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Purchasing & Receipting - Sterland Knowledge Base

1. the Suggested Order Quantity Max Stock what is an acceptable maximum stock level of this product If the Suggested Order Quantity exceeds the this value it is rounded down to or below the Maximum Stock by increments of the Pack Size Lead Time how long between generating the stock reorder and the delivery date of the next order not this order Why if stock is ordered weekly and the time between ordering and delivery is 3 days the stock on the purchase order will not be on the shelves for 10 days However during the next 10 days this stock will become depleted This figure is used in calculating the Suggested Order Quantity Product Type the reorder process will prompt the user whether Non Stocked items are to be considered in the process A product with a type of 1 is a non stocked item Threshold this value is used to determine the excess stock calculation required by the flag InvExBrStk i e before an order is placed all other branches within this state are checked for excess stock Branch Supplier purchase orders generated during the stock reorder process for this product for this branch will be generated for this supplier If the nominated supplier is not an existing preferred alternate supplier for the product it will be created as an alternate supplier and pricing details should be keyed so that the correct information can be used in the generation of the purchase order Performance Cat used in conjunction w
2. 2014 Sterland Computing 44 ProStix Smartstore Training Manual Purchasing amp Receipting 1 Once all products to be receipted this delivery have been scanned or keyed the Receive To Stock screen will be displayed so that the new quantity can be added to the inventory file and any purchasing gain loss can be calculated and recorded in the General Ledger Processed By defaults to the user logged on but can be overridden if required Docket Invoice No refers to any reference number on the supplier documentation that accompanied the goods e g delivery docket invoice Some sort of reference number MUST be keyed Docket Inv Amt this is not a mandatory field and is generally left blank Any value keyed into this field will be displayed in the Invoice Amount field when the receipt is processed through Creditors Invoice Approval This amount MUST NOT INCLUDE GST If it is company policy to allow receipting staff to key a value into this field the user processing the invoice must be diligent in double checking that the value is correct Accept Backorders Do you want to leave this order open for any backordered stock to come in at a later date This will determine the value of the Status field in the order header When set to yes will allow the order to be accessed modified and further receipting of back ordered stock When set to no the order is closed can no longer be accessed and no further receipt
3. 2014 Sterland Computing 28 ProStix Smartstore Training Manual Purchasing amp Receipting 3 5 2 New Return Goal In this lesson you will learn how to create a new return for receipted goods to be sent back to a supplier or to process a credit for discrepancies between the supplier cost and the purchase order cost of receipted products Steps 1 From the Main Menu take options Purchasing amp Receipting Returns amp Credit Requests New Return Order No this is generated by the system and will be in the same sequence as purchase orders For security and auditing purposes it is not advisable to change the default number Supplier No key the ProStix supplier code lt F3 gt Search is available if required Reason For Claim a list of reasons why the claim is being processed will then be displayed Note that some reasons have the word RETURN beside them This has very definite implications in ProStix when a claim is processed with one of these reasons it is implied that products will be returned to the supplier and stock on hand will be updated when the return is Applied to Stock If the Reason Code does not include the word RETURN it is assumed that you are processing an Allowance i e changing the amount owing to the supplier because of an overcharge There is no stock movement i e stock on hand will not be updated when the return is Applied to Stock The General Ledger movem
4. Building Software Solutions ProStix Smartstore Training Manual Purchasing amp Receipting 2014 Sterland Computing Contents 3 Table of Contents Purchasing and Receipting 4 1 Introduction to Purchasing amp ReCCIPtiNG ceeecceseeeeeeeeeeeeeeeeeeeeenenseeneeenseeneeeenseneeeenseneenenseeeenes 4 2 E UE 7 3 Purchasing Standard Products Timber CIE Timber Packs Stock Re Ordering S ggested Stock E 13 Timber Re Order TEE 16 Scheduled Re Orderin aa EEN evans AS aE asa a ea a EE 17 Scheduled Warehouse Pe Orderng 19 Stock Re Order Algorithm Data Setup AANEREN 20 Returns amp Credit Request iccciecccczcccsccctcccnsececteccecceteccececceectedececcuccedeesecdedecdersceeectedaceysucestuasecces neustceesauedenersteestearve 27 TEE 27 Now FOTN EEN 28 PtOMS eieiei 31 Finding Returns amp Credit Requests 0 0 ecceeeceeseeeeeeeeeeeteeeeeaeeteaeeeaeeseaeesaeeenaeesceseaeeseeeesaeeseaeeeeeesaeenneeseaeeeneees 33 Credit Claim oer eer ee ere a a cree reer aE reper cre errr er pererrerrr creer errr irreverent per trerere 4 FRECONPUING EE Standard Products csscssessssssessseseseessesesseseesenseesensneaeseeseesensessenaeeaesaeseesenseeaenaesaesassessensteesaeeaesassessenseesenaeeassaeses Receipt Details MCAS SIO e lu CT E mimber Paksi e eea sa sae apariar aa eroe E Para coldeceecd dueecuegescceeces cates cebecseucdcbeacueeuedyeceseuievccheenned cbuesee Receipting L
5. e Receipt timber products into your system 2014 Sterland Computing Purchasing and Receipting 47 4 3 Timber Packs Goal In this lesson you will learn how to receipt timber packs into your system Steps 1 Process the stock receipt as for Standard Products 2 If you lt F7 gt Change on a timber product a screen will allow you to receipt length by length Say yes to the question Receive as Pack Stock 3 You are then prompted to key the pack number pack marks and production then receive the stock by length Multiple packs can be received 4 When you have completed keying the details of the Packs Received This delivery screen then press click lt F9 gt Finished If there is a variation from the quantity ordered you will be issued with a warning 5 You can then choose another order line to receive Review You can now e Receipt timber packs into your system 2014 Sterland Computing 48 ProStix Smartstore Training Manual Purchasing amp Receipting 4 4 Receipting Linked Sales Orders Goal In this lesson you will learn about receipting linked sales orders When you first go into the stock receipting option for an order if there are any linked customer orders for this purchase order there will be a message in the lower left hand corner of the screen There are Linked Customer Orders So some or all of the products being receipted may need to b
6. 95000185 Invoices Ba 95000185 95000185 Invoices Ba 95000185 Amount Tp 0 83 ci 0 08 ci 0 75 ci 0 83 ci 0 25 Ci 0 25 ci La D s GC 0 75 ci 2014 Sterland Computing Purchasing and Receipting 41 4 1 Standard Products Goal In this lesson you will learn how to receipt stock for standard products into your system The stock receipting process is simply the verification of products and quantities received and ensuring those products quantities are accurately recorded in ProStix Steps 1 From the Main Menu select options Purchasing amp Receipting Stock Receipting Find the order you should be receiving Check for any Linked Sales Orders by selecting the appropriate option Select the Receipt Details option to complete the received quantities Ensure the quantities are accurate using lt F6 gt to view any exceptions When finished entering product received quantities press click lt F4 gt to end N OO Ww A U N Complete the Receive to Stock window and select the output destination for any printouts that may be produced Review You can now e Receipt stock for standard products into your system 4 1 1 Receipt Details Goal In this lesson you will learn how to process the details of receipting stock for standard products into your system Steps Receipt Details is used to receipt the order When the option is selected details of the order a
7. Source key w warehouse d direct or leave blank Addresses If there are a number of addresses for the supplier recorded against their account in ProStix a list of these addresses will be displayed so you can select the branch upon which you are placing the order Shipping Basis Code key the shipping basis code lt F3 gt Search is available if required It can be left blank otherwise must be valid A shipping basis can be of type Pick Up or Delivery the type will determine what data user can enter in this screen When a Purchase Order is created for a Supplier with a default Shipping Basis defined the Shipping Details screen will default to the value entered against the supplier for the Branch the Purchase Order is being raised for This value may be overridden by the user if required Key the date required and shipping instructions The date required is used to schedule your own delivery to customers and is taken into account when producing many reports associated with Purchase Ordering and Goods Receipting This date is preserved as the Original Date Required and can be viewed along with other Purchase Order details 3 Key in or use lt F3 gt to search for the products to be ordered along with the quantities required On your product file for a particular supplier the pack qty to be purchased and also the minimum order quantity can be defined When keying the particular product you will then be warned if the quantity you are k
8. displays the original purchase order number that the claim was raised against Claim Transaction displays the return order number raised as a result of the claim Status there are four different status types e New claim not released to Stock or A P so Credit AP Immediately yes no e Rel Stk claim released to stock so Credit AP Immediately no e Rel AP claim released to Accounts Payable so Credit AP Immediately yes e Posted processed through Creditors Invoice Approval Once a claim is selected the Claim Header screen will be displayed with the following three options Claim Detail This option allows you to view the products that have been entered on the return Claim Header 2014 Sterland Computing Purchasing and Receipting 35 This option allows you to update the Supplier Contact Approval Number Carrier Used Consignment Note and Comments for any unposted Credit Claims Print You may select to print the Credit Claim at any stage via this option 2014 Sterland Computing 4 36 ProStix Smartstore Training Manual Purchasing amp Receipting Receipting This topic covers the following lessons Standard Products Timber Tally Timber Packs Receipting Linked Sales Orders Overview Once a supplier has received your purchase order the goods usually arrive at the requested destination with accompanying documentation such as a delivery docket
9. lt F12 gt Schedule function key allows you to update the task schedule Review You can now e Setup Warehouse Stock Re Ordering parameters for background processing 3 4 5 Stock Re Order Algorithm Data Setup Goal In this lesson you will learn about the Stock Re Order Algorithm The reorder algorithm is a mathematical equation that looks at stocking levels for a product and calculates a suggested reorder quantity at a certain point in time so that required stocking levels are maintained Certain mandatory product information is used in the stock reorder algorithm to determine a suggester reorder quantity This mandatory information is stored in two of the Product Maintenance options for a product Stock Data and Suppliers Stock requirements for system generated stock re ordering are calculated using the following formula Quantity Available Stock on Hand plus Outstanding Purchase Orders minus Outstanding Customer Orders Suggested Order Quantity Average Daily Sales promotions can be excluded multiplied by Lead Time in days minus Quantity Available plus Minimum Stock If the Suggested Order Qty lt Min Stock and Qty Available gt 0 Then Suggested Order Qty Min Stock Qty Available If the Suggested Order Qty lt Min Stock and Qty Available lt 0 Then Suggested Order Qty Min Stock The Suggested Order Quantity is rounded up to the relevant increment of the supplier 2014 Sterland Computing Purcha
10. and or an invoice priced or not priced The number colour size and cost of the goods need to match up with the original purchase order and the receipt of the order needs to be recorded in ProStix so the value of your inventory file can be updated and any variation gain or loss from what you expected can be investigated General Ledger movement between Stock and a Clearing account happens when goods are receipted i e the Receipt To Stock screen has been completed From the Main Menu select options Purchasing amp Receipting Stock Receipting The Stock Receipting option of ProStix allows you to e display details of the original purchase order e receipt some or all of the products on the purchase order e change details of a stock receipt as long as the receipt has not been applied to stock e close a purchase order so that it cannot be receipted e view a linked customer order e record details of any delivery problems e process the return of goods to a supplier and claim a credit Finding the Purchase Order Current Orders When you select this option a numerical list of all unreceipted purchase orders will display with the following information e the date that the order was created e whether or not the purchase order has been confirmed Note that confirmed orders cannot be amended e the supplier name e the type of order i e purchase order or a stock return e whether or not the purchase order has been sent p
11. file Either accept or key the name of the place that the goods and or claim are to be sent Address defaults to the information held in the supplier file Either accept or key the address to which goods and or claim are to be sent Returned By defaults to the user id of the person logged onto the screen but can be overridden if required If this field is changed the password for the new user must be provided Original P O you must link this return to the original stock receipt Key the receipted purchase order number lt F3 gt will list all receipted purchase orders for the nominated supplier If more than one receipt has been processed for the same order a list of the processed receipts will be displayed for you to select from Entire P O are you returning crediting all products from the original purchase order Hint if you say yes you can always use lt F8 gt Review and then lt F5 gt Delete lt F7 gt Change to change details when you progress into the claim Comments key any comments that you wish to make about this return These comments will print if you say yes to Print Comments when you are printing faxing the claim 4 For every stock return credit raised an associated Credit Claim can be generated so that the value of the return credit request is deducted from the supplier account in advance of the supplier processing and forwarding a credit note The next screen will display information either generated by t
12. gt to search Archive key yes to move the processed file to the location archive directory Format ID key the format ID for the import format or lt F3 gt to search This format was created in EPC format definition Report Only key yes if you just want a report Shipping Consignment Not applicable for returns credit requests Next Previous Order Both of these options will toggle between the next previous return claim for this supplier Delete Claim This option will allow you to delete the return claim as long as you have not released it You will be required to press click lt F5 gt to confirm or lt F4 gt to back out of the deletion There is no undo so take care before deleting 3 5 3 Finding Returns amp Credit Requests From the Main Menu select options Purchasing amp Receipting Returns amp Credit Requests Current Returns This option displays all the open or unreleased returns lt F8 gt Sort This function key gives you the ability to change the sort sequence of the records displayed Pressing this function key will toggle the browser to display records in either ascending or descending order sequence Select the return you wish to work with The Return amp Credit Request Header amp Options screen will appear Find by Supplier This option enables you find a particular Return Credit Request by Supplier and then make any necessary adjustments or enquiries as listed in the H
13. if incomplete link an order with another purchase order link an order to a customer order detail delivery problems Stock Receipt Reports the following reports are available Stock Received Report Stock Received Variance Report Stock Received for Customer Orders Stock Received No Creditors Invoice Invoice Approval Exception Report Goods in Transit Report Stock Received and Invoiced Report Stock Purchases Report Standard Cost Variation Report Stock Receipt Enquiry is used to enquire and report on goods received for a specific purchase order Creditors Invoice Approval will process a creditors invoice i e checking it against the stock receipt s accounting for any variation so that it can be prepared for payment When goods are receipted the value of the receipt sits in the Purchases Clearing Account PCA when the invoice is approved the value approved is transferred from the PCA to the Creditors Control account Future Stock Commitments a report that summarises future dated transactions 2014 Sterland Computing 6 ProStix Smartstore Training Manual Purchasing amp Receipting dealing with stock Consignment Stock a module that allows you to keep track of stock on consignment and then purchase it when a customer purchases it from you Import Purchasing allows for the purchase of goods in foreign currencies and the definition of shipping consignments import charges amp duties and costing wor
14. is usually processed once the Stock Reorder Report has been manually reviewed To produce the re order simply run the same option but change the value of Report Only to no 2 The reorder process can be performed for all suppliers by leaving the supplier field blank Note that this can be time consuming task and is best performed after hours A warning will be issued if the supplier field is left blank 2014 Sterland Computing 16 ProStix Smartstore Training Manual Purchasing amp Receipting 3 The input screens that follow contain the same fields that were keyed when the reorder report was generated The only difference is that the field Zero Orders is protected on the right hand screen zero quantities will appear on the stock re order to check and review the decision not to order any of these products 4 These fields are all explained in the previous section If you are creating the re order based on a previously run report it is important that the input criteria match those selected when the report was run 5 If any products in the range do not have a Preferred Supplier defined the following warning will be displayed Products require a preferred supplier to suggest a re order quantity About to list products which were found to have no preferred supplier 6 These products will not be included in the re order so a list of the products will then be displayed to screen 7 The suggested reorder q
15. of items required to bring the balance up to the model stock is determined and the purchase order generated accordingly The stock re order option to use to generate suggested purchase orders is through Purchasing and Receipting Stock Reordering Stock Order option Goal You can now e Understand the Stock Re Ordering Algorithm and the data setup for automatic Stock Re Ordering 2014 Sterland Computing Purchasing and Receipting 27 3 5 Returns amp Credit Requests This topic covers the following lessons 3 5 1 Overview gives you important background information about doing Returns and Credit Requests New Return allows you to generate a new stock return credit request for receipted goods that are either returned to the supplier or a claim against a receipt where the supplier cost varied from the cost on the original purchase order Current Returns lists all current stock returns credit requests in numerical sequence Find By Supplier allows you to nominate the supplier against whom stock returns credit requests have been processed Once the supplier has been selected a list of all unposted stock returns credit requests will be displayed Find By Order Number allows you to key the stock returns credit request to view or maintain the stock returns credit request The lt F3 gt Search is not available as it is assumed that you knows the reference number Stock Receipting takes you
16. to yes when generating the claim an additional message Accounts Payable will be updated immediately will appear at the top of the screen The data entry fields are as follows Processed by defaults to the user id but may be over ridden if required Stock Receipt Report do you want to print details all the stock returned on this return credit claim It may then be used to verify that the stock return details have been keyed correctly If you choose to print the report a print options screen will appear G L Posting Summary do you want to print the general ledger movement that occurs when the claim is released Print Claim do you want to print the claim to send to the supplier Stock Received This option will display any stock which has been returned to the supplier Receipt Labels Not applicable for returns credit requests Stock Requisitions Not applicable for returns credit requests Customer Orders Not applicable for returns credit requests Stock Enquiry This option loads the Stock Enquiry program 2014 Sterland Computing Purchasing and Receipting 33 Import Conf This option imports confirmations from a data file Order Number key the purchase order number to confirm or lt F3 gt to search Defaults to the claim currently selected Location ID key the input location to process the file from or lt F3 gt to search Import Filename key the import filename or lt F3
17. update the supplier barcode for that product If the product does not have a record for this particular supplier the following message will be displayed No Item Supplier record available Open Close Order This option is used to close an order that has a status of Open so no further purchase order processes or stock receipting can be performed on that order Once this status is changed this purchase order will not display on the list of Current Orders from within Purchase Order Processing or Stock Receipting To view any receipted quantities use the Stock Receipt Enquiry However if you need to re open the order within Stock Receipting you can select Find By Number and key the number Show Linked Receipts If the current order has been partially receipted this option will display details of that receipt including the date that the receipt was processed the docket or invoice reference and any value that may have been keyed into the Receive To Stock screen No quantities will be displayed You need to go back into the Receipt Details to obtain this information Linked Customer Orders When you first go into the stock receipting option for an order if there are any linked customer orders for this purchase order there will be a message in the lower left hand corner of the screen There are Linked Customer Orders So some or all of the products being receipted may need to be put aside and the sales department made awa
18. you add freight in error or need to change the value you can go back into the Order Detail and change delete the freight product that will now appear on the order After you proceed past the supplier freight box if the total of the order is below any pre defined Minimum Order value and the supplier has a penalty charge pre defined a warning is displayed 12 If you are using the future pricing module the InvFPrice flag is set to yes and the delivery date for the Purchase Order being keyed is equal to or greater than your future price date then the system will use the relevant future cost price The cost is determined by using the following hierarchy e If a future supplier cost exists use it e If no future supplier cost use the current supplier cost e If no supplier cost use any future branch cost e If no branch cost use current branch cost e If no branch cost use future standard 2014 Sterland Computing 10 ProStix Smartstore Training Manual Purchasing amp Receipting e If no future standard use current standard Future promotions will also be considered if the delivery date on the Purchase Order falls within the duration of the promotion selected If future costs have been used on the future dated Purchase Order the following message will be displayed when exiting the Order Details screen Future Costs have been used on this order based on the delivery date at time of entry Current de
19. Calculate the number of days the difference between the To Date and From Date Calculate the number of months Divide the difference number of days by 30 to work out the months If the number of months is zero use the company field Stock Re order Calculate the total sales for the number of months using the month in the From Date as the starting month If promotions are excluded the product invoice lines with promotions for the branch are removed from the current sales total If purchase promotions are excluded the product purchase lines with promotions for the branch are removed from the available quantity and the purchase order quantity Daily Average sales are calculated by dividing the total sales by the number of days If the To Date is the current system date then the total sales are divided by the number of months less 1 multiplied by 30 plus the number of days into the current month Lead time will be from the stock data for the branch lead time or stock requisition default lead time if a CDF order will also add in any CDF lead time The reorder quantity is the lead time multiplied by the average daily sales less the available quantity plus the branch product minimum stock quantity Where the reorder quantity is less than the branch minimum then the reorder is changed 2014 Sterland Computing 24 ProStix Smartstore Training Manual Purchasing amp Receipting to the stock mi
20. Processing where there is no reconciliation between a stock receipt and the invoice The Accounts Payable Clerk checks that the supplier invoice matches the goods that have been receipted into stock and that the invoice total matches what was receipted Once the invoices have been added to the Invoice Batch the batch is completed and posted to the correct general ledger accounts and the invoices are tagged to be paid All that now remains is that these invoices are selected either direct debits are processed or cheques are drawn as payment to suppliers cheque numbers allocated at the appropriate time and then the bank account is reconciled While these are the processes that should be followed there are always situations that occur to complicate procedures purchase orders are created for the wrong supplier supplier costs can vary when a purchase order is raised or when an invoice is processed stock is incorrectly receipted products need to be returned and credit notes need to be processed These complications can be handled smoothly and efficiently if the original transaction is correctly reversed and re processed with enough detail provided to give a clear trail of the reasons why certain actions have been taken The Purchasing and Receipting module covers the procedures for creating a purchase order modifying or deleting an existing purchase order order special products usually to fill a customer order receipt a purchase orde
21. an alternate unit of measure is applicable you will have the option later to change Description defaults to the description for the returned product Total extended cost for this line of the return credit claim The total will be calculated automatically and may not be over ridden 7 If you key a product that was not receipted on the original purchase order or a quantity greater that the receipted quantity the following warning will be displayed You are crediting an item not on the original order 8 If you key a product that has been returned credited previously the following warning will be displayed Warning previously credited Ref Credit Note 9999999 9 In both cases care should be taken if a warning is issued because you will be permitted to proceed 10 To process an Allowance Value Claim set the cost field to the amount per unit that you are claiming a credit for 11 Once all the product details have been keyed use lt F8 gt Review and then lt F7 gt to change the quantity cost etc or lt F5 gt to delete the selected line 12 From within Review Mode press click lt F4 gt to return to Add Mode From within Add Mode either add more products or press click lt F4 gt again to exit from the Product Details screen and display options available for this return credit Goal You can now 2014 Sterland Computing Purchasing and Receipting 31 e Create a new return for receipted
22. ate whatever percentages they want Based on the sales performance over the defined six month period the stock lines are assigned stock rankings as follows e Lines corresponding to the top twenty 20 percent of sales by department and by quantity units e Lines corresponding to the intermediate sixty 60 percent of sales by department and by quantity units e Lines corresponding to the bottom twenty 20 percent of sales by department and by quantity units Matrix Stock Performance Categories These percentages are set up as follows System Administration Configuration Miscellaneous Tables Matrix Stock Performance Categories 2014 Sterland Computing Purchasing and Receipting 25 The table has the following fields e Code e Description e Ranking Re order Cycle codes These will also need to be set up as follows System Administration Configuration Miscellaneous Tables Re Order Cycle Codes The table has the following fields e Code e Description e Days e Batch Day These cycle codes must then be set up against each product using Product Maintenance Note The following figures are only an example Based on the frequency with which stock lines are ordered from a particular supplier the stock lines are assigned an order cycle as follows 1 Items ordered on a weekly basis 2 3 Items ordered according to a two week cycle 2 denoting t
23. ck account with the volume discount posting as a purchases gain i e income 8 If more than one UOM has been set up for a product e g a stock sell UOM and a purchasing UOM these will be displayed for you to select from The nominated suppliers UOM will be at the top of the list The quantity order must relate to the selected UOM e g if you selected bx the quantity keyed must be a bx quantity 9 Comments can be added to a product on a purchase order by pressing clicking lt F6 gt at any time and noting the line number after which you would like the comment to appear Added comments will print at the specified position on a purchase order if e you respond yes to the Print field in the comments box and e you respond yes to the Print Comments field when you select to send the purchase order to print You can add a single comment to print in the order header by selecting the Update Header option once you have exited from the order detail screen 10 If any products entered onto the purchase order have weight defined their weights will be accumulated and displayed at the bottom left of the screen Pressing clicking lt F8 gt and then the lt right arrow gt key will reveal the weight of each individual order line If any items do not have weights defined a footnote will appear indicating a possible weight discrepancy 11 When finished entering products press click lt F4 gt to end Enter in the freight charge if applicable If
24. d Product Purchasing 8 41 Stock Re Ordering 13 Stock Re Ordering Algorithm 20 Suggested Stock Re order 13 me Timber Pack Purchasing 12 Timber Pack Receipting 47 Timber Reorder Report 16 Timber Tally Product Purchasing 11 Timber Tally Product Receipting 46 U Update Stock 43 S e 20 terland Computing Sales Order receipting when Linked 48 Scheduled Re Ordering 17 Back Cover
25. e length validation flag set to yes then you will only be warned if you key an invalid length into the piece tally entry screen 6 Complete the rest of the purchase order as for Standard Products Review You can now e Raise Purchase Orders for Timber Tally Products 2014 Sterland Computing 12 ProStix Smartstore Training Manual Purchasing amp Receipting 3 3 Timber Packs Goal In this lesson you will learn how to purchase Timber Packs Steps 1 From the Main Menu select options Purchasing amp Receipting Purchase Order Processing New Order 2 Key the supplier number and branch number lt F3 gt Search is available if required Complete the next fields as for Standard Products 3 Key in or use lt F3 gt to search for the products to be ordered along with the quantities required When Timber Tally products that have the tally flag set to yes on the Product Master File are selected a Piece Tally Entry screen is displayed 4 Press Click lt F8 gt Packs A new screen will open up to allow you to enter pack details Production key the production source for the pack e g acm hyne as defined in miscellaneous tables i e you can use lt F3 gt to search Pack Size key the pack size Unit Price key the unit price Line Price key the line price Comment key any relevant comment If you press click lt F8 gt on this screen you will be taken to the piece tally e
26. e put aside and the sales department made aware of their arrival so that the sales cycle can be completed Steps 1 From the Main Menu select options Purchasing amp Receipting Stock Receipting select a P O Linked Customer Orders 2 The system will display e Order number e Customer e Product number e Quantity e Unit of measure e Description 3 By moving the cursor to a particular line on this enquiry screen you can press lt Enter gt to drill down to the customer order Review You can now e Receipt linked sales orders into your system 2014 Sterland Computing Index 49 Index Di af Credit Claims 34 Se Finding Returns amp Credit Requests 33 Introduction to Purchasing amp Receipting 4 st e Linked Sales Orders Receipting 48 N New Return Credit Claim 28 P PreRequisites for Purchasing amp Receipting Purchasing amp Receipting Introduction 4 Purchasing amp Receipting PreRequisites 7 Purchasing Standard Products 8 Purchasing Timber Packs 12 Purchasing Timber Tally Products 11 R Receipting 36 Receipting Linked Sales Orders 48 Receipting Standard Products 41 Receipting Timber Packs 47 Receipting Timber Tally Products 46 Returns amp Credit Requests 27 Returns amp Credit Requests Finding 33 Returns amp Credit Requests Options 31 Returns amp Credit Requests Overview 27 7 Scheduled Warehouse Reordering 19 Standar
27. eader and 2014 Sterland Computing 34 ProStix Smartstore Training Manual Purchasing amp Receipting Options screen The next screen lists suppliers for you to choose from A list of all the current open or incomplete Returns Credit Requests for the selected Supplier and branch will appear on the next screen Select the required Return Credit The Return amp Credit Request Header amp Options screen will then appear Find by Order No 3 5 4 This option enables you find a particular Return Credit Request by Return Number and then make any necessary adjustments or enquiries as listed in the Header and Options screen The next screen prompts you to key the purchase order number The Return amp Credit Request Header amp Options screen will then appear Credit Claims The Credit Claims option displays the details and status of a claim for supplier credit You will be prompted to select either the supplier and or the claim number lt F3 gt Search is available on both of these fields If a supplier is entered without entering a specific claim number a list of all unposted claims for that supplier will be displayed If you press click lt F9 gt Inc Posted all posted claims i e those processed through Creditors Invoice Approval will be included in the display This key is used to toggle between displaying posted and unposted claims Claim Date the date the claim was created Claimed Against
28. en The goods will be sourced from the supplier from whom the purchase order was sent but the invoice will be approved for the supplier keyed into the creditor field Receipting Credits CIA G L Movements NON STANDARD COSTING ENVIRONMENT InvStdCst No Product has a std cost of 1 and a supplier cost of 0 75 Stock Receipt Account Account Name Narrative Pd Amount Tp 0001142 Stock Stock Receipting 21 02 0275 in 0001143 PCA Stock Receipting 21 02 0 75 in Stock Return Credit A P Immediately emulates the GL movement as if CIA is also being processed Account Account Name Narrative Pd Amount Tp 0000001142 Stock Stock Receipting 21 02 0 75 in 0000001143 PCA Stock Receipting 21 02 0 75 in 0000001143 PCA Claim No 95000185 02 0 75 C 0000001510 Trade Credit Creditor Invoices Ba 02 0 83 ci 0000001602 GST Purchase Creditor Invoices Ba 02 0 08 ci 2014 Sterland Computing 40 ProStix Smartstore Training Manual Purchasing amp Receipting CIA for that Stock Return you would normally be processing the original stock receipt with this return in same batch but I m not reverses previous emulation and then redoes Account Account Name Narrative Trade Credit GST Purchase PCA Trade Credit Purchase Gains Los Stock GST Purchase PCA Creditor Creditor Cl Creditor Cl Cl Creditor Cl Laim No Laim No Laim No laim No Invoices Ba Invoices Ba
29. ent will adjust the Purchases Clearing Account to which the original receipt was posted with the other side of the entry going to the Purchase Order Variance account Both a Return and an Allowance reverse the General Ledger movement that occurred when the costs being credited were processed through Stock Receipting the amount that was added to the Stock Account for these goods is reversed and the amount that was credited to the Purchases Clearing Account is reversed Hint if a creditors invoice includes an under overcharge approve the invoice for the amount shown and then raise a Return Credit Request for the difference selecting an allowance reason for claim Make sure the Return is processed through Creditors Invoice Approval as a Credit Note to complete the reversal of all General Ledger movements 2 If the selected supplier has a number of Branch Addresses in ProStix these addresses will be displayed for selection You can change any of the address details after selection or press click lt F1 gt to accept 3 The Shipping Details screen will then display indicating where the returned products and or request is to be sent Instruction key a brief message if there any special instructions about the return 2014 Sterland Computing Purchasing and Receipting 29 of the goods specified in the claim These instructions will print on the return Deliver To displays the information held in the supplier
30. eying does not suit the quantities defined By setting either the system flag InvForcMnQ or InvForcPkQ to yes the applicable warning will then stop you from continuing 4 While in this product entry screen the lt Up Arrow gt can be used to view the header details such as address 2014 Sterland Computing Purchasing and Receipting 9 ul Ensure the costs are accurate using lt F8 gt to review and lt F7 gt to make any necessary changes Any product entered onto the purchase order where the supplier record for the product has a zero cost and the system flag InvPOZeroC is set to yes will require the authorisation of a purchasing supervisor 6 It is possible to create and receipt purchase orders with negative quantities This enables the effective tracking of products that have been sent to other sites to have work done on them once customers have ordered them e g send out a plain timber door negative qty on order and receive in a routed amp stained door positive qty on order You can enter a negative quantity only if you have set the POAIlowNeg flag to yes 7 If there are any volume discounts associated with the supplier details for this product the next available volume discount quantity will be displayed in the function bar in case you want to increase the quantity of the order to take advantage of this discount If you process a volume discount receipting will post the full value to the sto
31. f you have set the POAIlowNeg flag set to yes and the order line has a negative ordered quantity Completing the Receipt Process Once the receipted quantities have been recorded press click lt F4 gt Exit to complete the receipt to stock If any receipted products are flagged as lot controlled the Received Stock Lot Control window will prompt for their Lot numbers For details refer to the topic in the User Manual Receiving Lot Controlled Products Otherwise the Receive To Stock screen allows you to complete the receipt update the stock on hand figures for all products receipted and invoke a General Ledger movement between the stock account any gain loss accounts and the purchase clearing account For more information on these fields refer to the section on Updating Stock If you lt F4 gt from this screen without completing the details nothing will be receipted and the values will remain in the Received This Del column waiting to be applied to stock This can be done at a later time by selecting the option Update Stock from within the purchase order options Review You can now e Process the details of receipting stock for standard products into your system 4 1 2 Update Stock Goal In this lesson you will learn how to update stock for receipting of standard products into your system This option displays the Receive To Stock screen so the Stock file and the General Ledger can be updated Steps
32. g levels for a product and calculates a suggested reorder quantity at a certain point in time so that required stocking levels are maintained Certain mandatory product information is used in the stock reorder algorithm to determine a suggester reorder quantity These suggested quantities can be reviewed and modified before a purchase order is generated Supplier information stored against a product is taken into consideration when this purchase order is generated e g the supplier s minimum order quantity So the mandatory information is stored in two of the Product Maintenance options for a product Stock Data and Suppliers Stock Data Certain fields in the Stock Data option are mandatory to the working of the stock reorder algorithm and for the creation of a purchase order Location Code in the future this code will print on the Stock Reorder Report so that the product can be physically checked if required Min Stock what is the minimum level of stock that is required on hand at any one time The reorder process uses this value in three areas firstly the reorder process will prompt the user whether products with stock on hand Below Min are to be considered this is the value the reorder process is referring to Secondly this value is used as part of the Quantity Available calculation Thirdly it is used when calculating 2014 Sterland Computing 22 ProStix Smartstore Training Manual Purchasing amp Receipting
33. goods to be sent back to a supplier or to process a credit for discrepancies between the supplier cost and the purchase order cost of receipted products 1 3 5 2 1 Options Once you have keyed the product details for the return credit and pressed clicked lt F4 gt the Return Credit Request Header will be displayed on the LHS of the screen and a list of OPTIONS will be displayed on the RHS of the screen Claim Details Select this option to take you back to the product entry screen to make any changes to the claim Update Header Select this option to change any of the return header details Shipping Data This option will allow you to change the delivery name and address Supplier Data This option will display the name address and other basic contact details for the supplier of the original order If the supplier has multiple addresses you can use lt F9 gt from within this option to select a different address to send the return credit to Print Return Select this option if you want to print a copy of the selected return credit Make changes to the defaults if necessary Show Prices key yes if you wish to print prices on the return credit claim Send by Fax keying yes will create a fax record in the path name that has been specified for the device you are using If no a print options box will appear once you have exited from this menu Print All Comments key yes and the product comments will be printed regardle
34. h this option the goods will not have been receipted and the stock will not have been updated 3 To exit and update stock press click lt F1 gt and the following occurs e Stock On Hand is increased by the quantity received e Value of Stock is increased i e Stock Account is debited with the cost x quantity received 2014 Sterland Computing Purchasing and Receipting 45 e The Purchases Clearing Account is credited with the cost x quantity received Review You can now e Update stock for receipting of standard products into your system 2014 Sterland Computing 46 ProStix Smartstore Training Manual Purchasing amp Receipting 4 2 Timber Tally Goal In this lesson you will learn how to receipt timber products into your system Steps 1 Process the stock receipt as for Standard Products 2 If you lt F7 gt Change on a timber product a screen will allow you to receipt length by length Say no to the question Receive as Pack Stock 3 The value in the Order column is the number of lengths of the selected line You can partially receipt that length using lt F7 gt Change 4 Alternatively you can receipt the full value of every length using lt F8 gt Receipt All Once you have receipted all lengths for this product press click lt F1 gt and then press click lt F4 gt to return to the Receipt Details By Order Line screen Review You can now
35. h those chosen when the report was generated or the information may not correlate Zero Orders include products on the report where the suggested reorder quantity is zero Even if you exclude these products from the report they will appear on the actual Stock Reorder screen Include Daily Products include products that have a re order cycle set to 1 day Sort Sequence sort the report by product P or location L Preferred Only this field will open up if you nominate a single supplier Do you only want to include products on the report where the nominated supplier is the Preferred Supplier No will include products for which the specified supplier may be an Alternate Supplier Below Minimum if no consider all products in the specified range for re ordering If yes consider only those products in the specified range where the Quantity Available is less than the Minimum Stock defined for the product Non Stocked Items should items with the Stock Data Product Type value equal to 1 be considered as well as stocked items i e type 0 Exclude Sales Promos are sales of products on promotion to be included excluded 2014 Sterland Computing Purchasing and Receipting 15 from the calculation of Daily Sales Average Exclude Purch Promos exclude current purchase orders with a promotion nominated from the on order figure and stock receipts with a promotion nominated from the stock on hand figure Note that t
36. he first week and 3 the second week of the cycle 4 6 Items ordered according to a three week cycle 4 denoting the first week 5 the intermediate week and 6 the final week of the cycle Reorder Matrix Codes These must also be set up as follows System Administration Configuration Miscellaneous Tables Re Order Matrix Codes The table has the following fields e Code e Description e Days These are determined by combining the Matrix Stock Performance Categories with the Re order Cycle Codes to form the Reorder Matrix Code Note This is set up by the ideal number of days The ideal number of days stock to retain within the store is determined according to the stock ranking and the order cycle as set out in the following matrix 2014 Sterland Computing 26 ProStix Smartstore Training Manual Purchasing amp Receipting ee a a 4 Gees be A 42 63 63 70 70 70 B 28 42 42 49 49 49 C 21 35 35 49 49 49 For example a line with a stock ranking of B and an order cycle of 4 would be ideally stocked for 49 days seven weeks as taken from the corresponding entry in the week holding matrix e A model stock figure for the item is determined by multiplying the mean daily sales figure by the ideal number of days stock to retain within the store e On performing a check of the stock balances if the stock in balance is less than the model stock figure the number
37. he system or keyed in previous screens and then prompt for the details required to generate the Credit Claim Claim Number is generated by the system and cannot be changed Claim Date defaults to the current date Receipt Number displays the original P O nominated in Shipping Details Receipt Date displays the receipted date for the original P O Supplier Invoice Number displays the supplier invoice number of the original P O when that purchase order was applied to stock Creditor if the supplier has a creditor defined against their account in ProStix this supplier number will be displayed Otherwise the supplier against whom the original purchase order was generated will be displayed 5 The following information is keyed by the user the most important field is the first field Credit AP Immediately all other fields are information only If any details are unknown when raising the claim you can maintain the claim through Purchasing amp Receipting Returns amp Credit Requests Credit Claims at a later stage Credit AP Immediately YES the claim will generate a credit in the supplier s account when the claim is released i e create and post an Accounts Payable batch with the batch post printing to a text file this posting immediately reduces the amount owing to the supplier The claim can be tracked and is completed via Creditors Invoice Approval when the credit note is received from the supplier NO the c
38. hould check the correct purchase order number has been selected as this message indicates that the supplier has not been notified of the purchase order You can proceed past this warning by pressing clicking lt F1 gt Receipt Options A list of Receipt Options is then displayed on the RHS of the screen and the Stock Receipt Header displayed on the LHS of the screen with any comments or special instructions that were keyed when the purchase order was created or modified Receipt Details allows you to receipt some or all of the products on the purchase order by keying the quantity received Stock will not be updated unless the Receive to Stock details have been completed Details from Scanner allows you to receipt some or all of the products on the purchase order by scanning the products into ProStix Stock will not be updated unless the Receive to Stock details have been completed Update Stock displays the Receive To Stock so the stock file and the General Ledger can be updated Update Bar Codes 2014 Sterland Computing 38 ProStix Smartstore Training Manual Purchasing amp Receipting This option allows you to maintain the supplier barcode for products on the current purchase order Steps 1 Products that are on the selected order will be displayed 2 If you press click lt Enter gt on a product the next screen will allow you to scan or key a barcode for that product 3 This will effectively
39. ing of outstanding stock i e you cannot back order PDE Receipt were the goods receipted by scanning If this receipt has been recorded on a Portable Data Entry device the system can download the details from the portable device Shelf Labels do you want to print shelf labels for the quantity of goods receipted Product Labels do you want to print product labels for the quantity of goods receipted Receipt Labels do you want to print receipt labels The quantity of receipt labels printed is stored in the back Qty for Labels field in Product Maintenance Stock Data by branch If this field is zero one label is printed if you answer yes to this prompt The default for this field can be set using the System Tailoring Flag InvRcptLab The format of the NuVu output is controlled by the Tailoring Integers NvuRctLbID the number of job labels down per column and NvuRctLbIW the number of job labels wide per row Stock Receipts Report do you want to print a Stock Receipt Report The default value is yes but this can be overridden if required GL Posting Summary the default is to print this summary but can be overridden if required If there is some doubt about the pricing on the order it is handy to have this report to fall back on Date Received will default to the current date and cannot be changed 2 To exit without updating stock press click lt F4 gt This screen can be accessed at a later time throug
40. inked Sales Orders 2 2o i cccceccssccceseccecet seeds cetscetedauceesedseses coten suede seessocedendeseedeuses ceterseecersesctcecencescecsuiered 48 2014 Sterland Computing 1 4 ProStix Smartstore Training Manual Purchasing amp Receipting Introduction to Purchasing amp Receipting Controlling the flow of stock allows a business to take advantage of the savings associated with fostering a working relationship with creditors as well as maintaining a healthy gross profit Haphazard handling of the Purchasing and Receipting processes can result in an understatement or overstatement of the value of inventory the consequences of which infiltrate right through a business For ProStix to work as designed purchasing staff need to create purchase orders for the required goods from the appropriate supplier The goods receiving clerk then receives the goods into stock as soon as they arrive this adds the goods into the system and creates entries in the Goods Receipts file awaiting the arrival of the invoice from the supplier When the supplier invoice arrives it needs to be checked against the entry in the Goods Receipt file These invoices are processed through ProStix Creditors Invoice Approval where built in defined controls will reconcile the receipt value to the invoiced value Note that invoices for non stock non receipted items e g office stationery supplies are processed through Accounts Payable Transaction
41. ith excess stock calculation and the InvExBrStk flag When performance categories are set up in System Administration Configuration Miscellaneous Tables each category has a yes no entry in the Inter Brn column to indicate whether it must be transferred to other branches when in excess Supplier Details While there is a large amount of supplier detail that can be stored against products for the preferred and any number of alternate suppliers certain pieces of information are mandatory in the stock reorder process Supplier details are keyed via the Suppliers option within Product Maintenance Inner Pack Qty the Suggested Order Quantity is rounded up to the relevant increment of this inner pack quantity when the automatic purchase order is generated from the reorder process This is generally the conversion factor between the Stock Sell UOM and the Purchasing UOM Minimum Order if the Suggested Order Quantity is less than this supplier minimum the order quantity is rounded up to this minimum order quantity unless the product is a slow mover Stock Source applicable for the buying groups where this supplier s product is ordered sent either from a warehouse W e g Mitre 10 or directly D from the supplier e g Ryobi The reorder process will allow either W s or D s only to be included in the reorder or both Scheduled Task for Stock Reordering The following details refer to the scheduled task The reo
42. ksheets 2014 Sterland Computing Purchasing and Receipting 7 2 PreRequisites Before proceeding through this Purchasing amp Receipting manual it is recommended that you have completed e ProStix Basics Character Mode CHUI Or e ProStix Basics Graphical Mode GUI 2014 Sterland Computing 8 ProStix Smartstore Training Manual Purchasing amp Receipting 3 Purchasing 3 1 Standard Products Goal In this lesson you will learn how to purchase standard products The process of ordering and receipting stock into your system starts with a purchase order being raised The purchase order is simply a list of products and their quantities that you require from a supplier Accurate costs and required dates should also be entered on the purchase order so that any ProStix forecasting is accurate Steps 1 From the Main Menu select options Purchasing amp Receipting Purchase Order Processing New Order 2 Key the supplier number and branch number lt F3 gt Search is available if required Copy Order key yes to copy from another order or return Promotion key the promotion to apply to the entire purchase order if appropriate lt F3 gt Search is available if required Later on when you are adding products to the order if a product is not included in the nominated promotion an error will be displayed and you will not be permitted to add that particular product
43. laim will be made ready for Creditors Invoice Approval The claim can be tracked but can only be completed via CIA 2014 Sterland Computing 30 ProStix Smartstore Training Manual Purchasing amp Receipting Supplier Contact reference only and may be printed on the claim Approval Number the supplier approval number to recognise that a claim has been raised reference only and may be printed on the claim Carrier Used reference only and may be printed on the claim Consignment Note reference only and may be printed on the claim Comments reference only and may be printed on the claim 6 On completion of the New Claim For Supplier screen the user will move onto the Product Details screen e if Entire P O was set to yes all receipted products on the original purchase order will be displayed e if Entire P O was set to no no products will be displayed Either key the product or use lt F7 gt P Order to display all receipted products from the original purchase order move the cursor to the required product and press click lt Fi gt to add that product The following information will be required if you have not linked the product number with the original receipt Quantity key the quantity associated with the unit of measure for which credit is required Cost defaults to the cost price from the product or supplier file but may be over ridden U M refers to the purchasing unit of measure If
44. livery date is 99 99 99 13 When creating a purchase order the system checks for excess stock at other branches if the flag InvExBrStk is set to yes If the Stock Data information at other branch es for the product has a mandatory Performance Category and there is excess stock at that branch the user must create a Branch Transfer instead of a Purchase Order Stock Performance Categories are setup in Miscellaneous Tables and marked as mandatory if Inter Brn yes Review You can now e Raise Purchase Orders for Standard Products 2014 Sterland Computing Purchasing and Receipting 11 3 2 Timber Tally Goal In this lesson you will learn how to purchase Timber Tally products Goal 1 From the Main Menu select options Purchasing amp Receipting Purchase Order Processing New Order 2 Key the supplier number and branch number lt F3 gt Search is available if required Complete the next fields as for Standard Products 3 Key in or use lt F3 gt to search for the products to be ordered along with the quantities required When Timber Tally products that have the tally flag set to yes on the Product Master File are selected a Piece Tally Entry screen is displayed 4 Key in the quantities and the lengths e g 10 at 1 2 20 at 2 4 The system will total these tallies when you press click lt Fi gt and are returned to the product entry screen ul If the product has th
45. ll notice that an asterisk appears beside that supplier Continue to select suppliers using this method If you select a supplier in error move the cursor back to that supplier and press the lt Space Bar gt again the asterisk will be removed and the supplier deselected You must select at least one supplier or an error will be displayed Once the supplier range has been selected press click lt F1 gt to open up all of the other fields on the screen so that you can determine the range of products to include on the report Reorder Cycle key the reorder cycle lt F3 gt Search is available if required or leave blank for all These codes can be stored in the product s Stock Data area From To Product Product Group Location these three areas will allow you to customise the report to only include products within these ranges From To Period will default to the values e g 3 months prior to this period stored in the Company setting for Stock Re Order System Administration System Set up Define Companies Company Maintenance Purchasing but can be overridden to be any historical period range e g the last 3 months or the next 3 months from last year This date range is used in the calculation of Daily Sales Average Once the input criteria have been determined press click lt F1 gt to display more criteria on the RHS of the screen It is imperative that the selections made on this screen are consistent wit
46. n the exception screen you can use lt F7 gt to receipt the balance lt F8 gt to view the purchase order or lt F9 gt to print the exceptions e lt F6 gt View will display the unit cost the extended cost on the purchase order and all four lines of the product description for the selected product e lt F7 gt Change is used to receipt the current line For non timber products the Received This Delivery field will open and allow you record the quantity received for the selected product This is a method of partially receipting an order back order e lt F8 gt Rec All is used to receipt the balance of the entire order This has the effect of clearing the quantity in the Outstanding column into the Received This Delivery column for every product on the order It allows you to receipt all the outstanding goods on the order in one keystroke Notice that after you use this key the description of the lt F8 gt function key changes to F8 UnRec All So if you have pressed this key in error you simply press click lt F8 gt again to undo the previous keystroke e lt F9 gt Cost allows you to view or maintain the purchase order cost or any future pricing of the product Change PO Cost opens up the Unit Cost field for the selected product Note that if the cost on the purchase order was derived from the inventory file i e the standard cost and you change this there will be General Ledger implications when stock is upda
47. nd Computing Purchasing and Receipting 17 Re Ordering Timber Re Order Report 2 When you select this option you are presented with the following selection criteria Branch key the Branch code lt F3 gt Search is available if required From To Product No key the product number range lt F3 gt Search is available if required Pack Pieces Only key yes for Pack Pieces on Hand or no for Loose Pieces on Hand Review You can now e Print a Timber Re Order Report 3 4 3 Scheduled Re Ordering Goal In this lesson you will learn how to setup Stock Re Ordering parameters for background processing The scheduled re order tasks process both externally and centrally ordered products and produces the resultant order into the Multi Supplier Purchase Order areas of the software as well as producing the associated re order reports if so requested Steps 1 From the Main Menu select options Purchasing amp Receipting Stock Re Ordering Scheduled Stock Re Ordering 2 When this option is selected a screen will appear which lists all the defined re order Tasks Press Click lt F6 gt to add a new task If no re order tasks exist you will be placed in add mode enabling you to define a new re order task You will be prompted for a Task Id and Description then be prompted for the following Branch Range The branch range being processed by this re order task Re Order Cycle Code The group
48. nimum less the available quantity Where the available quantity is negative the branch minimum is used plus the available quantity The reorder quantity is increased to be a pack quantity size The reorder quantity is then rounded down to the maximum quantity if the branch has a maximum level and the reorder quantity plus the available quantity is greater than the maximum quantity by subtracting the available quantity from the maximum quantity Where this value is negative the reorder value becomes 0 Stock Re Order Matrix This describes the setup and background operation of the Stock Reorder Algorithm using the Stock Reorder Matrix In order to use this function instead of the existing stock reorder algorithm the InvStkMtx flag must be on This determines Use stock re order matrix when ordering stock STOCK ORDERING OVERVIEW Note This example is based upon the Stock reorder number of months being 3 months This is keyed into the company setup e A six month sale figure is determined from the sales of the item over the past three months added to the projected sales over the next three months taken from the corresponding period the previous year which allows for factors such as seasonal variance to be factored in e The six month sale figure is divided by twenty six 26 weeks to obtain the mean weekly sales rate Note These breakdowns of the percentage ratings are only an example the user can design
49. ntry screen to key tallies If your press click lt F1 gt on this screen you will be taken to the Pack tally entry screen Key the pack tallies then press click lt Fi gt 5 You are then returned to the product entry screen The pack product has the comments PACKS and the production listed below it then the tallies 6 Complete the rest of the purchase order as for Standard Products Review You can now e Raise Purchase Orders for Timber Packs 2014 Sterland Computing Purchasing and Receipting 13 3 4 Stock Re Ordering The Stock Re Ordering Menu option allows you to automatically generate purchase orders for a variety of suppliers using a built in stock re order algorithm and certain stocking information that has been stored against products in Inventory Maintenance The Stock Re Order process can be performed manually or can be scheduled to run after hours This topic covers the following lessons Suggested Stock Re Order Timber Re Order Report Scheduled Stock Re Ordering Scheduled Warehouse Re Ordering 3 4 1 Suggested Stock Re Order Goal In this lesson you will learn how to purchase products using the automatic Stock Re Order process Stock Re Order Report The first step in the reorder process is to create a report that will detail products that can have purchase orders created for them according to the information that has been stored against the product The report can then be re
50. odule allows you to set up Stock Re Ordering parameters for background processing The reorder process considers the stock availability and sales of the individual branches that the nominated warehouse services the lead time and stock min max values are to come from the central warehouse branch stock data Steps 1 From the Main Menu select options Purchasing amp Receipting Stock Re Ordering Scheduled Warehouse Re Ordering 2 When this option is selected a screen will appear which lists all the defined warehouse re order Tasks Press Click lt F6 gt to add a new task If no re order tasks exist you will be placed in add mode enabling you to define a new re order task You will be prompted for a Task Id and Description then be prompted for the following Warehouse Branch The warehouse branch being processed by this re order task Re Order Cycle Code The group of items being processed by this re order task Use lt F3 gt to search or leave blank for all Period Range Key the range to be used for calculating average daily sales defaults to the last three months Exclude Sales Promos Key yes to exclude promotional sales from the outstanding customer orders quantity Exclude Purchase Promos Key yes to exclude promotional purchase orders from the purchase order component of the availability calculation Below Minimum Key yes to only re order where the availability is below their minimum stock level Out
51. of items being processed by this re order task Use lt F3 gt to search or leave blank for all Period Range Key the range to be used for calculating average daily sales defaults to the last three months Exclude Sales Promos Key yes to exclude promotional sales from the outstanding customer orders quantity Exclude Purchase Promos Key yes to exclude promotional purchase orders from the purchase order component of the availability calculation Below Minimum Key yes to only re order where the availability is below their minimum stock level Outside Window Key yes to consider orders due outside the product lead time window 2014 Sterland Computing 18 ProStix Smartstore Training Manual Purchasing amp Receipting Print Output Key yes to print a report for each branch at the branch Specific Print Queue Key the name of the printer you wish the report to print on Include Daily Products A group of items could be assigned the re order cycle code that represents products that are ordered on a daily basis Should those products be included in this re order task Sort by Supplier Loc n Key yes to sort the report by Supplier and Location 3 Once the re order parameters are completed you will be prompted to define the scheduling parameters AA When scheduling is complete the re order task has been fully defined and you will be returned to the list of tasks with the completed task having a
52. r process back orders for goods not received process a stock return or adjustment to the receipted process stock on consignment approve creditors invoices for payment enquire and report on purchase orders and stock receipts The Purchasing amp Receipting Module is broken into the following areas 2014 Sterland Computing Purchasing and Receipting 5 Purchase Order Processing to create purchase orders or modify delete existing orders download a purchase order that has been keyed into a PDE create and track branch stock transfers create purchase orders for a range of products i e multi supplier order rather than a range of suppliers Stock Re Ordering will use existing stocking information and generate a suggested re order report Once this has been checked and adjusted purchase orders can be generated and processed Returns amp Credit Requests is used to process stock returns or adjustments to pricing requesting credit from a supplier for previously receipted stock reversing the general ledger entry that was performed when the stock was receipted Purchase Order Reports will generate the following reports Purchase Orders Outstanding Purchase Cost Exceptions Purchase Orders Below Minimum Purchasing Analysis Claims Summary Report Outstanding Claims Detail Report Stock Receipting is used to locate current orders and show details of the order receipt some or all of the order close an order even
53. rder algorithm is a mathematical equation that looks at stocking levels for a product and calculates a suggested reorder quantity at a certain point in time so 2014 Sterland Computing Purchasing and Receipting 23 that required stocking levels are maintained Certain mandatory product information is used in the stock reorder algorithm to determine a suggester reorder quantity This mandatory information is stored in two of the Product Maintenance options for a product Stock Data and Suppliers For the Report The minimum and maximum values at the branch are not changed by the Scheduled Stock Reordering task The minimum and maximum used is the one available in Product Maintenance Stock Data for the branch you are reordering for at the time the task runs If you wish this to use the old values make sure the task runs and finishes before the Stock Forecasting task To use the latest figures schedule these two tasks so that the Stock Forecasting will have updated the max and min values before the Stock Re ordering task starts Bypass the product if no stock no orders and not sold for 6 months when not using the system flag InvStkAct Reorder quantity is calculated by Anything in Bold is a value stored in ProStix Anything underlined is calculated within this program The available quantity is calculated as per Stock Enquiry availability Stock On Hand Customer Orders Purchase Orders Deferred Sales
54. re displayed as follows e the product number and the first line of the product description for all products on the purchase order e the purchasing unit of measure this value can have a huge impact in stock levels pricing and should be checked carefully for example if an EA appears on the purchase order and the supplier sent a PK pack of 5 eaches the quantity received is 5 not 1 e the quantity ordered 2014 Sterland Computing 42 ProStix Smartstore Training Manual Purchasing amp Receipting e the quantity received to date this quantity will have already been applied to stock e any value received but not applied to stock i e the Received This Delivery column Normally this value will be zero and you key the receipted quantity When applied to stock the value is accumulated into the Received To Date column The following options are available e lt F4 gt Exit will return you to the options screen If you have changed any of the Received This Delivery details before exiting you will be prompted to Receive To Stock If you have changed this value in error you will need to go back into the detail screen and use lt F7 gt to change any incorrect entry back to zero lt F5 gt Exceptions will display any product where the Received To Date quantity does not equal the Ordered quantity Very handy if you have a large purchase order that has been partially received From withi
55. re of their arrival so that the sales cycle can be completed Select this option to display customer orders linked to this purchase order By moving the cursor to a particular line on this enquiry screen you can press click lt Enter gt to drill down on the customer order Import Details 2014 Sterland Computing Purchasing and Receipting 39 If the stock receipt has been scanned into a PDE device this option will download that file into ProStix so that the receipt can be completed Steps 1 When you first select this option you will be presented with a screen prompting you to connect the PDE 2 Connect the PDE device and download the file into a pre defined location ready to import into ProStix 3 Press any key to continue 4 The pre defined path will be displayed Press click lt Fi gt to commence the download 5 When complete you will need to go back to the Receipt Details option firstly to check that the data looks as though it has imported correctly and secondly to update stock Creditor This option will change the type of order to a direct order which means the goods will be shipped directly from the supplier rather than the warehouse Question Specifying a Creditor on this Order will change it from a Standard to a Direct Order Are you sure you want to continue If you continue you can key another valid ProStix supplier number into the Creditor field on the left hand side of the scre
56. rinted or faxed if you are about to receipt an order that has not been sent to the supplier how does the supplier know what to supply 2014 Sterland Computing Purchasing and Receipting 37 e if the purchase order is linked to a sales order the corresponding sales order number is displayed lt F8 gt Sort This function gives you the ability to change the sort sequence of the records displayed Pressing this function key toggles the browser to display records in either ascending or descending order sequence Find By Supplier When this option is selected a list of all suppliers is displayed Once the supplier has been found the purchase orders raised for that supplier are listed in numerical order The lt F8 gt Sort function explained above is also available for this option Find By Order Number When this option is selected it is assumed that you know the purchase order number a box is displayed so you can key the number and locate the order without having to search through a numerical list Returns Credit Requests This option takes you to Returns amp Credit Requests Checking the Purchase Order Once you have located the purchase order the system checks whether the order has been sent to the supplier If the order has not been sent electronically printed or faxed the following warning will be displayed This order has not yet been printed faxed or sent electronically At this point you s
57. side Window Key yes to consider orders due outside the product lead time window Specific Print Queue Key the name of the printer you wish the report to print on Include Daily Products A group of items could be assigned the re order cycle code that represents products that are ordered on a daily basis Should those products be included in this re order task Sort by Supplier Key yes to sort the report by Supplier and Location 3 Once the re order parameters are completed you will be prompted to define the scheduling parameters AA When scheduling is complete the re order task has been fully defined and you will be returned to the list of tasks with the completed task having a status of disabled You then need to toggle the status to current if you wish it to be enabled 2014 Sterland Computing 20 ProStix Smartstore Training Manual Purchasing amp Receipting F5 Delete The lt F5 gt Delete function allows you to delete the selected re order task F7 Change The lt F7 gt Change function allows you to update the re order task When lt F7 gt Change is selected you can change the re order description ordering parameters or scheduling parameters F8 Status The lt F8 gt Status function allows you to toggle the task status between disabled a current Any disabled re order tasks will not be passed from the Task Scheduler to the Job Processor F12 Schedule The
58. sing and Receipting 21 Pack Size unless the flag InvOrdPack yes and the product is a slow mover i e sales for the previous six months are less than the supplier Pack Size In this case there will be no rounding so the Suggested Order Quantity will be for a broken pack size usually without any quantity break reduction in cost Then if the Suggested Order Quantity is less than the supplier Minimum Order Quantity it is rounded up to the supplier Minimum Order Quantity unless the product is a slow mover refer above Then if the Suggested Order Quantity exceeds the Maximum Stock it is rounded down to or below the Maximum Stock by increments of the Pack Size unless Maximum Stock 0 in which case no change If the Suggested Order Qty lt 0 set it to 0 Once the re order quantity has been calculated it is then checked against the max stock value set at the branch product level If the calculated re order quantity stock available is greater than the max then the re order value is re calculated as quantity max quantity available Flags applicable to this feature e InvStkMin Default for the Below Minimum field e InvOrdPack For slow moving products i e sales for the previous six months are less than the Supplier Pack Size the stock re order algorithm will round up to the nearest multiple of the supplier s pack quantity Product Details The reorder algorithm is a mathematical equation that looks at stockin
59. ss of the Print Comment Yes No flag on the product within the credit request If no only those comments that have been flagged will print You will then be prompted with your printing viewing options Confirm Order The Confirmed field is displayed in the return credit header This option will set the value to yes to indicate that the supplier accepts the return credit with its pricing terms etc Once a return has been confirmed order details cannot be changed unless you go back into the Update Header option and change the value back to no 2014 Sterland Computing 32 ProStix Smartstore Training Manual Purchasing amp Receipting Release Claim By selecting this option the stock and or general ledger movement that occurred when the goods were receipted is reversed Note Allowance value only credit requests should be released as soon as they are raised whereas stock returns should be released when the supplier s truck takes away the stock This option will allow you to update the stock return information which has been entered for the selected return credit claim reducing stock values Stock levels will only be changed if the return reason is not an allowance Steps 1 If you select the option and the Order Printed Faxed Sent flags are still no the following warning will be displayed This order has not yet been printed faxed or sent electronically 2 If Credit AP Immediately was set
60. status of disabled You then need to toggle the status to current if you wish it to be enabled F5 Delete The lt F5 gt Delete function allows you to delete the selected re order task F7 Change The lt F7 gt Change function allows you to update the re order task When lt F7 gt Change is selected you can change the re order description ordering parameters or scheduling parameters F8 Status The lt F8 gt Status function allows you to toggle the task status between disabled a current Any disabled re order tasks will not be passed from the Task Scheduler to the Job Processor F12 Schedule The lt F12 gt Schedule function allows you to update the task schedule Reviewing Suggested Orders CPF Products The suggested order quantities for centrally ordered products can be reviewed and processed within the CPF Requisition Maintenance program Externally Ordered Products Any suggested orders for externally ordered products are loaded into the appropriate branch list within the Multi Supplier Order option of purchase order processing Review You can now e Setup Stock Re Ordering parameters for background processing 2014 Sterland Computing Purchasing and Receipting 19 3 4 4 Scheduled Warehouse Re Ordering Goal In this lesson you will learn how to setup Warehouse Stock Re Ordering parameters for background processing The Scheduled Warehouse Re Ordering m
61. ted from this stock receipt i e gain or loss Update Future Pricing a new supplier price may be indicated on the invoice This option can be used to change the standard cost of the product on the fly if you have the appropriate security This runs the same program as the Future Pricing module in Product Maintenance i e any future prices must be applied before they become effective whereas a future price dated with the current date will automatically apply immediately Show Receipted Costs displays the unit cost and the line cost for any product receipted on this purchase order This is a display function and no maintenance can be performed After you have keyed the quantity received press click lt F1 gt to save the Received This Del value and continue to select products to receipt 2014 Sterland Computing Purchasing and Receipting 43 Once all products have been receipted press click lt F4 gt to display the Receive To Stock screen and complete the transaction see Completing the Receipt Process below Quantities Greater than Outstanding Note that the system will allow you key a quantity that is greater than the outstanding amount it is not unreasonable that a supplier send more than ordered It is best to receipt the entire quantity and then process a Return Credit Request for the oversupply if any of the goods are being returned Negative Quantities You can enter a negative value only i
62. uantities for products that fall within the selected criteria will then be displayed to the screen Note the functions available 8 Delete move the cursor to the required product and press click lt F5 gt to delete the product from the re order 9 Add will open up a line so that you can key a product number and the supplier against whom a purchase order will be created 10 Change move the cursor to the required product and press click lt F7 gt to open up the Supplier and the Order fields so that changes can be made 11 Info move the cursor to the required product and press click lt F8 gt to display products information on the LHS of the screen and the Stock Enquiry options on the RHS of the screen 12 P Order once the correct order levels have been determined press click lt F9 gt to create purchase orders for all of the suppliers for all of the products for all of the quantities displayed to screen 13 If you press click lt F1 gt on any of the entries the order header and order options will be displayed 14 The order can be viewed and any changes made to the order by selecting the first option Order Details Review You can now e Purchase products using the automatic Stock Re order process 3 4 2 Timber Re Order Report Goal In this lesson you will learn how to print a Timber Re Order Report Steps 1 From the Main Menu select options Purchasing amp Receipting Stock 2014 Sterla
63. urning this check on can add a significant delay say 400 Use with caution or after hours Stock Source W warehouse and D direct i e stock source values stored in the supplier details for a product B is a third option that will ignore the stock source value from the supplier details Outside Window ignore orders due outside product lead time window Order Days 60 Check for orders placed in last 60 days Zero for all 9 The following information for each product will be included on the report UM the stock sell uom Current Stock Information All Brn stock on hand across all branches O H stock on hand at the nominated branch for this branch P O qty of this product already on purchase orders for this branch C O qty of this product required for customer orders for this branch Avail stock on hand plus purchase order quantities minus customer order quantities for this branch Max Min the levels defined for this product for this supplier at this branch Sales Data 0101 0301 the period during which sales at this branch were considered YTD the year to date sales at this branch Day the daily sales average at this branch over the period Re Order Information UM the suppliers purchase uom Pack the suppliers required inner pack quantity Suggest the amount suggested for reorder Actual blank when printed the amount to be ordered can be written in this spot Stock Re Order Steps 1 The actual Stock Re Order
64. user into the Stock Receipting module Credit Claims lists all credit claims that have not been processed through Creditors Invoice Approval Overview This option allows you to process stock returns and credit requests for previously receipted stock When goods are receipted to stock the General Ledger movement between the Stock and Purchase Clearing accounts will reflect the value of goods receipted This value is determined by the cost of the products on the purchase order multiplied by the quantity received Stock on hand in the inventory file will also be adjusted to reflect this inward movement of goods If some of these goods are to be returned to a supplier or if the cost on the supplier s documentation differs from that on the purchase order a Return Credit Request must be raised to reverse the affect of the receipt of these goods on the Stock and Purchase Clearing accounts The Return Credit Request is sent to the supplier who in turn will issue you with a Credit Note The Credit Note will be processed through CIA depending upon your internal procedures i e as soon as the Return Request is processed or when the Credit Note is received from the supplier ALL STOCK RECEIVED MUST BE RECEIPTED TO STOCK e even if it was not ordered e even if it arrives damaged and is to be returned to the supplier e even if it is the wrong colour and is to be returned to the supplier so that every transaction with a supplier can be audited
65. viewed so that changes if any can be made to the purchase order that is generated in the second process Stock Reorder Stock Re Order can be performed for a supplier either for an individual branch or for many branches This topic covers the first scenario re order for an individual branch Steps 1 From the Main Menu select options Purchasing amp Receipting Stock Re Ordering Suggested Stock Re Order 2 The Stock Reorder Report can be generated for a specific supplier or for a non contiguous range of suppliers 2014 Sterland Computing 14 ProStix Smartstore Training Manual Purchasing amp Receipting ul TO produce a report only key yes in the first field of the Suggested Stock Re Order option If you have previously run the report and are happy with the results key no to generate a purchase order from the reorder quantities detailed on the report To run the report for a single supplier either key the supplier code or use lt F3 gt Search to find the correct code Note that when the Re Order is performed in the next process this field can be left blank and re ordering can be performed for all suppliers To run the report for a range of non contiguous suppliers press click lt F9 gt to display a list of all suppliers and then use your preferred search method to locate a supplier to include in the report Press the lt Space Bar gt to select this supplier you wi

Purchasing & Receipting - Sterland Knowledge Base

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Purchasing &amp; Receipting - Sterland Knowledge Base

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Purchasing & Receipting - Sterland Knowledge Base