VAST HOW TO: SETUP AND USE PURCHASING€¦ · Multi-Shop Purchasing also has the ability to automatically determine, and post into the line items of the newly created multi-shop PO,

10/17/2016 How To Setup & Use Purchasing

VAST MULTI-STORE

AND

POINT OF SALE

VAST HOW TO:

SETUP AND USE

PURCHASING


1. INTRODUCTION ……………………………………………………………..4

2. SETUP AND CONTROLS……………......………………………..……….…4

3. MULTI-SHOP PO CREATIONS….….…………………………………….…7

PO Line Items Options…………………………………………………..….…..7

Transfer Options………….………………………………………………………8

4. EMAIL TRANSMISSION CONTROL………………………..………….…..9

5. LAST NUMBERS…………….…………………………………………..…..11

6. VENDORS..…………………………………..…………………………..…..12

7. INVENTORY/PURCHASING……………………………………………….15 SET ACCOUNT CODES & MANUFACTURERS TO VENDORS ……………...15

SET ORDER LEVELS…………………………………………………………...... 18

SET RECOMMENDED QUANTITIES…………………………………….……...22

SET POPULARITY CODES…………………………………………………….…25

SET RECOMMENDED QUANTITIES – MANUAL ENTRY………………….. 29

SET BEST TRANSFER SHOPS………………………………………………….. 30

ENTER VENDOR INVOICE INFORMATION TO CLOSE PO/PORETURN…...31

8. PURCHASE ORDER MANAGER OVERVIEW…………………………33

CREATE PURCHASE ORDERS…………………………………………………..34

Steps To Create a New Purchase Order in VAST Office……..……….…..34

Multi-Shop/Single Shop Creation Methods…………………..…..….……36

Automatic from Recommended Quantity………………….…….……..36

Modify Ordering Percentages By Product Code……………..…………37

Automatic From Products Sold……………………………….………...38

Product Sold Over This Date Range…………………………………40

Include Parts with Zero Order Quantity…………………………….. 40

Include Transfers Out Quantity In Sales History…………………….40

Automatic from Average Products Sold…………………………...…...40

Days of Inventory Stock……………………………………………. 41

Days of Sales History to Average…………………….…………….. 41

Minimum Annual Sales…………………………….………………. 41

Manual Entry……………………………………………………………41

DUPLICATE PURCHASE ORDERS……………………………………...……….43

9. REVIEW PURCHASE ORDERS………….………………….…..……….44 PO TOTALS – Details Screen………………………………………………………47

Part Number Options………………………………………………………………..47

10. PURCHASING MODULE AT MULTI-SHOP WITH VE

WAREHOUSE………………………………………………………………51

11. PURCHASE RETURNS…………………………………………………….51

CREATE RETURN……………………………………………………..……….….52

Table of Contents


REVIEW RETURN………………………………………………………………..53

VOID RETURN……………………………………………………………………53

12. PO RECEIVING…………………………………………………………….55

13. BACKORDER RECEIVING………………………………………………60

14. EDIT LIST……………………..…………………………….…………….. 63

15. POST/PRINT PURCHASE ORDERS…………………………………….70

16. TRANSMIT PURCHASE ORDERS………………………………………72


INTRODUCTION

Purchasing is an integral part of your business. Here we will show you how VAST can help you to

keep track of your purchase orders, process returns and adjustments, and even set up general

ledgers.

SETUP AND CONTROLS

1. Open MAINTENANCE.

2. Access Main Menu > Control File > Purchases Tab.

a. Default Vendor # - This is the primary, or default, Vendor for this store’s location in

purchasing. There is no list option in this field. You must enter Vendor # and the Vendor

must exist in this company to be accepted.

b. Freeze Months - Numeric Value. This is the number of months to freeze the Stocking

Level for all parts within a Location.

c. Backordering - This field allows the specified shop to backorder purchase orders. *Note:

Backorders create a new PO #. See Last Numbers section on setting up Backorder

Numbers.

d. Purge Months - The system will purge out purchase orders that have been closed after the

number of months filled in this field.


e. Create PO’s at Multi-Store - This field must be checked at both Shop and Vast Office if it

is to work. When setup Purchase Orders cannot be created at the shop and can only be

created in the Office.

f. Create PO’s at Store – Purchase Orders can be created at the shop.

g. EOM Set POP - When checked, this field will recalculated the Local Popularity Codes

during the End-Of-Month processing. The entire ITEM table for each shop will be

processed, and the Local Popularity Code redeveloped. In Vast Office EOM is a separate

project; in VAST Core EOM processing is in the EOD project but runs with an “M” end of

month parameter.

h. EOM Set StkLvl - When checked, this field will recalculate the Recommended Quantities

during the End-Of-Month processing. The entire ITEM table for each shop will be

processed, and the Local Popularity Code redeveloped.

i. Transmit Electronically - This field is setup at the VAST Office level for each individual

location. *Note: E-Mail Transmission Control needs to be setup.

j. EDI Customer No - This is the EDI Customer No. for the Shop transmitting the order. This

is your assigned Customer # with Transnet.

k. EDI Password - This is the EDI Password for above EDI Customer No. for the Shop

transmitting the order. This is the assigned Password by Transnet.

l. EDI Warehouse – This is the Warehouse number assigned by Transnet.

m. Phone Number - This is the Phone # you use to access Transnet.

n. Transmit Type – Related to Open Webs purchasing.

o. Transmit via Internet – This field is setup at the VAST Office level for each individual

location.

p. Allow Multi-Shop Purchase Orders - This flag allows the user to create multi-shop

purchase orders and do all the multi-shop PO functions. When this box is enabled you have

access to the Multi-Ship PO Options Button. See the below for instructions on use.

q. PO Level – Higher Table/Formula - The user uses this field in conjunction with the Order

Level Table setup screen. The feature lets the user tell the system that if you sell between

“x” number of parts (i.e. 0 – 5 parts) order this amount of parts (i.e. order 5). There is also a

formula in the Order Level Table that is to be used for high selling parts. The formula

calculates what you should order based on the weight tables set up by the user. If you turn

this flag on and you have a part that goes into the formula and the formula calculates that

you should order 4, it will check the rest of the table and see if there is a higher amount to

order listed. For example, in Order Level Table it is setup for between 0 – 5 sales to order 5

but the formula only calculated to order 4. Since this flag is turned on it will order the

higher value of 5 instead of 4.

r. Show New Parts Zero Recom Qty - If flagged, new parts with little or no history will be

included in a purchase order created automatically from recommended quantity. On the PO

Review screen these parts will have a checkmark in the “New” column.

s. Use ITEM Desc in PO Build – If flagged, the description listed in the ITEM table is used in

the Purchase Order.

t. Print Class Totals - When editing in the PO Manager this field turned on breakdowns class

totals. If the user doesn’t turn this on then only the purchase order total is displayed.

u. Allow Partial Receipt – This will allow the receipt of some parts on a Purchase Order. The

parts that are received will be sent to the office. The PO will remain open and a Post_Date

will not be applied to the PO until all of the parts have been received.


v. Force an Accept Column Entry - When you receive a Purchase Order it forces the user to

check off “accept” for each part, even if that means you have to change the quantity to zero

in order to receive the PO.

w. Allow Quantity On Hand Entry - You can do an adjustment while receiving PO.

x. Allow Cost Change – PO Receiving - This field allows the store/location to change the cost

of a part when they are receiving the Purchase Order in.

y. Allow Cost Change – PO Creation - This field allows the store/location to change the cost

of the part while they are creating the Purchase Order.

z. Update Part Cost – PO Receiving - This field allows the store/location to update the

item/part file with the part cost after receiving a Purchase Order.

aa. Force Total Packing List Count – When you receive a Purchase Order it forces the user to

enter a number in the Packing List Number field found on the Inventory Management >

Purchase Receipt screen.

bb. Hold Open for Vendor Invoice - This field allows the store/location to post the inventory

but doesn’t close the Purchase Order so the user can still enter in any changes to cost on

parts and freight charges based on the Vendor’s Invoice.

cc. Allow Multiple PO Receipt – This field allows for more than one Purchase Order to be

received. Access Inventory Management > Purchase Order Receipt, click on Select PO’s,

you can select more than one PO to be received.

dd. Cost in PO Build – This value will be reference in building a purchase order, whether

automatically or manually, indicating what cost to use for the line items. Default setting is

“1-ITEM” cost.

ee. Regular Item Selling Price Is – This field determines the cost of the parts in PO Manager.

If you leave this field blank it defaults to “Don’t Change Selling Price”.

Don’t Change Selling Price

Cost X Cost Multiplier

Higher of Cost Multiplier or Vendor List Price

3. Click Done. You will be taken to the Maintenance Main menu.

*NOTE* - This value, code, and description is hard-coded in the system in the drop-down for

PO_COST_TYPE_TO_USE. User can specify which cost to use, whether from the ITEM or

the MASTER.


MULTI-SHOP PO CREATIONS

If the Field Allow Multi-Shop Purchase Orders is turned on it allows the user to create multi-

shop purchase orders and do all the multi-shop PO functions. When this box is enabled you

have access to the Multi-Ship PO Options Button. There are 2 Tabs associated with Multi-Shop

PO Creation Options, PO Line Items Options and Transfer Options. Both of these Tabs need be

setup for the default settings but can be temporarily changed in PO Manager for Multi-Shop PO

Creations.

PO Line Items Options

Multi Shop Purchasing has the ability to request overstock line items be created for any

automatically generated Purchase order. These overstock line items become available in

multi-shop PO Review for possible transfer entry. Multi-Shop Purchasing also has the

ability to automatically determine, and post into the line items of the newly created multi-

shop PO, “best” transfers – where the transfer will be in lieu of ordering from the vendor.

Users may also define Fast/Slow Moving parts in determining available overstock. The

criteria on this screen are used when Multi-Shop Purchase Orders are created. Only one

option can be selected in the list.

a. Show Alias as Default in Purchasing Windows – This flag shows the Alias rather than

the Company Number where appropriate for various purchasing windows. The Alias is

setup in the Company File > Company List Details Tab.

b. Multi-Shop PO Create (automatic Builds): Include these PO line items – The user

must select one option from within this frame. That option becomes the rule for

automatic builds of a Multi-Shop PO. This screen is also available in PO Manager for

Multi-Shop Purchase Orders.

Include only eligible parts to be ordered for the shops in need of replenishment. (PO

will not show overstock parts or inventory in other shops.)


Include overstocked parts with ordered parts: When a part is to be ordered for at least

one shop then include that part from other shops where it is overstocked.

Include part information on all shops, regardless of overstock. When a part is to be

ordered for at least one shop, then include a separate line for every shop included in

this order.

Include every eligible parts for all shops, even if order quantity is zero. Use this

option primarily to generate an inventory report of all shops, to create a stock return

list, or to generate a list of overstock items that could be transferred among shops to

equalize inventory levels.

Transfer Options

The criteria on this screen are used when Multi-Shop Purchase Orders are created and

edited, and parts are transferred between shops instead of ordering from the Vendor. The

various options for creation and editing of multi-shop purchase orders are defined in the

Control File but a number of these, including the transfer options, can be overridden at the

time a purchase order is being created.

a. Identify Fast and Slow Moving parts to determine if part may be transferred – This

flag determines if a part is eligible for transfer based on if it’s a fast or slow moving part.

If this is marked then the following three options must be assigned values. If this box is

not checked, those values are ignored.

*NOTE* - On PO Manager the overrides apply for the one creation only; permanent

changes must be done with Control File Maintenance.


Minimum Previous 12-mo sales to qualify as Fast Moving part – This percent of

the overstock of a Fast Moving part will not be eligible to be transferred to another

shop.

Percent of recommended quantity that should be kept as overstock for a Fast

Moving Part, and not be available for Transfer to other shop – This percent of the

overstock of a Fast Moving part will not be eligible to be transferred to another shop.

Number of Months of Zero Sales to Qualify as Slow Moving Part – If a part has

gone the number of months entered in this field with zero sales, then the part is

considered a Slow Moving part and its entire on hand quantity is eligible for transfer

to another shop. *Note: Number of Months includes the Current month.

b. Required Transfers to leave at least 1 part in stock, even if no sales – In any type of

Transfer of any part (even a Slow Moving Item), the shipping location must always

retain at least 1 unit.

c. Determine BEST TRANSFERS when PO is created by one of the automatic methods.

– On automatic creation of a Multi-Shop PO only, recommended transfers will be

assigned, based on the options above. If this box is checked and there isn’t at least one

entry in the Best Transfer Shop table (that is, the user has done the “Set Best Transfer

Shops” process from the Purchasing Main Menu), a warning message will be issued

reminding the user to assign Best Transfer Shops.

The multi-shop purchase order will be created first, and will include the type of

overstock lines selected by the user. Then, and ONLY if “determine best transfers” was

selected, the PO will be reviewed, part-by-part. For each part, shops requiring an order

and shops with overstock will be matched and recommended transfers determined. (Best

Transfer Shops must have been predefined by the user).

EMAIL TRANSMISSION CONTROL

The E-Mail Transmission Control screen is where EDI Transmissions via e-mail is setup.

1. Access VAST Maintenance.

2. Go to E-Mail Transmission Control. You will be taken to the E-mail Control screen.

3. Click on Add New.


4. This will take you to the E-Mail Control Details screen.

5. Type – This needs to be setup for specific codes. The Hard-Coded Types are:

TRANSNET – EDI transmissions for PO system.

METEOR – Midas electronic PO system.

6. Description – Enter a description of the E-mail type.

7. E-Mail Address – Enter a valid E-mail address to be used for the transmission of the PO.

Click Save and Done.


LAST NUMBERS

The Company Sequence Numbering option allows you to set per company the Starting Numbers

for each module in the Vast System. For Purchasing the Purchase Order, Backorder, Outside

Purchase, and Multi-shop PO Numbers need to be setup.

a. Company – This field is the Company selected on the Company Tab in the Last Number

file. You must go to the Company Tab to change/update the company field.

b. Customer Number – This is the beginning or last Customer Number used on this company.

c. Estimate Number – This is the beginning or last Estimate Number used on this company.

d. Invoice Number – This is the beginning or last Invoice Number used on this company.

e. 5870 Number – This is the beginning number for the Midas Royalty report.

f. Car Number – This is the beginning or last Car Number used on this company.

g. Payout Number – This is the beginning or last Payout Number used on this company.

h. Outside Purchase Number – This is the beginning or last Outside Purchase Number used

on this company.

i. Franchise Control – Certain franchise types, such as Meineke, use preprinted Invoice

forms with printed control numbers. The system will track these numbers as well as our

generated Invoice numbers. If there is a two-page invoice, for example, two control numbers

would be used, but only one invoice number is created.

j. Purchase Order Number (Shop) – This is the beginning or last Purchase Order Number

used at the Shop Level on the company selected.

k. Purchase Order Number (Office) - This is the beginning or last Purchase Order Number

used at the Office Level on the company selected.

l. Backorder Number – This is the beginning or last Backorder Number used on the company

selected.

*NOTE* - The Backorder Number is only used if the backorder field on the Purchases Tab is flagged

for this shop.

Backorder Numbers should be significantly different from Purchase Order Number to prevent

Overlap when Purchase Orders are created. For example, if Purchase Order Number is set at 100001

then Backorder Number can be 500001.


m. Multi-Shop PO Number – Multi-Shop PO Number is a new field. This field is to be used

when creating Multi-Shop Purchase Orders. The system counts up by one to get the next PO

number to be used.

n. Click Save to keep the changes that were made. Click Done to take you back to the

Maintenance Main menu.

VENDORS

The Vendor Grid is a listing of existing Vendor Numbers and Names on file. Select an existing

Vendor to update/change their information or choose the Add New button to create a new vendor.

1. Click on Add New.

2. You will be taken to the Vendor Detail Information screen as shown on the following

page.


3. Enter the details of the Vendor in the fields provided.

a. Vendor Number – This is the Vendor Number from the Vendor Grid tab.

b. Name – Enter the Vendor’s Name.

c. Address – Enter the Vendor’s Address. There re 2 fields available for the address.

d. City – Enter the Vendor’s City.

e. State – Enter the Vendor’s State Abbreviation.

f. Zip/Postal Code – Enter the Vendor’s Zip or Postal code.

g. Country – Select the country where the Vendor is located.

h. Telephone – Enter the Vendor’s phone number.

i. Fax – Enter the Vendor’s fax number

j. Status Type – Click the Drop down arrow to choose between Normal, Always take

Discount, Hold Payment, No Purchases and Inactive.

k. Terms Desc – Provide a description of the terms applied to this Vendor.

l. Vendor Currency – If this field is used, the PO is automatically updated with the

correct currency. If it is foreign, on screen and reports will print that it is using the

foreign currency. When the part is received, the last cost is converted to the domestic

amount.

m. Hold – Currently, the “Hold” option is designed for a specific VAST Customer. It

prevents a new purchase order from being created for that vendor.

n. Car Dealership – Flag if the Vendor is a Car dealer.

o. Openwebs ID – Enter in the OPENWEBS ID Number that the OPENWEBS

SYSTEM Administrator provided.

p. OW Network ID – Select the OPENWEBS NETWORK ID from the OW

NETWORK ID drop down window.


q. OW Seller ID – Enter the OPENWEBS ID Number that the OPENWEBS System

Administrator provided.

r. Send to Shop – For Multi-Shop setup, if this is flagged it tells the system that this

vendor should be sent down to the individual shops. The office may have vendors that

are for office use only; these would have the flag unchecked.

4. Click on the Vendor Purchase Order Info tab.

a. Purchasing Vendor – Place a checkmark in the checkbox.

b. Allow Backorders – If Backorders will be used with this specific Vendor then place a

checkmark in the checkbox.

c. Minimum Order – Default values inside this frame are zero. If minimums are defined,

the vendor will not want to get a purchase order for anything less then the amount,

weight, or quantity specified. The values are independent of one another so not all three

fields need to be filled in.

d. PO Supplier ID – This is used for Transmitting electronically.

e. PO Special Code – This is used for Transmitting electronically.

f. PO Product Lines – This is used for Transmitting electronically.

g. Use Alternate Transmission – This is used for Transmitting electronically

h. Alt Transmit via Internet – This is used for Transmitting electronically

i. Alt Transmit Type – This is used for Transmitting electronically

j. Alt Customer Nbr – This is used for Transmitting electronically

k. Alt Password – This is used for Transmitting electronically

l. Alt Telephone Nbr – This is used for Transmitting electronically

m. Comments – Enter information regarding this vendor.

5. To send the Vendor file to your shops, flag Create Text File.

6. Click on Save. This will generate the Vendor Maintenance message box shown on the

following page.


7. If you wish to add this Vendor to one or more shops click Yes. You will be taken to the

Display/Select Shop screen.

8. Place a checkmark in the checkbox in front of the shop(s) where this Vendor should be

available. Click Select. This will take you back to the Vendor Purchase Order Info screen.

Click Done.


INVENTORY/PURCHASING

1. Open VAST Multi-Store.

2. In the Inventory/Purchasing, select PO Manager under Purchasing.

3. The Purchasing Main Menu screen appears as shown below.

Set Account Codes and Manufacturers to Vendors 1. Select Set Account Codes and Manufacturers to Vendors.

2. You will see the Vendor Mgr screen as shown here.


a. Shop – This is the shop that is being updated with the assigned account codes to

specified vendors.

b. Vendor – Choose the Vendor you are assigning the account codes to.

c. Included Account Codes – These are the Account Codes the user wants the PO

Manager to use when generating a PO for this Vendor.

d. Available Account Codes – These are the Available Account Codes the user can select

from. Highlight one or more Account codes by using the Shift key then drag over to the

Included Account Codes window.

e. Clear List – This button will remove or clear the Account Codes in the Included

Account Codes window.

f. By Class – If flagged this will list the Available Account Codes by Class.

g. All – This button will transfer all Account Codes from the Available field to the Include

Account Codes field.

h. Duplicate – Can only be utilized if you are logged in as the Multi-Shop 9998. This will

send all Vendor account codes definition to all shops.

i. Assign Manufacturers – Assign specific Manufacturers to be included. This will force

the system to look at only the selected manufacturers within each account code. Default

is All Manufacturers.

3. Click Save and Done.


Set Order Levels

1. Select Set Order Levels.

2. Click Add.

a. Shop – Select a shop to associate wit the Order Level definition.

b. Category – These are the possible categories created for Order levels. Categories may

need to be created because certain groups of Account Codes may need a special order

level. For example, Category “AFS” has been created.

c. Disable – If checked, this definition will not be used in any processing.

d. Default – This is the Default Category that is to be used for all Account Codes unless

they are specified in a different Category.

e. Insert/Delete – The Insert and Delete buttons allow the user to add or remove lines to

the Order Levels.

f. Low – This is the lowest value allowed for the specified Stock Level on any given part

number for the listed Account Codes.

g. High – This is the highest value allowed for the specified Stock Level on any given part

number for the listed Account Codes.

h. Stock Level – This is the recommended stock level for any parts that meet the Low/High

criteria.

i. Supply Days – This is the number of supply days used in calculation for any parts that

meet the Low/High criteria.

j. Available – Highlight Account Code then Right click and drag code to Included field.

k. Included – These are the Account codes that will be using the set order levels for this

Category. To remove an Account Code from the Included field just click and drag it

back to the Available field.

*NOTE* - An Account Code cannot be listed in more than one Category. Once an Account

Code is included it is removed from the Available Listing for all other Categories.


l. Group By Class – This flag separates and lists the Available Account Codes by Class

instead of listing by ascending account code number.

m. Order in multiples of – Default value is 1. If value is greater than 1 then recommended

order quantity will be in multiples of the entered value (example: 2 means always order a

pair of parts). If the value is 1 but the ITEM Order-Even field is TRUE then the

recommended order quantity will be in multiples of 2.

n. Create Text File – (Office Only) If checked, all Order Level definitions are copied to

the common text file “packages txt” that is sent to the shops at end of day.

o. Disable Warehouse – Allows user to temporarily disable warehousing. Warehousing

can only be set up for Order Level definitions that are NOT flagged as default. Will be

enabled if this shop has already been defined as a warehouse shop for the Account codes

in this Order Level definition, with one or more “reporting” shops.

p. Warehouse – Will pop up a window to allow user to define warehouse parameters.

Warehousing can only be set up for Order Level definitions that are NOT flagged as

default.

The Warehouse option on the Order Level Screen allows the designated Shop to be the

warehouse for the selected shops and the specified Account codes defined. The user is

allowed to select one or more reporting shops but can NOT select all shops (Franchise

9998).

q. Use Default Weights – (Not visible for Default definition) If this is checked, then even

if a Weight Table has been set up for this definition, the Default definition’s weight table

will be used when Set Recommended Quantity is run. If not checked, the user must have

a defined Weight Table.

r. Weight Table – This is designed to customize how many months are used in calculating

Order Levels and the impact of each month used. To setup the Weight Table, enter in a

percent totaling 100 in the Factors Column. When the user is satisfied with the settings,

click the ‘Done’ button to save the information. Please see the following page for

examples of the Weight Table.


Formula:

[Sum (Sales in period * Weight Table factor * Supply days / 27)] /100

The formula is a hard coded weighted average in the system. Below is the formula used

and some examples for how the calculation works.

Order Level Table

Low High Stock Level

Supply Days

0 99 4 27

100 999 3 27

1,000 9,999 2 27

10,000 999,999 FORMULA 27


s. Duplicate – Pressing this button the system will duplicate the Order Level definition

across all shops, including duplicating any matching Weight table. You must first Save

changes to a new Category before the system will allow the Category to be duplicated.

t. Save – Press this button to Save a new Category or any changes made to an existing one.

u. Print – This will take you to the Order Level Definitions Print Options screen where

you will have print options to choose from.

The print options are defaulted to the Print Order Level Definitions checkbox.

This prints just the specified Category selected on the previous screen.

Print this definition only. This field is the default and prints just the specified

Category selected on the previous screen.

Print all definitions, for this Shop only. This prints all of the Categories for the

selected Shop only.

Print all definitions, for all Shops. This prints all of the Categories created for

All shops associated with this office.

Print Warehouse definitions. These options are visible only at the office. The

warehouse reports show only warehouse information, not the stock levels, weights,

etc. of the Order Level definition.

Print All Warehouse definitions. All warehouse assignments will print.

This Shop. User selects a shop to be used with next options (defaults to the shop

of the current Order Level definition). Shop selection same as one on the Order

Level definition window.

Print where this Shop is the Warehouse Shop. Only warehouse assignments

where the selected shop is the warehouse will be printed.

Print where this Shop is the Reporting Shop. Only warehouse assignments

where the selected shop is a reporting shop will be printed.

Print where this Shop is either the Warehouse Shop or the Reporting Shop.

Only warehouse assignments where the selected shop is either the warehouse or a

reporting shop will be printed.

Choose your print options To File, To Printer, PDF View, and PDF View Save

then click PRINT.


v. Done – Press this button when creating/editing Order Levels is completed. The

following message box will appear notifying that Order Quantities must be updated

before the changes take affect in the PO Manager program.

SET RECOMMENDED QUANTITIES

This program is used to update individual part number’s recommended quantities each month or

when the Order Level Definitions have been changed. The user can set Recommended

Quantities at any time. To begin, the users must first select specified Shops and click the Build

button to generate New Recommended Quantities for review before posting the changes. Setting

the Recommended Order Quantities can be run Manually on this screen or automatically through

the End-of-Month program. Check the ‘EOM Set StkLvel’ option in the Control File on the

Purchases Tab so that the process will be run with each end-of-month process.

1. In VAST Multi-Store access Inventory/Purchasing. Click on PO Manager to select Set

Recommended Quantities.

2. On the Review Recommended Quantities screen click Build.

*NOTE* - Setting Recommended Quantities may take awhile to generate depending on

the volume of parts within a Shop and the number of Shops selected for the Build. The

system displays a progress of the build for each Shop in the lower right corner of the

screen.


3. This will populate the fields with all of the parts that the recommended quantities will build.

Highlight a part number, which will provide a description in the Part Info field.

*NOTE* - Once the POST button is pushed it starts posting immediately so be sure you

are ready to update before clicking this button!


4. In the part listing grid there is an option to “freeze” or set the Minimum Recommended

Quantity so that the value does not change or get updated for specified period of time. To

access this option, right click the mouse on the part number that needs to be frozen. The

data entered in the “Min Recm’d Order Qty” screen is applied to the “new” recommended

quantity column in the grid, and to the ITEM record.

5. Click on “Min. Recm’d Order Qty” and the following screen is displayed. Enter a number in

the Min. Recm’d Order Qty: field. In the Min. Recm’d till date field enter a date in which

the Min. Recm’d Order Qty will keep or freeze the specified number of days selected. When

finished click OK.

6. When you are finished reviewing the parts, select a shop or shops that will be updated, click

POST.

7. The Recommended Quantity for all ITEM records, in the selected shops, is recalculated

based on the Order Level definitions.

8. Click Done. You will be taken back to the Purchasing Main menu. If you click Done before

posting the changes you will see the following message. Click No if you want to Post the

changes. If not click Yes to exit the screen.


SET POPULARITY CODES

The Local Popularity Code is held in the ITEM table and represents a relative level of large/small

annual sales for a part, based on popularity code definitions. Setting the Popularity Codes can be

run Manually on this screen or automatically through the End-of-Month program. Check the

‘EOM Set POP’ option in the Control File for the Purchases Tab so that the process will be run

with each end-of-month process.

1. In VAST Multi-Store access Inventory/Purchasing. Click on PO Manager to select Set

Popularity Codes.

2. The Define Local Popularity Codes screen will be displayed. Please see the screen shot on

the following page.

3. Shop – The current login shop will be displayed. Click on the ellipsis button if you wish to

change the shop number. Place a checkmark next to the shop you wish to choose then click

Select.


4. Add – This will add a new line in the Local Popularity Code settings.

5. Delete – This will remove a line in the Local Popularity Code settings.

6. Code – This column represents the available Pop Codes to choose from. The user does not

need to use all Pop Codes and can leave the value as ‘0’ as long as the other codes with a

value total ‘100%’.

7. Units % - This is the percentage of parts within a shop that you want the system to calculate

for each Pop Code. The total Units % must equal ‘100%’ before you can Save changes or

Exit the screen.

8. Duplicate – If pressed, then the Popularity Code definition will be repeated for all shops.

The user must press either the Cancel or Save button first before they can duplicate the

settings to all other locations.

9. Update Item Table for Selected Shops on Exit – When this field is flagged it

automatically starts updating the Shop’s Popularity Codes based on previous sales history

when the ‘Done’ button is pressed. The first box confirms that the user wants to ‘Set POP

Codes’. Press Start, the entire ITEM table for each shop will be processed, and the Local

Popularity Code redeveloped.

The program begins to update the local popularity codes. When the first Shop is done it

moves onto the next Shop and continues the process until all Shops are updated.

*NOTE* - This option does not allow the user to duplicate to specific locations; it will

always update ALL Shops. This option is for Office use only.


10. Create Text File – When flagged this will send down the Local Popularity Codes to all of

the selected shops.

11. Done – When you have finished setting up the Local Popularity Codes, click Done.

12. In VAST Maintenance > ITEM we can see the Loc Pop Code field for this part is an ‘A’.

Please see the following page for an example of how the Local Popularity Codes work.


LOCAL POPULARITY CODES Part # Annual Qty Part # Annual Qty Part # Annual Qty

1644 22 2089 4 1529 1

1665 18 2126 4 1553 1

1656 12 2379 4 1559 1

1671 12 1533 3 1578 1

2181 12 1571 3 1585 1

1642 11 1620 3 1586 1

1652 10 1626 3 1606 1

1572 8 2182 3 1611 1

1587 8 2192 3 1621 1

1522 7 2196 3 1622 1

1590 7 2324 3 1628 1

2199 7 2371 3 1631 1

1547 6 1568 2 1635 1

1551 6 1588 2 1638 1

1623 6 1619 2 1663 1

1545 5 1633 2 1666 1

1550 5 1634 2 2329 1

2349 5 1645 2 2332 1

1532 4 2334 2 2333 1

1536 4 2343 2 2335 1

1654 4 2345 2 2336 0

1667 4 2351 2

Total Units Sold = 262

Local POP Code %___ Percentage of Total for: Units

A 30 262 x .30 = 78.6 79

B 25 262 x .25 = 65.5 66

C 20 262 x .20 = 52.4 52

D 15 262 x .15 = 39.3 39

E 10 262 x .10 = 26.2 26_

262 Total

A = 79 Units 79 C = 52 Units 52

1644 -22 57 Already used for B –1 51

1665 -18 39 1623 -6 45

1656 -12 27 1545 -5 40

1671 -12 15 1550 -5 35

2181 -12 3 2349 -5 30

1642 -11 (-8) 1532 -4 26

1536 -4 22 B = 66 Units 66 1654 -4 18

Already used for A –8 58 1667 -4 14

1652 -10 48 2089 -4 10

1572 -8 40 2126 -4 6

1587 -8 32 2379 -4 2

1522 -7 25 1533 -3 (-1)

1590 -7 18

2199 -7 11

1547 -6 5

1551 -6 (-1)


SET RECOMMENDED QUANTITIES – MANUAL ENTRY

This program is used to manually update individual part number’s recommended quantities for

each shop. To begin, the users must first select a specified Shop, and then click Select.

1. Enter a part number then click your tab key, which will bring in the parts Manufacturer,

Description and Current Recommended quantity.

2. Enter the recommended quantity in the RecomQty field then tab down to the next line.

3. You can also manually enter the recommended quantity for parts based upon their Account

Code. Enter an account code in the Select Account Code field or click on the ellipsis button

to choose an account code. Select either All Manufacturers or you can use the Select

Manufacturer field and enter a specific manufacturer.

4. Click Load Parts. This will pull in all parts listed within the Account code selected. If you

selected All Manufacturers this may take several minutes to load depending upon how many

parts are entered under this Account code.


5. Place a checkmark in the “Set Minimum Required Order Quantity equal with the keyed

Recommended Quantity, to be affect until this date” checkbox if you want to specify an

effective date for the recommended quantity being entered.

6. On Exit – If you wish to duplicate the manually entered Recommended quantities to other

shops, then select between Duplicate to All Shops and Duplicate to Selected Shops. If you

want the recommended quantities to affect only the shop selected here, choose No

Duplication.

7. Click Print Entries if you would like a print out of the changes that are being made.

8. Click Exit. If not all parts have a RecomQty entered you will see the following message.

Click Yes if you want to exit.

SET BEST TRANSFER SHOPS

The “best transfer shop” definitions will be used for the multi-shop PO when determining what transfers can

be made between shops in lieu of ordering from the vendor. Every shop is listed in the first column. Each

shop may be assigned 1 to 50 other shops, which will represent the best shops to transfer from for this

shop. The columns are numbered 1 through 50 and this is the priority for transferring.

Example (see screen shot below): If Shop “0009” needs a part – look first to shop “0006” to see if that shop

has an overstock that may be transferred to shop “0009”. If shop “0006” does not have an overstock, or

enough overstock, then next look to shop “0004” . . .. and so on.

If you right click in a cell you will see the following:

1. Insert Shop - The highlighted cell and all following cells in the row will be moved 1 cell to

the right. The highlighted cell will be blanked out. Now the user can enter a new shop in the

cell. This choice is enabled only if the highlighted cell has a shop number already; one that

another shop will be inserted in front of.


2. Insert Shop from Display - The highlighted cell and all following cells in the row will be

moved 1 cell to the right. The highlighted cell will be blanked out. The Display/Select pop

up window will appear (see next in this document), and will show all shops with shop

number and aliases. The user will select 1 shop, and that will be filled into the cell. This

choice is enabled only if the highlighted cell has a shop number already; one that another

shop will be inserted in front of.

3. Remove Shop - The highlighted cell will be blanked out. All following cells in the row will

be moved 1 cell to the left, so there is no longer a blank cell between shops. This choice is

enabled only if the highlighted cell has a shop number.

4. Display/Select Shop - The Display/Select pop up window will appear which will show all

shops with shop number and aliases. The user will select 1 shop. That shop will replace

whatever was in the cell originally.

ENTER VENDOR INVOICE INFORMATION TO CLOSE PO/PORETURN

1. Double click on an open PO, you will see the following screen.


2. If you want to close the listed Purchase Order click on “Enter Vendor Invoice Totals

information, including taxes”, you will see the following screen.

3. The following fields must be completed:

a. Ship/Handling/Other

b. Invoice Total

c. Invoice No. 4. Enter data in the Vendor PO No., Reference No. and Paid By fields then click Done.

5. You will see the following message.

6. Click Yes if you want to post the PO.


PURCHASE ORDER MANAGER OVERVIEW The Purchase Order Manager screen has several functions including creating, editing and posting

Purchase Orders for the selected criteria. Depending on the type of PO the user is selecting the

options and table display on this screen will vary. This section will try to break down the

differences in a PO based on Multi/Single Shop Orders and the available options for creating a

new order.

a. Display Filter: Display PO’s meeting the following criteria – The following options

allow the user to filter/select data for a specific type of purchase order.

Multi Shop – Allows Multi-shop PO’s to be displayed in the grid, if eligible for the type

and date criteria entered. This option is enabled only at the OFFICE and only if the

Control File “Multi-Shop purchase order” option is checked. If Multi-Shop PO is

selected, the column heading changes from “PO#” to “Multi PO#”. Also the Company

column will be hidden.

Single Shop – This option only selects or creates a Purchase Order for the specified

Shop.

All Single Shops – This has meaning only at the office where purchase orders for

multiple shops are available. The “All Shops” option allows Purchase Orders from all

shops to be displayed in the grid, if eligible for the type and date criteria entered. YOU

CANNOT CREATE ORDERS WITH THIS OPTION b. PO Choices – The default is Open.

*NOTE* - Program Option Buttons are enabled/disabled depending on PO status, just as for single-

shop PO’s. (“Duplicate” and “Reprint” will not be available for Multi-shop PO processing.)


Open – Generated Purchase Order. A generated PO does not commit the Inventory or

affect the Vendor file.

On Order – Committed Purchase Order that has not been received into Inventory yet.

Received – These are Purchase Orders that have been received but not posted.

Backordered – These are open Purchase Orders for parts that were backordered on an

original Purchase Order that were already received in.

Voided – These are any Purchase Orders that were voided.

c. PO Create Date –

Most Recent 10 Pos – This will select the last 10 purchase orders created that represent

the PO Choice selected.

Created within Last 4 Weeks – This will look back at the last 4 weeks in the system and

select any Purchase Order that matches the PO Choice and Shop Option.

Created within this Date Range – This option gives the user the option to select the date

range of Purchase Orders created in that time frame with the same type of PO Choice

and Shop selected.

d. CREATE – If the “All Shops” option is selected then this option will be disabled.

e. DUPLICATE – When this is pressed the highlighted PO will be duplicated, based on user

criteria.

f. REVIEW – This button continues to be enabled only if 1 single PO in the grid is

highlighted. When pressed, the user is taken to the review window for that PO. Changes can

be made only if the PO has the status “CREATED”.

g. EDIT LIST – This button is enabled only if the highlighted PO has the status “CREATED”

h. DELETE – This allows you to delete a PO that has the status “CREATED”.

i. PRINT/POST or REPRINT –When this button is pressed and only one PO is highlighted,

the PO will be posted and printed, or reprinted, based on the Print Options criteria. If more

than one PO is highlighted (all have status “Created” or all have status “On Order”) a popup

will list the selected PO’s and the user will choose CANCEL or CONTINUE. On

CONTINUE each PO will be printed.

j. TRANSMIT – Current processing is unchanged. Pressing this button, regardless of the PO

Manager display, brings up the Transmit window. All PO text files created for any shop are

available for transmission.

CREATE PURCHASE ORDERS Before creating a Purchase Order all Local Popularity Codes and Recommended Quantities

should have been developed in the ITEM Records for all shops.

Steps To Create a New Purchase Order in VAST Office

1. In the Inventory/Purchasing screen on VAST, select “PO Manager”.

2. To create a Purchase Order for a Single-Shop or Multi-Shop, select the Multi-Shop option

and then press the ‘Create’ button.

3. The creation options window is then displayed. Enter the type of creation and any given

options available with the specified method including the shop(s) the Purchase Order is

for.

*NOTE* - If Multi-Shop PO is selected the following fields are not a valid option.

RECEIVED; BACKORDERED; VOIDED


a. Select the Vendor the Multi-Shop PO is being generated for.

b. Entered By is the user that created the Purchase Order.

c. The four following creation methods are available. Each method will be discussed in

detail later in the document.

Automatic from Recommended Quantity

Automatic from Products Sold

Automatic from Average Products Sold

Manual Entry

d. After the selection criterion is entered, press the ‘Build’ button to create the Purchase

Order. The following screen will display that lists the type of Purchase Order, Vendor

and specific shops.

4. To create the Purchase Order select the ‘Yes’ button. Choosing the ‘No’ option will cancel

the PO Creation. Based on the Method select, the system will display each process it’s

completing in the lower right corner of the screen.


5. Once the PO has been created, a message box will appear notifying the user the PO

Number that was assigned. Click OK to return to the PO Manager screen.

Multi-Shop/Single Shop Creation Methods

There are 4 available Creation Methods in VAST PO Manager and each vary by the

Ordering Logic and the Shop Type, Multi or Single. The following pages will explain each

method when used in a Multi-Shop and Single-Shop Purchase Order scenarios.

Automatic from Recommended Quantity

The PO is created using the recommended quantity for all eligible parts as a basis for

ordering stock.

The quantity to be ordered is based on each part’s (ITEM) Recommended Quantity, which

has been developed from 12-month sales history and the Order Level and Weight tables; the

Recommended Quantity could also have been set and frozen by the user. The calculation of

order quantity for each eligible part is the “Quantity On-Hand” less “Quantity Committed”

plus the “Quantity already On-Order”, this gives a relative On-Hand or Available Quantity.

If this “On-Hand” Quantity above is less than the Recommended Quantity (after the

Recommended Quantity was adjusted per Ordering Percentages) then the Order Quantity on

the purchase order is the difference between the On-Hand and Recommended Quantity.

Adjustments to the Order Quantity are also made for order-even part numbers (where certain

parts must be ordered in pairs).

Other logic is also considered based on various settings in the Control File, Purchases Tab if

turned on. For example, if the order quantity is zero and “Include Zero Parts” on the

Transfer Options of the Multi-Shop PO options is flagged, the part will be kept on the PO.

New Parts

The calculation to see if a new part, having little or no sales history and therefore no

Recommended Quantity, should be ordered the user will have set that choice in the Control

File. If On Hand and Recommended quantities are both zero but there have been sales since

the last PO was created for this vendor, then order qty will be made equal to zero but the

*NOTE* - The purchase orders created at the office will be sent to the shops during PUT process.

The vendor used at the office must be defined at the shop, and all parts in the purchase order must

be defined at the shop in the Master table.


part will be put on PO and highlighted as a “new part” in the Review grid. This will allow

the user to choose to set and freeze a Recommended Qty in the Review, and make a decision

on what should be ordered this time.

In a Multi-Shop PO, when the creation method, Automatic from Recommended Quantity is

selected the following options are available:

In a Single-Shop PO, when the creation method, Automatic from Recommended Quantity is


Modify Ordering Percentages By Product Code This option, available for both Multi and Single Shop purchase orders, was designed to

allow the user to restrict the purchase order by manufacturer, class, account code or

popularity codes.


1. Restrict Eligible Parts to These: - The following three options will allow the user

to further select on the part numbers required for the PO. The user can order parts for

a specific manufacturer or for a specific class. Parts are still eligible only if they

belong in an Account Code that is valid for the selected Vendor.

No Restrictions – If selected, all eligible parts may be on the purchase order.

Include Only Parts for this Manufacturer – If selected the user must select

a manufacturer from the dropdown.

Include Only Parts for this Class – If selected the user must select a Class

from the dropdown.

2. Account Codes – The user has the ability to delete any Account Code or Class that

should not be included in the Purchase Order. Highlight the line on the grid to

remove and press the ‘Delete’ key. The account code ordering percentages grid can

also be used to define what account codes at what ordering percentage should be

ordered.

If any ordering percentages were changed by the user, the part must have a Local

Popularity code whose ordering percentage is > 0%; the part must not have Local

Popularity Code “Z” (meaning the part has been set to “never order”) UNLESS that

code has been assigned an ordering % greater than 0%. See Modify Ordering

Percentages By Product Code for how to change this.

Changing at the Class level populates all account codes under that class. Changing at

the ALL level populates all classes and account codes.

3. Click Done which saves the users selections.

For this Build Only. Modify Include Parts Criteria

This will pop up the same window as in Control File Maintenance, Multi-shop PO Options.

The user may change, for this Build only, which parts are to be included in the PO. This

option should already be setup in the Control File, Purchases Tab. The user has the option to

temporarily change their selection for each purchase order. Please see Multi-Shop PO

Creations on page 10.

Automatic From Products Sold

The PO is created based on sales history. The quantity to be ordered is based on each part’s

(ITEM) sales history over the date range entered by the user. The quantity to be ordered is a

replenishment of stock sold. Only those parts in Account Codes assigned to the selected

vendor will be included in the PO.

The calculation of order quantity for each eligible part is the “Quantity On-Hand” less

“Quantity Committed” plus the “Quantity already On-Order”, this gives a relative On-Hand

or Available Quantity. The quantity ordered for the purchase order is calculated as the

difference between the above On-Hand and the Total Sales Quantity, adjusted per Ordering

*NOTE* - This button is visible only when a Multi-shop PO is created.


Percentages. Adjustments to the Order Quantity are also made for order-even part numbers

(where certain parts must be ordered in pairs).

Other logic is also considered based on various settings in the Control File, Purchases Tab if

turned on. For example, if the order quantity is zero and “Include Zero Parts” on the

Transfer Options of the Multi-Shop PO options is flagged, the part will be kept on the PO.

In a Multi-Shop PO, when the creation method, Automatic from Products Sold is selected

the following options are available:

In a Single-Shop PO, when the creation method, Automatic from Products Sold is selected

the following options are available:

Modify Ordering Percentages By Product Code

The user has the ability to order eligible part numbers based on the Popularity Codes. These

Popularity Codes should have already been updated before generating the Purchase Order.


1. Popularity Code – The field displays the defined Popularity Codes.

2. Order % - The user may alter the percentages to order by Popularity Code in this

column. For example: 90% for Popularity Code “D” means order only 90% of the

recommended restocking quantity for eligible parts in Popularity code “D”.

3. Click Done to save the selections.

Product Sold Over This Date Range

This option is available for both Multi and Single Shop purchase orders. The system uses

the date range specified for the criteria to determine how much to order on the purchase

order.

Include Parts with Zero Order Quantity

This button is visible only where a single-shop PO is to be created. Multi-shop POs will use

the Include Parts criteria instead. This field is checked as the default.

Include Transfers Out Quantity In Sales History

If checked, the quantity transferred out (Transfer Out Quantity) of the shop will be added to

the quantity sold, over the selected date range, for total “Product Sold”.

Automatic from Average Products Sold

The PO is created, based on average sales history.

The quantity to be ordered is based on each part’s (ITEM) sales history over the date range

entered by the user. The quantity to be ordered is a replenishment of stock sold. Basically

this method is the same as for the “from Products Sold” method discussed earlier. The

part’s annual sales must be greater than the minimum sales quantity entered by the user.

The calculation of order quantity for each eligible part is similar to “from Products Sold”

except that the calculation of order quantity for each eligible part is the “Quantity On-Hand”

less “Quantity committed” plus Quantity already on order; this gives a relative On-Hand or

Available Quantity. The quantity ordered for the purchase order is calculated as the

difference between this On-Hand and the total sales quantity, adjusted by a factor. The

factor is the “Days to be stocked” divided by “Days of sales history to look at”.

In a Multi-Shop PO, when the creation method, Automatic from Average Products Sold is



In a Single-Shop PO, when the creation method, Automatic from Average Products Sold is


Days of Inventory Stock

This field will give enough products for the specified number of days Day of Sales History

to Average.

Days of Sales History to Average

This is how many days of history to include.

Minimum Annual Sales

This only considers parts that have sold this number of parts in a year.

Example: Days of Inventory to Stock = 7

Days of Sales History to average = 90

Part sales over 90 days = 12

The system takes 12 parts / 90 days = parts required for 1 day * 7 days to stock =

0.93333 rounds to 1 part to order.

Manual Entry

PO Manager’s Manual Entry Option allows the user to create a purchase order without the

systems recommendations. This can be used for a new product line that has no sales history

or a special order for a customer.

When creating a manual PO the system assigns a new PO # and then goes to an order screen

so the user can enter in the Part Number and Shop (if using Multi-Shop PO Manager). Once

the system finds the specified part number in that shop you can enter in the Order Quantity

and Adjust the Cost of Part.

When the Multi-Shop Manual Purchase Order screen first appears you will see the Update

Master Cost message, click OK to proceed.


1. Enter an Item in the Part Number field then click on tab. This will take you to the Shop

field where you will enter the specified Shop you are ordering the parts for. Click tab

again, which will populate the rest of the fields.

2. Click Add Line to add another Part Number.

3. To delete a line highlight a line then click on the Delete Line button.

4. Click the Details button, which will allow you to review the Purchase Order Totals

screen.


DUPLICATE PURCHASE ORDERS

The Duplicate option is only allowed for single shop PO’s and any available options (i.e.

Open, On Order, Received, Backordered or Voided).

For each selected shop flagged a new, duplicate single-shop PO will be created. The PO

Status will always be “Created”. The new PO line items will be the same parts and order

quantities as the original PO. A report will be printed that lists the original PO and each new

PO created by the ‘Duplicate’ action. If the user selects ‘Build and Post’, the user is then

taken to the PO Post/Print Options window. After entering the criteria on this screen the

user may press the ‘Post/Print’ button and each newly created PO will be posted and printed.

If the duplicate POs are set to ‘On Order’ (Posted) at the office, they will be sent to the

appropriate shops during the end of day processing and will update each shop’s Item on-

order quantities.

1. Original PO# - This is the original PO that was selected for duplication from the PO

manager list. (Shop# - PO#).

2. Vendor – The vendor information as shown on the PO Print Option window and the

date of the original PO is listed.

3. Build Method – Select Build Only, which makes duplicate single-shop PO’s each with

the status “Created”, which can be edited and posted at a later time. Select Build and

Post, which makes duplicate PO’s and immediately posts them to status “On Order” and

prints them.

4. Selected Shops – Select one or more shops that the Purchase Order will be duplicated or

copied to.

5. Print List of New PO’s – Choose whether to print to File, to Printer or to PDF View.

*NOTE* - Any part not already in the shop’s Item table will be built from the

master, and given the on-order quantity from the PO line item.


6. Duplicate the Purchase Order – This will duplicate the original PO. When Duplication

is completed the following message appears.

REVIEW PURCHASE ORDERS

To Review a PO, highlight an available “open” purchase order and press the ‘REVIEW’ button.

This action will take the user to the Edit Purchase Order screen. On this screen it will allow the

user to add, change, delete and transfer parts. The sequence of parts in the purchase order grid

will be by the Shop within Part Number (manu/part#) within Account Codes.

1. Multi-Shop PO# - This is the assigned Multi-Shop PO# that was selected for review.

2. Created – This is the date that the PO was created.

*NOTE* - The Account Code order is determined in the Assign Account Codes to Vendor screen

*NOTE* - If the PO is a single shop PO then the Transfer, Overstock and Fast/Slow movers

columns are not displayed, and none of the Transfer functionality is enabled.


3. Vendor – This is the Vendor that the purchase orders will be sent to for replenishment

when posted.

4. PO Totals – This will pop up a window with totals by shop on Multi-Shop only.

5. Part Info – This field is designed for the user to read the Sales History on a part-by-part

basis rather then scrolling through the PO Part Details grid.

6. Part Search – Enter a part in the Search box then press the Search button. This will

highlight the first row for that specific part number in the PO Part Detail grid.

7. Hide Alias – This toggles the Shop Column in the PO Parts Details grid between the

Shop’s Number or it’s Alias Name.

PO Part Details Grid If on a Multi-Store, the same part may appear more than once on the grid as long as they are

within different shops. a. Place a checkmark in the New column if the Part

In Controls > Purchasing Tab the ‘Show New Parts Zero Recom Qty’ is flagged

The ITEM > Quantity on Hand is equal to ‘0’

The ITEM > Recommended Qty is equal to ‘0’

The ITEM > Add the Current and MONTH1 history. If total is greater than ‘0’

The ITEM Last Sold date is newer than the Last PO create date, with a status

<> (‘1’ , ‘A’) for the chosen vendor on a specific shop.

b. Part Number – To search for a part number, use the ‘Search’ field. On the part line

right click the mouse to get a listing of Part Options.

Minimum Recommended Order Quantity

Update Master Buyers Guide

Assign Transfers for this Part

Clear all Transfers for this Part, all shops

Add Part for other shops

Update Master Cost

c. Description - This is the part numbers Master Buyer’s Guide Description. If the Master

Buyer’s Guide Description is blank then the system will pull from the Item Description

field.

d. POP - This is the Local Popularity Code

e. Shop - This is the Shop that the part number is being ordered for. The ‘Alias’ button

will change this between Shop # and Name that is setup on the Company File in Vast

Maintenance.

f. OH* - On-Hand Quantity plus any quantity already expected on a “created” or

“received” PO.

g. Order - This is the value that the system suggested to order based on the PO Method

used for creating the Multi-Shop PO.

h. Transfer – Shows the recommended transfer quantity. If the quantity is being

transferred into the shop, the quantity will be displayed as a positive quantity in normal

color; if the quantity is being transferred out of the shop, the quantity will be displayed

as a negative quantity. This column is for display only. The values in this field are

determined by the “assign transfers” part option function.


If the highlighted part has a recommended quantity to be transferred into it, then the

“Transfer from” value will be visible in the part info screen. If there is a transfer in from

only one shop then that shop and its Alias are shown. If there is transfer in from

multiple shops then the word “multiple” will be shown. To see the shops the user will

have to go to that part in the grid, right-mouse and choose Assign Transfers for this part

to get the popup of all transfers.

i. Ov’Stck - This field shows actual overstock, which is the amount on hand that exceeds

the recommended quantity. This overstock quantity can be refined by Fast and Slow

Mover criteria. If the quantity to be ordered is zero on a part for a shop with an

overstock, then the part is only included on the PO because of the Control File settings,

where the user requested that overstock lines be included in a multi-shop PO. This

column is for display only.

NOTE: In order for overstock quantity to be useful, it is essential that Set

Recommended Quantities be run, either manually or automatically with end-of-

month processing. j. Rcm’Qty - Recommend Order Quantity. This is the quantity generated by the system

that is used to determine how much to order. If the On-Hand and On-PO quantities are

less then the purchasing method used when creating the purchase order, the system will

order enough to meet that fill.

k. Cost - This is the cost of the part number designated in the Control File, Purchases Tab.

Depending on the control setup the user may or may not be able to update this field.

l. Extended - This is the Order Quantity multiplied by the Cost.

m. Manu - This is the manufacturer of the part number

n. Curr Mo - This is the part number’s current month sale.

o. –1 Mo - This is the part number total sales from 1 month ago.

p. –2 Mo - This is the part number total sales from 2 months ago.

q. –3 Mo - This is the part number total sales from 3 months ago.

r. Pre 3 Mo - This is the total sales from previous months 4 thru 6.

s. 1 yr Hist - This is the total sales of the last 12 months.

t. Last Sold - This field is the date the part was last sold in this shop.

Edit Purchase Order Options

a. Add Line - Choosing the ‘Add Line’ button will insert a new part line at the end of the

purchase order so a new part number can be added for a Shop to order. After the entry

of one or more new line items the PO Parts Detail Grid will be resorted to the correct

sequence, with the new line items in the appropriate order. For a Multi-shop PO the user

must enter the shop after the part number is entered.

b. Delete Line - The Delete option allows the user to remove a part number from the PO.

When this button is selected the following box appears verifying the user wants to delete

the number from the order:

The system does not allow a delete if any transfers are associated with the line being

deleted. Instead pop up a message saying:


c. Post/Print – This will post then print your PO.

d. Print Edit List - This button produces a report of the selected purchase orders.

e. Save - Transfer transactions that were entered since the last SAVE on the PO Review

screen (or since PO Review started if no SAVE done yet) are stored in a “temporary”

file and does not become permanent until the user ‘Saves’ the data on the Edit Purchase

Order screen.

f. Exit - Once changes have been saved or if no changes were made to the Multi-Shop PO,

the ‘Exit’ button will be available for the user to return back to the main PO Manager

screen.

PO TOTALS – Details Screen The Detail screen within the Multi-Shop PO Review lists by shop the total quantity ordered, cost

and weight for each shop on the PO. This is only a display screen and no fields can be changed,

just viewed.


Part Number Options On the Review screen a part may be selected, then the right mouse can be clicked to list available

part options. The selections to choose from are:

Minimum Recommended Order Quantity

The user is able to change the recommended quantity on a part. This is the Min Order Qty function

and updates the recommended quantity on the ITEM and freezes it at that quantity for a specified

number of months. This change in recommended quantity will not affect the current PO’s

overstock display, and is mentioned on the Min Order Qty screen. If selected, the popup window

for freezing this part’s recommended quantity will appear (see following page). The selected part’s

ITEM record will be updated with the freeze information. Click OK.

Update Master Buyers Guide

If selected, the popup window for changing this part’s Master Buyer’s Guide Description will

appear (see below). The Master Buyer’s Guide Description is the default description for purchase

order line items. When this screen is updated the Buyer’s Guide Description field in the matching

MASTER is changed to the new description.


Assign Transfers for this Part

Multi Shop Purchasing has the ability to recommend transfers from other shops, thus reducing the

quantity ordered from the vendor. Recommended transfers may have been assigned when the

multi-shop PO was automatically created, if the user so requested. In this review/edit window the

user can enter, change or remove recommended transfers. When the multi-shop PO is split to the

individual single-shop POs, in addition to the Purchase Order a Transfer Report will also be

printed.

This window is in three sections, all representing transfer activity for the part that was chosen in

the PO Review grid when the user selected “Assign Transfers to this part”. The top frame is for

entry of each transfer. The user may enter multiple transfers for this part (key transfer and press

Save, key next transfer and press Save, and so on) before pressing EXIT to exit this window. The

grid on the lower left summarizes the transfers made so far, for each shop. The columns for the

quantities match to those in the PO Review window. The grid on the lower right lists each

transfer entered so far. Each time the user enters a transfer and presses SAVE the two display

grids will be refreshed to reflect that newest transfer.

*NOTE: Before a transfer can be entered, the part must have a PO line item for both the ‘To shop’

and the ‘From shop’. If the shop is not on the PO for this part then the user must use the ‘Add

Line’ function on the PO Review screen. For instance, perhaps the From shop was not initially

included in the PO either because it was not one of the shops selected for the PO creation or it was

not a Best Transfer Shop of one of those shops. However, the user has another shop that has

available overstock that the user would like to transfer from. The users can ‘Add Lines’ to get this

shop in the PO – giving it order quantity of zero.

*NOTE: If the PO (single or multi-shop) is being created at the office quantity committed is not

available


Clear all Transfers for this Part, all shops

This will remove all Transfers, for a specific part, assigned to all of the shops it was being

transferred to.

Add Part for Other Shops

Choose either ‘Just Item’ or ‘Add to PO’ by placing a checkmark in the checkbox next to the

chosen shop. Click Select. In order save your selection click Save on the Edit Purchase Order

screen.

Update Master Cost

This will update the Master Cost for this specific part only.


PURCHASING MODULE AT MULTI-SHOP WITH VE WAREHOUSE If you are running a VAST Enterprise Warehouse there are additional functions found in

Purchasing. Open VAST Multi-Store with the Multi-Store login (9998). Once logged in click on

Shop Selection and select your Warehouse shop. Then in Inventory/Purchasing click on PO

Manager.

PURCHASE RETURNS


CREATE RETURN

Click Create you will see the screen shot listed below.

1. Select the Vendor Name by click on the drop down arrow.

2. Click F1 and choose the Tech ID who is performing the Purchase return.

3. Click on the Vendor Invoice ellipsis button found at the bottom left-hand corner. You

will see screen listed on the following page.

a. Enter the dollar amount for taxes, shipping and handling in the

Ship/Handling/Other field.

b. Enter the Invoice Total minus the amount entered in the

Ship/Handling/Other field.

c. Enter the Invoice No. found on the Vendors invoice.

b. If you have a Vendor PO number enter it in the Vendor PO No. field.

c. Select the Invoice Date using the drop down arrow.

d. Select the Paid By using the drop down arrow.


e. Select the Accounts Payable Terms for this Vendor.

f. Click Done.

4. Enter the Part Number then tab.

5. Highlight a Part number then click on Delete Line, which will remove the part number

from the return.

6. Click Post & Print when the return is completed. You will receive a message advising

the Return has been posted. Click OK.

7. Click Exit Without Posting if you want to post the return at another time.

REVIEW RETURN

On the Purchase Returns screen click on an Rtn PO# line item then click on Review. You will

see the screen shown here. This is the same as the Create a Return PO screen but only in view

format. You cannot make any changes on this screen.

VOID RETURN

On the Purchase Returns screen click on an Rtn PO# line item then click on Void. You will see

the message shown here.

Click YES if you want to continue. On the Purchase Returns screen you will see the Status has

changed to Voided.


PRINT RETURN

Clicking on Print will send the return directly to a printer.


PO RECEIVING

Purchase orders are received at the Shop. Click on Purchase Order Receipt you will see the

following screen.

1. Click on Select PO’s you will see the following screen.

2. Place a checkmark next to the Purchase Order in which a part or parts are being returned.

Then click Select.

*NOTE* - Purchase orders are received at the Multi-Store for VE Warehouse shops only.

Click on PO Receiving.


3. The Purchase order line items will now be displayed. Choose Received By: by clicking

the F1 button to select a Technician.

4. Part Number – Enter a part number then click F1. You will be taken to the Parts

Selection screen. Highlight a part then click Select.

5. Packing List Number – Enter the total number of parts listed in the PackL field.

6. Packing List Total – Enter the total dollars.

7. Allow Backorder Parts – A checkmark will be present if allowing Backorder parts is

selected in the Control File.

8. OrigP – This is the original Purchase order number.

9. Mfg – This is the manufacturer.

10. Part Number – The part number is listed here.

11. Description – This is the description of the part.

12. Ord – This is the total number of parts that were ordered.

13. PackL – This is the number of parts that were included in the packing list.

14. Recv – This is the number of parts that were actually received.


15. BOrd – This is the number of parts that are on backorder. If some of your order has not

been received change the number in the Recv field, which will automatically set the

number of parts in the backorder field.

16. Accept – Place a checkmark in this field in order to accept the parts.

17. Cost – This is the cost of the parts listed on the packing list.

18. UpdCst – Place a checkmark in this field if you want to update the cost in Master. This

field may already have a checkmark if you flagged Update Master Cost when the

Purchase order was created.

19. Fet Cost – If there is an FET Cost enter here.

20. Top – This will place the cursor back on the first part listed in line items if you have

scrolled to the bottom of the page.

21. Prev Page – If there are many parts listed in the purchase order this will take you to the

previous page.

22. Next Page - If there are many parts listed in the purchase order this will take you to the

next page.

23. Bottom – If there are many parts listed in the purchase order this will take you to the last

part listed at the bottom of the page.

24. Accept Page – This will place a checkmark in the Accept column for all parts listed on

the current page viewed.

25. Accept All – This will place a checkmark in the Accept column for all parts listed within

this purchase order.

26. Update All Costs – This will update the cost for all parts in the Master.

27. Vendor Invoice Totals – You will be taken to the Vendor Invoice Totals screen as

shown below. Here you will see the Vendor details.

Click on the ‘Press “…”’ ellipsis button. You will see the screen shown on the

following page.


You can enter the details found on the Vendor invoice. Click Done. You will be returned

to the Vendor Invoice Totals screen. Click Done to be taken back to the Purchase Order

Receive screen.

28. View Vend Inv Cols – You will be able to see the Vendor Invoice columns at the line

items on the Purchase order receive screen as shown below.

29. Add – You can add a part to your original purchase order. In order to add a part to the

purchase order, the part must have the same Vendor.


Enter the OrigPO# then tab to the next field. You can add multiple original PO

numbers if you have flagged in Controls > Allow Multiple PO Receipt.

Enter the part number that is being added in the Add Part Number To Order field

then Tab to the next field.

The Mfg and Description fields will automatically be populated.

Enter the quantity ordered in the Packing List Qty field.

Enter the quantity received in the Qty Recvd field.

If there is a backorder for this part, enter the number backordered in the Back Order

Qty field.

Enter a checkmark in the Accept field, which will enable the Accept button. Click

Accept.

30. Save – This will save your purchase order receipt without posting.

31. Post – This will post and save your purchase order receipt.

32. Done – This will take you back to the Purchasing Module main screen.


BACKORDER RECEIVING

If you receive only part of the original Purchase Order, you will be able to allow Backordering of

the outstanding parts that still need to be received. First, flag BACKORDERING in VAST

Maintenance > Controls > Purchases tab (as shown on pg. 7). Second, when receiving the Purchase

order place a checkmark in Allow Backorder Parts if there are parts that have not been received at

that time. When the backordered parts are received in Point of Sale access Inventory Management.

1. Click on Backorder Receipt.

2. Order - Click on the dropdown arrow to select a Backorder. Select a PO Number by

clicking on it.

*NOTE* - If you are using VE with VAST Point of Sale, at the Multi-Store you can allow

Backorders on the VE shop only. Click on Inventory/Purchasing then Backorder Receiving.


3. This will populate the grid with the parts found on the original purchase order. Enter the

quantity received in the Recv column then when you tab to the next field you will see in

the BOrd column the quantity that is on backorder for receipt at a later time. Place a

checkmark in the Accept column for the parts you are accepting. If you are accepting all

then you can click the button Accept All found below the grid.

4. Click on the Vendor Invoice ellipsis button, which will take you to the following

screen. Enter any dollar amounts that apply in the Ship/Handling/Other and Invoice

Total fields. Then enter the Invoice No., Vendor PO No., Reference No., and Paid By

in the corresponding fields. The Invoice Date field will automatically be populated with

the current date. Click on the drop down arrow in order to change the date. Click on

Done when finished with this screen.


5. The Top, Prev Page, Next Page and Bottom buttons are used to toggle the lines in the

grid.

6. The View Vend Inv Cols will display the VendQty and VendCost columns as shown

below.

7. Add - You can add a part to the Backorder. In order to add a part, the part must have the

same Vendor.

8. Save - This will save your Backorder receipt without posting.

9. Post - This will post and save your Backorder receipt. You will see the following

message. Click OK.


10. Done - This will take you back to the Purchasing Module main screen.

EDIT LIST

This button produces a report of the selected purchase orders. This option is only allowed for Open

PO’s for both a Multi-Shop and Single-Shops. The Edit List prints to either file or printer the

selected purchase orders. Depending on which Shop order the user is selecting the Edit List options

will vary.

Multi-Shop

For a Multi-Shop ‘Edit List’ the following window will display. Only one Multi-Shop can be

selected at a time when chosing the ‘Edit List’ option.

1. Select one of the following options to print the PO Edit List to a designated file, printer,

PDFView, or PDFViewSave.

2. Print Edit List - This option is defaulted to print and is the Edit List for the multi-shop

purchase order.


a. Print all parts, in Account Code Invoice Order sequence – This option allows the

print function to include all parts based upon account code within each invoice order.

b. Specify parts and sequence – This option provides a wide range of user

specifications to be selected for printing on reports. When you click on the

Specifications button you will see the following screen.

Use this Sort and Part filter as defined by the Parts Sold Report – Click on Get

SELECT Settings.

Use the Sort and Part filter selected below – This is broken down into a Sort

Sequence and a Part Filter.

1. If you choose User specified sequence click the Sort Filter button. You will see

the following screen.


Select the sort sequence to be used in the report. You have the option to make

the report as detailed as you would like by choosing a Primary, Secondary and

Tertiary sequence. When you are finished click Save.

2. If you choose User specified categories of parts click the Print Filter button.

You will see the following screen.

You have many options to choose from to produce a detailed report. For this

example click on the ellipsis button for Only parts with these Manufacturer

Codes you will see the following screen.

Choose your Manufacturer(s) then click Select, which will take you back to the

Part Selection screen. Click on Save. You will see the message that your

EditList is complete. Click OK.


3. Print Transfer Report - Since multi-shop purchase orders contain transfer information

between shops, this option gives the user a choice if they want Transfers to print also.

4. Here is an example of what the report will look like.

Single-Shop

Using the ‘Edit List’ option on single shops is more flexible. It allows the user to select one or

more purchase orders which at one time can be listed. Whenever Shop or All Shops is selected PO

Manager a message appears near the bottom of the screen stating: “You may highlight multiple

rows for Edit List or Post/Print or Reprint. Use the SHIFT or CTRL keys.”.

If multiple purchase orders were selected the following screen is displayed so the user can confirm

the selection. This reflects the button the user pressed on the PO Manager window – could have

been Edit List, Post/Print, or Reprint.

AFS Tire

Harts Automotive

1528 Walbert Ave

Allentown, PA 18104


Once the purchase orders have been confirmed or if only one single-shop purchase order was

selected the final window appears allowing the user to chose whether to print to file or printer.

1. Select one of the following options to print the PO Edit List to a designated file, printer,

PDFView, or PDFViewSave.

2. Print Edit List - This option is defaulted to print and is the Edit List for the multi-shop

purchase order.

a. Print all parts, in Account Code Invoice Order sequence – This option allows the

print function to include all parts based upon account code within each invoice order.

b. Specify parts and sequence – This option provides a wide range of user

specifications to be selected for printing on reports. When you click on the

Specifications button you will see the following screen.


Use this Sort and Part filter as defined by the Parts Sold Report – Click on Get

SELECT Settings.

Use the Sort and Part filter selected below – This is broken down into a Sort

Filter and a Part Filter.

1. If you choose User specified sequence click the Sort Filter button. You will see

the following screen.

Select the sort sequence to be used in the report. You have the option to make

the report as detailed as you would like by choosing a Primary, Secondary and

Tertiary sequence. When you are finished click Save.


2. If you choose User specified categories of parts click the Print Filter button.

You will see the following screen.

You have many options to choose from to produce a detailed report. Once you

make your selection criteria, click Save.

3. You will be taken back to the Purchase Order Edit List, click Print. Here is an example

of what the report will look like.

AFS Tire

WHITEHALL


POST/PRINT PURCHASE ORDERS

The Post/Print performs two functions. The first is to post a “Created” status purchase order, multi-

shop or single-shop, to an “On Order” PO. An “On Order” purchase order is then allowed to be

printed/sent to the vendor for replenishment. For purchase orders that already have the status of

“On Order” (this is only for single-shop purchase orders) the system changes this option to just

“Reprint” so that an order can be resent if necessary.

On the PO Manager window select either a multi-shop or single-shop PO, with a status of

“Created”, press “Post/Print” button.

Multi-Store:

Single Shop:

*NOTE* - This function can also be found when creating a new purchase order or when it is

being ‘Reviewed’. Refer to the section on the “Review” option for more information.


1. POST each single shop PO - If checked, all newly created single-shop purchase orders

(created by the split of the multi-shop PO) will be posted immediately after they are

created. A report will be written listing the new PO’s. When all single shop PO’s have

been successfully created and POSTED, the multi-shop PO will be deleted.

2. Print each single-shop PO - If checked, all newly created single-shop purchase orders

(created by the split of the multi-shop PO) will be printed. *Note: This checkbox will be

enabled/checked only if POST is checked for Multi-Shop POs.

3. Create Vendor Electronic PO for each single-shop PO - If checked, all newly created

single-shop purchase orders (created by the split of the multi-shop PO) will have an

electronic text file created. *Note: This checkbox will be enabled/checked only if POST

is checked for Multi-Shop POs.

4. Mark for Resend to Shop - This checkbox is enabled only at the office, and only for

single-shop POs that have already been posted (has a status = “On Order”). This allows

the user at the office to mark an “On Order” single-shop PO for resend to the shop with

the end of day process.

5. Requested Carrier - This field allows the user to specify how they want this order

delivered to the Shop.

6. Comments - This field allows the user to make additional comments regarding the

shipment.

7. Post/Print - This option is the command that tells the system to either Post/Print or

Reprint the purchase orders based on the above criteria. Once posted has been

completed, a message is displayed similar to below:

*NOTE* - The user should request this only if they are sure that the PO did not make it to

the shop the first time.

*NOTE* - For Multi-Shop POs these comments will be added to all single-shop POs created.


TRANSMIT PURCHASE ORDERS

The ‘Transmit’ button on the PO Manager screen allows the user to re-send a purchase order if the

Vendor is setup to accept these types of orders.

1. SELECTED PO’s for transmission - The user must select a purchase order(s) from the

Available Electronic POs field by using the mouse to drag the PO over.

2. AVAILABLE Electronic PO’s - This field lists the available Electronic POs to choose

from for transmission.

3. Open highlighted Electronic PO for View - This button opens a text file of the select

purchase order. When the user is done viewing this text file PO, simple close the file.

4. on Exit: Delete SELECTED PO text files – Place a checkmark if you want to delete

the PO’s listed in the “SELECTED PO’s for transmission” field on Exit.

5. on Exit: Delete AVAILABLE PO text files - Place a checkmark if you want to delete

the PO’s listed in the “AVAILABLE Electronic PO’s” field on Exit.

6. Clear Transmission Log – When selected this will remove any text files found in the

<drive ltr>:\DBVast\xsendpo folder.

7. TRANSMIT – This will send the PO electronically via e-mail.

8. View Transmission Log – This will open the log of all transmission that has been sent.

If there is a problem with the transmission click on this button.

9. Exit - This button will return the user back to the PO Manager screen.

Documents

VAST HOW TO: SETUP AND USE PURCHASING€¦ · Multi-Shop Purchasing also has the ability to automatically determine, and post into the line items of the newly created multi-shop PO,