Purchase Order Processing Help
Optimise allows you to allocate document lines to suppliers before committing them to purchase orders. You can view documents for the currently selected supplier, or for all suppliers. Determine which suppliers are available by selecting the Purchase Orders option on the Orders form of the Processing form in the Purchase Ledger. Only suppliers with this option selected can be processed in the Optimise command.
Use the Optimise command to do the following:
Consolidate multiple documents lines for a particular supplier into a single document.
Reallocate individual document lines to new suppliers.
Providing documents have already been posted, the Optimise form is displayed where you can select to include uncommitted documents for only the currently selected supplier or all suppliers. You can also change the sequence of how the details are displayed and filter the stock items that are displayed.
Field |
Description |
|---|---|
Sequence |
Sequence the document lines in alphabetical order by Supplier, or by Stock Reference. |
Criteria |
Display just the currently selected supplier, or all suppliers. |
Stock Search |
Display specific stock items. The application locates stock items if the text you enter is found in the Stock Reference, Description, Search Ref 1 or Search Ref 2 fields. |
When you select the Optimise selection criteria, a browse screen displays the relevant document lines. Depending on your selection, the document lines are sequenced by either Supplier or Stock reference.
The following information is shown:
Box |
Description |
|---|---|
Supplier |
The supplier's code. |
Document |
The uncommitted purchase order document number. |
Supp Ref. |
A reference used by the supplier to identify the stock item. |
Stock Ref. |
A reference that identifies the stock item. |
Description |
The Stock Reference's description. |
Required |
The date due for delivery of the item. |
Memo |
Displays x if the document's line has an associated memo. |
Quantity |
The formatted quantity on the document line. |
The following commands are available from the Action menu.
Use this command |
To |
|---|---|
This allows you to easily see which supplier is offering the best trading conditions based on Vendor Rating, Lead Time and Cost Price. You can then decide which supplier to order the stock from, and move document details to that supplier. The following actions are available on the Action menu on the Query form:
The Query option uses information held against Supplier Products to help you make better informed decisions on which supplier should supply your stock. See the Products Help topic for more information. It displays "Best" prompts beside the Vendor Rating, Lead Time and Cost Price after comparing them to details from other suppliers that supply the same stock item. If another supplier is offering more favourable conditions, the application displays a further prompt to inform you of this. For example: if another supplier is offering a shorter lead time the application displays Lead Time of x Days from Supplier Y in the query window. |
|
Group |
Displays the Optimise selection criteria form again so you can select new documents lines. |
(Un)Tick |
Select or deselect the current document line. Selected lines are included in the new document. |
(Un)Tick All |
Select or deselect all the document lines. Selected lines are included in the new document. |
If you are optimising uncommitted documents that were posted to another supplier, a message is displayed only if uncommitted documents were originally posted to a different supplier. Show ...
You can decide whether you want to:
Keep that supplier's original product reference, cost price and description for the new document
Use those details from the new supplier's record for the new document
Remove the product reference altogether for the new document.