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Activant Prophet 21Getting Started with PO Requirements for Purchase Order Creation
Purchase Order suite: course 1 of 2
This class is designed for…
Purchasing agentsBuyers
Objectives
Create and save purchasing criteria for easy retrievalGenerate purchase requirementsNavigate item requirementsSelect items for purchasePrint/Fax/E-mail purchase orders
This course will NOT cover…
Manual Purchase OrdersReplenishment MethodsAdvanced Requirement OptionsPurchase Pricing Transfer Creation within PO Requirements GenerationCombining PO Requirements
Purchase Order Creation Overview
Purchase Requirements/GenerationProphet 21 suggests items to purchase based on your criteria entry
Purchase Order EntryUser generates the purchase order manually, keying all of the details
Order EntryWith permission, order taker can create POs for direct ship and special items
PO Requirements/Generation
Purchasing Transaction PO Requirements/Generation
What is Purchase Criteria?
“Template” used to identify a set of purchasing parameters
Why develop Purchase Criteria?
Save Time!Customize criteria to meet individual buyer needsAdjust your choices in a matter of seconds!
PO Criteria: Purchasing Criteria ID
Criteria ID is assigned by the system.
Enter a description.
PO Criteria Tab: Buyer ID
Enter a Buyer IDSetup in Buyer MaintenanceAssigned in User Maintenance
PO Criteria Tab: Purchase By
Location IDPurchase for one specified location
Purchase Group IDChoose a Purchase Group Option, enter a Purchasing Location ID and enter a Purchase Group ID
Purchase Group Maintenance
Purchase Module System Menu Purchase/Transfer Group Maintenance
Purchase Group Options
Location BasedIndividual LocationsRegional Distribution Center
Location Based Purchasing
Calculates needs at each location using the location-specific replenishment method
Item:Widgets
Min Max Net Stock Purchase Amount
Location A 1100 3000 120 2880
Location B 5 20 0 20
Purchase Recommendation = 2880 + 20 = 2900 Widgets
Individual Locations
Calculates needs at each location using the location-specific replenishment methodGenerates separate POs
Item:Widgets
Min Max Net Stock Purchase Amount
Location A 1100 3000 120 2880
Location B 5 20 0 20
Location A - PO created for 2880 widgetsLocation B - PO created for 20 widgets
Regional Distribution Center (RDC) Purchasing
Sums Net Stock of all locations and generates requirements based on purchasing location’s replenishment methodStocks a monthly supply of items and performs daily transfers to satellite/spoke locations.
RDC Purchasing
Item:Widgets
Min Max Net Stock
Location A 1100 3000 120
Location B 5 20 0
Net Stock = 120
Purchase Recommendation =3000 – 120 = 2880 Widgets
PO Criteria Tab: Supplier ID
Enter a Supplier ID or range of IDs
PO Criteria Tab: ABC Class ID
Enter an ABC Class or range of classes
PO Criteria Tab: Product Group ID
Enter a Product Group or range of groups
PO Criteria Tab: Look Ahead Days
Apply to D (Direct Shipment), S (Special) disposition items, Scheduled Release Customer and Purchase Orders
PO Criteria Tab: Replenishment Method
View items that pertain to a specific Replenishment Method or All methods
PO Criteria Tab: Requirement Types
Run more than one requirement type at a time
Enabled in System Settings
Requirement Types
Direct ShipsView Requirements for items with
a ‘D’ disposition in Order Entry
Back Orders OnlyView Requirements for
Backordered Items only
Non-StocksGenerate items for Non-stock
purchases only
SpecialsGenerate Requirements for items
with an ‘S’ disposition in Order Entry
Requirement Types
RequisitionSearch for Requisition Items Only
Requirement Types
Stock including Back OrdersView requirements for
backordered itemsInclude replenishment parameters
Purchase Stock Card
View stock calculation and purchase recommendations for one item
Enter Buyer ID, Location ID, Requirement Type, and Item IDPress Generate Requirement button
Items tab displays purchasing suggestionCalculations tab displays net stock calculation and purchase recommendations
PO Criteria Tab: Show All Items
Displays all items that fit search parameters
PO Criteria Tab: Include Unapproved POs
Includes unapproved items to prevent over purchasing
PO Criteria Tab: Include Production Orders
Includes components with an S disposition
PO Criteria Tab: Include Non-Stock Production Orders
Includes requirements for non-stock items, backordered on production orders
PO Criteria Tab: Approved
Includes all approved items
PO Criteria Tab: Delete
Saving a deleted criteria set removes it from the system
Calculation Factors
Calculation Factors
Buyer Specific Purchasing Assign Buyers to Suppliers Supplier items will only be retrieved that are assigned to Buyer
Calculation Factors
Purchase for Replenishment Location only
Item will be reviewed only if the replenishment location in Item Maintenance matches location ID on criteria tab in PORG.
Suggested Criteria
Direct Ships Specials Stock Requirements Specific BuyersSpecific Suppliers
Editing Criteria
Criteria can be edited at any time Adjust any or all fieldsSave changes
Select File/Save or
Retrieve your criteria, then click the Generate Requirement button.
Mandatory Notes
Mandatory notes display after requirements are generated
Viewing Requirement Calculations
Choose items to purchase, line-by-line.
Purchase All marks all items to purchase at the recommended quantity.Clear Purchase All removes all selections.
Item Adjustments
Adjust can be made to any enabled fieldsSupplier ID, Quantity to Purchase Unit Price, or Purchase Price
Item Adjustments
You cannot adjust quantities for Special and Direct Ship calculations
PO Line Notes
Add Note creates new notes for this specific line item An unlimited amount of notes can be addedEdit Note adjusts existing notes
Save and Restore
Save and Restore
After choosing to Save, message will appear
File name =“gpor”/gpor_run_hdr_uid for the current set of requirements/user_id of the logged in user
Save and Restore
After choosing to restore, the system will retrieve a file search
Save and Restore
If file is retrieved and saved again, file will be updated with the new changes
File name will remain the same even if different user made retrieved and made changes
Any user can access file as long as they have access to the folder
Generation Options
After your selections are complete, there are a number of options for generating purchase orders:
PrintFaxE-mailEDINothing
Generation Options
Print a POSelect File -->Print or
Fax a PO using the VSIFax Select File/Fax or
E-mail a POSelect File->E-mail or
Generation Options
E-mail Option
E-mail Option
PO Printing Options
Once complete, you will be prompted to save purchase criteria
Only saves adjustments you may have made to the criteria
Save Option
Save offers the option to create Purchase Orders or to save criteria ONLY, choose File Save or
To Do List
Determine purchase needsCreate criteria prior to Go-LiveTest Criteria to ensure the results are
correctEnsure that all Buyer IDs are createdFlag items appropriately – item type,
replenishments
Summary
Create and save purchasing criteria for easy retrievalGenerate purchase requirementsNavigate item requirementsSelect items for purchasePrint/Fax/E-mail purchase orders
For More Information…
Activant Prophet 21 (CC) Help Files
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Educational Services
More PO Requirements for Purchase Order Creation (WBT)Getting Started with PO Receipts and Inventory Adjustments (WBT)Inventory Management 101 - Purchasing Methods (CBT)Inventory Management 201 - Getting Started with Up To and EOQ (CBT)