Prophet 21 University

Transcription

1 Prophet 21 University Class Manual

2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at ITS-PR21. Nothing in this statement amends or extends the terms of your agreement with Prophet 21, including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. 7/10/01 The Prophet 21 System is a registered trademark, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. 2

3 Table of Contents About This Manual...9 Conventions Used in this Manual... 9 Lesson 1: Purchasing Process...10 Purchasing and Receiving Flow Modules used in the Process Lesson 2: Replenishment Triggers...13 Overview Primary Goals of Inventory Management Steps to Achieve goals: Net Stock Net stock Calculation Order Quantity: Methods of Purchasing Fixed Control Methods...16 Variable Control Methods Four Methods of Purchasing Item Record Fields Affecting Purchasing Company Options Affecting Purchasing Package Size Rounding Company Options used for Multiple Locations Purchasing Groups Include Surplus Stock Check Replenishment Location Purchasing Type

4 Lesson Summary Lesson 3: Purchase Stock Card...28 Benefits of Using the Purchase Stock Card Purchase Stock Card Display...30 Acclaim Screen Acclaim PowrDrills XL Screen Purchasing Features Lesson Summary Lesson 4: Requirements Reports...34 Interpreting Requirement Reports Stock Requirements Report Nonstock Requirements Report Direct Ship Requirements Reports Local Pick-Up Requirements Report Backorder Requirements Report Stock Requirement Report Parameters Parameter Uses Buy Ahead Item History Blanket Orders Stock Requirement Report Features Stock Requirements Report Totals Lesson Summary Lesson 5: Purchasing Options...46 Purchasing Options

5 Purchasing Groups Defaults Purchase Default Screen...47 Selective Purchase Order Generation Examine Nonstock Stock Line-Item Screen...51 Purchase Order Editing Options Automatic Stock Purchase Order Generation Semi-Automatic Purchasing...54 Report Purchasing Add to a Purchase Order Lesson Summary Lesson 6: Printing POs...59 Printing Purchase Orders Printing all POs Selective PO Printing Change Purchase Orders Reprinting Purchase Orders Reprinting Change Purchase Orders PO Register Change PO Register PO Recall Lesson Summary Lesson 7: Expediting POs...70 Expedite Purchase Acclaim Expedite Purchase View Options PO Information and PO Options

6 PowrDrill Options XL Expedite Purchase View Options Edit Shipping Information on a Purchase Order Editing a Purchase Order Line-Item Adjust the Costs of Items on a Purchase Order Cancel a Purchase Order or Line-Item Expediting Reports Open Purchase Order Report Open Stock Purchase Order Report Vendor Overdue Report Requisition Report Unprinted Change Purchase Order Report Purchase Order Cost Change Register Lesson Summary Lesson 8: Material Receipt...88 Material Receipt Module Viewing items on PO during receiving Entering Quantity Received Allocation to Customer and Transfer Backorders Allocating free stock to backorders Scanning the system for items to allocate Backorder allocation options Material Module Reports Lesson Summary Lesson 9: Item Ledger...97 Item Ledger

7 Benefits of Item Ledger Item Ledger View Acclaim Item Ledger View - XL Item Ledger List Lesson Summary Lesson 10: Vendor Returns Vendor Return Process Determining Surplus Inventory Lesson Summary Lesson 11: Transfers Transfer Process Overview Benefits of Transferring Transfer Definitions Setting a Purchase/Transfer Group Selective Transfer Receiving Transfers Undershipments & Overshipments Transfer Requirements and Automatic Transfers Determining Stock Available at Source Location Available Transfer Quantity Determining Requirement at Destination Location Transfer Order Point Transfer Order Quantity Transfer Requirement Report Parameters Transfer Backorders Transfer Backorder Generation during Order Entry

8 Steps in the Transfer Backorder Process Lesson Summary Appendix A: Prophet 21 Web-Based Customer Service & Support What is Prophet 21 Web-Based Customer Service & Support? Using Prophet 21 Web-Based Customer Service & Support Enter a New Case Edit an Existing Case Search your Cases Keyword Search Lesson Summary Index

9 About This Manual This manual is written as a guide for your Prophet 21 University course. Used in conjunction with your instructor, this manual guides you through your classroom training. The list of features in this manual helps you to use it more effectively: Lesson Topics Workshop Summary This manual is divided into a series of lessons, which are the major categories that will be taught in your course. Within each lesson are several topics. Topics are the subjects that comprise each lesson. Most lessons end with a workshop. Designed to test your knowledge, workshops can be lab exercises, group discussion topics, or quiz-type questions. Following every workshop is a summary, which reviews the topics covered in the lesson. Conventions Used in this Manual Anything that should be typed in the system is shown in bold type Menu navigation is summarized as Company/Options/Order Processing. This means: from the Company menu, choose Options, then choose Order Processing Keystrokes are in [brackets] 9

10 Lesson 1: Purchasing Process After completing this lesson, you will: Understand the process of material replenishment via the Purchasing and Material Receiving processes 10

11 Lesson 1: Purchasing Process Purchasing and Receiving Flow Review Requirements Report Expedite Purchase Order Generate Purchase Orders View, Edit, Cancel Purchase Orders Add to Purcahse Order Accept Purchase Orders PO Print Print Change Purchase Order PO Recall Receive PO 11

12 Lesson 1: Purchasing Process Modules used in the Process Purchase PO-Print Material Exp- Purchase Module where requirement reports are printed and where purchase orders are generated and may be printed Module where purchase orders are printed Module where purchase orders are received Module where edits and cancellations are made to purchase orders 12

13 Lesson 2: Replenishment Triggers After completing this lesson you will understand: The Net stock calculation The four methods of purchasing Company Options which affect Requirement triggers Item Record settings which affect Requirement triggers Why an item is considered a purchasing requirement 13

14 Lesson 2: Replenishment Triggers Overview Item stock quantities need to be replenished at the right time and with the right quantity to meet the goals of inventory management. Primary Goals of Inventory Management Achieve a high customer service level Maintain low overall inventory value Steps to Achieve goals: Determining when to order - Each item s current net stock is compared against an order point to determine if it is currently a requirement to purchase. - Order Point drives service level Determining what or how much to order - When an item is a requirement, an order quantity is determined. - Order quantity drives overall inventory value Several things affect when an item is reviewed for replenishment and what the recommended order quantity is. The item s method of purchasing Net stock Order point Order quantity Company options Item settings 14

15 Lesson 2: Replenishment Triggers Net Stock The system calculates net stock for each item to determine the current stock situation. The factors used to determine net stock are: Free stock Due In Backordered Amount of inventory free and available for sale Amount of inventory due in on a vendor s purchase order or a transfer from another location Amount of inventory currently on backorder on customers orders Net stock Calculation Free + Due In Backordered = Net Stock Order Point: At what point the system should consider purchasing an item. The net stock is compared against the order point. When the net stock amount is at or below the order point, a requirement to purchase exists. Order point determines when you should place an order; which affects customer service level. Order Quantity: Once a requirement exists, the quantity is the amount that should be purchased. Order quantity drives how much inventory you buy and have on hand; which affects your inventory value cost. 15

16 Lesson 2: Replenishment Triggers Methods of Purchasing Fixed Control Methods The order point and order quantity are manually set in the item record You maintain the order point and order quantity Min Max and OPOQ (Order Point Order Quantity) Variable Control Methods The order point and order quantity are calculated and maintained by the system The order point and order quantity change as demand and lead time change UPTO and EOQ 16

17 Lesson 2: Replenishment Triggers Four Methods of Purchasing MNMX Min Max A fixed control method of purchasing When net stock is at or below the order point, a requirement is triggered The order quantity is the maximum amount that should be stored. The system will recommend that you buy the quantity needed to bring the stock level to the Max. Example: Method: MNMX Order Point: 10 Order Quantity: 90 Net Stock Purchase Qty N e t S t o c k Replenishment Cycle OP = 10, OQ = 90 OQ OP Months 17

18 OPOQ Order Point/Order Quantity A fixed control method of purchasing Lesson 2: Replenishment Triggers When net stock is at or below the order point, a requirement is triggered The order quantity is actual quantity you want to purchase. The order quantity is specified in terms of eaches. The system will recommend buying the order quantity or as many multiples of the order quantity that are needed to bring net stock above the order point. Example: Method: OPOQ Order Point: 10 Order Quantity: 90 Net Stock Purchase Qty N e t S t o c k Replenishment Cycle OP = 10, OQ = 90 OQ OP Backorders Months 18

19 Lesson 2: Replenishment Triggers UPTO Order Upto a specified number of months supply A variable control method of purchasing When net stock is at or below the order point, a requirement is triggered The order point is a number of days supply. The number of days supply is based on daily usage multiplied by the sum of lead time + review time + safety stock. The order quantity is a number of months supply. The number of months is determined using ABC classification principles. EOQ Economic Order Quantity A variable control method of purchasing When Net stock is at or below the order point, a requirement is triggered The order point is a number of days supply. The number of days supply is based on daily usage multiplied by the sum of lead time + review time + safety stock. The order quantity the EOQ formula to determine the most economic order quantity Note! It is recommended that at least 6 months of usage history exist before using UPTO or EOQ. 19

20 Lesson 2: Replenishment Triggers Item Record Fields Affecting Purchasing Method Order Points Order Quantity Safety Stock Lead Time Usage Stock Flag Replenishment Location Package Size Set the Method to one of the four purchase methods: MNMX, OPOQ, UPTO or EOQ Set the order points for items using either MNMX or OPOQ Set order quantities for items using either MNMX or OPOQ Used only in UPTO and EOQ to determine how many days supply you want to add to the order point as a safety Average number of days between generating Purchase Order and receiving in material. Maintained by the system. Used in the UPTO and EOQ calculation. Informational only in the MNMX and OPOQ calculation Average amount sold per month. Maintained by the system. Used in the UPTO and EOQ calculation. Informational only in the MNMX and OPOQ calculation A stock flag of yes denotes that the item is being stocked at the specified location. A stock flag of no can cause an item to be excluded from the requirements report The only location allowed to replenish this item at this location. (Only used if the Company Option called Check Replenishment Location is enabled) The vendor s required package size. The system will round to order quantity to the nearest package size 20

21 Lesson 2: Replenishment Triggers Company Options Affecting Purchasing Package Size Rounding The vendor s required package size can be selectively set for items. This will force requirements to round up or down to the nearest package size. Package size can be set in item record for each item Purchase Rounding factor is in the Company Options, Inventory options, Item Usage Purchase parameters Calculation: 1. Convert order quantity to package quantity: Order quantity / Package quantity = Required packs 2. Add rounding factor: Package quantity + Rounding factor = Required packs 3. Truncate to give new required packs Req. Package Size Package Qty Rounding Factor Req. Total Packs Truncated New Pack

22 Lesson 2: Replenishment Triggers Company Options used for Multiple Locations Purchasing Groups For multiple location companies, one location may be designated as the central purchasing location that purchases for others in a purchase group. Note! If the proper purchase group is not set prior to printing a requirements report, only the requirements for the purchasing location will show on that report. 22

23 Lesson 2: Replenishment Triggers Include Surplus Stock When group purchasing, the Include Surplus Stock option will cause surplus at one location to offset a requirement for that same item at another location in that group. Note! This company option may eliminate locations on the requirement report since surplus from within the purchase group could fulfill a requirement; thus, there would be no need to purchase such items. 23

24 Lesson 2: Replenishment Triggers Check Replenishment Location The Check Replenishment Location company option allows one location to take full responsibility for purchasing of certain items while keeping other locations from doing so. Note! If this company option is enabled, the Location Item record must have the correct location specified as the replenishment location; otherwise, items may be excluded from the requirement report. 24

25 Lesson 2: Replenishment Triggers Purchasing Type Determines what you want the order point and order quantity to represent at the main location responsible for centralized purchasing. 25

26 Lesson 2: Replenishment Triggers Workshop 10minutes 1. Determine Net Stock using the following factors: Free Stock = 100, Allocated = 25, Due In = 15, Backordered = Determine the Order Point for this item using the following factors: Method = MNMX, Order Point = 10, Order Quantity = 100, Net Stock = Determine the Order Quantity for this item using the following factors: Method = OPOQ, Order Point = 10, Order Quantity = 100, Net Stock = Edit an item to have a Purchase Method of MNMX, Order Point 10, and Quantity Order 10. Note the Item Code:. 5. Check the lead time of the item you edited in workshop question #4:. 26

27 Lesson 2: Replenishment Triggers Lesson Summary In this lesson you learned the Net Stock calculation which is used with all purchasing methods to determine if an item is below the order point. You learned how to calculate an order point and an order quantity for each of the 4 methods of purchasing. You also saw which company options and fields in the item record can affect the replenishment calculation. 27

28 Lesson 3: Purchase Stock Card After this lesson, you will understand: How to find information using the Purchase Stock Card Screen 28

29 Lesson 3: Purchase Stock Card Benefits of Using the Purchase Stock Card View stock requirements on an item-by-item basis View the purchasing calculations used to determine the purchasing requirements Access to multiple purchasing features: PO scan, Who-Bought-What information, average monthly usage, purchase pricing information, plus more Information on this screen is dynamic and is updated instantly 29

30 Lesson 3: Purchase Stock Card Purchase Stock Card Display Acclaim Screen Acclaim PowrDrills By utilizing the PowrDrills, you have in-depth system access to related information. Here are just a few of the many areas you can drilldown to: Item Maintenance Who Bought What Inventory History Catalog Item Ledger Items Location Stock Availability Purchase Pricing Schedules Notes Stock Card Calculation Orders Actual Usage Purchase Orders Filtered Usage Transfers Invoice Recall Quotes Vendor Returns 30

31 Lesson 3: Purchase Stock Card XL Screen Purchasing Features The system provides several options to aid in purchasing. The options listed on screen depend upon the specified item and on any optional packages enabled on your system. Next item Detail Miss loc (missing location) Comm Schd (commitment schedule) PO Scan TR Scan WBW-CU WBW-IT ACT-DMD displays the Purchase Stock Card for the next item (in item code sequence) displays the monthly usage for the specified item, filtered usage for the last 12 months, as well as a detailed view of the stock requirements calculation at a particular location displays a list of missing locations followed by the reason ( e.g., Stock flag not equal to YES) displays the commitment schedule for the specified item, if the optional Blanket Orders package is installed displays all outstanding purchase orders for the specified item displays all open transfers for the specified item displays who-bought-what information by customer for a specified item displays who-bought-what information by item for a specified customer displays the monthly sales demand for the specified item 31

32 Lesson 3: Purchase Stock Card Workshop 5minutes 1. Use the stock card to view the item you edited in Lesson 2, workshop question #4. 2. Check the filtered usage for this item and view the requirement calculation. 3. Set the purchasing group to a group with more than 1 location and view the item again. 32

33 Lesson 3: Purchase Stock Card Lesson Summary In this lesson you learned how to use the purchase stock card screen to view requirement information about an item. You saw how to access related information about an item from within the purchase stock card. 33

34 Lesson 4: Requirements Reports After this lesson you will understand: How to read a requirements report How to use the different types of requirements reports 34

35 Lesson 4: Requirements Reports Interpreting Requirement Reports Valuable tool to help maintain tighter inventory control and replenish stock efficiently Shows you what you need to buy Shows you what will be bought if automatic purchasing is used Ability to run by specific vendor(s) or product group(s), or for a range of vendors or product groups Ability to print a stock, nonstock, direct ship and local pick-up report daily Stock Requirements Report Shows all items, and optionally nonstock items, needed based upon specified purchasing parameters Information on report typically matches the stock card screen Nonstock Requirements Report Note! Nonstock items are items not normally kept on hand. The item code always starts with an asterisk (*). Directly tied to a customer order No purchasing variables - there is a specific need for a specific customer 35

36 Lesson 4: Requirements Reports Direct Ship Requirements Reports Note! Direct Shipments are items, which are shipped directly from the vendor to the customer. Directly tied to a customer order Shows all stock and nonstock items with a D disposition on the order No purchasing variables - there is a specific need for a specific customer Local Pick-Up Requirements Report Note! Local pick-ups are usually a rush order where you pick up the material from your vendor, receive it into your inventory, and then ship it to your customer. Directly tied to a customer order Shows all stock and nonstock items with an L disposition on the order No purchasing variables - there is a specific need for a specific customer Backorder Requirements Report Shows all items with a B disposition on the order and is also a requirement Stock Requirements Report highlighting unsatisfied customer orders 36

37 Lesson 4: Requirements Reports Stock Requirement Report Parameters Parameter Uses Run report for a range of vendors Run report for specific vendors Run report for a range of product groups Run report for specific product groups Limit by class and group Vendor Sup Group field allows the requirement report to be run for items within a specific vendor sub-line or sub-group Note! The Vendor Sub Group field defaults to 0. If items do not show up on a requirement report, the vendor sub-group in their Common Item record may be something other than 0 Min $/Item : Can exclude inexpensive items from purchasing Include nonstocks: You can choose to include nonstocks 37

38 Lesson 4: Requirements Reports Order point exception %: (EOQ & UPTO) Applies only to UPTO and EOQ items, those items that are within the specified % of their order point, will appear on the report. Also can be used to review the entire line. Entering 9999 tells the system to show all items regardless of method Brief Report: You can choose a brief stock requirements report if desired. Excludes location detail if reviewing requirements for more than one location. Gives only a line of summary for each item Save to Report File: Used for report purchasing. Report purchasing is based on the requirements in a specific stock requirements report and encompasses all commodity purchasing features Include Direct Sub info: When report purchasing is used you can choose to include direct substitute information to assist in commodity purchasing Purchasing type: Applies to purchasing groups. Used to determine how PO Requirements are calculated for the purchasing group. You can override the company option purchasing type Show all Locations: Applies to Purchasing type B, displays all locations on the report, even those without a requirement Display Buying Schedules: Purchase pricing schedules can be displayed Buy Ahead Allows you to determine your purchasing needs in situations where there is a vendor increase Discount %: Percentage of vendor s price increase ROIA %: Return on Added Investments # of months: From the time of purchase until the time you raise your customers prices Item History Ability to include item history by either locations or company-wide, additionally showing demand, hits, or both Note! In this case, hits is the number of times an item is ordered 38

39 Lesson 4: Requirements Reports Blanket Orders If enabled on your system Note! Blanket order items may not show up on requirement reports because the items Expedite Dates may not fall within the specified start and end range. 39

40 Stock Requirements Report 40

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42 Lesson 4: Requirements Reports Stock Requirement Report Features Review Time and Lead Time: Obtained from the Vendor Purchase Control Record Vendor Purchasing instructions: Obtained from the Vendor Record Package size: Obtained from the common item record Package Weight: Calculated as the item s weight for the quantity required Class (Purchase class): Obtained from the Item Record Qty-Due In: Includes the quantity on PO and the quantity in transit from a transfer Monthly Usage: Obtained from the Location Item record Purchase Stock Status: Calculated each time a requirement report is printed based on what the system sees as Free, Due-In, and Backordered Lead time: Obtained from either the item record or the vendor review record and is factored by the Lead Time Safety Factor obtained from the Purchase Control Record Safety Stock Days (EOQ & UPTO) : Only relevant if purchase classes have been assigned to items. This is a way to fine tune purchasing. Obtained from the Item, Vendor or purchasing parameters. If the item is 0, the system looks to the vendor. If the vendor is 0, the purchasing parameters are used. Safety stock days is then factored by the appropriate Safety Factor field in the Item Class Record for the given purchasing class, depending on usage volume Days Supply: Number of days supply (Net stock divided by monthly usage\30.) Surplus: Surplus stock dependent upon the purchasing method MNMX OPOP UPTO Net Stock > Max Quantity Net Stock > OQ + OP Net Stock > month s supply Month s Supply = AMU X # of months to purchase EOQ Net Stock > EOQ + OP 42

43 Lesson 4: Requirements Reports Required Packages: Recommended purchase quantity expressed in terms of packages Net $ Per package: Calculated cost of a single package Extended cost: Calculated cost of the required packages Up to two years of monthly demand is optionally displayed. Demand is the PTD Usage from the Easy Edit of Purchasing Info option on the Item menu. Hits is the number of times the item was ordered Stock Requirements Report Totals Weight ACT-ML Min Order Basis Control Target Value Discount Multiplier Obtained from Item location information. Multiplier with cost to carry Amount Freight Rate, Prepared Basis, and Amount. Obtained in Vendor Record Obtained from Purchase Control record. Used to represent the requirement goal you have worked out with the vendor Discount given by the vendor for pricing 43

44 Lesson 4: Requirements Reports Workshop 15minutes 1. Discuss how the requirement reports can be used as valuable purchasing tools for your business. 2. When will your business run the requirements reports? 3. Print a Stock Requirements Report. 4. Examine the purchase Stock Card screen calculation for a particular item off of the requirement report to determine why the item appeared on the report. 5. When are requirements created for nonstock, direct ship and localpick-up items? 6. Print a nonstock, direct ship, and local pick-up requirement report. 44

45 Lesson 4: Requirements Reports Lesson Summary In this lesson, you first saw how the purchase Stock Card screen allows you to view stock requirements by specified items. Next, you learned how to run the requirement reports for stock, nonstock, direct ship, and local pick-up items. The purchasing requirement report for nonstocks, direct ships and local pick-ups will not have any variables because they are directly tied to a customer order. The purchasing requirement report for stock items has many variables, and the system uses these parameters to generate the actual purchasing requirements. 45

46 Lesson 5: Purchasing Options After completing this lesson, you will be able to: Generate purchase orders for stock, nonstock, direct ship, and local pick-up items Use the different purchasing options to generate your POs: selectively, automatically, semi-automatically, and report purchasing Add items to an existing purchase order 46

47 Lesson 5: Purchasing Options Purchasing Options Buys what you need Can be done selectively, automatically, semi-automatically, or by report purchasing Purchasing Groups Defaults Purchase orders are placed from the purchase location specified in the purchasing defaults When purchasing for a group of locations, specify the Purchase/Transfer group number containing the combinations of locations for which you wish to purchase. Note! Purchase/Transfer groups can be set up in the company module. Any combination of locations can make up a purchase group. Purchase Default Screen 47

48 Lesson 5: Purchasing Options Selective Purchase Order Generation Allows you to order any stock items from a specified vendor, regardless of what the system suggests on the requirement report Specify stock items to purchase and quantity Can automatically display nonstock requirements Purchase price can be edited 48

49 Lesson 5: Purchasing Options Vendor Alt-vendor PO Date Req Date Ext-PO# Instr 1 and Instr 2 Contact Print Prices Purchase Size Conversion Examine NS Vendor Subgroup Buy Ahead Alt Send-to Exclude Lead Time Buyer # Desired vendor The requirements can be purchased from a vendor other than the vendor in the item record. May be up to 20 days less than the current date. Required Date. Date specified to the vendor when the PO must be filled. External PO#. Alternate reference for the purchase order. PO instructions may be specified. If the instructions are left blank, the vendor instructions from the vendor record will be used. Displays the contact associated with this vendor. Determines whether or not prices are printed on the purchase order. If set to Y, items will print in terms of the purchase unit from the item record. If set to N, items will print in terms of eaches. Determines whether or not nonstock items (placed on customer orders and assigned to this vendor) should be displayed for this vendor. If this option is set to No, nonstock items must be purchased using the Nonstock option on the Purchasing menu. Refers to the vendor sub-group from the item record. Vendor sub-groups provide a means of subdividing vendor purchasing to handle vendor product lines or divisions. Allows you to determine your purchasing needs in situations where there is a vendor price increase. Can be used to specify an alternate send-to vendor Set to Y if you expect an abnormal lead time for this PO and don t want it included in the lead-time calculation. A buyer # can be specified and will print on the PO, the system will default Buyer # by user ID. 49

50 Lesson 5: Purchasing Options Scheduled PO Project For systems with the Blanket Order Optional Package enabled, you have the ability to enter Scheduled Purchase Orders. When direct ship or local pick-up purchase orders are created, the purchase order will automatically inherit the project code from the associated order header. Examine Nonstock The screen automatically appears if Examine NS in set to Y. You can edit the unit cost and multiplier Purchase option allows you to decide whether to purchase, not to purchase, or to exit the module - Y - the item is purchased and the next nonstock requirement is presented - N- the item is not purchased and the next item is presented. The requirement for the nonstock still exists - Q - the display of nonstock items is terminated and you are prompted for the first stock item to purchase 50

51 Lesson 5: Purchasing Options Stock Line-Item Screen Any stock item can be purchased SUGG-QTY: System recommended purchase quantity PKG-QTY: Number of packages to be purchased - A quantity can be specified in terms of each by prefixing the quantity entered with the letter E Items are priced in terms of the Purchase Unit Size Items are purchased in terms of the Package Size 51

52 Lesson 5: Purchasing Options Purchase Order Editing Options Edit PO Header and Line Item information Cancel the Purchase Order Accept the PO in order for it to be ready to print Accept the PO and Print the Purchase Order simultaneously 52

53 Lesson 5: Purchasing Options Automatic Stock Purchase Order Generation Purchases what is on the Stock Requirements Report Will not display what the system is purchasing Print and review the Stock Requirements Report before automatically purchasing Make sure the parameters used for automatic purchasing match the parameters of the stock requirements reports for which you agree Primarily used for direct ship, backorder, and nonstock purchasing Note! Caution should be used if you purchase stock items via automatic purchasing! 53

54 Lesson 5: Purchasing Options Semi-Automatic Purchasing Saves time Print and review the Stock Requirements Report first. Selectively purchase any discrepancies between what the report suggests you buy, and what you will buy. Then, automatically purchase the rest using the first Editing option during purchase order generation, Add to this PO via automatic purchasing. 54

55 Lesson 5: Purchasing Options Report Purchasing Report purchasing is based on the requirements in a specific stock requirement report. You can then view and make purchasing decisions off the screen, rather than paper. You can end a purchasing session without purchasing all of the items on the report. You can recall that report at a later time and begin purchasing again. Report purchasing is specially designed to handle commodity items. However, report purchasing can also used to purchase regular items. 55

56 Lesson 5: Purchasing Options Add to a Purchase Order Stock items may be added to existing purchase orders DS, NS, and LPU items can be added to existing NS, DS, and LPU purchase orders only if an additional requirement for these (DS, NS, and LPU items) exists on the customer s order NS items can be added to existing stock purchase orders The addition of items to DS purchase orders is restricted to a single customer order. Added items must be from the same customer order and already associated with the DS purchase order 56

57 Lesson 5: Purchasing Options Workshop 15 minutes 1. Selectively purchase 2 items off of the Stock Requirements Report, changing the required packs, and then automatically purchase the rest. 2. Purchase nonstock, direct ship and local pick-ups items. 3. Repeat the above steps using different vendors. 57

58 Lesson 5: Purchasing Options Lesson Summary In this lesson, you learned how to purchase stock, nonstock, direct-ship, local pick-up (rush) and backordered items through the Purchase module. Four different purchasing options were discussed: selective, automatic, semi-automatic, and report purchasing. Selective purchasing produces purchase orders only for the chosen vendor on an item-by-item basis. Automatic purchasing produces purchase orders for items depending upon the parameters specified. Items that are selectively purchased are omitted from subsequent purchasing. Semi-automatic allows you to selectively remove the items you do not wish to purchase from the requirement report, and then automatically purchase the remaining items. This method saves considerable time. Report purchasing is based on the requirements from a specific stock requirement report. Report purchasing allows you to save paper by printing the requirement report to the screen, as well as allowing you to select the commodity item to purchase. 58

59 Lesson 6: Printing POs After completing this lesson, you will be able to: Print and reprint purchase orders Print and reprint change purchase orders Examine the Purchase Order Register and the Change Purchase Order Register 59

60 Lesson 6: Printing POs Printing Purchase Orders You can print purchase orders immediately after they are generated by choosing the option Accept & print PO after completing a purchase order. The Purchase Order Print module (PO-PRINT) also allows you to print and reprint generated purchase orders. Printing all POs Printed for the branch set in the Purchase Order Print Defaults Purchase orders in the process of being generated are skipped and are included the next time purchase orders are printed 60

61 Lesson 6: Printing POs Selective PO Printing Purchase order can be selectively printed Can be specified by PO#, Vendor-PO#, or Vendor-External PO#. Up to 15 purchase orders can be selected in a batch 61

62 Lesson 6: Printing POs Change Purchase Orders Once an existing purchase order has been printed, a Change Purchase Order is generated when that purchase order is cancelled, when items are added to that purchase order, or when the purchase order quantity is changed. Printed for the branch set in the Purchase Order Print Defaults Message ***CHANGE PO*** automatically prints on the Change PO Only the changed items are printed Informational messages are printed on the Change Purchase Order to indicate the changes. - ***ITEM CANCELLATION*** - ***ADDITIONAL ITEM*** - ***NEW QTY, IGNORE PREVIOUS ORDER QTY*** 62

63 Lesson 6: Printing POs Reprinting Purchase Orders The reprinting of purchase orders is used in the case of printer failure POs can be reprinted for the branch specified in the PO Print Defaults POs that have not been printed can t be reprinted POs can be reprinted as long as they exist; providing all line-items have not been received Marked ***DUP*** for duplicate Reprinting Change Purchase Orders The reprinting of change purchase orders is used in the case of printer failure. Marked ***DUP*** for duplicate You are prompted for a starting and ending PO Note! Purchase orders with or without changes can be reprinted until the PO Register is cleared. 63

64 PO Register Lesson 6: Printing POs The PO Register is a report that lists all purchase orders that have been entered into the system since the last time the register was cleared. POs are listed in PO number sequence. You may optionally show vendor minimum order and freight information An entry is made on the register whenever a new purchase order is generated To clear the register, you must have Q-mode activated. This is typically cleared as part of end-of-day closing procedures 64

65 Purchase Register 65

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67 Lesson 6: Printing POs Change PO Register The Change Purchase Order Register is a report that lists all purchase orders which have been changed since the last time the register was cleared An entry is made on the register whenever a purchase order is cancelled, an item on a purchase order is cancelled, items are added to a purchase order, or the purchase quantity is edited The informational messages ITEM CANCELLATION, ADDITIONAL ITEM, and CHANGE PO QTY indicate the kind of changes that have been made To clear the register you must have Q-mode activated. This is typically cleared as part of your end-of-day closing procedures PO Recall As purchase orders are printed for the first time, a picture image of the purchase order is stored in the PO Recall files. Purchase orders can be viewed and printed on demand 67

68 Lesson 6: Printing POs Workshop 15 minutes 1. Print the purchase orders you generated from the last lesson. Or, if you printed the purchase orders as you accepted them, enter a new PO and choose the Accept PO option instead of the option to accept and print. Then print this PO via the PO-Print Purchase Orders option. 2. Reprint one of the above purchase orders. 3. View the PO in PO-RECALL 4. Add an additional item to an existing purchase order. Print this PO. Did the original item print? 5. Print the PO Register and the Change PO Register. Do not clear these registers. 68

69 Lesson 6: Printing POs Lesson Summary In this lesson, you learned that after purchase orders are generated in the purchase module, the PO Print module is where they are printed. When canceling items or canceling purchase orders, when adding items to a purchase order or when editing the PO quantities, Change Purchase Orders are generated. Change POs are printed through the PO Print module. Purchase orders and change purchase orders can be reprinted in case of printer failure. They are marked ***DUP*** for duplicate, so they will not be confused with the original. An entry is made on the PO Register when a new PO is generated. An entry is made on the Change PO Register when a Change PO is generated. The registers are viewable on demand. The purchase orders and change purchase orders stay on the register until the registers are printed and cleared. 69

70 Lesson 7: Expediting POs After completing this lesson, you will be able to: Edit purchase orders Update purchase orders Interpret expediting reports 70

71 Lesson 7: Expediting POs Expedite Purchase View general or specific purchase order information Edit any purchase order, including standard shipping instructions Cancel an entire purchase order or an individual line-item on a purchase order Adjust the cost of items on specified purchase orders Scan for selected stock items on purchase orders or transfers Remove completed purchase orders Print a variety of reports to assist you in the expediting of open purchase orders 71

72 Lesson 7: Expediting POs Acclaim Expedite Purchase View Options The Acclaim view option displays the general information for the specified purchase order along with the specific line-item detail on one screen. PO Information and PO Options By pressing either the [Tab] or the two keys [Ctrl] [N], you can view the other screens available in the Acclaim PO View. 72

73 Lesson 7: Expediting POs Send-To Address Information To view address and contact information for the Vendor who was sent this PO, view screen 3.4. Ship-To Address Information To view the address for where the vendor is going to send the material, view screen

74 Lesson 7: Expediting POs PowrDrill Options From any of the PO View s 4 screens you can use the PowrDrill to: - View notes that already exist for this PO. - Attach new notes specifically to this PO. - Edit the Shipping or Line-Item information of this PO. Editing a PO After choosing the Edit option form the PowrDrill, you can edit the PO Header or Line-Item information. 74

75 Edit Shipping Information on a Purchase Order Lesson 7: Expediting POs If the Required Date was entered as a default, it is displayed in the format: MM/DD/YY Date Expected is considered the date promised by the vendor Date Expected is only available in Expedite Purchase, not during PO generation 75

76 Lesson 7: Expediting POs Editing a Purchase Order Line-Item Editing may occur before the final receipt of the item in Material The Editing screen can be reached in two ways: - PowrDrill from the PO Header or Line-Item Items are edited in terms of the Line # on the PO The Customer Code and Customer PO# are shown for nonstock, DS, and LPU items Item Description, Purchase Units, Unit Size, Cost, Multiplier and PO Quantity may be edited Any changes due to the editing of the cost or multiplier are recorded in the Purchase Order Cost Change Register. Any cost adjustments are made to the open quantity only The NS Customer Cost Update option in the Company Options determines whether any cost editing is reflected in the customer order-item record for NS items The Expected Date is entered when it becomes known The MFG# (Manufacturer s Expediting Number) is entered when it becomes known. Appears on the Customer Status Report in Expedite Order The PO Quantity can be edited if the PO item is a stock item on a regular (not LPU or DS) purchase order To edit an item s quantity, no material can be received against it. 76

77 Lesson 7: Expediting POs Purchase Order Line Edit Browse To access the Purchase Order Line Items Browse, press the [ ] down arrow key or [Ctrl] [V]. You can see detailed information for the item you are currently highlighting in the Line-Item Info section. Note! To move back to the Purchase Order Header, press [F4]. Reindexing the Purchase Order Line-Item Browse By pressing the [Tab] key you can alter the sequence the browse is sorted by, Purchase Order Line Number or Item Code. Note! By pressing the [F6] key with your cursor highlighting an item, you can edit the line item information. 77

78 XL Expedite Purchase View Options Lesson 7: Expediting POs The XL view option displays the general information for the specified purchase order followed by the specific line-item detail. The N for Next option displays a detailed view of the next item on the PO The E for Edit option allows you to edit items on the purchase order; the Edit Items screen displays The C for Cancel option allows you to cancel items on a purchase order; the Cancel Item screen displays 78

79 Lesson 7: Expediting POs Edit Shipping Information on a Purchase Order If the Required Date was entered as a default, it is displayed in the format: MM/DD/YY Date Expected is considered the date promised by the vendor Date Expected is only available in Expedite Purchase, not during PO generation 79

80 Lesson 7: Expediting POs Editing a Purchase Order Line-Item Editing may occur before the final receipt of the item in Material The Editing screen can be reached in two ways: - [E] for Edit from the Expedite View screen - Edit Item from the Expedite Purchase menu Items are edited in terms of the Line # on the PO The Customer Code and Customer PO# are shown for nonstock, DS, and LPU items Item Description, Purchase Units, Unit Size, Cost, Multiplier and PO Quantity may be edited Any changes due to the editing of the cost or multiplier are recorded in the Purchase Order Cost Change Register. Any cost adjustments are made to the open quantity only The NS Customer Cost Update option in the Company Options determines whether any cost editing is reflected in the customer order-item record for NS items The Expected Date is entered when it becomes known 80

81 Lesson 7: Expediting POs The MFG# (Manufacturer s Expediting Number) is entered when it becomes known. Appears on the Customer Status Report in Expedite Order The PO Quantity can be edited if the PO item is a stock item on a regular (not LPU or DS) purchase order To edit an item s quantity, no material can be received against it. 81

82 Lesson 7: Expediting POs Adjust the Costs of Items on a Purchase Order This option allows you to change costs for a specified PO by changing the cost multiplier or by specifying an additional multiplier. The new or additional multiplier can be applied to every item on a single PO, items in a single purchase discount group on a PO, or to items in a specified range of discount groups on a single PO The Type field determines how the multiplier is applied: - New: Replaces the old multipliers with a new multiplier - Add: Old multipliers will be multiplied by the new multiplier Any changes due to editing the cost or multiplier are recorded on the Purchase Order Cost Change Register 82

83 Lesson 7: Expediting POs Cancel a Purchase Order or Line-Item Cancellation may occur before the final material receipt has been completed in Material The Cancellation screen can be reached in two ways: - [C] to Cancel from the Expedite View screen - Cancel item from the Expedite Purchase menu Can cancel the entire PO or individual line-item(s) CANCEL (PO or ITEM) - Choose PO to cancel the entire purchase order - Choose Item to cancel the item from the PO. Item information is displayed for confirmation When a purchase order or an item on a purchase order is cancelled, all related information is restored as though the purchase order has not been placed POs cannot be cancelled if there are unreconciled receivings against the PO. If a message to that effect appears, you must enter the vendor invoice against the received portion of the PO before the remainder is cancelled. 83

84 Lesson 7: Expediting POs Expediting Reports The following is the menu showing the available expediting reports: Open Purchase Order Report Shows general purchase order information. Four different formats are available: Format A is an Open Purchase Order Report. The general purchase order information and the line-item detail for each item listed Format B is a Brief Purchase Order Report. Only general information is listed and also shows how many items are open Format C is a Status Purchase Order Report. All purchase orders with at least one receiving are listed Format D is an Open Purchase Summary Report. A summary of all purchase orders within the specified limits is listed Open Stock Purchase Order Report Shows all of the regular stock item purchases. This report does not include DS, NS, and LPU items. Vendor Overdue Report Shows purchase orders that have not yet been received and which you have determined as overdue. The Overdue Date is specified in the report parameters The Overdue Date also allows you to print prospective overdue material You can specify the type the type of POs to appear on this report: REG, DS, NS, LPU, or ALL 84

85 Requisition Report Lesson 7: Expediting POs Requisition purchasing allows you to purchase nonstock items for things such as office supplies. Requisition items cannot be stock items, nor can they be nonstock items on a customer order This report shows all of the requisition purchases Unprinted Change Purchase Order Report This report shows all the changed purchase orders that are ready to be printed. Purchase Order Cost Change Register This report shows the changes in PO value due to the editing of the cost or multiplier. Any cost adjustments are made to the open quantity only. 85

86 Lesson 7: Expediting POs Workshop 15 minutes 1. Cancel an item off an existing PO. Print this PO. 2. Add or edit the External PO field. 3. Change the PO quantity of an item on an existing PO. 4. Print the Open Purchase Order Report for a specific vendor. Print it using the optional formats. What differences do you notice? 5. Print the Unprinted Change Purchase Order Report. Is the PO from question #2 on the report? Print this PO. 6. Is any purchase order overdue for your specific vendor? 86

87 Lesson 7: Expediting POs Lesson Summary In this lesson, you learned that the Expedite Purchase module provides editing and reporting capabilities. Any existing purchase order can be viewed on the screen. Both general information and line-item detail can be viewed. You have access to any existing purchase order for editing. You have the option to alter a PO by editing the standard shipping information or item information. The PO Quantity can be edited if the PO item is a stock item on a regular order and the item does not have material received against it. You can also cancel a purchase order, or a specific line-item. These editing options can take place until the final vendor s invoice is entered in Payables. The Expedite Purchase module also provides a number of expediting reports. 87

88 Lesson 8: Material Receipt After completing this lesson, you will be able to: Receive material against open purchase orders Allocate free stock to customer backorders 88

89 Lesson 8: Material Receipt Material Receipt Module The Material Receipt module allows you to receive POs into the system and automatically allocates the material to customer backorders. Material Receipt Header Screen On the header screen, two allocation modes exist: A Automatically receive every item in on this PO and allocate to open customer backorders S First allows you to view the open items on this PO and then decide what to receive Note! Check the parameters if the ship scan if it is in use during material receipt. It is not recommended that you scan for shipping papers for a range of dates prior to the current date while receiving in material. The material module may allocate to the same order several times and create multiple shipping papers for the customer. 89

90 Lesson 8: Material Receipt Viewing items on PO during receiving The option S on the header screen brings you to a view screen where items on the PO appear and further allocation modes exits. Several options exist to select the item you wish to receive. 90

91 Lesson 8: Material Receipt Entering Quantity Received After selecting an item, you are prompted to enter the received quantity. Receiving less than the PO quantity prompts the question Consider Complete Yes No The item is deleted from the open PO. If you do not expect the vendor to ship the remaining quantity, answer Yes to consider complete. The item remains on the open PO. The quantity will still be included in the Due-In quantity. Answer No only if you think the vendor will ship the remaining quantity. Note! When receiving more of a nonstock item than is on the PO, the system will automatically allocate the full quantity to the customer s order and consider it a factory minimum. 91

92 Lesson 8: Material Receipt Allocation to Customer and Transfer Backorders The system automatically allocates stock that it receives to open customer and transfer backorders. If the quantity being received is less than the quantity on backorder, the allocation screen appears and the system prompts for manual allocation decisions. Note! By selecting F, all material can be put into free stock and the decision can be made at a later time. 92

93 Lesson 8: Material Receipt Allocating free stock to backorders In Material, an option exists to allocate free stock to backorders. Two types of allocation functions: A specific item can be entered where backorders and free stock exits The system can scan a range of items for this condition. Scanning the system for items to allocate Backorder allocation options A Automatic allocation. The system will automatically allocate any free stock when a backorder exists. If the free stock quantity is less than the BO quantity, the system will give the free stock to the oldest order in the system. Caution: It may also fill part of a customer s order. B Manual allocation when the BO qty exceeds free stock. Automatic allocation when the free stock is enough to fill customer backorders. If not enough free stock exists to fill backorders, the allocation screen appears. C D No allocation when the BO qty exceeds free stock. Automatic allocation when there is enough free stock to cover backorders. Manual allocation. The backorder allocation screen appears for all situations. 93

94 Lesson 8: Material Receipt Material Module Reports BO Requirements Material Received Register Material Received List Report of items where both free stock and backorders exist. Records Receipts since the last time this register was cleared. List of all items received by PO and which customer orders the material was allocated to. 94

95 Lesson 8: Material Receipt Workshop 5 minutes 1. Receive the material for the PO you created earlier in this course. 2. Enter a customer order for more material than is available. Use Backorder as the disposition. Note the item code. Next, Item Adjust material into free stock. Use the Allocate Free stock to specific backordered items to allocate free stock to your customer s backorder. 95

96 Lesson 8: Material Receipt Lesson Summary In this lesson, you learned that the Material module is used to receive purchase orders into the system. There are several modes of material receiving so you can step through items or automatically receive everything on the purchase order. The system allows you to receive partial quantities and prompts you to determine if the remaining quantity should be left on the PO to be received in at a later date. You also learned how to determine which backorders should get the material if the amount being received is not enough to cover backorders. Furthermore, you saw how to use this same process to allocate free stock to customer backorders. 96

97 Lesson 9: Item Ledger After completing this lesson, you will Understand how to view item ledger transactions Know how to use item ledger report to find specific transactions 97

98 Lesson 9: Item Ledger Item Ledger The Item Ledger module is designed to be an electronic version of item ledger card catalog systems. Each transaction that changes stock status (free stock, backordered quantity, due-in quantity, allocated quantity), will be recorded by item in Item Ledger. Benefits of Item Ledger You can easily view item stock status and view transactions that caused a change to stock status Item Ledger transactions are automatically built into Item Ledger History You can view the time a transaction occurred and the User ID that made the change Can use the Item Ledger report to find information related to a specific transaction, specific item, or specific date 98

99 Lesson 9: Item Ledger Item Ledger View Acclaim Item Ledger transaction history is built in real-time. Item Ledger View allows you to view all built transactions. 99

100 Lesson 9: Item Ledger Item Ledger View - XL 100

101 Lesson 9: Item Ledger Item Ledger List Limiting by specific transaction types Limiting by sub-type within transaction type 101

102 Lesson 9: Item Ledger Workshop 5 minutes 1. View Item Ledger History for any item. Change the screen to view the changes to the backorder quantity. 2. Change the PO quantity of an item on an existing open PO through Expedite Purchase. Then view Item Ledger again. What effect did your change have on Item Ledger? 102

103 Lesson 9: Item Ledger Lesson Summary In this lesson, you learned that all transactions that affect stock status are built into Item Ledger History. Item Ledger View can be used to view transactions both for an item. The Item Ledger Report can be used to view information about a transaction or to see all information based on a specific kind of transaction for a certain time period. The Item Ledger Report Parameters can be used to view information in various ways. 103

104 Lesson 10: Vendor Returns After this lesson, you will be able to: Review Vendor Return Requirements Complete the process of entering vendor returns 104

105 Lesson 10: Vendor Returns Vendor Return Process Print Vendor Return Requirements Report Generate Vendor Returns Print Vendor Returns Confirm Vendor Returns 105

106 Lesson 10: Vendor Returns Determining Surplus Inventory Surplus inventory is determined on an item by item basis and is based on an item s method of purchasing. Surplus Calculations MNMX OPOQ UPTO EOQ Amount of inventory in excess of Order Quantity Amount of inventory in excess of Order Point + Order Quantity Amount in Excess of Order Point + Order Quantity Amount in Excess of Order Point + Economic Order Quantity Two reports can show you the amount of surplus inventory that should be return to the vendor: Vendor Return Requirements Report Return Surplus Stock Report The opposite of the Purchase Requirements Report in format. System will round to package sizes automatically. The same parameters can be used to automatically generate a vendor return. Found in the Item List Module. Uses same surplus calculation. Report can show you quantity to be return in eaches or will round to package size. 106

107 Lesson 10: Vendor Returns Workshop 10 minutes 1. Selectively enter a Vendor Return. Note the Vendor Return Number:. 2. Print the Vendor Return to your screen or to a printer. 3. View the vendor return. 4. Confirm that the return left the warehouse and is back to the vendor. 107

108 Lesson 10: Vendor Returns Lesson Summary In this lesson, you learned that the Vendor Returns are the reverse of Purchasing. You can either automatically return everything on the vendor return requirements report (Surplus stock) or you can selectively return items. Vendor Returns can be printed and viewed. They are then ultimately confirmed in the material module. Inventory is reduced at the time the vendor return is confirmed. 108

109 Lesson 11: Transfers After this lesson, you will be able to: Set up the appropriate fields in the item records for transferring Understand the transfer process Set the correct transfer requirement parameters Follow a transfer backorder through its cycle Troubleshoot transfers 109

110 Lesson 11: Transfers Transfer Process Overview A transfer indicates that inventory is being moved from one location to another to fill customer backorders, or to stock shelves at the receiving location for future sales, or both. Benefits of Transferring Centralized purchasing allowing for better discounts, to reach vendor minimums or the achieve better freight Repositioning inventory from time to time to improve overall use of inventory dollars One location needs material to fill a customer backorder Transfer Definitions Source Destination Selective Automatic Transfer Backorder Location that has the material to send. Location that will receive the material. Manual transfer. Item, source, destination and quantity are specified. Used for centralized purchasing. Transfer quantity is calculated by the system. (TBO). A transfer request from one branch to another. The request can be accepted or cancelled. 110

111 Lesson 11: Transfers Setting a Purchase/Transfer Group Before you can create a transfer, a group must be specified including the source and destination location. Purchase Transfer Groups are initially set up in the Company module. (See Lesson 5 for more information on Purchase/Transfer Groups). Many groups can be set up containing one or more locations. Prior to selecting any transfer option, a group must be specified. Selective Transfer Once a group is specified, a source, destination, item, and quantity are specified. Note! The transfer quantity is allocated at source location until the transfer is received at the destination location. 111

112 Lesson 11: Transfers Receiving Transfers Undershipments & Overshipments An undershipment will prompt the question Consider complete? - N = remaining quantity will stay open on transfer but no further paperwork will print - Y = cancels the remaining quantity Canceling the remaining quantity on an over shipment prompts the question Return to source? - N = an item adjustment is made at the source location - Y = quantity is added back into free stock at source An overshipment will take the material out of free stock at the source or, if no free stock is available, make an item adjustment at the source location 112

113 Lesson 11: Transfers Transfer Requirements and Automatic Transfers Determining Stock Available at Source Location Several factors determine what is considered available at the source location. The purchasing method order point and order quantity may be used depending on the Available Transfer Quantity setting. Available Transfer Quantity All = Quantity free - Quantity backordered EXOP = Amount in excess of order point SRPL = Surplus stock - the amount in excess of replenishment quantity - MNMX - Quantity in excess of order quantity - OPOQ - Quantity in excess of order point plus order quantity - UPTO - Quantity in excess of # of months supply or order point, whichever is greater - EOQ - Quantity in excess of order point plus order quantity Invade protected quantity 113

114 Lesson 11: Transfers Determining Requirement at Destination Location The destination location order points and order quantities are determined by the destination location purchasing method. Transfer Order Point MNMX - Order point in item record OPOQ - Order point in item record UPTO - Whichever is greater - Daily usage X safety stock - Order point in item record EOQ - Whichever is greater - Daily usage X safety stock - Order point in item record Note! The vendor lead time and vendor review cycle are not considered in transfer order point. Transfer Order Quantity Transfer order quantities are the same as purchase order quantities. Note! Items with stock flag set to N will only require enough to cover backorders. 114

115 Lesson 11: Transfers Transfer Requirement Report Parameters Note! Fields 4-7 are purchase class parameters, not transfer location parameters Fill Partial Transfer Backorder Invade Protected Qty Avail Trnfr Qty Transfer Unit Size Unit of Measure Determines if partial requirements will be transferred If full quantity can not be transferred at this time, should remaining quantity stay open as a TBO If protected quantity is set at the source, should transfer be able to penetrate this quantity What quantity will be considered available for transfer at the source location Determines if the source or destination transfer unit size be used If transfer size is 0, what unit of measure should be used: Each, Sales unit size, Purchase unit size 115

116 Lesson 11: Transfers Transfer Backorders A transfer backorder is a request for a transfer from one location to another. The source location has the option to accept the request and generate a transfer or deny the request and cancel the transfer backorder. Created during selective transfer generation Created during automatic transfer generation Created during customer order entry 116

117 Lesson 11: Transfers Transfer Backorder Generation during Order Entry If the source location and ship location are different, and are not in the same shipping group, a transfer backorder is created. Note! Nonstock items will not show the transfer backorder message. 117

118 Lesson 11: Transfers Steps in the Transfer Backorder Process 1. Transfer backorder is generated. 2. Transfer quantity becomes Due In at the destination location and On Backorder at the source location. 3. Source destination reviews open transfer report and decides what to do with the request. 4. Transfer is accepted or denied. If accepted, material is allocated to backorder and transfer is generated If denied, transfer backorder is cancelled Note! If transfer backorder is generated during customer order entry, the customer order quantity becomes the backorder quantity and the TBO becomes due in so there is no purchasing requirement at the destination. If the TBO is cancelled, the due in quantity is cancelled so a purchasing requirement occurs. 118

119 Lesson 11: Transfers Workshop 20 minutes 1. Create a transfer group in the company module including locations 1,2,3, and 4. Use the day of the month you were born. 2. Create a manual transfer, allocate the stock, note the transfer number 3. Receive in a partial shipment at the destination, (change your defaults in Material). Return the remaining stock to the source. 4. Using Selective Transfer Generation, create a TBO. 5. Allocate free stock to the TBO, note the transfer number that is created during the allocation: 119

120 Lesson 11: Transfers Lesson Summary In this lesson, you learned how to determine transfer requirements at the destination location and how to determine what is available for transfer at the source location. You also learned how to use transfer backorders as transfer requests both for customer orders and to fill open transfer requirements. 120

121 Appendix A: Prophet 21 Web- Based Customer Service & Support After completing this lesson, you will be able to do the following: Enter and edit support cases via the web Search cases via keyword 121

122 Appendix A: Prophet 21 Web-Based Customer Service & Support What is Prophet 21 Web-Based Customer Service & Support? As a Prophet 21 customer with a support contract you are now empowered to take the initiative in solving technical issues 24x7 via our interactive Web-Based Customer Service and Support. Typically more than 50 percent of all support information needed is available on this web site allowing you to quickly resolve any technical issues. Since answers are immediately accessible for quick problem resolution, web support can provide rapid productivity increases. If your support issue is not addressed on the web site, you may submit an electronic support case requesting assistance, assuming a response/resolution of your inquiry typically within hours. Prophet 21 Web-Based Customer Service and Support can be accessed from the Prophet 21 Customer web site ( Support Options include: Solutions Used by Prophet 21 s support call center representatives, this comprehensive, easy-to-navigate database contains information about all software modules and platforms, as well as peripherals and complementary products sold or supported by Prophet 21. This database can be searched via keyword. Cases While the majority of cases can be resolved quickly by researching the Solutions database, customers also have the option to request support through the web by sending an electronic message with a detailed description of the problem. The messages are answered personally and expeditiously by our staff of dedicated support call center representatives. Customers also have the option to search a listing of all cases that have been entered by their company; look here for updates to their cases; add information to their cases, and review their case history. Documentation View or download the latest Prophet 21 manuals, updates, release notes, and frequently asked questions. Vendorproduced manuals are also available. [Documentation can only be viewed with the Adobe Acrobat Reader. The Adobe Acrobat Reader is available as a free download from Adobe's web site ( Be sure to download the version that includes Searching functionality.] Downloads Third-party files are available for immediate download. 122

123 Appendix A: Prophet 21 Web-Based Customer Service & Support Technical Help Desk (Acclaim) The Technical Services Customer Help Desk provides technical hardware assistance including AIX commands and errors; communications, terminals, printers, tape drive and UPS device information; troubleshooting for terminal, printer, backup and port/cable. Other Options include: File Information (Acclaim) Search for file information by file name, keyword, or from a list. Software Changes Between Update Levels (Acclaim and CommerceCenter) Lists software changes between different levels of Prophet 21 software. 30-minute Response Time (Acclaim) Specifies conditions for receiving a response within 30 minutes. Forms Changes for CommerceCenter (CommerceCenter) Any change in the forms for CommerceCenter 8.0 are described here. New Features available with CommerceCenter (CommerceCenter) A table listing new features with respective description and benefits is provided here. 123

124 Appendix A: Prophet 21 Web-Based Customer Service & Support Using Prophet 21 Web-Based Customer Service & Support To search all support cases for solutions to common problems, to enter a new support case, to edit an existing support case, or to search your own support cases, complete the following steps by visiting the Prophet 21 Web Site ( and left mouse clicking on Customer Site ( which is located in the column to the left of the Prophet 21 Web Site home page. 124

125 Appendix A: Prophet 21 Web-Based Customer Service & Support Enter a New Case To enter a new case, do the following: 1. From the Prophet 21 Web Site home page at select CUSTOMER SITE. Or you may reach the Customer Site directly by typing from a web browser. 125

126 Appendix A: Prophet 21 Web-Based Customer Service & Support 2. Left click on Log In. 126

127 Appendix A: Prophet 21 Web-Based Customer Service & Support 3. You have now reached the main Customer Site page. Choose the Support option called Cases. 4. Left mouse click on Create a New Case or select the New Case Wizard to assist in creating a new case. 127

128 Appendix A: Prophet 21 Web-Based Customer Service & Support 5. Then left mouse click [Submit] to submit your case for matching against this database. This one step process of entering and searching may result in finding an answer to your case. (It is strongly suggested that you use this search feature first to find a possible solution to your case. Using this feature may enable you to solve your case more quickly and frees our support department to deal with cases that have not been previously solved.) 128

129 Appendix A: Prophet 21 Web-Based Customer Service & Support 6. Review the resulting Automatic Search Results to see if a similar case has been previously resolved. Left mouse click on any Solutions Case # for a description of the specific case and its respective solution. The information provided from previously solved cases may solve your present case and negate the necessity to actually submit your case for solution to the Prophet 21 support department. If you do not see a similar Solutions Case, left mouse click on the [Submit] button at the bottom of the screen to actually submit your case to the Prophet 21 support department. 129

130 Appendix A: Prophet 21 Web-Based Customer Service & Support 7. The screen will return with a Case ID number and all associated information. 130

131 Appendix A: Prophet 21 Web-Based Customer Service & Support 8. If after submitting your case you wish to view or append the case information you just submitted, simply scroll down to Append To Case and type any additional information in the Info to Append box. Then left mouse click the [Submit] button. The option to Append (w/file attachment) is also provided. 131

132 Appendix A: Prophet 21 Web-Based Customer Service & Support 9. The screen will return with a Case Text log of all information concerning the case including the original case description and any appendages. Edit an Existing Case To edit an existing case, do the following: 1. From the main Prophet 21 Customer Site page, choose the Support Case Options called Cases. Left mouse click on the desired open case from either the Open Cases box. 132

133 Appendix A: Prophet 21 Web-Based Customer Service & Support or by left mouse clicking on View/Edit Cases and selecting from the list of open cases available. 133

134 Appendix A: Prophet 21 Web-Based Customer Service & Support 2. The screen will return with a Case ID number and all associated information. 134

135 Appendix A: Prophet 21 Web-Based Customer Service & Support 3. Simply scroll down to Append to Case and type any additional information in the Info to Append Box and then left mouse click the [Submit] button. The option to Append (w/file attachment is also provided. Upon submittal, the support representative assigned to the case will receive an electronic reminder that the case has been updated. Many customers prefer to use this feature as a means of communication with the support representative instead of the telephone. Not only does this method eliminate telephone tag between the customer and the support representative, but all provides a continuous record of the case for later reference. Search your Cases To search your own cases, do the following: 1. You can also search your own cases database by choosing the Search My Cases. 135

136 Appendix A: Prophet 21 Web-Based Customer Service & Support 2. Type the desired search string in the Search box and left mouse click on [Submit]. 3. The screen will then display the results of the Support Case Search you stipulated. 136

137 Appendix A: Prophet 21 Web-Based Customer Service & Support Keyword Search To search all cases in the Solutions Database to find answers to common problems, do the following: 1. Instead of choosing Cases under the Support Options from you could choose Solutions. 137

138 Appendix A: Prophet 21 Web-Based Customer Service & Support 2. Type a word you are searching for in the Keywords section. Or choose solution searching help to receive tips on searching. 138