Activant Prophet 21. Getting Started with PO Requirements for Purchase Order Creation. Purchase Order suite: course 1 of 2

Transcription

1 Activant Prophet 21 Getting Started with PO Requirements for Purchase Order Creation Purchase Order suite: course 1 of 2

2 This class is designed for Purchasing agents Buyers

3 Objectives Create and save purchasing criteria for easy retrieval Generate purchase requirements Navigate item requirements Select items for purchase Print/Fax/ purchase orders

4 This course will NOT cover Manual Purchase Orders Replenishment Methods Advanced Requirement Options Purchase Pricing Transfer Creation within PO Requirements Generation Combining PO Requirements

5 Purchase Order Creation Overview Purchase Requirements/Generation Prophet 21 suggests items to purchase based on your criteria entry Purchase Order Entry User generates the purchase order manually, keying all of the details Order Entry With permission, order taker can create POs for direct ship and special items

6 PO Requirements/Generation Purchasing Transaction PO Requirements/Generation

7 What is Purchase Criteria? Template used to identify a set of purchasing parameters

8 Why develop Purchase Criteria? Save Time! Customize criteria to meet individual buyer needs Adjust your choices in a matter of seconds!

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10 PO Criteria: Purchasing Criteria ID Criteria ID is assigned by the system. Enter a description.

11 PO Criteria Tab: Buyer ID Enter a Buyer ID Setup in Buyer Maintenance Assigned in User Maintenance

12 PO Criteria Tab: Purchase By Location ID Purchase for one specified location Purchase Group ID Choose a Purchase Group Option, enter a Purchasing Location ID and enter a Purchase Group ID

13 Purchase Group Maintenance Purchase Module System Menu Purchase/Transfer Group Maintenance

14 Purchase Group Options Location Based Individual Locations Regional Distribution Center

15 Location Based Purchasing Item: Calculates needs at each location using the location-specific replenishment method Min Max Net Stock Purchase Amount Widgets Location A Location B Purchase Recommendation = = 2900 Widgets

16 Individual Locations Calculates needs at each location using the location-specific replenishment method Generates separate POs Item: Min Max Net Stock Purchase Amount Widgets Location A Location B Location A - PO created for 2880 widgets Location B - PO created for 20 widgets

17 Regional Distribution Center (RDC) Purchasing Sums Net Stock of all locations and generates requirements based on purchasing location s replenishment method Stocks a monthly supply of items and performs daily transfers to satellite/spoke locations.

18 RDC Purchasing Item: Min Max Net Stock Widgets Location A Location B Net Stock = 120 Purchase Recommendation = = 2880 Widgets

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20 PO Criteria Tab: Supplier ID Enter a Supplier ID or range of IDs

21 PO Criteria Tab: ABC Class ID Enter an ABC Class or range of classes

22 PO Criteria Tab: Product Group ID Enter a Product Group or range of groups

23 PO Criteria Tab: Look Ahead Days Apply to D (Direct Shipment), S (Special) disposition items, Scheduled Release Customer and Purchase Orders

24 PO Criteria Tab: Replenishment Method View items that pertain to a specific Replenishment Method or All methods

25 PO Criteria Tab: Requirement Types Run more than one requirement type at a time Enabled in System Settings

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28 Requirement Types Direct Ships View Requirements for items with a D disposition in Order Entry Back Orders Only View Requirements for Backordered Items only Non-Stocks Generate items for Non-stock purchases only Specials Generate Requirements for items with an S disposition in Order Entry

29 Requirement Types Requisition Search for Requisition Items Only

30 Requirement Types Stock including Back Orders View requirements for backordered items Include replenishment parameters

31 Purchase Stock Card View stock calculation and purchase recommendations for one item Enter Buyer ID, Location ID, Requirement Type, and Item ID Press Generate Requirement button Items tab displays purchasing suggestion Calculations tab displays net stock calculation and purchase recommendations

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33 PO Criteria Tab: Show All Items Displays all items that fit search parameters

34 PO Criteria Tab: Include Unapproved POs Includes unapproved items to prevent over purchasing

35 PO Criteria Tab: Include Production Orders Includes components with an S disposition

36 PO Criteria Tab: Include Non-Stock Production Orders Includes requirements for non-stock items, backordered on production orders

37 PO Criteria Tab: Approved Includes all approved items

38 PO Criteria Tab: Delete Saving a deleted criteria set removes it from the system

39 Calculation Factors

40 Calculation Factors Buyer Specific Purchasing Assign Buyers to Suppliers Supplier items will only be retrieved that are assigned to Buyer

41 Calculation Factors Purchase for Replenishment Location only Item will be reviewed only if the replenishment location in Item Maintenance matches location ID on criteria tab in PORG.

42 Suggested Criteria Direct Ships Specials Stock Requirements Specific Buyers Specific Suppliers

43 Editing Criteria Criteria can be edited at any time Adjust any or all fields Save changes Select File/Save or

44 Retrieve your criteria, then click the Generate Requirement button.

45 Mandatory Notes Mandatory notes display after requirements are generated

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50 Viewing Requirement Calculations

51 Choose items to purchase, line-by-line.

52 Purchase All marks all items to purchase at the recommended quantity. Clear Purchase All removes all selections.

53 Item Adjustments Adjust can be made to any enabled fields Supplier ID, Quantity to Purchase Unit Price, or Purchase Price

54 Item Adjustments You cannot adjust quantities for Special and Direct Ship calculations

55 PO Line Notes Add Note creates new notes for this specific line item An unlimited amount of notes can be added Edit Note adjusts existing notes

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57 Save and Restore

58 Save and Restore After choosing to Save, message will appear File name = gpor /gpor_run_hdr_uid for the current set of requirements/user_id of the logged in user

59 Save and Restore After choosing to restore, the system will retrieve a file search

60 Save and Restore If file is retrieved and saved again, file will be updated with the new changes File name will remain the same even if different user made retrieved and made changes Any user can access file as long as they have access to the folder

61 Generation Options After your selections are complete, there are a number of options for generating purchase orders: Print Fax EDI Nothing

62 Generation Options Print a PO Select File -->Print or Fax a PO using the VSIFax Select File/Fax or a PO Select File-> or

63 Generation Options

64 Option

65 Option

66 PO Printing Options Once complete, you will be prompted to save purchase criteria Only saves adjustments you may have made to the criteria

67 Save Option Save offers the option to create Purchase Orders or to save criteria ONLY, choose File Save or

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70 To Do List Determine purchase needs Create criteria prior to Go-Live Test Criteria to ensure the results are correct Ensure that all Buyer IDs are created Flag items appropriately item type, replenishments

71 Summary Create and save purchasing criteria for easy retrieval Generate purchase requirements Navigate item requirements Select items for purchase Print/Fax/ purchase orders

72 For More Information Activant Prophet 21 (CC) Help Files Visit Activant on the web: View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Consulting Services: consult-sales@activant.com Professional Services Sales: pss@activant.com

73 Educational Services More PO Requirements for Purchase Order Creation (WBT) Getting Started with PO Receipts and Inventory Adjustments (WBT) Inventory Management Purchasing Methods (CBT) Inventory Management Getting Started with Up To and EOQ (CBT)