Purchasing > Order Entry

Use the Order Entry transaction on the Purchasing menu to create or modify a purchase order document. Purchase orders are used for ordering goods from a vendor ("vendor" may refer to a supplier, manufacturer, co-op, or any other party your company purchases inventory from for resale or your own use). Once created, the purchase order document must be provided to the vendor in order to actually "order" any goods. Purchase orders can be sent to a vendor using Email, postal mail, fax, or transmitted via a vendor's EDI (Electronic Data Interchange) integration (when offered).

A vendor must be selected before final processing, but can be selected either before or after item entry. If you plan on using the Build (F7) function, you should be aware that vendor-item settings are not used at all when you haven't entered a vendor before processing the build (see the special topic Purchase Order Builds for more information). The purchase order must also be assigned a document #. Users may enter their own PO identifier (up to 6-characters) or accept the default number generated by the software.

Item Entry

There are a number of ways to associate items with a purchase order from manual entry to using the provided functions such as Import (F2), Ordering (F5), and Build (F7). All methods may be used individually or in combination. Shortcuts exist for manual entry from the "item" cell in the grid such as scanning and use of selection lists from the alternate menu options. The Next (F1) key can be used to quickly copy items sequentially from the most recent selection list.

ClosedFor more information about manual item entry and selection, click here.

One of the most important features of a retail software solution is Item Entry. When the item is physically present, scanning the item's barcode is the easiest and fastest way to enter it into the application. If you don't have a scanner or the item has no barcode, you can always enter a full or partial item number if it's available. When entering text that partially matches existing item codes, the application displays a list of items that match. Items in selection lists are color coded to help distinguish between item numbers and alternate SKUs (in purple). On-hand quantities in a selection list are also color coded when an item has a negative on-hand (red).

There are cases when you may not be working with any physical item, such as when you are building an order or quote, so scanning or manual item entry isn't always a realistic option. For these situations, you can enter the information you want to search for and right-click the Item list icon to display a list of search options.

Multi-Line Item Selection Tricks

If you want to add more than one item in the list to the data grid, you can hold down the CTRL (Control) or SHIFT key and click the items you want to add as follows:

  • Use the CTRL key to select random rows in the list (you can click any number of rows and locations) and

  • Use the SHIFT key to select a range of row entries above or below your first selection.

After you select the items you want, press the Enter key. Then, use the Next (F1) key to add the items you selected to the data grid one-at-a-time.
Selected items are not automatically copied into a grid. This feature works this way because not all selections made using these keys end up in a data grid.

Selecting Items using Group Section

Selecting Items using a Keyword

Selecting Items using a Barcode

Selecting the Item using the Description

Selecting Items using a Vendor SKU

Selecting Items using the Primary Vendor

Selecting the Item using the Product ID

You can use the Product ID as a classification tool to either create custom product IDs (groups) for your related items or, if you are a Do it Best® member, you can use them to mirror the Do it Best product departments, categories, sub-categories, and product groups. You can use a combination of both custom and Do it Best product IDs; however, only one ID may be assigned per product. The same product ID may be associated with as many items as you like.

Selecting the Item using the Manufacturer SKU

When you search for a particular item and you know the item’s manufacturer's SKU, you can use that SKU to find the item. We call this enhanced search. The enhanced search feature must be set up before you use this feature. We have added the Manufacturer’s SKU to the default enhanced search options as well.

To search by the Manufacturer SKU, enter the SKU in the Item field, select the down arrow beside the item field, and choose the Manufacturer SKU option. The application displays the list of items that match the SKU you entered.

Selecting the Item using Inventory Look up

Inventory Lookup : Group-Section

Inventory Lookup : Department - Class - Fineline

Selecting Items using the Image List Selection

Selecting Items using SO Lookup

Selecting Items using Lost Sales

Can't Find the Items I am Looking For, Any Other Ideas?

There are two additional search features you can use to find items quickly in Point of Sale or Inventory. Both of these features must be enabled by Implementation or Support team members. These features are discussed below.

Using the Enhanced Item Look Up Feature

When Enhanced Item look up is enabled, item selection automatically involves the following fields: item number, description, and keyword(s). The column cells matching the look up text are indicated by a gray background color. With Enhanced Item look up enabled, there is no "more" option provided and the maximum number of matches shown is 70. This means that if more than 70 matches exist, not all will be shown, and you may have to either enter additional text to narrow the selection or use other (alternate) selection options instead. Item number matches are given a preference over description and keyword matches (since alternate methods do exist for selection by description and keyword if necessary); however, the listing is finally re-ordered by Item SKU so the item matches may not necessarily appear first.

Exact matches on an item SKU do not provide a selection list.

Selection with no entry in the text area as well as selection involving the alternate menu do not use the enhanced look up feature. In these cases, item selection does provide the "more" option, and works as expected.

Typically, the more text entered, the shorter the listing of matching results will be.

Selection_Item_Enhanced

The Enhanced Item Look Up feature requires setup by ECI Support personnel. Support enables a parameter and populates a special look up table using a support utility. This is only done upon request. After the Enhanced Look Up feature is enabled, ALL users and ALL locations can use it for item searches in all data grids that include items.

You can disable this feature at any time by contacting Support. If for some reason, an "enhanced" search is disabled, the tables will need to be repopulated again if it is re-enabled in the future.

Wild card searches (using the % character) are not supported when using the Enhanced Look Up features.

We have updated the ecommerce API to support the transmission of three additional fields of information: • Discount Date This specifies the last date that the discount applies. (This allows the API to compare the discount date to the date the payment is being made to ensure the discount can be applied.) • Discount Amount The calculated amount of the discount. (This provides the amount of the discount, which the API can subtract from the ROA payment balance.) • Outstanding Amount Discount The original amount that can be discounted, minus the discount amount, and minus the customer’s account payment, minus any additional discounts not included above. Additional details are available in the API Guide.

Using the Enhanced Item Description Look Up Feature

When you are looking for an inventory item and cannot remember the exact name or Item ID, you can use a tool for searching the item descriptions to find the right materials quickly. The Enhanced Item Description Search features to give you those tools. Traditionally, you were restricted to searching for 32 characters when you used a Description search, we have expanded this to 300 characters, when needed. Additionally, we have added additional description search tools, such as using quotes (“Drill Bit”) and using wild cards (Drill B*) to help search for items using their extended item description. The search results show the closest matches at the top and any additional results that match the criteria below.

You can use this feature wherever there is an Item list (Point of Sale, Inquiry, Item Maintenance, etc.)and is restricted to ECI Hosted customers only. Adding this feature requires a lot of additional database overhead, which we can manage better in our hosted environment. To enable this feature, reach out to the Implementation or Support teams; as it is disabled by default. Once enabled, there are no special permissions required to use this feature; it is accessible to all users.

See the Enhanced Item Description topic for more information.

Importing vs. Ordering

The Import (F2) and Ordering (F5) functions provide methods for retrieving item data from another source for the purpose of creating a PO. There are differences between Import and Ordering, however. Import functions create absolutely no linkage between the purchase order and the source document or file. Import functions are used to copy basic item data from an existing document or a Windows-based file. Ordering is different because it does create a linkage between the source document (customer order, etc.) and the purchase order. An example of this is "ordering" a customer order document by linking it with a new Purchase Order.

Use the Import function to copy data from but not link to an existing purchase order, even a mobile purchase order. You can also use the Import Wizard to copy data from an existing document or a supported Windows-based file (like an Excel spreadsheet). Again, the Import feature does not create linkages between the records it takes information from.

 

Purchasing_Order_Entry_ImportF2

The "Mobile Purchase Order" option can be used if your company has purchased licenses for the Spruce Anyware app (a separately licensed product). This software runs on supported mobile devices. Beyond the ability to create a purchase order, users can collect document signatures, real-time inquiry, Point of Sale invoicing, price updates, and physical counts to name a few features.

Building a PO Automatically

Another way to populate the data grid is by using the Build (F7) function. This process chooses items based upon criteria you specify on the build form and item settings. A purchase order may be generated based upon a replenishment method (using minimum and maximum quantities) or it may be based upon a usage period you specify (override). Builds do require some maintenance and occasional tweaking to work well.

For a detailed explanation of automated ordering, please read the special topic Purchase Order Builds.

Style (F3) Functions & Vendor EDI (Electronic Data Interchange) Information

The Order Entry transaction offers a nice selection of Style (F3) functions. These can be used to view different information about ordered items in the data grid area of the form. Styles are particularly useful when viewing a purchase order that has been updated by EDI processing. The last (bottom) style named "Vendor EDI Tote" is only shown if the current vendor is used for Do it Best Corp. For this reason, the number of styles offered can vary. EDI processing. As is the case in other transactions, all styles except the topmost (default) selection (named "Order Entry") make the data grid read-only.

Order Entry (Default)

This is the default style used for Order Entry. The default style includes the item, description, quantity (ordered), unit of measure (for the quantity), unit cost, cost measure (UM), and extended cost. The "+" column displays a + symbol in the column when the item (row) has attachments (or notes).

Received Display

This style provides the ability to compare ordered quantities vs. the quantities previously received. This would be useful in a "back-order" situation for example. The item, description, ordered quantity, quantity unit of measure (UM), received quantity, date received, and received document (it is possible for a single Purchase Order to be received on many documents).

Main Menu > Purchasing > Order Entry, Style (F3)

Received Display Style (F3)

Adjustment Display

The Adjustment Display style provides an item-by-item break-down of the adjustments (if any) applied to the current order. Some adjustment types are not applied to items, so only those that are will show an adjustment figure for the items listed in the grid. Up to three (3) adjustments can be specified per order, if you do not have unlimited adders enabled. The net total for all three (3) adjustment levels (if used) is shown. The unit cost and extended costs don't include the adjustments. Adjustments may be applied or modified using the Adjust (F6) function. Adjustments may also be applied automatically if associated with the vendor as a default.
Note: To learn more about Unlimited Adders and how to add them, see Order Entry - Unlimited Adders.

Main Menu > Purchasing > Order Entry, Style (F3)

Adjustment Display Style

Weight/BFT Display

Vendor's SKU & U/M

This "Vendor's SKU & UM" style lists your company's item SKU and description along with the quantity ordered, quantity unit of measure (UM), unit cost, cost unit of measure (UM), vendor's SKU (item) and vendor's measure (package quantity... aka. "order multiple").

Main Menu > Purchasing > Order Entry, Style (F3)

Vendor SKU & UM

Vendor EDI

The "Vendor EDI" style lists the item and description as well as the EDI Quantity compared to the Original Quantity ordered and unit cost. The EDI quantity is updated by EDI processing which does not apply to all vendors. EDI processing usually does not actually receive ordered items. In most cases, a new or existing purchase order is updated with the EDI data which must still be received (processed) by someone at your company after review.

Main Menu > Purchasing > Order Entry, Style (F3)

Vendor EDI

Vendor EDI Tote

This grid style lists the item and description as well as the following fields that may or may not be updated via EDI processing: EDI quantity, tote, page, line number, and pick type. These types were especially added for use with Do it Best Corp.® and only appear when the vendor has been assigned a wholesaler ID of "DOITBEST" from the Vendor Maintenance form.

Main Menu > Purchasing > Order Entry, Style (F3)

Vendor EDI Tote

Please read the following "Functions" section for more specific information about additional Order Entry functions.

Closing, Voiding, and Re-opening a Purchase Order

A menu marker may appear next to the "Purchase Order #" drop down if security permission is enabled. This contains three selections: Close Order, Void Order, and Re-Open PO.

Regardless of your selection an additional dialog is provided for document selection:

PO_Purchase_Orders

Close Order

Closing an order, marks the selected document as closed and prevents any selection for processing reasons; however, it does not remove the purchase order document. Ordered items that were not received will no longer be considered "ordered" when the PO is closed. Closed purchase orders can still be viewed from documents.

Void Order

Voiding a purchase order is different and is only allowed in certain cases. This removes the purchase order entirely. No reference to the document is retained in this case. Voiding cannot be undone. Partially received purchase orders may not be voided, but can be "closed."

Attempting to void a purchase order that is linked to customer orders, produces a warning. If the user continues, any items linked with customer order(s) will not be removed from the customer orders but will no longer be linked to a purchase order. Direct Ship purchase orders cannot be voided from this area (they can be removed in Point of Sale). A notification message may be automatically generated whenever a user voids a purchase order.

The current order (if any) is not assumed to be the order you want to close or void. A document selection dialog is provided. Alternate look-up selections for "item" and "vendor" are provided on the down button's context menu.

Re-Open PO

This feature allows you to select and re-open a purchase order for your current branch. Reopening a purchase order resets the status of the order and item details to not ordered. You must re-save the order and check the Ordered check box to update on-order quantities for the items.

Re-opening a purchase order does not "undo" any EDI updates or receiving processes that were done. If the order was previously received, and you also want to reverse the receipt, you may be able to use the receipt back-out function from the Cost Corrections form available from the Inventory area. This should be done prior to re-opening the purchase order. There are some restrictions on receipt back outs.

Additional Context Menu Functions

There are three Menu Marker functions available next to the grid in Order Entry: Remaining, All Items, and Remove Customer Order. The first two options (Remaining and All Items) affect both the display and totals summary at the top of the form.

Purchasing_Order_Entry_MenuMarker

Remaining

The Remaining selection shows the total remaining as well as just displays the items that have not yet been received in the grid area.

All Items

All Items is the standard Order Entry display listing all PO items regardless of received status.

Remove Customer Order

The Remove Customer Order option is used when creating a new Purchase Order from copied customer order information. It allows individual customer orders to be removed from a Purchase Order containing multiple orders.

Functions

There are a number of standard functions available from the Order Entry transaction that provide additional capabilities. The four transactional functions (Ordering, Adjust, Build, and Reprice) are discussed in the following topic. Processing is covered by the Process Form topic for Order Entry. Transactional functions, such as the Style (F3) function are discussed in this topic (above).

Using Cubes in Purchase Order Entry

It is helpful to have the Cubes data in the Purchase Order Entry process to ensure you have enough storage space for the materials you are ordering. It would also be useful to know the Cubes values of your supplier’s delivery vehicles so you know if you are ordering more than a single load’s worth of stock.

To see the cubes information in Purchase Order Entry:

1. From the Main Menu, choose Purchasing > Order Entry to display the Purchase Order Entry form.

2. From the PO # list choose New.

3. From the Vendor list, choose the vendor that supplies the item you have added cubes values for.

4. In the data grid, enter an item you have added cubes values for.

The application displays the weight, volume, and cubes values in a new box at the top of the form. These values update when you add more items with cubes, weight, and volume values to the data grid.

Purchase Order Entry with Ext Cubes Values for the Selected Quantity

5. Choose Style (F3) to display the context menu and choose Weight/Volume display.

The data grid updates to display the Ext Cubes value for the quantity you selected.

Note: To make changes in the data grid, return to the Order Entry style. The Weight/Volume display option is view-only.

6. Alternatively, you can choose Folders (F4) and choose the Info tab, to see the Cubes values of the selected item.

Purchase Order Entry with Cubes Value in Folders

Multicurrency in Purchase Order Entry

Multicurrency allows you to order merchandise from a foreign vendor. Items (and adders) are entered in the PO in the vendor's currency. When the PO is received (see Receipts), the amounts will be converted into your local currency on import. The Multi-Currency option must be turned on in Maintenance>Database>Parameters and you must have a vendor designated as a Foreign Vendor. While the data grid will show the vendor's currency, the total cost will be shown in the foreign currency and local currency. Exchange rates are defined in Currency Code Maintenance and must be updated manually as exchange rates routinely fluctuate.

Purchasing_Order_Entry_MultiCurrency

You can use the "Local Currency" Style (F3) to view the local currency equivalents for each of the items.

Purchasing_Order_Entry_LocalCurrency