Full Inventory User Guide
Inventory>File>Purchase Orders>Click the Insert button, and then choose Stock or Special Order
When entering a new purchase order, if using Color Crossover and the color crossover products are set up, those products may be entered at this time.
PO Line #
This field displays the purchase order number followed by a 4-digit line number. A new PO line will be created for each different Roll or Item ordered from a particular mill or for a given customer order. Each line number (-0001, -0002) will be numbered sequentially by the program.
Order Date
Enter the date the purchase order is entered. It will default to the system date. Click F8 to display an on-line calendar. Or, click the up or down arrows to change the date in one-day increments.
Store Code
Enter the store code for which the material is being ordered. Click F8 or press the F8 button for a store code listing.
Product Code
Enter the two-digit product code for the material classification. Click or press F8 for a listing of existing product codes. Product codes are added through configuration.
At this point the best practice is to go to the Private Style field and F8, then pull the information from the products file. Doing so will ensure consistency in data especially if receiving electronic product catalogs.
If purchase order information is pulled from the products file either in an order line or straight into a purchase order and then the following information is changed in the products file, the system will not allow the purchase order to be generated until the information is re-pulled from products.
Checked Fields
Items: Private Item Name Private Item Number Private Description
Roll: Private Style Name Private Style Number
Services: Private Service Name
Manufacturer
Enter the manufacturer of the material. If the manufacturer is the same as the supplier, leave this entry blank. The system will automatically insert the manufacturer name, after the supplier field is completed.
The option in >Utilities>System Options>System Wide>General> Manufacturer from Manufacturer File Only (Products, Inventory and Purchase Orders) controls whether free form typing in this field is allowed or if importing the manufacturer name from the manufacturer file is required. Click the ellipsis button to access the Manufacturer file. If importing buying group electronic product files, the switch should be checked to ensure data entry consistency.
Supplier
Enter the first few characters of the supplier name and click or press F8 to import from the supplier file.
The option in >Utilities>System Options>System Wide>General> Supplier From Supplier File Only (Products, Inventory and Purchase Orders) controls whether free form typing in this field is allowed or if importing the supplier name from the supplier file is required. Click the ellipsis button to access the supplier file. If importing buying group electronic product files, the switch should be checked to ensure data entry consistency.
Private Supplier
Enter the name of the private label company if applicable.
Private Style
Enter the private style name if applicable. Press F8 to access the Products file for product style and color. If the Products module is not used, manually enter the private style name.
Private Color
If the private style was exported from Products, the private description will be exported.
Style
Enter the mill style name or press F8 to import product information from the Products file.
Color
If the style name was imported from Products and colors have been entered, the mill color will be imported also.
Units
Enter the unit of measure by which the material is sold. Click or press F8 for a listing of predefined units of measure. A unit of measurement may be added or deleted from the file.
Roll #
Roll inventory only. This field defaults to the purchase order number. Click or press F8 for a computer generated roll number. If not using mill roll numbers, enter a roll number here. The roll number in this field will be automatically entered on the roll record when the purchase order is satisfied.
Style #
Enter the Style number, if known. If the product information was imported from the Products file and the Style # is present, it will be carried over to the purchase order.
Private Style #
Enter the Private Style number, if known. If the product information was imported from the Products file and the Private Style # is present, it will be carried over to the purchase order.
Color #
Enter the Color Style number, if known. If the product information was imported from the Products file and the Color # is present, it will be carried over to the purchase order.
Private Description#
Enter the Private Description number, if known. If the product information was exported from the Products file and the Private Description # is present, it will be carried over to the purchase order.
Style #, Priv. Style #, Color # and Priv. Color # can be printed on the physical purchase order. If this option is needed, please contact RFMS for a configuration change to the purchase order print file.
User Defined Field (Serial)
This field is user-definable and can be set in >Utilities>System Options>System Wide>Inventory>Serial Number Prompt.
SKU
The SKU field is designed to interact with the RFMS E-Commerce program, also known as B2B. This field will be populated from the Product Catalog and will carry through to the Inventory Record. The field is 48 characters in length.
FOB
The city or location from where the product is shipped, can be entered on and pulled from the product record
Builder/Subdivision/Block/Lot
Enter builder information in the space provided or it can be pulled from the customer order for special orders. (This information will be sent to the Supplier on Electronic POs if using Electronic Commerce).
Width
Enter the width of the material (roll goods only.)
Length
Roll goods only. Enter the length, in feet, of the material. Click or press F8 for a Roll/Cut comparison chart. If the product information for this purchase order is found in the Products file, the cost will be imported into the chart. The length, unit price or total price may be edited to determine the best buy. Roll pricing is the default.
Roll/Cut
Enter "R" for a roll or "C" for a cut.
Cost
Enter the price quoted by the mill or supplier, or, click or press F8 to verify and export cost information from the Products file
Amt. Ordered
Once a width and length has been entered for roll goods, the system will automatically calculate the amount ordered. Or, if the length has been left blank, enter the square yardage or footage here. The system will convert the yards or feet into linear feet for the Length field. For item inventory, enter the number of units ordered. This product may require a purchase in a specified quantity. See Buying Quantity for more information.
Amt. Received
This field is automatically updated when the Purchase order is satisfied. For an OPEN PO, this field will display zero.
Footage Order/Roll Order
These selections are for use with Electronic Commerce (EC). If currently using the RFMS EC Module, please consult the manual.
Define Cuts
This option allows work order information from the Order Entry Module to be imported and attached to the Purchase Order. If cuts are defined, the lettering turns red. This must be set to yes in >Utilities>System Options>Inventory>E-Commerce>Use Purchase Order Cuts.
Same Dye Lot
Check to request the same dye lot. As of version 10.6.1 this feature is available for items as well as rolls.
Ordered By
Entry in this field can be one of two options:
1) User-supplied name of the person that places the order with the supplier.
2) Auto Generated - displays if the purchase order was automatically created from an order entry line and generated through Auto PO Generation.
Note: When the purchase order is actually called in, this field needs to be updated with the name of the person who actually placed the order. Changing the "Ordered" and "Taken By" fields is what changes the PO status to "open."
Taken By
When the purchase order is actually placed with the supplier, enter the name of the person with whom the order was placed.
Requested Ship Date
A future ship date up to 365 days in advance may be requested. The requested ship date is returned on the electronic PO with the date requested unless the production date is after the requested ship date.
WA
Will Advise: This feature must be turned on from >Utilities>System Options>Inventory>E-Commerce>Allow Will Advise. Open orders with will advise will have a status of Open-WA and will be highlighted in green.
The taken by field must be completed before wa status is allowed.
Promise Date
Enter the date the material is expected to arrive. Click the calendar button for the on-line calendar.
Status
This field displays the current status of this purchase order. See Status Listing for a description of purchase order statuses.
Total Value
This field displays the total value of the purchase order line. The total is calculated by multiplying the amount ordered by the quoted price. The total value (extended price) may be printed on the purchase order with a configuration change by RFMS.
Reference #
Side mark
Enter side mark information for this material. The sidemark will print on roll tags and will also transfer to the inventory record when received. If Auto PO Generation is used, the sidemark may be automatically inserted.
Comments
(Optional) Enter desired comments about the purchase order.
Comments
Article is closed for comments.