Eclipse Standard Operating Procedures - Release 8 Purchasing

Transcription

1 Eclipse Standard Operating Procedures - Release 8 Purchasing These documented procedures were designed based settings described in the Suggested Maintenance section. Revised 4/14/03 Intuit Eclipse TM, among others, are registered trademarks and/or registered service marks of Intuit Inc. in the United States and other countries. Other parties' trademarks or service marks are the property of their respective owners and should be treated as such.

2 Suggested Maintenance Settings

3 ECLIPSE STANDARD OPERATING PROCEDURES CATEGORY: PO Expediting TOPIC: Suggested Maintenance Settings REVISION: 3/25/03 SUGGESTED MAINTENANCE SETTING: Set BO Days on Vendor file to 7 (Backorders appear on the Expediting queue instead of having to look at the Backorder Queue.) Control file "Job Queue Default Comment for P/O Expedite Queue" = Please advise on when this purchase order will be shipped. PO Expediting Suggested Maintenance.doc

4 Purchasing

5 SUGGESTED PO QUEUE Run Suggested PO for all buylines on a regular basis (typically nightly) Use the phantom scheduler to automate the report SURPLUS NOTE: When viewing the suggested PO for the line, if there is a note about surplus at a different branch, select the XferQ hotkey. Then re-suggest the PO. Select type EMERGENCY on the suggested PO queue Emergency shows negative PIL (committed sales order or negative on-hand) If a surplus exists, see the surplus note. QUESTIONS TO ASK YOURSELF: 1) Are you willing and able to incur the carrying cost? 2) If you do the short buy, are you willing and able to incur the freight? 3) Should you wait? Take action to purchase appropriate lines and then exit the queue Select type NORMAL and sort by ascending carrying cost Analyze based on carrying cost to determine whether to buy or wait If a surplus exists, see the surplus note. Convert suggested PO with no carrying costs to PO This allows you to select lines that contain fast-moving items below order point. These lines are not emergencies, but will be if not bought soon. Select type SELECT and enter hits for top items (i.e. 200, 150, etc until all items are reviewed) View suggested PO with carrying cost to determine whether or not you need to act immediately. If a surplus exists, see the surplus note. Take action to purchase appropriate lines and then exit the queue 12/23/02

6 PROCUREMENT CONFIRMATION QUEUE Access procurement confirmation queue Specify branch, select items ALL and Buyer ID Do this for all items that need to be procured Items will sort by vendor entered in the Procure From column. Enter vendor in Procure From Column In the body of the sales order, access the Scheduler screen for the item. Tab over to the Qty Type field and change the P to S. Procure or combine with line buy? Line Buy Edit sales order to unprocure item The next time the Suggested PO is run, this item will be included on the Suggested PO queue. Procure NOTE: Large volume vendors -- hold for creation until a specific time to group as many items as possible. Access Create PO or Add to PO hotkey Verify PO price Go to header of PO and edit Freight Allowed field if required Press Esc to the status screen and forward the PO to the vendor via the appropriate means (i.e. fax, EDI) 12/23/02

7 PO EXPEDITING Page 1 of 2 UPDATE EXPECTED RECEIVE DATE ON PO: Receive shipping acknowledgement from vendor Pull up PO in PO Expedite Queue Select by vendor or use the Multi Vendor hotkey to select multiple vendors Access the PO in edit mode and change the status from Open to V for Vendor Shipment Notification and enter the correct receive date Use detail scheduling to separate items if different ship dates are assigned. Select the Log Call hotkey from the PO Expedite Queue Enter the appropriate next call date Enter a next call date after the expected receive date if you want to contact the vendor if the shipment is overdue. Enter a next call date prior to the expected receive date if you want to follow up with the vendor prior to receipt. Enter Branch Type: Unprinted Items Exp Dt: Leave Blank Directs: Include Only Items with Customers Waiting: No Sales Orders Expected Within: 0 Writer: the appropriate User ID or leave blank for all writers Vendor: blank to include all vendors. Unprinted Items Daily, check the type of Unprinted Items This selects open purchase orders that have not been printed, faxed, ed or sent via EDI. Has PO already been communicated with vendor? No Communicate PO with vendor via appropriate means (fax, , EDI) Yes This is required in situations where the PO was called in to the vendor, and no other communication is necessary. Print PO to take order off queue Continued on Page 2 3/25/03

8 PO EXPEDITING Page 2 of 2 Enter Branch Type: New Items Exp Dt: 7 days from today Directs: Exclude directs if expedited by another department. Only Items with Customers Waiting: No Sales Orders Expected Within: 0 Writer: the appropriate User ID or leave blank for all writers Vendor: blank to include all vendors. This selects open purchase orders with an expected receive date of 1 week out or earlier, that do not have a call logged. The Cmts column indicates how many sales commitments exist for the items on the PO. Continued from Page 1 New Items Daily, check the type of New Items Sort by Vendor by Receive Date Call, fax or vendor expedite request? Fax / Select POs you want to fax or the vendor for a shipping status update by entering a * in the S column Call See page 1 for updating expected receive date on PO Access the Range hotkey to select a range of POs Access the Job Queue hotkey Enter the date you want to follow-up with the vendor at the "Enter Next Call Date" prompt and press Enter From the body of the job queue, access the Print hotkey Do you want to fax or the expedite request? Answer at the Print/Fax/ prompt and enter in the address F a x Answer Fax at the Print/Fax/ prompt Press Enter at the Show appends prompt Enter the fax number and appropriate person/ department in the "To" field Press Escape to send the fax Select "Send Tracker" at the Options prompt Enter Branch Type: Expedited Exp Dt: today's date Directs: Exclude directs if expedited by another department. Only Items with Customers Waiting: No Sales Orders Expected Within: 0 Writer: the appropriate User ID or leave blank for all writers Vendor: blank to include all vendors. This selects open purchase orders with an expected receive date of today or earlier that already have at least one call logged. (Skip over the POs where the next call date is in the future. Currently, when selecting "Expedited", the Exp Dt entered is only looking at the receive date on the PO. In the future, it should respect the Next Call date.) Select All at the Append Types prompt Press Escape to send the Access the Close hotkey and select Both at the close type prompt. Enter "Faxed" or " ed Request" in the closing message box. See page 1 for updating expected receive date on PO Expedited Daily, check the type of Expedited 3/25/03

9 TRANSFERS - Rel 8 Creating Schedule the phantom in the Auto Create Procurement Transfer menu based on the transfer cycle Procurement Transfers created from the Transfer Confirmation Queue Schedule the phantom to auto create based on the transfer cycle and then select the Create Transfer hotkey Replenishment Transfers created from Suggested Auto Transfer Transfer prints via phantom 3/27/03