C – Purchase Orders

Purchase Orders #

From the Purchasing Menu on, click on the “New Purchase Order” icon to create a new Purchase Order. Options will be shown.

The steps below explain how to create Manual and Automatic Purchase Orders; as well as Purchase Orders from Requisitions.

Once you are finished you can print your Purchase Order by Point of Issue and/or for the Site. This also means that the data you included in Point of Issues and Site is printed on the Purchase Order (e.g. Address, Contact Name, etc.).

You can also email your Purchase Orders to your Suppliers.

Manual Purchase Orders #

Purchase Order Number.
Leave it blank if you wish the system to create the number automatically.

From Requisition?
This option is only enabled if your System Administration’s Flag “PO without REQ” is On. Otherwise it will be disabled and forced to “Yes”.

As you want to create a Manual Purchase Order, select “No”.

This will enable the Purchase Order Type frame.

Purchase Order Type.

This option is only enabled if “From Requisition?” is set to “No”.

Select “Manual”, as you wish to insert Items into your PO manually.

Supplier.

You are forced to select one Supplier at this stage. This will be the Supplier to whom the Purchase Order will be sent. If you are creating a PO from a Requisition, you can still include Items from other Suppliers in your PO. If your Purchase Order Type is Automatic, then only Items that have this Supplier as a Preferred Supplier will be included in the calculation.

Calculation Type.

As you are creating a Purchase Order manually, this option is disabled.

Automatic Purchase Orders #

Purchase Order Number.
Leave it blank if you wish the system to create the number automatically.

From Requisition?
This option is only enabled if your System Administration’s Flag “PO without REQ” is On. Otherwise it will be disabled and forced to “Yes”.

As you want to create an Automatic Purchase Order, select “No”.

This will enable the Purchase Order Type frame.

Purchase Order Type.

This option is only enabled if “From Requisition?” is set to “No”.

Select “Automatic” as you wish ATMS to automatically calculate your requirements.

Supplier

You are forced to select one Supplier at this stage. This will be the Supplier to whom the Purchase Order will be sent. Only Items that have this Supplier as a Preferred Supplier will be included in the calculation

Calculation Type.

This option is only enabled if “Purchase Order Type” is set to “Automatic”.

Select “All POI – Individual Min/Max Calculation” if you want to calculate your requirements for all your stores,
“Single POI” if you wish to specify one store or
“Cumulative” if you want to summarize the Min and Max quantities of more than one store.

To learn about the ATMS Calculation Rules in detail, search the help.

Once you press the “Go” button the screen is populated.

There you can add Items, delete Items, add a non-existing Item (Spot Buy), update Quantities (per Point of Issue), change Supplier, etc. This is carried out the same way as creating a Manual Purchase Order.

Purchase Orders from Requisition #

Purchase Order Number.
Leave it blank if you wish the system to create the number automatically.

From Requisition?
This option is only enabled if your System Administration’s Flag “PO without REQ” is On. So select “Yes” if that is your case.

If your flag is Off, then this option is disabled and forced to “Yes”. So you don’t need to bother saying that you are creating a PO from a Requisition, as you are forced to do it this way.

This will populate a list with the currently available Requisitions to choose from, after you press the “Go” button.

Available Requisitions are the ones with Items not placed in Purchase Orders yet.

If your System Administration’s Flag “PO without REQ” is Off, then you are forced to create the PO from a Requisition. But you can still do so if the flag in On.

By default ATMS selects all Items that belonged to the PO Supplier. You can use the buttons bellow to select all Items, de-select all or select Items from the same Supplier.

You can alternatively use the commonly used Windows functions like Ctrl-A to select all, Ctrl-Click to select one by one, Shift-Click or Ctrl-Shift-Click to select many consecutive ones, etc.

Purchase Order Type
As you are creating a Purchase Order from a Requisition, this option is disabled.

Supplier

You are forced to select one Supplier at this stage. This will be the Supplier to whom the Purchase Order will be sent.

You can still include Items from other Suppliers in your PO, selecting them manually as it is explained above.

Calculation Type.

As you are creating a Purchase Order from a Requisition, this option is disabled.

Calculation Rules #

Basically, an Item in ATMS included in a Requisition or Purchase Order if it’s Total Stock is under the Minimum Stock.

Total Stock is defined by the following formula:

Total Stock = Qty in Stock + Qty in Use * (Percentage in Use/100) +
Qty in Rework * (Percentage in Rework/100) + Qty on Order
Where Consumables and Spares have:
Qty in Use = 0
Qty in Rework = 0

If Total Stock < Min Stock Then:
Qty to Order = Max Stock – Total Stock

If Total Stock  Min Stock Then:
Qty to Order = 0

Set your Minimum Stock to zero, if you never wish an Item to be flagged up for order.

If Qty to Order is not a multiple of the Packet Size, ATMS will round the value up to a multiple of the Packet Size.

Table 10 summarises the stock to be taken into account per Item Type, when establishing order requirements.

Where a “%” is shown, the user may configure ATMS to take into account a percentage of the relevant category. ATMS will come pre-configured with the default values indicated in the adjacent column.

 
Item Type Stock (Loc 1 + Loc 2) In Use % Default In Rework % Default On Order
Spare ALL NONE N/A NONE N/A ALL
Consumable ALL NONE N/A NONE N/A ALL
Semi-Durable ALL % 0 % 0 ALL
Durable ALL % 100 % 100 ALL
Permanent Issue ALL % 100 % 100 ALL
Assembly ALL ALL N/A NONE N/A ALL
Individual Min/Max Calculation

Use this method if you want to calculate your requirements individually for each Point of Issue regardless of your stock in the remaining Points of Issue.

So if you have a Point of Issue with stock below its Stock Min, the system will require material even if you are overstocked in some other Point of Issue.

This is a more conservative approach that will keep your stocks to the maximum in every Point of Issue, but can result in overstocked stores.

See in Table 11 how the system requires 50 units using the Individual Calculation and compare the result with the one in Table 12 where, using Cumulative Calculation the system requires 40 units. Both tables have exactly the same Stock, Min and Max for each POI.

Individual Calculation is not considering in this case that POI 3 has an overstock of 10 units that can be transferred to POI 1 and/or POI 2. Your POI 3 will remain with an overstock of 10.

POI Stock Min Max Order
1 0 10 20 20
2 10 20 40 30
3 20 5 10
Total 50
Table 11: Individual Calculation Cumulative Min/Max Calculation

This reorder calculation compares the total amount in stock with the summation of the minimum and maximum stock levels:

See in Table 12 how the system is requiring 40 units, which is enough to leave all POI with their Max Stock (if you transferred the 10 extras in POI 3 to any of the other 2 POI).

If you transfer the stock properly all your POI will be left at their Max Stock level.

POI Stock Min Max Order 1 0 10 20 2 10 20 40 3 20 5 10 Totals 30 35 70 40 Table 12: Cumulative Calculation

Following the same example, with only 5 more units in Stock in POI 3, the Cumulative Calculation does not require anything (Table 13), while the Individual Calculation would still be requiring 50 units using the same quantities.

POI Stock Min Max Order 1 0 10 20 2 10 20 40 3 25 5 10 Totals 35 35 70 — Table 13: Cumulative Calculation (nothing to order)

So this method guarantees that your stock levels are always up to a Minimum in all Points of Issue, but it assumes that you will transfer your stocks between Stores accordingly in order to achieve that. At the same time, although it keeps the stocks to a Minimum, it rarely keeps them up to the cumulative Maximum.

Order Output No method of order output is mutually exclusive with all methods being available for all suppliers (each EDI link is specific to an individual supplier). However, each supplier should be configured with a default method plus an alternative. It is possible to output orders by: File Export file ASCII delimited to send data to a corporate purchasing system either to allow the corporate system to place the order or preferably to inform the corporate system (for reconciliation purposes) that the order has been placed. File is also an option, even if the order has also been placed by another method. Paper ATMS allows the order to be printed (using the standard Windows printer control), and re-printed at a later date. ATMS also allows the user to specify a Company logo in the ATMS “INI” file. This puts the users logo at the top right of the Purchase Order report. Details of how to do this are discussed in the System Administration section, System Wide Settings. Fax If the user’s PC has a modem and Windows is correctly configured, it is possible to fax directly to Suppliers. Electronic Output Transferring data via commercial secure EDI, or via conventional Email is supported by ATMS. Normally, Email is supported as standard, EDI requires the purchase of additional software and individual suppliers have to be EDI capable. In order to be able to email Orders you should have previously set up your Email Templates (see page 37) and have them assigned to the Supplier/s (see page 65). Then you can either: Run the FMGRANMAX INFO LTDPurchasing.exe program to automatically create and send the orders. Create your Orders manually and run the FMAUTOEOrder.exe program to send them. Running the FMGRANMAX INFO LTDPurchasing.exe with a user defined extension automatically creates the Orders. The extension should be in the following format: AUTOSEND|Supplier ID|POI ID If either the Supplier ID or the POI ID is omitted then orders are created for ALL Suppliers and/or ALL Points of Issue respectively. Figure 84: Running FMGRANMAX INFO LTDPurchasing.exe to Create Orders For example, if you were to run FMGRANMAX INFO LTDPurchasing.exe with the extension as in Figure 84, orders would be created for all Items assigned to MAINCRIB regardless of supplier. If a connection to the SMTP server can be established then the FMGRANMAX INFO LTDPurchasing.exe program will automatically send the orders that have been created, otherwise they will be left in the Electronic Ordering section where they will need to be sent manually, or by the use of the FMAUTOEOrder.exe program.