The Purchase Order Set Up section is used to set up Purchase Order Comments, Transfer Vendors Assignments, and the rounding of Standard Packs.

1. The Purchase Order Comment will be printed on all Purchase Orders for the Location chosen. There are two lines available for the comment.

2. The Transferring Location is known as the Transfer Vendor. When a Purchase Order (PO) is released, the Quantity on Hand (QOH) of the transferring Location is downcounted. When the PO is received, the QOH of the receiving Location is updated. The receiving Location must "Receive" the PO in order to update the inventory. The price listed on the transfer PO is the Warehouse Cost. This is where you set up your Location as a Transfer Vendor.

NOTE: The Transfer Vendor must already exist in "Vendor Entry" (3.5.1.1) as a Vendor.

3. You may Suppress the Cost from printing on Transfer Purchase Orders.

4. The Percent of Standard Pack sets how the system will automatically round when purchasing through "Generate Automatic PO for Vendor" (3.2.1). This will affect both the "Generate Automatic PO for Vendor" (3.2.1) and "Below Order Point Report" (3.1). If the Percent Standard Pack is set to 0.00, the system will always round up. If set to 50.00, the system will do average rounding and if set to 100.00 the system will never round up. The percentage must be greater than or equal to zero.

5. If the Auto Round During PO is turned on, the system will automatically round up to the Standard Pack based on "Percent Standard Pack" during manual entry of a Purchase Order in "Purchase Order Entry and Print" (3.2.2).

6. You can have the system reset the Order Level and Stock Level to a blank if the Quantity Sold is equal to zero (0) during “Update Stock Level based on Sales History” (3.4.1.2). If the Order Level and Stock Level are zero the part will never get ordered automatically in "Generate Automatic PO for Vendor" (3.2.1).

7. You can add a Rounding Value to the Quantity Available in the "Generate Automatic Purchase Order for Vendor" (3.2.1) program. This value is used for case lot part numbers only. The entries are: 0.99 will always round up; 0.50 will average round; and 0.00 will round down.

The Quantity Available = Quantity On Hand + Quantity On Order – Quantity Back Ordered.

When adding sub-units, when the Case Lot is Yes, the value may become a fraction. The Rounding Value takes the sum of the Qty Available and the Rounding Value. Anything to the right of the decimal is then ignored.

In the following examples of how to use the Rounding Values, use these figures: OL = 0, SL = 1 on the master pack, and the Quantity Available = 0.3.

If the Round Value is 0.00 in the above example, then the Quantity Available would be (0.3 + 0) = 0.3 = 0 (ignoring anything to the right of the decimal). The part would be ordered.

If the Round Value is 0.99 in the above example, then the Quantity Available would be (0.3 + 0.9) = 1.2 = 1 (ignoring anything to the right of the decimal). The part would not be ordered because it is not at OL = 0.

If the Average Rounding is 0.50 in the above example, then the Quantity Available would be (0.3 + 0.5) = 0.8 = 0 (ignoring anything to the right of the decimal). The part would be ordered.

If the Quantity Available is 0.5 or above, it will be 1. If the Quantity Available is 0.4 or below, it will equal 0.

For Case Lot parts, the variable entered in this field will affect at what level of an open pack the  “Generate Automatic Purchase Order for Vendor” (3.2.1) will reorder the item. The lower the value, the higher the likelihood of the part being ordered. For example: 0.05 will round up a half pack by another half, while 0.00 will round down any broken case QOH that exists for ordering purchase.

8. You may have the system Summarize the Case Lot in the Long Purchase Order print. This will have the Quantity on Hand, Quantity on Order and all Sales and Lost Sales totals be summarized in all the Units of Measure if the Master Pack is ordered.

9. Multi-locations may set up a Warehouse Location for each of the Locations. This will enable the display of Warehouse Quantity on Hand in the bottom highlight bar of the "Purchase Order Entry & Print" (3.2.2), when entering part numbers. The Warehouse information will be displayed at the Units of Measure prompt. Different Locations may be assigned different Warehouses.

10. You may suppress the printing of Total Cost on a Pick Type Purchase Order.

11. Ignoring the Case Lot Flag on Transfer Purchase Orders allows sub-units in Case Lot parts to be ordered automatically in “Generate Automatic Purchase Order for Vendor” (3.2.1). This is very useful when you have locations that only stock and sell sub-units.

12. Ignoring the Standard Pack will cause the system to treat the Standard Pack as one (1) no matter what it is.

13. Using the Current Source on Purchase Order Transfers allows the “Generate Automatic Purchase Order for Vendor” (3.2.1) program to use the Current Source when creating a Purchase Order Transfer. If you answer “Yes” to this field, and the Transfer Vendor is setup as the Current Source the Purchase Order Transfer will only order those items. This is useful for multi-store systems where the branch store orders only certain items from the main warehouse and orders elsewhere for everything else.

14. The Purchase Order Print Program Name allows custom programming of the Purchase Order programs similar to Invoices, Statements, and Check printing. The standard Purchase Order print program is PO.PRINT.

NOTE: The print program PO.PRINT.2 prints the location information above the normal heading, even if drop ship information is entered. This program should be used if you are using the “Drop Ship” option  in “Purchase Order Entry and Print” (3.2.2).

15. You may automatically check the Quantity on Hand (QOH) of the Transferring Location on Transfer Purchase Orders. If <Y>es, the QOH of the shipping location will be checked. If the QOH is less than the Quantity to Order (QTO), then the QTO will be reduced to the QOH of the shipping location. If the QTO is reduced to zero, the Part Number Unit of Measure is skipped.

You may check the QOH against the Order Level or the Stock Level. Enter an <O> to check the QOH to the Order Level. Enter an <S> to check the QOH to the Stock Level. This feature is very useful if you only want to transfer if the QOH is greater than the Order Level or the Stock Level. It can also be used to balance inventories.

16. You may Disallow Not on File Part Numbers during "Purchase Order Entry and Print" (3.2.2). If disallowed, you may not enter a Part Number that is not setup in “Inventory Entry” in INVENTORY (5.1.1).

17. The By Location PO Lookup allows you to only display Purchase Orders with the same location as your port location, when viewing Purchase Orders in "Purchase Order Entry and Print" (3.2.2).

18. You may allow zero quantity ordered on parts on Transfer Purchase Orders. This is very useful if you want to show that a part number was ordered but not available.

19. The Allow Disabled Quantity Back Order field allows parts with Order Level and Stock Level = 00 or blank, to be ordered if the Part is Back Ordered through “POS Order Entry" in POINT OF SALE (1.1). This is useful if you want to use the POS Back Order system and still special order parts with OL and SL equal to zero/zero or blank. This option will be used with "Generate Automatic Purchase Order for Vendor" (3.2.1).

20. The Hazardous Material Shipping Document may be activated to print on Transfer Purchase Orders. The Emergency Contact setup in “POS Defaults & Comments” in SYSTEM MANAGEMENT (10.2.6.2 field 26 page 2) will be used if this field is blank. Only set this field up if you want a different Emergency Contact to print on the Transfer PO than Invoices or you only want Transfer PO’s to print the Hazardous Material Shipping Document.

21. You may print the Hazardous Material Shipping Document on Short Type Transfer Purchase Orders. If this field is left blank, the document will only print on Pick Type Transfer PO’s.

22. You may also choose to print the Hazardous Material Shipping Document on a separate page after the Transfer Purchase Order prints.

23. There is an option to print a second copy of a Transfer Purchase Order automatically. This is useful if you want an audit copy of the Transfer Purchase Order printed on a second printer in addition to the regular printer setup in “Port Entry” in POINT OF SALE (1.10).

24. Prefix PO#s with Location will allow you to prefix a Location and Hyphen to the PO Number for the following programs:

Generate Automatic Purchase Order for Vendor (3.2.1)

Purchase Order Entry and Print (3.2.2)

Activate Recurring Automatic Purchase Orders (3.2.4.3)

 

Example: 1-[PO#].

25. You may Allow Price Codes to be used to recalculate Cost on a  Purchase Order.

26. Allow Line Item Discount allows you to enter a discount from .01 to 100 percent for any Part Number and reduce the Unit Cost.

27. When enabled, this option will save the Vendor’s Normal Terms on a PO when it is created. This will prevent the Terms from being changed when the PO is received in “Receive Merchandise” in RECEIVING 4.1.1, if the Vendor’s Normal Terms have changed since the PO was created. If the feature is not enabled, the Payment Terms are not stored in the PO when the purchase order is saved or released unless they were changed to something other than the Vendor’s Normal Payment Terms in “Vendor Entry” in PURCHASING (3.5.1.1). At the time of receiving the PO, the Vendor’s Normal Payment Terms will be retrieved if no terms were present in the PO.

28. You may Add Value for Stock Level during the calculation of Order Levels and Stock Levels based on Sales History. Leave Blank to default to an Add Value of 1. Set to 0 to help reduce the ordering of minimal sale items.

    

This setup gives you more control in that calculation. If desired, you can set this to more than one, causing stock levels to increase across the board during calculation. However, this is most useful for limiting orders of minimal sale items by setting this field to 0. For example, items that were calculating to OL = 1 and SL = 2 prior to the change would calculate to OL = 1 and SL = 1. In most cases, these are items that users only wish to carry one (and only one) in stock.

29. You may Round Parts to Std Pack by entering the following: Enter <Y> to Round Parts down to the Standard Pack if the QTO is below the Percent Standard Pack. Enter <P> to Round Parts down and create a second PO with the rounded off quantity for the parts that were rounded down. Enter <N> to only round up based on Pct Std Pack.

The prompt "Round Parts to Std Pack" in the Generate PO program will default to the choice found in the "Purchase Order Setup".

30. Print Extended Part Desc - Enter <Y> to Print the Full Part Description on the Purchase Order. The

Description will Wrap to a Second Detail Line if necessary.

31. Prevent Unrelease if Recvd - Enter <Y> to Prevent a PO from being Unreleased if the PO is currently being received or has been partially received and is now on back order.

This will prevent a PO from being <U>nreleased in PO Entry (3.2.2) if the PO is in the process of being received, or it has been partially received and is now on back order.

This will be useful if the user wants to make sure a PO does not get modified once a PO is in process.

Note: A back ordered PO can still be <C>ancelled in PO Entry.