Auto

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Auto Quick-Buy
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Overview
Based upon the use of system flags, a complete
ordering process will be automated as follows
sales order lines automatically backordered and
flagged as Special or Direct
purchase orders auto-generated and transmitted to
the wholesaler through EDI confirmations
from wholesaler auto-acknowledged purchase
order lines auto-received sales order lines
automatically shipped pick slips / invoices
auto-printed
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Requirements
The auto quick-buy process is activated by user,
item and vendor.
To set the user flag, select Sales Order
Menu - type .USER at selection line
NOTE If setting up user 2, dont forget to setup
user 102 and 202 as well.
Set the Auto Quick-Buy flag appropriately for
each user you wish to activate. 0 No Not
activated for this user 1 Yes (Qty Ship Default
to Normal) Activated for this user the
shipped qty will default as normal
(on hand or available) on SO lines. 2 Yes (Qty
Ship Default to Zero) Activated for this user
the shipped qty will default to zero on
SO lines.
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To set the item flag, select Inventory Menu
2 File Maintenance 21 Inventory Store
Set the Auto Quick-Buy flag appropriately for
each item required. 0 No Not activated for
this item. Item will be treated as normal. 1
Yes (Direct) Activated for this item will be
ordered with a direct PO. 2 Yes (Special)
Activated for this item will be ordered with a
special PO.
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To set the vendor flags, select Purchase Order
Menu 2 File Maintenance
22 Vendor Purchase Maintenance
NOTE In order for items to be ordered with a
Direct PO, the item and vendor must both be set
to 1 (Direct). If the vendor is set to 2
(Special) and the item is set to 1 (Direct), or
vice versa, it will be ordered with a Special
PO.
There are 5 flags to be set for each vendor 1.
AQB (Auto Quick-Buy) 0 No Not activated
for this vendor. 1 Yes (Direct)
Activated for this vendor will be ordered with
a direct PO. 2 Yes (Special) Activated
for this vendor will be ordered with a special
PO.
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2. EDI (Electronic Data Interchange) 0 No
POs for this vendor will not be transmitted
through EDI. 1 Yes POs for this vendor will
be transmitted through EDI.
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3. Min PO Amt When a PO is generated for this
vendor and the total order value is below the
minimum, the following warning will print on the
Auto-Generate PO Report. The PO will not be
transmitted to the vendor.
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4. Lead Days When a PO is auto-generated for
this vendor, the system calculates the expected
date by adding the number of lead days to the
current system date. Valid entries are 0-99.
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• Alternate Warehouse
• Controls a flag on the PO that instructs the
  wholesaler to ship products from their alternate
  warehouse(s) if qtys are not available in their
  main distribution centre.
• 0 N - Do not ship from alternate warehouse(s).
• 1 Y - Ship from alternate warehouse(s).
  Receive/ship total quantity from all.
• 2 Y - Ship from alternate warehouse(s).
  Receive/ship quantity from main
  warehouse only. Backorder quantities from
  alternate warehouse(s).

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Operation
Please refer to the Sales Order Entry
PowerPoint for instructions on creating Sales
Orders.
During sales order line entry, the shipped
quantity will default based upon the user flag,
but may be edited.
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The system automatically flags each line as
Special or Direct, based upon the item and
vendor flags. The Primary Vendor is
auto-assigned. Once the PO is auto-generated,
the PO number, quantity received and backorder
flag will display.
This purchasing information may be edited if
required, such as the N/E/S/D code (Special or
Direct), the vendor number, the PO , the
received qty or the backorder flag. To do so,
select 9 to edit order and P to edit
purchasing information.
IMPORTANT Make sure any editing of this
purchasing information is valid, since the
system has no way of verifying its accuracy.
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The system auto-generates one purchase order per
wholesaler for all lines flagged as Special,
and one purchase order per sales order for all
lines flagged as Direct. Multiple sales orders
will be attached to one Special purchase order.
If a Special purchase order already exists,
and is in an Entered status, the system will
add new lines to it. The following report will
print showing which purchase orders were
Created and/or Updated.
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Each sales order line is updated with the
purchase order number it is linked to. Lines
should not be edited at this point unless
absolutely necessary AND the purchase order is
still in an ENTERED status. Before editing the
line, you must first delete it from the purchase
order it is linked to. Once this is done the
purchase order number will be deleted from the
sales order line and will revert back to a Not
Ord status, it may then be edited. During the
next PO auto-generation process, this line will
get picked up for ordering.
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The Auto-Generated PO Maintenance screen
displays purchase orders that are going to be, or
have already been transmitted to the wholesaler.
You may Delete POs from this screen if you do
not wish them to be transmitted, or you may Add
manually entered POs for transmittal. You may
also Retransmit POs to the wholesaler again.
NOTE PO 6755 will not be transmitted due to
the fact that it does not meet the vendors
minimum order value. The total order value will
have to be increased or the minimum dollar value
on the vendor removed.
To access this screen, select Purchase Order
Menu 1 Daily Work 28 Auto-Generated PO
Maintenance
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Once POs are transmitted, their status changes
from Entered to Printed.
PURCHASE ORDERS THAT HAVE A PRINTED STATUS
SHOULD NOT BE EDITED. SALES ORDER LINES LINKED
TO PRINTED PURCHASE ORDERS, SHOULD ALSO NOT BE
EDITED.
All sales orders linked to a specific PO may be
viewed in either PO Entry or PO Receiving. Once
E to End is selected, the system will prompt to
View lines created from Sales Orders. Options
are a) 0 No (you just want to end the PO
not view any SO lines) b) 1 All (you want to
view all SO lines created) c) 2 Qty Recvd
(you only want to view lines with received qtys)
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The acknowledgments are then received from the
wholesaler and the POs updated accordingly.
Costs and quantities are updated on the item and
the PO is auto-received. This causes the PO
status to change from Printed to Received.
These POs will no longer display in the
Auto-Generated PO Maintenance screen.
The sales order lines are then automatically
shipped and the received quantities updated per
line. An invoice number will also be updated per
line for SP Richards orders only.
NOTE Serialized items will have to be received
and shipped manually. An exception report will
be printed at the auto-receiving stage.
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Pick slips can then be batch printed by
selecting Sales Order Menu 1 Daily
Work 22 Print Orders Answering No to the
first prompt, Is this a print of verified
orders.
Once orders are picked and ready for invoicing,
select Sales Order Menu 4 Day End 34
Verify Auto-Generated Orders This function
invoices all fully shipped lines.
Invoices can then be batch printed or faxed
(after SO post to AR) by selecting A/R Daily
Work Menu 3 Invoice Reports 20 Print
Invoices
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Items that are unavailable or partially shipped
may be automatically ordered from an alternate
vendor. The following flag must first be enabled
and the vendor information on the item setup
correctly. Select Inventory Menu - type .SSIP
at the selection line - select Table 10 -
ensure the following flag is set accordingly
You may have up to 3 vendors attached to every
inventory item primary, secondary and third.
The system will try ordering from all 3 vendors
in the sequence entered. If the ordered quantity
is not fully satisfied after the third vendor,
the system assigns a vendor of NOAQBV (No
Auto Quick-Buy Vendor) to the sales order line,
which is a flag to the user that this line item
must be handled manually.
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The following Open Order Report may be printed to
find all items assigned vendor NOAQBV. You
must enter the following range on the N/E/S/D
Vendor field. Select Sales Order Menu
3 Reporting 20 Open Order Report
NOTE The system will also assign vendor NOAQBV
if the item does not have a valid vendor
attached to it, or the vendor isnt flagged
properly within Vendor Purchasing Maintenance.
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Alternate Vendor Process
Items that are not available will be deleted from
the purchase order and replaced with a comment
line stating its been moved to an alternate
vendor.
The alternate vendor number is then assigned to
the sales order line with a status of Not Ord.
A purchase order for the alternate vendor will be
generated during the next PO auto-generation
process.
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Items that are partially shipped will be received
on the purchase order and the ordered quantity
will be changed to equal the received quantity.
This ensures no backordered quantities remain on
the purchase order. In this example the original
ordered quantity was 65. 53 were shipped from
the primary vendor. Therefore the ordered
quantity is changed to 53 and 53 are received.
The original ordered quantity on the sales order
will also be changed to 53 and the line will be
fully shipped. A new line for the remaining
quantity of 12 will be created with the alternate
vendor auto-assigned. The status will be set to
Not Ord.
A purchase order for the alternate vendor will be
generated during the next PO auto-generation
process.
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If you do not wish for an alternate vendor to be
assigned to a specific sales order line, you can
force a backorder to the attached vendor. To do
this you must edit the purchasing information on
the sales order by selecting P for Purchase,
while in edit mode, at that specific line.
Enter past the vendor info until the following
prompt displays.
When this backorder flag is set, items that are
partially shipped will be received on the
purchase order and the remaining quantity will be
flagged as re-scheduled.
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Direct Wrap Label
There is a flag on the customer master, within
the Address section, which determines how
direct orders are shipped. If the flag is set to
1 Direct Wrap Label, the orders will be
shipped to your store already wrapped labeled
for you to deliver. If the flag is set to 0
Direct, the orders will be shipped directly to
your customer. This flag may be overridden at
sales order entry within the ship-to address
section.