* Purchasing - Automated PO's

How to use the Automated PO #2 (APO2)

This option will display a list of items to be special ordered on ALL Sales Orders. In order for the items to show up (on the list of items to be ordered) OneSource will find all items on all Sales Orders where the 'SO' check box checked and the Purchase Order field is blank).

• Click Purchasing > Automated PO's > then select Method #2 > then click Proceed.
• Select the PO Ship To Address of your choice and then click OK.
• After the Automated PO Summary Preview screen appears you can click Create PO's to create a PO for each Supplier that  has the Create PO checked. 
• Additional Notes:
• A separate PO will be created for each distinct Supplier selected on all Sales Orders that have special order items.  For instance, suppose you have 5 Sales Orders that have the SO checkbox checked (and the PO # field is still blank on those line items).  Now suppose also that Supplier A is selected as the Supplier on some of the line items on 4 out of the 5 Sales Orders.  After you click Create PO's OneSource would create 1 Purchase Order that included all of those items--from all 4 of the Sales Orders that had items with Supplier A selected.  It would then also insert the PO # on each of those Sales Order line items AND would insert the Sales Order # on each of the PO line items--creating an automatic 'link' to each other.  (This link helps you identify which PO items are for which Sales Orders, and reserves those items (after they are received) for those Sales Orders, and helps keep the costs (on those Sales Order line items, and any related Invoices created from those Sales Orders) automatically updated if the cost on the PO is changed by a user (usually after an AP BIll is received for the items).
• On the Automated PO Summary Preview screen, by default, the Create PO is selected if the PO Total is greater than the Min. Discount Amt. field. (The Min. Discount Amt. field is an abbreviation for 'Minimum Discount Amount'. This value is set up, for each unique Supplier, on the Suppliers screen on the Financial Info tab.  What this means is if Supplier X offers some type of pricing discount or free shipping for PO's that are at least the amount set in the Min. Discount Amt).

How to use the Automated PO #3 (APO3)

This option will display a list of items to be ordered based on the Sales History of your items.

• Click Purchasing > Automated PO's > then select Method #3.
  
  
  
  
• Under the Review Past Sales heading select a From date and a To date (in the past) from which to analyze Past Sales History  (for all items that match the criteria you select).  
• Note: If your sales volumes goes up or down at certain times of the year, then it may be a good idea to look at a 'similar' period of time in the recent past to help estimate how many of each item should be ordered now for the similar period coming up in the near future).  For instance, if your sales go up in the last 3 months of the year, you may want to select a date range from the same period of time a year earlier.
• Under the Future Amount heading select the number of days, weeks, or months of stock you want to have on your shelf--ready to sell--when the items arrive. 
• Under the Criteria heading select values for these fields:
• Supplier: Leave All Suppliers selected if you want to review ALL Items - regardless of the Default Supplier selected on each item record.  Or, select a particular Supplier if you only want to review and order Items that have that particular supplier as it's Default Supplier.
• Buyer or PO Category: If you would like to review and order certain types of items together as a group (on the APO3 screen), think of a PO Category name and enter that category name into the Buyer or PO Category field on all items that you want to be in that group.  Then select that PO Category from the Buyer or PO Category drop down list on the APO3 screen (as shown above).
• Show History: You can select Sales Orders if you want the APO3 process to analyze past sales history using Sales Order information.  Or, you can select Invoices/CM if you want the analysis to use Invoice and Credit Memo history. 
• Note:  When converting over to OneSource, it is usually not feasible to import detailed Invoice and Credit Memo history AND balance your General Leger and Open AR at the same time.  Due to this, to simplify the data conversion, we typically import sales history information into OneSource as Sales Orders (which have no affect on the General Ledger or Open AR balances.  Then you can select Sales Orders in the Show History option (above) immediately following your GoLive on OneSource.  Then, over time, as your Invoice and Credit Memo history grows, you can select Invoices/CM--so returned items (on Credit Memo's) can be factored into your past sales history as well--which is typically more accurate than just looking at Sales Order history).
• Load Saved APO3c: (Not applicable for APO3).
• Additional Options
• Show All Items: Click this option If you want to get a view of ALL items.
• Show All Active Items: Click this option if you want to Show ALL items--that are marked in the Item record as Active.
• Round Down to Nearest Whole: When the Future Amount you select, such as 1 month, results in a 'fraction' of a whole number, by clicking this option, the Re-order Qty will be rounded down to the nearest whole number.
• For Instance, suppose you selected a date range of 10 months, and in that date range you sold 1 of Item X (in 10 months).  Now suppose you wanted to order a 1 month supply of Item X--which would mean that you need to order approximately 1/10th of 1 item (which of course is not possible to do...). If you selected this option, the .10 (1/10th of 1 item) would be rounded down to 0 and this item would NOT be on the list to re-order.  
• Round Up to Nearest Whole: When the Future Amount you select, such as 1 month, results in a 'fraction' of a whole number, by clicking this option, the Re-order Qty will be rounded up to the nearest whole number.
• For Instance, suppose you selected a date range of 10 months, and in that date range you sold 1 of Item X (in 10 months).  Now suppose you wanted to order a 1 month supply of Item X--which would mean that you need to order approximately 1/10th of 1 item (which of course is not possible to do...). If you selected this option, this .10 (1/10th of 1 item) would be round up to 1 and this item WOULD be on the list to re-order.  
• ...
• When you are ready click Proceed.
• Select the PO Ship To Address of your choice and then click OK.
• After the Automated PO Summary Preview screen appears you can click Create PO's to create a PO for each Supplier that  has the Create PO checked.
• Additional Notes:
• On the Automated PO Summary Preview screen, by default, the Create PO is selected if the PO Total is greater than the Min. Discount Amt. field. (The Min. Discount Amt. field is an abbreviation for 'Minimum Discount Amount'. This value is set up, for each unique Supplier, on the Suppliers screen on the Financial Info tab.  What this means is if Supplier X offers some type of pricing discount or free shipping for PO's that are at least the amount set in the Min. Discount Amt).

How to use the Automated PO #3C (APO3C)

Tables and Fields Used To Generate Data for APO3C

• ColumnDesciption	Table/Field	Notes / Questions
  Date Added	Inventory.DateAdded
  QtyLost	[Sales Order Lost Sales].Quantity
  PastAvg	Calculated Value ( Qty +Lost Sales * Factor)
  ExpDt	[Purchase Order Lineitems].[Date Expec]
  Quantity on Back Order	[Sales Order Lineitems].[BO Qty]	Is this taking into consideration the Sales orders that are already invoice and the previously shipped Qty? (Should be Sales Order back ordered Qty where the Sales Order is not invoiced minus the Previously shipped Qty on sales orders not invoiced.)(This is only considering the BO Qty in Sales Order Lineitems)
  Reorder Quantity	Inventory.[Reorder Quantity]
  Yr Range	Inventory.[SubCategory1]
  Year, Make, Model	Inventory.[SubCategory2] + Inventory.[SubCategory3]	Should include [SubCategory1] ( Yes this is only using SubCategory2 and 3. It should include SubCategory1 also)
  Model	Inventory.[SubCategory3]
  Category	Inventory,Category
  Plink#	Inventory.ManufactuerItemNumber2
  Quantity	([Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]	??? isn't this the net (ROUNDED) total that is being suggested by the APO system to be ordered? (Example=1) (YES need to correct this)
  QN	[Quantity] + LostSales * Factor + [OnBackOrder] - [Instock - DamagedQty - OnOrder	??? Is this the ACTUAL, calculated value to order.  Example.  If looking at a range of 1 full year, and want to have/buy a total of 3 months worth, but only sold 1 in a full year, wouldn't this be .08?( That is QtyNoRounding)
  Stock Item Number	[Inventory].[Item Number]
  Quantity in Stock	sum of  [Inventory Products].[Quantity In Stock]
  Quantity on Order	[Purchase Order Lineitems] Sum([Quantity]-[Qty Recvd])
  Total Qty Sold for Last 3 Months	[Invoice Lineitems].[Ship Qty]	This would be SUM of each item sold (calculating on the Ship Qty in the Invoice Line Items table) for all items sold over the past 3 months from today. (Yes)
  Description	[Inventory].[Description]
  PastTotal	[Invoice Lineitems].Quantity	Why Quantity and not Ship Qty??? (This should be all sold during the date range (in the past) entered by user.) (Yes need to replace with Ship Qty)
  QY1	[Invoice Lineitems].Quantity	Why Quantity and not Ship Qty???  (This should be all sold during the exact date range LENGTH for the Previous Period before Past Total). (Yes need to replace with Ship Qty)
  QY2	[Invoice Lineitems].Quantity	Why Quantity and not Ship Qty???  (This should be all sold during the exact date range Length for the previous period before QY1) (Yes need to replace with Ship Qty)
  YrAvg	[QY1]+[QY2]+[QY3])/3	??? Where is QY3?? shouldn't this be PastTotal+QY1+QY2?? (Yes Q3 should be there )
  YrAvgTrending	Calculated using YrAvg	This should generate a U for trending UP or a D for trending Down or an N if NO trend.(Yes it is showing U or D but deciding with the value in YrAvg)
  NumSal	[Sales Order Lineitems].[Sales Order Number] count or [Invoice Lineitems].[Invoice Number] count	Counting the number of SO or INV for this item. (Yes Correct)
  Exceptions	Calculated using tblAutoPOExceptions.[Item Number]
  STQ1	[Invoice Lineitems].[Ship Qty]	??? is this 30 days or actual month?  example month is 31 days? (yes)
  STQ2	[Invoice Lineitems].[Ship Qty]
  STQ3	[Invoice Lineitems].[Ship Qty]
  STQ4	[Invoice Lineitems].[Ship Qty]
  STQ5	[Invoice Lineitems].[Ship Qty]
  STQ6	[Invoice Lineitems].[Ship Qty]
  STQ7	[Invoice Lineitems].[Ship Qty]
  STQ8	[Invoice Lineitems].[Ship Qty]
  STQ9	[Invoice Lineitems].[Ship Qty]
  STQ10	[Invoice Lineitems].[Ship Qty]
  STQ11	[Invoice Lineitems].[Ship Qty]
  STQ12	[Invoice Lineitems].[Ship Qty]
  Supp1 Cost	[Inventory Suppliers].Cost or [Inventory].[Cost from Mfg]
  txtSupp1	[Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]	??? What does this have to do with SO or INV line items?  Isnt this the QTY that the tool has auto filled (or was manually entered by the user)?
  Supplier1 CuSqFt	,[Inventory].[CubicSqFt] or [Inventory Suppliers].[CubicSquareFt]
  Supplier1 Notes	[Inventory].[PONotes] or [Inventory Suppliers].[Notes]
  Supplier01LastCost	[Purchase Order Lineitems]![Price]
  Supp2 Cost	[Inventory Suppliers].Cost or [Inventory].[Cost from Mfg]
  txtSupp2	[Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]
  Supplier2 CuSqFt	,[Inventory].[CubicSqFt] or [Inventory Suppliers].[CubicSquareFt]
  Supplier2 Notes	[Inventory].[PONotes] or [Inventory Suppliers].[Notes]
  Supplier02LastCost	[Purchase Order Lineitems]![Price]
  Supp3 Cost	[Inventory Suppliers].Cost or [Inventory].[Cost from Mfg]
  txtSupp3	[Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]
  Supplier3 CuSqFt	,[Inventory].[CubicSqFt] or [Inventory Suppliers].[CubicSquareFt]
  Supplier3 Notes	[Inventory].[PONotes] or [Inventory Suppliers].[Notes]
  Supplier03LastCost	[Purchase Order Lineitems]![Price]
  Supp4 Cost	[Inventory Suppliers].Cost or [Inventory].[Cost from Mfg]
  txtSupp4	[Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]
  Supplier4 CuSqFt	,[Inventory].[CubicSqFt] or [Inventory Suppliers].[CubicSquareFt]
  Supplier4 Notes	[Inventory].[PONotes] or [Inventory Suppliers].[Notes]
  Supplier04LastCost	[Purchase Order Lineitems]![Price]
  Supp5 Cost	[Inventory Suppliers].Cost or [Inventory].[Cost from Mfg]
  Supplier5 Qty	[Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]
  Supplier5 CuSqFt	,[Inventory].[CubicSqFt] or [Inventory Suppliers].[CubicSquareFt]
  Supplier5 Notes	[Inventory].[PONotes] or [Inventory Suppliers].[Notes]
  Supplier05LastCost	[Purchase Order Lineitems]![Price]
  Supp6 Cost	[Inventory Suppliers].Cost or [Inventory].[Cost from Mfg]
  Supplier6 Qty	[Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]
  Supplier6 CuSqFt	,[Inventory].[CubicSqFt] or [Inventory Suppliers].[CubicSquareFt]
  Supplier6 Notes	[Inventory].[PONotes] or [Inventory Suppliers].[Notes]
  Supplier06LastCost	[Purchase Order Lineitems]![Price]
  Supp7 Cost	[Inventory Suppliers].Cost or [Inventory].[Cost from Mfg]
  Supplier7 Qty	[Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]
  Supplier7 CuSqFt	,[Inventory].[CubicSqFt] or [Inventory Suppliers].[CubicSquareFt]
  Supplier7 Notes	[Inventory].[PONotes] or [Inventory Suppliers].[Notes]
  Supplier07LastCost	[Purchase Order Lineitems]![Price]
  Supp8 Cost	[Inventory Suppliers].Cost or [Inventory].[Cost from Mfg]
  Supplier8 Qty	[Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]
  Supplier8 CuSqFt	,[Inventory].[CubicSqFt] or [Inventory Suppliers].[CubicSquareFt]
  Supplier8 Notes	[Inventory].[PONotes] or [Inventory Suppliers].[Notes]
  Supplier08LastCost	[Purchase Order Lineitems]![Price]
  Supp9 Cost	[Inventory Suppliers].Cost or [Inventory].[Cost from Mfg]
  Supplier9 Qty	[Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]
  Supplier9 CuSqFt	,[Inventory].[CubicSqFt] or [Inventory Suppliers].[CubicSquareFt]
  Supplier9 Notes	[Inventory].[PONotes] or [Inventory Suppliers].[Notes]
  Supplier09LastCost	[Purchase Order Lineitems]![Price]
  Supp10 Cost	[Inventory Suppliers].Cost or [Inventory].[Cost from Mfg]
  Supplier10 Qty	[Sales Order LineItems].[Ship Qty] / [Invoice LineItems].[Ship Qty]
  Supplier10 CuSqFt	,[Inventory].[CubicSqFt] or [Inventory Suppliers].[CubicSquareFt]
  Supplier10 Notes	[Inventory].[PONotes] or [Inventory Suppliers].[Notes]
  Supplier10LastCost	[Purchase Order Lineitems]![Price]
  LstPOCst	[Purchase Order Lineitems].Price
  LstPOSupp	Suppliers.[Supplier Name] for last Supp of [Purchase Order]
  LstPONumDys	[Purchase Order].[PO Date]
  Cost	[Purchase Order Lineitems].Price	??? shouldn't this be the Inventory Cost from MFG
  TotCost	Sum SuppCost1 to 10
  Case Pack	[Inventory].[Case Pack]
  Order As Case	[Inventory].[Order As Case]
  Order On PO as Case	[Inventory].[Order On PO as Case]
  Lead Time	Inventory.[Lead Time]
  CreatePO	Calculated