Kingdee K3-Purchasing, AP and Payment

7/25/2019 Kingdee K3-Purchasing, AP and Payment

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ACY4006 - AIS Workshop 10 Page 1 of 19

Workshop of Week 10: Purchases and Payment Cycle in Kingdee K/3 ERP System

1 Launching K/3 ERP System

To launch Kingdee K/3 ERP system, you should double click the K/S icon (left) on the

desktop. The login screen will show as below.

Students should select the following options in every Kingdee K/3 ERP workshop:

[Organization]: Select either "K3GP1 (T01)", "K3GP2 (T02)", "K3GP3 (T03)", "K3GP4 (T04)"

which you belong to.

[A/C Set]: Select the pre-assigned data set

[Login as]: a Named User

[User Name]: administrator

[Password]: (blank)

Reminder: Before going through the following procedures of the Purchases and

Payment Cycle, you should read and/or complete the handout of Master Data

Management first (Workshop of Week06).


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2 Purchasing Cycle in Kingdee K/3

To record or manage purchasing related transactions, we should go to Supply Chain module and

select Purchase.

2.1 Workflows of Purchasing Cycle in K/3

The major workflows of Purchasing Cycle include

i) Purchase Requisitionrecording the prices of materials or goods needed among

different suppliers;

ii) Purchase Orderconfirming the prices and trade terms, and schedule the arrival

date;

iii)

Material Receipt Notice

recording the receipt of materials or goods internally;iv) Purchase Receiptconfirming the receipt of materials or goods with supplier;

v) Purchase Invoicerecoding the receipt of sales invoice from supplier.


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2.2

Record a purchase requisition

Under [Purchase] function, select [Purchase Requisition] and double click [14007 Purchase

Requisition - New]

Should be

prepared by

Purchasing

Department.

Should be prepared by

Warehouse Department.

Should be prepared byPurchasing Department.

Should be prepared by

Finance (or AP) Department.


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Enter the following data for the purchase requisition:

[Using Dept.]: Purchase Dept.

[Date]: Current Date

[Material Code]: Press "F7" key to search "A1522-128-Gold"

[Qty]: 2000

[Suggested Purchase Date]: Current Date + 7 days

[Arrival Date]: Current Date + 7 days

[Requestor]: 015 Jessie

2.3

After the purchase requisition is saved, we should approve this transaction in TWICEin order

to proceed to purchase order. Select [View] in tool bar and click on "Approve".


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After 1st level of approval process is done, the requisition entry cannot be edited.

We have to proceed the 2nd level of approval process. After the 2nd level of approval, there is

a seal on the top right hand corner of the requisition screen.

2.4 Record a purchase order

After a purchase requisition is sent to a supplier, the supplier would prepare a quotation with

proposed price and related trade terms for the material(s) or good(s) we needed.

To accept the quotation, we should prepare a purchase order to the supplier as follow:

Under [Purchase] function, select [Purchase Order] and double click [14009 Purchase Order -

New]


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Enter the following data for the purchase requisition:

[Source Doc. No.]: Double click this field and search for document no.

"POREQ000026", then double click this document.

[Date]: Current Date

[Collection Date]: Current Date + 7 days

[Unit Price]: 5000

[Discount Rate (%)]: 5

[Delivery Date]: Current Date + 7 days

[Supervisor]: 015 Jessie


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After saving this purchase order, remember to approve it TWICE.

2.5 Record a material receipt notice

When the previously ordered material(s) or good(s) are arrived, we should prepare a material

receipt notice to record how many of items are actually received. This transaction should be

recorded by the staff in the warehouse department.


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Under [Purchase] function, select [Material Receipt Note] and double click [14014 Material

Receipt Notice / Inspection Requisition - New]

Enter the following data for the material receipt notice:

[Source Doc. Type]: Purchase Order


"POORD000057", then double click this document.

[Date]: Current Date + 4 days

[Warehouse]: For Inspection

[Qty]: 1750

[Receiving Warehouse]: For Inspection

[Supervisor]: 015 Jessie


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After saving this material receipt notice, remember to approve it ONCE.

2.6 Record a purchase receipt

Purchase Receipt is a written certificate for confirming material(s) or good(s) receipt, it

reflects both, goods transfer and ownership transfer.

Under [Purchase] function, select [Purchase Receipt] and double click [14016 Purchase

Receipt - New]


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Enter the following data for purchase receipt:


"DD000015", then double click this document.

[Date]: Current Date + 5 days

[Warehouse]: Hong Kong Warehouse

[Receiving Warehouse]: Hong Kong Warehouse

[Qualified]: Yes

[Person in Charge]: 015 Jessie


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After the transaction is saved, the 1750 iPhone6 Plus move from Inspection Warehouse to

Hong Kong Warehouse. To check the inventory status, select [View] -> [Query Inventory] ->

"Hong Kong Warehouse".

Approve the transaction for proceeding to purchase invoice.

2.7 Enter a purchase invoice

After confirming the receipt of material(s) or good(s) with supplier, the supplier issues a sales

invoice to Finance/Accounting Department for payment (and taxpaying).


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Under [Purchase] function, select [Purchase Invoice] and double click [14018 Purchase

Invoice - New]

Enter the following data for purchase invoice:

[Source Doc. Type]: Purchase Receipt


"MWIN000048", then double click this document.


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[Date]: Current Date + 7 Days

[Invoiced by]: Your name

Save and approve the transaction in above.

After approving the transaction, the system transfers the outstanding balance of this purchase

invoice to AP module for query and/or making payment(s) in future


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2.8 Check supplier's balance in AP module

Click on [Financial Acctng] -> [A/P] -> [Report] -> [06031 A/P Details]

Fill-in the following data in Filter Condition page:

[To](period): Year 2015, Period 2

[Acctg. Item Code]: CN001 to CN001


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The system returns the following result:

3 Payment Cycle

As companies usually purchase materials or goods on credit, Finance/Accounting Department is

required to

i. check the payment due from time to time;

ii. prepare payments before the due date; and

iii. predict future cash inflows and outflows to ensure there will be sufficient cash / money

to make payments.

3.1 Aging Analysis

Aging analysis is used to analyze the balance and aging of transaction accounts

Select [Financial Acctng] -> [A/P] -> [Analysis] -> [06028 Aging Analysis]

Date range: from 1/1/2009 to 31/3/2015


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Edit the aging conditions as the image in above.


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3.2 Payment Forecast

Payment forecast shows future payable amount according to the A/P at a specific date.

Select [Financial Acctng] -> [A/P] -> [Analysis] -> [06030 Payment Forecast]

End date: 15/2/2015


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4 Make a payment to a supplier

Select [Financial Acctng] -> [A/P] -> [Payment] -> [06010 Payment Note - New]

Enter the follow data for payment note:

[Source Doc. Type]: Purchase Invoice


"ZPOFP000032", then double click this document.

[Settlement Method]: Bank Clearing

[Settlement No.]: 12345

[Paying Bank]: Double click this field and select BoC High Tech Branch

[Document Amount]: 4,000,000

[Actual Payment Amount]: 4,000,000


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Save and approve the transaction in above.

To view the journal entry of this payment note, click on [Data] in menu bar, select [Voucher].

Documents

Kingdee K3-Purchasing, AP and Payment