Auto Quick-Buy

1. Auto Quick-Buy

2. Overview: By selecting various system parameters a completely automated sales & purchasing process can be customized to meet your unique requirements . With minimal key strokes: • sales order lines are automatically set for ‘Special’ or ‘Direct’ • purchase orders are automatically generated and transmitted to the wholesaler through EDI • confirmations are automatically acknowledged • purchase order lines are automatically received • sales order lines are automatically shipped • pick slips / invoices are automatically printed &/or faxed

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

4. 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 are displayed. This purchasing information may be edited if required, such as the Special or Direct code, the vendor number, the PO #, the received qty or the backorder flag.

5. 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 are attached to one ‘Special’ purchase order. If a ‘Special’ purchase order already exists, and is in an ‘Entered’ status, the system adds new lines to it. The following report prints showing which purchase orders were ‘Created’ and/or ‘Updated’.

6. Each sales order line is updated with the purchase order number it is linked to. Lines can be edited at this point if 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.

7. 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

8. Once PO’s are transmitted, their status changes from ‘Entered’ to ‘Printed’. 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)

9. The acknowledgments are then automatically 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.

10. 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

11. Items that are unavailable or partially shipped may be automatically ordered from an alternate vendor if the following flag is enabled and the vendor information on the item set up correctly. Up to 3 vendors can be 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 notice to the user that this line item must be handled manually.

12. 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.

13. 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.

14. Items that are partially shipped are received on the purchase order and the ordered quantity is 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 was changed to 53 and 53 were received. The original ordered quantity on the sales order was changed to 53 and the line was fully shipped. A new line for the remaining quantity of 12 was created with the alternate vendor auto-assigned. The status was set to ‘Not Ord’. A purchase order for the alternate vendor will be generated during the next PO auto-generation process.

15. 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 can edit the purchasing information on the sales order line. When this backorder flag is set, items that are partially shipped are received on the purchase order and the remaining quantity are flagged as ‘re-scheduled’.

16. Direct Wrap & Label A flag on the customer master, within the ‘A’ddress section, determines how direct orders are shipped. If the flag is set to ‘1’ Direct Wrap & Label, the orders are shipped to your store already wrapped & labeled for you to deliver. If the flag is set to ‘0’ Direct, the orders are3 shipped directly to your customer. This flag may be overridden at sales order entry within the ship-to address section.