Order Product - Special Criteria

General Information

This screen is used to make purchasing decisions based on one or more qualifiers for your stock items, such as supplier ID, % of low level, and/or purchasing "mix and match" group.

The top of this screen is used to specify a criteria and list the results. The lower portion of the screen displays detailed purchasing information on each item in the list, including the available purchasing levels.

Once an item has been purchased using this screen, it is included in the Pending Purchases list.

How to Use the Screen

Specifying or Changing the Selection Criteria

Press the CHANGE CRITERIA button to display the Select Products to Purchase screen. Enter one or several of the fields on which to base the selection. Press SELECT to process the selection query and display the results in the Special Criteria list.

PRODUCTS FROM A SPECIFIC SUPPLIER - enter a supplier code. Lookup/List is available on this field. Enter part of the code or press F2 for a complete list.

MIX & MATCH PURCHASE GROUP - enter a mix and match buying code for a group of products from the same supplier. Mix and match codes are defined for an item in the Maintain Stock Item function. Lookup/List is available on mix and match code. Press F2 for a complete list.

Note: This field cannot be used unless a supplier code is entered in the field above.

AT OR BELOW % OF LOW LEVEL - specify a percentage to select those products that are at or below their low level by a factor of their established low level threshold quantity.

Purchasing Items from the Special Criteria List

1. Position the cursor on the item in the list to be purchased.

2. Select a Purchasing Level (if one has been established). Note: The last Purchasing Level used is automatically the level highlighted. Select a different level when necessary. You may also add a new level or edit an existing purchasing level. See the instructions for Adding, Modifying or Deleting a Purchase Level below.

3. Check to see that the QTY TO BUY amount is the amount that you actually want to purchase. If you want to change the amount, position the cursor on the field and type in the correct amount.

4. Optionally, enter an EXPECTED DATE of delivery for the item. You do not have to enter a date. If you do not, a default date will be assigned to all items in a purchase order once a purchase order is created for the purchasing.

5. Optionally, change the bin/warehouse for DELIVER TO to have the supplier ship the item to a specific warehouse location. To edit the bin information, select EDIT. To add a new bin, select "Add a new bin location" in the pull-down menu and select ADD.

6. For users having the Advanced Inventory Module, optionally select ORDER AN EXTRA __ DAYS SUPPLY of a stock item based on an existing forecast.

7. Press the ENTER key or the PURCHASE button at the bottom of the screen. The item is removed from the Special Criteria List and is automatically included in the Pending Purchase list.

Changing the Low Level Amount for an Item

If you want to adjust the low level threshold quantity for the item, position the cursor on the LOW LEVEL field and type in the new low level amount.

Removing an Item from the Special Criteria List without Purchasing It

To remove an item from the Special Criteria List, select the item in the list and press the REMOVE FROM LIST button at the bottom of the screen.

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.

Exiting

To exit and save your changes to the low level listing as well as any purchases that have been made elsewhere in the Purchase Order Recording System, 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 Special Criteria 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.

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 or stock code 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 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 last (LAST USED) when the item was purchased.