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Autologue User`s Manual – Purchasing Page i Table Of Contents 8

1. Cursor Up Down TO SCROLL e With the cursor positioned at the ARE YOU SURE Y N prompt enter Y and press lt Return gt to purge all the record information currently selected The message PURGING will be flashing on the bottom of the window as the information is purging e With the cursor positioned at the ARE YOU SURE Y N prompt enter N and press lt Return gt to abort the purging process The message ABORTED will be flashing on the bottom of the window and the purge window will be removed and the user can again scroll through the selected information displayed Autologue User s Manual Purchasing Page 41 8 17 4 Printing A Detailed Activity Report e With the screen now displaying information for the selection criteria press the lt F3 gt To Print key and a detailed Purchasing Activity Report will be printed for all the records currently selected 8 17 5 Sample Detailed Purchasing Activity Report Purchasing Activity Report Tue Nov 21 15 12 26 20XX Part Date Qty Inven Frght Duty Insur Tax Chrg Average Aquired Number a Rev Cost Cost FRA PH8A 11 20 06 3 Purchase FRA PH8A Purchase Grand Totals Sample Purchasing Activity Report 8 17 6 Printing An Activity Summary Report e With the screen now displaying information for the selection criteria press the lt F4 gt Summary key and a summary report will be printed for all the records currently selected 8 17 7 Sample Pu
2. 02 Item I Insurance Fee 02 Item 1 Freight Fee 02 Item I Taxes Fee 02 Item 1 Other Charges Fee 10 Item I Additional Fees 2 10 Item 1 Acquired Cost 38 Item 2 Duties Fee 38 Item 2 Insurance Fee 38 Item 2 Freight Fee 38 Item 2 Taxes Fee 38 Item 2 Other Charges Fee 1 90 Item 2 Additional Fees 39 90 Item 2 Acquired Cost In this manner the percentage of the cost is evenly distributed among the 4 items Because of rounding factors and the size of some values on the PO the percentages below 1 percent are sometimes lost yielding variance losses up to 2 5 in some cases 8 12 Creating A Special Order Purchase Order e From the Purchasing Program menu press the lt F1 gt Create New Purchase Orders key Autologue User s Manual Purchasing Page 34 e With the cursor positioned at the VENDOR prompt enter the vendor s account number or any portion of their name e g SUPPLY and press lt Return gt Entering a portion of the vendors name will display a sorted list of all vendor names that have the entered string letters within any part of their name For example entering SUPPLY will display a selection list of all vendors with the SUPPLY string within any part of their name e Use the and W arrow keys to move the highlighted bar to the desired vendor and press lt Return gt to select the vendor Note Users can also enter the vendors number that is beside the vendors name an
3. Other Charges Item Duties Fee Item Insurance Fee Item Freight Fee Item Taxes Fee Item Other Charges Fee Cost Of Item Item Additional Fees Total Additional Charges Item Charge Item Duties Fee Item Insurance Fee Item Freight Fee Item Taxes Fee Item Other Charges Fee Item Additional Fees Acquired Cost Autologue User s Manual Purchasing 8 11 1 Weighted Average Scheme Example Page 33 In this example we will use the following information to determine the acquired cost for each item on a PO e Each of the additional fee fields will contain 0 40 cents for a total of 2 00 in additional charges e Two part numbers are received two units for the first part and one unit for the last part e The inventory cost for the 1st part is 1 and the 274 part is 38 e The total PO cost without the additional fees is 40 00 40 Duties 40 Insurance 40 Freight 40 Taxes 0 40 Other Charges 1 00 2 40 00 38 00 1 40 00 8 11 1 1 Part 1 Calculation 5 40 Duties 5 40 Insurance 5 40 Freight 5 40 Taxes 5 40 Other Charges 02 02 02 02 02 2 00 10 8 11 1 2 Part 2 Calculation 95 40 Duties 95 40 Insurance 95 40 Freight 95 40 Taxes 95 40 Other Charges 38 38 38 38 38 38 00 1 90 2 00 Additional Charges Total 5 Item I Charge 95 Item 2 Charge 02 Item I Duties Fee
4. Delete Purchase Orders key e With the cursor positioned at the PURCHASE ORDER prompt enter the purchase order number and press lt Return gt e With the cursor positioned at the ARE YOU SURE Y N prompt enter Y or N and press lt Return gt Wher Y is entered the purchase order will be deleted Deleting a purchase order will automatically adjust the on order and on backorder quantities in the inventory file When N is entered the purchase order will not be deleted When a purchase order is deleted the message DELETED will be displayed until the deletion process is finished and the cursor will return to the PURCHASE ORDER prompt 8 14 Displaying Open Purchase Orders The lt F9 gt Display Open Purchase Orders menu option allows the user to view or print summary information for all open purchase orders It will also display any message notes that have been entered for specific purchase orders Autologue User s Manual Purchasing Page 36 OPEN PURCHASE ORDERS Po s DATE VENDOR HANE TOTALS TYPE STAT x 14 08 09 07 ABC WAREHOUSE PO OPH 15 08 09 07 ADVAHCE AUTOMOTIVE P CR OPH 16 08 09 07 ADVANCE AUTOHOTIVE P UR OPH 1 08 09 07 ADVANCE AUTOMOTIVE P HR OPH PO messages are displayed here for the highlighted PO Message lines are separated by a semicolon FAXED PO AT 2 50PH 8 9 07 PRINT OPEN ORDERS DISPLAY TOTALS NEXT PAGE PREV PAGE SELECT EXIT The screen or report will
5. Purchasing Page 37 The Open Purchase Orders screen will now display all open purchase orders e Press the lt F2 gt Print Open Orders key and the report will begin printing Press the lt F11 gt Return To Purchasing s Main Screen or lt Return gt key to exit back to the Purchasing Program screen 8 16 1 F9 Open Purchase Order Report Sample TIME PRINTED 15 56 MM DD YY OPEN PURCHASE ORDERS PURCHASE ORDER DATE VENDOR NAME TOTAL 30 MM DD YY A AND M AUTOM WHSE 235 13 41 MM DD YY A AND M AUTOM WHSE 3560 59 8 17 Purchasing Activity Report Users have the ability to track all part numbers received through the Purchasing program When a purchase order has been received the following information is tracked for each part number vendor number purchase order number and date purchase price quantity received and the original invoice number The user then has the ability to screen view and print out activity information by part number vendor number purchase order number date range or any combination of the four e From the Purchasing Program menu press the lt F12 gt Run Purchasing Activity Report key The Purchasing Activity Report screen will be displayed as follows Purchasing Activity Report Part Humber Vendor Number Purchase Order Humber Fron Date fo F To Date Fi F Part Vendor PO PO PO Last Qnty Invoice Humber Humber Ho Date Type Price Rcvd Humber F1 RESTART F2 PURGE F3 PRINT Fd SUMMAR
6. CALCULATIONS INCLUDE THE QUARTERS x X x x x X lst 2nd 3rd 4th 5th 6th NUMBER OF DAYS PER WEEK IS 7 0 SUGGESTED MINIMUM NUMBER OF DAYS IS 2 SUGGESTED MAXIMUM NUMBER OF DAYS IS 4 VENDOR DISCOUNT IS INCLUDED NO Page 1 CURR OCT JUL ON ON SUGG TOTAL CUST NEW EXCH CORE PART NUMBER MIN MAX 99 98 ORDER ORDER 0 0 B O PRICE PRICE GASKET A C HEAD CMN 154018 10 20 GASKET A C HEAD BES 4761 GASKET FUEL CMN 3069103 GASKET FUEL BES 5444 AIR COMPRESSOR GASKET CMN 3069102 20 40 AIR COMPRESSOR GASKET BES 6403 GASKET REAR CMN 3067616 GASKET REAR BES 9009 GASKET A C HOUSING CMN 176027 10 20 GASKET A C HOUSING BES 6417 GASKET BRAKE TO ROCK BOX JAC 002610 25 50 GASKET BRAKE TO ROCK BOX BES 13079 GASKET PAPER BES 40004 1 2 SUMMARY TOTALS PURCHASES NEW EXCHANGE CORE VALUE OF ORDERS AMOUNT OF CORE RETURNS WARRANTY RTNS NEW EXCH WRNTY RTNS CORE VALUE NEW RETURNS VALUE NEW RTNS CORE VALUE TOTALS DOGODO d Sample F7 Report With Quarterly Sales History 8 7 Editing A Purchase Order When editing a purchase order the quick edit screen will display a listing of up to the first seventeen items for editing ordered or returned quantities Items can also be added to or deleted from the purchase order Any field within a part number record can also be accessed and modified for parts on a purchase order Totals for the purchase order dollars and weight can also be displayed e From the Purchasing Progra
7. 18 8 7 2 1 Calling Up A Different Item Number Part Number For Editing 18 8 7 2 2 Viewing Editing A Part Number s Record Information s sessesseseosesesee 19 8 7 2 3 Calling Up A New Purchase Order sesseseseseressososesesereosososeseseseseseseeeesososesee 19 8 7 2 4 Deleting Part Numbers From A Purchase Order s esessesessesesessessescoresesses 19 8 7 2 5 Adding Parts To A Purchase Order sssesesesessosereseseseseseseseseorososesessssososesee 20 8 7 2 5 1 Adding Parts From EPS Into A Purchase Order ccssessseeesseeseees 21 8 7 2 5 2 Adding Parts From Search Index Into A Purchase Ordet 006 23 8 7 2 6 Viewing A Part Number s Alternates Information esesseseeresesseseoresesses 24 8 7 2 7 Displaying Totals For A Purchase Order ssscsscssssssesscsssssssssssssseseees 24 8 7 2 8 Scrolling Through A Purchase Order ccsccssscssscsssssssscssssssssssesesesseees 25 8 7 2 9 Additional Notes On Editing Purchase Orders cscscssssssesssessesseeees 25 8 8 Printing A Finalized Purchase Order F2 Report cscscsssssssssssesssssssesssssssseseeseses 25 8 5 4 Sample FA Report yi ste ast sstssaces ditatcsates acai teats seein aeae soss oaaao iasan sinis 27 8 9 Summary Flow Chart Of Receiving A Purchase Ordet scssssssesssssseessssssssseeeses 28 8 10 Receiving A Purchase Order sscssscssesscssceosecsecsccececsessssscessessesecsesessesessceseeesecseree 28
8. 2 71 1 81273 F1 RESTART F2 PURGE F3 PRIHT Fda SUNHARY FS DETAIL F11 TO EXIT Cursor Up Down TO SCROLL e If the user wants to enter another selection criterion press the lt F1 gt Restart key and the cursor will return to the Part Number prompt and can then re enter selection criteria Note When pressing the lt F1 gt key after search criteria fields have been filled in all the entry fields are always cleared when the lt F1 gt restart key is pressed e To exit out of the program press the lt F11 gt To Exit key 8 17 2 Scrolling Through The Activity Information e With the screen now displaying part number record information and if there is more than one screen full of information press the lt Page gt or key to scroll forward through one page full of information e Hold down the lt Shift gt and press the lt Page gt key or the key to scroll backward through one page full of information e Press the lt Esc gt and then press the e key to automatically scroll to the end of all the selected record information e Press the lt Home gt key to scroll to the beginning of all the selected record information Autologue User s Manual Purchasing Page 40 When at the beginning of the selected records information window and the user presses the lt Shift gt lt Page gt or key to scroll backward the message Top will be displayed where the 1st record is displayed so the user is aware that they are currently a
9. 8 10 1 Editing The Quantity Received ccssccsssscscsesscceccesessccessesessesecsecseeesesserse 28 8 10 2 Printing An F7 Report Of Merchandise Received ssssssssessssseeeesssesees 29 8 10 3 Apply Receipts And Back Order Or Cancel Remainder ccsssscsesseseees 30 Revision 08 08 Linux Version 7 1 Autologue User s Manual Purchasing Page ii 8 10 3 1 Back Order Merchandise Not Received sssssessssessssesssssessesssessesesesees 31 8 11 Weighted Average Scheme sesesesosessssesesesssesosososossssesesososesesesssossssssososososessesesososesssessss 32 8 11 1 Weighted Average Scheme Example sesesesesesesesesrorososeseseeeososeseseseseseseseseosososesee 33 8 11 1 1 Part 1 C lculafionnanencnnnnnnnnnnnn n n a 33 8 11 1 2 Part 2 Calculation esesesseseeresessoseoreseseoseseeseseosescoresessoscoresesreseereseseeseseoresesses 33 8 12 Creating A Special Order Purchase Ordet sesesessesesereseseseseseseososososesereesososesesesesesese 33 8 13 Deleting Open Purchase Ordets ssssssererereecoroserereesososeseseseseseseseosoroseserereesosesesesesesesese 35 8 14 Displaying Open Purchase Orders sssseseseressosorereseseseseseseosososesesereesosesesereesososesesesesesess 35 8 15 Screen Displaying Open Purchase Orders esesesesesesesesesesrososesesesosososesereesososesesesesesese 36 8 16 Printing Open Purchase Orders Report essesesereseseseseseseesososeseseesosososesereesososesesesesesese 36 8 16 1 F9 O
10. Order In addition to editing items on a purchase order users can also add parts to a purchase order within the detail edit screen The added part numbers can be either existing or non existing parts within the inventory file Users can also add parts out of the EPS Electronic Price Sheet database e To add an item toa purchase order with the cursor positioned within the QTY ON ORDER or QTY RECVD field press the lt F5 gt Add Parts key e With the cursor positioned at the ALSO ORDER PART prompt enter a part number and press lt Return gt If the part number entered existed within the inventory file the cursor will now be positioned at the QUANTITY TO ORDER prompt When an entered part number is not found within the inventory file or was entered incorrectly a PART NOT FOUND pop up window would be displayed as shown lt BR eS gt gt APPEND PO EZENN VENDOR 2300 ABC WAREHOUSE DATE 05 15 07 1928 FAIRMOUNT AVE PRODUCT LINE 3 AC SPARKPLUGS 909 242 9912 ITEM PART NUMBER DESCRIPTION PURCHASE ORDER x UNIT QTY ON QTY QTY CUST UNIT CORE EXTENDED PACK HAND ON ORDER REC D B 0 PRICE PRICE PRICE PART NOT FOUND 1 CONTINUE ALSO 0 2 SEARCH EPS 3 SEARCH IDX CUR 2 1007 0 4006 0 3006 0 2006 0 1006 0 1005 0 imme NEU ITEM im DELETE ga TOTALS RECORD CHANGES Fii F12 wag INY UPDATE ES ADD PARTS zm FORVARD EXIT imme NEU P O AW ALTERNATES BR BACKUARD SOU
11. a part number to be ordered or returned meets the ordering method criteria Autologue User s Manual Purchasing Page 9 When the cursor returns to the VENDOR prompt the program has completed the scanning of the inventory file When the NO PURCHASE ORDER CREATED message is displayed one of two things happened 1 There is nothing to be ordered in the selected product lines based upon the ordering method used Use the lt F9 gt Display Open Purchase Orders to display open purchase orders and look for a recent PO for the specified product lines 2 The vendor selected does not supply the entered product lines according to the vendor record Exit purchasing and check the vendor s record in Customer Vendor Update If any prompts have been incorrectly entered the arrow key can be used to return to a previous prompt and new values can be reentered or the lt F1 gt Create New Purchase Orders key can be used to completely start over from the VENDOR prompt 8 5 3 Creating A New Return Purchase Order To create a list of new return items follow the steps below e Press the lt F1 gt Create New Purchase Orders key e With the cursor positioned at the VENDOR prompt enter the vendor s account number or any portion of their name e g SUPPLY and press lt Return gt e Use the and arrow keys to move the highlighted bar to the desired vendor and press lt Return gt to select the vendor Note User s may al
12. in faxing or transmitting the purchase order to the supplier e From the Purchasing Program menu press the lt F7 gt Open PO RGN Core Return Report key e With the cursor positioned at the PURCHASE ORDER prompt enter the purchase order number and press lt Return gt Autologue User s Manual Purchasing Page 11 The Print Open PO RGN Core Return Report screen will appear as shown PRINT OPEN PO RGH CORE RETURN REPORT HAS PURCHASE ORDER BEEN RECEIVED 7 H WEEKS INTO CURRENT QUARTER 1 1 13 QUARTERS TO EXAMINE Y Y Y Y Y Y Ist 2nd 3rd 4th Sth 6th NUMBER OF DAYS PER WEEK SUGGESTED MININUM DAYS SUGGESTED MAXINUM DAYS INCLUDE VENDOR DISCOUNT INCLUDE ALTERNATES INCLUDE SOURCE PARTS PRINT HISTORY ONLY F11 RETURN TO PURCHASING S HAIN SCREEN Each prompt will automatically be filled in with a standard set of default values User s have the option to change any of the default values and then press the lt F10 gt key to save the entered values and automatically start generating the report The saved values will automatically be displayed the next time this report screen is displayed e With the cursor positioned at the HAS PURCHASE ORDER XXX BEEN RECEIVED prompt enter N and press lt Return gt since this purchase order was just created and is not being received The F7 report lists dollar value totals of merchandise ordered and returned When an N is entered at the HAS PURCHASE O
13. list the Purchase Order Number Date Created Vendor s Name Purchase Order Total optional Type Of Purchase Order PO Purchase Order CR Core Return WR Warranty Return NR New Return and indicates that status OPN Open BKO Backorder RCV Received of the purchase order It also displays PO messages when a specific purchase order number is highlighted using the M and V arrow keys Users can also select any of listed open purchase orders using the 4 and V arrow keys to highlight the desired purchase order and pressing the lt Return gt or lt F10 gt keys 8 15 Screen Displaying Open Purchase Orders e From the Purchasing Program menu press the lt F9 gt Display Open Purchase Orders key The Open Purchase Orders screen will now display all open purchase orders If there are more than 16 open purchase orders press the lt F8 gt Next Page Of Open Orders key to display additional screens of purchase orders Press the lt F7 gt Display PO s With Totals key to calculate and display total dollars for each displayed purchase order under the TOTALS headings Note the calculated totals are base upon the quantity on order values Press the lt F11 gt Return To Purchasing s Main Screen or lt Return gt key to exit back to the Purchasing Program screen 8 16 Printing Open Purchase Orders Report e From the Purchasing Program menu press the lt F9 gt Display Open Purchase Orders key Autologue User s Manual
14. part number ACD R45TS enter R45 or 45TS There must be at least one non numeric character or the program will consider the entered string as an item number Once the part that needs to be edited is displayed perform the following e With the cursor positioned under the QTY RECVD heading enter the actual quantity shipped press lt Return gt and then the lt F10 gt Record Changes key to save the modification made The cursor will now be under the QTY RECVD heading of the next item number to edit Repeat these steps for each part number on the purchase order that needs to be adjusted 8 10 2 Printing An F7 Report Of Merchandise Received After all editing of the purchase order received quantities are completed an F7 report should be printed which will display the cost of merchandise received This report is used to track amounts due to the vendor by maintaining a hard copy of what was actually received It s also used for tracking items that were ordered but were not received e From the Purchasing Program menu press the lt F7 gt Print Open PO RGN Core Return Report key e With the cursor positioned at the PURCHASE ORDER prompt enter the purchase order number and press lt Return gt e With the cursor positioned at the HAS PURCHASE ORDER XXX BEEN RECEIVED prompt enter Y and press lt Return gt since this purchase order is being received e With the cursor positioned at the WEEKS INTO CURRENT QUARTER prompt ente
15. product line vendor net percentage setup within Product Line Update or the exception pricing discount setup within Customer Vendor Update and just prints the price set in price level 0 Both reports with or without prices will include units and packs to order per part number The purchase order will be divided into 3 separate reports Merchandise to order Core Returns and Warranty Returns 8 8 1 Sample F2 Report TIME PRINTED 17 42 MM DD YY PURCHASE ORDERS GENERIC AUTO PARTS VENDOR 123456 8452 COMMONWEALTH AVENUE MIN ORDER 500 P O BOX 150 MIN WEIGHT 50 LBS BUENA PARK CA 92001 714 522 3551 NEED THIS ORDER DELIVERED BY 9AM TOMORROW PLEASE CALL IF THIS WILL BE A PROBLEM ABC WAREHOUSE DATE 05 17 07 1928 FAIRMOUNT AVE VENDOR 2300 SAN BERNARDINO CA 90312 ORDER 27560 909 242 9912 ORDER 27560 ZONE ITEM PART NUMBER DESCRIPTION BIN TAPER BEARING SET ABCD123456 TAPER BEARING SET TEST DESCRIPTION 1 04 11 TAPER BEARING SET 10 01 TAPER BEARING SET NEW EXCHANGE VALUE CORE VALUE TOTAL ORDER WEIGHT IN POUNDS UNIT TOTAL ITEM TOTAL Sample F2 Report Autologue User s Manual Purchasing Page 28 8 9 Summary Flow Chart Of Receiving A Purchase Order F8 RECEIVED AS ORDERED F8 automatically sets the quantity received equal to the quantity ordered Note any differences of ordered and shipped quantities F3 EDIT PURCHASE ORDER Edit the quantity received of all items not shipp
16. A New Purchase Order To create a list of items to be ordered follow the steps below e Press the lt F1 gt Create New Purchase Orders key The Purchasing Program screen will appear as below lt 4 HEWPUR PROGRAH gt gt RESPOND Y OR H VENDOR J REPORT CODES PURCHASE ORDERS CORE RETURNS 7 FIRST PRODUCT LINE POP CODES WARRANTY RETURNS or S FOR SPECIAL ORDER HEU RETURNS a LAST PRODUCT LINE CREATE NEW PURCHASE ORDERS PRINT PURCHASE ORDERS EDIT PURCHASE ORDERS DELETE PURCHASE ORDERS APPLY RECEIPTS AND BACK ORDER REMAINDER APPLY RECEIPTS AND CANCEL REMAINDER PRINT OPEN PO RGH CORE RETURN REPORT RECEIVED AS ORDERED DISPLAY OPEN PURCHASE ORDERS EXIT THE PURCHASING PROGRAM RUN PURCHASING ACTIVITY REPORT e With the cursor positioned at the VENDOR prompt enter the vendor s account number or any portion of their name e g SUPPLY and press lt Return gt The vendor number refers to the vendor s account number set within Customer Vendor Update The vendor record tracks product lines supplied and accounts payable information Autologue User s Manual Purchasing Page 5 Entering a portion of the vendor s name will display a sorted list of all vendor names that have the entered string letters within any part of their name For example entering SUPPLY will display a selection list of all vendors with the SUPPLY string within any part of their name Use the f a
17. Autologue User s Manual Purchasing Page i Table Of Contents 8 Introduction PUeC Wasi os sciscssn ds casestcniesavccasesciscansnvn cis tesolccnsassucuedses sete esiin aaas 1 8 1 Purchasing Order Generation Methods ssssesereressoseseseseseseseseseosorososesereecosososesesesesesese 1 8 1 1 Min 1 Ma xl c cicccsstesscdeccsseccuenssscesoessecsessasssdeesttsscustasdeneeecsedunssees sdbdcweesuesvactesscodscevecsdeses 1 8 1 2 MIN 2 Ma x2icesssciisecsccessonstzcstecssece sous cect svessusssestevondvests cusevedesctocsed seucsecsobbesesseetvdesveusdeess 1 8 1 3 How Min Max Purchasing Works sessssesesesesesesesesesosososesereeeososeseseseseseseseesesososesee 2 8 1 4 Replenishment Purchase Orders scscsssssssccssessssssssssssssssssssssssssssssesseseseeseees 2 8 2 Purchasing Flow Chart nsss ossis ansias ne iena ase e aieas eassa 3 8 2 1 Multi User Limitations seseesesessosessesesresescosesessoscoresesroseeeesesresescosesessoseosesesreseeresess 3 8 3 Accessing P rchasing esineisiin rr EEEE ls EE 3 8 4 Creating A New Purchase Order Saummarized esesessorosesesessosososeserereesosoresesesesesess 4 8 5 Creating A New Purchase Order scssssscsssscssssssscscsssssssssssssssesssssssssessssesseseesesseseses 4 8 5 1 Creating A Core Return Purchase Order essssesereseseosososeseseseseseseseososososeserereesesese 6 8 5 2 Creating A Warranty Return Purchase Order sessesereresesesesesesessorososesereecesesese 8 8 5 3 Creatin
18. CKWARD Sar SOURCED PARTS PRC 01446 DUPE EDTL Example If a part number of 817 were entered the system would bring up all parts that have 817 as part of its part number body i e JTT 817 and any part numbers larger e Atthe Select Part prompt enter the number next to the part number to be added to the purchase order and press lt Return gt Press the lt F8 gt Forward and lt F9 gt Backward keys to scroll forward backward through the part number selection list window e With the cursor positioned at the QUANTITY TO ORDER prompt enter the quantity to order 0 32767 and press lt Return gt e If the entered part did not exist within the inventory file the cursor will be positioned at the UNIT PRICE prompt and the user must enter the unit price and press lt Return gt With the cursor positioned at the CORE PRICE prompt enter the core price and press lt Return gt or just press lt Return gt if the part doesn t have a core price e Press the lt F10 gt Record Changes key to save the entered special order part If the entered part was incorrectly entered press the lt F11 gt Exit key to not add the part into the inventory file or onto the purchase order Autologue User s Manual Purchasing Page 24 New special order part numbers added would automatically create an inventory record within product line 0 containing quantity on order price 0 unit price and price 6 core price Product
19. CORE RETURN REPORT RECEIVED AS ORDERED DISPLAY OPEN PURCHASE ORDERS EXIT THE PURCHASING PROGRAN RUN PURCHASING ACTIVITY REPORT e With the cursor positioned at the MENU OPTION DESIRED prompt press the function key that corresponds to the desired menu option Autologue User s Manual Purchasing Page 4 8 4 Creating A New Purchase Order Summarized F1 Create New Purchase Orders Enter the vendor to create an order for which product lines to be ordered and any additional options allowed Purchasing will assign a PO number at this time F7 Print PO RGN Core Return Report Print out a purchasing report which lists the following information per part number specialized code K Kit A Alternate S Supersession P Source Part On Customer Backorder min1 max1 information unit pack quantity suggested min max days supply current quarter unit sales stockouts quantity on hand quantity on order total units on order units on customer backorder quantity received unit and core prices Optionally alternate and or source part numbers will be listed below the original parts on order F3 Edit Purchase Orders Based upon the F7 report order quantities may be edited and any additional parts to be ordered can be added onto the PO F2 Print Purchase Orders Print out an edited purchase order after all corrections have been made Phone the order in or send it via a modem or fax machine 8 5 Creating
20. INC ST cD 0 TAX 7 000 POP DISCNT BILL 1024 BRIDGE STREET v7cC SLSN BKORD N EXC X BILL ANAHEIM CA 92514 SRY CHG 0 00 coD N 0 100 00 BILL SRY TOT 0 00 STMT N 1 100 00 TEL1 714 522 0200 DAYS 0 NET 0 00 2 100 00 LAST PMT 0 00 CREDIT LIMIT 0 3 100 00 RECEIPTS 0 00 PO REQ N REPT CODES 4 100 00 CURR BAL 171 69 MTHS ON S YS 9 ACT O B B MATRIX 150 5 100 00 OPEN BAL 171 69 CR ORE CUST 0 LIST PRICE 5 100 00 30 DAYS 0 00 60 DAYS 0 00 90 0 00 VENDOR LINE NUMBER ENTER 0 1 2 3 4 0 0110000101 70 1111111111 140 0000000000 210 1111111111 F1 N U On F2 SALES ANALYSIS F3 SHOU STATEMENT DETAIL F4 SHOU COMMON CUSTOMERS CUST 7 1 272 10 20 1111000000 001 80 90 1111111111 111 150 160 0000000111 111 220 230 1111111111 111 30 0000000000 100 1111111111 170 1111111111 240 1111111111 PAYMENT T F6 ENTER P70 NUMBER F EXCEPTION PRICING F8 SHOU OTHER ADDRESS 1101111 111 110 111 180 111 250 111 1111111 1111111 1111111 0000001 0000000000 120 1111111 0000000000 190 1111111 1111111111 TXBL SALES 0 00 111 TAX COLLTD 0 00 1111111111 130 9000000000 200 1111111111 D F9 SHOW OTHER PHONE F10 RECORD CHANGES F11 EXIT PROGRAM Autologue User s Manual Purchasing Page 6 e With the cursor positioned at the REPORT CODES prompt enter the specific report code characters to filter part selection by or just press lt Return gt to not filter by report code When report codes are ente
21. PROGRA gt gt EDIT PO VENDOR 2300 ABSOLUTE LAST VENDOR RECORD HUMBER DATE 83 28 06 BILL TO ADDRESS LINE 1 PRODUCT LINE 16 BILL TO ADDRESS LINE 3 A 1 MASTR CYL PHONE NUNBER 1 PART HUMBER DESCRIPTION PURCHASE ORDER A 1 11 2239 REMAN MASTER CYLINDER CORE RETURN x UHIT QTY OH PACK HAND QTY TO RETURH Total On Ord 9 EXTENDED PRICE 1 1 8 33 53 20 00 20 00 CORE RETURN Hini 1 axi 1 Hin2 8 Hax2 0 CUR 9 1006 9 4005 90 3005 0 2005 90 1005 08 4004 0 F1 HEU ITEM F4 DELETE F7 TOTALS Zit RECORD CHANGES F2 INV UPDATE F3 HEU P O ADD PARTS F8 FORUARD AR EXIT ALTERNATES F9 BACKYARD ime SOURCED PARTS The part number on the purchase order will be displayed along with the following part record information current qtr sales units product line number product line description unit pack quantity quantity on hand quantity on order quantity received customer backorder quantity unit price core price extended price total on order quantity purchase order type minl max1 min2 max2 last 6 quarter sales units Autologue User s Manual Purchasing Page 18 e With the cursor positioned under the QTY ON ORDER heading enter the new quantity to order press lt Return gt and then the lt F10 gt Record Changes key to save the modification made The cursor will now be under the QTY ON ORDER heading of the next item nu
22. Purchasing Through the purchasing program purchase orders PO s can be easily created edited and printed using a variety of methods PO s can be generated using one of four ordering methods for either all or a range of product lines supplied by a particular vendor 8 1 Purchasing Order Generation Methods The four methods of generating PO s are listed below Min 1 Max 1 Stocking Levels Replenishment Data Min 2 Max 2 Stocking Levels Special Orders eff Users have the flexibility to only order parts with specific popularity or report codes during PO generation This chapter will explain the various methods of creating and editing PO s returning new parts cores and warranties receiving merchandise from suppliers and printing various purchasing order reports 8 1 1 Min1 Max1 MIN 1 MAX 1 is a fixed inventory stocking level that is updated by manually entering any changes required through Inventory Update This method of ordering is used when first utilizing the computer system because no sales history exists within the part number records to automatically set stocking levels Once sales history exists it can be used for short replenishment or emergency purchase order generation For example a good time to use the Min 1 Max 1 PO generation method is on the 24th and 25th of the month when purchasing should be kept to a minimum until the vendor closes their current month accounting period Then on the 26th a larg
23. QTY ON ORDER QTY BACK ORDERED QTY RECEIVED as well as any field within the inventory record F5 Apply Receipts And Back Order Updates the Vendor Inventory and Product Remainder Line records when a purchase order is received and backorders any items not received as ordered F6 Apply Receipts And Cancel Remainder Updates the Vendor Inventory and Product Line records when a purchase order is received and cancels any items not received as ordered F7 Print Open PO RGN Core Return Report Prints a worksheet for editing purchase orders when created Used as a receiving report when purchase orders are received F8 Received As Ordered Sets the QTY RECEIVED equal to the QTY ORDERED and allows user s to edit purchase orders received by exception only F9 Display Open Purchase Orders Prints or screen displays summary information for all open purchase orders including Purchase Order Date Created Vendor Purchase Order Total optional and Backorder status F11 Exit The Purchasing Program Exits back to the ACS Main Menu Autologue User s Manual Purchasing Page 45 F12 Run Purchasing Activity Report Prints or screen displays all purchasing activity from past purchase orders This includes Part Number Vendor Number Purchase Order PO Date PO Type Last Price Quantity Received and Invoice Number Information can also optionally be purged Information can be selected by part number vendor number purchase or
24. RCED PARTS e Selectthe 1 CONTINUE menu option and the cursor will now be positioned at the QUANTITY TO ORDER prompt Autologue User s Manual Purchasing 8 7 2 5 1 Adding Parts From EPS Into A Purchase Order e Select the 2 SEARCH EPS menu option and the program will automatically search and pop up a window displaying a selection list of the 10 part numbers within the Page 21 Electronic Price Sheet file that matched as closely to the part number entered lt ERIGISTRE gt gt PO Electronic Price Sheet DATE 05 15 1 FRA PH30 FULLFLOU LUBE SPINON PRODUCT LINE 2 FRA PH8933 COMBINATION FF BYPASS LU AC SPARKPLUG 3 FRA PH3OFP FULLFLOU LUBE SPINON FLE 4 FRA PH8936 COMBINATION FF BYPASS LU _ 5 FRA PH3306A FULLFLOU LUBE SPINON SE ORDER 6 FRA PH8942 HD FULLFLOU LUBE SPINON 7 FRA PH3306AFP HD LUBE SPINON FLEET PAC 8 FRA PH8994 FULLFLOU LUBE SPINON 9 FRA PH3335 FULLFLOU LUBE SPINON EXTENDED PACK HAND 10 FRA PH8A FULLFLOU LUBE SPINON PRICE Select Part T F8 FORVARD F9 BACKYARD Fii EXIT ALSO ORDER PART CUR 2 1007 0 4006 0 3006 0 2006 0 1006 0 4005 0 Fi NEU ITEM EE DELETE F7 TOTALS imi RECORD CHANGES F2 INY UPDATE ieee ADD PARTS zm FORVARD me EXIT mm NEV P O lg ALTERNATES MEE BACKUARD BR SOURCED PARTS e Atthe Select Part prompt enter the number next to the part number to be added to the purchase order and press lt
25. RDER XXX BEEN RECEIVED prompt the dollar value will be based upon the quantity ordered When Y is entered the dollar value will be based upon the quantity received e With the cursor positioned at the WEEKS INTO CURRENT QUARTER prompt enter in the number of weeks 1 13 since the last time a sales quarter ended and press lt Return gt This field refers to the number of weeks into the current business quarter Quarterly sales history should be rolled every three months through the month end processing procedure Quarter s end at the end of March June September and December e With the cursor positioned at the QUARTERS TO EXAMINE prompt enter Y N or simply press lt Return gt These fields refer to previous quarters of sales history to be examined by the program when calculating suggested minimum maximum days stocking levels Autologue User s Manual Purchasing Page 12 Entering Y tells the program to examine the specific sales quarter Entering N or pressing lt Return gt without entering Y or N tells the program not to examine the specific sales quarter during the suggested minimum maximum day s calculation The suggested minimum maximum day s calculation is used as a comparison guide between current stocking levels and the suggested minimum maximum days stocking levels based upon the sales history data The min max1 or min max2 stocking levels should be close to the suggested minimum maximum days calculated bas
26. Return gt Press the lt F8 gt Forward and lt F9 gt Backward keys to scroll forward backward through the part number selection list window Autologue User s Manual Purchasing Page 22 A Pricing information window will be displayed showing the manufacturer prices set within the EPS file as shown RISER gt gt PO Electronic Price Sheet DATE 05 15 1 PRODUCT LINE 2 U AC SPARKPLUG 3 FRA PH8936 50 73 FIE 4 Pricing infornation U n 5y Price 5 50 73 SE ORDER 6 Price 4 38 55 0 SS 7 Price 3 34 09 PIC 8 Price 2 30 44 eM 9 Price 1 26 38 EXTENDED PACK HAND 10 Price 0 20 29 PRICE Core Sell 0 00 Core Cost Add Part F fe CUR 2 1007 0 4006 0 3006 0 2006 0 1006 0 4005 0 Fi NEU ITEM DELETE TOTALS imi RECORD CHANGES F2 INY UPDATE ADD PARTS FORWARD me EXIT ES NEU P O ALTERNATES BACKYARD Sar SOURCED PARTS e With the cursor positioned next to the Add Part prompt enter N and press lt Return gt to not add the part number and return back to the Electronic Price Sheet window Enter Y and press lt Return gt to add the part to the purchase order and return back to the Electronic Price Sheet window e Press the lt F11 gt Exit key to exit back to the ALSO ORDER PART prompt e When Y is entered at the Add Part prompt for a part number the part number is automatically added into the purchase order The unit pric
27. ST UNIT CORE EXTENDED PACK HAND ON ORDER REC D B 0 PRICE PRICE PRICE 1 56 is 0 0 1 22 0 00 19 52 Total On Ord 16 REPLENISHMENT DETAIL Nini 41 Maxi 41 Nin2 31 Nax2 47 CUR 16 1007 32 4006 18 3006 12 2006 44 1006 62 4005 18 mm NEU ITEM im DELETE ga TOTALS EL RECORD CHANGES wag INY UPDATE ES ADD PARTS zm FORVARD ime EXIT imme NEU P O gem ALTERNATES RI BACKUARD Mar SOURCED PARTS Total 2443 37 Itn 96 Ord 219 Wat 19 Autologue User s Manual Purchasing Page 25 Note The totals information will no longer be displayed once a key is pressed 8 7 2 8 Scrolling Through A Purchase Order Users have the ability to scroll forward or backward through a purchase order by pressing the lt F8 gt Forward or lt F9 gt Backward key until the part number to be edited is displayed Note scrolling can only be performed with the cursor positioned within the QTY ON ORDER or QTY RECVD fields 8 7 2 9 Additional Notes On Editing Purchase Orders Press lt Return gt after each field is edited and press the lt F10 gt Record Changes key once all modifications to an item is made within the detail editing screen Scrolling can only be performed with the cursor positioned within the QTY ON ORDER or QTY RECVD fields The detail editing screen will display a message field that describes the method used to create each purchase order detail The four detail messages that are displayed are min1 max1 min2 max2 replenishment and speci
28. TURNS _ prompt enter the Y to create a new return purchase order and press lt Return gt The program will begin scanning the inventory file for parts with new return quantities A message will be displayed in the upper left hand corner to indicate the product line number being scanned Purchasing will assign a purchase order number once a part number to be ordered or returned meets the ordering method criteria When the cursor returns to the VENDOR prompt the program has completed the scanning of the inventory file When the NO PURCHASE ORDER CREATED message is displayed one of two things happened 1 There is nothing to be ordered in the selected product lines based upon the ordering method used Use the lt F9 gt Display Open Purchase Orders to display open purchase orders and look for a recent PO for the specified product lines 2 The vendor selected does not supply the entered product lines according to the vendor record Exit purchasing and check the vendor s record in Customer Vendor Update If any prompts have been incorrectly entered the arrow key can be used to return to a previous prompt and new values can be reentered or the lt F1 gt Create New Purchase Orders key can be used to completely start over from the VENDOR prompt 8 6 Printing A Purchase Order Worksheet F7 Report Once the PO is created it s a good idea to print an F7 Open PO RGN Core Return Report report to review before actually calling
29. Use the lt F9 gt Display Open Purchase Orders to display open purchase orders and look for a recent PO for the specified product lines 2 The vendor selected does not supply the entered product lines according to the vendor record Exit purchasing and check the vendor s record in Customer Vendor Update If any prompts have been incorrectly entered the arrow key can be used to return to a previous prompt and new values can be reentered or the lt F1 gt Create New Purchase Orders key can be used to completely start over from the VENDOR prompt 8 5 1 Creating A Core Return Purchase Order To create a list of core return items follow the steps below e Press the lt F1 gt Create New Purchase Orders key Autologue User s Manual Purchasing Page 7 e With the cursor positioned at the VENDOR prompt enter the vendor s account number or any portion of their name e g SUPPLY and press lt Return gt e Use the and W arrow keys to move the highlighted bar to the desired vendor and press lt Return gt to select the vendor Note User s may also enter the vendor s number that is beside the vendor s name and press lt Return gt When there are many vendors matching the entered string the lt F8 gt Forward and lt F9 gt Backward keys can be used to scroll forward and backward a page at a time through the selection list window e With the cursor positioned at the FIRST PRODUCT LINE prompt enter the beg
30. Y FS DETAIL F11 TO EXIT Autologue User s Manual Purchasing Page 38 8 17 1 Displaying Purchasing Activity Records Based Upon Searching Criteria Purchasing activity records can be selected and viewed by any combination of Part Number Vendor Number Purchase Order Number and Date Range Follow the steps below to enter in the search criteria as follows e To view the purchasing activity for a specific part number enter a part number at the Part Number prompt and press lt Return gt If the lt Return gt key is pressed without entering anything at the Part Number prompt the search will not limit the search criteria based upon a specific part number e With the cursor positioned at the Vendor Number prompt enter a vendor number and press lt Return gt or just press the lt Return gt key to not limit the search criteria based upon a specific vendor number e With the cursor positioned at the Purchase Order Number prompt enter a purchase order number and press lt Return gt or just press the lt Return gt key to not limit the search criteria based upon a specific purchase order number e With the cursor positioned at the From Date prompt enter a starting date and press lt Return gt or just press the lt Return gt key to not limit the search criteria based upon a specific starting date Note When entering in date ranges slashes do not have to be entered and the lt Return gt key does not have to be ente
31. al order Entering an item number larger than the total number of items on the PO being edited will automatically display the last item on the purchase order Backordered PO s will display a QTY BACK ORDERED heading versus QTY ON ORDER 8 8 Printing A Finalized Purchase Order F2 Report After making all changes to the purchase order a finalized purchase order can now be printed by pressing the lt F2 gt Print Purchase Orders key from the Purchasing Program menu e From the Purchasing Program screen press the lt F2 gt Print Purchase Orders key e With the cursor positioned at the PURCHASE ORDER prompt enter the purchase order number and press lt Return gt Autologue User s Manual Purchasing Page 26 The following screen will now be displayed as shown ENTER ADDITIONAL INFORMATION PO MESSAGE CLEAR MGI SAVE EXIT With the cursor positioned at the PO MESSAGE prompt enter a message line and press lt Return gt or just press the lt F11 gt Exit key to exit without entering a message If a message was entered continue entering more message lines and press the lt F10 gt Save key once all the message information has been entered With the cursor positioned at the ARE YOU SURE Y N prompt enter Y or N and press lt Return gt Note The entered PO message will be displayed within the lower portion of the F9 Display Open Purchase Orders screen when the specific PO number is highligh
32. ception only those items not shipped as ordered Note This does not apply the quantity received to the Inventory file 8 10 1 Editing The Quantity Received To edit any items not shipped as ordered perform the following steps From the Purchasing Program menu press the lt F3 gt Edit Purchase Orders key With the cursor positioned at the PURCHASE ORDER prompt enter the purchase order number and press lt Return gt The first part number on the purchase order will be displayed The user can edit this part number or call up a specific part number for editing Autologue User s Manual Purchasing Page 29 To call up a different item number or part number perform the following e Press the lt F1 gt New Item key e With the cursor positioned at the PART TO SRCH ITEM prompt enter the item number to be edited and press lt Return gt or enter a part number substring that has at least one non numeric character and press lt Return gt The program will then begin searching for a part that contains the entered search substring When a part is found that contains the entered substring the part record will be displayed When a part is not found the terminal will beep and an error message will be displayed in the lower right corner of the screen To search for the next part number that matches the last entered substring press the lt F1 gt New Item key and then press the lt Return gt key Example To search for the
33. d a page at a time through the selection list window e With the cursor positioned at the FIRST PRODUCT LINE prompt enter the beginning product line number to start scanning from and press lt Return gt e With the cursor positioned at the LAST PRODUCT LINE prompt enter the ending product line number to scan to and press lt Return gt e With the cursor positioned at the REPORT CODES prompt enter the specific report code characters to filter part selection by or just press lt Return gt to not filter by report code e With the cursor positioned at the POP CODES prompt enter the specific report code characters to filter part selection by or just press lt Return gt to not filter by popularity code e With the cursor positioned at the PURCHASE ORDERS _ prompt enter the N to create a purchase order and press lt Return gt e With the cursor positioned at the CORE RETURNS _ prompt enter the N to create a core return purchase order and press lt Return gt e With the cursor positioned at the WARRANTY RETURNS _ prompt enter the Y to create a warranty return purchase order and press lt Return gt The last prompt NEW RETURNS _ will be skipped and automatically defaulted to N The program will begin scanning the inventory file for parts with warranty return quantities A message will be displayed in the upper left hand corner to indicate the product line number being scanned Purchasing will assign a purchase order number once
34. d alternate part numbers below the original part number on the purchase order The cost for all part numbers will be printed to help when determining which part numbers to order e With the cursor positioned at the INCLUDE SOURCE PARTS prompt enter Y or N and press lt Return gt This option allows users to have part numbers which have connected source part numbers setup print along with all connected source part numbers below the original part number on the purchase order The cost for all part numbers will be printed to help when determining which part numbers to order e With the cursor positioned at the PRINT HISTORY ONLY prompt enter Y or N and press lt Return gt This option allows users to print a report that contains all quarterly sales history for the parts listed See the Purchasing F7 Report Samples section Autologue User s Manual Purchasing Page 13 Before pressing lt Return gt at the final prompt review the entries for any needed corrections If any prompts have been incorrectly entered the arrow key can be used to return to a previous prompt and new values can be reentered 8 6 1 Suggested Minimum Maximum Days Formula The suggested minimum maximum day s unit calculation is based upon a combination of previous sales history quarters selected number of weeks in the current quarter and the minimum maximum day stock required Below are a series of calculations that are made by the Purchasing program to calcula
35. d press lt Return gt When there are many vendors matching the entered string the lt F8 gt Forward and lt F9 gt Backward keys can be used to scroll forward and backward a page at a time through the selection list window e With the cursor positioned at the FIRST PRODUCT LINE prompt enter the letter S for special order and press lt Return gt The screen will display a pop up selection window with the 3 purchase order option types as shown lt lt BR gt gt APPEND PO VENDOR 151 G amp H WAREHOUSE DATE 08720708 3257 MAGNOLIA 714 523 3131 ITEM PART NUMBER DESCRIPTION PURCHASE ORDER UNIT QTY ON QTY QTY CUST UNIT CORE EXTENDED PACK HAND ON ORDER RECVD B70 PRICE PRICE PRICE 1 PURCHASE ORDER 2 CORE RETURN 3 WARRANTY RETURN 4 NEV RETURN F1 NEV ITEM Fa DELETE F TOTALS fk RECORD CHANGES F2 INY UPDATE F5 ADD PARTS F8 FORVARD ime EXIT F3 NEW P O F6 ALTERNATES F9 BACKYARD ari SOURCED PARTS NEUVUPUR 7 1 270 no more itens e Select the type of purchase order to be created by pressing the Y arrow key to position the highlight bar on the option desired and press lt Return gt e With the cursor positioned at the ALSO ORDER PART prompt enter the part number to be ordered and press lt Return gt e With the cursor positioned at the QUANTITY TO ORDER prompt enter the quantity to order 0 32767 and press lt Return gt If the part number enter
36. der number and or date range F3 Quick Edit Function Keys F1 Item Positions the cursor on a specific item part number Accesses the detail edit screen for the part number the cursor is currently positioned on within the quick edit screen F3 New PO Call upa new purchase order number F4 Delete Deletes the part number of the line the cursor is currently PeDe positioned on within the qulekcedi sereen o c F7 Totals Calculates and displays total dollars based upon on order qty and weight for the current purchase order F8 PgDn Scrolls down a page through the purchase order F9 PgUp Scrolls up a page through the purchase order F11 Exit Exits back to the Purchasing Menu F2 Detail Edit Function Keys number program F4 Delete F5 Add Parts F6 Alternates Displays alternate part numbers in a selection window for F7 Totals Calculates and displays total dollars based upon on order qty and weight for the current purchase order F8 Forward F9 Backward F10 Record Changes F11 Exit To PUR Menu F12 Sourced Parts Displays sourced part numbers in a selection window for the current part number displayed F12 Action Purchasing Activity Report Function Keys Used to restart the program F2 Used to purge selected information within the Purchasing Activity file Autologue User s Manual Purchasing Page 46 Used to print a detailed report for the information curre
37. e P O using Min 2 Max 2 should be placed 8 1 2 Min2 Max2 MIN 2 MAX 2 is a floating inventory stocking level that can be automatically updated based upon sales history and the number of days stock desired It reflects seasonal differences for each part number based upon the sales history quarters selected To update each part number s Min 2 Max 2 values this must be performed through the Stock Status Report menu selection within Report Processing The Stock Status Report allows user s to set Min 2 Max 2 values based upon any combination of sales history quarters and minimum maximum days stock desired For more information see Stock Status Report within the Report Processing section of the user s manual Autologue User s Manual Purchasing Page 2 Once several months of sales history has accumulated the Min 2 Max 2 PO generation method should be used for the majority of PO s created To quickly collect sales history information data from the old system can be keyed in through Inventory Update Proper use of both min max stocking levels will help to reduce inventory and dollar investment 8 1 3 How Min Max Purchasing Works The Purchasing program uses the following logic when determining which parts need to be order using the minimum maximum order points When a part number s quantity on hand is less than the minimum stocking level selected min1 or min2 the program will order a quantity that will bring the quantit
38. e a change in its stocking levels How are the stockouts Stockouts represent a request for an item with insufficient stock on hand to complete the sale By reviewing stockouts sales history and stocking levels lost sales can be minimized due to insufficient stock on hand Do the suggested When printing a PO through F7 suggested minimum maximum minimum maximum days stocking days stocking levels can be generated based upon the sales levels agree with the current history information stocking levels Autologue User s Manual Purchasing Page 14 If there is a code printed before the part number the part is a kit alternate supersession master part or source part There are four code types K kit A alternate S supersession and P source part If there is an asterisk printed before the part this means the part is on customer backorder If an asterisk is printed before the suggested order quantity this means that the suggested order quantity varies from the on order quantity by more than 1 and is used to alert the user When alternate part numbers are listed on the report note which alternate part numbers have the lowest prices This allows intelligent purchasing and increases gross profits When reviewing the F7 report note the item numbers of any part numbers to be edited Write the new quantity to order between the item number and the part number Pay close attention to the total on order quantities per part numb
39. e will be the price stored in the price level 0 times any discount percentages setup The part number will also be automatically entered into the Inventory file as the 274 part within the product line number specified when the EPS file was created When entered into the Inventory file the pricing information popularity code unit pack per car quantity and tracking flag for the part number are automatically setup If the selected part number to be added exists within the Inventory file its information will be displayed according to its part record Autologue User s Manual Purchasing Page 23 8 7 2 5 2 Adding Parts From Search Index Into A Purchase Order e Select the 3 SEARCH IDX menu option and the program will automatically search and pop up a selection list of the 10 part numbers within the Inventory file that matched as closely to the part number entered will be displayed as shown E gt gt PO Search PART INDEX File DATE 05 15 1 STD GB 157 2 STD GB 324 ROTOR 3 TTI GB324T ROTOR 4 STD GB 339 ROTOR 4 5 STD GB 344 ROTOR E ORDER 6 TTI GB344T ROTOR 7 STD GB 345 ROTOR 8 STD GB 348 ROTOR TO Fy 9 STD GB 423 CAP EXTENDED PACK HAND 10 TTI GB423T CAP PRICE Select Part ff F8 FORVARD F9 BACKYARD Fii EXIT ALSO ORDER PART Fi NEU ITEM imi DELETE Za TOTALS Si RECORD CHANGES F2 INY UPDATE im ADD PARTS zm FORVARD me EXIT mm NEV P O AW ALTERNATES MEE BA
40. eating a replenishment PO on that product line manually resetting or clearing during month end processing Autologue User s Manual Purchasing Page 3 Replenishment PO s will follow the same unit pack formula as min max PO s when the quantity to order is a percentage of unit pack round up at 50 and greater and down at 49 and less 8 2 Purchasing Flow Chart Point Of Sale Merchandise is sold and returned Inventory Update quantity on hand core returns and current sales history are updated by Point of Sale Min2 Max2 stocking levels are developed by the Stock Status Report Purchasing P 0 s are created edited and received Customer Vendor Update Updates vendor payables Inventory Update Updates Quantities Product Line Update Updates purchases at cost 8 2 1 Multi User Limitations Only one user is allowed to be editing a specific PO If another user tries to edit the same PO the screen will display an EDIT NOT ALLOWED PO BUSY message 8 3 Accessing Purchasing e From the Autologue Main Menu enter 7 Purchasing and press lt Return gt The Purchasing Program screen will appear as below f lt HEUPUR PROGRAN gt gt NEHU OPTION DESIRED f CREATE NEW PURCHASE ORDERS PRINT PURCHASE ORDERS EDIT PURCHASE ORDERS DELETE PURCHASE ORDERS APPLY RECEIPTS AND BACK ORDER REMAINDER APPLY RECEIPTS AND CANCEL REMAINDER PRINT OPEN PO RGH
41. ed already exists within the inventory file the screen will display unit and core prices sales history and the cursor will be positioned under the QTY ON ORDER heading Autologue User s Manual Purchasing Page 35 If the part number entered does not exist within the inventory file the cursor will be positioned under the UNIT PRICE heading Enter the unit price and press lt Return gt With the cursor positioned under the CORE PRICE heading enter the core price and press lt Return gt e With the cursor positioned under the QTY ON ORDER heading press the lt F10 gt Record Changes key to save the entered part e To continue adding items onto the special order purchase order press the lt F5 gt Add Parts key or press the lt F11 gt Exit to Pur Menu key to exit back to the Purchasing Program screen A purchase order number will be created when the 1st part number is recorded All new part numbers added onto the purchase order are automatically created and inserted into product line 0 within the Inventory file They will contain quantity on order price 0 cost and core cost Product line 0 should be reviewed bimonthly to delete unwanted part numbers and move desired part numbers into their correct product line 8 13 Deleting Open Purchase Orders Purchase orders can only be deleted when there is only one terminal user accessing the purchasing program at that time e From the Purchasing Program menu press the lt F4 gt
42. ed as ordered F7 PRINT OPEN PO RGN CORE REPORT Print a received F7 report with totaled dollar values of merchandise received Compare the dollar value of the F7 report against the vendor s invoice F5 APPLY RECEIPTS AND BACK ORDER Update the inventory and vendor records with the quantities received and backorder any merchandise not received F6 APPLY RECEIPTS AND CANCEL Update the inventory and vendor records with the quantities received and cancel any merchandise not received 8 10 Receiving A Purchase Order Receiving a purchase order is a simple step that requires the user to inform the system of the purchase order being received and items with differences in the quantity ordered versus the quantity shipped To receive a purchase order first review the quantity shipped versus the quantity ordered Using an F2 report of the purchase order being received circle the item number of any part number not shipped as ordered Next to the item number mark the quantity shipped If parts were shipped but not ordered write down the part numbers and quantities From the Purchasing Program screen press the lt F8 gt Received As Ordered key With the cursor positioned at the PURCHASE ORDER prompt enter the purchase order number and press lt Return gt Purchasing will automatically set the Quantity Received values equal to the Quantity Ordered values for the entered purchase order This allows the user to now edit by ex
43. ed upon purchase order creation frequency e With the cursor positioned at the NUMBER OF DAYS PER WEEK prompt enter the number of days the store is open for business and press lt Return gt The number of days per week can be entered as a decimal value from 1 0 to 7 0 Example If the store is only open half day on Sunday enter the number of days per week as 6 5 The SUGGESTED MINIMUM DAYS and SUGGESTED MAXIMUM DAYS field prompts refer to the minimum maximum days for stocking levels desired Example If a product line is ordered twice a week a four day minimum and six day maximum supply may be carried e With the cursor positioned at the SUGGESTED MINIMUM DAYS prompt enter the desired minimum day stocking level and press lt Return gt e With the cursor positioned at the SUGGESTED MAXIMUM DAYS prompt enter the desired maximum day stocking level and press lt Return gt e With the cursor positioned at the INCLUDE VENDOR DISCOUNT prompt enter Y or N and press lt Return gt This field refers to either the percentage discount set up by product line within Product Line Update VENDOR NET 3 or the exception pricing discount It defines a discount off of price level 0 for each part number in that product line e With the cursor positioned at the INCLUDE ALTERNATES prompt enter Y or N and press lt Return gt This option allows users to have part numbers which have connected alternate part numbers setup print along with all connecte
44. er keys prompt for a pedimento number the port of entry aduana and the date of the pedimento information Mexico specific option PED_MEX uservar Set report code sensitivity for part number filtering to use O0 ANY match amp any position 1 ONE match code in at least one position or 2 EXACT match only by position and code during purchase order creation RepCdSens uservar Autologue User s Manual Purchasing Page 44 e Ability to specify a specific manufacturer code that allows only parts with a matching manufacturer code to be created during special order purchase order creation SO_MFRCD uservar e Ability to only allow special order purchase order creation and disallow system generated purchase orders SO_ONLY uservar e Ability to track all part numbers purchased which can be viewed through the Utility Menu Purchasing Activity Report menu option The PO s received date is written to the purchasing activity file TRK_PUR uservar e Ability to separate stores address information stored in another customer record other and customer 0 for printed purchasing reports This is useful for single A R systems with different company names PoStrOrigin uservar 8 19 Function Keys Function Key F1 Create Open Purchase Orders This function creates and assigns purchase order numbers F2 Print Purchase Orders An F2 report is typically given to a supplier as an order F3 Edit Purchase Orders Allows the user to modify the
45. er and adjust the on order accordingly The editing of the purchase order can now be performed with all the desired changes 8 6 3 Purchasing F7 Report Samples Time printed 12 21 MM DD YY lt lt OPEN P O R G N CORE RETURN REPORT gt gt PURCHASE ORDER 37 DATE MM DD YY VENDOR NUMBER 153 D A B INDUSTRIES 2365 STANTON 714 589 6999 FULLERTON CA 92633 PURCHASE ORDER WAS RECEIVED NO NUMBER OF WEEKS IN THE CURRENT PERIOD IS 1 CALCULATIONS INCLUDE THE QUARTERS lst 2nd 3rd 4th 5th NUMBER OF DAYS PER WEEK IS 6 0 SUGGESTED MINIMUM NUMBER OF DAYS IS 30 SUGGESTED MAXIMUM NUMBER OF DAYS IS 45 VENDOR DISCOUNT IS INCLUDED YES Page UNIT STOCK ON TOTAL CUST QTY NEW EXCH CORE PART NUMBER MIN MAX PACK 30 DAYS 45 DAYS OUTS ORDER 0 0 B O RET PRICE PRICE BOWER BCA BEARINGS BCA A1 2 2 BCA A2 2 2 BCA A4 2 2 BCA A6 2 2 TOTALS PURCHASES NEW EXCHANGE CORE VALUE OF ORDERS AMOUNT OF CORE RETURNS WARRANTY RTNS NEW EXCH WRNTY RTNS CORE VALUE NEW RETURNS VALUE NEW RTNS CORE VALUE TOTALS Sample F7 Report Without Quarterly Sales History Autologue User s Manual Purchasing Page 15 Time printed 09 44 MM DD YY lt lt OPEN P O R G N CORE RETURN REPORT gt gt PURCHASE ORDER 24913 DATE MM DD YY VENDOR NUMBER 1030 BEST GASKET OF CALIF INC 11558 E WASHINGTON F 310 699 6631 WHITTIER CA 90606 FAX 562 699 5034 PURCHASE ORDER WAS RECEIVED NO NUMBER OF WEEKS IN THE CURRENT PERIOD IS 6
46. ewing Editing A Part Number s Record Information The user can view and modify any inventory record information when viewing the detail screen for the current part number being edited To make changes to the inventory record call the item number of the part and then press the lt F2 gt Inv Update key The Inventory Update screen will now be displaying the current part number s complete record information Enter new values within the Price 0 Core Cost Qty On Hand or any other information field and press the lt F10 gt Record Changes key to record the changes in the Inventory file Press the lt F11 gt Exit key to exit back to the Purchasing Program detail editing screen and continue performing the editing of the purchase order 8 7 2 3 Calling Up A New Purchase Order To access another purchase order within the editing screen press the lt F3 gt New P O key and the Purchasing Program menu will be automatically displayed With the cursor positioned at the PURCHASE ORDER prompt enter the purchase order number and press lt Return gt The Purchasing Program editing screen will now be displayed 8 7 2 4 Deleting Part Numbers From A Purchase Order To delete an item from a purchase order first display the item number and press the lt F4 gt Delete key The remaining items will be renumbered and the next item will be displayed Autologue User s Manual Purchasing Page 20 8 7 2 5 Adding Parts To A Purchase
47. f two things happened 1 There is nothing to be ordered in the selected product lines based upon the ordering method used Use the lt F9 gt Display Open Purchase Orders to display open purchase orders and look for a recent PO for the specified product lines 2 The vendor selected does not supply the entered product lines according to the vendor record Exit purchasing and check the vendor s record in Customer Vendor Update Autologue User s Manual Purchasing Page 8 If any prompts have been incorrectly entered the 8 arrow key can be used to return to a previous prompt and new values can be reentered or the lt F1 gt Create New Purchase Orders key can be used to completely start over from the VENDOR prompt 8 5 2 Creating A Warranty Return Purchase Order To create a list of warranty return items follow the steps below e Press the lt F1 gt Create New Purchase Orders key e With the cursor positioned at the VENDOR prompt enter the vendor s account number or any portion of their name e g SUPPLY and press lt Return gt e Use the and W arrow keys to move the highlighted bar to the desired vendor and press lt Return gt to select the vendor Note User s may also enter the vendor s number that is beside the vendor s name and press lt Return gt When there are many vendors matching the entered string the lt F8 gt Forward and lt F9 gt Backward keys can be used to scroll forward and backwar
48. g A New Return Purchase Order ssssesererereesosoreseseseseseseseesosososeseesosososese 9 8 6 Printing A Purchase Order Worksheet F7 Repott esesssseseresereesoseseseseseesososesesesesesese 10 8 6 1 Suggested Minimum Maximum Days Formula ssesssseseresesesesesesessoroseseserercesesese 13 8 6 2 Reviewing The Purchase Order Created 0 scssssssssscscssssssssssssssssssssessssesesseses 13 8 6 3 Purchasing F7 Report Samples esesesesesesesessosorosesereecosososesesesesesesessororoseseseesosososese 14 8 7 Editing A Purchase Order sicicisscciiciises csestuoates petites sdcuehst aoenst santcpateasecaedecsscoatabavceessteadcatehse 15 8 7 1 Quick Editing Screen iicscscescavedssssssteccsenee at nani n a a i 16 8 7 1 1 Quickly Printing An F2 Report eseseseesorererereesoseseseseseseseoseseseseseseseeeosososesee 16 8 7 1 2 Calling Up A Different Item Number Part Number For Editing 16 8 7 1 3 Viewing Detail Information esesesesessororesesescosososeserercosososeseseseseseseesosososesee 17 8 7 1 4 Calling Up A New Purchase Order sessesesesesessosesesesescesoseseseseseseseseesosesosesee 18 8 7 1 5 Deleting Part Numbers From A Purchase Ordet sssssssssssscsssssseeees 18 8 7 1 6 Displaying Totals For A Purchase Order cssscsscscscssesssscsssssssssseseseeees 18 8 7 1 7 Scrolling Through A Purchase Order sscsssscsssscscssssssscsesessssssseseees 18 8 7 2 Detail Editing Sere th noieses nsi ae asasi ais
49. ge Cost The average cost of the part number on the particular purchase order Aquired Cost The actual acquired cost of the part number on the particular purchase order This averages in all additional charges along with the average inventory cost PO Type Will display any of the following PO types PO Normal Purchase Order SO Special Order CR Core Return WR Warranty Return NR New Return 8 18 Purchasing User Definable Setup Options Listed below are uservar user definable options for purchasing that can be enabled or disabled through the System Commands Specify System Setup Options menu When adding new parts through the lt F3 gt Edit Purchase Orders screen ability to specify default values for the quantity on hand and min1 max1 fields within the inventory record DEFQOH uservar Have purchasing regard parts with a negative quantity on hand as zero quantity on hand when creating a purchase order NEG_IGN uservar Have purchasing calculate the maximum quantity to order based upon multiples of unit packs NEW_MAX_ STOCK uservar Have purchasing always order parts that have a unit pack of 0 when creating a purchase order ODR_UNITPO uservar Have purchasing ignore parts on order quantities when calculating order quantities when creating a purchase order ORD_IGN uservar When applying purchase orders using the lt F5 gt Apply Receipts And Back Order Remainder or lt F6 gt Apply Receipts And Cancel Remaind
50. hrough A Purchase Order Users have the ability to scroll forward or backward through a page full of items on the quick edit screen by pressing the lt F8 gt PgDn or lt F9 gt PgUp key 8 7 2 Detail Editing Screen There are a variety of tasks that can be performed when editing a purchase order within the detail editing screen They will be described below 8 7 2 1 Calling Up A Different Item Number Part Number For Editing e From the Purchasing Program detail editing screen press the lt F1 gt New Item key Autologue User s Manual Purchasing Page 19 With the cursor positioned at the PART TO SRCH ITEM prompt enter the item number to be edited and press lt Return gt or enter a part number substring that has at least one non numeric character and press lt Return gt The program will then begin searching for a part that contains the entered search substring When a part is found that contains the entered substring the part record will be displayed When a part is not found the terminal will beep and an error message will be displayed in the lower right corner of the screen To search for the next part number that matches the last entered substring press the lt F1 gt New Item key and then press the lt Return gt key Example To search for the part number ACD R45TS enter R45 or 45TS There must be at least one non numeric character or the program will consider the entered string as an item number 8 7 2 2 Vi
51. inning product line number to start scanning from and press lt Return gt e With the cursor positioned at the LAST PRODUCT LINE prompt enter the ending product line number to scan to and press lt Return gt e With the cursor positioned at the REPORT CODES prompt enter the specific report code characters to filter part selection by or just press lt Return gt to not filter by report code e With the cursor positioned at the POP CODES prompt enter the specific report code characters to filter part selection by or just press lt Return gt to not filter by popularity code e With the cursor positioned at the PURCHASE ORDERS _ prompt enter the N to create a purchase order and press lt Return gt e With the cursor positioned at the CORE RETURNS _ prompt enter the Y to create a core return purchase order and press lt Return gt The next two prompts WARRANTY RETURNS _ and NEW RETURNS _ will be skipped and automatically defaulted to N The program will begin scanning the inventory file for parts with core return quantities A message will be displayed in the upper left hand corner to indicate the product line number being scanned Purchasing will assign a purchase order number once a part number to be ordered or returned meets the ordering method criteria When the cursor returns to the VENDOR prompt the program has completed the scanning of the inventory file When the NO PURCHASE ORDER CREATED message is displayed one o
52. line 0 should be reviewed bimonthly to delete undesired special ordered part numbers and move desired part numbers to their correct product line 8 7 2 6 Viewing A Part Number s Alternates Information When there are alternates setup for the current part displayed a highlighted ALTERNATES EXIST message line will be displayed in the lower middle of the screen e Press the lt F6 gt Alternates key to have the alternates displayed in a pop up window The part numbers descriptions product line numbers quantity on hand and price 0 or average cost information will be displayed within the selection window e Use the and arrow keys to select an alternate part and press lt Return gt The alternate part selected will replace the original part number ordered e Press the lt F11 gt Exit key to exit the alternate s window without selecting a replacement 8 7 2 7 Displaying Totals For A Purchase Order e To display total dollars items ordered units and weight for the purchase order within the editing screen press the lt F7 gt Totals key The totals information will be displayed on the bottom of the screen as shown lt BR S gt gt EDIT PO BEZENN VENDOR 2300 ABC WAREHOUSE DATE 05 15 07 1928 FAIRMOUNT AVE PRODUCT LINE 3 AC SPARKPLUGS 909 242 9912 ITEM PART NUMBER DESCRIPTION PURCHASE ORDER x 6 ACD R45T 19157995 SPARK PLU PURCHASE ORDER UNIT QTY ON QTY QTY CU
53. ly be used when the purchasing program is only being used by 1 person to maintain the integrity of the Inventory file Autologue User s Manual Purchasing Page 31 8 10 3 1 Back Order Merchandise Not Received To apply a purchase order and either cancel or back order the remaining quantities perform the following e From the Purchasing Program menu press the lt F5 gt Apply Receipts And Back Order Remainder or the lt F6 gt Apply Receipts And Cancel Remainder key e With the cursor positioned at the PURCHASE ORDER prompt enter the purchase order number and press lt Return gt If the TRK_PUR Track Purchases uservar option is enabled the cursor will be positioned at the ORIGINAL INVOICE NUMBER prompt e Enter the vendor invoice number and press lt Return gt If either the PED_MEX uservar enabled or the Use Average Cost For All Cost Calculations system setup option set to Y a Enter Additional Information screen will now be displayed ENTER ADDITIONAL INFORMATION 1 DUTIES 0 00 2 INSURANCE 0 00 3 FREIGHT 0 00 4 TAXES 0 00 5 OTHER CHARGES 0 00 CLEAR BEGIN SAVE EXIT Users have the option to enter in additional fee amounts at any of the five prompts Duties Insurance Freight Taxes Other Charges e If there are no additional fee amounts to enter press the lt F10 gt Save key with the cursor positioned at the DUTIES prompt e If there are additional fee amounts to enter with the curso
54. m menu press the lt F3 gt Edit Purchase Orders key e With the cursor positioned at the PURCHASE ORDER prompt enter the purchase order number and press lt Return gt Autologue User s Manual Purchasing Page 16 8 7 1 Quick Editing Screen The Purchasing Program quick editing screen will appear as below DATE 06 02 04 lt lt BEDE gt gt QUICK EDIT PO VENDOR 2300 A amp M AUTOMOTIVE WAREHOU NO ITEMS 28 ITEM PART NUMBER DESCRIPTION QTY ORD QTY RCY AIR AWSOOd WATER PUNP BCA A 2 TAPER BEARING CONE BCA 15101 TAPER BEARING CONE BCA A 12 TAPER BEARING CONE BCA A 5S TAPER BEARING CONE BOS 4202 SPARK PLUG DUR C 2PACK DURACELL EVE 3118 STARTER EVE 3250 STARTER EUE 3259 STARTER FEL T0S18678 FEL PRO GASKET FRA CA6308 FRAM FILTER FRA F 322 FRAM FILTER FRA PH8A FRAM FILTER FRA G2 FRAM FILTER FRA G6826 FRAM FILTER GAT 7360 GATES ITEM DETAIL NEW PO DELETE TOTAL PGDN PGUP EXIT fea 1 2 3 4 5 6 3 8 9 ns A T A a era J a Gard N ee E N e eee A A list of up to the first seventeen part numbers on the purchase order will be displayed along with the following information code A lternate S ource part description quantity on order quantity received e With the cursor positioned under the QTY ORD heading enter the new quantity to order and the press lt Return gt key to save the modification made The cursor will now be under the QTY ORD heading of the next item number t
55. mber to edit Pressing the lt F10 gt Record Changes key will record any changes made and automatically scroll the screen to the next item number When editing a newly created purchase order only edit the QTY ON ORDER field When receiving a purchase order edit the QTY RECVD field e To exit back to the Purchasing Program quick editing screen press the lt F11 gt Exit key 8 7 1 4 Calling Up A New Purchase Order e To access another purchase order within the quick editing screen press the lt F3 gt New PO key and the Purchasing Program menu will be automatically displayed e With the cursor positioned at the PURCHASE ORDER prompt enter the purchase order number and press lt Return gt The Purchasing Program quick editing screen will now be displayed 8 7 1 5 Deleting Part Numbers From A Purchase Order e To delete an item from a purchase order on the quick edit screen position the cursor on the item number and press the lt F4 gt Delete key The remaining items will be renumbered and the cursor will be automatically positioned on the previous item 8 7 1 6 Displaying Totals For A Purchase Order e To display total dollars items units on order and weight for the purchase order within the quick editing screen press the lt F7 gt Totals key The totals information will be displayed on the bottom of the screen Note The totals information will no longer be displayed once a key is pressed 8 7 1 7 Scrolling T
56. nd arrow keys to move the highlighted bar to the desired vendor and press lt Return gt to select the vendor Note User s may also enter the vendor s number that is beside the vendor s name and press lt Return gt When there are many vendors matching the entered string the lt F8 gt Forward and lt F9 gt Backward keys can be used to scroll forward and backward a page at a time through the selection list window With the cursor positioned at the FIRST PRODUCT LINE prompt enter the beginning product line number to start scanning from and press lt Return gt With the cursor positioned at the LAST PRODUCT LINE prompt enter the ending product line number to scan to and press lt Return gt To scan only one product line enter the same product line number within the FIRST PRODUCT LINE and LAST PRODUCT LINE prompts Purchasing will only scan those product lines in the range given that are supplied by the entered vendor It skips over any product lines not supplied by the vendor Example Check the vendor file of ABC Warehouse Inc to see the product lines that are supplied A code of 1 entered under the corresponding product line number within the PRICE LEVEL BY PRODUCT LINE NUMBER screen section means that ABC can supply that product line A code of 0 entered under the corresponding product line number means that ABC does not supply this line PRICE LEVEL BY PRODUC CUST 150 CUSTOMER VENDOR UPDATE NAME GBC WAREHOUSE
57. ntly displayed on the Used to print a summary report for the information currently displayed on Used to screen view a detailed report for the information currently lt Home gt Takes you to the beginning or top of the displayed part number activity information Page or When part number activity information is displayed it scrolls forward through 1 screen of part number activity information When the cursor is within one of the selection fields it moves the cursor to the next field lt Shift gt Page or When part number activity information is displayed it scrolls backward through 1 screen of part number activity information When the cursor is within one of the selection fields it moves the cursor to the previous field gt When part number activity information is displayed it shifts the screen information to the left and lets you see any information that was originally cut off on the right hand side of the part number activity information ae When part number activity information is displayed it shifts the screen information to the right and lets you see any information that was originally cut off on the left hand side of the part number activity information
58. o edit When editing a newly created purchase order the user will only have the ability to edit the QTY ORD field If the purchase order has been received lt F8 gt Received As Ordered edit the QTY RCV field Note negative quantities are accepted in the QTY ON ORDER field This can be used to return new merchandise being returned to the vendor 8 7 1 1 Quickly Printing An F2 Report e To quickly print a F2 report within the quick editing screen press the lt F15 gt key and a report will be automatically generated 8 7 1 2 Calling Up A Different Item Number Part Number For Editing e From the Purchasing Program quick editing screen press the lt F1 gt Item key Autologue User s Manual Purchasing Page 17 e With the cursor positioned at the Enter An Item Part prompt enter the item number to be edited and press lt Return gt or enter a part number and press lt Return gt The program will then begin searching for entered item or part number When the item part is found the cursor will be positioned on that line When the item part is not found the terminal will beep and an error message will be displayed in the lower right corner of the screen 8 7 1 3 Viewing Detail Information e To view more details for a specific item on the quick edit screen position the cursor on the line to be view and press the lt F2 gt Detail key The Purchasing Program detail edit screen will appear as below LEs PURCHASING
59. pen Purchase Order Report Sample esesesssrororeresercososoresesesesesesessosososesee 37 8 17 Purchasing Activity Report esesesesessesoreresercesososeseseseseseseesososososesereeeososeseseseseseseosesosesese 37 8 17 1 Displaying Purchasing Activity Records Based Upon Searching a a E EE E E E E 38 8 17 2 Scrolling Through The Activity Information sessessesesessorcoeescosesessoseosesessoseeee 39 8 17 3 Purging The Purchasing Activity Information Currently Selected 40 8 17 4 Printing A Detailed Activity Repott sesssseserereseesososesesercososesereseseseseseseesososesee 41 8 17 5 Sample Detailed Purchasing Activity Report essesesereseseesoserereseseseseseseesososesee 41 8 17 6 Printing An Activity Summary Report sesesesesosseseseseeesesesososseseseseseeerceeeeesesesesee 41 8 17 7 Sample Purchasing Activity Summary Report sssseserereressosoreseseseseseseseesososesee 41 8 17 8 Screen Viewing The Detail Activity Report esessssesereseseseseseseseosososeseseesososesee 42 8 17 9 Report Fields Of Informationy csccccsseccessrssccscsorecsecsceosecsecseecsecresseeececneres 43 8 18 Purchasing User Definable Setup Options sssesesesesesesesesrorososesereesososesesesesesesseeesososese 43 9 19 F nction IC CY S si saivasnccvauterads vasanstereuneestecsunnestenenaee EEEE EES iTo E oro EEIE Esso eE as 44 Revision 08 08 Linux Version 7 1 Autologue User s Manual Purchasing Page 1 8 Introduction
60. r in the number of weeks since the last time a sales quarter ended and press lt Return gt This field refers to the number of weeks into the current business quarter Autologue User s Manual Purchasing Page 30 e With the cursor positioned at the QUARTERS TO EXAMINE prompt enter Y N or simply press lt Return gt These fields refer to previous quarters of sales history to be examined by the program when calculating suggested min2 max2 stocking levels e With the cursor positioned at the NUMBER OF DAYS PER WEEK prompt enter the number of days the store is open for business and press lt Return gt e With the cursor positioned at the SUGGESTED MINIMUM DAYS prompt enter the desired minimum day stocking level and press lt Return gt e With the cursor positioned at the SUGGESTED MAXIMUM DAYS prompt enter the desired maximum day stocking level and press lt Return gt e With the cursor positioned at the INCLUDE VENDOR DISCOUNT prompt enter Y or N and press lt Return gt This field refers to the percentage discount set up by product line within Product Line Update VENDOR NET 3 or the exception pricing discount setup within Customer Vendor Update It defines a discount off of price level 0 for each part number in that product line e With the cursor positioned at the INCLUDE ALTERNATES prompt enter Y or N and press lt Return gt This option allows users to have part numbers which have connected alternate part numbers setup p
61. r positioned at the DUTIES prompt enter an amount and press lt Return gt e Continue entering additional fee amounts for each specific field and press the lt F10 gt Save key once all fee amounts have been entered Autologue User s Manual Purchasing Page 32 ENTER ADDTIONAL INFORMATION 1 DUTIES 6 20 2 INSURANCE 8 30 3 FREIGHT 0 40 4 TAXES 9 50 5 OTHER CHARGES 8 60 ARE YOU SURE H E CLEAR MAK SAVE EXIT e With the cursor positioned at the ARE YOU SURE Y N prompt enter Y and press lt Return gt The total of the charges are then distributed to each item on the purchase order using a weighted average costing calculation and added to the item cost to come up with each items acquired cost See the Weighted Average Scheme section below Purchasing will then update each parts number s inventory record quantity on hand acquired cost average cost on order backorder and either cancel any items not received or back order any items when the quantity ordered is greater than that received All back orders will appear under the same purchase order number as before 8 11 Weighted Average Scheme This calculation is a weighted average sum of all the costs of items on the PO Duties Insurance Freight Taxes Other Charges Cost Of Item Number Of Units Received Total PO Cost Item Charge Duties Item Charge Insurance Item Charge Freight Item Charge Taxes Item Charge
62. rchasing Activity Summary Report Purchasing Activity Report Wed Nov 22 15 35 45 20XX Totals Summary Average Aquired Purchase Order Totals 1242 83 1242 83 1242 83 Purchase Order Totals Purchase Order Totals Grand Totals 1269 13 1271 98 1274 08 Sample Purchasing Activity Summary Report Autologue User s Manual Purchasing Page 42 8 17 8 Screen Viewing The Detail Activity Report With the screen now displaying information for the selection criteria press the lt F5 gt Detail key and a Detailed Purchasing Activity Report will be screen viewed for all the records currently selected A screen view window will pop up displaying the Detailed Purchasing Activity Report as shown Part Date Qty Humber A 5 Rev AIR AUdO4S AIR AUSSS AIR AUS32 OTC 7031A OTC TEST BCA 151935S BCA A 12 BCA A 14 BCA A 15 BCA A 17 BCA A 3 BCA A 37 BCA A 4 BCA A 5 BCA A 6 BCA B 32 BOS 4202 11 20 06 1 11 20 06 1 11 20 06 1 11420706 11420706 11420706 11420706 11420706 11420706 11420706 11420706 11420706 11420706 11420706 11420706 11420706 11420706 7 _ o Ann aAa AN aN an an an E E E eeeeoccoececeoceoceco Seeogooeooqecqagqcqaqocoeqcoeooerqooa Pe OAD he N BOM HN Press the lt Esc gt key and then press the letter e to get to the end of the report Pressing the lt Home gt key will take you to the beginning of the report Pressing the M and arrow keys will scroll the screen up or do
63. red purchasing will only scan those parts that have matching codes e With the cursor positioned at the POP CODES prompt enter the specific report code characters to filter part selection by or just press lt Return gt to not filter by popularity code When popularity codes are entered purchasing will only scan those parts that have matching codes e With the cursor positioned at the PURCHASE ORDERS _ prompt enter the Y to create a purchase order and press lt Return gt The next three prompts CORE RETURNS _ WARRANTY RETURNS _ and NEW RETURNS _ will be skipped and automatically defaulted to N e With the cursor positioned at the USE MIN1 MAX1 1 MIN2 MAX2 2 REPLENISH 3 _ prompt enter 1 2 or 3 and press lt Return gt The entered value corresponds to the ordering method the program will use when creating the PO The program will begin scanning the inventory file for possible orders and returns A message will be displayed in the upper left hand corner to indicate the product line number being scanned Purchasing will assign a purchase order number once a part number to be ordered or returned meets the ordering method criteria When the cursor returns to the VENDOR prompt the program has completed the scanning of the inventory file When the NO PURCHASE ORDER CREATED message is displayed one of two things happened 1 There is nothing to be ordered in the selected product lines based upon the ordering method used
64. red because the cursor will automatically jump to the next field after a date is entered e With the cursor positioned at the To Date prompt enter a ending date and press lt Return gt or just press the lt Return gt key to not limit the search criteria based upon a specific ending date If there were no records meeting the selection criteria entered the bottom center of the screen will display aNo Records found message and the cursor will return to the Part Number prompt Try entering new searching criteria as previously described Autologue User s Manual Purchasing Page 39 The screen will display the purchasing activity information under the Part Number Vendor Number PO No PO Date PO Type Last Price Qnty Revd and Invoice Number column headings as shown Purchasing Activity Report Part Humber Vendor Humber Purchase Order Number From Date ee t To Date ee f Part Vendor PO PO PO Last Qnty Invoice Humber Humber Ho Date Type Price Revd Humber BCA A 14 51 8 11 20 06 PO 5 58 4 81273 T CA A 15 51 8 11720706 PO 5 06 2 81273 BCA A 17 51 8 11 20 06 PO 5 94 1 81273 BCA A 3 51 8 11720706 PO 5 94 4 81273 BCA A 37 51 8 11720706 PO 10 45 1 81273 BCA A 4 51 8 11720706 PO 5 56 6 81273 BCA A 5 51 8 11 20 06 PO 6 48 4 81273 BCA A 6 51 8 11 20 06 PO 5 47 3 81273 BCA B 32 51 8 11 20 06 PO 30 97 1 81273 BOS 4202 51 8 11 20 06 PO 1 72 4 81273 CAH 10U49 51 8 11 20 06 PO 0 87 24 81273 DUR C 51 8 117207906 PO
65. rint along with all connected alternate part numbers below the original part number on the purchase order The cost for all part numbers will be printed to help when determining which part numbers to order e With the cursor positioned at the INCLUDE SOURCE PARTS prompt enter Y or N and press lt Return gt This option allows users to have part numbers which have connected source part numbers setup print along with all connected source part numbers below the original part number on the purchase order The cost for all part numbers will be printed to help when determining which part numbers to order e With the cursor positioned at the PRINT HISTORY ONLY prompt enter Y or N and press lt Return gt This option allows users to print a report that contains all quarterly sales history for the parts listed See the Purchasing F7 Report Samples section Before pressing lt Return gt at the final prompt review the entries for any needed corrections If any prompts have been incorrectly entered the 8 arrow key can be used to return to a previous prompt and new values can be reentered The F7 report will now begin printing 8 10 3 Apply Receipts And Back Order Or Cancel Remainder The final step in receiving a purchase order is to update the Vendor Inventory and Product Line records using one of two options F5 APPLY RECEIPTS AND BACK ORDER REMAINDER F6 APPLY RECEIPTS AND CANCEL REMAINDER Both the lt F5 gt and lt F6 gt keys can on
66. so enter the vendor s number that is beside the vendor s name and press lt Return gt When there are many vendors matching the entered string the lt F8 gt Forward and lt F9 gt Backward keys can be used to scroll forward and backward a page at a time through the selection list window e With the cursor positioned at the FIRST PRODUCT LINE prompt enter the beginning product line number to start scanning from and press lt Return gt e With the cursor positioned at the LAST PRODUCT LINE prompt enter the ending product line number to scan to and press lt Return gt e With the cursor positioned at the REPORT CODES prompt enter the specific report code characters to filter part selection by or just press lt Return gt to not filter by report code e With the cursor positioned at the POP CODES prompt enter the specific report code characters to filter part selection by or just press lt Return gt to not filter by popularity code e With the cursor positioned at the PURCHASE ORDERS _ prompt enter the N to create a purchase order and press lt Return gt Autologue User s Manual Purchasing Page 10 e With the cursor positioned at the CORE RETURNS _ prompt enter the N to create a core return purchase order and press lt Return gt e With the cursor positioned at the WARRANTY RETURNS _ prompt enter the N to create a warranty return purchase order and press lt Return gt e With the cursor positioned at the NEW RE
67. t the top of the selected record information Whenever at the end of the selected records information window the message Bottom will be displayed after the last selected record is displayed 8 17 3 Purging The Purchasing Activity Information Currently Selected The purge process will delete or purge out part number activity records that have been selected according to the search criteria entered This process becomes necessary when the database becomes too large or if the user only wants to keep a specific amount of information within the database Autologue recommends purging all records information up to a specific date e With the screen now displaying part number record information press the lt F2 gt To Purge key A Purge window will pop up displaying the record selection criteria as shown Purchasing Activity Report Part Number Vendor Humber Purchase Order Humber From Date E i To Date A i Part Vendor PO PO PO Last Qnty Invoice Humber Humber Ho Date Type Price Revd Humber BCA A 14 PURGE 81273 BCA A 15 PO Number Vendor ALL 81273 BCA A 17 Fron To 81273 BCA A 3 81273 BCA A 37 ARE YOU SURE YZH HN 81273 BCA A 4 81273 BCA A 5 81273 BCA A 6 51 8 11720706 PO 5 47 3 81273 BCA B 32 51 8 11720706 PO 30 97 1 81273 B0S 4202 51 8 11720706 PO ee e s 4 81273 CAN 10040 51 8 11720706 PO 0 87 24 81273 DUR C 51 8 11720706 PO 2 71 1 81273 F1 RESTART F2 PURGE F3 PRINT Fd SUHNARY F5 DETAIL F11 TO EXIT
68. te the suggested minimum maximum day units Unit Sales of Current Quarter plus Quarters Examined Average Weekly Sales Weeks in Current Quarter of Quarters Examined x 13 Average Weekly Sales Average Daily Sales Number of Days in Week Average Daily Sales x Minimum Days To Reorder Suggested Minimum Units Average Daily Sales x Maximum Days To Reorder Suggested Maximum Units Use the Stock Status Report program to generate stocking levels based upon sales history helps in reducing obsolete and slow moving merchandise within your inventory and maintain proper stocking levels for popular and fast moving merchandise 8 6 2 Reviewing The Purchase Order Created Once the F7 report is printed it should be reviewed for correct ordering quantities of merchandise Particular attention should be paid to quantity on hand current quarter sales stockouts suggested stocking levels quantity to order total quantity on order and alternate part number costs when alternates are printed When reviewing the report here are a few questions users should ask themselves Are the quantities on hand correct By checking the shelves for the actual quantity on hand this can prevent ordering unneeded merchandise and keeps the inventory quantity information accurate and up to date Are current quarter sales high or Increased or decreased demand in a particular part number could low signal a shift in the part number s popularity and could requir
69. ted With the cursor positioned at the PRINT THE P O Y N prompt enter Y or N and press lt Return gt Entering N will display PO Total Dollars Total Items Total Ordered Quantity and Total Weight calculated figures for the purchase order on the bottom of the screen With the cursor positioned at the PRINT PRICES Y N prompt enter Y or N and press lt Return gt Entering N will exclude prices from printing on the purchasing order report A column for zone bin location will be included on the report Totals will be printed for weight in pounds units ordered and the number of items If the PO is backordered unit order quantity and unit received quantity will also have totals printed Autologue User s Manual Purchasing Page 27 Entering Y will print the unit price and core cost for each part number A column for zone bin location will be included on the report Totals will be printed for new exchange value core value total order new exchange core value weight in pounds units and items e With the cursor positioned at the INCLUDE VENDOR DISCOUNT Y N prompt enter Y or N and press lt Return gt Entering Y will multiply the unit price of each part number on the purchase order by the product line vendor net percentage setup within Product Line Update or the exception pricing discount setup within Customer Vendor Update Entering N will not multiply the unit price of each part number on the purchase order by the
70. wn 1 line at a time Pressing the gt and arrow keys arrow keys will scroll the screen 1 full screen to the left or right Pressing the lt Page gt key will scroll forward 1 screen Holding down the lt Shift gt key and pressing the lt Home gt key will scroll backwards 1 screen To exit out of the screen viewing report press the lt F11 gt key Autologue User s Manual Purchasing Page 43 8 17 9 Report Fields Of Information Part Number The part number in the purchasing activity record displayed Vnd No The vendor number in which the part number was purchased from Inv No The original invoice number entered when the part number was received through Purchasing PO No The purchase order number in which the part number was purchased on Date The date of the purchase order in which the part number was purchased on Qty Rev The quantity received for the part number on the particular purchase order Inven Cost The inventory cost of the part number on the particular purchase order Frght The additional freight cost for the part number on the particular purchase order Duty The additional duty cost for the part number on the particular purchase order Insur The additional insurance cost for the part number on the particular purchase order Tax The additional tax cost for the part number on the particular purchase order Chrg The additional charge cost for the part number on the particular purchase order Avera
71. y on hand up to the maximum stocking level max1 or max2 selected less the quantity already on order and on backorder plus the customer backorder quantity in multiplies of unit pack When the quantity to order is a percentage of unit pack round up at 50 and greater and down at 49 and less Example Part Quantity Min Max 1 On Order Back Order Cust B O Quantity To Number On Hand Order AcD R45TS 16 8 enz 32 0o 0 8 MAE 2022 4 2 ae o o o 0o BCAAS a J 1 J mw o J 0 J o 2 Note1 csP N9yYc 4 12 48144 48 0 0 96 Note2 Note1 When the quantity on hand is a negative value purchasing orders additional units to compensate for the negative quantity on hand Note2 When the quantity to order is a percentage of unit pack purchasing will round up at 50 and greater even if the quantity to order will exceed the maximum 8 1 4 Replenishment Purchase Orders Replenishment PO s are generated based upon sales warranty and core returns since a replenishment PO was last created For example if a replenishment PO was generated daily the PO would only order merchandise sold during that day Generating a replenishment PO clears the Current Period Units field within a part number s record Replenishment sales data is displayed within Inventory Update for each part number in the upper right hand corner Current Period Units This field will accumulate sales history until cleared by cr

Autologue User`s Manual – Purchasing Page i Table Of Contents 8

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Autologue User`s Manual &ndash; Purchasing Page i Table Of Contents 8

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Autologue User`s Manual – Purchasing Page i Table Of Contents 8