Task 08 – Purchase order for restocking

Task 8 Purchase order for restocking

Sub-task 1 Select items for reorder & print edit of all open selections BLDRSO

This is a series of 5 sub-tasks used for reordering stock. They are designed to be used in numerical order starting with one, next two, next three, next four, to five. This will use the Warehouse records to determine a need to order list. It will allow you to choose to let the computer automatically set the quantities or you may manually scroll the list setting the quantities. The modifying is done in Sub-task 2. You may print an edit list at any time using Sub-task 3. If you have the system automatically set the quantities, you could go directly to Sub-task 4 from this sub-task.

See documents:

Task 08 – Purchase order for restocking – Sub-Task 2 RSOENT

Task 08 – Purchase order for restocking – Sub-Task 3 RSOLST

Task 08 – Purchase order for restocking – Sub-Task 4 RSORPT

Task 08 – Purchase order for restocking – Sub-Task 5 GENPOR

All units are based on “Sell by”. “Need Qty” brings you to maximum level for season involved. Depending on the vendor that you order from, the system will force you to minimum reorder quantities.

Following the instructions in Sub-task 5 Generate & release reorder PO’s GENPOR, will allow you to automatically open P/O’s in Task 1 Purchase order entry & editing. If you don’t automatically issue each PO, you will need to go into Task 1 Purchase order entry & editing to edit and issue each PO it opens.

Select items for reorder & print edit of all open selections BLDRSO

NOTE: If items were selected for reorder and left unprocessed you will get a message:

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You may choose to clear this file or to add to it.

There are ___ unprocessed items in this file.

Do you want to clear these items:__

Use Subtask: 3 to print out items still not ordered

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Selectable ranges are item #, vendor number, warehouse #, product code #, and report class #.

Please enter – starting item #:

- ending item #:

Please enter vendor # (CR-ALL):

When making the selections, if only one vendor is selected, ONLY items with the same supplier/vendor record will be selected for the BLDRSO.

Please enter – starting warehouse:

- ending warehouse:

Please enter – starting product code #:

- ending product code #:

Please enter – starting report class #:

- ending report class #:

Set order quantities automatically (Y/N)?

Y=set default order quantities N=set to 0 for manual entry in Subtask 2

HOW THE SYSTEM SELECTS ITEMS FOR THE REORDER LIST:

The system looks at the
- Selections made above
- Inventory control (module 5)
- Task 18 Warehouse master:
  - quantity on hand
  - committed on order entry orders to customers
  - backorders to customers
  - on order from any vendor

Here is an example: Item #100-1 PAPER

quantity on hand 10
committed 5
backorders 0
on order 3
- 10 - 5 + 3 = “8 net available quantity”

It also looks at the Inventory control (module 5)

Task 18 Warehouse master:
- To see if the item is on season or off season.
- Then it looks to see if the “net available quantity” is below the appropriate on or off season minimum quantity.
  - If the “net available quantity” falls under the appropriate on/off season minimum, the item is selected for the stock reorder report BLDRSO

The example item 100-1 PAPER the on season minimum is 10. So as soon as the “net available quantity” falls below 10 this item is on the stock reorder report BLDRSO. So in this example, the “net available quantity” is 8, so this item is on the stock reorder report BLDRSO.

HOW “NEED QUANTITY” IS DETERMINED:

Once the item is on the stock report BLDRSO:
It looks at the warehouse master appropriate on or off season maximum.
The “need quantity” on the stock reorder report BLDRSO is determined by the appropriate on or off season maximum. The system brings the quantity back up to the appropriate on or off season maximum.

The example item 100-1 PAPER the appropriate on or off season maximum is 50. The stock reorder report BLDRSO will say the “need quantity” is 42.

WAREHOUSE INFORMATION ON REPORT:

Quantity on hand

Quantity committed to customers

Quantity backordered to customers

Quantity on issued purchase orders from ALL vendors/suppliers

Quantity sold MTD

Quantity sold YTD

Quantity sold Prior year

Minimum reorder

Maximum level

SUPPLIER INFORMATION ON REPORT:

If only one vendor was selected, ONLY items with the same supplier/vendor record will be selected for the BLDRSO.
- Although the report will show all the other supplier records for those items.
The supplier records will be in vendor # order.
- Here is the supplier information shown on the report:

Rank

Stock #

ITEM MASTER LAST COST & the supplier last cost

Supplier lead time

Supplier minimum order (in sell-by units)

Supplier on order (from issued PO’s)

Supplier YTD quantity

Supplier YTD cost

Set order quantities automatically (Y/N)? Y=set default order quantities
- If this question was answered Y, then the order quantities will be based on the appropriate on or off season maximum.

In our example, the automatically set quantity for item #100-1 PAPER would be 42.

It would also select the vendor # with the lowest vendor rank.
- If all the vendor ranks are the same, it would select the lowest vendor #.
  - If the vendor had a minimum quantity for this item, the “need quantity” is based on the vendor’s minimum quantity.
  - In our example for item #100-1 PAPER if the vendor with the lowest rank or lowest vendor #, has an item minimum of 100, the automatically set quantity ordered would be 100.

Sub-task 2 Modify reorder qty’s & vendor’s for reorder list RSOENT is used to select the vendor #’s and reorder quantities. See document titled Task 08 – Purchase order for restocking – Sub-Task 2 RSOENT .

If this sub-task 2 RSOENT is skipped the vendor/supplier with the lowest rank will be selected.
- If multiple vendors/suppliers have the same lowest rank, it will select the first appearance of the lowest rank. So the vendor with the lowest vendor # with the lowest rank. So if an item has 3 vendors/suppliers all with the rank of 1, it will select the vendor with rank 1, with the lowest vendor #.

Note: When a new vendor/supplier is added, it automatically has the vendor rank of 1. To change the vendor/supplier rank, go into:

Inventory control module 5
- Task 18 Supplier Master
  - Sub-task 2 Change existing supplier record.
    - Bring up the item # and vendor/supplier #.
    - Change field 3 Vendor rank: _.
    - To make sure a supplier is always selected, change their rank to zero.

Task 08 – Purchase order for restocking – Sub-Task 1 BLDRSO