Activant Prophet 21Getting Started with PO Requirements for Purchase Order Creation

Purchase Order suite: course 1 of 2

This class is designed for…

Purchasing agentsBuyers

Objectives

Create and save purchasing criteria for easy retrievalGenerate purchase requirementsNavigate item requirementsSelect items for purchasePrint/Fax/E-mail purchase orders

This course will NOT cover…

Manual Purchase OrdersReplenishment MethodsAdvanced Requirement OptionsPurchase Pricing Transfer Creation within PO Requirements GenerationCombining PO Requirements

Purchase Order Creation Overview

Purchase Requirements/GenerationProphet 21 suggests items to purchase based on your criteria entry

Purchase Order EntryUser generates the purchase order manually, keying all of the details

Order EntryWith permission, order taker can create POs for direct ship and special items

PO Requirements/Generation

Purchasing Transaction PO Requirements/Generation

What is Purchase Criteria?

“Template” used to identify a set of purchasing parameters

Why develop Purchase Criteria?

Save Time!Customize criteria to meet individual buyer needsAdjust your choices in a matter of seconds!

PO Criteria: Purchasing Criteria ID

Criteria ID is assigned by the system.

Enter a description.

PO Criteria Tab: Buyer ID

Enter a Buyer IDSetup in Buyer MaintenanceAssigned in User Maintenance

PO Criteria Tab: Purchase By

Location IDPurchase for one specified location

Purchase Group IDChoose a Purchase Group Option, enter a Purchasing Location ID and enter a Purchase Group ID

Purchase Group Maintenance

Purchase Module System Menu Purchase/Transfer Group Maintenance

Purchase Group Options

Location BasedIndividual LocationsRegional Distribution Center

Location Based Purchasing

Calculates needs at each location using the location-specific replenishment method

Item:Widgets

Min Max Net Stock Purchase Amount

Location A 1100 3000 120 2880

Location B 5 20 0 20

Purchase Recommendation = 2880 + 20 = 2900 Widgets

Individual Locations

Calculates needs at each location using the location-specific replenishment methodGenerates separate POs

Item:Widgets

Min Max Net Stock Purchase Amount

Location A 1100 3000 120 2880

Location B 5 20 0 20

Location A - PO created for 2880 widgetsLocation B - PO created for 20 widgets

Regional Distribution Center (RDC) Purchasing

Sums Net Stock of all locations and generates requirements based on purchasing location’s replenishment methodStocks a monthly supply of items and performs daily transfers to satellite/spoke locations.

RDC Purchasing

Item:Widgets

Min Max Net Stock

Location A 1100 3000 120

Location B 5 20 0

Net Stock = 120

Purchase Recommendation =3000 – 120 = 2880 Widgets

PO Criteria Tab: Supplier ID

Enter a Supplier ID or range of IDs

PO Criteria Tab: ABC Class ID

Enter an ABC Class or range of classes

PO Criteria Tab: Product Group ID

Enter a Product Group or range of groups

PO Criteria Tab: Look Ahead Days

Apply to D (Direct Shipment), S (Special) disposition items, Scheduled Release Customer and Purchase Orders

PO Criteria Tab: Replenishment Method

View items that pertain to a specific Replenishment Method or All methods

PO Criteria Tab: Requirement Types

Run more than one requirement type at a time

Enabled in System Settings

Requirement Types

Direct ShipsView Requirements for items with

a ‘D’ disposition in Order Entry

Back Orders OnlyView Requirements for

Backordered Items only

Non-StocksGenerate items for Non-stock

purchases only

SpecialsGenerate Requirements for items

with an ‘S’ disposition in Order Entry

Requirement Types

RequisitionSearch for Requisition Items Only

Requirement Types

Stock including Back OrdersView requirements for

backordered itemsInclude replenishment parameters

Purchase Stock Card

View stock calculation and purchase recommendations for one item

Enter Buyer ID, Location ID, Requirement Type, and Item IDPress Generate Requirement button

Items tab displays purchasing suggestionCalculations tab displays net stock calculation and purchase recommendations

PO Criteria Tab: Show All Items

Displays all items that fit search parameters

PO Criteria Tab: Include Unapproved POs

Includes unapproved items to prevent over purchasing

PO Criteria Tab: Include Production Orders

Includes components with an S disposition

PO Criteria Tab: Include Non-Stock Production Orders

Includes requirements for non-stock items, backordered on production orders

PO Criteria Tab: Approved

Includes all approved items

PO Criteria Tab: Delete

Saving a deleted criteria set removes it from the system

Calculation Factors

Calculation Factors

Buyer Specific Purchasing Assign Buyers to Suppliers Supplier items will only be retrieved that are assigned to Buyer

Calculation Factors

Purchase for Replenishment Location only

Item will be reviewed only if the replenishment location in Item Maintenance matches location ID on criteria tab in PORG.

Suggested Criteria

Direct Ships Specials Stock Requirements Specific BuyersSpecific Suppliers

Editing Criteria

Criteria can be edited at any time Adjust any or all fieldsSave changes

Select File/Save or

Retrieve your criteria, then click the Generate Requirement button.

Mandatory Notes

Mandatory notes display after requirements are generated

Viewing Requirement Calculations

Choose items to purchase, line-by-line.

Purchase All marks all items to purchase at the recommended quantity.Clear Purchase All removes all selections.

Item Adjustments

Adjust can be made to any enabled fieldsSupplier ID, Quantity to Purchase Unit Price, or Purchase Price

Item Adjustments

You cannot adjust quantities for Special and Direct Ship calculations

PO Line Notes

Add Note creates new notes for this specific line item An unlimited amount of notes can be addedEdit Note adjusts existing notes

Save and Restore

Save and Restore

After choosing to Save, message will appear

File name =“gpor”/gpor_run_hdr_uid for the current set of requirements/user_id of the logged in user

Save and Restore

After choosing to restore, the system will retrieve a file search

Save and Restore

If file is retrieved and saved again, file will be updated with the new changes

File name will remain the same even if different user made retrieved and made changes

Any user can access file as long as they have access to the folder

Generation Options

After your selections are complete, there are a number of options for generating purchase orders:

PrintFaxE-mailEDINothing

Generation Options

Print a POSelect File -->Print or

Fax a PO using the VSIFax Select File/Fax or

E-mail a POSelect File->E-mail or

Generation Options

E-mail Option

E-mail Option

PO Printing Options

Once complete, you will be prompted to save purchase criteria

Only saves adjustments you may have made to the criteria

Save Option

Save offers the option to create Purchase Orders or to save criteria ONLY, choose File Save or

To Do List

Determine purchase needsCreate criteria prior to Go-LiveTest Criteria to ensure the results are

correctEnsure that all Buyer IDs are createdFlag items appropriately – item type,

replenishments

Summary

Create and save purchasing criteria for easy retrievalGenerate purchase requirementsNavigate item requirementsSelect items for purchasePrint/Fax/E-mail purchase orders

For More Information…

Activant Prophet 21 (CC) Help Files

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Educational Services

More PO Requirements for Purchase Order Creation (WBT)Getting Started with PO Receipts and Inventory Adjustments (WBT)Inventory Management 101 - Purchasing Methods (CBT)Inventory Management 201 - Getting Started with Up To and EOQ (CBT)