Solar Eclipse Standard Operating Procedures Purchasing

Transcription

1 Solar Eclipse Standard Operating Procedures Purchasing

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3 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: PO Expediting TOPIC: Suggested Maintenance Settings 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.

4 SUGGESTED PO QUEUE SURPLUS NOTE: When viewing a suggested PO report for a buy line, Eclipse will advise if another branch has surplus. If there is surplus, exit the report and select File, Transfer Queue. Once you have created the transfer for the item(s), select Edit, Recalculate to re-suggest the PO. Run Suggested PO Report for all buy lines on a regular basis (typically nightly) Use the phantom scheduler to automate the report Select Purchase, Queues, Suggested PO. Enter your Branch, Buyer ID and review type EMERGENCY Emergency shows negative PIL (committed sales order or negative on-hand) If a surplus exists, see the surplus note. Things to consider: 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? 4) Should the salesperson Procure the item and pay the freight? Right click on Buyline and select View Report. Purchase appropriate lines. Review type NORMAL and sort by ascending carrying cost. Analyze based on carrying cost to determine whether to buy or wait. To create PO, highlight buyline, select Edit, Convert to Actual POs Note: to sort click on the column header and look at the arrow. If it points down, you are in descending order. Convert suggested PO with no carrying costs to PO If a surplus exists, see the Surplus Note. This allows you to select lines that contain fastmoving items below order point. These lines are not emergencies, but will be if not bought soon. Review 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 needed lines and then exit the queue

5 PROCUREMENT CONFIRMATION QUEUE Select Purchase, Queues, 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 appropriate vendor in Procure From Column In the body of the sales order, select Line Item, Scheduler screen for the item. Click in the Qty Type field and change the P to S. Procure or combine with line buy? Line Buy Right click on item, select Edit Order to un-procure item The next time the Suggested PO is run (or recalculated), this item will be included on the Suggested PO queue. Procure Select Line Items, Create P/O or Line Items, Add to P/O Note: Large volume vendors -- hold off creating PO until a specific time to group as many items as possible on a single PO. Eclipse will prompt to combine all items for the same vendor onto one PO. Pay attention to Ship Via, however. Purchase Order Entry Body displays. Verify PO cost. Click on the Header tab of PO and edit Freight Terms field if required Click on the Status tab and forward the PO to the vendor (i.e. fax, EDI)

6 PO EXPEDITING UPDATE EXPECTED RECEIVE DATE ON PO: Page 1 of 2 Receive shipping acknowledgement from vendor Select, Purchase, Queues, P/O Expedite Enter vendor or click on the Multi tree button to select multiple vendors Locate PO, then select Inquiries, Edit Order. Click on the Status tab. Change the status from Open to V for Vendor Shipment Notification and enter the correct receive date. Save changes and return to the P/O Expedite Queue Click on the Detail Scheduling tab to separate items if different receive dates are assigned. With cursor on PO, Select File, Log Call Enter the next call date and any comments. Press F12 to return to Queue 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 Expected Date: Leave Blank Directs: Include Only Items with Customers Waiting: No Sales Orders Expected Within: 0 Writer: Enter the appropriate User ID or leave blank for all writers Vendor: blank to include all vendors. This selects open purchase orders that have not been printed, faxed, ed or sent via EDI. Unprinted Items Daily, check the type of Unprinted Items Has PO infor been sent to vendor? No Drill into the PO, click the Status tab to relay PO to vendor (fax, , EDI) This is required in situations where the PO was called in to the vendor, and no other communication is necessary. Yes Check PO box, then select File, Print to take order off queue Continued on Page 2

7 Enter Branch Type: New Items Expected Date: 7 days from today Directs: Exclude directs if expedited by another department. Only Items with Customers Waiting: No Sales Orders Expected Within: 0 Writer: Enter the appropriate User ID or leave blank for all writers Vendor: Blank to include all vendors. PO EXPEDITING Continued from Page 1 New Items Daily, check the type of New Items Sort by Vendor by Receive Date Page 2 of 2 Note: Click on the Column header to sort. If the arrow points down, you are sorting in descending order. 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. Call, fax, or vendor expedite request? Fax / Call See page 1 for updating expected receive date on PO Select the box in the S column to select the POs you want to send to the vendor for a shipping status update Access the Range hotkey to select a range of POs Select File, Job Queue Enter the date you want to follow-up with the vendor at the "Enter Next Call Date" prompt and click OK The Call Tracker Entry screen displays Fax or the expedite request? Select File, . Enter in the address in the Enter Address field. F a x Select File, Fax Click OK at the Show Append prompt Enter the fax number and appropriat e person/ departmen t in the "To" field Select File, Send Fax Enter Select Tracker in the Select Options field Enter Branch Type: Expedited Expected Date: 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 Expected Date entered is only looking at the receive date on the PO. In the future, it should respect the Next Call date.) Enter All in the Append Types field Click Ok. will appear. Select File, Send. Select File, Close Tracker 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

8 TRANSFERS Creating Procurement Transfers created from the Transfer Confirmation Queue Replenishment Transfers created from Suggested Auto Transfer Schedule the phantom in the Auto Create Procurement Transfer menu based on the transfer cycle Schedule the phantom to auto create based on the transfer cycle and then select File, Create Transfer Transfers print via Print Batch Transfer phantom