AVAIL else the material is transferred to REJECT status and the same would be issued back to the supplier based on the
advice from the Purchase department.
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
VIII. Process Owner/Primary Responsibility: Parts control/ Purchase Department
IX. Frequency -
As required.
X. Pre-requisite 1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Inventory Control File (3.24)
Inventor Account Maintenance (1.2.13)
PO Control File (5.24)
System Control File (36.1)
Product Line Maintenance (1.2.1)
Site Master (1.1.13)
Location Master (1.1.18)
Item Master (1.4.1)
Supplier Maintenance (2.3.1)
Work Order Control File (16.24)
Tax Rate Maintenance (2.13.13.1)
XI. Process Flow
SL #
Activity
1.
Purchase
Requisition
2.
Purchase
Requisition
Print
3.
PR verification
4.
PR Revision
Status: Draft
Parts
Ctrl.
PD
SUPP
EXFN
GDN
QC
Business Rule
Parts control prepares
Purchase Requisition
based on the Plan
Order for the KIT
Checked by Section
head.
Approved by Dept
Head.
Purchase dept. verifies
PR with the stock
position
In case the PR needs
to be revised the same
is done by Parts
control.
PTPEC Standard Key Process Definition Guide -To-Be Model
QAD Menu
Option/System
5.1.x
Purchase
Requisition for
KIT
5.1.X
Pre-Requisite
Reference
Document
5.24
Work Order
Control File
5.1.4
Purchase
Requisition
Manual
Page: 34 of 60
ERP Implementation for PTPEC
5.
Edit KIT List
6.
Price
Negotiation /
Rate contract
7.
Performa
Invoice
8.
Interface PR to
Purchase
Order
9.
Review
Purchase
Order
10. Order Print
11. Prepare
Payment
Requisition for
LC or
Remittance
Requisition for
TT
12. Payment
Requisition /
Remittance
Requisition
Status: Draft
PD to add/del/modify
the KIT List as per
their requirement
Purchase department
if required will carry
out the price
negotiation with
supplier and fix the
price.
5.x
KIT List
Modification
Manual
Receive Performa
Invoice from the
supplier
Prepare Purchase
Order from the KIT List
Manual
To check the line items
after interfacing PR to
PO
Purchase Order Print.
Authorized by Unit
Head.
Original PO given to
supplier
Copy filed by purchase
dept, copy given to AP
Payment Requisition
prepared with
reference to Order
Print LC Payment /
Remittance
Requisition.
Checked by
PTPEC Standard Key Process Definition Guide -To-Be Model
5.x
PR Interface
to PO - KIT
5.7
5.10
Purchase
Order Print
5.1.x
KIT List
Maintenance
5.x
KIT List
Modification
5.x
PR Interface
to PO - KIT
5.7
Purchase
Order
5.1.X
5.7
Purchase
Order
5.1.X
5.7
Purchase
Order
Page: 35 of 60
ERP Implementation for PTPEC
Print
13. LC
Opening/Bank
advise
14. Material
shipment
15. GIT Entry
16. Receipt of
Material
17. Unload Material
Status: Draft
Department head.
Authorized by Unit
Head or Managing
Director/Finance
Director & send to
Finance Department
On Opening LC
Finance department
will send the copy of
opened LC/TT to
purchase department.
Purchase Department
sends the copy of
LC/TT to Supplier.
Supplier ships material
on receipt of LC &
based on the shipment
date. Shipping
document is given to
Purchase department
by EXIM.
Purchase department
makes GIT Entry.
Stock received in intransit location.
GL Impact
Dr GIT (Mtl + Add-on)
Cr POR (Mtl + Add-on)
On Receipt of Material
from supplier. Godown
checks packing list, bill
of lading with the
order/invoice
Verify Unloaded
Quantity with the
Invoice.
PTPEC Standard Key Process Definition Guide -To-Be Model
Manual
Manual
5.13.1
Purchase
Order
Receipts
GIVS3
GIVS4
5.7
Purchase
Order
Maintenance
Manual
Manual
Page: 36 of 60
ERP Implementation for PTPEC
18. GIV Entry
Transfer Stocks from
In transit to
Godown/Loc in QCPEND Status.
GL Impact
Dr Stk
Cr GIT
5.13.X
GIT Entry
19. GIV Print
Approved by
Department Head.
GIV Filed & Copy to
AP Department &
Purchase Department
5.13.2
GIV Entry
20. Verify GIV
Purchase Department
verifies GIV Copy with
the Order.
If any Discrepancy
informs Supplier.
Manual
21. Receipt Report
Pending QC
Quality Checks the
Receipt Report
Pending for QC Check
3.6.5
22. QC Sampling
Pick up material from
Parts control for QC
test
Check Quality of the
material.
23. QC Check
24. QC Clear
Status: Draft
Change status from
PRE-QC to AVAIL
PTPEC Standard Key Process Definition Guide -To-Be Model
3.1.1
Inventory
Detail
Page: 37 of 60
ERP Implementation for PTPEC
Maintenance
25. QC Fail
Change status from
PRE-QC to REJECT
26. Stock Return
Godown returns the
Stock to the supplier.
GL Impact
Dr POR (Mtl + Add-on)
Cr Stock (Mtl + Addon)
27. Stock Return
Print
Print Stock Return.
Approved by
Department Head
3.1.1
Inventory
Detail
Maintenance
3.1.1
Inventory
Detail
Maintenance
5.13.7
Purchase
Order Return
5.13.8
Purchase
Return Print
XII. Explanation of Activities
1. Purchase Requisition shall be prepared by Parts control for the procurement of material. PR is prepared at the KIT level.
2. Purchase Requisition printed by Parts control for approval by the department head.
3. Purchase Requisition issued to purchase department. Purchase department shall review the KIT List (as per the BOM defined in the system) and
edit the line details (component list) and modify as per the requirement. In some cases few of the components will be removed from the KIT list to
balance with the existing stock or in some cases the quantity can be modified to match with the supplier minimum order quantity or the packing list
quantity. This option would enable Purchase department to balance their stock on hand at the KIT level.
4. In case the PR needs to be revised, Parts control revises the PR and gives it to the Purchase department.
5. Purchase department carries out the price negotiation with the supplier and fixes the purchase price. In case of rate contract with the supplier
Purchase department shall refer to the rate contract as defined in the Price List Master.
6. Supplier sends the Performa Invoice to the Purchase department in case there is a price revision.
7. Upon receiving the Performa invoice from the supplier, purchase department prepares the Purchase Order attaching the PR (KIT List) to the order.
The order will also contain information on the add-on cost like Ocean Freight, Insurance, Import Duty, Finance charges and local handling. The
interface from PR to Order will take care of creating individual order for each supplier (multi sourcing). This mapping will be maintained in Item
Planning Data Maintenance. This means at any point of time a particular item can be sourced only from one supplier. One KIT can be sourced from
multiple suppliers based on the master reference to the suppler maintained for each component. The price for each of the components will be
picked up from Price List Master.
8. Purchase Order is printed and issued to the Supplier. Copy of PO is filed by Purchase department, 1 copy issued to AP.
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
9. In case L/C needs to be opened for the import material, L/C open requisition is prepared by the purchase department. More than one Item or more
than one Order for the supplier can be combined together into one L/C Requisition. Remittance requisition is prepared in case the payment needs
to be done in advance to the supplier.
10. L/C requisition or Remittance requisition is printed and given to Treasury.
11. Based on the L/C or payment advice received from Treasury, Purchase department intimates the supplier on the L/C opening or the payment
advice.
12. Material shipped by the supplier based on the delivery date and the status of L/C Upon receiving the shipping document from the supplier, purchase
department makes the Goods In transit entry in the system with reference to the Order, Invoice date, quantity shipped (Invoice quantity) and the
add-on cost. Add-on cost mentioned in the GIT entry is inventorized to the cost of material imported. The reference of the GIT Number and the KIT
Number is mentioned in the GIT entry which would enable to identify the KIT to which the part belongs in the stock and the GIT number would
enable Parts control to make the GIV entry without mentioning the line level details while making the GIV.
13. GL impact
14. Dr Stock (Material value + add-on)
15. Cr POR (Material value + add-on)
16. On receipt of material, parts control checks the invoice, packing list with GIT entry.
17. Material unloaded at the Godown after verifying the documents.
18. GIV entry is made in the system with reference to the GIT number. The system would by itself pick up all the line (parts) pertaining to the GIT as
well as the KIT number identification with reference to the Part for which the PO is raised. Though there is a discrepancy between the GIT and GIV
quantity (Physical vs Invoice), the GIV entry will be made for the invoice quantity. The shortage quantity will be classified as “Shortage” and will be
removed from the inventory upon intimation from the purchase department.
19. GIV printed by the Godown. The original is filed by the Godown; copy is given to Purchase department and AP department.
20. Purchase department verifies the GIV against the Order and informs supplier incase there is a discrepancy between the Receipt quantity, Invoice
Quantity and the Order Quantity.
21. QC Department generates Receipt Report pending QC for the Godown location.
22. QC Department takes the samples of material received based on the Stock Status Report. For material issued to QC is equivalent to
one Primary Unit of measure the same is recorded in the system by passing a inter location transfer. If the material picked up by the QC
department is less than the Primary Unit of measure of the material the transaction will not be recorded in the system. For transfers from
Godown to QC, surat Jalan is printed by the Godown.
23. if the material is checked by QC and passed, the material status is changed from PRE-QC to AVAIL.
24. If the material fails QC, QC department informs the Purchase department. Purchase department will communicate this to the supplier.
At the same time parts control is also informed on this.
25. For rejected material, the material is moved from PRE-QC to REJECT status.
26. As per the advice received from the Purchase department, the parts control returns the material back to the supplier by doing Return to
vendor transaction.
27. Purchase return document is printed and authorized by the department head and sent to the supplier.
Status: Draft
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ERP Implementation for PTPEC
Direct FG Purchases Physical
I. Introduction
Apart from Manufacturing Finished Goods, Finished Goods can also be directly purchased from supplier and sold to the customer. Finished
Goods purchased directly from the supplier can be classified into two types a) Direct FG Purchases Physical (Received in PEC) b) Direct FG
purchases Non-physical (Shipped by the Supplier to the Customer directly). This section will explain the Direct FG Purchases Physical.
II. Description
PR for this will be prepared by PPIC. The FG code used for invoicing will be used here as the Purchase Item code. Direct Purchase
Requisition will be signed by the Unit Head and given to the Purchase department to place the Order on the Supplier. Purchase department
shall attach the PR to the Order and prepare the Order. In case of rate contract the Purchase Order is created as per the Price List and in
case the price needs to be negotiated with the supplier the same is done by the Purchase department and the Order is prepared with the
negotiated price. The Order is Printed and signed by the Unit Head and give to the supplier. On receipt of material the material is received by
the respective warehouse and the GIV is printed by them. The copy of GIV is sent to Unit Accounting. Payment processed for Direct FG
purchases based on the GIV made by the Gudang. In case of domestic sales the FG is invoiced by preparing a DO by the S&D and Surat
Jalan prepared by the Gudang. In case of Export Orders, Export DO is prepared in the system based on which the Surat Jalan is prepared by
the Gudang.
III. Process Owner/Primary Responsibility: PPIC/Purchase Department/Gudang
IV. Frequency -
As required.
V. Pre-requisite 1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Status: Draft
Inventory Control File
Inventor Account Maintenance
PO Control File (5.24)
System Control File (36.1)
Product Line Maintenance (1.2.1)
Site Master (1.1.13)
Location Master (1.1.18)
Item Master (1.4.1)
Supplier Maintenance (2.3.1)
Work Order Control File (16.24)
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ERP Implementation for PTPEC
11. Tax Rate Maintenance (2.13.13.1)
12. Product Structure (13.5)
VI. Process Flow
SL #
Activity
PPIC
PD
GDN
UnitACC
Business Rule
1.
Prepare
Purchase
Requisition
PR prepared in
the system by
PPIC based on
the PR issued
by MKTG-JKT
2.
Print Purchase
Requisition
Checked by
Section head.
Approved by
Dept Head.
3.
Approval
4.
Prepare
Purchase Order
PR Approved
upon approval
by the
Department
Head.
PR given to
Purchase
department
PO prepared by
attaching PR
Status: Draft
QAD Menu
Option/System
5.1.4
Purchase
Requisition
Maintenance
PreRequisite
5.24
Purchase
Order
Control File
5.1.X
5.1.4
Purchase
Requisition
5.1.16
Approval
Requisition
5.1.4
Purchase
Requisition
5.7
Purchase
Order
5.1.4
Purchase
Requisition
PTPEC Standard Key Process Definition Guide -To-Be Model
Reference
Document
Page: 41 of 60
ERP Implementation for PTPEC
5.
Purchase Order
Print
Authorized by
Unit Head.
Original PO
given to
supplier, copy
given to
Godown &
Treasury
5.10
Purchase
Order Print
5.7
Purchase
Order
Maintenance
6.
Material Receipt
in Gudang
(GIV Entry)
Material
received in
Gudang. GIV
Entry made by
the Gudang.
5.13.2
5.7
PO
Maintenance
7.
GIV Print &
Approval
GIV printed by
warehouse
approved by
Unit Accounting
5.13.10
5.13.2
GIV Entry
VII. Explanation of Activities
1. PPIC Prepares Purchase Requisition for Direct Purchases. The Item code used for raising the PR has to be same as the FG Item Code.
Purchase Requisition approved by the Unit Head.
2. Approve purchase requisition in system after getting approval from department head. Purchase Requisition given to Purchase department to
raise the order in the system.
3. Purchase Department (SBY) on receipt of purchase requisition from PPIC prepares purchase order.
4. Purchase order approved by the unit head. Original PO given to Supplier, PO Copy filed and another copy given to Treasury and Marketing.
5. Upon receipt of material at the Gudang (Jakarta/Surabaya) export or domestic, GIV is prepared by the Gudang and GIV Printed by the Gudang.
The PO Number with respect to the receipt should be mentioned in the Surat Jalan issued by the supplier. In case where Surat Jalan does not
contain the PO Number the information has to flow from Purchase department to Gudang.
6. GIV prepared by the warehouse based on the Surat Jalan given by the Supplier. On making the GIV, stock is received into warehouse location.
GL Impact
Dr Stock Finished Goods (Material Value)
Dr VAT In
Status: Draft
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ERP Implementation for PTPEC
Cr POR (Material + VAT)
7. GIV printed and approved by the department head.
Status: Draft
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ERP Implementation for PTPEC
Direct FG Purchases Non-Physical
VIII. Introduction
Direct Purchases of Finished Goods which is shipped to the customer directly is referred to Direct FG Purchases Non-Physical. Though the
material do not come into PEC stock, for administration purposes the document flow would show that the stock has been received physically
in PEC and then sold to the customer. This section will explain the Direct FG Purchases Non-Physical.
IX. Description
PR for this will be prepared by PPIC. The FG code used for invoicing will be used here as the Purchase Item code. Direct Purchase
Requisition will be signed by the Unit Head and given to the Purchase department to place the Order on the Supplier. Purchase department
shall attach the PR to the Order and prepare the Order. In case of rate contract the Purchase Order is created as per the Price List and in
case the price needs to be negotiated with the supplier the same is done by the Purchase department and the Order is prepared with the
negotiated price. The Order is Printed and signed by the Unit Head and give to the supplier. On shipment of material to the customer the
same is reflected as receipt into PEC stock. The receipt entry for this will be done by the respective Gudang responsible for the transaction (In
case of exports, Gudang Export will make the receipt entry for the same) and in case of domestic sales Gudang-A/Gudang JKT shall make the
receipt entry into their stock. The GIV is printed by the respective Gudang. The copy of GIV is sent to Unit Accounting. Payment processed
for Direct FG purchases based on the GIV made by the Gudang. In case of domestic sales the FG is invoiced by preparing a DO by the S&D
and Surat Jalan prepared by the Gudang. In case of Export Orders, Export DO is prepared in the system based on which the Surat Jalan is
prepared by the Gudang.
X. Process Owner/Primary Responsibility: PPIC/Purchase Department/Gudang
XI. Frequency -
As required.
XII. Pre-requisite 1.
2.
3.
4.
5.
6.
7.
8.
9.
Status: Draft
Inventory Control File
Inventor Account Maintenance
PO Control File (5.24)
System Control File (36.1)
Product Line Maintenance (1.2.1)
Site Master (1.1.13)
Location Master (1.1.18)
Item Master (1.4.1)
Supplier Maintenance (2.3.1)
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ERP Implementation for PTPEC
10. Work Order Control File (16.24)
11. Tax Rate Maintenance (2.13.13.1)
12. Product Structure (13.5)
XIII. Process Flow
SL #
Activity
PPIC
PD
GDN
UnitACC
Business Rule
8.
Prepare
Purchase
Requisition
PR prepared in
the system by
PPIC based on
the PR issued
by MKTG-JKT
9.
Print Purchase
Requisition
Checked by
Section head.
Approved by
Dept Head.
10. Approval
11. Prepare
Purchase Order
Status: Draft
PR Approved
upon approval
by the
Department
Head.
PR given to
Purchase
department
PO prepared by
attaching PR
QAD Menu
Option/System
5.1.4
Purchase
Requisition
Maintenance
PreRequisite
5.24
Purchase
Order
Control File
5.1.X
5.1.4
Purchase
Requisition
5.1.16
Approval
Requisition
5.1.4
Purchase
Requisition
5.7
Purchase
Order
5.1.4
Purchase
Requisition
PTPEC Standard Key Process Definition Guide -To-Be Model
Reference
Document
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ERP Implementation for PTPEC
12. Purchase Order
Print
Authorized by
Unit Head.
Original PO
given to
supplier, copy
given to
Godown &
Treasury
5.10
Purchase
Order Print
5.7
Purchase
Order
Maintenance
13. Material
Shipment by the
Supplier
(GIV Entry)
GIV entry made
by the Gudang
based on the
shipment
document.
5.13.2
5.7
PO
Maintenance
14. GIV Print &
Approval
GIV printed by
warehouse
approved by
Unit Accounting
5.13.10
5.13.2
GIV Entry
XIV. Explanation of Activities
1. PPIC Prepares Purchase Requisition for Direct Purchases. The Item code used for raising the PR has to be same as the FG Item Code.
Purchase Requisition approved by the Unit Head.
2. Approve purchase requisition in system after getting approval from department head. Purchase Requisition given to Purchase department to
raise the order in the system.
3. Purchase Department (SBY) on receipt of purchase requisition from PPIC prepares purchase order.
4. Purchase order approved by the unit head. Original PO given to Supplier, PO Copy filed and another copy given to Treasury and Marketing.
5. Upon receipt of material at the Gudang (Jakarta/Surabaya) export or domestic, GIV is prepared by the Gudang and GIV Printed by the Gudang.
The PO Number with respect to the receipt should be mentioned in the Surat Jalan issued by the supplier. In case where Surat Jalan does not
contain the PO Number the information has to flow from Purchase department to Gudang.
6. GIV Prepared by the Gudang based on the shipping document issued by the Supplier. Subsequently the surat Jalan will be prepared by the
Gudang based on the DO opened by S&D or by EXIM for administration purpose.
GL Impact for GIV Entry
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
Dr Stock Finished Goods (Material Value)
Dr VAT In
Cr POR (Material + VAT)
7. GIV printed and approved by the department head.
Status: Draft
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ERP Implementation for PTPEC
Sub-Contracting
I. Introduction
Sub-con process is done for Molding Cabinets and Painting Cabinets. The required main material for the sub-con process is issued by the unit
parts control and the sub-con may add sub-material during the process and dispatches the Finished Good to PEC. This section explains the
process definition for the sub-con process.
II. Description
PEC sends raw material to the Sub Contractor to manufacture sub-contracted Item. Parts control prepares PP based on the production plan
for the sub-contractor. The sub-contract cost is split into two components, a) Conversion cost & b) Sub-material cost. The PP prepared by
Parts control will have two lines, a) Conversion Cost & b) Sub-material cost. Purchase Requisition is authorized by the department head and
given to purchase department. Purchase Department prepares Purchase Order. The Purchase Order will have two lines as in the PP.
Purchase order is authorized by unit head. Original PO is sent to the sub-contractor and copy of PO sent to AP department. Based on the
advice from Purchase department, parts control transfers material to sub-contractor.
On Receipt of Finished Good from the Sub-contractor, Parts control shall unload the material and check the unloaded quantity with the Subcontractor’s Surat Jalan. QC department shall carry out the Quality check on the material received from the sub-contractor. Once the material
is cleared by QC, the Gudang prepares GIV and prints GIV. GIV is approved by the Department Head. In case the material is rejected by QC,
parts control sends the material back to the sub-contractor and the material is not taken into the parts control stock.
Once the GIV is prepared, parts control books production for the parent item consuming the conversion cost (ONGKOS) and the Raw Material
issued to the sub-contractor.
III. Process Owner/Primary Responsibility: Parts control/Purchase Department
IV. Frequency -
As required.
V. Pre-requisite 1.
2.
3.
4.
5.
6.
Status: Draft
Inventory Control File
Inventor Account Maintenance
PO Control File (5.24)
System Control File (36.1)
Product Line Maintenance (1.2.1)
Site Master (1.1.13)
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ERP Implementation for PTPEC
7.
8.
9.
10.
11.
Location Master (1.1.18)
Item Master (1.4.1)
Supplier Maintenance (2.3.1)
Work Order Control File (16.24)
Product Structure (13.5)
VI. Process Flow
SL #
Status: Draft
Activity
Parts
Ctrl.
SC
PD
GDN
QC
Business Rule
1.
Price Negotiation
Price is Negotiated
by purchase
department with the
Sub-Contractor
2.
Purchase
Requisition
3.
Purchase
Requisition Print
Based on the target
production for each
sub-contractor.
Parts control
prepares Purchase
Requisition
Print Purchase
Requisition.
Checked by Section
head.
Approved by Dept
Head.
Purchase Requisition
given to Purchase
Department.
QAD Menu
Option/System
Manual
PreRequisite
5.1.4
Purchase
Requisition
5.24
Purchase
Order
Control
5.1.X
Purchase
Requisition
Print
5.1.4
Purchase
Requisiti
on
PTPEC Standard Key Process Definition Guide -To-Be Model
Reference
Document
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ERP Implementation for PTPEC
Status: Draft
4.
Purchase
Requisition
Approval
Approval of Purchase
Requisition.
5.1.16
Approval
Purchase
Requisition
5.1.4
Purchase
Requisiti
on
5.
Purchase Order
Purchase
Department prepares
Purchase Order for
the conversion item
5.7
Purchase
Order
5.1.4
Purchase
Requisiti
on
6.
Purchase Order
Print
Print Purchase Order
Authorized by Unit
Head.
Original PO given to
the sub-contractor
Copy filed by
Purchase
department, copy
issued to Treasury
5.10
Purchase
Order Print
5.7
Purchase
Order
7.
Surat Jalan
Parts control
Prepares Surat Jalan
Transfer Material
from parts control to
sub contract location.
5.13.X
Prepare Surat
Jalan
8.
Surat Jalan Print
Print Surat Jalan
Approved by
department head.
Sends the Raw
material to Sub
Contractor with Surat
Jalan.
5.13.X
Surat Jalan
Print
PTPEC Standard Key Process Definition Guide -To-Be Model
SB8
5.13.X
Surat
Jalan
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ERP Implementation for PTPEC
9.
Status: Draft
Material Receipt
On Material Receipt
from Sub Contractor.
Parts control Verifies
Surat Jalan with the
order.
Manual
10. Unload Material
Material is unloaded
in Parts control.
11. QC Check
QC department carry
out QC check on the
material received
from the subcontractor.
Manual
12. GIV Entry
GIV Entry made by
Parts control once
QC clears the
material.
Receive converted
material in the sub
contractor’s location.
5.13.1
Purchase
Order Receipts
QC
Check
13. Production Entry
Production booked to
consume material &
produce the parent
18.14
GIV
Entry
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ERP Implementation for PTPEC
14. QC Failed
IF QC is not cleared
then Quality informs
purchase
department.
Purchase
Department informs
the sub-contractor.
Parts control sends
the material back to
the sub-contractor for
re-processing.
Manual
VII. Explanation of Activities
1. If Sub contractor requests for the revision of price purchase department will negotiate the price.
2. Parts control prepares the Purchase Requisition based on production requirement. The PR consist of two lines, a) the conversion
cost for the sub-con process b) the sub-material cost to be paid to the sub-con for the material used by the sub-contractor during the
conversion process.
3. Parts control prints the Purchase requisition which is checked by section head and approved by department head.
4. After purchase requisition is being approved by the department head, Purchase Requisition to be sent to the Purchase department.
5. Purchase department on receipt of purchase requisition prepares Purchase Order for both the lines (Conversion cost & Sub-material
cost).
6. Purchase Order authorized by the Unit head. On approval original PO shall be given to the sub-contractor and copy of PO filed in
purchase department and a copy is given to Treasury.
7. Based on the instruction from purchase department warehouse prepares surat Jalan and prints surat Jalan for raw material.
8. Surat Jalan approved by the department head prior to transfer.
9. On material receipt of the converted item from sub contractor, parts control verifies unloaded quantity with the Surat Jalan.
10. Quality department checks the material delivered by the sub contractor.
11. Once QC clears the material, parts control makes the GIV Entry for the unloaded material. GIV to be prepared by parts control for
conversion cost item as well as for sub-material as mentioned in the Purchase Order.
GL Impact
Dr Conversion Cost
Dr Stock Sub-material
Cr POR (Conversion cost + Sub-material cost)
12. Production booked by parts control to consume conversion cost & sub-material to produce the converted Item
GL Impact
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
Dr: Material Stock (Raw Material + Conversion cost + sub-material cost)
Cr: Raw Material Stock (Material)
Cr: Conversion cost
Cr: Sub-Material cost
13. If QC rejects the material, QC informs the Purchase department and the parts control. Parts control sends the material back to the
sub-contractor for re-processing. Returns to sub-contractor not accounted in the system.
Status: Draft
PTPEC Standard Key Process Definition Guide -To-Be Model
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ERP Implementation for PTPEC
Memo Purchase
I. Introduction
Memo Purchase orders will be raised for material which are purchased for office purposes like Stationery, Pens and other office equipments.
Apart from memo purchases for the unit the purchasing department is also responsible for memo purchases made for other units as well as for
Head Office. These materials will not be part of stock. These are called memo purchases.
II. Description
In case of purchases for the unit, Parts control shall raise the PR in the system. In case of purchases for other units/head office the respective
section shall raise the PR outside the system and issue the same to Purchase department to raise the order. Purchase department issues the
PP to koperasi / GSD. On Receipt of material, Purchase department prepares the purchase order based on the surat jalan. Purchase order
printed by Purchase department and approved by the unit head.
In case of Purchases of material from other parts (apart from Kopoerasi) the PO is prepared in the system and then the material is sourced
from the supplier.
III. Process Owner/Primary Responsibility: Purchase Department.
IV. Frequency -
As required.
V. Pre-requisite 1.
2.
3.
4.
5.
6.
PO Control File (5.24)
System Account Control File (36.1)
Site Master (1.1.13)
Location Master (1.1.18)
Supplier Maintenance (2.3.1)
Work Order Control File (16.24)
VI. Process Flow
SL #
1.
Status: Draft
Activity
Prepare Purchase
Requisition
Parts
control
PD
KOP
GDN
Business Rule
Parts control
prepares purchase
requisition for unit
QAD Menu
Option/System
5.1.4
Purchase
Requisition
PTPEC Standard Key Process Definition Guide -To-Be Model
PreRequisite
5.24
Purchase
Order
Reference
Document
Page: 54 of 60
ERP Implementation for PTPEC
purchases
2.
Print Purchase
Requisition
Print Purchase
Requisition
Checked by section
head.
Authorized by
Department Head.
PR issued to
Koperasi
Purchase
Department checks
the material with the
purchase requisition.
3.
4.
Issue Purchase
Requisition
On Receipt of Material
5.
Purchase Order
Prepare purchase
order
6.
Print Purchase Order
7.
GIV
Print Purchase
Order.
Authorized by unit
head.
Prepares GIV based
on the Surat Jalan
8.
GIV Print
Print GIV.
Approved by
Department Head.
Control File
5.1.X
5.1.4
Purchase
Requisition
Manual
5.7
PO
Maintenance
5.10
PO Print
5.13.1
Purchase Order
Receipts
5.13.2
Supplier
Invoice &
Purchase
Requisition
5.7
PO
Maintenance
5.7
PO
Maintenance
GIV Entry
VII. Explanation of Activities
1. Parts control prepares purchase requisition for memo items. There will not be any master maintained for memo items. PR will contain
the short description of the item as the item code. System will identify all the PR with no item code as memo purchase orders.
2. Parts control to print the PR and get it approved by the department head. PR needs to be confirmed by parts control before issuing
the PR to purchase department.
3. PR issued to Koperasi/GSD by Purchase department
Status: Draft
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ERP Implementation for PTPEC
4. Koperasi delivers the material as per the requisition along with the GIV. Purchase department checks the material as per the
requisition.
5. Purchase Department prepares purchase order for the received material.
6. Original PO retained by Purchase department and copy of PO issued to Treasury. PO number written in the Surat Jalan to enable
parts control to make the receipt entry.
7. Godown prepares GIV with reference to the Order
GL Impact
Dr Expense
Cr POR
8. Print the GIV, approved by the department head.
Note: Memo purchases are done for Spare Parts too. In case of memo purchases for spare parts, PR is prepared by parts control.
Status: Draft
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ERP Implementation for PTPEC
Transfers from Warehouse to Production
I. Introduction
Material transfers from warehouse to Production are done by warehouse person as per the requisition issued by Production.
II. Description
Material transferred to Production based on the requirement issued by production department. Respective section issues the material
requisition to warehouse based on the daily production plan. Warehouse on receipt of requisition from production checks for availability of
material and transfers material to production location. Transfers from warehouse does not have any GL Impact.
III. Process Owner/Primary Responsibility: Warehouse
IV. Frequency -
As required.
V. Pre-requisite 1.
2.
3.
4.
5.
6.
Inventory Control File
System Control File (36.1)
Product Line Maintenance (1.2.1)
Site Master (1.1.13)
Location Master (1.1.18)
Item Master (1.4.1)
VI. Process Flow
SL #
Status: Draft
Activity
1.
Material Requisition
2.
Prepare Surat Jalan
PROD
GDN
Business Rule
Material Requisition
prepared based on
the daily production
plan.
Stock availability in
Gudang and
Material requisition
issued by Production
QAD Menu
Option/System
Manual
PreRequisite
3.x
Surat Jalan
Preparation
Material
Requisition
PTPEC Standard Key Process Definition Guide -To-Be Model
Reference
Document
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ERP Implementation for PTPEC
3.
Print Surat Jalan
Surat Jalan print
generated after
preparing Surat
Jalan
3.x
Surat Jalan
Print
3.x
Surat Jalan
Preparation
VII. Explanation of Activities
1. Material requisition prepared by production department based on the material required for the shift production. Respective section prepares the
material requisition and issued to Warehouse.
2. Warehouse checks for stock in the warehouse location and if the stock available in the system prepares Surat Jalan. Stock transferred from Gudang
location to Production location on preparing surat Jalan.
3. Surat Jalan printed and approved by the department head and the material transferred to production location. There is no GL impact in the system for
inter location transfers as the stock lying in warehouse and production is not differentiated.
Status: Draft
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ERP Implementation for PTPEC
Transaction listing
Material
Sl. #
1.
2.
3.
4.
5.
6.
7.
Transaction
Purchase Requisition – Local & Import
Purchase Requisition – Sub-contract
Purchase Requisition – Direct Purchase
Purchase Order – Local
Purchase Order – Import
Purchase Order – Direct Purchase
GIT – Import
Responsibility
Parts control
Parts control
PPIC
Purchase
Purchase
Purchase
Purchase
8.
GIV – Local
Warehouse
9.
GIV – Import
Warehouse
10.
GIV – Subcon
Warehouse
11.
Production Entry – Subcon
Warehouse
Status: Draft
GL Impact
No GL Impact
No GL Impact
No GL Impact
No GL Impact
No GL Impact
No GL Impact
Dr. Goods In Transit (Material cost +
Add-on cost)
Cr. POR – Import (Material cost +
Add-on cost)
Without PPN
Dr. Inventory (Material)
Cr. POR – Local (Material)
With PPN
Dr. Inventory (Material)
Cr. POR- Local (Material + PPN)
Dr. VAT In (PPN)
Dr: Inventory (moving weighted
average cost of Material)
Cr: Goods In Transit (moving
weighted average cost of Material)
Dr: Stock Sub-Material
Dr: Sub-contract charges
Cr: POR (Sub-material + Sub-con)
Dr: Stock Material
Cr: Sub-con Charges
Cr: Stock Sub-material
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ERP Implementation for PTPEC
12.
GIV Direct Purchase
Warehouse
13.
14.
Transfer to Sub-contractor
Transfer to Production
Warehouse
Warehouse
Dr: Stock Material
Cr: POR
No GL Impact
No GL Impact
Memo
Sl. #
1.
2.
3.
Transaction
Purchase Requisition
Purchase Order
GIV
Status: Draft
Responsibility
PPIC
Purchase
Warehouse
GL Impact
No GL Impact
No GL Impact
Dr: Expense
Cr: POR
PTPEC Standard Key Process Definition Guide -To-Be Model
Page: 60 of 60