Order Product - Pending Purchase

General Information

This screen is used to confirm and/or edit purchases made in the Single Product, Low Level and/or Special Criteria purchasing screens. Typically, once pending purchases are reviewed in this screen, purchase orders are created using the Create Purchase Orders option on the Purchasing and Delivery submenu on the Product Menu.

The top of the screen is a list of those products that have previously been purchased but not yet compiled and printed as purchase orders. If the supplier of the item has minimum requirements set up to generate a purchase order, the requirements will appear in this section.  The lower portion of the screen displays detailed purchasing information on each item in the list, including the available purchasing levels. The lower portion of the screen also enables you to modify the purchase quantity and purchasing level. You may also remove an item from the Pending Purchase list if you decide not to purchase it.

Note: A user may not meet the supplier's minimum requirements to purchase a product, but if, when creating purchase orders, all user's pending purchases are printed, the requirements can be met.

How to Use the Screen

Changing the Purchasing Level of an Item

Select the new level in the Available Purchasing Levels list and press ENTER.

Adding, Modifying or Deleting a Purchasing Level

If you need to add, modify or delete a purchasing level, use the buttons under the Available Purchasing Levels List. To add a level, press the NEW button to display the Purchasing Level Information screen. To modify a level, select the level in the Available Purchasing Levels list, and press the VIEW/EDIT button to display the Purchasing Level Information screen. The fields in the Purchasing Level Information screen are the same as the column headings for the Available Purchasing Levels list. (See below.)

To delete a level, select the level in the Available Purchasing Levels list, and press the DELETE button. Note: To delete a level, there must be more than one level available.

Changing the Buy Quantity of an Item

Position the cursor on the QTY TO BUY field. Enter the new amount, and press the MODIFY PURCHASE button.

Changing the Expected Date for an Item

Position the cursor on the EXPECTED DATE field. Enter the new date, and press the MODIFY PURCHASE button.

Changing the Low Level Amount

Position the cursor on the LOW LEVEL field. Enter the new amount, and press the MODIFY PURCHASE button.

Removing an Item from the Pending Purchase List

Select the item in the list and press the REMOVE FROM LIST button at the bottom of the screen.

Exiting

To exit and save your changes to Pending Purchase List, press the SAVE button on the bottom of the screen.

To exit without saving your changes, press the CANCEL button on the bottom of the screen.

Column Definitions for the Pending Purchase List

ITEM # - the stock code for the item.

DESCRIPTION - the description defined for the item.

SUPPLIER - the supplier code for the item.

NEED - the quantity currently needed to fill any/all pending back orders for the item.

ON HAND - the quantity currently on-shelf (not including committed) available for sale.

LAST PURCHASE QTY - the amount of the item last purchased.

LAST PURCHASE DATE - the date of the last purchase of the item.

% OF REQ. - this figure represents how far the current ON HAND quantity is below the established LOW LEVEL for the item. It is calculated as the LOW LEVEL minus the ON HAND figure divided by LOW LEVEL.

SUPPLIER REQUIREMENTS: Lists the totals for the selected supplier, entries in red have not met the requirements established in the Supplier Maintenance screen.

Column Definitions for the Available Purchasing Levels List

BUY LEVEL - the numeric identification for the purchasing level.

SUPPLIER - the supplier code for the purchasing level.

SUPPLIER ID - the supplier's description for the item.

QTY - the quantity of the item that needs to be purchased from the supplier to be eligible for the buy price at that purchasing level.

EQUIV - a numeric ratio that defines the relationship between the item that you purchase from your supplier and the item that you sell to your customers. For instance, 1 case of an item from a supplier may equal 12 units of that item that you sell to your customer.

PRICE - the price that you pay for the item to the supplier.

DIS - a discount on the unit price that applies when a minimum buy quantity is ordered from the supplier.

INFO - this field indicates which level was used (PURCHASING LEVEL) as the purchasing level.