Prophet 21 CommerceCenter Using PO Requirements to Create Purchase Orders This class is designed for

Transcription

1 Prophet 21 CommerceCenter Using PO Requirements to Create Purchase Orders This class is designed for Buyers Purchasing Agents

2 Overview Rely on the CommerceCenter s Purchasing recommendations! PO Requirements/Generation Window Generate Purchase Requirements Create Purchase Orders

3 Objectives Establish purchasing parameters Create and save purchasing criteria for easy retrieval Generate purchase requirements View purchasing information to aid in purchasing decisions Create purchase orders from PO Requirements/Generation window

4 This course will NOT cover Manual Purchase Orders Replenishment Methods Advanced Requirement Options Purchase Pricing

5 Purchase Order Creation Overview Create POs in 3 ways Purchase Requirements/Generation CommerceCenter suggests items to purchase based on your criteria entry. Purchase Order Entry User generates the purchase order manually keying all of the details. Order Entry With permission, order taker can create PO s for direct ship and special items

6 PO Requirements/Generation Purchasing > Transaction >PO Requirements/Generation

7 What is Purchase Criteria? A Template identifies a set of purchasing parameters

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

9 PO Criteria Tab Begin by creating a Purchasing Criteria Description.

10 PO Criteria Tab Criteria ID is assigned by the system. Enter a description such as: Direct Shipments Stock Requirements American Supplier Purchases

11 PO Criteria Tab Enter a Buyer ID.

12 PO Criteria Tab Choose how you will include locations for generating requirements: By Location ID By Purchase Group ID

13 PO Criteria Tab By Location ID: Purchase for one specified location

14 PO Criteria Tab By Purchase Group ID: Choose a Purchase Group Option, enter a Purchasing Location ID ID and enter a Purchase Group ID ID

15 Purchase Group Maintenance Purchase Module > System Menu > Purchase/Transfer Group Maintenance

16 Purchase Group Options Location Based Individual Locations Individual Purchase Requirements Combined Purchase Requirements Regional Distribution Center

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

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

19 Individual Locations Combining Purchase Requirements This can only be used when the Purchase Group for Individual Locations is selected.

20 Individual Locations Combining Purchase Requirements PO Loc Ship To Loc # of Items Total Value % of Target , % % %

21 Regional Distribution Purchasing Sums Net Stock of all locations and generates requirements based on purchasing location s replenishment method Example: A central purchase location stocks a monthly supply of items and performs daily transfers to satellite/spoke locations.

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

23 PO Criteria Tab

24 PO Criteria Tab Enter a Supplier ID or range of IDs.

25 PO Criteria Tab Enter an ABC Class or range of classes

26 PO Criteria Tab Enter a Product Group or range of groups

27 PO Criteria Tab Look Ahead Days apply to D (Direct Shipment), S (Special) disposition items, and Scheduled Release Customer and Purchase Orders.

28 PO Criteria Tab View items that pertain to a specific Replenishment Method or All methods.

29 PO Criteria Tab Purchase Stock Card Check net stock calculation and purchase recommendations for one item

30 PO Criteria Tab

31 Requirement Types

32 Requirement Types View requirements for backordered items and include replenishment parameters View Requirements for Backordered Items only Search for Requisition Items Only View Requirements for items with a D disposition in Order Entry Generate items for Non-stock purchases only Generate Requirements for items with a S disposition in Order Entry

33 Show All Items

34 Include Unapproved POs

35 Include Production Orders

36 Include Non-Stock Production Orders

37 Approved

38 Delete

39 Calculation Factors

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

41 Calculation Factors Purchase for Replenishment Location only Item reviewed if replenishment location in Item Maintenance matches location id on criteria tab in PORG

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

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

44 Locate Criteria and Generate Recommendations Select your criteria, then Generate Requirement.

45 Mandatory Notes Mandatory notes display right after generating requirements

46 Recommendations Display

47 Item Tab Navigation

48 Item Tab Navigation

49 Item Tab Navigation

50 Making Item Selections Purchase Item: Choose items to purchase, line-by-line.

51 Making Item Selections Purchase All: Marks all items to purchase at the recommended quantity

52 Making Item Selections Clear Purchase All: Removes all selections

53 Item Adjustments When an item is selected, you can adjust any enabled fields such as: Supplier ID, Unit Price, Purchase Price, or Quantity to Purchase.

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

55 Viewing Requirement Calculations

56 Viewing Requirement Calculations

57 Link Stock Backorders Drill into Total Backordered

58 Link Stock Backorders Enter linked quantities for orders that display Material received will allocate to linked orders first

59 Link Non-Stock Backorders Drill into the Recommended Quantity to Order

60 Link Non-Stock Backorders Drill into the Unit Quantity Backordered

61 Link Non-Stock Backorders Enter linked quantities for appropriate orders.

62 Purchase History Tab View past POs for the item specified See pricing and quantities purchased

63 Item History View Actual Usage and Forecast Usage to help in purchasing decisions

64 Who-Bought-What Displays invoices that comprise the actual usage figure from Item History

65 Commitment Schedule

66 PO Line Notes Add PO Line Notes to items using the PO Line Notes Tab

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

68 Supplier Details

69 Supplier Details The Control Value indicates how you will track the discount for example Dollars. The Target Value indicates the amount you need to purchase in terms of the Control Value.

70 Notification of Target Values Make sure you are getting the best deals!

71 Notification of Target Values

72 Supplier Details

73 Shipping Instructions Carrier External PO Number - Print at the top of Purchase Orders, enter specific details related to item delivery - Indicates the Carrier for the material if necessary - May be used if the PO is ordered online or via the phone; the supplier acknowledgment or confirmation number

74 Supplier Details

75 Supplier Details Required Date: date you request the material from the supplier Exclude From Lead Time: excludes a specific line item from the lead time calculation. Use if you know the material will arrive extremely early or late

76 Supplier Details

77 Validate Contacts

78 On-the-fly Contacts Enter Contact Name, Address, Phone and Fax numbers OR Check Use Supplier Address if the contact should use the address from the supplier record

79 Supplier Summary tab View of suppliers with requirements Quick way to purchase items for a specific supplier View Control and Target Values as well as Freight Control and Target Values System Setting to default Supplier Summary tab after calculating requirements

80 Supplier Summary

81 Supplier Summary

82 Supplier Summary Tab Suppliers are categorized: those with Customer Requirements, those with Critical Shortages, and those with neither Customer Requirements nor Critical Shortages.

83 Customer Requirements At least one item s requirements is made up, at least in part, by customer backorder or order based transfer requirements

84 Critical Shortages At least one item is expected to stock out before material can arrive If the number of days of stock on-hand is less than the lead time, the item is considered Critical Shortage Number of Days on Stock Item s Qty Available/Average Daily Usage

85 Supplier Summary Tab Click on the Purchase Status field to select or deselect items to purchase.

86 Supplier Summary Tab Combining Purchase Requirements Change Location on Supplier Summary Tab click PO Location

87 Combining Purchase Requirements This can only be used when the Purchase Group for Individual Locations is selected.

88 Individual Locations

89 Supplier Summary Tab Combining Purchase Requirements Change Location on Supplier Summary Tab click PO Location

90 Individual Locations Combining Purchase Requirements Displays separately in PORG, but quantities combined on printed PO If the PO Location and the Transfer Location differ, the system will automatically create a Transfer Backorder. Source Loc = PO Location Destination Loc = Requirement Location When received, items allocate to TBO to be transferred to other location

91 Freight Target Values

92 Transfer Creation Easily move surplus stock where it is needed.

93 Transfer Creation Specify what you want to be available to transfer.

94 Net Stock Quantity on Hand Quantity Allocated Quantity Backordered Order Point Available to Transfer

95 Excess of Order Point Quantity on Hand -Quantity Allocated -Order Point Available to Transfer

96 Periods Supply/Number of Periods (Qty on Hand Qty Allocated) - (Period Usage * Number of Periods Available to Transfer

97 Transfer Creation Do you want to transfer nonstock items from the source?

98 Transfer Creation Option to create transfers in GPOR is only available when: Purchase By Option is set to Purchase Group ID Purchase Group Option is set to Individual Locations or Location Based

99 Transfer Creation This option will only apply when the Purchase Group option is set to Location Based

100 Transfer Creation * = cue that it is possible to fill some some of this entire requirement via a transfer Drill into * to create a Transfer

101 Transfer Creation

102 Transfer Creation Once the transfer is created, the system will update the Recommended Quantity to Purchase for the item. If the value is zero it will be removed from the Items tab. The system will review other instances of the item in other locations and remove the * from other item/locations if necessary.

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

104 PO Printing Options Print To print POs using the Print option, select File- >Print or Fax To fax POs using the VSIFax option, select File/Fax or To forms using the option, select File-> or

105 PO Printing Options PO Number Confirm options for PO generation. When you confirm selections, choose OK.

106 Option

107 Option

108 PO Printing Options Once complete, you will be prompted to save purchase criteria: This option will only save adjustments you may have made to the criteria.

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

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

111 Summary Establish purchasing parameters Create and save purchasing criteria for easy retrieval Generate purchase requirements View purchasing information to aid in purchasing decisions Create purchase orders from PO Requirements/Generation window

112 For More Information CommerceCenter Help Files Visit Prophet 21 on the web: View P21 University course offerings Browse Documentation Search the Solutions database Submit a web case Consulting Services: consult-sales@p21.com Professional Services Sales: pss@p21.com