Importing PO Data into Serial Costing

Updated November 29, 2023

Note: Before following these instructions, we recommend you view About Serial Costing first.

In this method, you'll import models and serial data into Serial Costing by manually entering the POs that the product was ordered on. Before starting, you'll need the PO numbers and the Supplier Invoice numbers.

Importing PO Data:

  1. Go to Purchasing > Serial Costing.
  2. In the PO# field, enter a PO number, and then click Add. If you have additional POs you want to add, repeat this step for each PO before moving on.

Tip: If you need to remove a PO, select it from the list and click Remove. The Clear button removes all PO numbers that you've added.   

  1. Click Search. The model data from each PO is loaded into the Serial Costing screen.

The Serial Costing screen is broken up into several columns of information:

  1. Each model that was ordered on the POs.
  2. The quantity ordered and received.
  3. The quantity of serials that need to be costed.
  4. The quoted cost for each model.
  5. Your cost (before costing).

  1. Click Expand All Rows to view the serials for each model.

Costing Each Serial:

Starting with the serials for the first model in the Serial Costing window, follow this method to cost each serial.

  1. Enter the Supplier's Invoice #.

  1. Go to the first serial line, and enter the cost of the serial as per the supplier's invoice in the Your Cost column.

  1. Click the Costed checkbox. The invoice number that you entered in the Supplier Invoice # field is automatically entered in the Supplier Invoice column.

Note: If you don't want to cost a serial, clear its Cost check box. Any serials that do not have their Cost checkbox selected will not be costed. If there are any errors during the costing process (for example, Model record is locked), error messages are displayed in the white box above the progress bar.

  1. Repeat steps 3-4 for each serial, then move on to the next model and repeat the process.

Tip: Remember to update the Supplier Invoice # field when costing models that appear on a different invoice number.

  1. When you are finished, click Cost.

  1. The Add AP Transaction window opens. Verify that all the information is correct in this window. If necessary, enter a Cost Center for each Distribution line. Click OK and repeat for any additional Add AP Transaction windows that open.


Note: In each Supplier’s settings (Supplier record > PO Variables tab) you can select to auto create the AP transaction without displaying it on screen. Make sure that you are comfortable with the settings before enabling this option.

 

The costing process is now complete.

Tip: Rather than costing each individual serial, you could also cost all model serials at once by clicking the model's Costed checkbox. This marks all the model's serials as "costed" at the quoted cost and on the invoice number that is currently in the Supplier Invoice # field.

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