Creating/Opening the Item List
The Purchasing Wizard assists in the creation of purchase orders based on restocking requirements (min/max or usage) or based on task parts lists. The wizard first automates the creation of an item list. This list identifies all the items to be ordered and specifies the vendor with which to place the order for each of these items. The process consists of:
· Creating/Opening the item lists.
· Maintaining item lists.
· Creating Purchase Orders.
The Purchasing Wizard is accessed from the popup menu in the Purchasing Manager. Open the Purchasing Manager and select “Purchasing Wizard” from the popup or use the hot-key Ctrl+W.
When you access the Purchasing Wizard the Item List Manager is displayed. Here you can view your item lists in a grid filtered by:
· New Lists (In process)—Lists that have been created, not saved as a template, and still have items that have not been ordered.
· Templates—Lists that have been saved as a template.
The basic operations you perform in the Item List Manager are:
· create a new item list,
· open a previously created / in process list,
· create a new list, copied from template,
· delete a new list or a template list.
When you create a new item list, you must specify the following as part of the Item List Properties:
· List Type
o Restock List—to restock one or more
warehouses based upon either inventory transaction history or
min/max stock configurations and current on-hand quantities.
o Simple List—for shorter, immediate need orders manually entered or based on the material lists from one or more task items in the price book.
· Warehouses—(for restock lists) to be restocked.
· Restock Type—(for restock lists) method for determining restock requirements:
o Min/Max: this method will use your stock configuration: quantity to order = max – quantity on-hand for all items in the warehouse(s) where the quantity on-hand is less or equal to the stock min quantity; for restocking one or more warehouses based on warehouse / stock item setup (min/max vs. quantity on-hand). This list will take into consideration, current orders for a part. If bin 123 stock part XYZ in warehouse A, with a Min/Max of 30/50, and:
- your current onhand quantity (when the list is built) is 28,
- you have 10 XYZs on order,
- the wizard will recommend an order of 12 (max-onhand-onorder or 50-28-10)
o Usage: this method will summarize the
quantities from the transaction history for the warhouse(s)
for a date range; for
restocking one or more warehouses, but based on Usage/transaction history for a
date range. This usage transaction
history consists of the transactions created from the posting of requisition
and returns only. If you used 50 of part
XYZ from warehouse A, the wizard will recommend an order of 50 of part XYZ for
warehouse A.
· Task Numbers—(for simple lists) can be specified to include parts specified on the task detail.
· Department—this will be the default department for all line items created for POs generated from this list. You can change this on the PO after it is created if desired.
· Job Number—(for simple lists) not allowed for Restock Lists, only allowed for Simple Lists. POs created from this lists will include the Job Number you specify here.
· Taxable—this will control how line items on the POs are created, either taxable or non-taxable. You can change this on the PO after it is created if desired.
· Separate warehouse orders onto separate POs—if this option is selected, orders for different warehouses, but for the same vendor, will be separated onto separate POs. It the option is not checked, then orders for different warehouses will be combined on to one PO for each vendor.
· A unique descriptive name to help identify the list.
· Ship-To
o Ship to address—you can select from the company address, or any warehouse address.
o If a job number is specified, you can select to ship to the job and optionally to receive directly to the job (note: if you ship to the job, you must receive to the job).
Once the new list is created, ‘List Type’ cannot be modified. Other options of the Item List Setup can be modified at any time.
Once a new list is created, or an existing list is opened, the item list form will be displayed. From here you can:
· Manually enter parts by item number.
· Modify the quantity to be ordered for each item.
·
Identify the ‘source vendor’. This is the vendor for which a
· Review purchase history for each part in the item list and maintain ‘primary’ and ‘secondary’ vendor for each part in the list.
· Monitor and review current quantities in stock in each warehouse and review currently open purchase orders for each item.
· Modify the Item List Setup.
· Save the list for completion at a later time.
· Save the list as a template. Once saved as a template, the list is close and cannot be modified. It can only be used to create new lists.
Once the correct items, quantities and ‘source vendors’ are identified POs can be created. Select ‘Create POs’ to automatically create POs as defined by the Item List. These purchase orders can then be managed as ordinary POs.
In the case of Restock and Usage lists, after POs are created, the list will be automatically deleted. For Simple lists, after POs are created, you will be prompted whether to save the list as a template or delete it.
Simple lists can be saved as templates. Min/Max and Usage lists cannot be saved as templates. New simple lists can be created based on templates. These new lists will contain the same items as the template by default, but can be modified.
In order to prevent accidental changes to, or otherwise overwriting templates, templates cannot be modified. To replace an existing template, a new template must be created and the old template deleted.
To replace an existing template:
· Create a new list based on the template,
· Save the new list as a template,
· Delete the original template.