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3 Create Specialty Purchase Orders
Apart from automatically generated purchase orders and manually created basic purchase orders, Merchandising provides a few special workflows to create orders. These purchase orders are usually created for a specific purpose. The following specialty purchase orders can be created in Merchandising:
Contract Orders
This workflow provides the option of creating orders for the items that are part of Plan/ Availability type contracts. When a retailer enters into such contracts with a supplier, suppliers communicate availability to retailers as the production progresses. Based on the supplier availability, periodic purchase orders are created. In this workflow, the contract is selected as first step and only items attached to that contract are available to be added to the order.
Contract purchase orders are different from regular orders in a few ways. Since contract POs are supposed to have lowest negotiated cost, they cannot further have bracket costing or deals applied on them. They cannot have scaling or truck splitting either. These orders cannot be sent to Buyer Worksheet and they don’t have pre-mark ability. Non-sellable packs and noncontracted items cannot be added to contract orders.
Order for Contracted Items
This workflow provides option of creating orders for items that are associated with one of more contracts. Here the user can choose the items, choose which contract to use for ordering the item, select ordering locations and quantity, and finally create the purchase order. Except Plan/No Availability type of contracts, orders for items attached with all other contract types can be created here. All the characteristics of contract orders mentioned above will be applicable to these orders as well.
DSD Orders
Merchandising can be configured to create a purchase order for items that are received directly at the store without a prior purchase order issued to the supplier. Usually such orders are created after the supplier has delivered items in the store along with invoices. However, they can be prepared before receipt as well, depending on the business process. Such orders can be created only for selected suppliers who are configured as DSD suppliers in Merchandising. Merchandising provides the option to attach invoices and non-merchandise expenses to such orders. When Merchandising is configured to not allow creation of DSD orders, such orders are created by store inventory management system and interfaced to Merchandising, where they can’t be edited.
Pre-issued Orders
Sometimes, to expedite the ordering process when meeting with suppliers, there is a desire for orders to be placed immediately, even before they are entered into Merchandising. Merchandising provides the ability to pre-issue order numbers such that suppliers can be issued a valid purchase order number along with quantity and expiration date to support this business requirement. Later these numbers can be used to create a valid purchase order, capturing all required details. For example: A buyer can travel to a trade show with a number of pre-issues order numbers and issue them to suppliers depending on the negotiations. Then
Table 3-1 (Cont.) Add Items Page
| Field | Description |
|---|---|
| Item Parent | Enter or search for the item parent. All contracted item parents are available for selection. After you have entered the item parent, all diffs associated with the item are displayed. All diff IDs will be available for selection. If there is no valid item for a particular diff ID, then nothing is shown in the Items section. If no diffs are selected, all transaction level items are shown in the Items section. If all parent diffs are not selected, all items fitting the criteria are added. If you enter the contract before you enter the item parent, all contracted item parents are available for selection. If the combination of item parent and contract is not valid, then nothing is populated in the table. If all the child items are not part of the selected contract, you receive a warning message that one or more child items are not part of the contract. |
| Item List | Enter or search for the item list. All item lists, which have at least one contracted item, are available for selection. If you enter the contract before you enter the item list, all item lists having at least one contracted item are available. As long as at least one valid combination of item-contract is possible, all the contracted items of the item list are populated in the items table. If all the items in the item list are not part of the selected contract, you receive a warning message that one or more items are not part of the contract. |
| Contract | Enter the contract number. All the items of the selected contract are populated in the Items table. |
- d. In the Contract field, enter, select or search for the contract.
Note
If you enter the item parent first, only contracts containing the item/item parent are available for selection. For item lists, all contracts associated with at least one item of the item list are available for selection.
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e. After you have entered all the item information, choose one of the following options.
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Click OK to add the selected item to the Items section and exit the Add Item page.
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Click OK and Add Another to add further entries.
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Click Cancel to reject all entries and exit the Add Item page.
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b. In the Quantity field, enter the corresponding quantity to be ordered.
Note
If you want to apply the location and the corresponding quantity to all items, check the Apply to all the items check box.
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c. After you have entered all the location information, choose one of the following options.
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Click OK to confirm the location and close the Add Location page.
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Click OK and Add Another to add additional locations.
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Click Cancel to reject all entries and close the Add Location page.
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Note
To delete a location, mark the corresponding row in the Locations section.
Then select Actions > Delete or use the Delete icon
.
If you want to edit the quantity for a location, enter the new quantity in the Quantity column.
5. After you have selected the location, you need to generate purchase orders for the selected contracted items.
In the Toolbar, click Build Orders to populate the Order section with pending orders.
Note
The Build Orders button is only enabled, after you have associated each item with a location and a quantity.
6. Click the Create Order button or select Actions > Create Orders to create orders for the contracted items. The status of the order changes to Created.
Note
The Order Type field is set to N/B by default.
The Not Before and Not After Date fields contain the dates specified in the contract.
You can edit the Order Type, Not Before and Not After Date fields in the Orders section.
7. To edit the created purchase order, select the corresponding order. Then use one of the following options.
- Select Actions > Edit or use the Edit icon . The Order page opens. For more details about editing orders, see the Define/Enter a Purchase Order section.
Note
To delete an entered invoice, use the Delete Invoice icon in the top right corner of the Invoice section.
5. In the Non-Merchandise Expenses section, select Actions > Add or use the Add icon. The Add Non-Merchandise Expense page opens.
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a. In the Code field, enter or search for the expense code of the non-merchandise expense, for example, select M (Miscellaneous).
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b. In the Amount field, enter the expense amount.
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c. In the VAT section, in the Code field, enter, select or search for the VAT code, for example, select Standard.
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d. In the Rate field, the VAT rate is populated once you enter the VAT code.
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e. In the Amount field, the VAT amount is populated once you enter the VAT code.
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f. After you have entered all necessary information, choose one of the following options.
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Click OK to add the entered expense information to the Non-Merchandise Expense section and close the page.
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Click OK and Add Another to add the entered expense information to the NonMerchandise Expense section and stay in the page to add additional nonmerchandise expenses.
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Click Cancel to reject all changes and close the page.
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Note
To delete non-merchandise expenses from the DSD order, select Actions >
Delete or use the Delete icon
.
6. After you have entered all necessary information for the DSD order, choose one of the following options.
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Click Save and Close to create the DSD order and close the DSD order page.
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Click Save and Create Another to create the DSD order and stay in the DSD Order page to create additional DSD orders.
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Click Cancel to reject all entries and close the DSD order page.
Create a Pre-Issued Order
In Merchandising you can create a purchase order using a pre-issued order number. For more details about how to generate pre-issue order numbers, see the Pre-Issued Order Numbers section.
To create a pre-issue order follow the steps below.
1. From the Tasks menu, select Orders > Create Pre-Issue Order . The Create Pre-Order page opens.
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a. In the Supplier Site field, enter, select or search for the supplier site you want to generate a pre-issue order number for.
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b. In the Quantity field, enter the quantity of pre-issue order numbers you want to generate.
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c. In the Days Until Expiration field, enter the number of days that should elapse between the date, the pre-issue order number is created and the date when the preissue order number expires.
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d. After you have entered the required information, choose one of the following options.
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Click OK , to add the pre-issue order number to the Generation Schedule section and exit the Generate Order Numbers Now page.
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Click OK and Add Another , to add the pre-issue order number to the Generation Schedule section and create another pre-issue order number.
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Click Cancel , to reject all changes and exit the Generate Order Numbers Now page.
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3. After you have entered the information for the pre-issue order numbers, you have the following options.
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Click Save , to save the pre-issue order number schedule and/or pre-issue order number.
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Click Save and Close , to save the pre-issue order number schedule and/or pre-issue order number and exit the Pre-Issue Order Numbers page.
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Click Cancel , to reject all changes and exit the Pre-Issue Order Numbers page.
Create a Customer Order
Note
Customer Orders may only be created in Merchandising when the application is not configured to integrate with an external order management system.
To create an order for a customer, follow the steps below.
1. From the Tasks menu, select Orders > Create Order . The Create Order page opens.
Customer Details
In the Customer Details page you can view, add or edit customer details for the created customer purchase order.
Customer Header
The Customer header section contains the following fields.
Table 3-2 Customer Header Section
| Field | Description |
|---|---|
| Customer | Enter the customer in this field. |
| Customer Order | This field contains the created Customer Order Number. The Customer Order will be the same as the Order Number of the Customer Order in Merchandising. |
| Fulfillment | This field contains the Fulfillment Number. The Fulfillment will be the same as the Order Number of the Customer Order in Merchandising. |
Billing Information
The Billing Information section contains the following fields. Enter the details for the billing information in this section.
Table 3-3 Billing Information Section
| Field/Button | Description |
|---|---|
| Address | Enter the billing address. This field is a required field. |
| City | Enter the city. This field is a required field. |
| State | Enter, select or search for the state. |
| Postal Code | Enter the postal code of the city. |
| Country | Enter, select or search for the country. This field is a required field. |
| Jurisdiction | Enter, select or search for the jurisdiction information. This further breaks down the tax rate if the location is different from the transaction location. |
| First Name | Enter the first name of the customer. |
| Phonetic First Name | Enter the customer’s phonetic first name. |
| Last Name | Enter the last name of the customer. |
| Phonetic Last Name | Enter the customer’s phonetic last name. |
| Company | Enter the company name. |
| Preferred Name | Enter the preferred name of the billing address. |
| Phone | Enter the phone number of the billing location. |
Table 3-3 (Cont.) Billing Information Section
| Field/Button | Description |
|---|---|
| Copy from Billing Address | TheCopy from Billing Addressbutton copies the Billing Address details to the Delivery Information section. |
Delivery Information
The Delivery Information section contains the following fields. Enter the details for the delivery information in this section.
Table 3-4 Delivery Information Section
| Field/Button | Description |
|---|---|
| Address | Enter the delivery address. This field is a required field. |
| City | Enter the city. This field is a required field. |
| State | Enter, select or search for the state. |
| Postal Code | Enter the postal code of the city. |
| Country | Enter, select or search for the country. This field is a required field. |
| Jurisdiction | Enter, select or search for the jurisdiction information. This further breaks down the tax rate if the location is different from the transaction location. |
| First Name | Enter the first name of the customer. |
| Phonetic First Name | Enter the customer’s phonetic first name. |
| Last Name | Enter the last name of the customer. |
| Phonetic Last Name | Enter the customer’s phonetic last name. |
| Company | Enter the company name. |
| Preferred Name | Enter the preferred name of the delivery address. |
| Phone | Enter the phone number of the delivery location. |
Other Information
The Other Information section contains the following fields. Enter additional delivery information in this section.
Table 3-5 Other Information Section
| Field | Description |
|---|---|
| Partial Delivery | This check box is unchecked by default. |
| **Note:**You cannot change the value of the Partial Delivery field. This | |
| field is only enabled when the page is accessed from the Transfer page. | |
| Delivery Date | Enter the delivery date or use the Calendar button to select a date. |
Table 3-5 (Cont.) Other Information Section
| Field | Description |
|---|---|
| Delivery Time | Enter or select the delivery time. |
| Delivery Charge | This field contains the sum of all charges associated with the delivery of the order. |
| Currency | Indicates the currency of the order. |
| Delivery Type | Indicates the delivery type of the order. |
| Carrier Code | Indicates the carrier the order is shipped with, if specified on the order. |
| Carrier Service Code | Indicates the method selected for shipping by the customer placing the order. For example, Standard Shipping, Overnight and so on. |
| Comments | Enter any comments or special instructions that you might want to capture against the customer order. For example, services. |
Maintaining Customer Details
To view, add or edit customer details follow the steps below.
1. From the More Actions menu of the Order page, select Customer . The Customer Details page opens.
2. Add, edit or view the customer details information.
For more information about how to maintain the customer details, see the Customer Details section.
3. After you have entered all necessary information, choose one of the following options from the Toolbar.
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Click Save to save the entered customer details.
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Click Save and Close to save the entered customer details and close the Customer Details page and return to the Order page.
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Click Cancel to reject all entries and close the Customer Details page and return to the Order page.
In this guide
- Guide: Purchase Orders and Contracts User Guide
- Previous: 2 Create a Purchase Order
- Next: 4 Manage Purchase Orders