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- Starting and Ending (Buying Groups) Super category - This field says Buying group in the demo screen but that "Buying Group" is the demo company super category, if you do not have one set up (and most don't) this option will not be here. The single vendor requirement will over ride this so it is not advisable to set up a super category just for PO generator.
- Starting and Ending Category – the PO generator can be limited to a category of items or a range of categories. So if you only wanted to put together a small wares order for a vendor you could.
- Starting and Ending Class – Same as category allows you to limit your search even further
- Starting and Ending Item – You can limit the PO generator to an item or a range of items.
- Starting and Ending warehouse – You can search a single warehouse or a range of warehouses in both regular and consolidator mode. The warehouse also has a list function for hub and spoke distribution systems; you can build a list of warehouses that are not necessarily in order.
- List – this will allow you to create a customized list of warehouses for stocking.
- Do not include zero QTY – Checking this check box will limit the PO Generator to displaying only what you need to order and strip out any items that have a zero order amount. There is an item attribute called "Include on PO Generator" that will override this choice, so even if in general you would like only needed items pull up on the PO generator you can override that for specific items.
- Buyer – A buyer must be declared as it is required on each purchase order.
- Vendor – The vendor that you are would like to place an order for. The Purchase Order Generator will only evaluate one vendor at a time.
- Continue – Pressing this icon will start the PO generator to evaluating the criteria you entered. Depending on the size of your search set and historical data this may take some time.
PO Generator Screen
Once you have run the parameter selection screen, TRX will deliver its suggestions to you. These are just selections no Purchase Order has been cut and you can edit any of this information that resides in a white box.
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(Screen you get from right clicking on an item – it will show you a break down by warehouse.)
- Warehouse – The warehouse that the item resides in
- Prefer check box – When this check box is checked the vendor that is being evaluated is the preferred vendor for this item. An item can have multiple vendors.
- Minimum Order – This is vendor specific information that is defined in the AP Vendor setup screen, the lowest dollar amount that you can order.
- PPD Freight $ - The dollar amount needed on a PO to capture free freight from a vendor, this is also setup in vendor setup
- PPD Freight Qty – minimum quantity needed to reach a free freight level with the vendor, set up in vendor setup.
- Total PO $ - the total the PP will be if you create it at this point.
- Total PO QTY – the total of the items that would be on the PO if you created it now
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The order tab will show the suggestions that TRX has made based on your inventory levels and allocated back orders. These are just suggestions that you can edit at this point no purchase order has been created yet.
- Item Description – the description that defaults in with the item number cannot be edited here but can be if you create a Purchase order.
- Unit – Unit of measure for purchasing, this will default in from the vendor tab of the item, you can use F9 to change it.
- Quantity to order – This is the TRX suggestion of what to order, the number itself will be based on the amount to order amount setup for that item on the warehouse tab and the purchase unit of measure.
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This tab will show the quantity breakdown per item for a specific warehouse. This wills also shows you the Stock orders and allocations vs. the total orders and allocations. This is an important distinction as you want to order for inventory based on the stock quantities. (Total ordered/allocated – what was ordered/allocated for direct ship items – drop ship items will not affect stocking levels)
- Quantity on Hand – Amount of items currently in your inventory
- Quantity on Order – the total amount of items on purchase orders already
- Stock Quantity on order – the amount on order that will actually affect the inventory levels (drop ship orders removed)
- Quantity Allocated – The amount of items that are currently allocated to orders or projects
- Stock Quantity allocated – total allocation that will affect the inventory levels (Drop ship Orders Removed)
- Minimum Stock Quantity – the set minimum quantity for this item from the warehouse tab
- Quantity to Order – the suggested order amount from the ordering tab
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The usage history tab will give you an at a glance view of the amount of the item that has moved in and out of your inventory over a set period of time. This screen will also calculate a new minimum average usage for you and allow you to adjust to account for monthly standard deviations. Pressing the update icon will update the minimum quantity that is on the warehouse tab for this item.
The usage history will be for the item with the raised view. You can choose the amount of months that you would like to see the history for by changing the last months query box.
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The sales order tab will show you all orders that this item is currently on and let you drill down to see the specific orders. This will tell you what is scheduled to leave your inventory for this warehouse.
- Item – the raised item is the item that we will be evaluating the sales orders for.
- Allocation date – the date that the allocation was made against your inventory
- Quantity – The amount that was ordered/allocated
- Customer – the customer on record for this order
- Order number- the order number that the item is on, you can drill down into this order by double clicking on it.
- Date expected – date that the order is expected to be delivered
- Date Promised – the date from the order that was promised for delivery, this is an optional field.
- Pending – will be checked if this is a quoted item and not an actual order
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The purchase Tab will show you all the Purchase orders that have been written for this item and are scheduled to enter into this warehouse.
- Item – the raised item is the item that we will be evaluating the purchase orders for.
- Order date – Date the purchase order was cut
- PO# - the number of the purchase order that this item is on, you can drill down into this field to see the actual purchase order.
- Vendor – that this item is ordered from per purchase order
- Quantity – the amount that is on order
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After completing the PO generator and finalizing what you would like to order you can press the lightning bolt icon to create your purchase orders directly from this screen. After creating the purchase order TRX will give you the purchase order and give you the option of going to create purchase order screen to review and process it. From here you press the lightning bolt Icon again to create the new purchase order.
