Home

Purchasing and Receiving Manual

1. Future order Creating 4 35 to 4 42 Defined 2 3 G GPO Loading in end of day queue 4 45 Reviewing report 4 48 H History purchase displaying 6 2 to 6 4 sales displaying 6 1 I J IMU Checking if a SKU has been ordered 4 65 Protecting item from order point calculation 4 14 IQR 5 6 Index l 1 K Kit items Ordering 2 6 Setting order points for 2 6 L Labels See Bin labels See Price labels See Shelf labels Landed cost 4 82 4 83 Setting up to use 2 9 M N Manufacturer s part number Printing list of 5 13 When to use 5 10 MAP Entering altenate part number 5 11 Deleting alternate part number 5 12 Min Max ordering defined 4 18 MPC Setting up purchasing system 2 7 O Checking if a SKU has been ordered 4 65 Screen D 3 12 3 17 4 38 to 4 40 4 51 to 4 55 Screen H 3 9 to 3 11 3 15 4 36 to 4 38 4 49 to 4 51 Screen I 3 11 3 17 4 38 4 51 What s on specific PO 4 68 What s ordered from specific vendor 4 73 MPS A 1 A 7 B 1 B 5 Multistore system Consolidated ordering 2 4 Ordering for indiviual stores 2 4 MVR Adding a vendor 5 2 Checking vendor performance 5 7 Deleting a vendor 5 9 l 2 Index O Order multiples 4 18 4 21 Order point Advanced Inventory Calculating 4 6 to 4 12 Defined 1 1 Protecting from change 4 15 Order point Classic Inventory Determining 4 5 Setting 4 6 Order point purchasing Big picture of 4 2 4 3 How it works 2 1 Order point report 4 13 Order Worksheet
2. Option F Finalize receipt of merchandise Order Point Purchasing Two Big Pictures 4 3 Order Points First of all what is an order point How do I decide what each item s order point should be 4 4 Order Point Purchasing What To Order How many of any given item should you keep on hand This is an extremely important question with a strong effect on the overall profitability of your store Your Triad system can help you make these decisions The procedure you use to set or calculate order points depends on which Inventory package you have Classic Inventory users have to manually set their order points Advanced Inventory users can have the Triad system automatically calculate their order points Both procedures are included in this section It s the optimum stocking level for an item When an item s quantity on hand falls below its order point the Triad system suggests you order more Every item has its own order point it s in the Order Point field on IMU screen S For example if the order point is four for item 12345 20 foot retracting measuring tapes the Triad system suggests ordering more when your quantity on hand falls to three Actually it s a little more complex than that but let s save the details for Deciding What to Order and Creating a Purchase Order page 4 17 The Triad system can help you make these decisions using different criteria for different kinds of items e For high cost
3. regardless of which store the SKU is in To display a different SKU press lt Clear gt Then type the SKU and press lt Display gt For each store you specified the system displays monthly unit sales for the past 13 months total unit sales for the past 13 months quantity on order QOO committed quantity COMQTY future order quantity FOQ quantity on hand QOH Displaying History 6 1 Displaying Item Sales History The system also displays the information listed above for all stores Look at the bottom of the window to see the function keys available to you Displaying Item Purchase History Displaying Item Purchase History for a Specific SKU 1 From any Function MPO screen press lt Disc gt Then press lt Home gt 2 At View type H Press lt Enter gt 3 Move the cursor to the Store field and press lt Clear Field gt to display history for all stores or Type the store number or letter to display purchase history for a specific store 6 2 Displaying History Displaying Item Purchase History You can display item purchase history for the following e a specific SKU e a specific vendor e a specific vendor and SKU Use the following procedure to display item purchase history for a specific SKU The Item Purchase History Window displays The Store field defaults to the number or letter in the Function MPO Store field The Store field determines how the lt Next gt key works
4. 8 Press lt Run gt 3 4 Replenishment Ordering What to Order The Triad system will suggest ordering as many as you have sold rounded up to the next nearest order package quantity or standard pack quantity for each item If you want to ignore your vendor s order multiple or standard pack guidelines type 1 Option F creates a purchase order in the Purchasing File Later after you ve reviewed the stock you still have on hand you Il be able to revise this purchase order to reflect any special needs Option S prints the Order Point and Maximum Stock Level for each item as well If you haven t entered this information in your inventory file you don t need to use Option S This means every item that has sold at least one since your last order will print on the worksheet If you want to print only those items that have sold at least three say type 3 instead If you want to print every item regardless of whether it has sold type 0 zero If you want to include or exclude items with certain User Codes you could fill in the Codes and Exclusion fields too Please see the Guide to Your Triad System for an explanation of how User Codes work If the screen says ENTER TERMS it means the record for this vendor in Function MVR does not include any information about the payment terms offered by this vendor Type a brief description of the payment terms for this purchase order If you really have no idea just type 1 so as
5. Press lt Enter gt 3 At SKU type the SKU Press lt Enter gt 4 At Vendor type the vendor code Press lt Display gt 6 4 Displaying History Use the following procedure to display item purchase history for a specific vendor and SKU The Item Purchase History Window displays The purchase history for that vendor and SKU displays Displaying Item Purchase History 14 1075125 Displaying Item Purchase Information 1 From any Function MPO screen press lt Disc gt 2 Move the cursor to the Store field and press lt Clear Field gt to display purchase information for all stores or Type the store number or letter to display purchase information for a specific store 3 If you displayed a SKU on the Detail Screen the system fills in the SKU field with that SKU Press lt Display gt to display sales history for this SKU or At SKU type the SKU and press lt Display gt 14 1075125 Use the following procedure to display item purchase information The Item Purchase Information Window displays The Store field defaults to the number or letter in the Function MPO Store field The Store field determines how the lt Next gt key works If the Store field is Pressing the lt Next gt key displays A number or letter The next SKU in the Inventory File for that store Blank The next SKU in the Inventory File regardless of which store the SKU is in To display a different SKU
6. See Restocking Order Worksheet P Q POR 3 22 4 56 Price labels How many to print A 3 Which file to use A 8 Printing A 1 to A 8 Printing Bin labels B 1 to B 7 POs in PO format 4 40 4 58 4 70 POs in report format 4 69 Price labels A 1 to A 8 Receiving report 4 91 Shelf labels B 1 to B 7 Vendor list 5 5 Purchase history displaying 6 2 to 6 4 Purchase information displaying 6 5 Purchase order Cancelling 4 98 to 4 99 Changing See Changing a purchase order Creating based on sales 3 3 to 3 5 Creating manually See Creating POs manually Deleting 3 23 Printing See Printing Purging 3 28 4 98 to 4 99 14 1075125 R RAP 5 13 RBL B 2 Receipt Posting screen 4 77 Receiving merchandise Correcting errors 4 94 Finalizing receipt 4 95 Items not on PO 4 87 Rejecting items 4 81 82 Replenishment Ordering 3 31 Tally 2 items 4 84 4 85 Using method A 4 80 to 4 81 Using method E 4 82 to 4 83 Resequencing 3 22 4 55 Replenishment Ordering Big picture of 3 1 How it works 2 1 Restocking Order Worksheet Printing 3 3 Questions about 3 6 Reviewing 3 6 to 3 8 Sample 3 8 RIS 4 63 RLA A 2 ROF Deleting a PO 3 23 Printing 3 14 3 25 Purging aPO 3 28 ROP Screen 1 4 6 Screen 2 4 10 Screen 3 4 12 ROR 3 3 RPO Print in PO format 4 40 4 58 4 70 RP 4 78 Correcting receiving errors 4 94 RPP Printing PO in report format 4 70 Purging POs 4 98 Seeing what s on order with specific vendor 4 74 Seeing which PO a SKU is on 4 67 RRP Fin
7. TRIAD HeAeReDeGeOreO0eDe5 Purchasing and Receiving Manual Created by Learning Products Development Copyright 1989 1992 1993 Triad Systems Corporation Hardgoods Division 3055 Triad Drive Livermore CA 94550 9559 All Rights Reserved No part of this documentation may be reproduced in any form or by any means without written permission from Triad Systems Corporation Printed in the United States of America WARNING This equipment generates uses and can radiate radio frequency energy If not installed and used in accordance with the instruction manual it may cause interference to radio communications It has been tested and found to comply with the limits for a Class A computing device pursuant to Subpart J of Part 15 of the FCC rules which are designed to provide reasonable protection against such interference when operated in a commercial environment Operation of this equipment in a residential area is likely to cause interference in which case the user at his own expense must take whatever measures may be required to correct the interference Publication No 1075125 Revision No 4508 Contents Using This Manual In This Section About Purchasing and Receiving Who Should Read This Manual About This Manual What This Manual Does Not Contain Conventions Used in This Manual Other Ways to Learn About Purchasing and Receiving Where to Get Help Introduction To Purchasing and Receiving How Replenishment
8. The code has no effect on the receiving process Contractor package users If any of the items on the screen are Tally 2 headers you must reject the header quantity Later you will add instead the SKUs that denote the various component lengths For the header SKU type the entire order quantity under Reject When you get to Receiving Tally 2 Items you will receive the component SKUs instead If you want the Triad system to recalculate the retail price for this item according to the new cost and your desired gross profit percent move the cursor under Retail and press lt Clear Field gt Zeroes appear there now but when you post this line in a few moments a new retail price will be calculated Order Point Purchasing 4 83 Receiving 4 When the correct quantity and cost information is displayed for each item on this screen press lt Save Order gt 5 Press lt Clear gt Return to step 1 and repeat until you have posted every item you are receiving Then use the table below to determine which procedure to do next Was everything you re receiving on the PO Yes No 4 84 Order Point Purchasing Receiving The screen tells you how many detail lines have been posted If you notice a mistake after you have pressed lt Save Order gt just type over the mistake When everything is correct press lt Save Order gt again If you post any line items more than once the Triad system remembers only the most recent
9. You ordered from a vendor SKU numbering scheme you adopted or You want your SKU numbers to print for your reference You want to print the manufacturer s part number You want to print the vendor s stock number Don t combine it with Option I Option A Option V Option M 7 2 1089 H5277 4 After the purchase order has printed correctly type Y Save this purchase order where you ll be able to find it when the merchandise arrives 7 2 1089 H5277 You can no longer look up the purchase order or change the purchase order on the MPO screen it is no longer in the Triad system s memory Your printed copy is now your only record of what you ordered Replenishment Ordering Printing Purging the PO 3 29 Finding Out What s on Order 3 30 Replenishment Ordering What s On Order If you use Replenishment Ordering there s only one way to find out what s on order look at the purchase orders you printed and saved when you did the procedure called Printing and Purging the Purchase Order page 3 28 The Triad system does not keep any record of what you have ordered There may be a figure in the Qty on Order field in each item s IMU record but it is not intended to be used with Replenishment Ordering The Qty on Order field does not give reliable information if you use the Replenishment Ordering system The New Order Quantity field is not significant for you either In the Order Point system the Qu
10. about the same as the normal leadtime for delivery from your usual vendors The diagram on the left shows the general procedure used to create a purchase order manually The procedure is explained step by step below Before you begin this procedure e you must decide what vendor to order from e you ll need to know the vendor s code if you re not sure please see Vendors section 5 e you ll need to know whether this vendor is the primary vendor secondary vendor or manufacturing vendor for the inventory items you ll be ordering if you re not sure please see Vendors section 5 Order Point Purchasing 4 35 What To Order Adding the Header Information 1 At any menu type MPO and press lt Enter gt 2 If your system does not assign purchase order numbers type the number you will use to identify this purchase order at P O Number If your system assigns purchase order numbers leave P O Number blank Then press lt Tab gt 3 At Vendor type the code for the vendor you re ordering from 4 If this is a future order type the date you expect to receive it at Date Due and type F at Order Type 4 36 Order Point Purchasing What To Order This is the header screen of the Modify Purchase Order function You will use this screen to enter the information that prints at the head of a Purchase Order Multistore users only Check the Store field If that s not the store you want to create this purchase
11. below And some other vendors may permit you to transmit your purchase order electronically from your Triad system directly to their computer via telephone lines This is called pisynchronous transmission Bisynchronous transmission just means that information can travel along the telephone line in both directions simultaneously The big picture for doing this is under Transmitting a Purchase Order Electronically page 4 61 The detailed procedure is in Talking Computers A Communications User s Guide or in the Triad True Value User s Guide Purchase orders print on plain paper There s no special form to use and you don t have to reset your printer You can use this procedure to print a purchase order only before you receive any of the items on the purchase order Once you have begun receiving against this purchase order the only way to print it is in a report format please see Printing a Purchase Order in Report Format page 4 69 If you want to use a different printer type its number at Printer Multistore users only Check the PO s for Store field If the purchase order you want to print is not for this store press lt Home gt and type the correct store number If the purchase order is for all stores press lt Clear Field gt Then check Items for Store If you want to print only the items that are on order for a particular store type that store s number If this is a consolidated order or if you want to pri
12. e Ifyou want to view vendors for all stores press lt Home gt and type C at Store 2 At Use File type V This selects the Vendor File 3 At Vendor type the vendor If you want to see them all type 1 code for the vendor you want to start with 5 6 Vendors 7 2 1089 H5277 Checking Vemdor Performance 4 Press lt Next Item gt 5 To see the next 12 vendors press lt Next Item gt Repeat as necessary Method B 1 At any menu type MVR and press lt Enter gt 2 Press lt Home gt Type H and press lt Display gt 3 At Vendor Code type the code of the vendor you re interested in and press lt Display gt 7 2 1089 H5277 The first 12 vendors appear on the screen starting with the vendor whose code you specified The figures at the right come from each vendor s record Function MVR screen H To the right under Purchases you see the dollar value so far this quarter of purchases from each vendor whose Type MVR is W or blank Under of Buys you see how many purchase orders you have created to each vendor so far this quarter Under Drop Ship you see the the dollar value so far this quarter of purchases from each vendor whose Type MVR is M Multistore users only Check the Store field If you want to check on a vendor in a different store type its number at Store If the vendor is in all stores it doesn t matter what s at Store Look at the Purchasing History information at the bott
13. press lt Clear gt Then type the SKU and press lt Display gt The system displays the following purchase order due date purchase order number vendor quantity on order unit cost unit of measure reference buyer s initials purchase order type purchase order status Look at the bottom of the window to see the function keys available to you Displaying History 6 5 Displaying Item Purchase Information Appendix A Printing Price Labels Setting Up the Printer for Labels 1 At any menu type MPS and press lt Enter gt 2 At Printer Number type the number of the printer you wish to use Then press lt Display gt 3 At Form Used in Printer type LAB1 Then press lt Change gt 4 At the printer which will print the labels take out the report paper and put in the label forms 12 1030072 You should make sure no one else needs to use the printer while you are printing labels After you change Form Used in Printer to LAB1 no one can print reports on the printer When you finish printing the labels and change the Form Used in Printer back to blank other employees can use the printer again The message RECORD HAS BEEN CHANGED appears at the bottom of the screen Printing Price Labels A 1 Printing the Labels 1 At any menu type RLA and press lt Enter gt 2 At Printer Number the printer number you specified in MPS should be displayed If it isn t there type the printer number over
14. press lt Display gt 2 For each item type the quantity you are receiving under Recv 3 For each item if the vendor is charging you a different cost than the cost displayed type the cost the vendor is charging you under Cost Stk or Cost Pur 12 1030072 The first five line items that did not arrive exactly as ordered display You can enter up to two decimal places The Triad system will assume you received zero quantity unless you type another quantity under Recv If you are rejecting any of this item if some arrived damaged for example and you will ship them back to the vendor type the quantity you are receiving and keeping under Recv Then press lt Enter gt and type the quantity you are rejecting under Reject If you want you can use the one digit blank field to the right of Reject to type a code indicating why you re rejecting the merchandise It s up to you to devise the code and track what it means The code has no effect on the receiving process Contractor package users If any of the items on the screen are Tally 2 headers you must reject the header quantity Later you will add instead the SKUs that denote the various component lengths For the header SKU type the entire order quantity under Reject When you get to Receiving Tally 2 Items you will receive the component SKUs instead If you want the Triad system to recalculate the retail price for this item according to the new cost and your d
15. 5 Under Item Number type the item s SKU number 6 Under Recv type the quantity you are receiving 7 If this item has a new cost or if the item is not already in your inventory file type its cost under Cost Stk 8 Repeat steps 5 through 7 for up to five items 9 Press lt Add gt Then press lt Clear gt Repeat steps 5 through 9 until you have added all items you are receiving 4 90 Order Point Purchasing Receiving The screen tells you the purchase order has been posted Notice that the F at P O Status changed to R to indicate that receipt is in progress If the item does not have an SKU number you can identify it temporarily by typing a description under Description If you identify it only by description you should add it as a new item to your inventory record Please see the Inventory Item Information Manual You can enter up to two decimal places If you notice a mistake before you press lt Add gt just type over the mistake When everything on the screen is correct press lt Add gt If you notice a mistake after you press lt Add gt type over the mistake When everything on the screen is correct press lt Save Order gt If you post any line items more than once the Triad system remembers only the most recent posting You can 12 1030072 make corrections using the lt Save Order gt key as many times as necessary 10 Go on to Printing and Checking the Receiving Report pag
16. Check the Store field e If you want to print the items on order in just one store press lt Home gt and type that store s number at Store e If you want to print the items on order in all stores press lt Home gt and type C at Store 2 At Report Type s type D and press lt Enter gt 12 Order Point Purchasing 4 63 1030072 What s On Order 3 At Printing Seq type the code for the printing sequence you want to use and press lt Enter gt 4 Leave Options blank and press lt Enter gt 5 At Subtotals indicate whether you want subtotals to print At Copies type over the 1 if you want more than one copy 6 At Flex Rep Name leave the OO and press lt Enter gt 7 If you want to restrict this report to a range of any of the From and To fields fill them in 8 If you want include or exclude any items by User code Popularity Code Order Indicator Promotional or Seasonal Code fill in the Codes and Exclusion fields at the bottom right corner of the screen 9 Press lt Run gt 4 64 Order Point Purchasing What s On Order You could use the standard options D J N or T if you want These are the options that govern how the report looks But don t use any of the other options OO stands for On Order You could restrict the report to items that have a particular vendor code at Prime Vend for example The items that print though are not necessarily on a purchase order to that ve
17. If the Store field is Pressing the lt Next gt key displays The next SKU in the Inventory File for that store A number or letter Blank The next SKU in the Inventory File regardless of which store the SKU is in 14 1075125 4 If you displayed a SKU on the Detail Screen the system fills in the SKU field with that SKU Press lt Display gt to display sales history for this SKU or At SKU tpe the SKU and press lt Display gt Displaying Item Purchase History for a Specific Vendor 1 From any Function MPO screen press lt Disc gt Then press lt Home gt 2 At View type H Press lt Enter gt 3 At Vendor type the vendor code Press lt Display gt 14 1075125 To display a different SKU press lt Clear gt Then type the SKU and press lt Display gt The system displays the following e receipt date e purchase order number e vendor e quantity ordered e quantity received e unit cost e reference Look at the bottom of the window to see the function keys available to you Use the following procedure to display item purchase history for a specific vendor The Item Purchase History Window displays The purchase history for that vendor displays Displaying History 6 3 Displaying Item Purchase Information Displaying Item Purchase History for a Specific Vendor and SKU 1 From any Function MPO screen press lt Disc gt Then press lt Home gt 2 At View type H
18. If you want to include or exclude items with certain User Codes Popularity Codes Order Indicators Promotional codes or Seasonal Codes fill in the Codes and Exclusion fields at the bottom right corner of the screen 9 Press lt Run gt Adding Header Information 1 If your system does not assign purchase order numbers type the number you will use to identify this purchase order at P O Number If your system assigns purchase order numbers leave P O Number blank 2 Type in any information you wish to add or change 12 1030072 Contractor Package Users If there are any Tally 2 items in the range you are ordering be sure to exclude either the Tally 2 component SKUs or the Tally 2 header SKUs parent SKUs using the Ord Indicator field under Codes and Exclusion If you don t exclude either the headers or the components you might accidentally double order those items We recommend you exclude the component SKUs To exclude Tally 2 component SKUs Codes Exclusion Ord Indicator C Y Or to exclude Tally 2 header SKUs Codes Exclusion Ord Indicator T Y Another screen appears On this screen you can enter header information for the purchase order you re creating Header information prints at the head of a purchase order The information displayed here is from this vendor s record Function MVR Leave Order Type blank The Date Due is determined by the usual lead time for this vendor You could
19. Period 3 2 036 x 25 509 Period 12 2 102 x 15 315 Period 13 1 809 x 10 181 C 2 Calculations 12 1030072 3 Adds all weighted quantities to find weighted average units per week 4 Multiplies weighted average units per week by desired total weeks of supply to find order point 12 1030072 750 584 509 315 2 339 2 339 x4 9 356 The Triad system rounds up 9 356 to 10 The order point for SKU 1123 is 10 Calculations C 3 A Alternate part number Deleting 5 11 Entering 5 12 Printing list of 5 13 When to use 5 10 Backordered items printing list of 2 5 Bin labels How many to print B 3 Which file to use B 6 Printing B 1 to B 7 Bisynchronous communication 3 27 4 61 C Cancelling a PO 4 98 to 4 99 Changing a purchase order Adding line items 3 20 4 54 Changing line items 3 18 4 52 Deleting line items 3 19 4 53 Header information 3 15 4 49 to 4 51 Special instructions 3 16 4 51 Consolidated ordering 4 20 4 29 Correcting receiving errors 4 94 Creating POs based on sales 3 3 to 3 5 Creating POs manually Adding header information 3 10 to 3 11 4 36 to 4 38 Adding special instructions 3 11 4 38 Adding line item detail 3 12 to 3 13 4 38 to 4 40 D Deleting a PO 3 23 Discontinued items 2 4 14 1075125 Index Displaying Purchase history 6 2 to 6 4 Purchase information 6 5 Sales history 6 1 Distributing charges 4 85 E Electronically sending POs 3 27 4 61 F
20. You can add the ROP report to a queue to run the night before you do your ordering This is the first screen of the Order Point Report It has three initiation screens If you want to use a different printer type its number at Printer Multistore users only Check the Store field If you want to calculate order points for another store press lt Home gt and type the other store s number Then press lt Enter gt If you want to calculate order points for every store press lt Home gt and press lt Clear Field gt There s no such thing as consolidating order points for all stores Order points are always store specific That is each item has its own order point in each store where it s stocked If you want to define your own printing sequence type 5 Then see the procedures in the Reports Manual 12 1030072 3 At Options type FC and any other options you want to use Then press lt Enter gt Option 12 1030072 Description Print All Items Use this option if you want to print every item within the range you ll specify below Every item except those with a Y in their ROP Protect field will print on the report even those whose order point did not change Allow Changes of OPs of 0 or 1 This option allows the ROP report to increase order points of zero or one if an item s sales history warrants an increase It s a good idea to use Option C so that if an item starts to move your order point can move u
21. a quarter use a higher total perhaps 12 to 15 weeks You may wish to calculate order points separately for different kinds of merchandise For example in winter you may wish to use a 3 week total supply for most items Plumbing items however are popular during cold weather so you may wish to calculate order points separately for the Plumbing Supplies department using 5 to 6 total weeks of supply Order Point Purchasing 4 11 What To Order 6 Press lt Run gt ROP Screen 3 1 How many weeks into the current period are you Type the number of weeks including decimal point under Wk at Current Pd and press lt Clear Field gt 2 How much weight do you want to give to each of these periods in calculating your average sales per week Type the percent of total weight to be accorded to each period 3 Press lt Run gt 4 12 Order Point Purchasing What To Order The third ROP screen appears This screen appears only if you are using Method 3 If today is February 14 for example you re two weeks into the current period so you would type 2 The Triad system knows how many weeks are in each of the previous periods because your fiscal year is recorded in Function MDT The correct number of weeks displays next to each period Period 2 was last period period 3 was the period before and so on If your fiscal year has 12 periods then period 13 represents this period last year If you want to use period 13
22. be other items on order on other purchase orders to this vendor If you want to go on to the next purchase order for this vendor press lt Home gt type H and press lt Display gt Then press lt Next Item gt The next purchase order for this vendor Order Point Purchasing 4 73 What s On Order Printing it out Using Report RPP 1 At any menu type RPP and press lt Enter gt 2 At Printing Seq type 2 or 3 and press lt Enter gt 3 At Options type the code for any options you want to use and press lt Enter gt 4 Leave P O Status blank and press lt Enter gt 4 74 Order Point Purchasing What s On Order displays To see the line items on this purchase order repeat steps 4 and 5 as desired Whenever you use this procedure all cancelled purchase orders will automatically be printed and purged from your purchasing file That s nothing to be alarmed about If you want change the number of the printer you want to use at Printer Multistore users only Check the PO s for Store field e If you want to print purchase orders for all stores press lt Clear Field gt e Ifyou want to print purchase orders for a particular store type its number at PO s for Store Then check the Items for Store field e If you want to print all the items on a purchase order regardless of what store they re on order for press lt Clear Field gt e If you want to print only those items that are on order for a part
23. fields Press lt Clear Field gt 3 Move the cursor to the other QOO field and press lt Clear Field gt again 4 Then press lt Change gt The Unit Cost for this item comes from the IMU record If you know it is not the correct cost for this vendor you could change it Changing the Unit Cost here though does not change the cost on file for this item in the IMU record You could change the due date for this item by typing a new date at Date Due but there s no need to do this It affects nothing in your system If the item you want to cancel doesn t have an SKU number but has a Manufacturer s Part Number or if you typed a customer s name at the Mfg Spcl field press lt Clear gt then press lt Enter gt In the parentheses before Mfg Spcl type X Press lt Enter gt Type the manufacturer s part number or the name Then press lt Next Item gt The item displays but it may be on a different purchase order than the one you want to work on Check the P O Number field at the top of the screen Is this the correct purchase order If not keep pressing lt Next Item gt until the item displays on the correct purchase order If you know what the item s line number is you could also display the item by typing its line number at Line Number pressing lt Clear Field gt and then pressing lt Display gt If you created this purchase order manually the line items are numbered in the order you added them to the purcha
24. items you may wish to keep just one or two on hand regardless of other factors e If you re cutting back or expanding inventory in general you may wish to increase or decrease order points by a set percentage above or below your current order points e If it is important to you to maintain a reputation for breadth of inventory you may choose always to have on hand at least a minimum quantity of even unpopular items e For most items you should set order points according to how fast the item moves and how long it takes to get in a new order What if you want to set the order point for certain items yourself and prevent the Triad system from recalculating them In that case you d protect them Please see Protecting Items from Order Point Calculation page 4 15 For most items though your order points will be based on the item s sales history Of course the Triad system is a first rate 12 1030072 Setting Order Points Classic Inventory Deciding What the Order Point Should Be 1 At any menu type IMU and press lt Enter gt 2 Press lt Home gt type H then press lt Enter gt 3 Type the SKU number that you want to set the order point for and press lt Display gt 4 Repeat step 3 for each SKU you are interested in 12 1030072 collector of information about each item s sales history so it s the perfect tool for suggesting order points Exactly how does the Triad system calculate such or
25. list of manufacturer s part numbers and alternate part numbers combined Use the Mfg Part From and To fields only if you are using Option M to print a list of manufacturer s part numbers Vendors 5 13 Alternate Part Numbers Displaying History Displaying Item Sales History 6 1 Displaying Item Purchase History 6 2 Displaying Item Purchase History for a Specific SKU 6 2 Displaying Item Purchase History for a Specific Vendor 6 3 Displaying Item Purchase History for a Specific Vendor and SKU 6 4 Displaying Item Purchase Information6 5 Displaying History Displaying Item Sales History 1 From any Function MPO screen press lt Disc gt Then press lt Home gt 2 At View type A Press lt Enter gt 3 Leave the Store field blank to display history for all stores or Type the store number or letter to display sales history for a specific store 4 If you displayed a SKU on the Detail Screen the system fills in the SKU field with that SKU Press lt Display gt to display sales history for this SKU or At SKU type the SKU and press lt Display gt 14 1075125 Use the following procedure to display item sales history The Sales History Window displays The Store field determines how the lt Next gt key works If the Store field is Pressing the lt Next gt key displays A number or letter The next SKU in the Inventory File for that store Blank The next SKU in the Inventory File
26. on the labels 9 At Test Rows specify the number of rows you want for alignment purposes 10 At Line 3 Contents specify what should print on the third line of the labels Press lt Enter gt 12 1030072 A list of the choices appears on the right side of the screen The list is different depending on what file you specified at File to Use You can decide how many labels for each item the Triad system prints You can specify a number 1 999 Or depending on what file you specified at File to Use you can tell the Triad system to use the file for appropriate quantities Choose what price prints from the list which appears on the right side of your screen Choose the printing sequences from the list which appears on the right side of the screen If you want the store name displayed at Name to Print press lt Enter gt If you want another name to print on the labels type the name you want over the store name already there Then press lt Clear Field gt Before the Triad system begins to print it will print rows of dummy labels That way you can align the forms accurately Then the Triad system will print the price labels you require correctly You can choose how many rows of dummy labels you want to print Test Rows defaults to 3 The SKU number prints on the second line of the label For items with SKU numbers which fit on the second line of the price label you can specify what information prints on the third lin
27. on your Suggested Order Report Order Point Purchasing 4 53 Changing a PO 9 Press lt Delete gt twice Then go back to step 2 Adding a Line Item steps 10 12 10 Press lt Clear gt At Item If this item is a special order for a particular customer press Number type the SKU of the lt Enter gt twice and type the customer s name at Mfg Spel item you want to place on order If this item doesn t have an SKU number but you do know the number the vendor uses to identify the item press lt Enter gt twice and type that number at Mfg Spcl If you don t know any number for it press lt gt and type a good description of it at Description The more accurate your description the easier it will be for the vendor to figure out what you want This description cannot be transmitted electronically however 11 Press lt Tab gt At Stk QOO or The units of measure for this item aren t displayed so you may at Pur QOO type the have to guess the correct quantity If you really have no idea quantity of this item you want just type any number You can correct it in a moment after the to order units of measure display 4 54 Order Point Purchasing 12 Changing a PO 1030072 12 Press lt Add gt Then go back to step 2 13 When you have made all the necessary changes to this purchase order you are ready to submit it to your vendor Please go on to Submitting the Purchase Order to the Vendor page 4 58 1
28. or typed M then the Triad system rounds up the order quantity to the nearest whole Order Multiple or Standard Pack for this item For example suppose the To Date figure for Item 12345 is 10 That means you have sold ten of them since your last order Let s say you re ordering Item 12345 from Prime Vendors and their Order multiple on this item 6 At Order Package on the ROR screen let s say you left the O to indicate the Triad system should take order multiples into account when creating the Purchase Order So how many of Item 12345 does the Triad system place on order You would need to order ten simply to replenish your stock but the Triad system then rounds up the ten to the nearest whole order multiple So the Triad system places 12 of Item 12345 on order Replenishment Ordering 3 7 What to Order Now let s take a look at an ROR worksheet Notice that items without location codes print first All other items print in order by location code This makes it easier for you to check your shelf stock for every item The figure under Snce Ord is the same as the figure that had accumulated in this item s To Date field on Function IMU Screen H The quantity the Triad system suggests you order is under Ord Qty It s been rounded up by this vendor s order multiple or standard package unless you typed 1 at Order Package in step 4 If you used Option S the Triad system prints each item s Order Point from IMU as MIN and
29. order Multistore users only Check the Store field If the purchase order you want to display was created for another store press lt Back Tab gt and type that store s number at Store Order Point Purchasing 4 49 Changing a PO 2 At P O Number type the number of the purchase order you want to change and press lt Display gt 3 Fill in or type over any fields on this screen you want to change Then press lt Change gt 4 If you do not want to add or change any other special instructions or comments on this purchase order skip to Changing Line Item Detail page 4 51 If you do want to add or change other special instructions or comments continue here with Changing Special Instructions 4 50 Order Point Purchasing Changing a PO If you created this purchase order through Report RSO the purchase order number the Triad system assigned printed at the bottom of the Suggested Order Report If you created this purchase order manually you assigned a number or the Triad system assigned a number If you printed a copy of the purchase order after you created it the number printed at the top of the purchase order To display in turn all the purchase orders in your purchasing file press lt Next Item gt If you want to display in turn all the purchase orders in file for this vendor type an X in the parentheses in front of Vendor Then type the vendor code at Vendor and press lt Next Item gt Take a
30. order has been generated by Report GPO then you will see this message SPECIAL ORDER 999999 VENDOR COT P O HAS BEEN GENERATED When you see this message you can print Report RPP for the special order number to see the generated purchase order This report is not a purchase order You would print FAX or transmit orders according to your usual procedures Order Point Purchasing 4 47 What To Order Changing a Purchase Order Function MPO Screen H Change header information Function MPO Screen Change special instructions optional Function MPO Screen D Change line item detail information Changing Header Information 1 At any menu type MPO and press lt Enter gt 12 1030072 Once you have created a purchase order whether manually through Function MPO or automatically through Report RSO you can change it as necessary You can add line items to it delete line items from it or change order quantities of line items on it You can add special comments or shipping instructions The diagram on the left shows that the procedures for changing a purchase order are very similar to those for manually creating the purchase order The procedure is explained step by step below There are three screens of information for each purchase order in Function MPO You will use these screens to make any necessary changes This is the Header screen it contains information that prints at the head of a purchase
31. posting You can make corrections as many times as necessary For every item that you display on this screen you must enter the actual quantity you are receiving If you display an item on this screen and do not enter a received quantity the Triad system will read the blank under Recv as zero and will assume you are receiving zero For every item that you don t display on this screen the Triad system will assume you are receiving zero Do you use landed cost Then continue with this procedure Yes Distributing Freight and Other Charges page 4 85 No Printing and Checking the Receiving Report page 4 91 Receiving Tally 2 Items or Items Not On the PO page 4 84 Use Landed Cost in Receiving in Function MPC is answered Y 12 1030072 Receiving Tally 2 Items or Items Not On the PO 1 Press lt Clear gt A vendor may occasionally ship substitute items Those must be received properly and added to the inventory too Contractor Package Users If this shipment includes any Tally 2 component items you must add them to the purchase order using this procedure In a previous step you made a note of the quantities you received of each component length In another step you also rejected the Tally 2 header SKUs that were on the original order Now you are ready to add the component SKUs to this order and receive the correct quantity of each one For example suppose you ordered 10000 bf of Douglas Fir 2x4s using th
32. promotions e stock up for a seasonal surge you know is coming e fill a customer s special order requirements e order new items from a new vendor e order items from a dealer market Keep in mind though that when you create a purchase order manually the Triad system does not reset the To Date field to zero for the items you order So the Triad system might select those items for another purchase order based on sales too There are two ways to deal with this problem e You could reset the To Date field to zero yourself for the items you order manually e You could keep a close eye on your automatic purchase orders and make sure you don t over order items you ve already ordered manually 7 2 1089 H5277 Creating a Purchase Order Based on Sales 1 At any menu type ROR and press lt Enter gt 2 At Vendor Type type the code for the kind of vendor you are ordering from Press lt Enter gt 3 At Vendor type the code for the vendor you want to order from and press lt Enter gt 4 If you are ordering from a Primary or Secondary vendor leave the O at Order Package If you are ordering from the Manufacturer type S Then press lt Enter gt 7 2 1089 H5277 Before you begin this procedure you must e decide what vendor to order from e know the vendor s code if you re not sure please see Vendors section 5 know whether this vendor is the primary vendor secondary vendor or manufacturing vend
33. reach you 6 At Backorder leave the N if this vendor does not backorder merchandise they don t have on hand Type Y if they do backorder merchandise and ship it when it becomes available 7 At Ship Via type the shipping instructions you want to print on purchase orders to this vendor 8 At Terms type a brief description of your payment arrangements with this vendor 9 If a certain minimum dollar amount weight purchase order line amount or number of units qualifies you for some concession on the vendor s part type the amount in the appropriate Minimum field and the concession in the field just to its right 7 2 1089 H5277 This is important because it will determine the due dates for any purchase orders you create for this vendor This is important because it determines whether you will be able to receive merchandise against a particular purchase order more than once If the vendor does not backorder the Triad system will automatically cancel a purchase order as soon as you have received any items the vendor did ship If the vendor does backorder though the Triad system will continue to store the purchase order with the unshipped items until the vendor does ship you the backordered merchandise You can change these shipping instructions for any purchase order as needed The terms you type here will appear on purchase orders you create for this vendor You can change them for any purchase order as n
34. system knows how many of the total order quantity are for each store Or there may be a separate line item for each store You can receive for just one store at a time or you can receive for all stores at once To receive for just one store at a time press lt Home gt and type the number of the store you are receiving for 12 1030072 6 Use the table at the right to determine how to fill in the How Received field Then press lt Save Order gt A or E How to Receive 12 1030072 To receive for all stores at once press lt Home gt and press lt Clear Field gt When the Store field is blank you are receiving for all stores Make a mental note of whether you re receiving for one store or for all stores you ll need to know again later when you finalize the receipt of this merchandise Option Use this option if A Most of the items on the PO arrived exactly as ordered E Most of the items on the PO did not arrive exactly as ordered Notice that P O Status changes to R to indicate that receipt is under way The Triad system already knows exactly what s on order in what quantities and the cost and price for each item When you receive you have to advise the Triad system of any changes to what it already knows You marked those changes on your copy of the purchase order in step 3 above Now you have to decide on the most efficient way to advise the Triad system of these changes If most of the items
35. the PO numbers and or vendor codes you re interested in Then press lt Run gt 4 72 Order Point Purchasing What s On Order store and so on You might want to print this purchase order twice once with Option C to see consolidated quantities and once without to see quantity on order at each store If nothing prints except the prepage it means that you have already received into stock at least one of the items from this purchase order If you want to print the purchase order you ll have to print it in report format please see Printing a Purchase Order in Report Format page 4 69 12 1030072 What s On Order With This Vendor Looking it up in Function MPO 1 At any menu type MPO and press lt Enter gt 2 Press lt Enter gt At the parentheses preceding Vendor type X Press lt Enter gt 3 At Vendor type this vendor s code Then press lt Next Item gt 4 Press lt Home gt type D and press lt Display gt 5 To see other line items on this purchase order for this vendor continue pressing lt Next Item gt 12 1030072 You can find out what any given vendor owes you by looking it up on screen or by printing out a report The first line item on the first purchase order for this vendor displays The line items display in sequence by line item number When the screen says NO MORE DETAIL LINES FOR THIS P O you have seen all the items on this purchase order However there may
36. this procedure If you haven t calculated order points within the last week please see Order Points page 4 4 Then come back here Use this procedure if you know which vendor you want to order from You will print a report that suggests purchase quantities At the same time a first draft purchase order for this vendor will be created in your Triad system Later you can edit the purchase order as necessary If you don t know yet what vendor you ll decide to order from please see instead When You Don t Know Who You ll Order From page 4 29 Before you begin this procedure e you must decide what vendor to order from e you ll need to know the vendor s code if you re not sure please see Vendors section 5 e you ll need to know whether this vendor is the primary vendor secondary vendor or manufacturing vendor for the kind of inventory items you ll be ordering if you re not sure please see Vendors section 5 This is the initiation screen for the suggested order report You will use it to print suggested order quantities and create a first draft purchase order at the same time If you want to use a different printer type its number at Printer Multistore users only You can create an order for one store at a time or you can create a consolidated order for all stores Check the Store field If you want to order for a different store e press lt Home gt e type that store s number over the number at Store e pre
37. this purchase order is to a secondary vendor you should print the vendor s stock number use Option V If this purchase order is to the manufacturing vendor you should print the manufacturer s part number use Option M You can t use Options M and V together You can t use Options A and I together Any other combination is fine If you want to print price labels for the items you ve ordered you have to do it before purging this purchase order and that s the next step 12 1030072 Transmitting a Purchase Order Electronically Some vendors may permit you to transmit your purchase orders electronically from your Triad system directly to their computer via telephone lines This is called bisynchronous transmission Bisynchronous buy SINK ronus transmission means that information can travel along the telephone line in both directions simultaneously You ll often hear it called pisync for short How does bisynchronous transmission work on your Triad system The procedures vary a bit from vendor to vendor You can look up the appropriate procedures for the vendors you buy from in Talking Computers A Communications User s Guide or in the Triad True Value User s Guide The big picture though is the same for everyone Function ROR Triad system prints the Function MPO Transmission Report Create final PO Function BTC Report RPC Bis Add price changes Select PO for transmission to the Inventory File optional
38. to always use the system date e Leave the following fields blank Options PO From To Special Order From To Vendor CAUTION If you forget to run end of day reports then you will need to change the From To Date Created fields from 9s to the day you missed It is important that you change this field otherwise special orders will be processed for the wrong date To avoid this situation remember to run your end of day reports every evening 12 1030072 Generating Purchase Orders for Specific Special Orders 1 At any menu type GPO and press lt Enter gt 2 At Printer press lt Enter gt to accept the default printer 3 At Clerk Initials type your initials and press lt Enter gt 4 At Options type the options you want and press lt Enter gt 12 1030072 If you can t wait until the next day for a purchase order you can run Report GPO for a specific order or a range of special orders You don t have to worry about generating these purchase orders in your EOD report Purchase orders will not be generated again for the special orders specified manually The GPO Generate Purchase Order from Orders Screen appears If you want you can enter a different printer number Any employee with the security clearance to use Function MPO can run Report GPO You must enter your initials in this field because the system requires initials in the Header Screen of Function MPO Here are the ava
39. unit of measure You should e type a quantity that is a multiple of the number in the screen message then press lt Add gt e if you want to ignore the vendor s order multiple standard pack requirements type over one of the units of measure to make them both the same then press lt Add gt For example suppose the stocking unit of measure is EA and the purchasing unit of measure is BX Suppose you want to buy 4 each even though the vendor s order multiple is 8 each which is a whole box The screen will say QUANTITY ON ORDER MUST BE A MULTIPLE OF 8 OR UNIT OF MEASURES THE SAME So you could change Stk QOO to 8 but then you would get 8 when you only want 4 Or you could type EA over the BX at Pur U M and leave your order quantity 4 Then you d get 4 each You can place up to 10 000 items on a purchase order Replenishment Ordering 3 13 Manually Creating a PO Printing a Checking Copy 1 When the purchase order is complete press lt End gt type ROF at the menu and press lt Enter gt 2 At P O type the number of the purchase order you just created 3 At Options type any options you want except F Then press lt Run gt 4 Look at the purchase order and mark any mistakes you find 3 14 Replenishment Ordering Manually Creating a PO Now you will print a copy of the purchase order and check it for accuracy If you want to use a different printer type its number at Printer Multistore use
40. were using and press lt Display gt 4 At Form Used in Printer press lt Clear Field gt 5 Press lt Change gt B 4 Printing Bin Shelf Labels When Form Used in Printer is blank the printer is set up for printing reports on plain paper If you installed some other type of form in the printer type its code The codes appear on the right side of your screen 12 1030072 Q Which File Should the Triad System Use to Print Bin Labels Imagine that the Triad system keeps records for items in its file cabinet To determine what price should print on the bin labels the Triad system can use the Inventory File the Purchasing Receiving File or the Price Change File You need to decide which file folder the Triad system should use Inventory File Imagine you just purchased the Triad system You ve loaded all the items in your first department You want to print the bin labels before you begin Point of Sale The Triad system would use the Inventory File to find the correct prices for all the items in the department you just loaded Another time the Triad system should use the Inventory File is when some bin labels are damaged and you want to print new ones Or imagine that you want to bin labels for the items you just put on promotion The Triad system would use the Inventory File to find the correct prices to print on the bin labels Purchasing Receiving File Imagine you created a purchase order for some seasonal it
41. what s there 3 At File to Use specify which file the Triad system should use to find prices 4 At Labels to Use indicate large or small labels and press lt Enter gt A 2 Printing Price Labels See the Reports Manual for complete information about each field Multistore users only You can print labels for one or all stores If the Store field entry is Then this prints labels for only the store specified labels for all stores store by store labels for all stores consolidated by item A list of the files the Triad system can use to print labels appears on the right side of the screen If you specify a file other than I the screen changes See Which File Should the Triad System Use to Print Price Labels page A 8 for more information Earlier you loaded either large or small labels in the printer Depending on which type is in the printer you should specify large or small at Labels to Use The Triad system needs to know whether large or small labels are loaded into the printer so it can make adjustments in the printing 12 1030072 5 At Number of Labels specify how many labels the Triad system should print for each item Then press lt Enter gt 6 At Price to Print type the appropriate letter to specify which price should print on the labels Press lt Enter gt 7 At Printing Seq specify how you want the labels to print 8 At Name to Print specify what name should print
42. you created in your Triad system just get rid of it If you created this purchase order using Report ROR the Triad system zeroed the To Date fields for each item it placed on the purchase order And when you delete the purchase order using this procedure the To Date fields will remain at zero So if you want to create another purchase order to another vendor for example you can t start over again using Report ROR because there are no longer any figures in the To Date fields for the ROR report to work from If you want to create another purchase order for these items you ll have to do it manually from scratch To do that please see Creating a Purchase Order Manually page 3 9 after you have completed this procedure CAUTION Don t delete purchase orders by displaying them on the MPO Header screen and pressing lt Delete gt If you did that the purchase order s status would change to X which means cancelled but the purchase order would remain in your Triad system and you would have no way of purging it Always use Report ROF procedure below for cancelling and purging purchase orders If you want change the number of the printer you want to use at Printer You should have no more than one purchase order for any given vendor in file at a time so the vendor s code would satisfactorily identify the purchase order you want to delete Replenishment Ordering 3 23 Deleting a PO 3 At Options type F Then press l
43. you receive from the system are presented in special type For example THIS TRANSACTION HAS BEEN CHANGED At the bottom of every page is a footer Use these as guides when looking up information Look at the bottom of this page to see an illustration of a footer e On the top line is the name of this section Using This Manual e Underneath the section name is the topic name Conventions e Next to the topic name is the page number 1 4 e On the opposite side of the page is the software release level date and manual model number 7 2 1089 H5266 Throughout the manual you are referred to different manuals sections within the same manual or page numbers within the same section Here are the conventions for each part of a reference e Manual names are initial caps italic e Tabbed sections are initial caps followed by a comma e Procedures are initial caps within quotation marks For example please see the Manager s POS Manual the tabbed section Security and Control Checking the Cash Drawer 12 1030072 Convention Description Magnifying When you see a magnifying glass you will find Glass additional information about a procedure a particular part of procedure or a specific entry This information can help you better understand the inner workings of your Triad system Ways to Learn About Purchasing and Receiving There are several ways to learn how to use this powerful program e
44. 0 to 24 12 1030072 7 If you have recently added inventory items whose sales history is not yet long enough for calculating reliable order points type a cutoff date at Exclude records added after We suggest you type a date at least three months ago 8 Fill in the From and To fields at the bottom of the screen to include all the items for which you want to calculate order points You ll probably run this report for a particular vendor 12 1030072 Option Description Example B Adjust maximum level by Suppose an item s the same number of unitsas order point is 10 and the order point is changed its maximum stock level is 20 If the order point increases by 2 to 12 then the maximum stock level would also increase by 2 to 22 C Do not change maximum stock level Suppose an item s order point is 10 and its maximum stock level is 20 If the order point increases to 12 then the maximum stock level would remain unchanged at 20 Type the cutoff date in MM DD YY format For example if you type 02 14 89 no order points will be calculated for any items added to your inventory after February 14 1989 Usually three to six months of sales history give you a reliable base on which to calculate order points Seasonal items of course require a longer sales history When you add an item to the inventory file you also add an order point for it If you fill in a date on this screen that s about six months
45. 12 1030072 The Unit Cost for this item comes from the IMU record If you know it is not the correct cost for this vendor you could change it Changing the Unit Cost here though does not change the cost on file for this item in its IMU record You could change the due date for this item by typing a new date at Date Due but there s no need to do this It affects nothing in your system If the item you want to cancel doesn t have an SKU number but has a Manufacturer s Part Number or if you typed a customer s name at the Mfg Spcl field press lt Clear gt then press lt Enter gt In the parentheses before Mfg Spcl type X Press lt Enter gt Type the manufacturer s part number or the name Then press lt Next Item gt The item displays but it may be on a different purchase order than the one you want to work on Check the P O Number field at the top of the screen Is this the correct purchase order If not keep pressing lt Next Item gt until the item displays on the correct purchase order If you know what the item s line number is you could also display the item by typing its line number at Line Number pressing lt Clear Field gt and then pressing lt Display gt If you created this purchase order manually the line items are numbered in the order you added them to the purchase order But if you created this purchase order through Report RSO the line items are not necessarily numbered in the order they printed
46. 2 1030072 Now the item description unit cost extended price and units of measure display If the units of measure are not what you expected you can e type anew number in either of the QOO fields and press lt Clear Field gt e then press lt Clear Field gt in the other QOO field e then press lt Change gt If the screen says QUANTITY ON ORDER MUST BE A MULTIPLE OF x OR UNIT OF MEASURES THE SAME it means the order quantity you entered is not a multiple of this vendor s order multiple or standard pack This warning appears only if the purchasing unit of measure for this item is different from its stocking unit of measure You should e type a quantity that is a multiple of the number in the screen message then press lt Add gt e or if you want to ignore the vendor s order multiple standard pack requirements type over one of the units of measure to make them both the same then press lt Add gt For example suppose the stocking unit of measure is EA and the purchasing unit of measure is BX Suppose you want to buy 4 each even though the vendor s order multiple is 8 each which is a whole box The screen will say QUANTITY ON ORDER MUST BE A MULTIPLE OF 8 OR UNIT OF MEASURES THE SAME So you could change Stk QOO to 8 but then you would get 8 when you only want 4 Or you could type EA over the BX at Pur U M and leave your order quantity 4 Then you would get 4 each Multistore users only If you want to consoli
47. 7 This is the special instructions screen Any comments you type here will print on the Purchase Order They cannot be transmitted electronically though so if you ll be transmitting this purchase order to your vendor bisynchronously don t bother with any special instructions here Skip to Changing Line Item Detail This is the Detail screen It contains the detailed information on each line item on this purchase order For each line item on the purchase order there is a complete screen of information The first line item is displayed Replenishment Ordering 3 17 Changing a PO 2 Use the table at the right to determine which step to proceed to Changing a Line Item steps 3 6 3 In the parentheses preceding Item Number type X and press lt Enter gt 4 At Item Number type the SKU number of the item you want to change and press lt Next Item gt 5 Fill in or type over any fields on this screen you want to change Press lt Clear Field gt if necessary Then press lt Change gt 3 18 Replenishment Ordering Changing a PO To do this Goto Change a line item Step 3 Delete a line item Step 7 Add a line item Step 10 Continue with procedure after Step 13 making all your changes If the item you want to change doesn t have an SKU number but has a Manufacturer s Part Number or if you typed a customer s name at the Mfg Spcl field press lt Clear gt then press lt Enter gt In the parenth
48. Before the Triad system begins to print it will print rows of dummy labels You can use these dummy rows to align the forms You can choose the number of rows you want to use for alignment purposes Then the Triad system will print the price labels you require correctly You can type any quantity or select any of the choices displayed Different choices display depending on which file you specified at File to Use Choose what price prints from the list which appears on the right side of the screen Choose the printing sequence from the list which appears on the right side of the screen The From and To fields at the bottom of the screen will vary depending on which file the Triad system is using to print bin labels When aligning adjust the paper horizontally first There are two Form Align buttons on your printer one has an arrow pointing up and the other has an arrow pointing down These buttons move the labels up or down in the printer It takes seven clicks to move the paper up or down one line After the labels have printed make a mark on the printer where they ended That will make your next alignment easier Printing Bin Shelf Labels B 3 Resetting the Printer for Reports 1 When the labels have finished printing put regular paper back in the printer and change the printer back to 6 lines per inch 2 At the main menu type MPS and press lt Enter gt 3 At Printer Number type the number of the printer you
49. Customer education class Your Customer Education Representative teaches a four hour course that will teach you to use the Triad system purchasing and receiving system e This manual Just about everything you ll need to know about purchasing and receiving is in this manual Always check here first if you have a question or problem The Table of Contents or the Index can direct you to the answer Where to Get Help If you encounter a problem that you can not solve with the use of this manual you can call the Advice Line or you local CER for help You should call the Advice Line about any error messages and call your CER for advice about implementing store specific procedures on the Triad system 12 Using This Manual 1030072 Learning Getting Help 1 5 Introduction To Purchasing and Receiving How Replenishment Ordering Works 2 1 Deciding What to Order 2 1 Ordering It 2 1 Receiving It 2 1 How the Order Point System Works 2 1 Deciding What to Order 2 1 Ordering It 2 2 Receiving It 2 2 If Your Triad System is New 2 2 Questions You May Have 2 3 Setting Up or Changing Your Purchasing System 2 7 Introduction To Purchasing and Receiving How Replenishment Ordering Works Deciding What to Order Ordering It Receiving It The Triad system tracks the quantity sold of each item since your last order and prints this information for you You ll probably wish to replenish your stock of most items that is order abou
50. Kits manual for details 7 2 1089 H527 Setting Up or Changing Your Purchasing System 1 At any menu type MPC and press lt Enter gt 2 At Assign PO Numbers Automatically type Y or N and press lt Enter gt 7 2 1089 H5277 It s very easy to set up your purchasing receiving system and just as easy to make changes later Here s the procedure Multistore users only You ll use this procedure to set up a purchasing receiving system for each store You can set them up to work the same or differently from each other You don t have to be physically in the store you re setting up any terminal will work You don t have to set them all up at the same time Multistore users only You will go through this procedure once for each store Check the number at Store If you want to set up a different store e press lt Home gt e at Store type the number of the store you want to set up or change e press lt Display gt We suggest you type Y Then the Triad system will automatically assign sequential purchase order numbers to each purchase order as they are created You ll still be able to type in your own number though anytime that s necessary Allowing the Triad system to assign numbers automatically provides an audit trail and reduces the possibility of accidentally assigning the same number to several purchase orders If you type N you will have to assign a number to each purchase order you create Intro
51. Numbers Vendor Stock Numbers 5 10 Entering an Alternate Part Number Deleting an Alternate Part Number Printing Your Alternate Part Numbers or Manufacturer s Part Numbers Vendors Primary Vendors Secondary Vendors Manufacturing Vendors You may buy some items from any of several sources e Your usual source for an item is the Primary Vendor for that item e You may also have a backup source called the Secondary Vendor for that item e If you also buy direct from the manufacturer the manufacturer is called the Manufacturing Vendor for that item Any given vendor could be your Primary Vendor on some items and at the same time the Secondary Vendor or Manufacturing vendor on other items or vice versa Desi g nati ng Vendor You can designate the primary secondary and manufacturing vendors for each item on the Stocking S Screen of Function Type IMU Before a vendor can be used in Function IMU it must be setup in the system using Function MVR See Adding a New Vendor for the procedure to use to add a vendor 7 2 1089 H5277 Vendors 5 1 Primary Secondary Manufacturing Adding a New Vendor 1 At any menu type MVR and press lt Enter gt 2 At Vendor Code type a name or number you will use to identify this vendor 3 Type the vendor s Name Address City State Zip Code and Phone number in the appropriate fields Press lt Enter gt to move between fields 4 At Assigned Customer type
52. Order and Creating a Purchase Order What to Order How Many to Order Where to Go From Here When You Know What Vendor You ll Order From When You Don t Know Who You ll Order From Creating a Purchase Order Manually or a Future Order Generating Purchase Orders From Special Orders Questions You May Have Loading Report GPO in your End of Day Queue Generating Purchase Orders for Specific Special Orders Understanding the Generated Purchase Order Report Changing a Purchase Order Changing Header Information Changing Special Instructions Changing Line Item Detail Resequencing a Purchase Order Submitting the Purchase Order to the Vendor Printing a Purchase Order Transmitting a Purchase Order Electronically 4 4 4 5 Order Point Purchasing cont d Finding Out What s On Order 4 63 What s Currently On Order 4 63 Has This SKU Been Ordered 4 65 What s On This Purchase Order 4 68 What s On Order With This Vendor 4 73 Receiving 4 77 Receiving Merchandise into Stock 4 77 Receiving Merchandise for Which There is No Purchase Order 4 88 Printing and Checking the Receiving Report 4 92 Finalizing Receipt of Your Merchandise 4 97 Cancelling and Purging a Purchase Order 4 100 Primary Vendors Secondary Vendors Manufacturing Vendors 5 1 Designating Vendor Type 5 1 Adding a New Vendor 5 2 Printing a List of Your Vendors 5 5 Checking on Your Vendors Performance 5 6 Method A 5 6 Method B 5 7 Deleting a Vendor 5 9 SKU Numbers Altern
53. Ordering Works Deciding What to Order Ordering It Receiving It How the Order Point System Works Deciding What to Order Ordering It Receiving It If Your Triad System is New Questions You May Have Setting Up or Changing Your Purchasing System NNNNNNNNN DW ONMNMND A A A A oo ay N Replenishment Ordering About Replenishment Ordering The Big Picture Deciding What to Order and Creating a Purchase Order Creating a Purchase Order Based on Sales Creating a Purchase Order Manually Adding the Header Information Adding Special Instructions Adding Line Item Detail Printing a Checking Copy Changing a Purchase Order Changing Header Information Changing Special Instructions Changing Line Item Detail Resequencing a Purchase Order Deleting a Purchase Order Submitting the Purchase Order to the Vendor Printing a Purchase Order Transmitting a Purchase Order Electronically Printing and Purging a Purchase Order Finding Out What s on Order Receiving Merchandise into Stock Order Point Purchasing About Order Point Purchasing Two Big Pictures If You Know What Vendor You ll Order From If You Don t Know Who You ll Order From 4 1 4 2 4 3 Order Point Purchasing cont d Order Points Setting Order Points Classic Inventory Calculating Order Points Advanced Inventory Reviewing the Order Point Report The Art and Science of Weighting Sales Periods Protecting Items from Order Point Calculation Deciding What to
54. Ordering or Order Point Ordering This manual includes all the procedures for both Purchasing Receiving systems Be sure you re using the right section It might be a good idea to staple together all the pages in the section you don t use so that no one will accidentally try to use the wrong procedures In most cases you couldn t do any harm to your system but it would be frustrating because the procedures that work for one system don t work for the other The tabbed sections included in this manual are as follows USING THIS MANUAL describes the manual structure and conventions that will help you find the information you need INTRODUCTION TO PURCHASING AND RECEIVING explains the differences between the two purchasing receiving systems and how to set up or change your purchasing system 12 1030072 REPLENISHMENT ORDERING explains how to create purchase orders submit them to your vendor then receive the merchandise into stock Changing and deleting purchase orders are also covered ORDER POINT PURCHASING describes how to set order points create change and delete purchase orders submit orders to your vendor determine what s on order and receive merchandise into stock VENDORS explains how to add and delete vendors and how to monitor their performance APPENDIXES describes how to print price bin and shelf labels and how the Triad system calculates order points Finally at the back of t
55. Report RUP Triad system transmits Add promotion prices the PO to your vendor to the Inventory File optional Vendor s system transmits price changes and or promotion prices optional 12 Replenishment Ordering 3 27 1030072 Transmitting a PO Electronically Printing and Purging a Purchase Order 1 At any menu type ROF and press lt Enter gt 2 Identify the purchase order you want to print and purge by typing its number at P O or by typing the vendor s code at Vendor 3 At Options type F and any other options you want to use Then press lt Run gt Replenishment Ordering Printing Purging the PO After you ve submitted the purchase order to your vendor you should print a copy of it for your own reference and purge it from the Triad system s memory You shouldn t leave purchase orders in the Triad system after you place the order because they take up file space You can print a file copy and purge all in one step Here s how If you want to use a different printer type its number at Printer Multistore users only If the purchase order you want to print was created for another store press lt Home gt and type the correct number at Store You should have no more than one purchase order for any given vendor in file at a time so the vendor s code would satisfactorily identify the purchase order you want Option Use it if Any items on the PO have an alternate part number
56. Triad system might select those items for another purchase order based on sales too You could e reset the To Date field to zero yourself for the items you order manually or e keep a close eye on your sales based purchase orders and make sure you don t over order items you ve already ordered manually Before you begin this procedure you must decide what vendor to order from and you ll need to know the vendor s code if you re not sure please see Vendors section 5 Replenishment Ordering 3 9 Manually Creating a PO Adding the Header Information 1 At any menu type MPO and press lt Enter gt 2 If your system does not assign purchase order numbers type the number you will use to identify this purchase order at P O Number If your system assigns purchase order numbers leave P O Number blank Then press lt Tab gt 3 At Vendor type the code for the vendor you re ordering from 4 Tab down to Buyers Initials and type your initials 3 10 Replenishment Ordering Manually Creating a PO This is the header screen of the Modify Purchase Order function You will use this screen to enter the kind of information that belongs at the head of a Purchase Order Multistore users only Check the Store field If that s not the store you want to create this purchase order for e press lt Back Tab gt e type the correct store number e then press lt Enter gt If the question Assign PO Numters Automatic
57. Use the table at the right to determine how to fill in the Updt Prices field Then press lt Enter gt 6 At Subtotals indicate whether you want subtotals to print 12 1030072 Don t use Option F yet You need to check the receipts you posted before you finalize them Enter this at Updt Prices CGMR blank Notes If you Changed any costs or prices on the items you received Did not change any costs or prices on the items you received Do not want to update replacement cost with landed cost Want to update the retail price on the PO based on the landed cost Comments See Note 1 See Note 2 See Note 3 1 If you don t use the price matrix that is if you don t have Advanced Inventory don t use option M If you use your own variable pricing scheme don t use option G It will change your desired gross profit percent 2 The Use Landed Cost in Receiving field in Function MPC must be Y for this option to work 3 To use this option both of the following must be true e The Use Landed Cost in Receiving field in Function MPC is Y The Updt Options field in Report RRP cannot include D The costs and prices in your Inventory File will not actually change because you re not running this report with Option F But you will get a complete list of any changes that will be made later when you finalize receipts by running this report again with Option F Order Point Purchasing 4 93 R
58. a explained above will print on the report and will be placed on the first draft purchase order You should use Option F so that a first draft purchase order will be created in your purchasing file at the same time the Suggested Order Report prints Later you can change that first draft purchase order to your heart s content or even delete it if you want to start over again We recommend that you do not use Option W If this purchase order is for a secondary vendor use Option C Options D J N and T are the standard options that just control how the report looks The other options are explained in detail below Option Description E Set New Order field You can t use this option here It can t be used with Options F or W It puts each item s suggested order quantity into its New Order Quantity field in IMU Screen S I Check if Item Overstocked in Other Stores Multistore users only If you use this option the Triad system checks to see if each item is overstocked in another store If Order Point Purchasing 4 23 What To Order 6 If you are using Printing Sequence 5 ignore Subtotals If you are using any other printing sequence though type Y or N to indicate whether you want to see subtotals at the end of each group in the printing sequence you chose Then press lt Enter gt 7 Type the vendor s code in From and To for Primary Vendor Manufacturer or Secondary Vendor You could also restrict the range by
59. ach component SKU Later when you run the RTL report the Qty on Hand for the header SKU will be updated too You ll find the detailed procedures for purchasing and receiving Tally 2 items in section 3 of this manual No These two systems are mutually exclusive You can use only one or the other Yes if you use Order Point Purchasing Please see Finding Out What s On Order section 3 If you use Replenishment Ordering you cannot use the Triad system to find out what s been backordered Kit SKUs are automatically excluded from the Order Point Report ROP So you ll never calculate an order point for any Introduction 2 5 Questions You May Have them 2 6 Introduction Questions You May Have SKU that is a kit All the components of a kit that aren t kits themselves are included on the ROP and always have their own order points Since kit SKUs don t have order points they never appear on Suggested Order Reports RSO either When you receive items that are components of kits not only is the quantity on hand updated for the item itself but the quantity available for any kits of which the item is a component is also updated You can see the available quantity in Function MKR Sometimes you ll post cost or price changes during receiving Those price changes affect the individual item s inventory record but if the item is part of a kit the cost and price of the kit are not automatically updated Please see your
60. age looks Multistore users only If this is a consolidated purchase order use Option C to print the vendor s copy Then you could repeat this procedure to print a file copy for yourself without Option C so you can see the quantity on order for each store Order Point Purchasing 4 59 Submitting a PO to a Vendor 5 In the From and To fields at the You can give the purchase order to your vendor or mail it Or bottom of the screen type the you can refer to it when you telephone your vendor PO number s and or vendor code s you re interested in Keep a copy for yourself too You ll refer to it when the time Then press lt Run gt comes to receive the merchandise you ve ordered 4 60 Order Point Purchasing 12 Submitting a PO to a Vendor 1030072 Transmitting a Purchase Order Electronically Some vendors may permit you to transmit your purchase orders electronically from your Triad system directly to their computer via telephone lines This is called bisynchronous transmission Bisynchronous buy SINK ronus transmission means that information can travel along the telephone line in both directions simultaneously You ll often hear it called pisync for short How does bisynchronous transmission work on your Triad system The procedures vary a bit from vendor to vendor You can look up the appropriate procedures for the vendors you buy from in Talking Computers A Communications User s Guide or in the Triad True Value User
61. age of weight placed on that period to get the weighted quantity sold per week The weighted quantities are added together to get total weighted average This quantity is multipled by the desired number of weeks of supply to arrive at the order point for that item Here s an example Suppose the total number of weeks of supply you have entered on ROP Screen 2 is 4 Method 3 Weeks of Supply on Shelf 2 Lead Time Weeks 1 Safety Stock Weeks 1 Total of Weeks Supply 4 Suppose you are halfway through the current month and have weighted the periods on ROP Screen 3 like this Wk Wt Current Pd 2 25 Period 2 4 28 25 Period 3 4 42 25 Period 12 4 28 15 Period 13 4 42 10 Calculations C 1 Suppose you are calculating an order point for SKU 1123 and its sales history is as follows Units Sold Current Pd 6 Period 2 10 Period 3 9 Period 12 9 Period 13 8 Here s how the Triad system calculates the order point for SKU 1123 1 Divides the quantity sold quantity sold per week during each sales period by the number of weeks in the period Current Pd 6 I2 3 000 to find quantity sold per week Period 2 10 4 28 2 336 Period 3 9 442 2 036 Period 12 9 B 28 2 102 Period 13 8 JI 4 42 1 809 2 Multiplies each quantity by 7 weighted quantity sold per week the appropriate weight percentage to find weighted Current Pd 3 000 x 25 750 quantity sold per week Period 2 2 336 x 25 584
62. alizing merchandise receipt 4 95 Printing 4 91 RSO 4 19 4 28 RVE 5 5 14 1075125 S Sales history displaying 6 1 Sales periods See Weighting sales periods Shelf labels How many to print B 3 Which file to use B 6 Printing B 1 to B 7 Special order creating PO from 4 43 to 4 48 Standard package 4 18 4 21 Submitting PO to vendor 3 26 4 57 Suggested Order report Reviewing 4 27 4 34 Running 4 20 to 4 26 4 29 to 4 33 T U Tally 2 items Ordering 2 5 4 24 4 31 Receiving 4 84 Setting order point for 2 5 Total weeks of supply determining 4 11 Transferring inventory 2 4 Transmitting POs See Bisynchronous communication V Vendor Adding 5 2 to 5 4 Checking performance of 5 6 to 5 8 Deleting 5 9 Printing list of 5 5 Vendor type designating 5 1 W X Y Z Weighting sales periods 4 13 Index 1 3 Document Change Request Form YOUR NAME CUSTOMER BUSINESS NAME BUSINESS ADDRESS ZIP BUSINESS TELEPHONE DATE SOFTWARE LEVEL FULL NAME OF MANUAL SECTION PAGE NUMBER S DESCRIPTION OF PROBLEM SUGGESTIONS FOR IMPROVEMENTS GENERAL COMMENT ON THE MANUAL Triad s intention in acquiring the suggestions set forth in this Change Request Form Suggestions is for evaluation Triad assumes no obligation with respect to the suggestions and retains all right title and interest to any ideas concepts expressions k
63. ally in Function MPC is answered Y you don t have to type a purchase order number the Triad system will assign one in a moment This is the code you use to identify this vendor You assigned it to the vendor in the Vendor Code field of Function MVR There s room for only two initials If you have the same initials as someone else who also creates purchase orders the two of you should agree on who will use what initials The Triad system keeps track of who s creating purchase orders 7 2 1089 H5277 5 Press lt Add gt 6 Type in any information you wish to add or change Then press lt Change gt 7 If you do not want to add any other special instructions or comments to this purchase order skip to Adding Line Item Detail If you do want to add other special instructions or comments continue here with Adding Special Instructions Adding Special Instructions 1 Press lt Home gt At Screen type I and press lt Enter gt 7 2 1089 H5277 If you did not assign a number the Triad system assigns one All the default information for this vendor displays The Order Type field indicates what type of PO this is Order Type Description C Credit PO blank Regular PO The Date Due is determined by the usual lead time for this vendor You could change it if you wish If you want this order shipped to an address other than your store address type it at Special Ship To The information at Date Due Terms S
64. an add line items to it delete line items from it or change order quantities of line items on it You can add special comments or shipping instructions The diagram on the left shows that the procedures for changing a purchase order are very similar to those for manually creating the purchase order The procedure is explained step by step below There are three screens of information for each purchase order in Function MPO You will use these screens to make any necessary changes This is the Header screen it contains the kind of information that would print at the head or top of a purchase order If you created this purchase order through Report ROR the purchase order the Triad system assigned printed at the bottom of the worksheet If you created this purchase order manually you assigned a number or the Triad system assigned a number If you printed a Replenishment Ordering 3 15 Changing a PO 3 Fill in or type over any fields on this screen you want to change Then press lt Change gt 4 If you do not want to add or change any other special instructions or comments on this purchase order skip to Changing Line Item Detail page 3 17 If you do want to add or change other special instructions or comments continue here with Changing Special Instructions 3 16 Replenishment Ordering Changing a PO copy of the purchase order after you created it the number printed at the top of the purchase order T
65. antity on Hand and Qty on Order fields are significant If and when you move up to the Order Point system you will go through a conversion process to reset those fields 7 2 1089 H5277 Receiving Merchandise into Stock 1 Compare the packing list to what actually arrived 2 Compare the packing list to what you ordered 3 Make a note to re order any items that were not shipped and not backordered 4 Put price labels on merchandise shelves and bins Stock sales floor 7 2 1089 H5277 When you use Replenishment Ordering your receiving procedure is just the same as it always has been That is it s a manual procedure You don t use the Triad system Here s a recap of what you ll need to do Make sure you received full count of everything the vendor will invoice you for Resolve any discrepancies with your vendor Refer to your file copy of the purchase order that you printed when you did the procedure for Printing and Purging the Purchase Order page 3 28 Arrange to return to the vendor any items you do not wish to accept Check for any price changes If any prices or costs have changed you should immediately change them in your inventory records To change prices or costs please see your Pricing manual Please see the procedure for Creating a Purchase Order Manually page 3 9 If you printed price labels at the time you created the purchase order you should have filed them with your copy
66. any store until you ve finished ordering SKU 123 for each store The units of measure for this item aren t displayed so you may have to guess the correct quantity If you really have no idea just type any number You can correct it in a moment after the units of measure display Now the item description unit cost extended price and units of measure display If the units of measure are not what you expected you can type a new number in either of the QOO fields and press lt Clear Field gt e then press lt Clear Field gt in the other QOO field e then press lt Change gt If the screen says QUANTITY ON ORDER MUST BE A MULTIPLE OF x OR UNIT OF MEASURES THE SAME it means the order quantity you entered is not a multiple of this vendor s order multiple or standard pack This warning appears only if the purchasing unit of measure for this item is different from its stocking unit of measure You should e type a quantity that is a multiple of the number in the screen message Then press lt Add gt e or if you want to ignore the vendor s order multiple standard pack requirements type over one of the units of measure to make them both the same Then press lt Add gt For example suppose the stocking unit of measure is EA and the purchasing unit of measure is BX Suppose you want to buy 4 Order Point Purchasing 4 39 What To Order each even though the vendor s order multiple is 8 each which is a whole box The scre
67. ate Part Numbers Manufacturer s Part Numbers Vendor Stock Numbers 5 10 Entering an Alternate Part Number 5 11 Deleting an Alternate Part Number 5 12 Printing Your Alternate Part Numbers or Manufacturer s Part Numbers oO an w vi Displaying History Displaying Item Sales History Displaying Item Purchase History Displaying Item Purchase History for a Specific SKU Displaying Item Purchase History for a Specific Vendor Displaying Item Purchase History for a Specific Vendor and SKU Displaying Item Purchase Information Appendixes Appendix A Printing Price Labels Appendix B Printing Bin Shelf Labels Using This Manual In This Section About Purchasing and Receiving Who Should Read This Manual About This Manual Tabbed Sections What This Manual Does Not Contain Conventions Used in This Manual Other Ways to Learn About Purchasing and Receiving Where to Get Help 1 1 1 2 1 2 1 3 1 3 1 5 1 5 In This Section Using This Manual This section introduces this manual describing in general terms the purchasing and receiving system This section also describes e who should read this manual e how this manual is structured e what information is not included in this manual e what conventions are used throughout e any related publications e other resources you could use to learn more about the purchasing and receiving system e who to call for help About Purchasing and Recei
68. back the order point you assigned will remain in the item s record for about six months By that time the item will have accumulated a sales history sufficient for calculating an order point and you won t need to exclude it anymore If you can t include them all in one report run you can repeat this procedure as many times as necessary You may want to limit this report run to just one location in the store or items in just one department Order Point Purchasing 4 9 What To Order 9 If you want to include or exclude items with certain User Codes Popularity Codes Order Indicators Promotional codes or Seasonal Codes fill in the Codes and Exclusion fields at the bottom right corner of the screen 10 Press lt Run gt ROP Screen 2 1 If there are any high cost items you don t want to stock many of type the cost in the first blank at Method 1 and press lt Enter gt In the second blank type the order point you want to set for those items and press lt Enter gt again If this is the only kind of calculation you want to make skip to step 6 If there are no such items just press lt Enter gt twice leaving the two blanks empty 4 10 Order Point Purchasing What To Order For example if you want to recalculate order points for just your A movers most popular items you would type A at Popularity Please see the tabbed section Introduction to Reporting in the Reports Manual for a complete explanati
69. change it if you wish Order Point Purchasing 4 25 What To Order 3 Tab down to Buyers Initials at the bottom of the screen and type your initials 4 Press lt Run gt Checking the Suggested Order Report 1 Check the Suggested Order Report Write any changes on it that you want to make 4 26 Order Point Purchasing What To Order If you want this order shipped to an address other than your store address type it at Special Ship To The information at Date Due Terms Ship Via FOB Point Codes Backorder and Reference is all from the MVR record for this vendor If you want though you can change any field that the cursor will move to There s room for only two initials If you have the same initials as someone else who also creates purchase orders the two of you should agree on who will use what initials The Triad system keeps track of who s creating purchase orders At the same time as the Suggested Order Report prints e a first draft purchase order is created The items and quantities on it are the items and quantities that print on your RSO report e the Qty On Order field Function IMU Screen S is updated for each of these items to show the quantity placed on order You may wish to split up the report and distribute it among various department heads product line managers or other store managers Cross out items you don t want to order Change quantities to be ordered if necessary Write in an
70. d on item weight Do not recalculate retail prices and type matrix prices X Calculate landed cost based on item weight Recalculate retail prices and type matrix prices Y Calculate landed cost based on units Recalculate retail prices and type matrix prices Z Calculate landed cost based on units Do not recalculate retail prices and type matrix prices As soon as your inventory items and vendors are loaded for this store you can begin using your purchasing receiving system If you are using the Order Point system your quantities on hand and order points must be loaded too Check with your Triad representative before you begin using your purchasing receiving system Single store users only You are done Multistore users only Press lt Home gt Type the number of the next store you want to change or set up Press lt Display gt Return to step 2 and repeat this procedure for each store you want to set up or change You can set them up the same or differently from each other Introduction 2 9 Setting Up Changing Your Purchasing System Replenishment Ordering About Replenishment Ordering The Big Picture 3 1 Deciding What to Order and Creating a Purchase Order 3 2 Creating a Purchase Order Based on Sales 3 3 Reading Your Restocking Order Report 3 6 Creating a Purchase Order Manually 3 9 Adding the Header Information 3 10 Adding Special Instructions 3 11 Adding Line Item Detail 3 12 Print
71. date this purchase order you should resequence it before you submit it to your vendor so the Triad system can consolidate order quantities properly Go now to Resequencing a Purchase Order page 4 56 Afterwards go on to Submitting the Purchase Order to the Vendor page 4 58 If you don t want to consolidate this purchase order you don t have to resequence it Order Point Purchasing 4 55 Changing a PO Resequencing a Purchase Order 1 At any menu type POR and press lt Enter gt 2 At P O Number type the number of the purchase order you want to resequence and press lt Enter gt 3 Use the table at the right to determine what to enter in the Sequence field 4 56 Order Point Purchasing Resequencing a PO You can use this procedure to resequence the line items on any purchase order either by SKU number or by manufacturer s part number This procedure actually re assigns line numbers to the line items on the purchase order Resequencing is an essential step for multistore users when creating consolidated purchase orders But anyone could resequence a purchase order any time just for the sake of convenience when looking up ordered items Multistore users only If this purchase order is to be consolidated you must first resequence in SKU order Type S Option Description M Resequence in manufacturer part number sequence S Resequence in SKU sequence 12 1030072 4 Press lt Change gt When the resequ
72. der points For an explanation of the calculations the Triad system uses please see Appendix C Order Point Calculations Each item s sales history continues to change over time so you should recalculate or set order points frequently perhaps as often as weekly before ordering from your primary vendor Fortunately it s quick and easy to do With Classic Inventory you must decide what you want the order point for each SKU to be and manually load it into the Triad system The History Screen appears Review the sales history fields especially Cur Pd Per 2 Per 12 and Per 13 Based on the sales history of the item decide what you want the order point to be and make a note of it Order Point Purchasing 4 5 What To Order 5 When you have determined the order points for all the SKUs press lt End gt Setting the Order Points Calculating Order Points Advanced Inventory ROP Screen 1 1 At any menu type ROP and press lt Enter gt 2 At Printing Seq type the number for the printing sequence you want to use Then press lt Enter gt 4 6 Order Point Purchasing What To Order The Flexible Load File FIL can be used to quickly enter the order points into the system However there is more to the procedure than just entering the information in Function FIL Please see the Inventory Item Information Manual tabbed section Loading Inventory for the procedure for changing inventory information quickly
73. duction 2 7 Setting Up Changing Your Purchasing System 3 If you typed N in the previous field skip to step 4 If you typed Y type the number you want the Triad system to start with at Next PO Number to Assign Then press lt Enter gt 4 Leave the Y at Print Store Name on PO and press lt Enter gt 5 Single Store Users leave PO Bill to Store ID blank Press lt Enter gt 6 Replenishment Inventory users skip to step 8 Classic and Advanced Inventory users At Days Before Future PO Quantity Becomes Current type the normal lead time in days for your primary vendor Then press lt Enter gt 2 8 Introduction Your purchase order numbers can be up to five digits long but we recommend you keep them short Multistore users only You may wish different stores to use different series of purchase order numbers Use a different starting number or a different number of digits for each store Answer N here only if you use purchase order forms that are already printed with your name and address These forms are not generally available Multistore users only If your vendors should invoice this store for purchase orders generated at this store leave PO Bill To Store ID blank If your vendors should invoice another store for purchase orders generated at this store type that other store s number Then press lt Enter gt You may occasionally wish to make special purchases of merchandise which will arrive
74. e 4 91 12 Order Point Purchasing 4 91 1030072 Receiving Printi ng and After you use Function RP Seana Posting to indicate fey i you are receiving into stock print a receiving report to chec Receiving Rendi t your entries This procedure also explains how to check the receiving report and correct any mistakes you might have made Printing the Report 1 At any menu type RRP and If you want to use another printer type its number at Printer press lt Enter gt Multistore users only Check PO s for Store e If the purchase order you received against was created for a particular store press lt Home gt and type the number of that store e Ifyou don t know which store the purchase order was created for press lt Clear Field gt at PO s for Store e Ifthe purchase order was consolidated press lt Clear Field gt at PO s for Store Then check Items for Store e If you received items for just one store type its number at Items for Store e If you received items for all stores press lt Clear Field gt at Items for Store 2 At Printing Seq type the number for the printing sequence you want to use Press lt Enter gt 3 At Print Options type the See the Reports Manual for information about specific options codes for any options you want to use Then press lt Enter gt 4 92 Order Point Purchasing 12 Receiving 1030072 4 Leave Updt Options blank Don t use Option F Then press lt Enter gt 5
75. e of the price labels There are two reasons why the SKU won t fit on the second line of the label First there may be too many numbers or letters for the SKU to fit on the second line Or at SKU Characters on Line 2 field you might specify that only a certain number of Printing Price Labels A 3 11 At UPC Coded Items specify whether you want labels for all items or only for items with or without UPCs 12 At SKU Characters on Line 2 specify how many characters of the SKU number should print on the second line of the label 13 At Tear Strip Contents specify what you want to print on the tear strip of the labels 14 Type the range in the appropriate From and To fields 15 Press lt Run gt As the test rows print align the labels in the printer A 4 Printing Price Labels letters or numbers should print on the second line In either case the SKU number will continue on the third line of the price label Choose from the list which appears on the right side of the screen The number of characters that can print on the second line depends on the label size Label size Maximum characters Large 9 Small 7 This field appears only if File to Use is P Code Tear Strip Contents I Invoice line number Blank Small labels Mfg Part Number Department SKU Description Large labels SKU Mfg Part Number Description The From and To fields at the bottom of the screen will vary depending on wh
76. e Into Stock page 4 77 If someone does forget to create a purchase order though here s how to receive such merchandise Verify that you received a full count of everything the vendor will invoice you for and that everything arrived in good condition If there are discrepancies you received a short shipment or some merchandise is damaged resolve the matter with the vendor or carrier If your system does not assign purchase order numbers type a number at P O Number Multistore users only Check the Store field If that s not the store you want to create this purchase order for e press lt Back Tab gt e type the correct store number e press lt Enter gt The header must be for a particular store not for all stores You can receive line items for any store on this purchase order however regardless of which store number is on the header 12 1030072 3 At Vendor type the code for the vendor who shipped you this merchandise and press lt Tab gt 4 If you use landed cost in receiving type the amounts to be prorated at Freight or Other Charges 5 At Buyers Initials type your initials or the initials of the person who ordered this merchandise Then press lt Add gt Receiving the Merchandise 1 Press lt End gt At the menu type RP and press lt Enter gt 2 At P O Number type the number of the purchase order you just created and press lt Display gt 12 1030072 If yo
77. e is less than the item s Order Point the Triad system suggests you order more For example if Quantity on Hand 3 Qty On Order 4 Future Order 1 Committed Qty 2 Cust Backorder 1 Order Point 8 the Triad system figures 3 4 1 2 1 5 That s less than the Order Point 8 so the Triad system suggests you order more Incidentally there is an option you can use when creating a purchase order to tell the Triad system not to consider the committed quantity There s another option that tells the Triad system not to consider the quantity on order That depends on e who you re ordering from e whether this item is on a Min Max system or a straight order point system e whether this item has a New Order Quantity Order Point Purchasing 4 17 What To Order Who You re Ordering From Min Max vs Straight Order Point 4 18 Order Point Purchasing What To Order The Triad system rounds up suggested order quantities to the next nearest multiple of the vendor s package So if you re ordering from a primary vendor the Triad system suggests that you order in multiples of the vendor s order package quantity During the inventory loading process you entered that quantity in each item s inventory record at Order Multiple In the example above if the order multiple is 4 the Triad system will suggest you buy 4 When you order from the manufacturer the Triad system suggests that you order in multiples of the manufactu
78. e part you want number use Option A If this purchase order is to a secondary vendor use Option V 4 40 Order Point Purchasing 12 What To Order 1030072 3 At P O Number From type the number of the purchase order you just created Type the same number at P O Number To 4 Press lt Run gt 5 Look at the purchase order and mark any mistakes you find If you need to make corrections go to Changing a Purchase Order page 4 49 If you don t need to make any corrections go to Submitting the Purchase Order to the Vendor page 4 58 12 1030072 If this purchase order is to the manufacturing vendor or if you entered anything in the Mfg Spcl field use Option M You can t use Options M and V together You can t use Options A and I together Any other combination is fine Multistore users only If this purchase order includes the same line items on order for more than one store you could use Option C If you ordered those line items one after another without ordering any other items in between the Triad system will add all the order quantities together and print just one total order quantity instead of printing a line for each store If instead you want to see the order quantities for each store don t use Option C Multistore users only If you want to consolidate this purchase order you should resequence it before you submit it to your vendor so the Triad system can consolidate order quantities properl
79. e tally header SKU When the shipment arrived you find you ve received 4000 bf of 2x4x8s 4000 bf of 2x4x10s and so on You rejected the tally header SKU Now you re ready to receive the component SKUs 2 Under Item Number type the If the item does not have an SKU number you can identify it item s SKU number temporarily by typing a description under Description If you identify it only by description you should add it as a new item to your inventory record Please see the Inventory Loading manual Contractor Package Users Type the SKU number of the first tally component SKU you are receiving the SKU for the Douglas Fir 2x4x8s for example 3 Under Recv type the quantity You can enter up to two decimal places you are receiving 12 Order Point Purchasing 4 85 1030072 Receiving 4 If this item has a new cost or if the item is not already in your inventory file type its cost under Cost Stk 5 Repeat steps 2 through 4 for up to five items 6 Press lt Add gt Then press lt Clear gt Repeat steps 1 through 5 until you have added all items you are receiving that were not on the purchase order 7 Use the table at the right to determine which procedure to do next Distributing Freight or Other Charges 1 Press lt End gt At the menu type MPO and press lt Enter gt 2 At P O Number type the number of the purchase order you are receiving against and press lt Display gt 4 86 Orde
80. e this merchandise against Please see Receiving Merchandise for Which There is No Purchase Order page 4 87 Mark items that arrived or if almost everything arrived mark the items that did not arrive whichever is easier Write down items that arrived but were not ordered Mark any changes of cost or price Write down any differences in quantity It s important to make a complete comparison and to note the differences accurately Contractor Package Users If there are any Tally 2 items in this shipment make a note of the quantities received of the various lengths You ordered under the header SKU because you didn t know what lengths and quantities would be shipped to you But now you know what you ve got so you ll receive against the appropriate component SKUs For example you may have ordered 10000 bf of Douglas Fir 2x4s using the tally header SKU When the shipment arrives you find you ve received 4000 bf of 2x4x8s 4000 bf of 2x4x10s and so on Write down the quantities received of each component SKU This is the Receipt Posting screen The two highlighted lines are headings for the blank lines below Multistore users only Check the Store field The number displayed is the number of the store for which this purchase order was created The purchase order could include items for other stores though The items for the various stores may be consolidated as a single line item with a single total order quantity the Triad
81. each item s Maximum Stock Level from IMU as MAX Of course if those fields are blank in IMU they re blank here too And they do not affect the quantity the Triad system suggests ordering The Cost figure is per purchasing unit of measure not the extended cost 3 8 Replenishment Ordering 7 2 1089 H5277 What to Order Creating a Purchase Order Manually Function MPO Screen H Add header information Function MPO Screen Add special instructions optional Function MPO Screen D Add line item detail informatio Report ROF Print checking copy of purchase order 7 2 1089 H5277 Occasionally you may wish to create a Purchase Order manually that is based on your own assessment of what you want to order rather than on the sales history accumulated in the Triad system You would probably create manual purchase orders to e prepare for a seasonal surge that you know is coming e take advantage of special buys or vendor promotions e fill your customers Special Order requirements e order brand new items from a brand new vendor e order items you don t ordinarily stock or that don t have SKU numbers e place market orders The diagram on the left shows the general procedure used to create a purchase order manually The procedure is explained step by step below Keep in mind though that when you create a purchase order manually the To Date field for the items you order is not reset to zero So the
82. eceipts next step It is very important to post all quantities costs and prices perfectly accurately because they will be posted to your inventory file when you do the procedure for Finalizing Receipt of your Merchandise page 4 95 12 1030072 Finalizing Receipt of Your Merchandise 1 If you want to print price labels for the merchandise you ve received do so now 2 At any menu type RRP and press lt Enter gt 12 1030072 Once you post the merchandise you received using Function RP and check for accuracy using Report RRP you re ready to finalize the receipt of the items you posted This is the last step in the receiving process When you finalize you re updating your inventory records You ll use Report RRP Option F to finalize As you run Report RRP Option F the system updates the Quantity on Hand Quantity on Order and Average Cost figures in Function IMU for each item you re receiving If you changed retail or other costs you ll use options to update them as well The system also updates the Received Fill Pct and Last Rec fields on the History screen of the vendor s record Function MVR To print price labels please see Appendix A Printing Price Labels or Appendix B Printing Bin Shelf Labels You can print price labels only before you finalize your receipts If you need to print price labels for the items you just received do so before you go on to the next step If you want to use ano
83. eceiving 7 At Copies type over the 1 if you want more than one copy 7 At P O Number From and To type the number of the purchase order you re receiving against and press lt Enter gt 8 Press lt Run gt Checking the Report 1 Check the report Mark any mistakes 4 94 Order Point Purchasing Receiving Notice that the abbreviations used on the receiving report are defined for you at the bottom of the pre page Pay particular attention to the figure under B REC being received It s on the second line This is the quantity you have posted for receipt now The figure above it T REC or total received may be different It is the total quantity received on this purchase order if you ve received against this purchase order before For now the B REC figure is what you should check If your costs or prices changed the old figures are on the top line for each item and the new figures are on the bottom line If you use landed cost in receiving the new figures reflect your landed cost Check the total cost or total items received against the vendor s packing list If they match you can be pretty sure you posted everything correctly If they don t match check the individual line items to find the discrepancy 12 1030072 2 Use the table at the right to determine which procedure to do next Correcting Receiving Mistakes 1 At any menu type RP and press lt Enter gt 2 At P O Number type t
84. eeded You could leave Terms blank but then you ll have to enter terms separately each time you create a purchase order for this vendor For example if this vendor pays freight on any order exceeding 400 you would type 400 at Minimum Dollars and FF for free freight in the blanks to the right It s up to you to remember what FF means You can use any kind of code you like Then if you create a purchase order that doesn t meet one of these minimums the Triad system will let you know Vendors 5 3 Adding a Vendor 10 Press lt Add gt The screen tells you the record has been added Now you can create purchase orders for this vendor 5 4 Vendors 7 2 1089 H5277 Adding a Vendor Printing a List of Your Vendors 1 At any menu type RVE and press lt Enter gt 2 Use the table at the right to determine how to fill in the Options field 3 If you want to restrict the list to a certain range of vendors type their codes at From and To Vendor or their names at From and To Name Press lt Run gt 7 2 1089 H5277 This procedure prints a list of all the information that s been entered on the first screen of each vendor s record Function MVR It also prints each vendor s fill percent That s the percentage you ve received of the units you ve ordered from this vendor to date Incidentally the fill percent for any vendor who supplies you Tally 2 items will not be accurate That s because you order Tally 2 items b
85. eeks of supply do you want to have on the shelf Type the number at Weeks of Supply on Shelf and press lt Enter gt 4 How long does it take to receive ordered merchandise from your vendor Type the number of weeks at Lead Time Weeks and press lt Enter gt 5 If you like to keep a safety margin too type the number of weeks of safety supply at Safety Stock Weeks 12 1030072 For example if you want to reduce your current order points by 5 percent type 95 If you want to increase your current order points by 5 percent type 105 You can t go on to Method 3 if you re using Method 2 When you press lt Run gt the Triad system begins recalculating your order points Please skip to Reviewing the Order Point Report page 4 13 You can use decimal places if you want If you want to keep two and a half weeks supply on hand you could type 2 5 You can use decimal places if you want If your vendor delivers in ten days for example you could type 1 5 for one and a half weeks You can use decimal places if you want If you want to keep ten days safety stock on hand to cover shipping delays for example you could type 1 5 How Many Total Weeks For a weekly warehouse order you should probably use from 3 to 6 total weeks of supply Toward the end of a season you may wish to decrease the weeks of supply to lower your inventory costs If you are ordering from a manufacturer who comes by for an order only once
86. eived all the backordered merchandise or until you cancel the purchase order using this procedure Of course there are a number of other reasons you might wish to cancel a purchase order you found a better source for some items or the vendor can t ship soon enough or it s smarter financially for you to wait a few days before ordering or you made a mistake and want to start over again This procedure tells you how to cancel and purge an entire purchase order If you need to cancel just some of the line items on a purchase order please see instead Changing a Purchase Order page 4 49 12 1030072 2 At P O Number type the number of the purchase order you want to cancel Then press lt Display gt 3 Press lt Delete gt twice 4 If you don t expect to print Report RPP before the next time you order press lt End gt At the menu type RPP and press lt Enter gt 5 At P O Status type X Then press lt Run gt 12 1030072 The Header information for this purchase order displays Check the P O Status field If it says T F or P you can delete this purchase order If it says R though this purchase order has a status of receipt in progress That means some items on this purchase order have been posted as received but you have not yet finalized receipt of the merchandise Please see Finalizing Receipt of Your Merchandise page 4 95 Afterwards you can come back to this procedure and cancel
87. em will assume you have received full count at the cost on file in the inventory record Do you use landed cost Then continue with this procedure Yes Distributing Freight and Other Charges page 4 85 No Printing and Checking the Receiving Report page 4 91 Receiving Tally 2 Items or Items Not On the PO page 4 84 Use Landed Cost in Receiving in Function MPC is answered Y 12 1030072 Using Receiving Method E 1 For any item that did arrive type its SKU under Item Number Repeat for the first five items that arrived Then press lt Display gt 2 For each item type the quantity you are receiving under Recv 3 If the vendor is charging you a different cost than the cost displayed type the cost the vendor is charging you under Cost Stk or Cost Pur 12 1030072 The first five line items that arrived display You can enter up to two decimal places The Triad system will assume you received zero quantity unless you type another quantity under Recv If you are rejecting any of this item if some arrived damaged for example and you will ship them back to the vendor type the quantity you are receiving and keeping under Recv Then press lt Enter gt and type the quantity you are rejecting under Reject If you want you can use the one digit blank field to the right of Reject to type a code indicating why you re rejecting the merchandise It s up to you to devise the code and track what it means
88. ems You want to print bin labels for these items The Triad system has a copy of the PO in its Purchasing Receiving File So it can find the PO in the Purchasing Receiving File and print the labels required for the items on that PO Imagine you just changed prices when you posted items in Function RP You want to print bin labels before you finalize receipts print Report RRP Option F The price changes are now filed in the Purchasing Receiving File So the Triad system can find the most current prices in the Purchasing Receiving File and print the correct prices on the bin labels Price Change File Imagine you ve used Function IPC or RPC to add new prices to the Price Change File These price changes won t take effect until next Wednesday so you haven t printed Report RPC Option F yet But you want to print price labels now before the new prices take effect The Triad system can find the new prices in the Price Change File to print on the price labels 12 1030072 Printing Bin Shelf Labels B 5 Appendix C Calculations This appendix explains how the Triad system calculates order points using Method 3 the Weeks of Supply method Calculating Order Points 12 1030072 To calculate order points using Method 3 the Weeks of Supply method the Triad system counts the total units sold in each sales period you have weighted and divides that by the number of weeks in that period Then it multiples this figure by the percent
89. en will say QUANTITY ON ORDER MUST BE A MULTIPLE OF 8 OR UNIT OF MEASURES THE SAME So you could change Stk QOO to 8 but then you would get 8 when you only want 4 Or you could type EA over the BX at Pur U M and leave your order quantity 4 Then you would get 4 each 5 Press lt Clear gt Return to step 2 You can place up to 10 000 items on a purchase order and repeat for each item you want to place on the order Printing a Checking Copy 1 When the purchase order is Now you will print a copy of the purchase order and check it for complete press lt End gt type accuracy If you want to use a different printer type its number RPO at the menu and press at Printer lt Enter gt Multistore users only Check the PO s for Store and Items for Store fields Remember you could have created a purchase order for one store that includes line items for various other stores If the number at PO s for Store is not the same as the store number on this purchase order s header screen press lt Home gt and type the correct store number at PO s for Store If all the line items on this purchase order are for just one store type that store s number at Items for Store Line items for just that store will print If this purchase order includes line items for more than one store press lt Clear Field gt at Items for Store Line items for all stores will print 2 At Options type any options If any of the items on the purchase order have an alternat
90. encing is complete the screen tells you so Multistore users only If this purchase order is to be consolidated and you want to consolidate by manufacturer s part number not SKU number you must now e move the cursor back up to Sequence typeM e press lt Change gt To make consolidation work properly for items you re ordering by manufacturer s part number you must first resequence by SKU and then by manufacturer s part number Strange but true 5 Print a new copy of this Please see Printing a Purchase Order in Report Format page purchase order showing the 4 69 or Printing a Purchase Order in Purchase Order Format new line numbers page 4 70 Multistore users only If this purchase order is to be consolidated you might want to print two copies one showing consolidated order quantities and one showing each individual store s order quantity 12 Order Point Purchasing 4 57 1030072 Resequencing a PO Submitting the Purchase Order to the Vendor Printing a Purchase Order 1 At any menu type RPO and press lt Enter gt 4 58 Order Point Purchasing Submitting a PO to a Vendor You place your order with some vendors by telephone you just call them up and tell them what you want Other vendors send by a sales representative to get your order In those two cases you would probably want to print out a copy of the purchase order to work from The procedure for doing this is under Printing a Purchase Order
91. er in the P O field Make sure the following fields match the special order e the From To Special Order selection fields e the From To Vendor selection fields 12 1030072 7 At Special Order you can exclude specific special orders if you enter user defined codes in the POS Header Screen 8 Press lt Run gt to process special orders and generate purchase orders Understanding the Generated Purchase Order Report 12 1030072 The Special Order Codes field on the POS Header Screen allows you to group special orders in whatever categories you want If you enter Y in one of the code positions then those special orders coded in that position will not be generated purchase orders For example e In the POS Header Screen the Special Order Code field is B e In Report GPO the Special Order field is NNYN Purchase orders will not be generated for special order codes with B in the third position The Generated Purchase Order Report will print See the next section for more information about this report The report that prints from running Report GPO is called the Generated Purchase Order Report You should check it every day to monitor special order activity at your store Report GPO lists the following information when a purchase order is created e special order number processed e purchase order number assigned e vendor name e number of details added from the special order Posting Screen If a purchase
92. es If You Know What Vendor You ll Order From Sell an item at POS Item s To Date amp QOH fields in Function IMU Screen H are updated Report ROP Function FIL with Function DEF amp Report RFL Calculate order points weekly Set order points Report RSO Option F Print suggested order report Function MPO Edit first draft PO created by Report RSO Function BTC Function RPO Send PO to vendor Print PO and submit electronically to vendor 4 2 Order Point Purchasing Two Big Pictures Report RP Receive merchandise into stock Report RRP Print a checking copy of the receiving report Report RLA Print price labels optional Report RBL Print bin shelf labels optional Report RRP Option F Finalize receipt of merchandise 12 1030072 If You Don t Know Who You ll Order From Sell an item at POS Item s To Date amp QOH fields in Function IMU Screen H are updated Report ROP Function FIL with Function DEF amp Report RFL Calculate order points weekly Set order points Report RSO Print suggested order report Function MPO Create a purchase order for each vendor you are ordering Function RPO Print purchase order optional 12 1030072 Report RP Receive merchandise into stock Report RRP Print a checking copy of the receiving report Report RLA Print price labels optional Report RBL Print bin shelf labels optional Report RRP
93. eses before Mfg Spcl type X Press lt Enter gt Type the manufacturer s part number or the name Then press lt Next Item gt The item displays but it may be on a different purchase order than the one you want to work on Check the P O Number field at the top of the screen Is this the correct purchase order If not keep pressing lt Next Item gt until the item displays on the correct purchase order If you know what the item s line number is you could also display the item by typing its line number at Line Number pressing lt Clear Field gt and then pressing lt Display gt If you created this purchase order manually the line items are numbered in the order you added them to the purchase order But if you created this purchase order through Report ROR the line items are not necessarily numbered in the order they printed on your ROR worksheet To change the quantity on order 1 Tab down to one of the QOO fields Stk QOO is the quantity on order in stocking units of measure Pur QOO is the quantity on order in purchasing units of measure The actual units of measure display at the far right 7 2 1089 H5277 6 Go back to step 2 Deleting a Line Item steps 7 9 7 In the parentheses preceding Item Number type X and press lt Enter gt 8 At Item Number type the SKU number of the item you want to cancel and press lt Next Item gt 7 2 1089 H5277 2 Type the new quantity in either of the QOO
94. esired gross profit percent move the cursor under Retail and press lt Clear Field gt Zeroes appear there now but when you post this line in a few moments a new retail price will be calculated Order Point Purchasing 4 81 Receiving 4 When the correct quantity and cost information is displayed for each item on this screen press lt Save Order gt 5 Press lt Clear gt Return to step 1 and repeat until you have posted all price changes and items that did not arrive exactly as ordered 6 When you have posted all such exceptions use the table below to determine which procedure to do next Was everything you re receiving on the PO Yes No 4 82 Order Point Purchasing Receiving The screen tells you how many detail lines have been posted If you notice a mistake after you have pressed lt Save Order gt just type over the mistake When everything is correct press lt Save Order gt again If you post any line items more than once the Triad system remembers only the most recent posting You can make corrections as many times as necessary For every item that you display on this screen you must enter the actual quantity you are receiving If you display an item on this screen and do not enter a received quantity the Triad system will read the blank under Recv as zero and will assume you are receiving zero For every item on this purchase order that you don t display on this screen the Triad syst
95. filling in any of the other From and To fields 4 24 Order Point Purchasing What To Order Option Description it is it will be flagged you ll see how many are overstocked in each store The item still prints on the report though and it s still placed on the first draft purchase order Items on min max are considered overstocked if the QOH is more than the Max Stock Level Items on straight order point are considered overstocked if the QOH is more than the Order Point Update Date of Last Physical Inventory If you will actually count and update the quantity on hand for every item that prints on this order you could use this option This option will put today s date in the Last Phys Inv field on Function IMU screen S for each item on the order If you use Select Option P Select All Items at the same time then every item in the range you will specify later in the From and To fields will print on the suggested order report and will have its Last Phys Inv date updated even if the suggested order quantity is zero So don t use Options U and P together unless you are actually doing a physical inventory of every item on the order regardless of its suggested order quantity If you want more than one copy type the quantity you want at Copies Press lt Enter gt If you are ordering for only particular departments classes locations or SKU numbers fill in the appropriate From and To fields 12 1030072 8
96. good look at the Total Cost You can t change the cost by typing over this field in fact the cursor won t go to it You can only change the cost of the purchase order by changing what s on the purchase order Leave Order Type blank The Date Due is determined by the usual lead time for this vendor You could change it but that does not change the actual due dates for any of the items that are already on this purchase order It just affects any items you add to the purchase order If you want this order shipped to an address other than your store address type it at Special Ship To The information at Date Due Terms Ship Via FOB Point Codes Backorder and Reference is all from the MVR record for this vendor If you want though you can change any field that the cursor will move to You can fill in Total Freight and Other Charges if you want but you don t have to 12 1030072 Changing Special Instructions 1 Press lt Home gt At Screen type I and press lt Enter gt 2 Press lt Tab gt Type anything you want Press lt Enter gt at the end of each line to move to the next line 3 Press lt Change gt Changing Line Item Detail 1 Press lt Home gt type D and press lt Enter gt 2 Use the table at the right to determine which step to proceed to 12 1030072 This is the special instructions screen Any comments you type here will print on the Purchase Order They cannot be transmi
97. hat item And it may even be the same as the number the manufacturing vendor uses to identify that item Then again they may all use different numbers How do you keep track of which numbers refer to which items And when you transmit purchase orders to your vendors how are are vendors to know what items you re ordering e If your SKU number is different from your primary vendor s number enter the vendor s number as an alternate part number When you transmit purchase orders to this vendor the Triad system will transmit the vendor s number Please see Entering an Alternate Part Number page 5 11 e If your SKU number is different from your secondary vendor s number enter the vendor s number as an alternate part number Please see Entering an Alternate Part Number page 5 11 When you transmit purchase orders to this vendor the Triad system will transmit the vendor s number If you wish you may also type the vendor s number at Vendor Stock Number on IMU screen S and press lt Change gt but this is not essential e If your SKU number is different from the manufacturing vendor s number type the vendor s number at Manufacturer Part on IMU screen S and press lt Change gt This is necessary if you want clerks to be able to use the manufacturer s part number for looking up items at Point of Sale You do not need to enter an alternate part number though because you will not transmit purchase orders electronically to any man
98. have recently signaled the beginning of a significant upward trend so you would like to raise all your order points by 5 You could do this by weighting the current period at 45 period 2 at 30 and period 3 at 30 That s a total of 105 and the extra 5 will be reflected in the new order points A similar decrease in the order points could be accomplished by making the weights total less than 100 Weighting sales periods is the heart of order point calculation You can calculate order points that reflect the most recent consumer demand and sales trends and historical demand all at the same time Using these order points can help shift your inventory investment from slower selling items to faster selling items 12 1030072 Protecting Items from Order Point Calculation 1 At any menu type IMU and press lt Enter gt 2 At SKU type the numter of the item whose order point you want to set and press lt Display gt 3 Move the cursor down to Order Point and type the point at which you want the Triad system to suggest re order If there was a number there already press lt Clear Field gt 4 Press lt Change gt 5 Press lt Home gt type C and press lt Enter gt 12 1030072 There may be some items in your inventory whose order points you want to set yourself instead of letting the Triad system do it Here s how to set an order point manually and prevent the Triad system from changing it Mul
99. he number of this purchase order and press lt Display gt 3 Under Item Number type the SKU number of the first item you want to change and press lt Display gt 4 Type over any field s you want to change Press lt Clear Field gt if necessary When everything is correct press lt Save Order gt 5 Press lt Clear gt and repeat steps 3 5 for each line item you need to change 12 1030072 Did you find any mistakes on the Receiving Report Yes No Continue with this procedure Correcting Receiving Mistakes page 4 94 Finalizing Receipt of Your Merchandise page 4 95 It doesn t matter whether there s an A or an E at How Received You don t need to change it If this is an item without an SKU number type its manufacturer s part number under Mfg Specl or its line number under Line and press lt Display gt The screen says it has posted one detail line You can make corrections as many times as you need to using the lt Save Order gt key The latest correction for a line item always supersedes any previous corrections Order Point Purchasing 4 95 Receiving 6 When you have corrected all the line items press lt End gt and return to Printing the Report Repeat this entire procedure for printing checking and correcting what you have received 4 96 Order Point Purchasing Receiving You can continue making corrections to the receipts you have posted until you finalize your r
100. he manual is an index to help you find information based on a topic What This Manual Does Not Contain This manual does not contain the procedures for electronically transmitting a purchase order to a wholesaler This information can be found in Talking Computers A Communications User s Guide or in Triad True Value User s Guide Conventions Used in This Manual 12 1030072 You will notice several style conventions in this manual that have been designed to make the information more accessible They are described below Convention Description Tasks Tasks you perform are presented in a two column format The left hand column contains the step or specific action you complete The right hand column presents additional explanation about the step such as messages and warnings It also contains additional information about that specific step in the procedure Using This Manual Conventions 1 3 Convention Keys Entries Messages Footer References Using This Manual 1 4 Conventions Description The keys you press to perform a function at the terminal appear with initial caps bold face within delimiters for example lt Enter gt Actual entries you type at the terminal keyboard are shown in bold face for example type IMU You may type your entries in either upper or lowercase letters unless you are at the Main Menu Then you must type your entries in all uppercase letters The messages and prompts
101. hip Via FOB Point Codes Backorder and Reference is all from the MVR record for this vendor If you want though you can type over any field that the cursor will move to This is the Special Instructions screen Any comments you type here will print on the Purchase Order They cannot be transmitted electronically though so if you ll be transmitting this purchase order to your vendor bisynchronously don t bother with any special instructions for the vendor Skip to Adding Line Item Detail Replenishment Ordering 3 11 Manually Creating a PO 2 Press lt Tab gt Type anything you want Press lt Enter gt at the end of each line to move to the next line 3 Press lt Change gt to add the special instructions to the purchase order Adding Line Item Detail 1 Press lt Home gt At Screen type D and press lt Enter gt Then press lt Tab gt 2 At Item Number type the SKU of the item you want to place on order 3 Press lt Tab gt At Stk QOO or at Pur QOO type the quantity of this item you want to order 3 12 Replenishment Ordering Manually Creating a PO This is the Detail screen On this screen you add line items to the Purchase Order You will fill in information such as SKU and order quantity for each line item you add to the Purchase Order If this item is a special order for a particular customer press lt Enter gt twice and type the customer s name at Mfg Spcl If this item does
102. ich file the Triad system is using to print price labels When aligning adjust the paper horizontally first There are two Form Align buttons on your printer one has an arrow pointing up and the other has an arrow pointing down These buttons move the labels up or down in the printer It takes seven clicks to move the paper up or down one line After the labels have printed make a mark on the printer where they ended That will make your next alignment easier 12 1030072 Resetting the Printer for Reports 1 As soon as the labels have finished printing change back to report paper or to the type of paper you ll use next 2 At any menu type MPS Press lt Enter gt 3 If necessary at Printer change the number to the printer you ll use next 4 At Form Used in Printer type the code for the type of paper you just installed in the printer If you installed report paper press lt Clear Field gt 5 Press lt Change gt 12 1030072 To do this e Type the number of the printer you wish to use next over what s already there e Press lt Display gt A list of the forms you can use in the printer appears on the right side of your screen Printing Price Labels A 5 A 6 Q Printing Price Labels Which File Should the Triad System Use to Print Price Labels Imagine that the Triad system keeps records for items in its file cabinet To determine what price should print on the price labels
103. icular store type its number at Items for Store Option Description 2 By vendor in order by PO number 3 By item number in order by due date 12 1030072 5 Move down to Vendor From and To and type the codes for the range of vendors you re interested in Then press lt Run gt 12 1030072 If you want to print items on order with only one vendor type that vendor s code at both From and To Order Point Purchasing What s On Order 4 75 Receiving Receiving Merchandise into Stock Electronic Receipt Posting 1 When merchandise arrives from a vendor compare the vendor s packing list to what actually arrived 2 Get a copy of the purchase order on which this merchandise was ordered 12 1030072 Receiving merchandise into stock is a very important procedure The accuracy of your receiving affects your inventory records your costs and prices and your vendor records Follow the procedure below very carefully Be sure you understand what you are doing and why If you have questions check with your Triad representative Certain vendors may be able to electroncially send invoice information to your Triad system over the telephone lines The Triad system uses the information to reconcile the invoice to the purchase order This replaces receipt posting using Function RP in the following procedure The greatest benefit of using electronic receipt posting is time savings you don t have to spend t
104. ified in MPS 3 At Copies type the number of copies you want and press lt Enter gt 4 At File to Use specify which file the Triad system should use to find prices 5 At Label to Use type the code for the label you are using and press lt Enter gt B 2 Printing Bin Shelf Labels Multistore users only You can print labels for one or all stores If the Store field entry is is Then this Then this prints labels for only the store specified labels for all stores store by store labels for all stores consolidated by item A list of the files the Triad system can use to print labels appears on the right side of the screen If you specified a file other than I the screen changes See Which File Should the Triad System Use to Print Price Labels page B 6 for more information Choose the code from the list that appears on the right side of the screen 12 1030072 6 At Test Rows type in the number of rows required for alignment then press lt Enter gt 7 At Number of Labels type the quantity of labels the Triad should print for each item and press lt Enter gt 8 At Price to Print specify which price should print on the labels if any 9 At Printing Seq specify in what order the labels should print 10 Type the range in the appropriate From and To fields Then press lt Run gt 11 As the test rows print align the labels in the printer 12 1030072
105. ilable options Option Description P Pickup Pattern If you code the Tally field in Function IMU Codes Screen for pattern SKUs then you can use this option to include the pattern number entered at POS on the generated purchase order The first line in the Description field from the POS Posting Screen will be added to the Mfg Spcl field in Function MPO Order Point Purchasing 4 45 What To Order 5 At P O type the purchase order number you want to assign to this special order and press lt Enter gt 6 At From To fields enter the special order numbers vendor codes or dates created to limit what special orders are processed 4 46 Order Point Purchasing What To Order Option Description A Create PO for Sp Orders Previously Processed by GPO If you changed a special order or accidentally deleted a purchase order you can use this option to regenerate purchase orders for all the details You must specify a purchase order number special order number and vendor when you use this option NOTE Check the fourth position of Special Order Codes in the POS Header Screen a G means that this special order has been processed through GPO Normally you would leave this field blank because the Triad system automatically assigns the purchase order number EXCEPTION If the purchase order e was generated from Report GPO and e was deleted and purged through Report RPP you must enter the deleted purchase order numb
106. ime manually posting the items you receive against the purchase order Before using electronic receipt posting you should thoroughly understand the manual procedure explained below so that you can understand which portions of the procedure the Triad system is doing electronically for you For complete procedures for using electronic receipt posting see Talking Computers A Communications User s Guide or Triad True Value User s Guide Verify that you received a full count of everything the vendor will invoice you for and that everything arrived in good condition If there are discrepancies for example you received a short shipment or some merchandise is damaged resolve the matter with the vendor or carrier You must receive merchandise against a particular purchase order If you don t have a copy of the purchase order you can print one Please see Printing a Purchase Order page 4 58 Order Point Purchasing 4 77 Receiving 3 Compare the purchase order to what actually arrived On the purchase order write down any differences 4 At any menu type RP and press lt Enter gt 5 At P O Number type the number of the purchase order on which these items were ordered Then press lt Display gt 4 78 Order Point Purchasing Receiving If no purchase order was ever created for this merchandise you should first get authorization to receive this merchandise Then you need to create a purchase order to receiv
107. ing Function MPO there are a few additional steps you ll take e Resequence the purchase order using Function POR If you re ordering by SKU number you ll resequence by SKU If you re ordering by manufacturer s part number you ll resequence first by SKU and then by manufacturer s part number e Print the purchase order once showing the order quantities consolidated for all stores you ll order from this copy e Print the purchase order a second time showing each individual store s order quantities This copy is just for your own information Yes When you create your purchase order using Report RSO type the number for the store for which you want to order in the Store field The Triad system will not consider any other stores Yes You can use Function IST Inter Store Transfer Please see your Transfers User s Manual If you use the Order Point system display the item on IMU Screen C At Discontinued type Y and press lt Change gt This item will no longer appear on any Suggested Order RSO reports You could still order it manually however 7 2 1089 H527 How do I set order points for Tally 2 items and how do I order them Can I use both Replenishment Ordering and the Order Point system Can I print a list of all backordered items How do I set order points for kit items and how do I order 7 2 1089 H5277 If you use Replenishment Ordering simply sell out your stock Then when none is being sold
108. ing Report GPO in your End of Day Queue 4 45 Generating Purchase Orders for Specific Special Orders 4 46 Understanding the Generated Purchase Order Report 4 48 Changing a Purchase Order 4 49 Changing Header Information 4 49 Changing Special Instructions 4 51 Changing Line Item Detail 4 51 Changing a Line Item 4 52 Deleting a Line Item 4 53 Adding a Line Item 4 54 Resequencing a Purchase Order Submitting the Purchase Order to the Vendor Printing a Purchase Order Transmitting a Purchase Order Electronically Finding Out What s On Order What s Currently On Order Has This SKU Been Ordered Looking in Function IMU Looking in Function MPO Printing a Report Showing What Purchase Orders an Item s On What s On This Purchase Order Looking up a Purchase Order In Function MPO Printing a Purchase Order in Report Format Printing a Purchase Order in Purchase Order Format What s On Order With This Vendor Looking it up in Function MPO Printing it out Using Report RPP Receiving Receiving Merchandise into Stock Electronic Receipt Posting A or E How to Receive Using Receiving Method A Using Receiving Method E 4 56 4 77 4 77 4 77 4 79 4 81 4 83 Receiving cont d Receiving Tally 2 Items or Items Not On the PO Distributing Freight or Other Charges Receiving Merchandise for Which There is No Purchase Order Creating the Purchase Order Receiving the Merchandise 4 85 4 86 4 88 4 88 4 89 Pr
109. ing a Checking Copy 3 14 Changing a Purchase Order 3 15 Changing Header Information 3 15 Changing Special Instructions 3 17 Changing Line Item Detail 3 17 Changing a Line Item 3 18 Deleting a Line Item 3 19 Adding a Line Item 3 20 Resequencing a Purchase Order Deleting a Purchase Order Submitting the Purchase Order to the Vendor Printing a Purchase Order Transmitting a Purchase Order Electronically Printing and Purging a Purchase Order Finding Out What s on Order Receiving Merchandise into Stock 3 22 3 23 3 25 3 27 3 28 3 30 3 31 Replenishment Ordering About Replenishment Ordering The Big Picture Replenishment Ordering is the simplest of the two Purchasing Receiving systems available on your Triad system In the Replenishment Ordering system you simply replenish your stock of items that have sold since your last order The Triad system keeps track of how many you have sold but not of how many you still have on hand The basic assumption is that you ll probably want to re order about as many as you have sold Here s how it works Function BTC Sell an item at POS Item s To Date field Send PO to vendor electronically Function ROF Print PO and submit to vendor in Function IMU Screen H is updated Report ROR Print Restocking Order Worksheet Walk your shelves to check quantity on hand Mark changes on workstheet Function MPO Edit first draf
110. inting and Checking the Receiving Report 4 92 Printing the Report Checking the Report Correcting Receiving Mistakes Finalizing Receipt of Your Merchandise 4 92 4 94 4 95 4 97 Cancelling and Purging a Purchase Order 4 100 Order Point Purchasing About Order Point Purchasing Two Big Pictures 12 1030072 Order Point Purchasing is the more sophisticated of the two Purchasing Receiving systems available on your Triad system In Order Point Purchasing the Triad system tracks the quantity sold of each item and how many you still have on hand As sales history accumulates and changes over time you can use the Triad system to calculate optimum stock levels The optimum stocking levels are based on demand lead time and cost When the time comes to order the Triad system compares each item s quantity on hand to its optimum stock level and recommends purchase quantities accordingly The procedure varies slightly depending on whether you know what vendor you will order from or whether you prefer to shop around for best prices before placing your order When you re buying lumber or other commodity items for example you may wish to shop around before deciding where to buy The diagrams on the next pages give a big picture of each procedure The large numbered arrows in the diagrams direct multisystem users to the Multisystem Detour chapter Single system users can ignore them Order Point Purchasing 4 1 Two Big Pictur
111. inting sequence 8 If you want to define your own printing sequence type 5 Then see the procedures in the Reports Manual If you are ordering from your primary vendor use Option V If you are ordering from the manufacturer use Option M Order Point Purchasing 4 21 What To Order If you are ordering from the secondary vendor and e you want to round up order quantities by the order multiple use Option V e you want to round up order quantites by the standard pack use Option M e you don t want to round up order quantities don t use Option VorM Please see the table below for complete details on each of these options Option Description A Use Average Cost The average cost of items prints on the suggested order instead of replacement cost or manufacturer s cost Don t use this option if you want the replacement cost or manufacturer s cost to print B Use Negative QOH in Order Calculation Some items may show a quantity on hand less than zero If QOH is less than zero it s usually because merchandise was placed on the floor and sold before it was properly received in the Triad system or because your last physical count was inaccurate Ordinarily the Triad system treats negative quantities on hand as though they were zero However if you want the Triad system to increase the suggested order by the negative quantity on hand use this option The effect is that the Triad system will suggest ordering more G D
112. items from the POS Posting Screen of a special order to a purchase order for appropriate vendors You have two options for changing special orders after generating purchase orders You can e delete and purge the purchase order change the special order and run Report GPO with Option A for that purchase order number special order number and vendor or e manually enter the changes on the special order and the purchase order Yes Check the Modify Purchase Order Constants Screen Function MPC and make sure the Assign PO Numbers Automatically field is Y Yes The clerk s initials are required in Function MPO and will be entered by you when you run Report GPO If you don t want to assign purchase order numbers automatically then you can manually enter the purchase order number in Report GPO 12 1030072 How are purchase orders generated when I run Report GPO Can I consolidate generated purchase orders for a vendor How can I tell whether a purchase order has been generated for a special order Can I generate purchase orders for orders 12 1030072 Here is an illustration of the way purchase orders are generated from special orders Special Order Purchase Order Item Vendor Vendor P Item 1 2 3 Purchase Order Special Order Vendor M ltem 2 Item Vendor Purchase Order Vendor P Item 1 3 Yes You can use Function BPO Combine Purchase Order to combine purchase orde
113. lternate Part Numbers You may add as many alternate part numbers as necessary for any SKU If there is a chance that another vendor uses this same number to refer to this item or to any other item press lt Enter gt twice and type the vendor whose number you want to delete under Vendor The SKU associated with this alternate part number and vendor displays If this was the only alternate part number associated with this SKU the Has Alt Part field changes back to N on this item s IMU screen C at the same time 7 2 1089 H5277 Printing Your Alternate Part Numbers or Manufacturer s Part Numbers 1 At any menu type RAP and press lt Enter gt 2 Use the table at the right to determine how to fill in the Options field Then press lt Enter gt 3 If you are interested in just a certain range of SKUs vendors or manufacturer s part numbers fill in the From and To fields 4 Press lt Run gt 7 2 1089 H5277 If you want to use another printer type its number at Printer Multi store users Check the Store field If you want to print part numbers for another store press lt Home gt and type the correct number Then press lt Enter gt If you want to print part numbers for all stores press lt Home gt and press lt Clear Field gt Option Description D Print double spaced J Don t print prepage M Print only manufacturers part numbers blank Print only alternate part numbers You can t get a
114. m all together Order Point Purchasing 4 29 What To Order e then it rounds the total order quantity to the nearest order multiple or standard pack e if necessary it then adjusts the individual store quantities to take up the slack of the order multiple or standard pack rounding Although the Triad system adds together the individual store quantities for purposes of consolidation it still keeps track of how many are on order at each individual store 2 At Printing Sequence type the You probably won t use sequences 2 or 3 number for the sequence you want to see these items listed If you want to define your own printing sequence type 5 Then in Then press lt Enter gt see the procedures in the Reports Manual 3 At Order Calc Options type If you are buying lumber or any other commodity whose price the codes to indicate what kind fluctuates you will probably wish to use Option A of calculations you want the Triad system to use Then press Please see the table below for complete details on each of these lt Enter gt options Option Description A Use Average Cost The average cost of items prints on the suggested order instead of replacement cost or manufacturer s cost Don t use this option if you want the replacement cost or manufacturer s cost to print B Use Negative QOH in Order Calculation Some items may show a quantity on hand less than zero If QOH is less than zero it s usually because merchandise was placed
115. matically update the stock and price information in your inventory records If Your Triad System is New 2 2 Introduction You ll probably begin with the Replenishment Ordering system Later you may move up to the Order Point system At that time the people at your store will spend some weeks entering the quantity on hand for each item into your inventory file During that transition period when quantity on hand information is on file for some but not all of your inventory records you must use a modified version of the Order Point system But if you are going directly onto the Order Point system the people at your store will spend several weeks as soon as the Triad system is installed entering the quantity on hand for each item into your inventory file So for a time some of your inventory records will have quantity on hand information and some won t Also since your Triad system is new you ll have no sales history for calculating optimum stocking levels During this loading period you must use a modified version of the Order Point system The audiotutorial titled Inventory Loading tells you how 7 2 1089 H527 H Questions You May Have What if I want to order a new item that I don t already stock How can I order an item that doesn t have an SKU number What if I try to create a PO when there s already another PO in file for that same vendor What s a future order 7 2 1089 H5277 First you ll assign the
116. n fields at the bottom right corner of the screen 9 Press lt Run gt 4 32 Order Point Purchasing What To Order store If it is it will be flagged with an asterisk you ll see how many are overstocked in each store The item still prints on the report though If you want more than one copy type the quantity you want at Copies Press lt Enter gt If you are ordering for only particular departments classes locations or SKU numbers fill in the appropriate From and To fields Contractor Package Users If there are any Tally 2 items in the range you are ordering be sure to exclude either the Tally 2 component SKUs or the Tally 2 header SKUs parent SKUs using the Ord Indicator field under Codes and Exclusion If you don t exclude either the headers or the components you might accidentally double order those items We recommend that you exclude the component SKUs To exclude Tally 2 component SKUs Codes Exclusion Ord Indicator C Y Or to exclude Tally 2 header SKUs Codes Exclusion Ord Indicator T Y Nothing is changed updated or created when you run this report You re simply printing a shopping list 12 1030072 10 Check the Suggested Order Report Decide which items you want to order and whom you want to order them from 11 When you have decided which items and quantities to order from which vendor s go on to Creating a Purchase Order Manually page 4 35 12 1030072 You may
117. n t have an SKU number but you do know the number the vendor uses to identify the item press lt Enter gt twice and type that number at Mfg Spcl If you don t know any number for it press lt Next Line gt and type a good description of it at Description The more accurate your description the easier it will be for the vendor to figure out what you want This description cannot be transmitted electronically however You can enter up to two decimal places The units of measure for this item aren t displayed so you may have to guess the correct quantity If you really have no idea just type any number You can correct it in a moment after the units of measure display 7 2 1089 H5277 4 Press lt Add gt 5 Press lt Clear gt Return to step 2 and repeat for each item you want to place on the order 7 2 1089 H5277 Now the item description unit cost extended price and units of measure display If the units of measure are not what you expected you can e type a new number in either of the QOO fields and press lt Clear Field gt e then press lt Clear Field gt in the other QOO field e then press lt Change gt If the screen says QUANTITY ON ORDER MUST BE A MULTIPLE OF x OR UNIT OF MEASURES THE SAME it means the order quantity you entered is not a multiple of this vendor s order multiple or standard pack This warning appears only if the purchasing unit of measure for this item is different from its stocking
118. ndor They could be on a purchase order to their secondary vendor or manufacturing vendor 12 1030072 Has This SKU Been Ordered Looking in Function IMU 1 At any menu type IMU and press lt Enter gt 2 At SKU type the SKU number of the item you want to look up and press lt Display gt 3 Check the Qty On Order field If there is a number that is the quantity on order If there is no number this item is not currently on order 12 1030072 You can find out whether an item has been ordered by looking on screen or by printing a report When looking on screen there are two places you could look e inthe item s inventory record using Function IMU e inthe Purchasing File using Function MPO If you want to know what vendor an item s on order with or what PO number it s on look in the Purchasing File not the item record Or you can print a report that shows what purchase order s the item s on Multistore users only Quantity on order is store specific information Check the Store field in the Store Specific part of the screen If you want to check the quantity on order in another store type that store s number at Store and press lt Display gt You might also wish to check the Future Order field If there is a number there this item is on a future order Future orders are not due in immediately Instead they are due in some time in the future How far in the future That s determined by you
119. new item an SKU number and add it to your inventory file You should also give it an Order Point of at least two Now you can create any kind of purchase order for this item If when you calculate Order Points using Report ROP you exclude items recently added to your inventory the Order Point you entered manually will stay with the item for awhile until the item has established its own sales history You can order such items manually Since you don t have a computer record of such items the Triad system can t suggest when to order them If you use Replenishment Ordering please see the tabbed section Replenishment Ordering Creating a Purchase Order Manually If you use Order Point purchasing please see the tabbed section Order Point Purchasing Creating a Purchase Order Manually or a Future Order You should describe the item on the manual purchase order well enough to identify the item to the vendor No problem You can have as many purchase orders in the Triad system as necessary for any given vendor You shouldn t leave obsolete purchase orders in the Triad system though because they waste space If you use the Order Point system you may occasionally wish to make special purchases of merchandise which will arrive sometime in the future say a month or more away You will create future orders for such purchases The merchandise on future orders will not arrive in time to fill your immediate stocking needs The T
120. nged any costs See Note 1 or prices on the items you received blank Did not change any costs or prices on the items you received D Do not want to update See Note 2 replacement cost with landed cost P Want to update the See Note 3 retail price on the PO based on the landed cost Notes 1 If you don t use the price matrix that is if you don t have Advanced Inventory don t use option M 12 1030072 7 At Subtotals indicate whether you want subtotals to print At Copies type over the 1 if you want more than one copy 8 At P O Number From type the number of the purchase order you re receiving against Press lt Enter gt and type the same number at P O Number To 9 Press lt Run gt 12 1030072 If you use your own variable pricing scheme don t use option G It will change your desired gross profit percent 2 The Use Landed Cost in Receiving field in Function MPC must be Y for this option to work 3 To use this option both of the following must be true e The Use Landed Cost in Receiving field in Function MPC is Y e The Updt Options field in Report RRP cannot include D This time the system will change the costs and prices in your Inventory File The receiving report prints At the same time the system fianlizes the quantity on hand and quantity on order figures for the items you received If you changed any costs or prices it updates the costs and prices for those items This is
121. not to leave the field blank Then press lt Enter gt 7 2 1089 H5277 9 When the screen asks you type your initials 10 Check your stock of each item on the worksheet Cross out items you don t want to order Change quantities to be ordered if necessary Write in any additional items and quantities you want to order 11 If you wrote no changes on your worksheet go to Submitting the Purchase Order to the Vendor page 3 25 If you wrote any changes or additions at all go to Changing A Purchase Order page 3 15 7 2 1089 H5277 There s room for only two initials If you have the same initials as someone else who also creates purchase orders the two of you should agree on who will use what initials The Triad system keeps track of who s creating purchase orders As the worksheet prints the Triad system is doing two other important things as well 1 Creating a Purchase Order for the items that print in the quantities that print 2 Resetting the To Date field in IMU screen H to zero for the items that print You should check your actual shelf stock for each item on this worksheet Be sure to check any stock room areas where additional stock may be stored Use the sales history information to find trends You should pay more attention to Units Wk or if seasonal to Units 12 mo than to Snce Ord because Snce Ord can be misleading Please see Reading Your Restocking Order Report below for a c
122. now how and or techniques related to the suggestions BUSINESS REPLY CARD FIRST CLASS PERMIT NO 1156 LIVERMORE CA POSTAGE WILL BE PAID BY ADDRESSEE TRIAD SYSTEMS CORPORATION 3055 Triad Drive Livermore CA 94550 9862 Attn Learning Products Development NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES
123. nt items for all stores press lt Clear Field gt 12 1030072 2 At Printing Seq type the code for the sequence you want to use and press lt Enter gt 3 At Options type the code for any options you want to use These options determine what prints on the purchase order Then press lt Enter gt 4 If you wish to print a copy for yourself as well as for your vendor type 2 at Copies and press lt Enter gt 12 1030072 If any of the items on the purchase order have an alternate part number you should use Option A This option prints each item s alternate part number if it has one otherwise it prints the item s SKU number You can t use Option I at the same time If you are ordering from a vendor whose SKU numbering scheme you adopted or if you want your SKU numbers to print for your own reference use Option I You can t use Option A at the same time If you are ordering from the manufacturer you might wish to print the manufacturer s part number use Option M You can t use Option V at the same time If you are ordering from a secondary vendor you might wish to print the vendor s stock number use Option V You can t use Option M at the same time If this vendor has a weight minimum you might wish to print extended weight use Option W If this vendor has a dollar minimum you might wish to print costs use Option Z Options J and T are the standard options that simply govern how the p
124. nt to print only those items that are on order for a particular store type its number at Items for Store If you are ordering from a vendor whose SKU numbering scheme you adopted or if you want your SKU numbers to print for your own reference use Option I If you are ordering from the manufacturer you might wish to print the manufacturer s part number use Option M You can t use Option V at the same time If you are ordering from a secondary vendor you might wish to print the vendor s stock number use Option V You can t use Option M at the same time If any of the items on the purchase order have an alternate part number you should use Option A If this vendor has a weight minimum you might wish to print extended weight use Option W If this vendor has a dollar minimum you might wish to print costs use Option Z If you don t want the line number and store number to print on the purchase order use Option L Options J and T are the standard options that simply govern how the page looks Multistore users only If this purchase order includes items from several stores and if you want to consolidate print the items together that are on order in more than one store use Option C Otherwise all the items and order quantities for the first store will print then all items and quantities for the next Order Point Purchasing 4 71 What s On Order 4 In the From and To fields at the bottom of the screen type
125. o display in turn all the purchase orders in your purchasing file press lt Next Item gt When the correct purchase order is displayed go to the next step Take a good look at the Total Cost You can t change the cost by typing over this field in fact the cursor won t go to it You can only change the cost of the purchase order by changing what s on the purchase order The Date Due is determined by the usual lead time for this vendor You could change it but that does not change the actual due dates for any of the items that are already on this Purchase Order It just affects any items you add to the Purchase Order If you want this order shipped to an address other than your store address type it at Special Ship To The information at Date Due Terms Ship Via FOB Point Codes Backorder and Reference is all from the MVR record for this vendor If you want though you can change any field that the cursor will move to You can fill in Total Freight and Other Charges if you want but you don t have to 7 2 1089 H5277 Changing Special Instructions 1 Press lt Home gt At Screen type I and press lt Enter gt 2 Press lt Tab gt Type anything you want Press lt Enter gt at the end of each line to move to the next line 3 Press lt Change gt to add the special instructions to the purchase order Changing Line Item Detail 1 Press lt Home gt type D and press lt Enter gt 7 2 1089 H527
126. of the purchase order Replenishment Ordering 3 31 Receiving Merchandise Order Point Purchasing About Order Point Purchasing Two Big Pictures 4 1 If You Know What Vendor You ll Order From 4 2 If You Don t Know Who You ll Order From 4 3 Order Points 4 4 Setting Order Points Classic Inventory 4 5 Deciding What the Order Point Should Be 4 5 Setting the Order Points 4 6 Calculating Order Points Advanced Inventory 4 6 ROP Screen 1 4 6 ROP Screen 2 4 10 ROP Screen 3 4 12 Reviewing the Order Point Report 4 13 The Art and Science of Weighting Sales Periods 4 14 Protecting Items from Order Point Calculation 4 15 Deciding What to Order and Creating a Purchase Order 4 17 What to Order 4 17 How Many to Order 4 17 Who You re Ordering From 4 18 Min Max vs Straight Order Point 4 18 New Order Quantity 4 19 Where to Go From Here 4 19 Deciding What to Order and Creating a Purchase Order cont d When You Know What Vendor You ll Order From 4 20 Adding Header Information 4 25 Checking the Suggested Order Report 4 26 Reading Your Suggested Order Report 4 27 When You Don t Know Who You ll Order From 4 29 Reading Your Suggested Order Report 4 34 Creating a Purchase Order Manually or a Future Order 4 35 Adding the Header Information 4 36 Adding Special Instructions 4 38 Adding Line Item Detail 4 38 Printing a Checking Copy 4 40 Generating Purchase Orders From Special Orders 4 43 Questions You May Have 4 43 Load
127. oints you want Display the item on IMU screen S type a new number at Order Point and press lt Change gt Order Point Purchasing 4 13 What To Order 4 14 CO The Art and Science of Weighting Sales Periods Order Point Purchasing What To Order The greater the weight you give any sales period the more it counts in determining your order points There s no right or wrong weighting scheme Let your experience be your guide in discovering what works best for you Suppose this is May and you are calculating order points for some seasonal items barbecues for example If your fiscal year has 12 periods so that period 13 represents May last year you might want to weight the periods like this e period 13 May last year at 20 e period 12 June last year at 40 e period 11 July last year at 20 e and the current period this May at 20 This would tell the Triad system to consider last summer s sales of these items and the trend so far this summer Suppose this is September and you are re calculating order points for those same seasonal barbecues You might want to weight the periods like this e period 13 September last year at 20 e period 12 October last year at 40 e period 11 November last year at 20 e and the current period this September at 20 This would tell the Triad system to consider last fall s sales of these items and the trend so far this fall Now suppose you believe your sales
128. om of the screen For the current quarter last quarter year to date and last year you ll see your purchases from this vendor in dollars that s the first number and in number of buys that s the second number These figures are updated during the receiving procedure when you run Report RRP with Option F The Discount History if any has to do with Accounts Payable Vendors 5 7 Checking Vendor Performance On the last line of the screen you see the figures that make up this vendor s fill percent The higher the fill percent of course the better this vendor is doing at filling your orders Contractor package users The fill percent for any vendor who supplies you Tally 2 items is not accurate That s because you order Tally 2 items by the header 10 000 bf of Douglas Fir 2x4s for example and receive them by the component 4 000 bf of 2x4x8s 4 000 bf of 2x4x10s etc Consequently it looks as though the vendors who ship you Tally 2 items aren t shipping what you ordered although that s not the case The dollar amount purchasing history figures are all correct however 4 To see other history records for other vendors press lt Next Item gt or lt Prev Item gt 5 8 Vendors 7 2 1089 H5277 Checking Vemdor Performance Deleting a Vendor 1 At any menu type MVR and press lt Enter gt 2 At Vendor Code type the code of the vendor you want to delete and press lt Display gt 3 Press lt Delete g
129. omplete explanation Be sure to check your shelves for empty spots too even if the item that belongs there didn t print on your worksheet If an item has not sold since your last order to this vendor it does not print on this worksheet but maybe it hasn t sold because you don t have any to sell You ll almost always need to make a few changes You might need to add a few items delete a few items or change some order quantities Replenishment Ordering 3 5 What to Order Q What items print on my ROR How does a positive number get into an item s To Date field What else happens when I print an ROR Are any other fields in the IMU record updated 3 6 Replenishment Ordering What to Order Reading Your Restocking Order Report First of all some questions you may have about your Restocking Order Report ROR An item prints on the ROR only if all of the following are true 1 You purchase it from the primary secondary or manufacturing vendor you specified on the ROR screen 2 It falls within the From and To range you specified on the ROR screen 3 There is a positive number in its To Date field on IMU Screen H 4 The number in the To Date field is as big or bigger than the number you entered at Order Level on the ROR screen Every time you sell this item at POS the To Date number is automatically increased by the quantity you sold If someone returns this item the To Date number is automatically decrea
130. on though the Triad system doesn t add the quantity on order to quantity on hand The effect is that the Triad system will suggest ordering more Use Primary Vendor Information Fields If you want the Triad system to use Order Multiple quantities and replacement cost use this option Don t use this option if you selected Printing Sequence 3 If you leave Selection Options blank then any item that meets the order criteria explained above will print on the report The available list of options displays There are several you may wish to use under some circumstances Options D J N and T are the standard options that just control how the report looks Don t use options F or W We recommend against using options E or U here Multistore users only You could use option I If you use this option the Triad system checks to see if each item is overstocked in another Order Point Purchasing 4 31 What To Order 6 If you are using Printing Sequence 5 ignore Subtotals If you are using any other printing sequence though type Y or N to indicate whether you want to see subtotals at the end of each group in the printing sequence you chose Then press lt Enter gt 7 Type the range of items you are interested in ordering at the From and To fields 8 If you want to include or exclude items with certain User Codes Popularity Codes Order Indicators Promotional codes or Seasonal Codes fill in the Codes and Exclusio
131. on of how to use the Codes and Exclusions fields Nothing prints yet Instead the second ROP screen appears Why Three Methods e For high cost items such as expensive appliances you may wish to keep just one or two on hand regardless of other factors Use Method 1 beginning with step 1 e If you re cutting back or expanding inventory in general you may wish to increase or decrease order points by a set percentage above or below your current order points Use Method 2 beginning with step 2 e For most items you should set order points according to how fast the item moves and how long it takes to get in a new order Use Method 3 beginning with step 3 If you would like to know exactly how the Triad system calculates order points based on each item s sales history please see Appendix D Order Point Calculation You can use Methods 1 and 3 at the same same Method 2 must be used by itself For example if you want to set the order point to 1 for all items that cost 100 or more instead of letting the Triad system calculate an order point based on sales figures you would type 100 in the first blank and 1 in the second blank 12 1030072 2 If you want to calculate order points based on sales history skip to step 3 If instead you simply want to increase or decrease order points to a certain percentage of your current order points type the percent in the blank at Method 2 Then press lt Run gt 3 How many w
132. on t use Comm Qty in Order Calculation Some items may be committed for future delivery on Orders or Special Orders Ordinarily the Triad system subtracts the committed quantity from quantity on hand If you use this option though the Triad system doesn t subtract your committed quantity from quantity on hand The effect is that the Triad system will suggest ordering less M Use Manufacturer Information Fields If you want the Triad system to use Standard Package quantities and manufacturer s cost use this option Don t use this option if you selected Printing Sequence 2 4 22 Order Point Purchasing 12 What To Order 1030072 4 Leave Selection Options blank and press lt Enter gt 5 At Other Options type F and any other options you want to use Then press lt Enter gt 12 1030072 Option Description Q Don t Use QOO in Order Calculation Some items may already be on order with this or another vendor Ordinarily the Triad system adds the quantity on order to quantity on hand If you use this option though the Triad system doesn t add the quantity on order to quantity on hand The effect is that the Triad system will suggest ordering more V Use Primary Vendor Information Fields If you want the Triad system to use Order Multiple quantities and replacement cost use this option Don t use this option if you selected Printing Sequence 3 If you leave Selection Options blank then any item that meets the order criteri
133. on the floor and sold before it was properly received in the Triad system or because your last physical count was inaccurate Ordinarily the Triad system treats negative quantities on hand as though they were zero However if you want the Triad system to increase the suggested order by the negative quantity on hand use this option The effect is that the Triad system will suggest ordering more 4 30 Order Point Purchasing 12 What To Order 1030072 4 Leave Selection Options blank and press lt Enter gt 5 Single store users You can leave Other Options blank Multistore users only Type I Then press lt Enter gt 12 1030072 Option Description Don t use Comm Qty in Order Calculation Some items may be committed for future delivery on Orders or Special Orders Ordinarily the Triad system subtracts the committed quantity from quantity on hand If you use this option though the Triad system doesn t subtract your committed quantity from quantity on hand The effect is that the Triad system will suggest ordering less Use Manufacturer Information Fields If you want the Triad system to use Standard Package quantities and manufacturer s cost use this option Don t use this option if you selected Printing Sequence 2 Don t Use QOO in Order Calculation Some items may already be on order with this or another vendor Ordinarily the Triad system adds the quantity on order to quantity on hand If you use this opti
134. on the purchase order arrived in the correct quantity and at the correct cost it would be quickest to post just the few exceptions So you would type A here and list on the lines below just the items that did not arrive exactly as ordered The Triad system will take note of the exceptions you post and will assume that everything else on the order was received exactly as ordered On the other hand if most of the items on the purchase order did not arrive it would be quickest to post just the few that did arrive So you would type E here and list on the lines below just the items that did arrive The Triad system will receive the exceptions you post and will assume that everything else on the order was not received at all If the numbers are about even or if you re not sure type A You will post the items that did not arrive exactly as ordered Order Point Purchasing 4 79 Receiving 7 Check the Backorder field If this vendor is backordering any items not shipped Backorder should say Y If the vendor is cancelling any items not shipped Backorder should say N 8 Use the table at the right to determine which step to continue with 4 80 Order Point Purchasing Receiving If you realize later on in this procedure that the other way of receiving will be simpler for the merchandise you have yet to receive you can change How Received Changing the How Received field doesn t affect the lines you have already posted but only
135. or for the kind of inventory items you ll be ordering if you re not sure please see Vendors section 5 The initiation screen displays for the Restocking Order Report ROR You could change the printer where this report will print by typing another number at Printer Multistore users only You can create Restocking Orders for only one store at a time Check the Store field If that s not the store you want to order for press lt Home gt and type the correct number Then press lt Enter gt Is the vendor you re ordering from the primary vendor secondary vendor or manufacturing vendor for the items you re ordering This is the code you use to identify this vendor You assigned it to the vendor in the Vendor Code field of Function MVR When you order from a Primary or Secondary vendor you ll usually order in multiples of the vendor s order package quantity You ve entered that quantity in each item s inventory record at Order Multiple When you order from the manufacturer you ll usually order in multiples of the manufacturer s standard package You ve entered that quantity in each item s inventory record too at Standard Pack Replenishment Ordering 3 3 What to Order 5 At Options type FS and press lt Enter gt 6 At Order Level leave the 1 and press lt Enter gt 7 If you are ordering for just certain locations SKUs departments or classes fill in the ranges that interest you in the From and To fields
136. order for e press lt Back Tab gt e type the correct store number e press lt Enter gt The header must be for a particular store not for all stores You can place line items for any store on the purchase order however regardless of which store number is on the header This is the code you use to identify this vendor You assigned it to the vendor in the Vendor Code field of Function MVR Type the date in MMDDYY format The cursor moves across the slashes by itself 12 1030072 5 Tab down to Buyers Initials and type your initials 6 Press lt Add gt 7 Type in any information you wish to add or change Then press lt Change gt 8 If you do not want to add any other special instructions or comments to this purchase order skip to Adding Line Item Detail page 4 38 If you do want to add other special instructions or comments continue here with Adding 12 1030072 There s room for only two initials If you have the same initials as someone else who also creates purchase orders the two of you should agree on who will use what initials The Triad system keeps track of who s creating purchase orders If you did not assign a number the Triad system assigns one All the default information for this vendor displays The table below explains the options available for the Order Type field Option Description B Blanket purchase order C Credit purchase order D Defective purchase order F Futu
137. orrect prices on the price labels Price Change File Imagine you ve used Function IPC or RPC to add new prices to the Price Change File These price changes won t take effect until next Wednesday so you haven t printed Report RPC Option F yet But you want to print price labels now before the new prices take effect The Triad system can find the new prices in the Price Change File to print on the price labels 12 1030072 Appendix B Printing Bin Shelf Setting Up the Printer for Labels 1 At the main menu type MPS and press lt Enter gt 2 At Printer Number type the number of the printer you want to use to print the labels and press lt Display gt 3 At Form Used In Printer type BINL and press lt Change gt 4 At the appropriate printer take out the report paper and put in the label forms 5 Change the printer to 8 lines per inch 12 1030072 Labels You should make sure no one else needs to use the printer while you are printing labels After you change Form Used in Printer to BINL no one can print reports on the printer When you finish printing the labels and change the Form Used in Printer back to blank other employees can use the printer again The message RECORD HAS BEEN CHANGED appears at the bottom of the screen Printing Bin Shelf Labels B 1 Printing the Labels 1 At the main menu type RBL and press lt Enter gt 2 At Printer type in the printer number you spec
138. ou want to see Order Point Purchasing 4 7 What To Order 4 At Minimum New OP type 1 2 or 3 Then press lt Enter gt 5 Type Y or N at Subtotals to indicate whether you want to see subtotals at the end of each group in the printing sequence you chose Then press lt Enter gt 6 If you don t use a Min Max system leave the A at Max Stk Level If any items are ona Min Max system you could type A B or C Then press lt Enter gt 4 8 Order Point Purchasing What To Order what you re protecting those items from If you decide to un protect an item you would have to change its ROP Protect field to N and then run this report again If you typed zero you might accidentally discontinue items just by failing ever to re order them again The Triad system won t let you type a number greater than 3 Ignore Subtotals if you are using Printing Sequence 5 When you designed your printing sequence you also specified what subtotals you want to see If you don t use Min Max ignore this field If you do use Min Max this field governs how the Maximum Stock Level field in Function IMU will be affected for items whose minimum Order Point changes Option Description Example A Adjust maximum level by Suppose an item s the same percentage as the order point is 10 and order point is changed its maximum stock level is 20 If the order point increases by 20 to 12 then the maximum stock level would also increase by 2
139. ou will fill in a screenful of information for each line item you add to the purchase order If this item is a special order for a particular customer press lt Enter gt twice and type the customer s name at Mfg Spcl If this item doesn t have an SKU number but you do know the number the vendor uses to identify the item press lt Enter gt twice and type that number at Mfg Spcl If you don t know any number for it press lt gt and type a good description of it at Description The more accurate your description the easier it will be for the vendor to figure out what you want This description cannot be transmitted electronically however 12 1030072 3 Press lt Tab gt At Stk QOO or at Pur QOO type the quantity of this item you want to order 4 Press lt Add gt 12 1030072 Multistore users only If this particular item is for a different store than is shown at Store press lt Home gt and then lt Enter gt At Store type the number of the store for which you re ordering this item If you are ordering the same item for more than one store and if you might want to consolidate the order quantities later when you print the purchase order try to order that item for one store after another without ordering any other items in between For example if you re ordering SKU 123 in Store 1 Store 2 and Store 3 add it in Store 1 Right away add it in Store 2 and then in Store 3 Don t go on to SKU 124 for
140. ould type EA over the BX at Pur U M and leave your order quantity 4 Then you would get 4 each Replenishment Ordering 3 21 Changing a PO Resequencing a Purchase Order 1 At any menu type POR and press lt Enter gt 2 At P O Number type the number of the purchase order you want to resequence and press lt Enter gt 3 At Sequence type S or M 4 Press lt Change gt 3 22 Replenishment Ordering Resequencing a PO You may find that the line items on your purchase orders are in a sequence that is not particularly easy to use If you want you can use this procedure to resequence the line items on any purchase order either by SKU number or by manufacturer s part number This procedure actually reassigns line numbers to the line items on the purchase order To resequence in order by Type SKU number S Manufacturer s part number M When the resequencing is complete the screen tells you so If you already printed a file copy of this purchase order you should now print another one because the line numbers associated with the various line items have changed Please see Printing a Purchase Order page 3 25 7 2 1089 H5277 Deleting a Purchase Order 1 At any menu type ROF and press lt Enter gt 2 Identify the purchase order you want to delete by typing its number at P O or by typing the vendor s code at Vendor 7 2 1089 H5277 Occasionally you may need to delete a purchase order that
141. p right along with it and you don t get left behind If you don t use Option C any item with an order point of zero or one is protected from change that is the ROP report won t change it no matter what its sales history warrants Exclude Expanded Promo Sales History You can use this option only if 1 you ve answered Y to the Count Promo Sales field and the Keep Promo History field in IMU for every item you ll be calculating order points for and 2 you don t want to count those promotion sales when calculating order points If you use this option the Triad system will count only your regular sales history not your promotion sales and will therefore calculate lower order points If you don t use this option the Triad system will count your promotion sales as part of your regular sales history and therefore will calculate higher order points Finalize Order Point Changes Updates your inventory records with the new order points Clear Maximum Stock Level Field The Maximum Stock Level field for each item within the range you ll specify below will be reset to zero Not recommended as part of this procedure Include Protected Order Points The Triad system will calculate and print order points for the items whose ROP Protect field in Function IMU says Y but it won t change those protected order points in the IMU record It simply lists them on the report with a pound sign so you can identify them Good idea if y
142. port RPO Print checking copy of purchase order 12 1030072 Occasionally you may wish to create a purchase order manually You would create a purchase order manually to e place an order after shopping around for a best price on commodity items such as lumber e prepare for a seasonal surge that you know is coming e take advantage of special buys or vendor promotions e fill your customers Special Order requirements e order brand new items from a brand new vendor e order items you don t ordinarily stock or that don t have SKU numbers Or you may wish to create a future order A future order is a special purchase of merchandise for delivery sometime in the future say a month or more away You place a future order to take advantage of a special buying opportunity Future orders are not intended to fill your immediate stocking needs Remember the Triad system does not count quantities on future orders as part of quantity on order That s so the merchandise you ve ordered for future delivery doesn t upset your Triad systems suggestions about what you need to order now Eventually of course the delivery date for those future orders draws near When the expected delivery date is within a certain number of days the Triad system considers the quantity on the future order as well as your current quantity on order Within how many days You made that decision when you set up your purchasing system using Function MPC It should be
143. r Point Purchasing Receiving The quantity on order in the inventory file is not affected for these items but later when you finalize receipt of this merchandise the quantity on hand will be updated accordingly Do you use landed cost Then continue with this procedure Yes Distributing Freight or Other Charges page 4 85 No Printing and Checking the Receiving Report page 4 91 Use Landed Cost in Receiving in Function MCT is answered Yi 12 1030072 3 At Total Freight or Other Charges type the amounts that should be distributed across the items you have received Then press lt Change gt 4 Go on to Printing and Checking the Receiving Report page 4 91 12 1030072 Order Point Purchasing Receiving 4 87 Receiving Merchandise for Which There is No Purchase Order Creating the Purchase Order 1 Compare the packing list to what actually arrived 2 At any menu type MPO and press lt Enter gt 4 88 Order Point Purchasing Receiving Occasionally someone may order merchandise verbally from a vendor and forget to create a purchase order in the Triad system You should make sure this doesn t happen often because if the Triad system doesn t know someone has ordered an item it may well suggest purchasing additional quantities and you will be overstocked If a vendor just shipped some additional items besides what you ordered on a purchase order please see instead Receiving Merchandis
144. r gt 2 At Printing Seq leave the 1 and press lt Enter gt 3 At Options type the code for any options you want to use and press lt Enter gt 12 1030072 When the screen says NO MORE DETAIL LINES FOR THIS PO and Line Number says 9999 you have reached the end of the purchase order You can press lt Prev Item gt to back up if you want Whenever you use this procedure all cancelled purchase orders will automatically be printed and purged from your purchasing file That s nothing to be alarmed about If you want change the number of the printer you want to use at Printer Multistore users only Check the PO s for Store field e Ifyou want to print purchase orders for all stores press lt Clear Field gt e Ifyou want to print purchase orders for a particular store type its number at PO s for Store Then check Items for Store e If you want to print all the items on a purchase order regardless of what store they re on order for press lt Clear Field gt e If you want to print only those items that are on order for a particular store type its number at Items for Store Order Point Purchasing 4 69 What s On Order 4 Leave P O Status blank and press lt Enter gt 5 Move down to P O Number From and type the number of the purchase order you re interested in Then press lt Enter gt 6 At P O Number To type the same number Then press lt Run gt Printing a Purchase Order in P
145. rchasing What s On Order You can find out what items are on a purchase order by e looking up the purchase order on screen in Function MPO e printing it out on paper If some items on a purchase order have been received they are no longer on the purchase order Only the backordered items remain There are two ways to print a purchase order If you have not yet received into stock any of the items on the purchase order you can print it in purchase order format please see Printing a Purchase Order in Purchase Order Format page 4 70 If you have received any of the items you can only use report format please see Printing a Purchase Order in Report Format page 4 69 If you re not sure of the number you can press lt Next Item gt to display them all in sequence by purchase order number Or press lt Enter gt and type an X in the parentheses preceding Vendor Then press lt Next Item gt to display them all in sequence by vendor number When the correct purchase order displays go on to step 3 Multistore users only You don t need to change the Store field The detail screen displays with information about the first line item on this purchase order 12 1030072 4 Press lt Next Item gt and continue pressing lt Next Item gt to view all the line items on this purchase order They display in sequence by line number Printing a Purchase Order in Report Format 1 At any menu type RPP and press lt Ente
146. re purchase order S Special purchase order blank Regular purchase order The Date Due is determined by the usual lead time for this vendor You could change it if you wish If you want this order shipped to an address other than your store address type it at Special Ship To The information at Date Due Terms Ship Via FOB Point Codes Backorder and Reference is all from the MVR record for this vendor If you want though you can change any field that the cursor will move to Order Point Purchasing 4 37 What To Order Special Instructions Adding Special Instructions 1 Press lt Home gt At Screen type I and press lt Enter gt 2 Press lt Tab gt Type anything you want Press lt Enter gt at the end of each line to move to the next line 3 Press lt Change gt Adding Line Item Detail 1 Press lt Home gt type D and press lt Enter gt Then press lt Tab gt 2 At Item Number type the SKU of the item you want to place on order 4 38 Order Point Purchasing What To Order This is the Special Instructions screen Any comments you type here will print on the purchase order They cannot be transmitted electronically though so if you ll be transmitting this purchase order to your vendor bisynchronously you could use this space instead for special instructions to the person who will receive the order This is the Detail screen On this screen you add line items to the purchase order Y
147. rer s standard package During the inventory loading process you entered that quantity in each item s inventory record too at Standard Pack In the example above if the standard pack is 8 the Triad system will suggest you buy 8 When you order from the secondary vendor you must indicate which vendor s order package quantity you want to use e If you use the Primary Vendor print sequence sequence 2 or Order Calculation Option V the Triad system suggests that you order in multiples of the order multiple e If you use the Manufacturer print sequence sequence 3 or Order Calculation Option M the Triad system suggests that you order in multiples of the standard pack e Ifyou do not use print sequence 2 or 3 and do not use Order Calculation Option V or M the Triad system does not round up any order quantities If there is a number in an item s Maximum Stock Level field the item is on a Min Max ordering system When your quantity on hand falls below the order point the Triad system suggests you order enough to put you back up to the maximum stock level rounded up to the next appropriate order package quantity If there is no number at Maximum Stock Level this item is on a straight order point system When your quantity on hand falls below the order point the Triad system suggests you order enough to put you back up to the order point rounded up to the next appropriate order package quantity 12 1030072 New Order Quan
148. riad system recognizes this and does not count the quantities expected on future orders until the future order is imminent For a more detailed explanation please see Setting Up or Changing Your Purchasing System page 2 7 To create a future order please see Creating a Purchase Order Manually or a Future Order Introduction 2 3 Questions You May Have We have a multistore system Can I consolidate ordering for all stores We have a multistore system Can I order individually for each store Can I transfer inventory from one store to another How do I discontinue an item and make sure the Triad system doesn t order it again 2 4 Introduction Questions You May Have If you use Replenishment Ordering there is no need to distinguish between immediate orders and orders that are expected in the future Yes When you create your purchase order using Report RSO you can set the Store field to C for consolidated For any item stocked in more than one store the Triad system will automatically e calculate the individual order quantity for each store e find the total of the individual order quantities for all stores e round the total order quantity by Order Multiple or Standard Pack e adjust the individual store quantities if necessary to take up the slack of the Order Multiple or Standard Pack After the Triad system has determined the correct quantities and after you have made any manual changes you want us
149. rs for a vendor On the POS Header Screen there is a field called Special Order Codes These codes are user defined The system will enter a G in the fourth position meaning this special order has had purchase orders generated You could also print Report RPP Purchasing Master File Print You need to run this report with Option G entering the specific special order number in the new Special Order From and To fields on the report initiation screen No Report GPO is designed specifically for special orders because these items are not normally stocked in your inventory When you enter orders you are ordering items you normally stock in inventory Order Point Purchasing 4 43 What To Order Loading Report GPO in your End of Day Queue 1 Add Report GPO to your end of day queue 2 Run end of day and shutdown as usual 4 44 Order Point Purchasing What To Order You can incorporate Report GPO into your daily procedures to make sure that you always generate purchase orders for all special orders in the system NOTE Ifthe Assign PO Numbers Automatically field is N No in Function MPC then you cannot add Report GPO to your end of day queue If you don t know how to load a report into your queue please see the Guide to Your Triad System for more information Here s what needs to be filled in on the report initiation screen e At Clerk Initials enter your initials e At Date Created enter 999999 to tell the system
150. rs only If you created this purchase order for a store other than the one shown at Store press lt Home gt type the correct number at Store and press lt Enter gt If any of the items on the purchase order have an alternate part number use Option A to print the alternate part number If this purchase order is to a secondary vendor use Option V If this purchase order is to the manufacturing vendor or if you entered anything in the Mfg Spcl field use Option M to print the manufacturer s part number You can t use Options M and V together You can t use Options A and I together Any other combination is fine Don t use Option F You re not ready to finalize and delete this purchase order yet Are corrections needed Then go to Yes Changing a Purchase Order page 3 15 No Submitting the Purchase Order to the Vendor page 3 25 7 2 1089 H5277 Changing a Purchase Order Function MPO Screen H Change header information Function MPO Screen Change special instructions optional Function MPO Screen D Change line item detail information Changing Header Information 1 At any menu type MPO and press lt Enter gt 2 At P O Number type the number of the purchase order you want to change and press lt Display gt 7 2 1089 H5277 Once you have created a purchase order whether manually through Function MPO or automatically through Report ROR you can change it as necessary You c
151. s Guide The big picture though is the same for everyone Function RSO Function MPO Create final PO Function BTC Select PO for transmission Triad system transmits the PO to your vendor Vendor s system transmits price changes and or promotion prices optional 12 1030072 Triad system prints the Transmission Report Report RPC Add price changes to the Inventory File optional Report RUP Add promotion prices to the Inventory File optional Order Point Purchasing 4 61 What s On Order Finding Out What s On Order You may need to know e what s currently on order e whether a particular item has been ordered e what s on a particular purchase order e what s on order with a particular vendor This section tells you how to find out What s Currently This procedure prints a complete list of everything that s On Order currently on order or on a future order Even items with a negative quantity on order print on the list There are a few things this list won t tell you You won t be able to tell e what purchase order the items are on e what vendor they re on order with e the total dollar amount of the items on order If you need to know this information please see instead Printing a Report Showing What Purchase Order an Item s On page 4 67 1 At any menu type RIS and If you want to use a different printer type its number at Printer press lt Enter gt Multistore users only
152. s sales history in this order point calculation then under Wk at Period 13 type the total number of weeks in this month If your fiscal year has 13 periods then this period last year is not shown on this screen For example if you want sales figures over the last four months to be weighted all equally under Weight you would type 25 at Current Per at Period 2 at Period 3 and at Period 4 The weights don t have to add up to 100 Their sum can be more or less than 100 Assigning weights is an art and a science where your experience and expertise are of great importance Please see The Art and Science of Weighting Sales Periods on page 4 14 for a complete explanation Finally your Order Point Report prints At the same time order points are being recalculated according to the guidelines you entered 12 1030072 Reviewing the Order Point Report 1 Look at the Order Point Report Share it with department heads or other store managers or buyers if necessary 2 When you have confidence in your order points you are ready to order Please go on to Deciding What to Order and Creating a Purchase Order page 4 17 12 1030072 If you want to change any of these new order points you could do this procedure again for the same range of items using different options weeks of supply or weights You can do this as many times as you want You re never stuck with any order points change any individual order p
153. se order Replenishment Ordering 3 19 Changing a PO 9 Press lt Delete gt twice Then go back to step 2 Adding a Line Item steps 10 12 10 Press lt Clear gt At Item Number type the SKU of the item you want to place on order 11 Press lt Tab gt At Stk QOO or at Pur QOO type the quantity of this item you want to order 12 Press lt Add gt Then go back to step 2 3 20 Replenishment Ordering Changing a PO But if you created this purchase order through Report ROR the line items are not necessarily numbered in the order they printed on your ROR worksheet If this item is a special order for a particular customer press lt Enter gt twice and type the customer s name at Mfg Spcl If this item doesn t have an SKU number but you do know the number the vendor uses to identify the item press lt Enter gt twice and type that number at Mfg Spcl If you don t know any number for it press NEXT LINE and type a good description of it at Description The more accurate your description the easier it will be for the vendor to figure out what you want This description cannot be transmitted electronically however The units of measure for this item aren t displayed so you may have to guess the correct quantity If you really have no idea just type any number You can correct it in a moment after the units of measure display Now the item description unit cost extended price and units of mea
154. sed So the Triad system tracks each item s sales activity in the To Date field Two things happen to every item that prints on the ROR 1 Itis placed on a Purchase Order in your Purchasing File The number of the Purchase Order prints at the bottom of your ROR at P O NUMBER 2 The To Date field on IMU Screen H is reset to zero Even if you decide not to order an item now and delete it from your Purchase Order its To Date field remains at zero So the To Date field does not tell you how many of this item you have sold since you last purchased this item Instead it tells you how many you have sold of this item since the last time it printed on an ROR worksheet No When you use the Replenishment Ordering system the Triad system does not update On Order New Order Quantity or any other fields in the IMU record 7 2 1089 H5277 What quantity of each item does the Triad system put on the Purchase Order 7 2 1089 H5277 You can see the quantity on the worksheet under Ord Qty How does the Triad system arrive at this quantity First the Triad system checks the quantity in the To Date field On the ROR worksheet the To Date figure is called Snce Ord Then the Triad system checks what you put in the Order Package field in step 4 above If you typed 1 to indicate that the Triad system should ignore the vendor s order package standards then the Triad system simply orders the To Date or Snce Ord quantity But if you left the O
155. sometime in the future say a month or more away You will create future orders for such purchases Future orders are especially useful for your market purchases Remember if you use the Order Point purchasing system the Triad system suggests new order quantities based on quantity on order plus quantity on hand But the Triad system does not count quantities on future orders as part of quantity on order That s so the merchandise you ve ordered for future delivery doesn t upset your Triad system s suggestions about what you need to order now Eventually of course the delivery date for those future orders draws near When the expected delivery date is within the number of days you enter here the Triad system begins adding the quantity on the future order to the quantity that s currently on order How many days should you type at Days Before Future PO Quantity Becomes Current It should probably be about 14 to 21 days depending on how quickly your usual vendors deliver 7 2 1089 H527 7 At Use Landed Cost in Receiving enter one of the option codes shown in the table to the right 8 Press lt Change gt 7 2 1089 H5277 For example if you type 14 here the Triad system considers orders due within the next 14 days as current and counts them as part of quantity on order The available options are described in the following table Option Description N Do not use landed cost W Calculate landed cost base
156. ss lt Enter gt 12 1030072 2 At Printing Sequence type the number for the sequence you want to see these items listed in Then press lt Enter gt 3 At Order Calc Options type the codes to indicate what kind of calculations you want the Triad system to use Then press lt Enter gt 12 1030072 If you want to consolidate your order for all stores e press lt Home gt e type C over the number at Store e press lt Enter gt In consolidated orders the Triad system automatically e calculates an order quantity for each store and adds them all together e then it rounds the total order quantity to the nearest order multiple or standard pack e if necessary it then adjusts the individual store quantities to take up the slack of the order multiple or standard pack rounding Although the Triad system adds together the individual store quantities for purposes of consolidation it still keeps track of how many are on order at each individual store If you are ordering from a vendor whose SKU numbering scheme you adopted use printing sequence 7 If you are ordering from the secondary vendor and you want to round up order quantities by the order multiple use printing sequence 2 you want to round up order quantites by the standard pack use printing sequence 3 you don t want to round up order quantities use any other printing sequence not sequence 2 or 3 If you are ordering from the manufacturer use pr
157. sure display If the units of measure are not what you expected you can e type anew number in either of the QOO fields and press lt Clear Field gt e then press lt Clear Field gt in the other QOO field e then press lt Change gt If the screen says QUANTITY ON ORDER MUST BE A MULTIPLE OF x OR UNIT OF MEASURES THE SAME it means the order quantity you entered is not a multiple of this vendor s order multiple or standard pack This warning appears only if the purchasing 7 2 1089 H5277 13 When you have made all the necessary changes to this purchase order you are ready to submit it to your vendor Please go on to Submitting the Purchase Order to the Vendor page 3 25 7 2 1089 H5277 unit of measure for this item is different from its stocking unit of measure You should e type a quantity that is a multiple of the number in the screen message then press lt Add gt e if you want to ignore the vendor s order multiple standard pack requirements type over one of the units of measure to make them both the same then press lt Add gt For example suppose the stocking unit of measure is EA and the purchasing unit of measure is BX Suppose you want to buy 4 each even though the vendor s order multiple is 8 each which is a whole box The screen will say QUANTITY ON ORDER MUST BE A MULTIPLE OF 8 OR UNIT OF MEASURES THE SAME So you could change Stk QOO to 8 but then you would get 8 when you only want 4 Or you c
158. t twice 7 2 1089 H5277 If a vendor goes out of business or if you stop buying from a vendor you ll want to delete the vendor from your files Before you delete a vendor you should e Make sure any invoices you owe the vendor have been paid you won t be able to use Triad system Accounts Payable to issue a check to this vendor after you delete this vendor Check with the person who handles your Accounts Payable e Make sure you have changed the inventory record for each item you used to buy from this vendor to show who your new source is Please see the Inventory Item Information Manual Then go on to this procedure Multistore users only Check the Store field If you want to delete this vendor in a different store type its number at Store If you want to delete this vendor in all stores you ll have to do it one store at a time You can t leave the Store field blank to delete the vendor in all stores at once This vendor is deleted from this store You will not be able to display it again or pay any invoices to this vendor using Triad system Accounts Payable Vendors 5 9 Deleting a Vendor SKU Numbers Alternate Part Numbers Manufacturer s Part Numbers Vendor Stock Numbers You identify each item in your inventory by an SKU number or item number That number may be the same as the number your primary vendor uses to identify that item And it may be the same as the number your secondary vendor uses to identify t
159. t Enter gt 2 At Printing Seq type 3 and press lt Enter gt 3 At Options type the code for any options you want to use and press lt Enter gt 4 Leave P O Status blank and press lt Enter gt 5 Move down to Item Number at the bottom of the screen and type the SKU number of the item you re interested in Then press lt Run gt 12 1030072 Whenever you use this procedure all cancelled purchase orders will automatically be printed and purged from your purchasing file That s nothing to be alarmed about If you want to use a different printer type its number at Printer Multistore users only Check the PO s for Store field If you want to see the item on purchase orders for another store press lt Home gt and type the correct store number If you want to see the item on purchase orders for all stores press lt Clear Field gt Then check the Items for Store field If you want to print only the items that are on order for a particular store type that store s number If you want to print items for all stores press lt Clear Field gt Order Point Purchasing 4 67 What s On Order What s On This Purchase Order Looking up a Purchase Order In Function MPO 1 At any menu type MPO and press lt Enter gt 2 At P O Number type the number of the purchase order you re interested in and press lt Display gt 3 Press lt Home gt type D and press lt Display gt 4 68 Order Point Pu
160. t PO created by Report ROR 12 1030072 Report RLA Print price labels optional Report RBL Print bin shelf labels optional Report ROF Print final copy of PO and purge from file Replenishment Ordering The Big Picture 3 1 Deciding What to Order and Creating a Purchase Order 3 2 Replenishment Ordering What to Order There are a couple of ways to decide what to order And depending on how you choose what to order there are a couple of ways to create your purchase order in the Triad system Most of the time you ll create purchase orders based on sales see page 3 3 With this method the Triad system suggests what to order When you are ready to order from a particular vendor you ll print a Restocking Order Worksheet Report ROR using Option F This report e prints a worksheet listing the items from this vendor that have sold since your last order and how many e creates a first draft purchase order in the Triad system s purchasing file Each item that printed on the worksheet is also on the purchase order e resets to zero the To Date field in Function IMU for each item on the worksheet Occasionally you ll want to create a purchase order manually see page 3 9 With this method you tell the Triad system what you want to order You d do this if you ve made a decision about what to order independent of your sales history You might want to e take advantage of special buys or vendor
161. t Run gt 3 24 Replenishment Ordering Deleting a PO You don t need to use any other options As the purchase order prints it is deleted from your Triad system at the same time There is no further record of it If this purchase order was created using Report ROR and if you want to create another purchase order for these items you ll have to do it manually You can t start over again using Report ROR because the To Date fields for these items were re set to zero the first time you ran Report ROR to create this purchase order Please see Creating a Purchase Order Manually page 3 9 Refer to this printed copy of the deleted purchase order when you re create your new purchase order from scratch 7 2 1089 H5277 Submitting the Purchase Order to the Vendor Printing a Purchase Order 1 At any menu type ROF and press lt Enter gt 2 Identify the purchase order you want to print by typing its number at P O or by typing the vendor s code at Vendor 3 At Options type any options you want to use except F Then press lt Run gt 12 1030072 You place your order with some vendors by telephone you just call them up and tell them what you want Other vendors send by a sales representative to get your order In those two cases you would probably want to print out a copy of the purchase order to work from The procedure for doing this is under Printing a Purchase Order this page And some other vendors ma
162. t as many as you have sold The Triad system does not keep track of how many you still have on hand You can create the purchase order in the Triad system and you may be able to transmit the purchase order to your vendor s computer via telephone lines You can print a copy of the purchase order for your files When the merchandise arrives you can check the shipment against your printed copy of the purchase order You do not track the quantity received in the Triad system How the Order Point System Works Deciding What to Order 7 2 1089 H5277 The Triad system tracks not only the sales history of each item but also how many you still have on hand As sales history accumulates and evolves over time you can use the Triad system to calculate optimum stocking levels for all items based on demand lead time and cost Introduction 2 1 How Replenishment Ordering Works Ordering It Receiving It The Triad system recommends purchase quantities based on those stocking levels and on the quantities you have on hand It also takes into account whether you are ordering from a distributor warehouse or manufacturer and any special restrictions a vendor may impose You can create and store the purchase order in the Triad system and you may be able to transmit the purchase order to your vendor s computer via telephone lines When the merchandise arrives you receive it against the purchase order stored in the Triad system and auto
163. tem displays but it may be on a different purchase order than the one you want to work on Check the P O Number field at the top of the screen Is this the correct purchase order If not keep pressing lt Next Item gt until the item displays on the correct purchase order If you know what the item s line number is you could also display the item by typing its line number at Line Number pressing lt Clear Field gt and then pressing lt Display gt If you created this purchase order manually the line items are numbered in the order you added them to the purchase order But if you created this purchase order through Report RSO the line items are not necessarily numbered in the order they printed on your Suggested Order Report To change the quantity on order 1 Tab down to one of the QOO fields Stk QOO is the quantity on order in stocking units of measure Pur QOO is the quantity on order in purchasing units of measure The actual units of measure display at the far right 2 Type the new quantity in either of the QOO fields Press lt Clear Field gt 3 Move the cursor to the other QOO field and press lt Clear Field gt again 4 Then press lt Change gt 12 1030072 6 Go back to step 2 Deleting a Line Item steps 7 9 7 In the parentheses preceding Item Number type X and press lt Enter gt 8 At Item Number type the SKU number of the item you want to cancel and press lt Next Item gt
164. the purchase order and the items that remain unreceived on it The screen tells you the purchase order has been cancelled If it was previously status F or P P O Status changes to X which means cancelled It s still in the purchasing file though and you can still display it It remains in the purchasing file until the next time you print Report RPP no matter what ranges or options you use If you do not use Report RPP frequently say at least weekly in the regular course of your receiving operations you should go on to step 4 now The Quantity on Order field for each item on this purchase order has now been updated to reflect the fact that this order has been cancelled No matter what Options or P O Status you use Report RPP automatically prints and purges all purchase orders that were cancelled since the last time you ran Report RPP Status X saves paper by printing only the purchase orders you have cancelled You don t need to keep this report Check it to make sure you cancelled only what you intended to cancel Then you can throw it away Order Point Purchasing 4 101 Cancelling Purging a Purchase Order Vendors Primary Vendors Secondary Vendors Manufacturing Vendors Designating Vendor Type Adding a New Vendor Printing a List of Your Vendors Checking on Your Vendors Performance Method A Method B Deleting a Vendor SKU Numbers Alternate Part Numbers Manufacturer s Part 5 1 5 2 5 5 5 9
165. the Triad system can use the Inventory File the Purchasing Receiving File or the Price Change File You need to decide which file folder the Triad system should use Inventory File Imagine you just purchased the Triad system You ve loaded all the items in your first department You want to print the price labels before you begin Point of Sale The Triad system would use the Inventory File to find the correct prices for all the items in the department you just loaded Another time the Triad system should use the Inventory File is when some price labels already on items are damaged and you want to print new labels Or imagine that you want to print labels for the items you just put on promotion The Triad system would use the Inventory File to find the correct prices to print on the price labels Purchasing Receiving File Imagine you created a purchase order for some seasonal items You want to print price labels for these items The Triad system has a copy of the PO in its Purchasing Receiving File So it can find the PO in the Purchasing Receiving File and print the labels required for the items on that PO Imagine you just changed prices when you posted items in Function RP You want to print price labels before you finalize receipts print Report RRP Option F The price changes are now filed in the Purchasing Receiving File So the Triad system can find the most current prices in the Purchasing Receiving File and print the c
166. the Triad system will not suggest ordering any Since it is not selling the Triad system does not suggest re ordering it Again you could still order it manually if you wish You set order points for your Tally 2 items the same way you set them for all your other items just run Report ROP The procedure is called Calculating Order Points in the tabbed section Order Point Purchasing There is no need to exclude the Tally 2 header SKUs or the Tally 2 component SKUs They can all have their own order points based upon their own sales history When you come to actually ordering though it s a different story We suggest you exclude Tally 2 component SKUs from your purchase orders and include just the Tally 2 header SKUs Here s why when you order commodity items such as lumber you probably don t know exactly what quantities of what lengths will be shipped to you You just order your 10 000 board feet of Douglas Fir 2x4s for example If you look in the Qty on Order field for the header SKU you ll see the quantity you ve ordered There will be no quantities on order for the component SKUs because you didn t order by component Later when your shipment arrives you ll know exactly what quantities of what lengths you are receiving During the receiving process you can receive against your Tally 2 component SKUs even though you ordered under the Tally 2 header SKU When you finalize your receipts the Qty on Hand will be updated for e
167. the end of the receiving cycle If Backorder is N for this purchase order it is now automatically purged from your Purchasing File along with any items on it that your vendor did not ship and did not backorder If Backorder is Y for this purchase order it is still stored in your Purchasing File and you can receive against it again when the backordered merchandise arrives from your vendor If you want to print a list of what s still backordered on this purchase order please see What s On This Purchase Order page 4 68 Order Point Purchasing 4 99 Receiving Cancelling and Purging a Purchase Order 1 At any menu type MPO and press lt Enter gt 4 100 Order Point Purchasing Cancelling Purging a Purchase Order Ordinarily purchase orders don t need to be cancelled or purged In most cases your vendor ships you at least some of the merchandise you ordered If the vendor shipped everything on your purchase order the purchase order is automatically purged from your purchasing file as soon as you have finalized receipt of the merchandise If the vendor shipped only part of your order the Triad system checks the Backorder field in Function MPO to see whether the remaining items are backordered If Backorder is N the purchase order is automatically purged as soon as you have finalized receipt of the merchandise that did arrive But if Backorder is Y the Triad system keeps the purchase order on file until you have rec
168. the lines you post subsequently You should understand that the How Received field never affects the items you display and post on this screen the items you display and post are always received exactly as you post them The How Received field tells the Triad system what to assume about all the line items you don t display If A the Triad system assumes you received them just as ordered If E the Triad system assumes you did not receive them at all Multistore users only If you are receiving for one store at a time you can set the How Received field differently for each store if you want If Backorder says N the Triad system will simply cancel any items you don t receive on this purchase order If Backorder says Y this purchase order will be kept in your purchasing file and you will be able to receive against it again later What if the Backorder field is wrong You can t change it on this screen If you need to change it display the Header screen for this purchase order in Function MPO Type Y or N in the Backorder field on the MPO screen Press lt Change gt Then come back to this point in this procedure If How Received is Continue with A Using Receiving Method A E Using Receiving Method E 12 1030072 Using Receiving Method A 1 For any item that did not arrive at the price or in the quantity ordered type its SKU under Item Number Repeat for the first five items that did not arrive exactly as ordered Then
169. the number this vendor uses to identify you 5 2 Vendors Adding a Vendor Many of the fields on this screen are optional or have to do with Accounts Payable rather than purchasing This procedure just tells you how to set up vendors so you can place purchase orders with them If you are interested in setting up a vendor record for Accounts Payable purposes please see the Accounts Payable manual Multistore users only Check the Store field If you want to add this vendor in a different store type its number at Store If you want to add this vendor in all stores press lt Clear Field gt at Store You can use letters or numbers or a combination There s room for up to five characters but it will save keystrokes if you keep vendor codes down to three or four digits If you don t have too many vendors it s probably simplest to use letter codes to identify them For example Black amp Decker may be coded as BD The Triad system won t let you assign the same code to more than one vendor This information will print on the purchase orders you create for this vendor as well as on checks issued by the Triad system Accounts Payable program If you don t know or if this vendor hasn t assigned you a number you can leave this blank If you do fill in a number here it will print on the purchase orders you create for this vendor 7 2 1089 H5277 5 At Lead Time type the number of days it takes for this vendor s shipments to
170. ther printer type its number at Printer Multistore users only Fill in the PO s for Store and Items for Store fields exactly as you did when you ran the receiving report in Printing and Checking the Receiving Report page 4 91 Here s what we told you then Check PO s for Store e If the purchase order you received against was created for a particular store press lt Home gt and type the number of that store e If you don t know which store the purchase order was created for press lt Clear Field gt at PO s for Store e If the purchase order was consolidated press lt Clear Field gt at PO s for Store Order Point Purchasing 4 97 Receiving 3 At Printing Seq type the number for the printing sequence you want to use Press lt Enter gt 4 At Print Options type any options you want Then press lt Enter gt 5 At Updt Options type F Then press lt Enter gt 6 Use the table at the right to determine how to fill in the Updt Prices field Then press lt Enter gt 4 98 Order Point Purchasing Receiving Then check Items for Store e If you received items for just one store type its number at Items for Store e If you received items for all stores press lt Clear Field gt at Items for Store See the Reports Manual for information about specific print options See the Reports Manual for information about specific update options Enter this at Updt Prices If you Comments CGMR Cha
171. tistore users only You can change store specific information in only one store at a time Order point and order point protection are store specific e Press lt Home gt then lt Enter gt e At Chg Type type S Multistore users only If the number of the store where you want to protect this item is not displayed at STORE in the store specific area of the screen type the store number over the number already there and press lt Display gt When your quantity on hand falls below this number the Triad system will suggest you re order Order Point Purchasing 4 15 What To Order 6 Move the cursor to ROP Protect Ordinarily the Triad system recalculates order points when you Type Y Press lt Change gt run the Order Point Report ROP during the procedure Order Points page 4 4 But now the Triad system will not recalculate the order point for this item The order point for this item is protected from the Order Point Report s calculations until you change the ROP Protect field to N again 4 16 Order Point Purchasing 12 What To Order 1030072 Deciding What to Order and Creating a Purchase Order What to Order How Many to Order 12 1030072 For each item in the range you indicate your Triad system adds up your current quantity on hand quantity on order and any part of the Future Order quantity that s due in shortly Then it subtracts Committed Quantity and Customer Backorder quantity If the sum of all thes
172. tity Where to Go From Here 12 1030072 There s no problem with mixing these some of your items may be on Min Max and some may be on straight order point The Triad system can handle them both at once If there is a number in an item s New Order Quantity field the Triad system just suggests you order that quantity rounded up if necessary to the next appropriate order package quantity There could be a number at New Order Quantity if you typed a number there or if you ran Report RSO with Option E Clearly your order points play an essential part in determining the items and quantities you will order To make sure the order points you re using are as accurate and current as possible you should recalculate them frequently perhaps even weekly Please see Order Points page 4 4 When you have confidence in your order points you re ready to order If you know which vendor you want to order from please see When You Know What Vendor You ll Order From page 4 20 If you want to shop around before you decide who to buy from you re buying lumber for example you need a shopping list to work from Please see When You Don t Know Who You ll Order From on page 4 29 Order Point Purchasing 4 19 What To Order When You Know What Vendor You ll Order From 1 At any menu type RSO and press lt Enter gt 4 20 Order Point Purchasing What To Order You should have confidence in your order points before you begin
173. tted electronically though so if you ll be transmitting this purchase order to your vendor bisynchronously you could use this space instead for special instructions to the person who will receive the order This is the Detail screen It contains the detailed information on each line item on this purchase order For each line item on the purchase order there is a complete screen of information The first line item is displayed To do this Goto Change a line item Step 3 Delete a line item Step 7 Add a line item Step 10 Continue with procedure after Step 13 making all your changes Order Point Purchasing 4 51 Changing a PO Changing a Line Item steps 3 6 3 To change a line item on the purchase order In the parentheses preceding Item Number type X and press lt Enter gt 4 At Item Number type the SKU number of the item you want to change and press lt Next Item gt 5 Fill in or type over any fields on this screen you want to change Press lt Clear Field gt if necessary Then press lt Change gt 4 52 Order Point Purchasing Changing a PO If the item you want to change doesn t have an SKU number but has a Manufacturer s Part Number or if you typed a customer s name at the Mfg Spcl field press lt Clear gt then press lt Enter gt In the parentheses before Mfg Spcl type X Press lt Enter gt Type the manufacturer s part number or the name Then press lt Next Item gt The i
174. u want type a note at Special Ship To to indicate that this purchase order was created after you received the merchandise Leave Order Type blank If Use Landed Cost in Receiving in Function MCT is answered Y the Triad system automatically prorates the cost of freight and other charges across all the items on the purchase order The Triad system can do the calculation automatically but you must enter the cost of freight and other charges If you did not enter a purchase order number the Triad system assigns a number now The purchase order header is created Now you may receive against this purchase order even though it has no detail lines This is the Receipt Posting screen The two highlighted lines are headings for the blank lines below Multistore users only Check the Store field The number displayed is the number of the store for which you created this purchase order header You can receive items for other stores too if you want but only for one store at a time If you want to receive for a different store than the one displayed press lt Home gt and type the number of the store you are receiving for Don t press lt Clear Field gt Since there are no detail lines on this purchase order the Triad system wouldn t know how to distribute the items you are receiving if the Store field were blank Order Point Purchasing 4 89 Receiving 3 At How Received type E Press lt Save gt 4 Press lt Tab gt
175. ufacturers 5 10 Vendors 7 2 1089 H5277 Alternate Part Numbers Entering an Alternate Part Number 1 At any menu type MAP and press lt Enter gt 2 Under Alternate Part type the number the vendor uses to refer to this item Press lt Enter gt 3 Under SKU type the number you use to refer to this item Press lt Enter gt 4 Under Vendor type the code for the vendor whose number you are entering 5 Press lt Add gt 7 2 1089 H5277 If your primary vendor or secondary vendor wouldn t recognize your SKU numter you should enter the vendors numbers as Alternate Part Numbers using Function MAP When you transmit purchase orders to these vendors the Triad system will automatically translate your SKU numbers into the correct vendor s number Any item can have several alternate part numbers one for each vendor who uses a different number to identify the item The alternate part number is added and the description of this item displays At the same time if this is the first alternate part number for this item the Has Alt Part field changes to Y on IMU Screen C for this item Vendors 5 11 Alternate Part Numbers 6 Press lt Clear gt Repeat as necessary Deleting an Alternate Part Number 1 At any menu type MAP and press lt Enter gt 2 Under Alternate Part type the number you want to delete 3 Press lt Display gt 4 Press lt Delete gt twice 5 12 Vendors A
176. urchase Order Format 1 At any menu type RPO and press lt Enter gt 4 70 Order Point Purchasing What s On Order You can print a purchase order in purchase order format only if you have not yet received into stock any of the items on it How can you find out whether you have received any of the items on it e Atany menu type MPO and press lt Enter gt e At P O Number type the number of the purchase order and press lt Display gt e Look at the P O Status field at the upper right of the screen If it says F or T you can use this procedure If any other letter is there this procedure will not work Instead please see Printing a Purchase Order in Report Format page 4 69 If you want change the number of the printer you want to use at Printer Multistore users only Check the PO s for Store field e Ifyou want to print purchase orders for all stores press lt Clear Field gt e Ifyou want to print purchase orders for a particular store type its number at PO s for Store 12 1030072 2 At Printing Seq type the code for the sequence you want to use and press lt Enter gt 3 At Options type the code for any options you want to use Then press lt Enter gt 12 1030072 Then check Items for Store e If this is a consolidated purchase order or if you want to print all the items on a purchase order regardless of what store they re on order for press lt Clear Field gt e If you wa
177. urchasing 12 What To Order 1030072 When You Don t Know Who You ll Order From 1 At any menu type RSO and press lt Enter gt 12 1030072 You should have confidence in your order points before you begin this procedure If you haven t calculated order points within the last week please see Order Points page 4 4 Then come back here If you want to shop around before you decide whom to buy from you re buying lumber for example you need a shopping list to work from This procedure prints a list of what you need to order If you already know what vendor you ll order from please see instead When You Know What Vendor You ll Order From page 4 20 This is the initiation screen for the suggested order report You will use it to print suggested order quantities If you want to use a different printer type its number at Printer Multistore users only You can print a suggested order for one store at a time or you can print a consolidated suggested order for all stores Check the Store field If you want to print a suggested order for a different store e press lt Home gt e type that store s number over the number at Store e press lt Enter gt If you want to print a consolidated suggested order for all stores e press lt Home gt e type C over the number at Store e press lt Enter gt In consolidated orders the Triad system automatically e calculates an order quantity for each store and adds the
178. ving 12 1030072 There are three main tasks involved in purchasing and receiving merchandise for your store You have to 1 Decide what to order 2 Order it 3 Receive it The Triad system offers two Purchasing Receiving systems They handle these three main tasks in slightly different ways The two Purchasing Receiving systems are e Replenishment Ordering available with Replenishment Inventory e Order Point available with Classic and Advanced Inventory You can t use the two systems in conjunction with each other they are mutually exclusive Using This Manual About Purchasing and Receiving 1 1 The owner of your store purchased either the Replenishment Ordering or Order Point Purchasing Receiving system Make sure you know which one you have This manual covers both of the Purchasing Receiving systems Neither of these Purchasing Receiving systems is connected to an accounts payable system You must handle invoices for merchandise just as you handle any other invoice If you use Triad Accounts Payable please see your Accounts Payable manual Who Should Read This Manual About This Manual Tabbed Sections Using This Manual 1 2 About This Manual This manual is written for anyone who is responsible for ordering inventory and for receiving the merchandise into stock It is assumed that you are familiar with the basic operation of the Triad system and know whether your store uses Replenishment
179. when you set up your purchasing system Please see the tabbed section Introduction Setting Up or Changing Your Purchasing System Order Point Purchasing 4 65 What s On Order Looking in Function MPO 1 At any menu type MPO and press lt Enter gt 2 Press lt Home gt type D and press lt Display gt 3 Press lt Tab gt and then lt Back Tab gt At the parentheses preceding Item Number type X Then press lt Enter gt 4 At Item Number type the SKU number of the item you re interested in Then press lt Next Item gt 4 66 Order Point Purchasing What s On Order The header screen for Modify Purchase Order displays If some other item displays it means the item you re looking for is not on order on any purchase order in your purchasing file If the item displays it is on order The purchase order it s on appears at the top of the screen at P O Number and the quantity on order displays at the middle of the screen at Stk QOO and Pur QOO The item may be on more than one purchase order at a time Continue pressing lt Next Item gt to see all the purchase orders this item is on Multistore users only If the item is on order in more than one store it will automatically display for the other stores too You do not have to change the Store field at the top of the screen 12 1030072 Printing a Report Showing What Purchase Orders an Item s On 1 At any menu type RPP and press l
180. wish to split up the report and distribute it among various department heads product line managers or other store managers Cross out items you don t want to order Change quantities to be ordered if necessary Write in any additional items and quantities you want to order Order Point Purchasing 4 33 What To Order Reading Your Suggested Order Report Notice that most of the special codes are defined for you at the bottom of the pre page CUR FOQ is the quantity on future orders that is now considered current and is therefore considered in addition to the current quantity on order FUT FOQ is the quantity on future orders that is still considered future and therefore not considered in addition to the current quantity on order NOQ means new order quantity The COST is in stocking units of measure If you re using Option A it s the average cost If you re not using Option A it s replacement cost if these items are being ordered from their primary or secondary vendor Or it s manufacturer s cost if these items are being ordered from their manufacturing vendor The RETAIL is in pricing units of measure 4 34 Order Point Purchasing 12 What To Order 1030072 Creating a Purchase Order Manually or a Future Order Function MPO Screen H Add header information Function MPO Screen Add special instructions optional Function MPO Screen D Add line item detail informatio Re
181. y e If you don t need to make any corrections go now to Resequencing a Purchase Order page 4 56 Afterwards go on to Submitting the Purchase Order to the Vendor page 4 58 e If you do need to make corrections go now to Changing a Purchase Order page 4 49 You ll resequence it later after making your changes If you don t want to consolidate this purchase order you don t have to resequence it Order Point Purchasing 4 41 What To Order Generating Purchase Orders From Special Orders Questions You May Have Why would I want to use Report GPO What if I need to change a special order that has a generated purchase order from Report GPO Is the Purchase Order Header Screen Function MPO filled in by the system 4 42 Order Point Purchasing What To Order Report GPO Generating Purchase Orders from Special Orders automatically creates purchase orders from special orders entered at POS The purchase orders that generate from Report GPO have a F Final status The ideal time to run Report GPO is with your end of day reports because it will generate purchase orders for every special order entered during the day If you cannot wait until the next day for a purchase order you can run GPO for a specific special order or a range of special orders any time during the day Here are some questions and answers about Report GPO You can save a lot of time by using Report GPO The Triad system will copy the line
182. y additional items and quantities you want to order If you used Option U be sure to check your actual quantities on hand and if necessary correct any quantities in the inventory file 12 1030072 Reading Your Suggested Order Report 12 1030072 Notice that most of the special codes are defined for you at the bottom of the pre page CUR FOQ is the quantity on future orders that is now considered current and is therefore considered in addition to the current quantity on order FUT FOQ is the quantity on future orders that is still considered future and therefore not considered in addition to the current quantity on order NOQ means new order quantity The COST is in stocking units of measure If you re using Option A it s the average cost If you re not using Option A it s replacement cost if these items are being ordered from their primary or secondary vendor Or it s manufacturer s cost if these items are being ordered from their manufacturing vendor The RETAIL is in pricing units of measure Order Point Purchasing 4 27 What To Order 2 Use the table below to determine which procedure to do next Is This A Did You Mark Consolidated PO Changes on the RSO Then Go To No Yes Changing a Purchase Order page 4 49 No Submitting the Purchase Order to the Vendor page 4 58 Yes Yes Changing a Purchase Order page 4 49 No Resequencing a Purchase Order page 4 56 4 28 Order Point P
183. y permit you to transmit your purchase order electronically from your Triad system directly to their computer via telephone lines This is called bisynchronous transmission Bisynchronous means that information can travel along the telephone line in both directions Transmission means you are sending and or receiving information The big picture for doing this is under Transmitting a Purchase Order Electronically page 3 27 The detailed procedure is in Talking Computers A Communications User s Guide or in the Triad True Value User s Guide If you want change the number of the printer you want to use at Printer You should have no more than one purchase order for any given vendor in file at a time so the vendor s code would satisfactorily identify the purchase order you want Don t use Option F because it purges the purchase order from your purchasing file at the same time as it prints and you re not ready to do that yet If any of the items on the purchase order have an alternate part number you should use Option A Replenishment Ordering 3 25 Submitting the PO to the Vendor 4 Give this purchase order to your vendor or refer to it when you telephone your vendor 5 If you want to print price labels or bin shelf labels do so now Please see Appendix A or Appendix B 6 Now go on to Printing and Purging the Purchase Order page 3 28 3 26 Replenishment Ordering Submitting the PO to the Vendor If
184. y the header and receive them by the component Consequently it looks as though the vendors who ship you Tally 2 items aren t shipping what you ordered although that s not the case If you want to see in more detail how well a vendor is performing for you please see Checking on Your Vendors Performance page 5 6 If you want to use a different printer type its number at Printer Multistore users only Check the Store field If you want to print a list of the vendors for a different store type its number at Store If you want to print a list of vendors for all stores press lt Clear Field gt at Store Option Description N Print in alphabetic order by vendor name J Don t print prepage blank Print in alphabetic order by vendor code Vendors 5 5 Printing a Vendor List Checking on Your Vendors Performance There are two ways to review each vendor s performance history and the value of your purchases Use Method A if e you would like to compare several vendors at once and e you re interested in just the current quarter s history Use Method B if e you are checking on just a few vendors and e you want to see history over a long period through last year Method A 1 At any menu type IQR and This is the Item Quick Reference screen press lt Enter gt Multistore users only Check the number at Store e Ifyou want to view vendors for another store press lt Home gt and type that store s number

Purchasing and Receiving Manual

Contents

Download Pdf Manuals

Related Search

Related Contents