Purchasing and Receiving

Transcription

1 Eagle SSE Purchasing and Receiving Quick Reference Guide

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Learning Products and Education Activant Solutions Inc Southfront Road Livermore, CA Publication No. EL2117 Publication Date: June 2007

3 Table o f Contents 1 Purchasing and Receiving Introduction...1 Introduction... 1 Purchase Order Process... 2 Purchasing & Receiving (MPO) Window... 2 Header Screen... 3 Posting Screen... 4 Application Configuration... 4 About Security... 5 More Information?... 5 Print or View Onscreen... 6 Feedback... 6 Document Conventions Replenishment Purchase Order...7 Purchasing Fields in Inventory Maintenance... 7 Run the Replenishment Ordering Report (ROR)... 8 Run the AUDITO Utility Automate the Process Manual Purchase Order...13 Overview Create the Purchase Order Header RF Purchase Order...15 Overview Enter Items in the RF Device Transfer Order Data to Inventory File Create the PO Review and Modify the PO Maintain Purchase Orders...19 Overview iii

4 Maintain a Purchase Order Display the Order Add an Item to the Order Delete an Item from the Order Change an Item on the Order Print a Purchase Order Purchase Order Format Report Purchasing Master File Print Delete a Purchase Order Transmit Purchase Orders...26 Overview Transmit a Purchase Order Check Transmit Status Electronic Receipt Posting...30 Overview Receive Electronic Invoices Receive Purchase Orders...32 Overview Display the Purchase Order Decide On the Receive Method Exact Match Finalize Some Differences All Many Differences Only Review the Purchase Order Finalize the Purchase Order Viewer Generated Purchase Order...37 Overview Create the Purchase Order Header Load Saved View and Add Items Notes iv

5 1 PURCHASING AND RECEIVING INTRODUCTION This chapter introduces the purchasing and receiving process for the Eagle SSE system. Also included is the procedure to find additional help about purchasing and receiving using the online help topics. The following topics are included in this chapter: Introduction Purchase Order Process Purchasing & Receiving (MPO) window Application Configuration About Security More Information? Print or View Onscreen Feedback Document Conventions Introduction This chapter introduces the purchasing and receiving process for the Eagle SSE system. The process consists of creating an order, transmitting the order to the vendor, and receiving the order. In this chapter you ll find references to configuration and security for the purchasing and receiving application and where to find detailed information about those subjects. This chapter also includes pictures of the Purchasing & Receiving window (MPO) that you can review. The four sections of the posting screen are outlined and defined. Finally, this chapter includes some reference information how to use the online help topics to find more information, tips for using this guide when viewing it online, an explanation of the conventions used in this guide, and how to provide feedback (comments, suggestions) about this guide. 1

6 Purchase Order Process The following table illustrates the functions and reports that correspond to the purchase order process, from the time you create an order until you receive the order. The table also includes the chapters in this Quick Reference guide where you can find the procedure steps for each phase of the process. Purchase Order Functions and Reports Quick Reference guide Create the order Maintain the order Replenishment Ordering Report (ROR) Suggested Order Report (RSO) Purchasing & Receiving (MPO) window Purchasing & Receiving (MPO) window Purchase Order Format Report (RPO) Purchasing Master File Print (RPP) report Chapter 2, Chapter 3, Chapter 4, or Chapter 9 Chapter 5 Transmit the order Electronic Purchase Orders (EPO) window Chapter 6 Receive the order Purchasing & Receiving (MPO) window Receiving Report (RRP) Chapter 7 and Chapter 8 Purchasing & Receiving (MPO) Window When creating and maintaining orders, much of your work is done in the Purchasing & Receiving (MPO) window. This window consists of two main screens, the Header screen and the Posting screen. For a definition of each field in the MPO window, refer to the online help topics. On the Contents tab, click to open the following books: Purchasing and Receiving > Reference > Purchasing and Receiving Field Help topic. 2

7 Header Screen The following is an example of the Purchasing & Receiving (MPO) Header screen. The Header screen contains the reference information for this purchase order, including the name and address of the vendor, date information, terms, and a total summary. Also a Yes/No to indicate if the order includes special instructions and if the order has been transmitted to the vendor. 3

8 Posting Screen The following is an example of the Purchasing & Receiving (MPO) Posting screen. The Posting screen consists of four areas: Heading area This area includes a summary of the information found on the Header screen. Grid area This area is a listing of all the items on the order, in grid format. Like other grids, you can customize the columns of information that display in this area. Work area This area is used when adding new items to the order or modifying items that already exist on the order. You can adjust this area to vary the amount of information that displays. To do this, click the Flip button [KPad+] on the toolbar. Inventory area This area includes some basic item information from Inventory Maintenance (IMU). Application Configuration As part of the install process for your system, you and Activant set the various configuration options for purchasing and receiving. Many of these options (also called constants) are set during the install phase and never changed. Examples of purchasing options include the decision to assign purchase order numbers automatically and the next number to assign. Application configuration is not covered in this guide. Information is available in the online help topics. On the Contents tab, click to open the following books: Purchasing and Receiving > Setting Up Purchasing. 4

9 About Security Access to the various functions and reports of the Eagle SSE system, including all purchasing procedures, can be controlled by security. Security is set up for each user of the Eagle SSE system to allow or prevent specific purchasing procedures. For example, you may be able to display a purchase order, but you can t view or change the cost or retail price. Setting up security is not covered in this guide. Information about security is available in the online help topics. On the Contents tab, click to open the following books: System Management > Security. More Information? This is a quick reference guide and so it does not include all the information that is available about purchasing and receiving. Additional information about the functions and reports discussed in this guide, along with other functions and reports not described in this guide, can be found in the online help topics. Complete the following to access the online help topics. 1. From any Eagle SSE application window, click the Help [F1] button on the toolbar. Or, from the menu bar, click Help and then select Help topics. 2. From the Help Topics window, click the Contents tab. 3. Double-click to open the Purchasing and Receiving book. Double-click to open any of the other books related to purchasing and receiving. Click to display a topic within a book. On the left are Purchasing and Receiving books and topic titles. On the right, a Purchasing topic displays. 5

10 Print or View Onscreen If you have a file copy (PDF version) of the guide, you have the following options: You can print the guide. This allows you to make as many copies as you want to distribute to your staff. Printed versions of the guide allow you to jot reminders in the margins and to use the Notes section at the end to further customize the guide to your needs. You can view the guide onscreen. Save a copy of the file on your PC and then open it anytime you want to use the guide. When viewing onscreen, hyperlinks are available to take you directly to a specific chapter or section of the guide. Each entry in the Table of Contents is a hyperlink, just click an entry to take you to that page. Hyperlinks are also available at the beginning of each chapter, a bullet list of procedures that are available in that chapter. Click an entry in the list to take you to that section of the chapter. Feedback Please your comments or suggestions for this Purchasing and Receiving Quick Reference guide to eaglehelp@activant.com. Document Conventions The following table illustrates the document conventions used in this guide. Convention Description Examples [F9] <Enter> (MPO) Enter View PO MPO (Optional) Square brackets are used to present an alternative to using the mouse. Instead of clicking with the mouse, you can press the keyboard equivalent shown inside the brackets. Angled brackets are used to indicate the key to press on the keyboard. Angled brackets are only used in procedure steps that are completed from the Network Access window. Parentheses are used to enclose application acronyms. The function or report name is spelled out, followed by its acronym equivalent. Acronyms are often three letters. Use acronyms as an alternative to using the mouse to click through the selections in the Browser window. Type the acronym letters in the Launch bar to go directly to that application. Words presented in bold text indicate a key to press, a selection on the screen to click with the mouse, or letters to type in a field or the Launch bar. This indicates a procedure step that you are not required to complete. Click View PO [F9] to display the Purchase Order viewer. At Function, type AUDITO and press <Enter>. You can delete a purchase order so that it no longer displays in the Purchasing & Receiving window (MPO). Press Enter to add the item to the purchase order. Click View PO [F9] to display the Purchase Order viewer. From the Browser, in the Launch bar, type MPO. (Optional) Click Code Selection. 6

11 2 REPLENISHMENT PURCHASE ORDER The procedures in this chapter describe how to generate a replenishment purchase order. Create a replenishment order using the Replenishment Ordering Report (ROR). The ROR calculates order quantity using the To Date field for each item on the order. The To Date field is found in Inventory Maintenance (IMU), the History tab. The To Date field is cleared (reset to zero/blank) each time the item is included on an ROR. The following procedures are found in this chapter: Purchasing Fields in Inventory Maintenance Run the Replenishment Ordering Report (ROR) Run the AUDITO Utility Automate the Process Purchasing Fields in Inventory Maintenance Various fields in Inventory Maintenance (IMU) are reviewed by the system when creating an order by running the Replenishment Ordering Report (ROR). This section discusses the following key fields: To Date Count Promo Sales Order Multiple Standard Pack When you run a Replenishment Ordering Report (ROR), the system uses the To Date field in Inventory Maintenance (IMU), the History tab. The To Date field is updated each time you sell the item at POS. The field may also be updated when an item is returned, depending on the Reason Code used at POS. When you run the ROR report, for items included in the From/To range on the report, the system clears the To Date field and resets it to blank (zero). Then transactions at POS once again start to update the field, until you run another ROR report. 7

12 Other information about how this field is updated: If the Count Promo Sales field (found in Inventory Maintenance, the Codes tab), is set to C or N, the system does not update the To Date field when the item is sold on promotion. The system keeps track of fractional quantities sold when updating this field. However, the fractional quantities do not display. For example, if the actual quantity sold to date at POS is 10.9, then 10 displays in this field. When you sell an additional quantity of.1 at POS of this item, the field is updated and now displays 11. The Order Multiple field and the Standard Pack field are also considered when running the ROR report. If you set the Order Package field on the ROR report to O, it uses the Order Multiple field to determine the quantity to order. Order quantities are rounded up to the nearest order multiple. For example, an item has an Order Multiple of 3 and the To Date quantity is 7. When placed on an ROR report the order quantity would be 9. The 7 is rounded up to 9, the next highest order multiple of 3 (3, 6, 9, etc.). If you set the Order Package field on the ROR report to S, it uses the Standard Pack field to determine the quantity to order. Order quantities are rounded up to the nearest standard pack. For example, an item has a Standard Pack of 12 and the To Date quantity is 5. When placed on an ROR report the order quantity would be 12. The 5 is rounded up to 12, the next highest standard pack of 12 (12, 24, 36, etc.). Run the Replenishment Ordering Report (ROR) Complete the following steps to run the Replenishment Ordering Report (ROR). 1. Display the Replenishment Ordering Report window. Use either of the following methods to do this: From the Browser, in the Launch bar, type ROR and press Enter. From the Browser, click Analysis and Reports > Purchasing and Receiving Reports > Replenishment Ordering Report. 2. On the Print Setup page, review the default entries in the fields and make changes if needed. Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. 8

13 3. Click Options. On this page, fill in the following fields: Vendor Type From the drop-down list, select the vendor type; Primary, Manufacturer, or Secondary. Vendor Code Type the vendor code or select the vendor from the drop-down list. Order Package Select the order package type from the drop-down list. Usually, if the order is for a primary or secondary vendor, select Order Multiple. If the order is for a manufacturer, select Standard Pack. The quantities for Order Multiple and Standard Pack are found in Inventory Maintenance (IMU). To ignore the order multiple and standard pack quantities, select 1 for the Order Package. Options Select F to create the order. Order Level For this field, type a number, from 0 (zero) to 99. The number 1 indicates that every item that has sold at least once since the order was created will be included on this order. If you want to include only items that have sold at a greater rate, type a number other than 1. For example, if you type 3 in this field, it indicates that an item must have sold at least a quantity of 3 before it will be included on this order. 9

14 4. Click From / To. On this page, fill in the following fields: Print Sequence Determines the order in which the information on the report prints. Select from the drop-down list, 1 for Department order or 2 for Location code order. Location, Seq #, Department, Class To limit the items selected, use the From and To fields. Use any combination of these fields to identify items to be selected for this order. 5. (Optional) Click Code Selection. On this page, enter user codes to further refine the items that the system selects for this order. 6. Click PO Header. On this page, fill in the following fields: Terms The payment arrangements for this order. The system uses the terms for this vendor from Vendor File Maintenance (MVR). Or, you can enter a different terms description in this field. If you do, it does not change the terms in MVR. Initials Enter your initials. This field is alphanumeric. You can enter up to two numbers or letters. This field is required. PO # This is the number that identifies this order. Fill in a number or leave it blank. If you leave it blank, the system assigns an order number. For the system to do this, the Assign PO Numbers Automatically field in Options Configuration must be set to Y. 7. If you are running the report now, click Run [F4]. Or, if you are adding this report to a report queue, click EOD Queue [F7]. For more information about adding the ROR to an EOD queue, see the section later in this chapter, Automate the Process. Also refer to the online help topics for information about creating queues. On the Contents tab, click to open the following books: System Management > End-of-Day Queue Maintenance > Report Queues > Creating End-of-Day Queues topic. 8. After the report processes, continue with the next section to run the AUDITO Utility. 10

15 Run the AUDITO Utility AUDITO is a system utility. The purpose of the utility is to update the Qty on Order (also called QOO) field in Inventory Maintenance (IMU). The Replenishment Ordering Report (ROR) does not update this field. The AUDITO utility reviews the purchase orders in the system and the Qty on Order field for items on the purchase orders, and updates the QOO field if necessary. Note: For work that you do directly in the Purchasing & Receiving (MPO) window, the system automatically updates the QOO field. When working in the MPO window, if you add an item to an order, remove an item from the order, or change the order quantity of an item on an order, the system immediately updates the QOO field for the item in Inventory Maintenance (IMU). This means that you do not have to run the AUDITO utility after making changes directly in the Purchasing & Receiving (MPO) window. Complete the following steps to run AUDITO. 1. Display the Network Access window. Use either of the following methods to do this: From the Browser, in the Launch bar, type NA and press Enter. From the Browser, click Utilities > Network Access. 2. If the SIGNON screen displays, type your name and password. Press <Enter>. The Network Access Main Menu displays and the cursor is blinking at the Function prompt. 3. At Function, type AUDITO and press <Enter>. The Audit Quantity on Order (AUDITO) screen displays. 4. Press <Enter> to move the cursor to the Printer Number field. Press <Delete> (the Delete key on your keyboard) to move the cursor over the letter P in parentheses. 5. Type the letter S over the letter P, to spool the report that prints. Press <Enter>. Type the spool channel number over the number the 1. Usually the spool channel number is 91. Press <Enter>. 6. At Options, type F and press <F3> (or click the Run button in the lower-left corner of the AUDITO screen). A message displays that the request has been sent to channel. The system processes the utility and updates the Qty on Order field, if necessary. 7. Press <Esc> (or click the End button in the lower-left corner of the AUDITO screen). The Network Access Main Menu displays. If you are done working in Network Access, at the Function prompt, type QUIT and press <Enter>. The Network Access window closes. 8. To review the AUDITO report, use the Spooler Maintenance window. In the Browser, in the Launch bar, type MSP and press Enter. The Spooler Maintenance window displays. 11

16 9. At Report, type AUDITO and press Enter. A list of the spooled AUDITO reports displays. Double-click the one you want to review. The Report Viewer window opens. Click Next [F7] to review the report pages. Automate the Process You can save time and automate the ROR / AUDITO process by adding them to an end-of-day queue. Then schedule the queue to run automatically the night before you want to review and place your order. Complete the following steps to create a queue that includes ROR. 1. Follow the steps in an earlier section of this chapter, Run the Replenishment Ordering Report. When you get to step #8, click EOD Queue [F7]. The Save Report In EOD Queue dialog displays. 2. At Queue name, type a name for this queue. For example, WKORD, for Weekly Order. 3. At Comment, type additional information about this report. For example, Weekly replenishment order for primary vendor. Click OK. 4. A dialog displays with a message that the report was added. Click Yes, to exit. Complete the following steps to add the AUDITO to the queue you just created with ROR. 1. From the Broswer, click Utilities > Network Access. The Network Access window displays. 2. If the SIGNON screen displays, type your name and password. Press <Enter>. The Network Access Main Menu displays and the cursor is blinking at the Function prompt. 3. Type CEQ and press <Enter>. The Create an End-of-Day Report Queue (CEQ) screen displays. 4. At Name of Report Queue, type the name of the weekly order queue (see step #2 of the previous procedure). Press <Enter>. 5. At Function Name, type AUDITO and press <Enter>. 6. At Comment, type a comment about this utility. For example, Utility to update QOO after running ROR. 7. Press <Pause> (or click the Display button in the lower-left corner of the AUDITO screen). The Audit Quantity on Order (AUDITO) screen displays. 8. Press <Enter> to move the cursor to the Printer Number field. Press <Delete> (the Delete key on your keyboard) to move the cursor over the letter P in parentheses. 9. Type the letter S over the letter P, to spool the report that prints. Press <Enter>. Type the spool channel number over the number the 1. Usually the spool channel number is 91. Press <Enter>. 10. At Options, type F and press <F3> (or click the Run button in the lower-left corner of the AUDITO screen). A message displays. Press <F4> (or click the Add button in the lower-left corner of the AUDITO screen). A message displays the utility has been loaded. 11. Press <Esc> (or click the End button in the lower-left corner of the AUDITO screen). Press <Esc> again. The Network Access Main Menu displays. If you are done working in Network Access, at the Function prompt, type QUIT and press <Enter>. The Network Access window closes. 12

17 3 MANUAL PURCHASE ORDER This chapter includes the procedure for creating a manual purchase order. With a manual order, you decide which items to place on the order and the quantity to order of each item. The following procedures are found in this chapter: Overview Create the Purchase Order Header Overview In the previous chapter, you learned how to automatically create an order using the Replenishment Ordering Report (ROR). This chapter describes a manual purchase order. You decide which items to order and the quantity. Creating a manual order is a two-part process: First, create the purchase order header. The header includes the order number, the vendor, notes, etc. The procedure steps for doing that are included in this chapter. Second, add items to the order. The procedure steps for doing that are found in the chapter 5, Maintain Purchase Orders. Create the Purchase Order Header Complete the following steps to create a manual purchase order. 1. Display the Purchasing & Receiving window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MPO and press Enter. From the Browser, click Purchasing > Purchase Orders. 13

18 2. Click Add P.O. [F4]. A dialog displays with a list of purchase order types. 3. From the Create Purchase Order dialog, click Normal [1]. The following dialog displays: 4. Fill in the following fields in the dialog: Buyer s Initials Enter the initials of the buyer or the person creating the order. Vendor Enter the vendor code or select the vendor from the drop-down list. P.O. Number If your system is set up to assign order numbers automatically, you can leave this field blank. Otherwise, type the number to assign to this order in the field. 5. Click OK. The order header is created and a blank purchase order for the vendor is now in the system. The order posting screen displays. The order number is in the title bar at the top of the window. 6. (Optional) If you want to review the header information, click Header [F11]. Edit any of the information on the header and click Change [F5]. 7. To add special instructions to this order, from the header or posting screen, click Misc [KPad ]. From the menu that displays, click Enter header s Special Instructions [3]. The Special Instructions dialog displays with a blank area for you to type the notes that apply to this order. When done, click OK to close the dialog. 8. If you are ready to add items to the order, refer to the Chapter 5 of this guide, Maintain Purchase Orders. Or, close the Purchasing & Receiving window. The order is saved by the system and can be displayed at a later time to add items to the order. 14

19 4 RF PURCHASE ORDER This chapter describes the process for creating a purchase order using an RF device. Using the RF device, you ll enter the items that you want to order, along with the quantity to order, then use that information to generate a PO. The following procedures are found in this chapter: Overview Enter Items in the RF Device Transfer Order Data to Inventory File Create the PO Review and Modify the PO Overview In previous chapters, you learned how to automatically create an order using the Replenishment Ordering Report (ROR), and how to manually create a purchase order in MPO. In this chapter you ll learn another method for creating a purchase order using the RF device. Here is an overview of that process: Enter items in the RF device. Place the RF device in Shelf Manager mode. Walk the shelves with the RF device, scan an item that you want to order. You can also type a SKU, mfg part number, or UPC directly into the RF device. Enter the quantity to order in the NOQ (New Order Quantity) field. Transfer order data to the Inventory file. Run the RFL report with option F and Flex Report Name RFSHELF to move the New Order Quantities into the Inventory File. Create the PO. Run the Suggested Order Report (RSO) to automatically create the PO, using the items and quantities you entered in the RF device. Run the report with Select Option S. The option selects only items in your Inventory File that have a NOQ amount greater than zero. Review and modify the PO. Review the PO, using the RSO report or in the Purchase Order window (MPO). Make any changes to the PO in the Purchase Order window (MPO). To learn more about the RF device, refer to the Eagle SSE RF User s Guide. That guide includes set up and usage of the RF device. The procedures in this chapter for creating a PO using the RF device are also found in that guide. 15

20 Enter Items in the RF Device The first step in the process of creating a PO using the RF device is to enter the items and quantities that you want to order. Complete the following steps to this. 1. Place the RF device in Shelf Manager mode. 2. At SKU, display the SKU you want to order, using one of the following methods: Type the SKU and press <ENTER>. Scan the UPC. Type the UPC and press <ENTER>. Type a manufacturer part number and on a Legacy unit press <CTL><4>, on a PDT8146 press <Shift><Func><4>, on an MC9090 press <Shift><4>. Type an alternate part number and on a Legacy unit press <CTL><4>, on a PDT8146 press <Shift><Func><4>, on an MC9090 press <Shift><4>. 3. If the SKU is in your Inventory File (Inventory Maintenance window IMU), the item information displays on the screen and the cursor goes to the R$ field. Or, if the UPC is not on file, one of the following messages displays: UPC not on file Press <ENTER> This message displays if the Add UPC field on the RF Shelf Manager Constants Screen is set to N. Press <ENTER> and repeat step 2, using a different method to enter the SKU. UPC not on file Enter UPC's SKU# This message displays if the Add UPC field on the RF Shelf Manager Constants Screen is set to Y. Your cursor is blinking in the SKU field. Type the SKU for the item and press <ENTER>. Or press <FUNC><6> to clear the message and then repeat step 2, using a different method to enter the SKU. UPC not on file Y=ADD N=CANCEL Add UPC? This message displays if the Add UPC field on the RF Shelf Manager Constants Screen is set to P. Type N if you do not want to add the UPC. Then repeat step 2, using a different method to enter the SKU. Type Y if you want to add the UPC. In the next window, type the SKU and press <ENTER>. 4. At NOQ, enter the quantity you want to order, or press <ENTER> to bypass this field. This is the last field on the screen that you can change. 5. Press <ENTER> through the last field on the screen or press <FUNC><9> to post your changes. Then, depending on your answers on the Constants screen, one of the following happens: The print bin labels message displays. Press <ENTER> to accept the default of Y if you want to print labels. Type the number of labels you want to print. The labels print and the RF Shelf Manager Detail Screen displays. Type N if you do not want to print labels and press <ENTER>. The RF Shelf Manager Detail Screen displays. Note that the Detail Screen may be blank or display another SKU, if you scan an item before the bin label prints. A label prints automatically. The RF Shelf Manager Detail Screen displays. No labels print. The RF Shelf Manager Detail Screen displays. 6. Repeat steps 2 through 5 for each SKU you want to order. To review or modify a SKU that you already entered, repeat the same steps (2 through 5). 7. When you are done entering items and quantities to order on the RF device, continue with the next section to move the order quantities to the Inventory file. 16

21 Transfer Order Data to Inventory File The next step in the process is to transfer the order quantities to the New Order Quantity field in Inventory Maintenance (IMU). You have the option to view and modify that data before you transfer it. Or, you can transfer it without reviewing it and then modify it later when you create the PO. The order quantities are transferred from the RF device to a temporary file that you can view using the Flexible Inventory Loading window (FIL). On that screen you can view and modify the items. Then use the Flexible Inventory Loading Report (RFL) to update the New Order Quantity field in Inventory Maintenance (IMU). Complete the following steps. Note that you can skip steps 1 and 2, if you want to wait until after you create the PO to review and modify the items. But must complete step 3 before you can continue to the next section. 1. To review the items and order quantities, before you update the New Order Quantity field in Inventory Maintenance (IMU), do either of the following: Use the Flexible Inventory Load (FIL) window to review: a. In the Eagle Browser, at the Launch bar, type FIL and press Enter to display the Flexible Inventory Loading window. b. From the Flex Name list, select RFSHELF and click Display. Optional, modify the columns in the grid to display only the columns you want to view. c. You can now scroll through the items to review the items and quantities. Note any items that you want to delete or modify. Continue with step 2. d. To delete items, click the items that you want to delete and click Delete, then click Yes. e. To change the amount of the New Order Quantity, click the quantity, type the new quantity, and press Change. Use the Flexible Inventory Load Report (RFL) to review a list of items and quantities. a. In the Eagle Browser, at the Launch bar, type RFL and press Enter to display the Flexible Inventory Loading Report. b. On the Print Setup page, select your options to spool and/or print the report. c. On the Options page, select Flex Name RFSHELF. Do not select Option F (Update Inventory File), but you can select any of the other Options. d. Run the report. Review the items and quantities. Note any items that you want to delete or modify. Continue with step To delete or modify items, you can do either of the following: Use the RF device. Follow the same steps you used to enter the item. Use the Flexible Inventory Load (FIL) window. To delete items, click the items that you want to delete and click Delete, then click Yes. To change the amount of the New Order Quantity, click the quantity, type the new quantity, and press Change. You can then repeat step #1 to review the items again. Or, continue with step 3 to update the Inventory file. 3. Run the RFL report with Option F to update the Inventory file. You must do this even if you skipped the previous two steps. In the Eagle Browser, at the Launch bar, type RFL and press Enter to display the Flexible Inventory Loading Report. 17

22 On the Print Setup page, select your options to spool and/or print the report. On the Options page, select Flex Name RFSHELF. Select Option F (Update Inventory File), and any of the other Options that you want to use. Run the report. The New Order Quantity field in Inventory Maintenance (IMU) is updated. Continue with the next section to create the PO. Create the PO When you ran the RFL report with Option F it updated the New Order Quantity field in Inventory Maintenance (IMU). Complete the following procedure to create a PO of those items. 1. In the Eagle Browser, at the Launch bar, type RSO and press Enter to display the Suggested Order Report. 2. On the Print Setup page, select your options to spool and/or print the report. 3. On the Options page, select the following: From the Order Calc Options list, select option V Use Primary Vendor Information Fields) From the Selection Options list, select option S Select Items with New Order > 0 Only From the Other Options list, select F Create a Final PO (Status F ) 4. On the From/To page, leave the defaults or select the settings you want to use. 5. On the PO Header page, fill in any required information. For example, depending on your system setup, you may need to fill in Buyer s Initials. 6. Run the report. The system creates a PO, selecting only those items with a quantity in the New Order Quantity field. Continue with the next section to review and modify the PO. Review and Modify the PO In the previous section you ran the RSO report and the system automatically created the PO. This PO is like any other PO that you create (such as a manual purchase order or one you create by running the ROR report). To review and modify the PO, you can display the purchase order in the Purchase Order Maintenance (MPO) window. For more information, see the next chapter, Maintain Purchase Orders. 18

23 5 MAINTAIN PURCHASE ORDERS The procedures in this chapter describe how to maintain a purchase order prior to sending the order to the vendor. Maintenance tasks can include adding items to the order, deleting items from the order, and changing the order detail of items on the order. This chapter also includes the procedures for printing an order and for deleting an order. The following procedures are found in this chapter: Overview Maintain a Purchase Order Print a Purchase Order Delete a Purchase Order Overview After creating a purchase order and before sending the order to the vendor, there are a variety of tasks that you might want to complete. Maintenance tasks can include adding items to the order, deleting items that you decide not to order at this time, or changing information for an item on the order (such as the order quantity or cost or retail price). For these tasks you ll display the order in the Purchasing & Receiving (MPO) window and work directly with the items on the order. You can also print a copy of the purchase order, to have a paper copy that you can review and markup before maintaining the order. The other task included in this chapter is how to delete a purchase order. Maintain a Purchase Order The procedures in this section describe how to add, delete, and change information for an item on the purchase order (such as the order quantity or prices). The first procedure in this section describes how to display a purchase order. Displaying the order is the first thing to do before completing any of the maintenance tasks. 19

24 Display the Order 1. Display the Purchasing & Receiving window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MPO and press Enter. From the Browser, click Purchasing > Purchase Orders. 2. Display the purchase order that you want to maintain. Use any of the following methods to do this: If you know the order number, type the number in the P.O. Number field and click Display [F6]. Click the down-arrow to the right of the P.O. Number field to display a list of purchase orders, scroll through the list, click the order that you want to delete. Click View PO [F9] to display the Purchase Order viewer. Click Lookup [F5] and select your View By criteria. Fill in the criteria fields to narrow the search. Click Refresh [KPad+]. From the list that displays, click the order that you want to delete. Click Select [F4]. 3. Click Post [F11] to display the items on the order. Add an Item to the Order 1. Follow the steps in the previous section, Display the Order, to display the purchase order. 2. At Item (SKU), type the item number that you want to add and press Enter. (Optional) For more information about the item, press Display [F6]. 3. At Order Qty (Stk), type the quantity to order. 4. (Optional) Click the Cost or Retail fields (or press Tab to move to the field). Change the price that displays. 5. Press Enter to add the item to the purchase order. Delete an Item from the Order 1. Follow the steps in a prior section, Display the Order, to display the purchase order. 2. In the grid, click to highlight the item you want to delete 3. Click Delete [F10]. An are you sure message displays. Click Yes. A message displays that the detail line is canceled. In the Status column of the grid, an X displays for that line to indicate that it is deleted. 20

25 Change an Item on the Order 1. Follow the steps in a prior section, Display the Order, to display the purchase order. 2. In the grid, click to highlight the item you want to change. The item information displays in the work area below the grid. Click the field(s) you want to change and type the new information. 3. When you are done, press Enter to post your changes. Print a Purchase Order The following reports are available to print purchase orders: Purchase Order Format Report (RPO) This report prints the purchase order in a simple format. This format is useful for faxing to the vendor. Purchasing Master File Print (RPP) This report includes detailed information about the items on the order. Purchase Order Format Report Complete the following steps to print a purchase order using the Purchase Order Format Report (RPO). A printed example of the RPO report is found in the online help. On the Contents tab, click to open the following books: Reports > Purchasing and Receiving Reports > Purchase Order Format Report (RPO) topic. At the beginning of the topic, click the link for Sample Report. 1. Display the Purchase Order Format Report (RPO) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RPO and press Enter. From the Browser, click Analysis and Reports > Purchase & Receiving Reports > Print/Fax Purchase Orders. 2. On the Print Setup page, review the default entries in the fields and make changes if needed. Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 3. Click Options. On this page, fill in the following fields: Print Options Select the options you want to use for this report. The Print Options determine what information prints for the order. 21

26 Order Type Leave this blank. Exclusion Leave the default of N. 4. Click From / To. On this page, fill in the following fields: Print Sequence Leave the default of 1. PO Number In the From field and the To field, type the number of the order that you want to print. Or, select the number from the drop-down list. 5. If you are running the report now, click Run [F4]. Or, if you are adding this report to a report queue, click EOD Queue [F7]. For more information about adding the report to an EOD queue, refer to the online help topics for information about creating queues. On the Contents tab, click to open the following books: System Management > End-of-Day Queue Maintenance > Report Queues > Creating End-of-Day Queues topic. Purchasing Master File Print Complete the following steps to print detailed information about a purchase order using the Purchasing Master File Print (RPP) report. A printed example of the RPP report is found in the online help. On the Contents tab, click to open the following books: Reports > Purchasing and Receiving Reports > Purchasing Information Report (RPP) topic. At the beginning of the topic, click the link for Sample Report. 1. Display the Purchasing Master File Print (RPP) report window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RPP and press Enter. From the Browser, click Analysis and Reports > Purchase & Receiving Reports > Purchasing Information. 2. On the Print Setup page, review the default entries in the fields and make changes if needed. Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 3. Click Options. On this page, fill in the following fields: Options For the order that you want to print, select from these options: C don t print cost, P print detail, R don t print retail. PO Status Do not select any status options. 22

27 4. Click From / To. On this page, fill in the following fields: Print Sequence This field determines the order in which the information on the report prints. Select from the drop-down list, 1 for PO Number order, 2 for Vendor order, or 3 for Item Number order. Subtotals and Start New Page Select your option from the drop-down lists. PO Number In the From field and the To field, type the number of the order that you want to print. Or, select the number from the drop-down list. 5. If you are running the report now, click Run [F4]. Or, if you are adding this report to a report queue, click EOD Queue [F7]. For more information about adding the report to an EOD queue, refer to the online help topics for information about creating queues. On the Contents tab, click to open the following books: System Management > End-of-Day Queue Maintenance > Report Queues > Creating End-of-Day Queues topic. Delete a Purchase Order You can delete a purchase order and purge it from the system so that it no longer displays in the Purchasing & Receiving window (MPO). This can be done as long as you haven t received against the order. The PO Status field of the order that you want to delete must be F (and not R or P). Complete the following steps to delete and purge an order. 1. Display the Purchasing & Receiving window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MPO and press Enter. From the Browser, click Purchasing > Purchase Orders. 2. Display the purchase order that you want to delete. Use any of the following methods to do this: If you know the order number, type the number in the P.O. Number field and click Display [F6]. Click the down-arrow to the right of the P.O. Number field to display a list of purchase orders, scroll through the list, click the order that you want to delete. Click View PO [F9] to display the Purchase Order viewer. Click Lookup [F5] and select your View By criteria. Fill in the criteria fields to narrow the search. Click Refresh [KPad+]. From the list that displays, click the order that you want to delete. Click Select [F4]. 3. With the purchase order displayed, check the P.O. Status field (near the upper-right corner of the window). The status must be F. If the status is P or R, then items have been received against this order and you can t delete it. Continue with the normal receiving procedure to process the order. 23

28 4. To delete the order, click Delete [F10]. An are you sure message displays. Click Yes. A message displays at the bottom of the window that the order has been canceled. The P.O. Status field is now X. A purchase order with a status of X will remain in the system, until you complete the following steps. 5. Close the Purchasing & Receiving window. Display the Purchasing Master File Print (RPP) report window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RPP and press Enter. From the Browser, click Analysis and Reports > Purchase & Receiving Reports > Purchasing Information. 6. On the Print Setup page, review the default entries in the fields and make changes if needed. Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 7. Click Options. On this page, fill in the following fields: Options Do not select any options. PO Status Select X Cancelled. 24

29 8. Click From / To. On this page, fill in the following fields: Print Sequence This field determines the order in which the information on the report prints. Select from the drop-down list, 1 for PO Number order, 2 for Vendor order, or 3 for Item Number order. Subtotals and Start New Page Select your option from the drop-down lists. From / To fields Leave all fields blank. The report automatically selects all Status X purchase orders. 9. If you are running the report now, click Run [F4]. Or, if you are adding this report to a report queue, click EOD Queue [F7]. For more information about adding the report to an EOD queue, refer to the online help topics for information about creating queues. On the Contents tab, click to open the following books: System Management > End-of-Day Queue Maintenance > Report Queues> Creating End-of-Day Queues topic. 25

30 6 TRANSMIT PURCHASE ORDERS The procedures in this chapter describe how to transmit a purchase order to the vendor. The following procedures are found in this chapter: Overview Transmit a Purchase Order Check Transmit Status Overview This chapter explains the process for transmitting a purchase order to the vendor. The procedures in this chapter are for the electronic transmit process (also referred to as telecom or telecommunications ). To transmit an order, the system uses a series of programs to format the order so that it is readable by the system at the vendor, to connect and communicate with the system at the vendor, to transfer the order to the system at the vendor, and to check that the transfer was successful. This is all done automatically, once you enter your options in the Electronic Purchase Orders (EPO) window. Note: If you are not using the electronic method to transmit the order to the vendor, there are other methods. For example, you can fax a copy of the order, or hand off a printed copy of the order directly to the vendor. Use the Purchase Order Format Report (RPO) to do this. That report is explained in the previous chapter, Maintain Purchase Orders, in the Print a Purchase Order section. 26

31 Transmit a Purchase Order Complete the following procedure to transmit a purchase order to Ace or Do it Best. If you are using telecom to transmit to a different vendor, refer to the online help topics for more information. On the Contents tab, click to open the following books: Vendor-Specific Procedures > the book for the vendor. 1. Display the Electronic Purchase Orders (EPO) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type EPO and press Enter. From the Browser, click Data Communications > Send Purchase Orders. 2. On the Transmission page, at Control Stream, review the default name that displays. If this is not your control stream name for transmitting purchase orders, type the correct name in this field. 3. Click Options. On this page, fill in the following fields: Ship-to Store Leave this field blank. Purchase Order Type From the drop-down list, select the order type. Options Select any of the options if they apply to the order you are transmitting. (Ace) Send Regular Retail If you select Y, the retail price from your inventory transmits and then prints on the invoice in the Regular Retail column. If you select N, your retail price is not transmitted and it does not print on the invoice. (Ace) Send Ace Retail If you select Y, the retail price from your inventory transmits and then prints on the invoice in the Ace Retail column. If you select N, your retail price is not transmitted and it does not print on the invoice. (Do it Best) Send Retail If you want to send your prices to Do it Best for printing price labels, you can enter Y at Send Retail or you can enter a Y at Send Desired GP%. Do not enter a Y in both fields, Send Retail and Send Desired GP%. If you enter a Y at Send Retail, your retail price is transmitted to Do it Best. This is the retail price from the order. (Do it Best) Send Desired GP% Generally this option is not used. (Do it Best) Leave the other fields blank (Shipping Code, Ship Date, and Cancel Date). 4. Click From / To. On this page, fill in the following fields: Store Leave the default of 1 in this field. Vendor Code Type the vendor code for this order or select the code from the dropdown list. PO Number Type the order number in the From field and To field that you want to transmit. If you are transmitting more than one order, type the range in the From and To 27

32 fields. All purchase orders that are within this range, that are status F for the vendor code entered, will be transmitted. 5. Click Run [F4]. A message displays that the order will be transmitted. Click Yes to clear the dialog and close the window. Check Transmit Status Wait a few minutes for the transmission to process, then complete the following steps to check that the order transmission was successful. Note: In addition to the messages in the Async Transmission Log, Do it Best also sends an order confirmation Display the Network Access window. Use either of the following methods to do this: From the Browser, in the Launch bar, type NA and press Enter. From the Browser, click Utilities > Network Access. 2. If the SIGNON screen displays, type your name and password. Press <Enter>. The Network Access Main Menu displays and the cursor is blinking at the Function prompt. 3. At Function, type ASYMSG and press <Enter>. The Async Transmission Log displays. 4. Look for the most recent entries, you may need to press <F7> (or click the Next button in the lower-left corner of the AUDITO screen) until the most recent date displays. 5. Look for a series of entries in the log, similar to the following, that indicate a successful transmission. Example of log entries for an Ace transmission BTC: ACE BEGIN TRANSMISSION BTC: PO REFORMATTED FOR TRANSMISSION ACE: STARTING BTC JOB ACE: DIALING ACE HANGING UP ACE: HANGING UP ACE: BTC JOB SUCCEEDED BTC: PO TRANS. IS COMPLETE BTC: PO TRANSMISSION WAS SUCCESSFUL 28

33 Example of log entries for a Do-it-Best transmission Note: The following example log entries are for an FTP transmission, the entries will look slightly different if you are using async to transmit. BTCTRAN: 05/03/05 14:49:17: HWIPOF BTC : 05/03/05 14:49:17: PO REFORMATTED FOR TRANSMISSION BTCTRAN: 05/03/05 14:49:17: PO s HAVE BEEN REFORMATTED FOR TRANSMISSION HWIPOF : 05/03/05 14:49:17: STARTING FTP JOB HWIPOF : 05/03/05 14:49:17: BUILDING FTP SCRIPT HWIPOF : 05/03/05 14:49:17: RUNNING FTP SCRIPT HWIPOF : 3 May :49:17: 02 STARTING FTP SESSION HWIPOF : 3 May :49:17: 03 OPENING FTP CONNECTION HWIPOF : 3 May :49:24: 04 SENDING PURCHASE ORDER HWIPOF : 3 May :49:28: 05 CLOSING FTP CONNECTION HWIPOF : 05/03/05 14:49:28: EVALUATING SCRIPT RESULTS HWIPOF : 05/03/05 14:49:28: FTP JOB SUCCEEDED BTCTRAN: 05/03/05 14:49:28: TRANSMISSION SUCCESSFUL 6. If the transmission was not successful, try the following: Try the transmission again. Look for any error dialogs that display after you click Run to start the transmission. Write down the messages for future reference. Check the Async Transmission Log (ASYMG) again. Look for error messages in the log. If the messages indicate an error message the you can correct, take action to fix the situation, then try the transmission again. Contact the Eagle Advice Line at (800) to help you solve the problem. 29

34 7 ELECTRONIC RECEIPT POSTING This chapter describes the electronic receipt posting process, also known as ERP. ERP allows you to electronically receive invoice information before the shipment arrives. The following procedures are found in this chapter: Overview Receive Electronic Invoices Overview If your vendor makes available to you an electronic copy of the invoice before the merchandise arrives at your store, that process is called electronic receipt posting (also known as ERP). ERP allows you to electronically receive invoice information before the shipment arrives. ERP reduces the time it takes you to receive an order and helps reduce posting errors. You can also improve inventory management by reducing stockouts, along with improving gross margin by immediately processing price changes. Note: This chapter provides only the basic steps for ERP. Review the detailed steps for your vendor using the online help topics. On the Contents tab, click to open the following books: Vendor-Specific Procedures > the book for your vendor > Telecommunications. Or, review the job aid for ERP for your vendor. Job aids are also found in online help. On the Contents tab, click to open the following books: Job Aids > Vendor-Specific Job Aids > the ERP job aid for your vendor. Receive Electronic Invoices The following procedure illustrates the basic steps for Electronic Receipt Posting. For more information, refer to the online help topics found in the Vendor-Specific Procedures book. 1. Display the Electronic Receipt Posting (ERP) window. From the Browser, click Data Communications > Receive Electronic Invoice. 30

35 2. On the Transmission page, at Control Stream, review the default name that displays. If this is not your control stream name for receiving electronic invoices, type the correct name in this field. 3. Click Print Setup. On this page, review the default entries in the fields and make changes if needed. Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 4. Click each of the remaining pages (Options, From/To, PO Setup, etc.) and fill in your selections for this ERP transmission. 5. Click Run [F4] to process the transmission. Wait a few minutes for the transmission to process, then complete the following steps to check that the order transmission was successful. 6. Display the Network Access window. Use either of the following methods to do this: From the Browser, in the Launch bar, type NA and press Enter. From the Browser, click Utilities > Network Access. 7. If the SIGNON screen displays, type your name and password. Press <Enter>. The Network Access Main Menu displays and the cursor is blinking at the Function prompt. 8. At Function, type ASYMSG and press <Enter>. The Async Transmission Log displays. 9. Look for the most recent entries, you may need to press <F7> (or click the Next button in the lower-left corner of the AUDITO screen) until the most recent date displays. 10. Look for a series of entries in the log that indicate a successful transmission. 11. If the transmission was not successful, try the following: Try the transmission again. Look for any error dialogs that display after you click Run to start the transmission. Write down the messages for future reference. Check the Async Transmission Log (ASYMG) again. Look for error messages in the log. If the messages indicate an error message the you can correct, take action to fix the situation, then try the transmission again. Contact the Eagle Advice Line at (800) to help you solve the problem. 31

36 8 RECEIVE PURCHASE ORDERS This chapter describes how to receive a purchase order. It includes the process for making changes to the original order based on what was actually received. Following that are the steps for finalizing the receipts. The following procedures are found in this chapter: Overview Display the Purchase Order Decide On the Receive Method Review the Purchase Order Finalize the Purchase Order Overview The merchandise that you ordered on the purchase order has arrived at your store. You ve checked the actual merchandise received against the packing slip and noted any discrepancies. The next step is to receive the purchase order in the system, to let the system know if the items on the purchase order were received as ordered, and if not, to enter any differences. For example, you ordered 12 of an item, but as per the packing slip and the actual count of the merchandise, only 10 were shipped and received. Another example, for some items on the order, the packing slip indicates that the cost is higher than your cost in Inventory Maintenance. After receiving the purchase order in the system, you ll finalize the receiving process to update the quantity on hand and prices in Inventory Maintenance (IMU). Display the Purchase Order 1. Display the Purchasing & Receiving window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MPO and press Enter. From the Browser, click Purchasing > Purchase Orders. 2. Display the purchase order that you want to receive. Use any of the following methods to do this: 32

37 If you know the order number, type the number in the P.O. Number field and click Display [F6]. Click the down-arrow to the right of the P.O. Number field to display a list of purchase orders, scroll through the list, click the order that you want to delete. Click View PO [F9] to display the Purchase Order viewer. Click Lookup [F5] and select your View By criteria. Fill in the criteria fields to narrow the search. Click Refresh [KPad+]. From the list that displays, click the order that you want to delete. Click Select [F4]. 3. Click Receive [F12] to start the receiving process for this order. Decide On the Receive Method After displaying the order and clicking Receive [F12], the following dialog displays: The next step is to make a decision on which receive method to use. The method you use is determined by how much difference (if any) there is between the actual merchandise that arrived in your store and the purchase order in your system. Exact match The merchandise that arrived in your store matches exactly the purchase order in your system. This includes not only quantity ordered, but also cost and retail prices. If you have an exact match, then you ll select Finalize in the Receive Method dialog. Continue with the next section, Exact Match Finalize to complete the receiving process. Some differences Most of the merchandise that arrived in your store matches the purchase order in your system, but some items are different (the quantity ordered on the purchase order in the system is different from the actual quantity that arrived at your store, or the cost or the retail price that the vendor is now using is different from the cost/price on the purchase order in the system). If most of the merchandise matches, then you ll post the differences to the order in the system. For any items that you don t post, the system assumes that they arrived in your store exactly as ordered on the purchase order in the system. Select All in the Receive Method dialog. Go to the section, Some Differences All to complete the receiving process. Many differences Most of the merchandise that arrived in your store does not match the purchase order in your system. If there are many differences, then you ll post the items that 33

38 arrived at your store to the purchase order. For any items that you don t post, the system assumes those items were not received. Select Only in the Receive Method dialog. Go to the section, Many Differences Only to complete the receiving process. Exact Match Finalize Complete the following steps to receive a purchase order using the receive method Finalize. 1. Display the order and the Receive Method dialog. See the earlier section, Display the Purchase Order. 2. In the Receive Method dialog, click Finalize. Receive methods are discussed in the previous section, Decide On the Receive Method. 3. The Receiving Report (RRP) window displays. To run the edit report and then the update report, go to the section, Review the Purchase Order. Some Differences All Complete the following steps to receive a purchase order using the receive method All. 1. Display the order and the Receive Method dialog. See the earlier section, Display the Purchase Order. 2. In the Receive Method dialog, click All. Receive methods are discussed in the earlier section, Decide On the Receive Method. 3. The Posting screen displays with the items on the order listed in the grid. Below the grid is the work area where you can work with individual items on the order. 4. Using the work area, display each item that was not received as originally ordered on the purchase order. Enter the correct information for the item. You must enter the quantity. Then enter any price changes. Press Enter to post the changes to the order. The new information displays in the grid area for that item. 5. After posting all changes to the order, click Reports (on the menu bar). From the list that displays, click Receipt Posting [C] to display the Receiving Report (RRP) window. 6. To run the edit report and then the update report, go to the section, Review the Purchase Order. Many Differences Only Complete the following steps to receive a purchase order using the receive method Only. 1. Display the order and the Receive Method dialog. See the earlier section, Display the Purchase Order. 2. In the Receive Method dialog, click Only. Receive methods are discussed in the earlier section, Decide On the Receive Method. 3. The Posting screen displays with the items on the order listed in the grid. Below the grid is the work area where you can work with individual items on the order. 4. Using the work area, display each item that you actually received on this order. Enter the information for the item. You must enter the quantity. Then enter any price changes. Press Enter to post the item to the order. The information displays in the grid area for that item. 5. After posting all the received items, click Reports (on the menu bar). From the list of reports that displays, click Receipt Posting [C] to display the Receiving Report (RRP) window. 6. To run the edit report and then the update report, go to the next section, Review the Purchase Order. 34

39 Review the Purchase Order After working with the purchase order in the Purchasing & Receiving (MPO) window, the next step is to review your work. Use the Receiving Report (RRP) to do this. 1. The Receiving Report (RRP) window displays, the Print Setup page, after you complete the steps for the receive method you selected. Receive methods and the receiving steps are discussed in the earlier section, Decide On the Receive Method. 2. On the Print Setup page, review the default entries in the fields and make changes if needed. Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 3. Click Options. On this page, click to select the Print Options you want to use for this order. The available options are: C Suppress Printing of Cost. Do not print the cost fields: Avg Cost, Cost, Units Received Cost, and Units Rejected Cost. E ERP/Quantity Received Exceptions. This option prints only the items on the order where the quantity received does not match the quantity posted by ERP. O Print Received Cost Instead of Prices 1 5. This option prints the unlanded cost instead of printing matrix prices 1 through 5. The Inv Cost field will print the sum of all unlanded costs for the posted items on the report. Note: If you select this option to not print the matrix prices, you can still select Update Option M or P to update the matrix prices. P Suppress Printing of Prices 1 5. Do not print matrix prices 1 through 5. This option is available only with Update Prices options M and R. R Suppress Printing of Retail. Do not print the retail price fields: Retail, Units Received Retail, Units Rejected Retail. X Print Extended Cost Instead of Retail. The Retail column heading on the report is replaced with the Ext Cost column heading. Extended cost is calculated as: B-Rec x Cost. Y Print Dept Totals for Finalized Items. Z ERP/Handheld/On Order Qty Exceptions. Print a list of items whose ERP quantity does not match the original order quantity. 4. Click Update Options. On this page, click to select the options you want to use for this order. Do not select any of the Update Options. With this report you are reviewing the order, you do not want to finalize the information. Select your choices for the Update Prices options for this order. The prices will not be updated in Inventory Maintenance until you finalize the order. When reviewing the order, you can select any of these options to see what the current prices are compared to the new prices that would be calculated. The following table illustrates commonly used options: 35

40 At Update Prices, select Blank CGMR D P If you Did not change any costs or prices on the items on the order. Did change any of the costs or prices on the items on the order. Note: If you use your own variable pricing scheme, don t use option G, it will change the desired GP%. Do not want to update replacement cost with landed cost. Do want to update retail price based on landed cost. 5. Click From / To. Most of the fields are automatically filled in for you. Review the Print Sequence, Subtotals, and Start New Page fields and change any of those if you want to for this order. 6. Click Run [F4]. The report prints/spools. Review the report. If any information is not correct, change the information for the item in the Purchasing and Receiving window. If you make a lot of changes, you can run the RRP report again to review your work. Finalize the Purchase Order After reviewing the purchase order and verifying that all the item information is correct, the last step in the receiving process is to finalize the purchase order. Use the Receiving Report (RRP) to do this, the same report you used to review the order. But this time you ll use Update Options to update the receiving information to the items in Inventory Maintenance (IMU). 1. Display the order in the Purchasing & Receiving (MPO) window. See the earlier section, Display the Purchase Order for the steps to do this. 2. Click Reports (on the menu bar). From the list of reports that displays, click Receipt Posting [C] to display the Receiving Report (RRP) window. 3. On the Print Setup page, review the default entries in the fields and make changes if needed. 4. Click Options. On this page, click to select the Print Options you want to use for this order. 5. Click Update Options. On this page, click to select the options you want to use for this order. Select the Update Options for this order: To finalize the receipt of this order, select option F. This will update the items in Inventory Maintenance (IMU), including quantity on hand and any price changes (based on the Price Update options that you select). If you are not ready to completely finalize the order, you can update prices and quantities at separate times. For example, you received the merchandise but have not yet received the invoice, so you want to update quantities but not prices. In this scenario, don't use Update Option F. Instead, run the Receiving Report with option G to update quantities. Then, when you receive the invoice, update the costs and retails on the order, then rerun the Receiving Report (RRP) with Update Options H and I to update cost and retail. Select the Update Prices options you want to use for this order. 6. Click From / To. On this page most of the fields are automatically filled in for you. Review the Print Sequence, Subtotals, and Start New Page fields and change any of those if you want to for this order. 7. Click Run [F4]. The report prints/spools and Inventory Maintenance (IMU) is updated. 36

41 9 VIEWER GENERATED PURCHASE ORDER This chapter describes an alternate method for generating a purchase order. This method is optional and can be used in place of generating an order using the Replenishment Order Report (as explained in chapter 2) or creating a manual purchase order (as explained in chapter 3) or using the RF Device (as explained in chapter 4). The following procedures are found in this chapter: Overview Create the Purchase Order Header Load Saved View and Add Items Overview In previous chapters, you learned about two methods for creating purchase orders, using the Replenishment Ordering Report (ROR) to automatically create the order based on sales, or manually creating an order. An alternate to either method is to use the Inventory viewer to generate a purchase order. You ll display the viewer, load a saved view, work with the columns of data that display, including inserted columns that calculate information. By doing this, you can generate a purchase order that is based on more than recent sales history. Note: This method of generating an order requires that you understand how to work with views, grids, and columns within the grid. Review the information in the online help topics to learn more about views and grids. On the Contents tab, click to open the following books: All Application Information > Using Grids/Views. Also, the high-capacity grids feature must be enabled on your system, through Options Configuration. 37

42 Create the Purchase Order Header Complete the following steps to create the purchase order header. This is the same process you follow when creating a manual purchase order. 1. Display the Purchasing & Receiving window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MPO and press Enter. From the Browser, click Purchasing > Purchase Orders. 2. Click the Add P.O. [F4] button on the toolbar. A dialog displays with a list of purchase order types. 3. From the Create Purchase Order dialog, click Normal [1]. The following dialog displays: 4. Fill in the following fields in the dialog: Buyer s Initials Enter the initials of the buyer or the person creating the order. Vendor Enter the vendor code or select the vendor from the drop-down list. P.O. Number If your system is set up to assign order numbers automatically, you can leave this field blank. Otherwise, type the number to assign to this order in the field. 5. Click OK. The order header is created and a blank purchase order for the vendor is now in the system. The order posting screen displays. The order number is in the title bar at the top of the window. 6. (Optional) If you want to review the header information, click Header [F11]. Edit any of the information on the header and click Change [F5]. 7. To add special instructions to this order, from the header or posting screen, click Misc [KPad ]. From the menu that displays, click Enter header s Special Instructions [3]. The Special Instructions dialog displays with a blank area for you to type the notes that apply to 38

43 this order. When done, click OK to close the dialog. 8. Continue with the next section to add items to the order. Load Saved View and Add Items After creating the order header, complete the following steps to load a saved view, review items, enter the quantity to order, and copy the items to order. 1. The order you just created is displayed. If the Posting screen isn t displayed, click Posting [F11]. 2. Click Viewer [F9] to display the Inventory Viewer. Click File (on the toolbar) and click Load View from the menu that displays. 3. In the Open View dialog, click SSE Suggested Order and click Open. The viewer displays. 4. At Vendor, enter the vendor for this PO, or select the vendor from the drop-down list. Click Refresh [KPad+] to display all the items in your inventory for the vendor. This saved view includes columns that calculate an order point and a suggested order quantity. The grid is sorted so that items with the greatest suggested order quantity are listed first. The following is an example of the grid. 5. Review the items that have a quantity in the QTY TO ORDER column. Decide if you want to order the item, and the quantity you want to order. To order the item, click in the Posting Quantity field, type the quantity to order, and press Enter. Repeat this process for each item that you want to order. 6. After entering an amount in the Posting Quantity field for each item that you want to order, click Select [F4]. In the dialog that displays, click Add as new line items [2]. 7. The Inventory viewer closes and the items are copied to the Posting screen of the order. Maintain the order as you would any other order (see chapter 5 for more information). Then transmit the order to the vendor as you normally would (see chapter 6 for more information). 39