The Purchasing Wizard

Transcription

1 The Purchasing Wizard INTRODUCTION The Purchasing Wizard allows for the creation of purchase orders based upon restocking requirements (min/max or usage) or task parts lists. The wizard automatically creates an item list that identifies all the items to be ordered. If the item s Pricebook setup identifies a primary vendor, that information will be included in the list as well. The list will then be used as the basis for creating purchase orders. Using the Purchasing Wizard will consists of: Creating/Opening the item lists. Maintaining item lists. Creating Purchase Orders. THE PURCHASING WIZARD WINDOW The Purchasing Wizard is accessed from the Purchase Order Manager. To Open the Purchasing Wizard: 1. Open the PURCHASE ORDER manager. 2. Right click in the list area of the PURCHASE ORDER manager and select Purchasing Wizard (or press Ctrl+W) SuccessWare21, Inc. Purchasing Wizard- 1

2 Purchasing Wizard Filters The Purchasing Wizard contains two filter indicators that allow you to limit the displayed results in the window. Activate the filters by clicking the appropriate indicator. Filter Indicator New Lists Templates Displayed Result This filter will display lists that are in progress. These are lists that have been created, not saved as a template and still have not been ordered. This filter will display lists that have been saved as a template. Control Menu Options Right clicking in the Purchasing Wizard will make the following options available. Control Menu Option New Open Delete Properties Filter Close Function Creates a new Item list Opens the selected item list or template Deletes the selected item list or template. Opens the properties window for a selected Item List. The Properties window allows changes to be made in regards to where Items will be shipped as well as what department and or job is making the purchase. Allows you to filter based upon open lists or templates. Closes the Purchasing Wizard Purchasing Wizard- 2 SuccessWare, Inc.

3 CREATING A RESTOCK LIST A restock list is used to create purchase orders that will restock inventory warehouses based upon their minimum/maximum stock configuration and current on-hand quantities. To create a restock list 1. Right click in the PURCHASING WIZARD and select New (or press Insert). 2. Click Yes to confirm that you want to create a new list from scratch. 3. In the ITEM LIST PROPERTIES Window, select RESTOCK and click the Next button 4. In the left panel of the RESTOCK LIST PROPERTIES window, select the warehouses that you want to restock 5. In the right panel select the criteria for the restock list - Min/Max vs. On-hand- Compares the On-hand quantity of stock items in the selected warehouses to the assigned minimum quantity for the item. If the item quantity is below the minimum, a PO line item will be created for the item which restocks it to the maximum quantity. - Usage History- A restock list will be created based upon inventory transactions that have been posted during the defined date range. 6. Click Next 7. Choose the department that will be listed on the purchase order 8. Checkmark the following as needed. - Create PO line items as taxable items- Will mark the PO line items as taxable when receipts and AP invoices are generated based upon the PO. SuccessWare21, Inc. Purchasing Wizard- 3

4 - Separate Warehouse orders onto different Pos- If this option is selected, orders for different warehouses, but for the same vendor, will be divided onto separate POs. It the option is not checked, orders for different warehouses will be combined on to one PO for each vendor. 9. Enter a list description or accept the default. 10. Click Next 11. Use the drop down arrow to choose whether to ship-to a specific warehouse or to the company address. 12. Click Finish Purchasing Wizard- 4 SuccessWare, Inc.

5 CREATING A SIMPLE LIST A Simple List allows you to create shorter, immediate need orders manually entered or based on the material lists from one or more task items in the price book. Simple lists can also be saved as item list templates 1. Right click in the PURCHASING WIZARD and select New (or press Insert). 2. Click Yes to confirm that you want to create a new list from scratch. 3. In the ITEM LIST PROPERTIES WINDOW, select SIMPLE and click the Next button 4. If you want to build an item list based upon the detail line items if specific tasks in your Pricebook than select the Build List from Task Items button. Note: Simple lists not based upon task detail will need to populated manually using item search. 5. Click Add to bring up the item search form and add a task. 6. Once all tasks are selected click OK. 7. Click Next to continue SuccessWare21, Inc. Purchasing Wizard- 5

6 8. Choose a ship to address 9. If a job number is specified, you can select to ship to the job and optionally to receive directly to the job (note: if you ship to the job, you must receive to the job). 10. Click Finish to generate the item list. Purchasing Wizard- 6 SuccessWare, Inc.

7 Simple List Templates Simple lists can be saved as templates. Restock lists cannot be saved as templates. New simple lists can be created based on templates. These new lists will contain the same items as the template by default, but can be modified. In order to prevent accidental changes to, or otherwise overwriting templates, templates cannot be modified. To replace an existing template, a new template must be created and the old template deleted. Creating a Simple List Template 1. Open a simple list to display the item list. Note: If you are in the process of building a list using the Purchasing Wizard, the item list is displayed after you have competed the Wizard screens and pressed finished. 2. Right click in the list and select Save as Template SuccessWare21, Inc. Purchasing Wizard- 7

8 3. Press Enter to confirm creating a template. The Template is now available by applying the Templates filter from the main Purchasing Wizard window. Creating an Item List based upon a template 1. Open the PURCHASING WIZARD and select the Templates filter indicator. 2. Select the template from which you want to create the item list and press Insert 3. Click Yes to confirm creating a new list. 4. Edit the list as necessary and create POs as you normally would. To replace an existing template 1. Create a new list based on the template, 2. Save the new list as a template, 3. Delete the original template. Purchasing Wizard- 8 SuccessWare, Inc.

9 MAINTAINING AN ITEM LIST Once a new list is created, or an existing list is opened, the item list form will be displayed. From here you can: Manually enter parts by item number. Modify the quantity to be ordered for each item. Identify and maintain the source vendor. This is the vendor for which a PO will be created. Source Vendor will default to the item s primary vendor. From the Vendor for Item window, review purchase history for each part in the item list. Monitor and review current quantities in stock in each warehouse and review currently open purchase orders for each item. Modify the Item List Properties Save the list for completion at a later time. Save the list as a template. Once saved as a template, the list is close and cannot be modified. It can only be used to create new lists. SuccessWare21, Inc. Purchasing Wizard- 9

10 GENERATING A PURCHASE ORDER Once the correct items, quantities and source vendors are identified POs can be created from the Item List window. Select Create POs to automatically create POs as defined by the Item List. These purchase orders can then be managed as ordinary POs. In the case of Restock and Usage lists, after POs are created, the list will be automatically deleted. For Simple lists, after POs are created, you will be prompted whether to save the list as a template or delete it. After the PO has been created, the line items listed will appear with a red line through them to indicate that they have been added to a purchase order. Note: The Purchase order is now available to process through the Purchasing Manager. Purchasing Wizard- 10 SuccessWare, Inc.