Auto Quick-Buy

1. Auto Quick-Buy

2. Overview: Based upon the use of system flags, a complete ordering process will be automated as follows: • sales order lines automatically backordered and flagged as ‘Special’ or ‘Direct’ • purchase orders auto-generated and transmitted to the wholesaler through EDI • confirmations from wholesaler auto-acknowledged • purchase order lines auto-received • sales order lines automatically shipped • pick slips / invoices auto-printed

3. Requirements: The auto quick-buy process is activated by user, item and vendor. To set the user flag, select: Sales Order Menu - type .USER at selection line NOTE: If setting up user 2, don’t forget to setup user 102 and 202 as well. Set the ‘Auto Quick-Buy’ flag appropriately for each user you wish to activate. 0= No – Not activated for this user 1 = Yes (Qty Ship Default to Normal) – Activated for this user & the shipped qty will default as normal (on hand or available) on SO lines. 2= Yes (Qty Ship Default to Zero) – Activated for this user & the shipped qty will default to zero on SO lines.

4. To set the item flag, select: InventoryMenu # 2 File Maintenance # 21 Inventory Store Set the ‘Auto Quick-Buy’ flag appropriately for each item required. 0= No – Not activated for this item. Item will be treated as normal. 1 = Yes (Direct) – Activated for this item & will be ordered with a ‘direct’ PO. 2= Yes (Special) – Activated for this item & will be ordered with a ‘special’ PO.

5. To set the vendor flags, select: Purchase OrderMenu # 2 File Maintenance # 22 Vendor Purchase Maintenance NOTE: In order for items to be ordered with a ‘Direct’ PO, the item and vendor must both be set to ‘1’ (Direct). If the vendor is set to ‘2’ (Special) and the item is set to ‘1’ (Direct), or vice versa, it will be ordered with a ‘Special’ PO. There are 5 flags to be set for each vendor: 1. AQB (Auto Quick-Buy): 0= No – Not activated for this vendor. 1 = Yes (Direct) – Activated for this vendor & will be ordered with a direct PO. 2= Yes (Special) – Activated for this vendor & will be ordered with a special PO.

6. 2. EDI (Electronic Data Interchange): 0 = No – PO’s for this vendor will not be transmitted through EDI. 1 = Yes – PO’s for this vendor will be transmitted through EDI.

7. 3. Min PO Amt: When a PO is generated for this vendor and the total order value is below the minimum, the following warning will print on the Auto-Generate PO Report. The PO will not be transmitted to the vendor.

8. 4. Lead Days: When a PO is auto-generated for this vendor, the system calculates the expected date by adding the number of lead days to the current system date. Valid entries are 0-99.

9. Alternate Warehouse: • Controls a flag on the PO that instructs the wholesaler to ship products from their alternate warehouse(s) if qty’s are not available in their main distribution centre. • 0 = N - Do not ship from alternate warehouse(s). • 1 = Y - Ship from alternate warehouse(s). Receive/ship total quantity from all. • 2 = Y - Ship from alternate warehouse(s). Receive/ship quantity from main warehouse only. Backorder quantities from alternate warehouse(s).

10. Operation: Please refer to the “Sales Order Entry” PowerPoint for instructions on creating Sales Orders. During sales order line entry, the shipped quantity will default based upon the user flag, but may be edited.

11. The system automatically flags each line as ‘Special’ or ‘Direct’, based upon the item and vendor flags. The Primary Vendor # is auto-assigned. Once the PO is auto-generated, the PO number, quantity received and backorder flag will display. IMPORTANT: Make sure any editing of this purchasing information is valid, since the system has no way of verifying it’s accuracy. This purchasing information may be edited if required, such as the N/E/S/D code (Special or Direct), the vendor number, the PO #, the received qty or the backorder flag. To do so, select ‘9’ to edit order and ‘P’ to edit purchasing information.

12. The system auto-generates one purchase order per wholesaler for all lines flagged as ‘Special’, and one purchase order per sales order for all lines flagged as ‘Direct’. Multiple sales orders will be attached to one ‘Special’ purchase order. If a ‘Special’ purchase order already exists, and is in an ‘Entered’ status, the system will add new lines to it. The following report will print showing which purchase orders were ‘Created’ and/or ‘Updated’.

13. Each sales order line is updated with the purchase order number it is linked to. Lines should not be edited at this point unless absolutely necessary “AND” the purchase order is still in an ‘ENTERED’ status. Before editing the line, you must first delete it from the purchase order it is linked to. Once this is done the purchase order number will be deleted from the sales order line and will revert back to a ‘Not Ord’ status, it may then be edited. During the next PO auto-generation process, this line will get picked up for ordering.

14. The ‘Auto-Generated PO Maintenance’ screen displays purchase orders that are going to be, or have already been transmitted to the wholesaler. You may ‘D’elete PO’s from this screen if you do not wish them to be transmitted, or you may ‘A’dd manually entered PO’s for transmittal. You may also ‘R’etransmit PO’s to the wholesaler again. NOTE: PO # 6755 will not be transmitted due to the fact that it does not meet the vendor’s minimum order value. The total order value will have to be increased or the minimum dollar value on the vendor removed. To access this screen, select: Purchase Order Menu # 1 Daily Work # 28 Auto-Generated PO Maintenance

15. Once PO’s are transmitted, their status changes from ‘Entered’ to ‘Printed’. PURCHASE ORDERS THAT HAVE A ‘PRINTED’ STATUS SHOULD NOT BE EDITED. SALES ORDER LINES LINKED TO ‘PRINTED’ PURCHASE ORDERS, SHOULD ALSO NOT BE EDITED. All sales orders linked to a specific PO may be viewed in either PO Entry or PO Receiving. Once ‘E’ to End is selected, the system will prompt to “View lines created from Sales Orders”. Options are: a) 0 = No (you just want to end the PO & not view any SO lines) b) 1 = All (you want to view all SO lines created) c) 2 = Qty Recv’d (you only want to view lines with received qty’s)

16. The acknowledgments are then received from the wholesaler and the PO’s updated accordingly. Costs and quantities are updated on the item and the PO is auto-received. This causes the PO status to change from ‘Printed’ to ‘Received’. These PO’s will no longer display in the ‘Auto-Generated PO Maintenance’ screen. The sales order lines are then automatically shipped and the received quantities updated per line. An invoice number will also be updated per line for SP Richards orders only. NOTE: Serialized items will have to be received and shipped manually. An exception report will be printed at the auto-receiving stage.

17. Pick slips can then be batch printed by selecting: Sales Order Menu # 1 Daily Work # 22 Print Orders Answering No to the first prompt, “Is this a print of verified orders”. Once orders are picked and ready for invoicing, select: Sales Order Menu # 4 Day End # 34 Verify Auto-Generated Orders This function invoices all fully shipped lines. Invoices can then be batch printed or faxed (after SO post to AR) by selecting: A/R Daily Work Menu # 3 Invoice Reports # 20 Print Invoices

18. Items that are unavailable or partially shipped may be automatically ordered from an alternate vendor. The following flag must first be enabled and the vendor information on the item setup correctly. Select: Inventory Menu - type .SSIP at the selection line - select Table #10 - ensure the following flag is set accordingly You may have up to 3 vendors attached to every inventory item; primary, secondary and third. The system will try ordering from all 3 vendors in the sequence entered. If the ordered quantity is not fully satisfied after the third vendor, the system assigns a vendor # of ‘NOAQBV’(No Auto Quick-Buy Vendor) to the sales order line, which is a flag to the user that this line item must be handled manually.

19. The following Open Order Report may be printed to find all items assigned vendor # ‘NOAQBV’. You mustenter the following range on the N/E/S/D Vendor # field. Select: Sales Order Menu # 3 Reporting # 20 Open Order Report NOTE: The system will also assign vendor # NOAQBV if the item does not have a valid vendor # attached to it, or the vendor isn’t flagged properly within Vendor Purchasing Maintenance.

20. Alternate Vendor Process Items that are not available will be deleted from the purchase order and replaced with a comment line stating it’s been moved to an alternate vendor. The alternate vendor number is then assigned to the sales order line with a status of ‘Not Ord’. A purchase order for the alternate vendor will be generated during the next PO auto-generation process.

21. Items that are partially shipped will be received on the purchase order and the ordered quantity will be changed to equal the received quantity. This ensures no backordered quantities remain on the purchase order. In this example the original ordered quantity was 65. 53 were shipped from the primary vendor. Therefore the ordered quantity is changed to 53 and 53 are received. The original ordered quantity on the sales order will also be changed to 53 and the line will be fully shipped. A new line for the remaining quantity of 12 will be created with the alternate vendor auto-assigned. The status will be set to ‘Not Ord’. A purchase order for the alternate vendor will be generated during the next PO auto-generation process.

22. If you do not wish for an alternate vendor to be assigned to a specific sales order line, you can ‘force’ a backorder to the attached vendor. To do this you must edit the purchasing information on the sales order by selecting ‘P’ for ‘Purchase’,while in “edit mode”, at that specific line. Enter past the vendor info until the following prompt displays. When this backorder flag is set, items that are partially shipped will be received on the purchase order and the remaining quantity will be flagged as ‘re-scheduled’.

23. Direct Wrap & Label There is a flag on the customer master, within the ‘A’ddress section, which determines how direct orders are shipped. If the flag is set to ‘1’ Direct Wrap & Label, the orders will be shipped to your store already wrapped & labeled for you to deliver. If the flag is set to ‘0’ Direct, the orders will be shipped directly to your customer. This flag may be overridden at sales order entry within the ship-to address section.