Purchasing

A Purchase Order is a document issued by you (a buyer) to a Vendor to place an order of specific goods or services to be delivered in the future.  Examples include Material or Equipment (Q or A Master Item Types) or Services (M or L or F Master Item Types), such as legal fees, insurance and rent

Create POs for Jobs (Project / Call / Sales Order) from Purchasing Q

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Create PO from Purchasing Q

1.  Go to Inventory Main Menu > Purchasing Queue (also accessible from Workflow Main Menu > Purchasing > Items to Purchase) and filter the data accordingly
   • “Q” and “A” Type Master Part Number Items appear in the grid based on approved Order items to be purchased and these factors:
   • Order Status (at least APPROVED)
   • Order Item Status (not fulfilled, i.e. in DATAENTRY status)
   • Order Item PO Release Date (today or in the past)
   • Branch Quantity at Branch (insufficient when taking into account Branch On Hand Inventory plus confirmed PO’s on Order) for a Master Part Number
   • Exception: Order item flagged as “Special Order” on an APPROVED Order will appear in the Purchasing Queue grid, regardless of the Item or other factors listed above
2. For each row representing Order Item ready to be purchased, verify:
   • QTY (quantity to purchase); split if you need to break out the Order for purpose of separate action
   • Master No is not blank (e.g. if it was an Order Item placeholder to be replaced)
   • Flag as “Drop-Ship” to be delivered by Vendor directly to the Order Ship To location, or uncheck if not Drop-Ship
   • Vendor from which to procure the item
   • Append and / or read internal notes for each Item, which may include purchasing internal instructions
3. When ready to create a Purchase Orders for selected Line Item(s),
   • Select Extended Menu > Create Purchase Order of Selected Items
     • • System automatically creates a Purchase Order for every distinct Vendor selected (beneficial for bulk purchase with a Vendor) and distinct delivery address (e.g. with specified drop ship locations) as needed

      

   • Or alternatively, select Extended Menu > Add to Existing PO in DATAENTRY status
   • Notice the Purchase Order(s) is (are) created and displayed
4. In the pop up window that appears, confirm that you wish to “Use Order line item costs when creating Purchase Order(s).”  Click OK if this is your preference.
5. In the pop up window that appears, click OK to open all created Purchase Orders (or No if you do not want to open them).  Note: a Purchase Order will be created for each Vendor selected in the Purchasing Queue
6. On the Purchasing Queue > Dataentry POs tab, you may view all POs in DATAENTRY Status including those created above

Create a Purchase Order from Sales Order Form

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Create PO from Order Form

1. Go to the Order record that is in either CONFIRMED or APPROVED status
2. Select Extended Menu > Create PO For This Order
   • At the prompt, select whether you want to create a drop ship PO or not
3. The Purchasing Queue for the Order will open with the appropriate Line Items
4. Select the Items you are ready to purchase and for each row, verify the corresponding attributes: Vendor (required), Quantity, Drop-Ship flag, Notes
5. Edit as needed via the Extended Menu
6. Select the Extended Menu > Create Purchase Orders for Selected Items
7. In the pop up window that appears, indicate whether or not you wish to use the Order Line Item’s Cost
8. The newly created Purchase Order will open in a new window
   •  Each Purchase Order item maintains the link to the associated Order Item

Create a PO from Vendor Form

Example scenarios include:

• Purchase of services – such as training service, legal fees, insurance, rent, hydro
• For recurring services, such as monthly rent, you may create a recurring PO (i.e. a Purchase Order of type “RECURRING”)
• Fulfil inventory stock
• Note: it is NOT recommended that you use this PO creation method for Projects or Calls

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Create PO from Vendor Form

1. Go to a Vendor record (i.e. a Company of Customer Type VENDOR or CUSTVEND).
2. Click the POs tab, then click the Purchase Orders grid ADD icon
   • In the new Purchase Order record that opens, fill out and / or verify the default attributes
   • Click the Line Items tab to add the item(s) you wish to purchase for inventory stock
     • • Click Find Product icon to find inventory Master Part Numbers
       • Highlight the results grid Item row and click Find Product grid Add icon. Repeat as needed
       • In the Line Items grid, edit the editable row attributes directly in the grid as necessary (Quantity, Description, Cost etc.)
       • The default PO Cost amount is pre-filled based on your system configuration (Standard, Last, Average Cost, or None at 0.00), therefore, edit as required to closely match what you expect the Vendor’s Cost to be

      

3. Click the Save icon

Create POs to replenish Inventory Stock from Inventory Re-Order Q

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Create PO from Inventory Re-Order Q

1. Go to Inventory Main Menu > Work Queues > Inventory Re-Order Q (also accessible from Workflow > Purchasing > Items to Re-order) and filter the data as needed
   • Select the “Compare To” filter (REORDER or MINIMUM) to compare the current inventory levels either to the re-order or minimum threshold levels, as set on each Master Part Number record
     • • Results of inventory Master Part Numbers to re-order appear in the grid
       • Fill out the Vendor attribute, if not pre-filled (from the Master record default).  Note: a Vendor is required in order to continue with step 2.
       • Select grid Extended Menu > Choose a Vendor for selected Items

      

2. When ready to initiate your purchase, create the Purchase Order(s):
   • Highlight the results grid Item row(s) and select Extended Menu > Create POs
   • The new Purchase Order record will open in a new window
   • Verify the default Purchase Order attributes, including Line Items tab grid row Quantity, Description, and Cost
3. Click the SAVE icon on the Purchase Order and then process and approve the PO per your organization’s process.

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Confirm PO

1.  Go to the Purchase Order (“PO”) record in DATAENTRY status that needs to be confirmed, i.e. ready to be sent to the Vendor for purchasing
   • e.g. from Inventory > Purchase Order (or accessible from Workflow > Purchasing > POs to Confirm) and filter the data accordingly
2. Drill into the Purchase Order that you would like to confirm
3. Click the PROCESS icon, and in the Process Record window that opens, click the Confirm PO button
   • Notice the Status of the PO changes from DATAENTRY to CONFIRMED
   • You may have to perform an additional process step to approve the PO, depending on your system configuration; if so, the Status then changes an additional time, from CONFIRMED to APPROVED
   • Perform the corresponding action to ensure you send the Purchase Order request to your Vendor, e.g. print the PO, email, phone to confirm
4. Now the PO Items are ready to be received by someone in the Warehouse role

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Print PO

1. Go to the Purchase Order (“PO”) record
2. Click on the Printer icon > “Print PO”
3. In the Print Report window that opens, select your desired Report No., Report Options, Destination and Format.  Note: Report Options include checkboxes allowing you to save this report to the Customer record and / or the PO.
4. Click the OK button.  Depending on your selections above, this Purchase Order will display on your screen, download to your default download location, or an email form will open with this Po attached
5. Send the PO print out and / or email to your Vendor to initiate the Purchase Order request

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Update PO Details

Often times you become aware of Purchase Order Item details – such as courier information and purchase ETA / ship / actual ship dates – only after you initiate the Purchase Order.  You may update these on the Purchase Order at as the information is received.

1. Go to the Purchase Order (“PO”) record > Line Items tab > Details sub tab
2. Click the form EDIT icon and complete information as needed, such as Courier, Waybill, ETA, etc.  Note: the Comment field will auto-populate with any Comment listed on the Master.  The Receive Date will populate when the PO is received.
3. Click the form SAVE icon
4. Alternatively, you may highlight an item in the Line Items grid and use the grid Extended Menu to make these changes.
5. Repeat the above as necessary until all the PO Item details are updated according to your needs

Important: Once a PO is in CONFIRMED Status, you may only use the second method (step 4 above) to make these changes

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Select Vendor for PO in Purchasing Q

Unless a preferred Vendor of Rank #1 is defined to be the default Vendor for a given Master Inventory Part, select the Vendor for the Order item prior to creating the Purchase Order

1. Inventory Main Menu > Purchasing Queue
2. Highlight a Line Item in the Purchasing Queue and from the Extended Menu, select Choose Vendor for Selected Items.  The Select a Company window will open
3. Highlight a Company in the grid and click the Select button

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Add Notes in PO Line Items

Append internal Notes for the Order Item(s) in the Purchasing Queue that can be referenced during the purchasing process, prior to creating the Purchase Order

1. Navigate to the Purchasing Queue via Inventory Main Menu > Purchasing Queue or Workflow Main Menu > Purchasing > Items to Purchase
2. Highlight an Item row in the grid and from the Extended Menu select Append Note to Selected Items
3. A “Note” pop up window will appear.  Enter your Note and click the OK button

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Split Order Line Items in Purchasing Q

Occasionally you may need to split an Order Item row into 2 rows, when Quantity count is greater than 1.  A split provides purchasing options and flexibility, e.g. to initiate a Purchase Order for only a fraction of entire Quantity to be fulfilled.

1. Open the Purchasing Queue via Inventory Main Menu > Purchasing Queue, or Workflow Main Menu > Purchasing > Items to Purchase bucket
2. Use the Filters icon to narrow your Queue results
3. Highlight the item line that you would like to split
4. From the Extended Menu, select “Split This Line Item”
5. In the pop up window that appears, enter the quantity you wish to split out and click the OK button

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Specify Order Item as Drop Ship in Purchasing Q

Flag if Order Item is to be purchased and drop shipped by Vendor directly to Customer Site, prior to creating the Purchase Order

1. Access the Purchasing Queue via Inventory Main Menu > Purchasing Queue or Workflow Main Menu > Purchasing > Items to Ship bucket
2. Use the Drop Ship column checkboxes to flag Drop Ship items
3. Alternatively, you may highlight one or more item rows in the grid and from the Extended Menu, select Toggle Drop Ship for Selected Items

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Replace Unverified Items in Purchasing Q

Occasionally you may need to replace an “unverified” Order Line Item (an Item with blank MasterNo), with a valid MasterNo in order to proceed with the creation of a Purchase Order

If there is not a Master already in the system for this item:

1. Navigate to the Purchasing Queue via Inventory Main Menu > Purchasing Queue or Workflow Main Menu > Purchasing > Items to Purchase
2. Unverified items will display a blank cell in the Master No. column.  To replace this item, highlight the row and click the grid Extended Menu.  Select Choose a Vendor for Selected Items
3. In the window that appears, search for and select a Vendor
4. Now that a Vendor is selected, highlight the item row again in the Purchasing Queue and click the grid ADD icon.  Select either Create Quantity Type Master or Create Asset Type Master.  The Master form will open.  The Part No. and Description will already be populated (from the Quote > Order) and the Master No. and Master Type will auto-populate
5. Click the EDIT icon and add any additional information as needed
6. On the Details tab of the Master, add Cost and Price information
7. Click the SAVE icon
8. Back on the Purchasing Queue, highlight the same item (which now has a Master No.) and from the Extended Menu select Create Purchase Orders for Selected Items

If there is already a Master in the system for this item:

1. Navigate to the Purchasing Queue via Inventory Main Menu > Purchasing Queue or Workflow Main Menu > Purchasing > Items to Purchase
2. Unverified items will display a blank cell in the Master No. column.  To replace this item, highlight the row and click the grid Extended Menu.  Select Replace Unverified Item.  The Select a Master form will open
3. Search for and select the Master for your line item
4. If the Master selected has enough quantity on hand, this item will be removed from the Purchasing Queue.  If the master does not have enough quantity on hand, you may now create a Purchase Order for this item using the option on the Extended Menu

This section covers how to globally update Master Inventory Part (“Master”) Costs and / or Prices

The purpose is to allow the User to:

• Update selected Master Costs / Prices based on common filter attributes, such as Category, Subcategory, Company, Branch and / or Profile values; and
• Update the Master Selling Price A/B/C/D based on the Price Factor A/B/C/D input value

Note: This is an alternate option instead of accessing the system interface and editing each MasterNo record one by one for its Cost and Price Factor A/B/C/D

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Globally Update Master Inventory Prices

1. Go to Inventory Main Menu > Global Updates – Master Prices.  The Update Master Prices form will open in a new window
2. Select the specific filter(s) and corresponding value(s) for Master record Costs and / or Prices you want to update
   1. Select from the list of filter options to locate Masters to impact based on Category, Subcategory, and / or Master By Company / Branch, and / or Master Profile
      • If no selection is made, ALL Master records will be impacted
   2. Select whether you want to update those Masters’ Cost, i.e.
      • to a Standard Cost amount or
      • to update the Standard Cost by a percentage
      • Otherwise leave blank to leave the Masters’ Cost as-is
   3. Select by how much to update the Masters’ Selling Price
      • Select and input a value for Price Factor A and / or B and / or C and / or D
      • Reminder: Selling Price [A] = Master Cost * Price Factor [A]
      • Otherwise leave blank to leave Price Factors as-is
3. Click SAVE icon and confirm the action in the pop up window that appears
   • Notice the selection of Master records were updated according to the choice(s) you made above

This section covers how to import and / or update Master Part Numbers, also referred to as “Masters” or “MasterNos”

The purpose is to allow the user to do the following:

• update a list of MasterNo’s selling price and / or description;
• activate / inactivate MasterNos
• Note: This is an alternate option instead of accessing the system interface and adding / editing each MasterNo record one by one

To obtain the Import Template for this process, contact your Q360 Administrator

• Note: any fields left blank on this Import Template will be treated as “unchanged” by the system and will not be updated
• Note: ITEMTYPE may not be changed for existing Masters
• For more information, you may also refer to Import Map Builder and Forms with Data Import Capabilities

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Import or Update Master Inventory Price List

1. Go to Inventory Menu > Import / Update Masters
   • A “Select a file to import” window appears
2. Select the applicable Import Filters checkbox(es) for your purpose:
   • Import Items not found in database? and / or
   • Import Items found in database? and / or
   • Import Items with missing item types? and / or
   • Import rows with invalid categories / sub categories? and / or
   • Create missing categories / sub categories?
3. Select or browse for the data Import File previously filled out and saved (as per pre-requisite)
   • Click Save button.  You have now updated the Master Part Numbers as listed in your Import Sheet
4. Go to Inventory > Master Part Numbers
   • Search for Master Part Number(s) on your data Import File to verify the update
   • Notice those Master record(s) you imported have been updated

This section covers how to import and / or update a list of Master Part Number Vendor Relationships and associated Vendor Part No data

The purpose is to allow the User to:

• Import / update a list of preferred Vendors (defined by a rank) and their Vendor Part No. associated with a particular Master (i.e. MasterNo item that we buy / sell), including the default cost of the item from the Vendor
• Note: This is an alternate option instead of accessing the system interface and adding/editing each MasterNo > Vendor tab record one by one

To obtain the Import Template for this process, see steps 1-3 below

• For more information, you may also refer to Import Map Builder and Forms with Data Import Capabilities

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Import or Update Vendor Master Price List

1. Go to Maintenance Main Menu > Import Map Builder
2. Search for the desired Import Template (typically, Standard Master Vendor Import)
3. Drill into the Template and from the Extended Menu select “Download Template”
4. Populate the required columns (at least):
   • CUSTOMERNO
   • MASTERNO
   • PRICE
   • RANKING
   • VENDORPARTNO
5. Important:  if line 2 in your Template Excel sheet is populated with headers, delete this line for a successful import.  You do NOT need to delete line 1.
6. Go to Inventory Main Menu > Import / Update Master Vendors
   • An Import / Update Master Vendors popup window will appear
7. Select the applicable Import Filters checkbox(es) for your purpose:
   • Import items not found in database? and / or
   • Import items found in database?
8. Drag and drop in, or browse for, the data Import File previously filled out and saved (as per pre-requisite)
   • Click Save button.  You have now updated the Master Part Numbers as listed in your Import Sheet
9. Go to Inventory Main Menu > Master Part Numbers
   • Search for Master Part Number(s) on your data Import File
   • Notice those Vendors tab > Vendor Master record(s) you imported have been updated

Inventory Levels in Purchasing Queue

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Interpret Inventory Levels in Purchasing Q

Check inventory levels in the Purchasing Queue by navigating to Inventory Main Menu > Purchasing Queue OR Workflow > Purchasing > Items to Purchase bucket

Total:  Quantity of all inventory that currently exists across the Company

BrQty:  Quantity of all inventory that exists in the selected Branch

Alloc:  Allocated.  Quantity on Confirmed or Approved Orders that has not yet shipped (across the Company)

BrAvl:  Branch Quantity ON HAND minus Allocated (at the selected Branch)

O/O:  On Order.  Quantity of inventory that has been ordered using a Purchase Order and has not yet been received (across the Company)

Inventory Levels in Inventory Re-Order Q

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Interpret Inventory Levels in Re-Order Q

Inventory level may be checked in the Inventory Re-order Q by navigating to Inventory Main Menu > Work Queues > Inventory Re-Order Q OR Workflow > Purchasing > Items to Re-Order bucket

On Hand:  Quantity of all inventory that currently exists at the selected Branch

On Ord.:  On Order.  Quantity of inventory that has been ordered using a Purchase Order, but has not yet been received at the selected Branch

Re/Ord:  Re Order.  Inventory Quantity threshold to trigger re-ordering at a Branch.  Also used as the default Quantity when creating the Purchase Order from this Re-Order Q

Min:  A predetermined Minimum Quantity of inventory at a Branch

Max:  A predetermined Maximum Quantity of inventory at a Branch

Inventory Levels in Find Product Grid

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Interpret Inventory Levels in Find Product Grid

Tot O/H: Total On Hand.  Quantity of all inventory that exists across the Company

O/H:  On Hand.  Quantity of all inventory that is currently at the selected Branch

Alc:  Allocated.  Quantity on Confirmed or Approved Orders that is not yet shipped at the selected Branch

Avl.:  Available.  Quantity ON HAND to be used on any Order at the selected Branch

O/O:  On Order.  Quantity of inventory that has been ordered using a Purchase Order, but has not yet been received at the selected Branch

Inventory Levels for “A” Master Type and Asset Status

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Differentiate between Asset Status and Inventory Levels

On Hand Inventory Asset statuses:

1. AVAILABLE: an A Type Item that is On Hand and can be used for any Order
2. SCANNED: an A Type Item that has been picked for an Order
3. TECH: an A Type Item that is assigned to a Technician on a job.  This is a result of releasing to Tech from the Ship Q

Non-On Hand Inventory Asset Statuses:

1. SHIPPED: an A Type Item that has been sold to a Customer and is no longer in Inventory
2. MISSING: an A Type Item that is not found in your Inventory and is therefor no longer available

Other Inventory Asset Statuses:

1. RMATEST: an A Type Item that has been returned from the Customer and will be tested and scrapped, returned to Vendor, or moved back into available Inventory.  These items are not in your Inventory at this time
2. RETURNED: an A Type Item that has been returned to the Vendor, either as a result of a Customer RMA or as an Inventory Return to Vendor
3. SCRAPPED: an A Type Item that is no longer functional and has been disposed of or discarded
4. FIXEDASSET: an A Type Item that is a Corporate Asset which may or may not be on a depreciation schedule.  These Items are not part of your “resale inventory.”  Examples are vehicles, furniture or buildings