Loan / Exchange Purchase Orders

This purpose of this document is to describe the loan and exchange purchase order (PO) process. A loan PO is used when borrowing a component from a supplier or customer for a period of time. An exchange PO is used when exchanging one item for another item.

This document describes some of the requirements specific to loan/exchange POs and the differences between these and general purchase orders. General POs are described in detail elsewhere.

Before you start

The supporting function can be used when the basic data for loan/exchange POs have been defined.

Follow these steps

The diagram below illustrates the basic steps in the loan and exchange purchase orders process.

  1. Create Loan /Exchange Purchase Order

    The first step in the loan / exchange process is to create a purchase order to manage the transaction. Purchase orders are created in 'Purchase Order. Open' (PPS200/A).

    When creating a purchase order, a PO type determines if the PO is a loan or exchange order. It also determines which of the additional panels is to be displayed after a PO line is registered, as follows:

    • For exchange POs, 'Purchase Order Line. Open Exchange' (PPS218) is displayed.
    • For loan POs, 'Purchase Order. Update Loan' (PPS216) is displayed.
  2. Receive Component

    When a component is received in connection with a loan PO, the activities required in the goods receiving process are controlled by the goods receiving method specified for the loan PO line in 'Purchase Order. Open Line' (PPS201).

  3. Monitor Loan/Exch PO

    In 'Purchase Order. Update Loan' (PPS216), it is possible to monitor outstanding (open) loan POs. There are pre-defined sorting orders that enable records to be viewed in one of the following sort orders:

    Return date Reg no/site
    PO number Airline
    Item Agreement No, etc

    In the panel E you can see the loan charges that have accrued for each loan order, based on its loan charge table. While in panel E, function key F14 can be used to display the loan charge per day.

    Note: The main purpose of the loan charge display is to provide a way to check the loan charge amount when an actual invoice is received from the supplier.

    Exchange orders are possible to monitor in 'Purchase Order Line. Open Exchange' (PPS218).

  4. Deliver Component

    When the loan has ended, a requisition/distribution order must be created to remove the component from stock and register the component as having been sent back to the supplier. In connection with this, the return date and status are updated in 'Purchase Order. Update Loan' (PPS216).

  5. Process Invoice

    The purpose of this activity is to ensure that the supplier’s invoice agrees with the purchase order and that the amount invoiced reasonably reflects the loan charges defined for the agreement.

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