Modules»Purchase Order»Want List
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Last modified on 12/21/2015 12:21 PM by User.

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Want List

Items get on the Item Want List in one of three ways:

  1. Item is backordered in Order Entry
  2. Item is special ordered in Order Entry
  3. Item is manually entered onto the Item Want List.

Regardless of the method, all of the items go to Task 21 (Item Want List Master) in the Purchase Order module.  This Item Want List Master is used so the system knows when to put items on a purchase order. 

 

AUTOMATICALLY PUTTING ITEMS ON THE WANT LIST:

Items can be automatically added to the Item Want List, based on a parameter setting, by adding an item to a sales order in the Order Processing module as either a backordered item or a special order item. After the item is added to the sales order an “action” must be selected (cannot be ‘no action’) from the Collection screen before the item is added to the Item Want List.

To see the parameter which controls when/if an item is added to the Item Want List, go to: 

  • Order Processing Module
    • System Management Functions (Task 32)
      • Modify Parameter Files (Sub-task 22)
        • O/E – General (Selection 1)

Look for the parameter:  ADD’IWL’FLAG=  Y N A or C

  • Y – Yes add items to Item Want List if appropriate
  • N – Not using Item Want List
  • A – Always add backordered items to Item Want List
  • C – Conditionally – ask special order Y/N.  If item is backordered & there is on hand

 

Y – Yes add items to Item Want List if appropriate   When the quantity IS available to sell, but it is forced to be backordered and an ‘action’ (i.e. Shipper, cannot leave as ‘no action’) is selected, the item is NOT placed on the Item Want List.

When the quantity on an item isn’t available to sell it is automatically backordered and an ‘action’ (i.e. Shipper, cannot leave as ‘no action’) is selected, the item IS placed on the Item Want List

 

A – Always add backordered items to Item Want List.   When an item is placed a Sales Order and the quantity is not available to sell, the system will put the quantity on the Backorder field.   If you then select an ‘action’ (i.e. Shipper, cannot leave as ‘no action’)  the item IS placed on the Item Want List.

When the item has the quantity to sell, but it is forced to be backordered and an ‘action’ (i.e. Shipper, cannot leave as ‘no action’) is selected, the item IS placed on the Item Want List

When the item is deleted off of the order, it is also deleted from the Item Want List.

 

C – Conditionally – ask special order Y/N if item is backordered and there is on-hand quantity. 

  • When the quantity IS available to sell, but it is forced to be backordered and an ‘action’ (i.e. Shipper, cannot leave as ‘no action’) is selected, the system prompts:  “Should this item be SPECIAL ORDERED for this customer (Y/N):
    • Answer N:  The item is NOT placed on the Item Want List
    • Answer Y:  The item IS placed on the Item Want List
  • When the quantity is NOT available to sell so it automatically goes to Backordered and an ‘action’ (i.e. Shipper, cannot leave as ‘no action  is selected, the system prompts:  “Should this item be SPECIAL ORDERED for this customer (Y/N):

    • Answer N:  The item is NOT placed on the Item Want List

    • Answer Y:  The item IS placed on the Item Want List

 

 

MANUALLY ADDING ITEMS TO THE WANT LIST: 

Someone is walking through the warehouse and notices you are very low on paper, they can manually add the item to the Item Want List.  Go to:

  • Purchase Order (Module 7)
    • Add Items to Want List (Task 6)
      • The user is prompted to fill in the following information:
      • Item number
      • Warehouse
      • Supplier
      • PO# and Quantity:

            

Item number: TAB key may be used for a description search.  When the item number is entered (or selected) the description, Last & Average cost from the Item Master file are displayed.

 

Warehouse: When the warehouse number is entered quantities from the Warehouse Master file are displayed: On hand, On order, Committed, Backordered, Min and Max level, Sold MTD, & Sold YTD. 

 

Supplier: When the cursor is at the Supplier field a list of past suppliers is displayed in supplier number order, with the last cost & minimum quantity for each supplier.  This information comes from the Supplier Master.

  • The supplier number from the displayed list may be entered, or a different supplier number may be entered.
  • The supplier number may be skipped.
  • Function key options are at the bottom of the screen:
    • F1 Open PO
    • F2 Short PO hst
    • F3 Long PO hst
    • F4 Sort OE hst
    • F5 Long OE hst

 

PO#: If a supplier number is selected/entered, the cursor will go to the PO# field.

  • If an open PO # is already known, it may be entered here. 
  • Or the TAB key may be used to scroll through open P/O records.

 

Quantity: Type in the quantity needed on a Purchase Order

  • If a Purchase Order number was entered in the “PO#” field, the item and quantity will be automatically added to the PO.

Once the items are on the ITEM WANT LIST, the system can place the items on Purchase Orders (except if items are manually entered in through Add Items to Want List (Task 6) and a Purchase Order number is selected.   To get instructions on how this works in the system, please see the document titled:  WANT LIST – TASK 7: Choose Vendors for W/L Items