This section will detail the areas of the entrée system that must be configured prior to running the automatic purchase orders utility.

 

Primary Vendor

All inventory items must have a valid primary vendor assigned before they can be ordered using the automatic purchase order utility. (located on the Vendor tab of Inventory File maintenance)

 

Purchase Multiple

If purchase orders are to be generated using the Past Sales option, a purchase multiple must be defined for every item that will be automatically ordered. The purchase multiple is entered on the Vendor tab of Inventory File Maintenance and represents how many weeks worth of inventory you would like to order at a time based on current usage.

 

•The purchase multiple is entered in "weeks" and you are allowed up to two decimal places in case you need to specify a value less than a week. For example, if you always wanted to keep a two week supply of the item enter 2.0.  If your needs were instead for a ten day supply, you could enter 1.4.

 

•If you never want this item to be automatically placed on a purchase order, set the value to 0.0.

 

APO Weeks

If purchase orders are to be generated using the Past Sales option, the automatic purchase order weeks value must be defined for every item that will be automatically ordered. This is entered in the APO Weeks field located on the Vendor tab of Inventory File Maintenance and depicts the number of weeks of supply you would want to keep before ordering more product.

 

•This value is entered in "weeks" and are allowed up to two decimal places in case you need to specify a value less than a week.

 

•If the supply time of a product is at or below the APO weeks, then the product is ordered. The supply time represents how many weeks your current supply of product will last and is calculated using the formula: (on hand qty + on order qty) / weekly usage  

 

•If you specify a value in the purchase multiple, but leave the APO weeks zero, the system will never order this product unless your inventory reaches a negative status

 

Auto P.O. Due Days

If purchase orders are to be generated using the Past Sales option, a value representing the vendors lead time should be entered in the Auto P.O. Due Days field,on the Miscellaneous tab of Vendor File Maintenance.

 

•The value entered specifies the length of time from the day an order is placed with this vendor until the day the product is actually received.

 

•The "Required Date" for automatically generated purchase orders for this vendor will be set using this value.

 

Error Report

If any problems are encountered during the Purchase Order generation a Data Errors dialog box will display asking "Would you like to see a report of the errors?".

 

 

•In the Data Errors dialog click the Yes button to generate the error report. The Report Setup dialog will open. Select to preview (default) or print the error report.

 

 

•Then make the required corrections to the data files from the error report and re-run the automatic purchase orders utility.

 

If you choose "NO" and skip generation of the error report the error data will NOT be saved.

It then will be necessary to re-run the automatic purchase orders utility in order to recover the error data and make your corrections.

 

The Report Preview dialog generated with details about problems or discrepancies.