Generate Purchase Order

This starter function reviews the inventory data and determines what items need to be ordered and their required order quantities. Inventory Items that are flagged as Inactive or Obsolete, or have been Superceded are excluded from this function.

This function checks to see if any PO's are for Vendors that are Blocked Purchase as of today. If they are, the user is alerted and the system displays a workspace with the list of blocked purchase Vendors. The function will continue to process Vendors that are not 'Blocked Purchase' as of today.

Usage:

All items are ordered from the Vendor indicated in an item’s Inventory Item record . All items being purchased from the same Vendor and going to the same Location will be combined on one purchase order. Click to see detailed information on how this function determines the quantity needed.

- Quantity on hand (from imhstry)

- Quantity already on order (from imhstry).

- Reorder level (from invntryitmlctn)

- Order up to (from invntryitmlctn)

The following validations are implemented in this function:

1. User is warned when a line's Unit Cost is set to zero during data entry.

2. When the Go button is pushed on the list screen, the system displays a warning that indicates the number of lines that have zero for Unit Cost, and that lines with a Unit Cost of zero will be skipped. The User has the option to continue or return to the list data entry form.

3. Lines that still have zero Unit Cost when processing is initiated are excluded from PO generation.

4. The Accounting Period defaults to the default period.

Registry:

Important Fields: Initial Screen

Last Time Bought by Location: Use as Default?:
If this field is flagged, the function will choose the most recent Vendor/Unit Cost Bought for each Location, rather than the Vendor specified on the Inventory Item’s Purchasing tab.

Inventory Item Id:
If you leave this field blank, PO's will be generated for all applicable items. To limit PO's to a specific Inventory Item, enter its Id. A range of Items is specified by the first and last Id's separated by an underscore (00123_00505). Several Id's can be specified by separating their Id's with a comma.

Location Id:
If you leave this field blank, PO's will be generated for all applicable locations. To limit PO's to items required for a specific Location, enter its Id. Several Id's can be specified by separating their Id's with a comma.

Vendor Id:
If you leave this field blank, PO's will be generated for all applicable Vendors. To limit PO's to a specific Vendor, enter its Id. Several Id's can be specified by separating their Id's with a comma.

Stocked:
To limit this function to Items flagged as Stocked, enter a Y in this range. If this range is blank, the Stocked flag will be ignored when this function is run.

$image\go.gif$ Click the Go button when the ranges fields are completed correctly.

Important Fields: List Screen

When the list screen appears, the user may review the information and adjust the needed quantities as appropriate. Note that the Magnifier may be used to access a Full View of the selected line.

Vendor:
The Vendor specified in the Inventory Item Purchasing Tab will default. This field may be changed by the user.

Need:
The quantity needed is calculated based on the Order Up to field in the Inventory Item record (for a specified location) and how many items (if any) are already on order. Items will not be included on this list unless (On Hand + On Order) < Reorder Level.

Example
Suppose widget001 has a Reorder Level of 20, an Order Up To of 25, and that 9 are On Hand and 7 are on order. In this case, the Need field would be calculated as follows:

Note: if the Order Up To field is not completed in the Inventory record, the Restock Level will be used to calculate the Quantity Needed instead.

Unit Cost:
This field defaults from the Vendor tab of the Inventory Item record, but may be adjusted by the user.

Requested:
The Date Requested defaults to Today, but may be adjusted by the user.

Promise Date:
The user may complete this field; it will be written to the Purchase Order.

Lcnt Id: Supply Qty:
On Order: Reorder Level: Order Up To:
These display-only fields are maintained by the system. The Supply Qty = OnHand – Allocated at the specified Location.

LTB Vendor Id: LTB Date:
Last Time Bought Vendor Name:
These fields display the Last Time Bought information for this Location/Item.

$image\SKIN1_Go.gif$ When you click Go to generate the Purchase Orders, the system will display a message box confirming the number of Purchase Orders generated, and ask “Print PO Forms?”

Click ‘Yes’ to launch the PO report pre-filtered to the POs generated, or ‘No’ to simply acknowledged the message.

Generate Purchase Order

Purpose:

Usage:

Registry:

Important Fields: Initial Screen

Important Fields: List Screen