Creating Purchase Orders

Transcription

1 1 Purchasing: Using CounterPoint Creating Purchase Orders Overview Purchase orders are entered as purchase requests. A purchase request becomes a purchase order when it is posted. Purchase requests can be modified as needed, and replacement purchase requests can be created to change and re-issue existing P.O. s. If you are using multi-location, you can prepare a single allocated purchase request for multiple locations. On the allocated purchase request, you can request delivery to multiple locations, or to one location for later transfer. You can copy lines onto a purchase request from a Point of Sale order or ticket or from an Order Entry order. A connection is maintained between the P.O. and the order or ticket, so that when the merchandise is received, the line item in Point of Sale or Order Entry indicates the receipt. This document explains how to enter purchase requests and create purchase orders. Entering purchase requests Select Purchasing / Purchase requests / Enter.

2 Purchasing: Using CounterPoint - Creating Purchase Orders 2 NOTE: Your choices in Purchasing / Purchase requests are limited by your entry for Purchasing authority in Setup / Purchasing / Control. If your satellite location has no purchasing authority (None), you may not enter, change, or create purchase requests. If your authority is Purchase requests only, you can enter, change, and create purchase requests, but only your Hub location can finalize them into purchase orders. If your authority is Purchase orders, you may finalize the purchase orders at the Satellite location. You can also import purchase requests with the Data Interchange Option. (See Importing Purchase Orders for more information.) 1. P.O.# Enter the P.O. number. Press: F1 To scan through the existing purchase requests. F2 To use the next available P.O. number, if one has been specified in Setup / Purchasing / Control. When an existing P.O. number is displayed, press: F2 To post this purchase request. (See the Posting purchase requests and printing purchase orders section on page 30 for more information.) F3 To delete this purchase request. F5 To view or edit purchase order notes. F6 To zoom on vendor information. (See Zooming on a vendor on page 21 for more information.) F8 To view the Purchase Order Totals window. If you intend to make this an allocated purchase request, don t enter a P.O. number longer than 12 characters. You will be prevented from creating an allocated purchase request at Location or copying an allocated P.O. at Delivery date if the P.O. number is longer than 12 characters. If a note exists for this customer with an ID that matches the default vendor note ID specified in Setup / Inventory / Control, that note automatically appears. Posted P.O. already on file - do you wish to re-issue this P.O.? This question appears if the P.O. you enter has already been entered and posted. Specify whether to reissue this P.O. P.O. #999 will be canceled & P.O. #999/01 will be created. Do you wish to proceed? This question appears if you answer Yes to reissue the P.O. Specify whether to continue. If you answer Yes, a new purchase request is created with the ordered quantities of the original, and the original is canceled. You are free to change the ordered quantities, to remove or add items, or make changes as you would on any purchase request. Reissued P.O. s can contain up to 99 line items.

3 Purchasing: Using CounterPoint - Creating Purchase Orders 3 Reissued P.O. s always end with / and two numbers. If you reissue P.O. 100/01, it becomes 100/02, and so on up to 100/99. No P.O.# with more than 12 characters (except reissued numbers) can be reissued. NOTE: Reissuing P.O. s can appear to move your P.O. s out of sequence. If your original P.O. number is numeric (all numbers) the addition of the / character will change the P.O. to alphabetic. In CounterPoint, all numeric P.O. numbers come before all alphabetic P.O. numbers. If P.O. 100 were reissued as described above, you could no longer find it on a report between 99 and 101. Instead, it would appear after all numeric P.O. s. 2. Vendor Enter the vendor number. Vendor not on file, press F2 to add This message appears if you enter a vendor number that isn t on file, and if you have authorization to add vendors on-the-fly. Press F2 to add this vendor on-the-fly. (See the Adding a vendor on-the-fly section on page 12 for more information.) 3. Location If you aren t using multi-location (as specified in Setup / Inventory / Control), this field defaults to the location specified as the Main location in Setup / Inventory / Control, and cannot be changed. For an existing request, the location may not be changed. Enter the location for this purchase request. Press F2 to enter a location group for an allocated P.O. If you intend to copy a previously entered allocated purchase request or purchase order (using F5 at Delivery date), don t enter the location group here. Instead, if you are copying a merged allocated P.O., enter the ship-to location for Location. If you are copying a separate allocated P.O., enter any location. 3. Location group Field 3 appears as Location group if you press F2 at Location to enter an allocated P.O. Enter the Location group containing the locations to which this P.O. should be allocated. Press F1 to enter a single location for an unallocated purchase request. Separate or Merged? This question appears if you enter a Location group in field 3. Select: Separate Merged If you want a separate purchase order to be created for each location when the purchase request is posted. If purchases for all locations are to be merged into a single purchase order.

4 Purchasing: Using CounterPoint - Creating Purchase Orders 4 Allocated P.O. type Separate Merged Description The vendor should deliver the merchandise directly to each location. Delivery should be made to a single location (specified in the next field), then transferred to the other locations. NOTE: If you plan to copy this P.O. from an existing merged allocated P.O. or purchase request (using F5 at Delivery date), enter the ship-to location in this field. To copy from an existing separate allocated P.O. or purchase request, you should have entered any single location in field 3. Ship-to loc: This field appears if you specify that this is a merged P.O. Enter the location to which the goods should be shipped. If this is a drop-ship P.O., the goods will be shipped to the drop-ship address. The location entered here is used for reporting purposes only. 4. Order date The current system date displays as the default for the first purchase request entered during this session. Thereafter, the last order date entered displays as the default. Enter the date to assign as the purchase order date. Press F1 after a date other than the current system date has been entered in this session, to use the current system date. 5. Delivery date Enter the date on which the order is scheduled to be delivered. Press: F1 F4 F5 After at least one purchase request has been entered in this session, to use the last delivery date entered. To quickly enter the default values for all remaining fields. To copy this P.O., including all items, from an existing P.O. or purchase request. (See the Copying an existing P.O. or purchase request section on page 13 for more information.) 6. Cancel date Enter the date on which the P.O. should be canceled. Press F1 after a purchase request has been entered in this session, to use the last cancel date entered. The Open P.O. s report allows you to show purchase orders that have not been received by the cancel date.

5 Purchasing: Using CounterPoint - Creating Purchase Orders 5 7. Vendor name The name and address for this vendor in the Vendor file displays as the default. Enter the vendor s address. Press F1 to alternate between entering a company name and a person s name for the first line of the vendor address. NOTE: If you are using countries (specified in Setup / System / Company), Cntry displays. 8. Buyer Enter the name of the buyer for this purchase request. Press F1 to use the default buyer specified in Setup / Purchasing / Control. 9. Ship-via Enter the name of the shipping method for this purchase request. Press F1 to use the default ship-via specified in Setup / Purchasing / Control. 10. F.O.B. Enter the F.O.B. (Freight on Board) for this purchase request. Press F1 to use the default F.O.B. specified in Setup / Purchasing / Control. 11. Terms Enter your payment terms for this purchase request. Press F1 to use this vendor s terms from the Vendor file. 12. Special msg Enter up to three lines of text that you want to appear on purchase order and receiver forms. Press F2 if this is not an allocated P.O., to make the P.O. a drop-ship P.O. and replace the special message with drop-ship information. The pre-defined forms supplied with CounterPoint print this message. OK to change this P.O. to drop-ship? This question appears if you access field 12 (Special message) using Field number to change?, then press F2 to make this a drop-ship P.O. Specify whether to delete any existing special message text for this P.O., and make the P.O. a drop-ship. A drop-shipped P.O. includes a ship-to address of your customer s location rather than your location. When a drop-ship P.O. is received, there will be no additions to your inventory.

6 Purchasing: Using CounterPoint - Creating Purchase Orders Drop-ship ref-# This field appears only if you specify that this is a drop-ship P.O. and defaults to entry of a Point of Sale order. Enter the number of the order for which this P.O. is being created. Press: F2 F4 To make the P.O. a non-drop-ship (normal) P.O. and replace the drop-ship information with special message lines. To alternate between entering a Point of Sale order number and an Order Entry order number. OK to change this P.O. to non-drop-ship? This question appears if you access field 12 (Drop-ship ref-#) using Field number to change?, then press F2 to make this a non-drop-ship P.O. Specify whether to delete any existing drop-ship information for this P.O., and make the P.O. a non-drop-ship P.O. Cust-# If you copied the drop-ship information from an existing order, the customer number from that order displays as the default. Enter the customer for whom this P.O. is being created. Ship-to address If you copied the drop-ship information from an existing order, the ship-to address from that order displays as the default. Enter the customer s shipping address.

7 Purchasing: Using CounterPoint - Creating Purchase Orders 7 Entering line items on a purchase request Each purchase order can contain up to 9,999 line items. P.O#: Vendor: Order date: Loc: These fields display information about this purchase request as entered on the first screen of purchase request information. (N/A) displays as Loc: for a separate allocated P.O. and the ship-to location displays as Loc: for a merged allocated P.O. Cost: Qty: These fields display a running total of the stocking units and costs entered on this screen. Cost displays only if you are authorized to view costs. Item number For a new line item, enter the item number (or barcode) of the item to order. NOTE: If the Item not on file message appears, press F1 to associate the barcode with an existing item or F2 to add the item to the item file. See Additional Ticket Entry Options for further information.

8 Purchasing: Using CounterPoint - Creating Purchase Orders 8 Press: F1 F2 F4 F5 F6 F7 F8 Up Arrow Page Up Home Esc Down Arrow Page Down End To scan through existing items in the item file. If lines exist on this purchase request, to immediately post this purchase request and create a P.O. For a non-allocated P.O., to copy item information from a Point of Sale order or ticket or from an Order Entry order. (See the Copying line items from tickets and orders section on page 13 for more information.) For an allocated P.O., to enter one quantity that is automatically copied for all locations in the location group. To enter a barcode that is greater than 15 characters. To enter cost discounts for multiple lines. (See the Entering cost discounts for multiple lines section on page 22 for more information.) To enter text (comments). To either view totals in the Purchase Order Totals window or sort lines in order by item number, description, vendor item number, or bin location. (Items will print in the order selected.) To move between the line items. To record the changes and return to the first purchase request screen. NOTE: Immediate posting of purchase requests allows multiple users to simultaneously post purchase requests and create P.O. s. If a vendor item record doesn t exist for this vendor/item combination, a warning message displays (the vendor item record will be automatically created when this purchase request is posted). If you answered Yes to Require vendor item on file? (in Setup / Purchasing / Control), you cannot add the item to the purchase request unless the vendor item record already exists. If a note exists for this item with an ID that matches the default note ID specified in Setup / Purchasing / Control, that note automatically appears. When the item has been specified, the following reference information displays: Price-1 Last cost Vendor item-# (from the vendor item record) Minimum order quantity (from the vendor item record) The following reference information displays from the inventory record that corresponds to this location (these values don t display for an allocated P.O.): Maximum quantity Minimum quantity Quantity on hand Quantity on order Net quantity Suggest quantity

9 Purchasing: Using CounterPoint - Creating Purchase Orders 9 If a vendor item record is on file, the Last cost and Minimum order quantity are for the specific vendor. Net Quantity The Net Quantity displayed is calculated based on the quantity on hand, quantity committed, quantity on back order, and quantity on order for the item in the corresponding location. Suggested Quantity The Suggested Quantity displayed is calculated using the Maximum method, based on the net quantity for the item in the corresponding location. Item not on file, press F2 to add This message appears if you enter an item number that doesn t exist in the Item file, and if you have authorization to add items on-the-fly. Press F2 to add this item on-the-fly. (See the Adding a new inventory item on-the-fly section on page 17 for more information.) Description Enter any desired changes to the item description. Press: F1 To display the description from the Item file. F2 If a vendor item description exists in the vendor item for this item and vendor, to display the vendor description from the Vendor Item file. You can always change the description for a miscellaneous item. Descriptions for nonmiscellaneous items can be changed only if you specified in Setup / Purchasing / Control to enter non-miscellaneous descriptions. Any changes are retained in the P.O. and included in received P.O. history, but don t affect the descriptions in the Item or Vendor Item files. Gridded items For gridded items, the color and size tags display in the second line of description, and change is not allowed. Qty-ordered The suggested quantity displays as the default. Enter the quantity to order of the item (in stocking units). Press: F2 F6 If the vendor s purchase unit for this vendor item is different than the item s stocking unit, to enter the quantity in terms of the vendor s purchase unit (which will be converted to stocking units after entry). To view the Item zoom window for this item. (See the Zooming on an item section on page 20 for more information.)

10 Purchasing: Using CounterPoint - Creating Purchase Orders 10 If you press F2, you can select the units for the item (using the stocking-unit, the vendor s unit, or any of the three alternate units) to receive merchandise in the same units used by your vendor. The default unit is specified in the Setup / Purchasing / Control. NOTE: Unit selection does not apply to gridded items. Allocated P.O. s If you are entering an allocated P.O., quantities are entered for each location in the location group. (See the Entering quantities on an allocated purchase request section on page 18 for more information.) Gridded items For gridded items, quantities are entered into a grid rather than at Qty-ordered. Press: F1 Enter To order a pre-pack of quantities (the model stock quantities for the item and location you specify). To enter grid quantities manually. NOTE: You can t enter alternate units on purchase requests. Entering quantities in a grid: See Working with Grids for more information. Unit cost If there is a vendor item record for this vendor and item with a current cost, that cost displays as the default. If a special cost is in effect for a vendor item (i.e., the Order date you enter for the purchase request falls within the Starting date and Ending date values you entered for the special cost), it is used as the default cost. If a special cost is not currently in effect for the vendor item, but one will be in effect at some point in the future, a message appears to help you decide if you should order the item now or wait until the special cost goes into effect. Otherwise, the item s last cost displays as the default. Enter the cost, per stocking unit, that you expect to pay to the vendor for this item.

11 Purchasing: Using CounterPoint - Creating Purchase Orders 11 Press: F1 F2 To select one of the cost options. If the quantity ordered was specified in the item s stocking unit, to select the unit cost. If a unit other than the stocking unit is selected, its cost displays in an entry window where the user can change it. When you press Enter, that cost is converted into the stocking unit cost. CounterPoint does not change the unit of the item (it uses the cost value only for calculator purposes). When F2 is pressed at Unit cost and the other available units are displayed, you can also highlight one of the units and then press F2 again (rather than Enter). CounterPoint then takes the cost of that unit, converts it into the stocking unit value and displays that value in an entry window. You can change the cost before or after CounterPoint has converted the cost value of a different unit to a stocking unit value. If you press F1 to select a cost option, a window displays showing all of the cost options available for the item. Press: F1 Up Arrow Enter Esc Down Arrow Cost option Line item present cost Last cost Vendor current cost Vendor special cost Vendor last order cost Lowest current cost Lowest last order cost NOTE: To enter a cost discount for the current line. (See the Entering a cost discount for the current line section on page 22 for more information.) To highlight a cost. To select the highlighted cost. To return to Unit-cost without selecting a cost option. Description The current value in the Unit cost column for this line item. The Last cost from the Item file. If there is a vendor item record for the P.O. s vendor, the Current cost from that record. If there is a vendor special cost record for the item, the special cost and the effective dates. If there is a vendor item record for the P.O. s vendor, the cost on that vendor item s last order. If there are any vendor item records for the item, the lowest vendor item current cost. (The vendor with the lowest current cost displays, or Same displays if the vendor for this P.O. has the lowest current cost.) If there are any vendor item records for the item, the lowest cost on a vendor item s last order. (The vendor with the lowest current cost displays, or Same displays if the vendor for this P.O. has the lowest current cost.) Special costs are considered when determining the Lowest current cost value in the Cost options window.

12 Purchasing: Using CounterPoint - Creating Purchase Orders 12 Comment Enter any desired comment for this line item. Any change? Specify whether to make any changes to this line item. Press F4 to change the price of this item. (See the Changing item prices section on page 19 for more information.) Adding a vendor on-the-fly This window appears if you enter a vendor number that doesn t exist, and answer Yes to This vendor is not on file - would you like to add it? NOTE: Only authorized users can enter a new vendor on-the-fly. Enter the information for the new vendor just as you would when using Inventory / Vendors / Vendors to enter a new vendor. (See Defining Vendors for more information.) Changing the vendor on a purchase request You can change the vendor number for a purchase request by accessing Vendor using Field number to change?. If you enter a vendor number that isn t on file, you can add a new vendor as described above ( Adding a vendor on-the-fly ). You are asked to confirm the change to the vendor number. If you answer Yes, you are asked for the Vendor address. For each line item that has a matching vendor item record, certain information, including the vendor s item number, is updated to the line item record.

13 Purchasing: Using CounterPoint - Creating Purchase Orders 13 Copying an existing P.O. or purchase request See the Copying customer orders section on page 25 for more information on creating multiple purchase orders automatically from Order Entry and Point of Sale orders. Press F5 at Delivery date, to copy an existing P.O. or purchase request. Copy from P.O.# Enter the P.O. number of the purchase request or purchase order to copy. The vendor number, vendor name, location, and order date display after you enter a P.O.#. If this P.O. or purchase request is allocated, a message to that effect displays. Purchase (R)equests or purchase (O)rders? This question appears if you use the F9 lookup at Copy from P.O.#. Select: R O To look up existing purchase requests. To look up existing purchase orders. Copy this P.O.? This question appears after you enter a P.O. number. Specify whether to copy this P.O. If you answer Yes, the information is copied and the cursor moves to Field number to change?, where you can make changes as usual. If you copied an allocated P.O., the Location group for that P.O. displays. If the copied P.O. is a merged allocated P.O., the location you entered at Location displays as the Shipto loc for the new P.O. Copying line items from tickets and orders Press F4 at a blank Item number, to copy line items from an existing Point of Sale order or ticket or from an existing Order Entry order. If the Order Entry Option is registered, the following selection list appears for you to select whether to copy from Point of Sale or Order Entry: If you select Copy from PS (or if the Order Entry Option isn t registered), the following window appears. (When copying from Order Entry, the window title reads Copy from Order Entry, Status displays instead of Drawer, and F5 is not available.)

14 Purchasing: Using CounterPoint - Creating Purchase Orders 14 NOTE: When you copy lines from a ticket or order, the P.O. number is inserted in the Reference field of the ticket or order for line items that were copied. Copy from order # If you are entering a drop-ship purchase request and you entered an order number as the Drop-ship ref-#, that order number displays as the default. Enter the Point of Sale order number from which to copy. Press: F1 To scan through the existing Point of Sale orders. F2 To alternate between copying from a single order (or ticket) and a range of orders (or tickets). (See the Copying line items from a range of orders or tickets section on page 16 for more information.) If you are copying from Point of Sale, press F5 to alternate between copying from a Point of Sale ticket and a Point of Sale order. Right order? After you enter an order number, information about this order displays. Specify whether this is the order you want to copy. Press F1 to scan through the existing orders, beginning with the next order. When you answer Yes to Right order?, the following window appears: 1. Copy items for vendor # To copy items for only one vendor, enter the vendor number. Press F1 to copy items for All vendors.

15 Purchasing: Using CounterPoint - Creating Purchase Orders 15 For items with This field appears only if you specify a single vendor in the preceding field. Select: This vendor primary Vendor item on file for vendor To copy only line items for which the specified vendor is the item s primary vendor. To copy all line items that have a vendor item record with the specified vendor. 2. Adjust for vendor s minimum order qty? Specify whether to consider the vendor s minimum order quantity for an item when the line is copied. If you answer Yes, and the copied order quantity is less than the vendor s minimum order quantity, the P.O. line quantity is increased to the vendor s minimum quantity from the vendor item record. 3. Copy lines for location If you aren t using multi-location (as specified in Setup / Inventory / Control), this field defaults to the location specified as the Main location in Setup / Inventory / Control, and cannot be changed. To copy items for only one location, enter the location. Press F1 to copy items for All locations. 4. Copy which lines? Select: Drop-ship lines To copy only drop-ship line items. Non drop-ship lines To copy only line items that are not drop-ship. Press F1 to copy All line items, regardless of drop-ship status. If you are copying line items from an order, a second entry is made for this field. Select: Normal order To copy only line items with a normal Order status. Backorder To copy only line items with a Backorder status. Special order To copy only line items with a Special order status. Press F1 to copy All line items, regardless of the type of order. NOTE: The quantity copied for Backorder line items is the quantity on backorder, which is not necessarily the total quantity for the order line. 5. Copy subsequent input text? Specify whether to copy text lines from the orders or tickets. If you answer Yes, each line item that is copied will be followed on the purchase request by the input text lines found between the copied line item and the next line item on the Point of Sale or Order Entry document.

16 Purchasing: Using CounterPoint - Creating Purchase Orders Copy for misc. kits (Not applicable) displays if the Kits Option is not registered. Select: Parent only To copy only miscellaneous kit parent items. Component only To copy only component lines for miscellaneous kits. Copying line items from a range of orders or tickets Press F2 at Copy from order # (for orders) or Copy from register # (for tickets), to copy line items from a range of orders or tickets. Register # This field appears only when you are copying a range of tickets. Enter the register number from which to copy ticket line items. Press: F1 To alternate between copying line items from a range of tickets or a single ticket. F5 To alternate between copying tickets or orders. Starting order/ticket # Ending order/ticket # Enter the starting (or ending) order or ticket number to copy. Press F1 for the First (or Last) order or ticket on file. Starting date Ending date Enter the starting (or ending) date of the orders or tickets to copy. Press F1 to enter the Earliest to Latest order or ticket on file.

17 Purchasing: Using CounterPoint - Creating Purchase Orders 17 Adding input text on a purchase request Press F7 at a blank Item number, to enter lines of text on a purchase request. Description Enter the input text. To use an existing item description as input text, enter the item number. Press Esc when prompted, to save the text entered and terminate entry of input text. Text is entered as two lines of up to 25 characters each. The second line of each input text pair doesn t display in the Transaction Area of the screen, but can be viewed when editing the input lines. The input text prints in the line item area of the P.O. s and receivers (except for separate allocated P.O. s). Input text also prints on the Edit Lists and certain other reports, but isn t included in any history file or on transfers created from allocated P.O. s. Adding a new inventory item on-the-fly If you press F2 at Item not on file, press F2 to add, a pop-up window appears for you to copy a new item from an existing item. Complete the fields in this window just as you would if adding an item on-the-fly during Point of Sale ticket entry. (See Adding a new inventory item on-the-fly in Additional Ticket Entry Options for more information.) This item will be assigned the vendor for this purchase request. If you specified in Setup / Inventory / Control to auto-assign item numbers, you can enter the New item indicator (defined in Setup / Inventory / Control) as the item number. The actual item number is assigned by the system and displays after the new information has been entered. Adding a new inventory record for an item No inventory record for this item in this location - would you like to add? This question appears if you are using multi-location, and you enter an existing item number that doesn t have an inventory record for the location of this purchase request. Specify whether to add an inventory record for this item for the location of this purchase request. Copy from location: This field appears if you answer Yes to add an inventory record for this item. Enter the location of an on-file inventory record for the item.

18 Purchasing: Using CounterPoint - Creating Purchase Orders 18 Changing line item information You can review all entered item information, even for items that have scrolled off the screen. Press: Up Arrow Page Up Home Enter F3 F6 Down Arrow Page Down End To view line items that have scrolled off the screen, and to highlight the line item to change. To make changes to the highlighted line item. To delete the highlighted line item. To view the Item zoom window for the highlighted item. (See the Zooming on an item section on page 20 for more information.) Entering quantities on an allocated purchase request Quantities on an allocated P.O. are entered in a grid, much like for gridded items (unless the user pressed F4 at Item number). If you pressed F4 at Item number, you may enter a single quantity for an item, and that quantity is ordered for all locations. For a gridded item, you may enter the cell quantities one time, and those quantities are ordered for all locations. If desired, you can toggle out of all locations mode and edit the order for individual locations. The locations in the location group are shown in the first row. Enter the quantity ordered for a location in the cell below the corresponding location. Press Up Arrow, Down Arrow, or Enter to move to other cells in the grid. Press Esc to end quantity entry. When you press Esc after entering quantities in the allocation grid, the total of the location quantities displays as Qty-ordered.

19 Purchasing: Using CounterPoint - Creating Purchase Orders 19 Allocation location This field appears at the bottom of the screen when the cursor reaches Qty-ordered for a gridded line item. Enter the location for which to enter quantities. Press: F1 To enter quantities for the next location in the location group. F2 To enter quantities for the previous location in the location group. F7 To display in a single color/size grid the sum of all quantities ordered for all locations (entry is not allowed). Esc To exit entry of allocated quantities ordered. Gridded items When entering quantities for a gridded item, press F5 to copy the allocation from a different location. Allocations for gridded items are entered in the usual color/size grid, using a separate color/size grid for each location. When you press Esc at Allocation location, the total of the quantities entered in the location grids displays as Qty-ordered. Location: This field appears in the Copy allocation pop-up window if you press F5 to copy an allocation. Enter the location whose allocated quantities you want to copy. Press F1 for the last location from which an allocation was copied during this session. Gridded items You can edit a gridded item on an allocated P.O. only after the line item has been completely entered. Changing item prices Press F4 to change prices for an item. This option is available only if you are authorized to make protected changes or to add items on-the-fly. If you press F4, an item prices window appear. You can change item prices just as you would using Inventory / Prices / Item prices. (See Entering item prices in Working with Prices for more information.) NOTES: Changes made to item prices during entry of purchase requests affect only prices in the Item file. Location-specific prices can t be changed when entering purchase requests. Changes made by gross margin % are based on the cost of the item on this purchase request. Grid oversize prices can t be changed during purchase request entry.

20 Purchasing: Using CounterPoint - Creating Purchase Orders 20 Zooming on an item Press F6 when an existing line item is highlighted, or at Qty-ordered when entering a new line, to view the Item zoom window. Press: Page Up F1 F5 F7 F8 Esc Page Down To move between the screens of zoom information for this customer. If you are using multi-location, to view quantities for the next location that has quantity available. To view notes for this item. (See Using Notes for more information.) To view expected P.O. s for this item at this location. (See the Viewing expected P.O. s section on page 21 for more information.) To view monthly history for this item. (See Working with Monthly History for more information.) To exit the item zoom. The cost figure that displays depends on the setting specified in Setup / Point of Sale / Stores / Configuration options. No cost displays if the user isn t authorized to view costs. If you are using multi-location, the quantities for this purchase request s location display in addition to the total quantities for All locations. Loc This field appears only if you are using multi-location. Enter another location to view the quantities at that location. The second screen of the Item zoom window looks like this:

21 Purchasing: Using CounterPoint - Creating Purchase Orders 21 Zooming on a vendor Press F6 when an existing P.O.# is displayed to view the Vendor zoom window. Press: F5 To view notes for this vendor. (See Using Notes for more information.) Esc To exit the vendor zoom. Viewing expected P.O. s Press F7 at the Item zoom window, to view expected P.O. information for this item at this location. NOTE: F7 to view expected P.O. s is also available during F9 LookUp at various item number and location fields throughout CounterPoint. In general, expected P.O. information is available whenever a specific item and location are selected. This pop-up window contains information about any open P.O. s for this location that contain this item. Discounting P.O. Lines You can enter purchase order line costs as a discount percentage off of various cost bases, including Price-1, Standard cost, Vendor/item current cost, and others. You can enter individual line discounts at cost entry time, or you can enter discounts for a group of previously entered lines. This feature allows easy entry of an individual line or an entire purchase order at (for example) 25% off list or 10% off regular cost. There are two ways you can enter a line item cost discount in Purchasing / Purchase requests / Enter or Purchasing / Receivings / Receive without P.O.: By pressing F1 at Unit-Cost on the line item entry screen to access the cost options window, then pressing F1 again to enter a cost discount for the current line only.(see the Entering a cost discount for the current line section on page 22 for more information.) By pressing F6 at Item number on the line item entry screen to enter cost discounts for multiple lines (See the Entering cost discounts for multiple lines section on page 22 for more information.)

22 Purchasing: Using CounterPoint - Creating Purchase Orders 22 Entering a cost discount for the current line Press F1 at Unit cost on the line item entry screen, to access the cost option window. Then, press F1 at the cost option window, to enter a cost discount for the current line. Current discount % Enter the cost discount percent to apply to this line item. Leave <blank> for None, to use the specified cost without discount. If you enter a discount percent, the costs in this window are recalculated based on your entry. NOTE: The Line item present cost will reflect the default discount percent defined for the P.O., but all other costs are shown without discount, and Current discount % is initially set to None. Entering cost discounts for multiple lines Press F6 at Item number on the line item entry screen, to enter a cost discount for one or more lines on the P.O. This option also allows you to change the cost basis for multiple existing line items. Default line costs to This field appears if you press F8 before entering any line items, or if you press F2 at Set all line costs to or Discount all lines currently containing when line items already exist on the P.O. Select: Default cost Vendor current cost Item last cost Item standard cost Item price-1 To use Default cost for subsequent new lines on this P.O. To use Vendor current cost for subsequent new lines on this P.O. To use Item last cost for subsequent new lines on this P.O. To use Item standard cost for subsequent new lines on this P.O. To use Item price-1 for subsequent new lines on this P.O. NOTE: Your entry in this field determines the default cost that will be used for subsequent new lines on the P.O. This default remains active only for the current P.O., and can be changed at any time by pressing F6 at Item number.

23 Purchasing: Using CounterPoint - Creating Purchase Orders 23 If line items already exist on the P.O., press: F1 F2 To discount line costs for existing items. To set the line cost for all existing line items. Discount all lines currently containing This field appears if you press F8 after entering at least one line item, or if you press F1 at Set all line costs to. Select: Default cost Vendor current cost Item last cost Item standard cost Item price-1 Press: To discount all lines on the P.O. that use whatever cost is currently set as the Default cost. To discount all line on the P.O. that use Vendor current cost. To discount all line on the P.O. that use Item last cost. To discount all line on the P.O. that use Item standard cost. To discount all line on the P.O. that use Item price-1. F1 F2 To set the line cost for all existing line items. To change the default line cost. Set all lines costs to This field appears if you press F1 at Discount all lines currently containing. Select: Default cost Vendor current cost Item last cost Item standard cost Item price-1 To set every existing line on the P.O. to the current Default cost. To set every existing line on the P.O. to the Vendor current cost. To set every existing line on the P.O. to the Item last cost. To set every existing line on the P.O. to the Item standard cost. To set every existing line on the P.O. to the Item price-1. Press: F1 F2 To discount line costs for existing lines. To change the default line cost. Discount percent Enter the cost discount percent to use for all line items that meet the criteria specified in the first field in this window. Leave <blank> for None, to use the specified cost without discount.

24 Purchasing: Using CounterPoint - Creating Purchase Orders 24 Examples Discounting an individual line by 25% off list Assuming that you use Price-1 as your list price: Enter the item number and quantity to order. Press F1 at Unit-cost to access the cost options window. Press F1 at Item price 1 and enter 25 for Current discount %. Press Esc to close the cost options window. This line item s cost is now set to 25% off Price-1. Discounting all lines on the P.O. by 10% off regular cost Assuming that you use Vendor current cost as your regular cost: Before entering any lines, press F6 at Item number for the Cost Discount window. Enter V at Default line costs to to set the default cost discount to Vendor current cost. Enter 10 for Discount percent. Answer No to Any change?. All subsequent lines on this P.O. will now use a cost basis of 10% off the Vendor current cost.

25 Purchasing: Using CounterPoint - Creating Purchase Orders 25 Copying customer orders If multiple customers order merchandise that you obtain from a single vendor, you can choose to create a separate PO for each customer or to consolidate multiple customer orders on a single PO. In addition, separate purchase orders will be created for merchandise that is to be drop-shipped to customers. To create purchase orders from existing customer orders, select Purchasing / Purchase requests / Copy customer orders. Copy orders from Select: Point of Sale To copy orders from Point of Sale. Orders To copy orders from Order Entry. Both To copy orders from both Point of Sale and Order entry. Order # range Enter a range of orders to copy. Press F1 to enter First to Last as the range. Order date range Enter the range of dates for the orders you want to copy. Press F1 to enter Earliest to Latest as the date range. Order location Enter the location from which to copy the orders. Press F1 for All locations.

26 Purchasing: Using CounterPoint - Creating Purchase Orders 26 Print or generate? Select: Print To print the corresponding P.O. forms. Generate To generate purchase orders from the specified orders. Both To print P.O. forms and generate purchase orders. Starting P.O. # Enter a starting P.O. number or press F1 to auto-assign a P.O. number. Purchase order date Enter the date of the purchase order. Press F1 for the current day s date. Ship-to location Enter a ship-to-location to use for the new purchase order. Press F1 to use the order location. Press F1 from the Copy customer orders screen to display the Selection Parameters window. Vendor method Specify whether to generate a purchase order for the Primary vendor for each ordered item, the Lowest cost vendor, or a Specific vendor. Vendor range Specify a range of vendors to include on the new purchase order. Press F1 to enter First to Last as the vendor range. NOTE: When you select a Vendor method of Specific vendor, the Vendor range fields are replaced by the Vendor number field, which allows you to specify a single vendor. Item range Specify which items to include on the new purchase order. Press F1 to include All items.

27 Purchasing: Using CounterPoint - Creating Purchase Orders 27 Categ / Sub-cat Specify a category and sub-category for the items to be included on the new purchase order. Press F1 for All categories and sub-categories. Copy which order lines? Specify whether to copy Drop-ship lines, Non drop-ship lines, or All lines to the new purchase order. Copy lines with status of Specify whether to copy items with a status of Normal, Backorder, Special order, or to copy All items to the new purchase order. Copy for miscellaneous kits For miscellaneous kits, specify whether to copy the parent item or the kit components to the new purchase order. Copy subsequent input text? Specify whether to copy any input text to the new purchase order. Separate PO per cust/vend? Specify whether to separate new purchase orders by customer or by vendor. Print address information? Specify whether to print vendor address information on the new purchase order. Press F2 from the Copy customer orders screen to display the Generation Parameters window, which allows you to define additional parameters to control the information that appears in the header of the generated purchase order. NOTE: This option is only available if you select Generate or Both (Print & Generate) from the Print or generate? field. When you define all of the necessary parameters, press Enter at Field number to change? to generate purchase orders from the specified orders and/or print the corresponding PO forms. The Copy customer orders screen displays the status of this process.

28 Purchasing: Using CounterPoint - Creating Purchase Orders 28 When purchase orders are generated, the Copy customer orders screen displays the total number of orders that were processed, the number of selected orders that were selected, the number of purchase requests that were generated, and the total number of order lines that were copied. Printing a Purchase Request Edit List The Purchase Request Edit List shows purchase requests that have been entered but are not yet posted. You should use this list to verify that existing purchase requests are correct before you post the requests and print purchase orders. You should check the Purchase Request Edit List for warning messages regarding purchase requests that won t be posted. If such a message appears, use the appropriate menu selection to correct the error prior to posting the purchase requests. Select Purchasing / Purchase requests / Edit list.

29 Purchasing: Using CounterPoint - Creating Purchase Orders Location If you aren t using multi-location (as specified in Setup / Inventory / Control), this field defaults to the location specified as the Main location in Setup / Inventory / Control, and cannot be changed. Enter the location to include. Press F1 for All locations. Allocated P.O.s For allocated P.O. s, a location of All will include separate allocated P.O. s. For merged allocated P.O. s, the location specified for Ship-to loc should be used. 5. Order date Enter the order date of the purchase requests to include. Press F1 for All order dates. 6. Print in order by Select: P.O. number To print the list in order by purchase order number. Vendor number To print the list in order by vendor number. Item number To print the list in order by item number. Location To print the list in order by location (if using multi-location). Print header info? This field appears only if you specified to print in order by P.O.#. Specify whether to print the vendor address, buyer, ship-via, F.O.B., delivery and cancellation dates, special terms, and special messages for each purchase request before the request s line item information.

30 Purchasing: Using CounterPoint - Creating Purchase Orders 30 Print P.O. notes? This field appears only if you specified to print in order by P.O.#. Specify whether to print P.O. notes. Posting purchase requests and printing purchase orders Select Purchasing / Purchase requests / Post. You can also post purchase requests by pressing F2 when an existing P.O.# is displayed in Purchasing / Purchase requests / Enter. 2. Form ID Enter the form ID to use for printing the purchase orders (a Print P.O. form) or for creating a text file (an Export P.O. form). Press F1 to use the default P.O. form ID specified in Setup / Purchasing / Control. Press Enter for None, if you don t want to print or export the order information. Printing P.O. s Please mount P.O. forms on printer Type "DONE" when ready If you answered Yes to Use Mount forms/done in Setup / Purchasing / Forms, this message appears if you specified a Print P.O. type form. Insert the forms on the printer and type DONE when ready.

31 Purchasing: Using CounterPoint - Creating Purchase Orders 31 Are P.O. forms just printed OK? This question appears after the P.O. s have been printed. Specify whether the printed forms are acceptable. Reprint P.O. forms? This question appears if you answer No to Are P.O. forms just printed OK?. Specify whether to reprint the forms. Please mount regular paper on printer Type "DONE" when ready If you answered Yes to Use Mount forms/done in Setup / Purchasing / Forms, this message appears after you specify that the forms are okay, or after you specify not to reprint the forms if they are not okay. Insert the regular printer paper on the printer, and type DONE when ready. Creating a P.O. export file Export file name: This field appears in a pop-up window if you specified an Export P.O. type form. The default file name specified for this form in Setup / Purchasing / Forms displays as the default. Enter the name of the export file to create. WARNING: Any existing file with this name in the top-level CounterPoint directory will be overwritten. Total # items ordered: Total quantity ordered: These fields appear after the export file has been created, and display the totals for the exported P.O. s. Posting purchase requests If you specified a form ID of None, the purchase requests are posted automatically when you press Enter at Field number to change?. OK to post P.O. s? This question appears after you specify that the forms printed are okay (for Print P.O. forms), or after the export file has been created (for Export P.O. forms). Specify whether to post the purchase requests. Purchase requests become purchase orders when they are posted. Purchase Requests Register The Purchase Requests Register prints automatically after the purchase requests are posted, and included error messages for any purchase requests that could not post.

32 Purchasing: Using CounterPoint - Creating Purchase Orders 32 Allocated purchase requests Before P.O. s are printed and posted, each separate allocated purchase request is split into individual requests, and the original request is removed. A separate purchase request is created for each location in the group for which a quantity has been ordered. The P.O. number of the new request is the original purchase request, followed by a hyphen and the location code. For example, original P.O. 456 for locations 1 and 2 would be split into and NOTE: Creating split P.O. s can appear to move your P.O. s out of sequence. If your original P.O. number is numeric (all numbers) the addition of the - character will change the P.O. to alphabetic. In CounterPoint, all numeric P.O. numbers come before all alphabetic P.O. numbers. If P.O. 456 were split as described above, you could no longer include it in a range between 450 and 460. To print only these new split P.O. s, enter a starting P.O. number of 456- and an ending P.O. number of 456-zz. NOTE: If an allocated separate P.O. contains input text, that input next is not copied to the resulting P.O. s created by posting. Posting results When a purchase request is posted, it becomes a purchase order (P.O.). If there is a vendor item record matching the vendor/item combination on this P.O., and if this P.O. is the most current by order date for the vendor/item combination, the following information is updated for the vendor item s Last Purchase Order: Purchase order number: Buyer: Order date: Cost per stocking unit: If these updates are performed, and you specified in Setup / Purchasing / Control to automatically update current cost, the vendor item s current cost is also updated. (See Defining Vendor Items for more information.) Multi-Site If you post purchase requests at the Hub or at a remote site, the information from the posted purchase requests is added to the appropriate files. At the Hub, new open P.O. s for the Satellite locations are written to the Hub file. At Satellites, requests are written into the Satellite Transmission file and sent to the Hub as purchase requests or as new open P.O. s, depending on the Satellite s purchasing authority. If vendor items are created or updated at either the Hub or the remote site, these vendor items are also written into the appropriate Transmission file.

33 Purchasing: Using CounterPoint - Creating Purchase Orders 33 Printing the Purchasing Advice Report The Purchasing Advice Report evaluates current stock levels for selected items at various locations in order to help determine what items and quantities to purchase. It allows you to take advantage of future costs and special costs, to minimize purchasing expenses. This report can also optionally create purchase requests. Select Purchasing / Purchase requests / Purchasing advice. If you have previously saved parameters for this report, these parameters display automatically. F1 F2 F4 To clear the default screen to enter new report parameters. To change the report options (e.g., Adjust for vendor s multiple or Print zero-qty colors). Refer to Report options on page 38 for more information. To change the PO defaults (e.g., Ship-to location, Starting P.O.#, etc.). Refer to Purchase order defaults on page 37 for more information. 1. Vendor method Select: Primary vendor Lowest cost vendor Specific vendor To report each item only with its primary vendor. To report each line item with its current lowest-cost vendor based on the vendor item Current-cost. To report, for a single vendor, all items that have vendor item records (without regard to the primary vendor or the lowest-cost vendor). This method allows you to see everything you can order from this vendor. NOTE: When you select this option, the Vendor range fields are replaced by the Vendor number field, which allows you to specify a single vendor for the report.

34 Purchasing: Using CounterPoint - Creating Purchase Orders 34 Vendor number If you selected Specific vendor from Vendor method, enter or look up the vendor for which you want to review items. 4. Location If you aren t using multi-location (as specified in Setup / Inventory / Control), this field defaults to the location specified as the Main location in Setup / Inventory / Control, and cannot be changed. Enter the location to include. Press: F1 For All locations. F2 To enter a location group for allocated purchases. 4. Location group Field 3 appears as Location group if you press F2 at Location for allocated purchases. Enter the location group to include. Press F2 to enter a location for unallocated purchases. Report locs This field doesn t appear if you enter a single location for Location. Select: Separate Merged For Separate order lines for each location. For Merged order lines. Report locs Description Separate Items in each location are evaluated individually when determining if an item should be reordered. A separate line prints for each item for each location. Merged Item information is added together for all locations to determine if an item should be reordered. One line prints for each item for all specified locations.

35 Purchasing: Using CounterPoint - Creating Purchase Orders Calculation method Select the method of calculation: Calc method Description Maximum qty Creates an order line for each item that has an available quantity at or below its minimum quantity. Suggested order quantity is the amount required to reach the item s maximum quantity. Replenishment Creates an order line for each item sold during a specified period of time. Suggested order quantity is the amount required to replenish the units sold. Days of supply Creates an order line for each item sold during a specified period of time. Suggested order quantity is the amount required to last a specified number of days, based on the units sold and the current available quantity. NOTE: Gridded items are included regardless of the calculation method specified here. If you select the Replenishment or Days of Supply method, requirements for gridded items are calculated based on detailed inventory history. Additional information on calculation methods: See the Calculation of suggested order quantity section on page 39 for more information). Open P.O. s are This field appears only if you specified a Calc method of Maximum qty. Select: Excluded from calculation Included in calculation To exclude open P.O. s from the suggested quantity calculation. To include open P.O. s in the suggested quantity calculation. If you select to include open P.O. s, the suggested quantity will be reduced by the quantity already on order. To last days This field appears only if you specified a Calc method of Days of supply. Enter the number of days of supply that you want to have on-hand. Based on sales in This field appears only if you specified a Calc method of Replenishment or Days of supply. Select: Inventory history Monthly history To base suggested order quantities on the sales figures in Inventory history. To base suggested order quantities on the sales figures in Monthly history.

36 Purchasing: Using CounterPoint - Creating Purchase Orders 36 From / to These fields appear only if you specified a Calc method of Replenishment or Days of supply. If you specified Monthly history in the preceding field, first enter the calendar ID and then the month for the beginning and ending months of the period on which to base the order quantity. If you specified Inventory history in the preceding field, enter the beginning and ending dates of the period on which to base the order quantity. % of hist sales This field appears only if you specified a Calc method of Replenishment or Days of supply. Enter the percentage of the average quantity sold per day during the specified date range to use when calculating the suggested order quantity. Press Enter for 100 percent. For example, if you project that your daily unit sales will be the same as they were during the specified time period, enter 100. If you enter 110, the suggested order quantity is calculated based on the assumption that the average quantity sold per day will be 10% higher than it was during the specified period. 9. Print in order by Select: Item number To print the report in order by Item number. Vendor To print the report in order by Vendor. Category To print the report in order by Category. Description To print the report in order by each item s Description. Vendor item # To print the report in order by Vendor item #. Bin location 1 To print the report in order by Bin location 1. Bin location 1 (ship-to) NOTE: To print the report in order by Bin location 1 for each Ship-to location. This option is useful if you selected a Location group for the report and Merged from Report locs. If you select Specific vendor from Vendor method, this field defaults to Item # and cannot be changed. 10. Create purch req? (Not applicable) displays if the purchasing authority in Setup / Purchasing / Control is None. Specify whether to create a purchase request for each vendor on the report. If you answer Yes, purchase requests are created for vendors and items using the suggested order quantities on the report. Allocated purchase requests are created if a location group is specified on this screen.

37 Purchasing: Using CounterPoint - Creating Purchase Orders 37 Planned order date The value you enter in this field determines whether any future costs or special costs will be in effect for the items on the report. Future costs or special costs that will be in effect on this date are used on the report, instead of the Current cost value. NOTE: This field is active only if you selected No from the Create purch req? field. If you select Yes from Create purch req?, you must enter the Order date in the Purchase Order Defaults window, as described in the Purchase order defaults section of Creating Purchase Orders in the CounterPoint Electronic Documentation. Purchase order defaults If you answer Yes to Create purch req? (or when you press F4), you can optionally change the purchase order defaults for ship-to, order date, etc. Ship-to loc This field appears only if you answer Yes to Create purchase orders? (Not applicable) displays if you entered a single location for Location, or if you specified Separate for Report locs. Enter the location for the purchase requests. Starting P.O.# This field appears only if you answer Yes to Create purchase orders? Enter the first P.O. number to create. Press F1 for Auto-assigned, to automatically assign P.O. numbers beginning with the next P.O. number specified in Setup / Purchasing / Control (not available if no next P.O. number has been specified in Setup / Purchasing / Control). NOTE: If you enter a starting P.O. number (rather than auto-assigning the number) and save these report parameters, Auto-assigned will display for Starting P.O.# the next time you access this report. Order date This field appears only if you answer Yes to Create purchase orders? Enter the date to use for these purchase requests. Press F1 for the current system date.

38 Purchasing: Using CounterPoint - Creating Purchase Orders 38 Default comment This field appears only if you answer Yes to Create purchase orders? Enter the default comment to use for these purchase requests. NOTE: The comments for individual purchase requests can be changed after the purchase requests have been created. Save as/replace default report parameters? This question appears if you changed the existing report parameters or entered new parameters. Specify whether to save these report parameters as the default parameters to use for subsequent reports. Purchase requests are already on file. Do you wish to proceed anyway? This question appears after you press Enter at Field number to change? if you specified to create purchase requests and there are already purchase requests on file. Specify whether to add the new purchase requests to those already on file. NOTE: If you answer Yes and a purchase request already exists for the same vendor, order date, and location, the item is added to the existing purchase request (regardless of whether the P.O. is a drop-ship). WARNING: You should post all existing drop-ship purchase requests before using the Purchasing Advice Report to create purchase requests in order to avoid adding items to drop-ship P.O. s. Report options The following selections appear if you press F2=Change report options. Adjust for minimum order qty? Specify whether to consider the prime vendor s minimum order quantity when calculating the suggested order quantity. If you answer Yes, and the calculated suggested order quantity is less than the prime vendor s minimum order quantity, the suggested quantity is increased to the vendor s minimum order quantity.