centralized purchasing · where exactly the sidemark information printed on the purchase order is...
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Centralized Purchasing
WHY SHOULD YOU USE IT?
Why can’t Sales Associates order their own materials? We aren’t suggesting that
they can’t. We are asking if it is cost effective. Should a Sales Associate be
sitting in the office ordering the material they just sold? It makes so much more
sense to have them out selling more. Also, a Sales Associate is NOT thinking
about transportation costs, savings associated with bulk ordering, just in time
delivery, etc. That Associate is thinking about their order, getting the material
here, getting it installed, completing the job and about that ever so important
commission. As the Owner, you’re thinking about that commission too but from
the expense side. Our goal is to give some tips for making Centralized
Purchasing work for you by saving time and money.
ADMIN SYSTEM OPTIONS
“Order Line Status when exporting to order
entry” this will assign Gen PO to all lines when
exporting to order entry.
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ESTIMATED DELIVERY DATE
Implementing the use of the Estimated Delivery Date
enhances our Purchasing Agent’s ordering routine. Giving a
target date will enable the Purchasing Agent to achieve
maximum efficiency. We don’t get it here too soon or too
late. **PRO TIP** there are system options to require an EDD for an order as
well as to update this date with the scheduled date from Schedule Pro**
CENTRALIZED ORDER DESK
INVENTORY /FILE/ PURCHASE ORDERS / AUTO PO ICON
The Green Roll indicators next to some records indicates there might be
sufficient unassigned stock you can use instead. Why buy new merchandise
when we can use what we have first?
More than one order for the same material? Combine Material into
One Stock PO to take advantage of single freight charges and the
savings gained by purchasing rolls instead of cuts.
FILTERING THE GEN PO BROWSE SCREEN
SUPPLIER – Filter each Supplier to sort and order everything from one
Supplier at a time, instead of several Sales Associates making several
calls to several Suppliers.
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STYLE/NAME or COLOR/DESCRIPTION – A good way to find orders that
can be combined.
ESTIMATED DELIVERY DATE – Again, facilitates getting it delivered just in
time.
**PRO TIP** This is a good time to create and save filters for repeated use. Create a filter, save it with a
practical name and then “OK” to continue with the current task. Next time, right click the Binoculars and
choose any saved filter.
AUTO PO GENERATION SETTINGS
The settings in this window are “sticky” and will determine the information
printed on each Purchase Order. Most are self-explanatory, and sticky so that
they do not change from one Order to the next.
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PO TYPE – Will be either Special Order ( tied to
a customer order ) or a Stock PO.
SEVEN SIDEMARK CHOICES – to determine
where exactly the sidemark information printed
on the Purchase Order is pulled from.
HOW WILL LINES AND NOTES BE
HANDLED – Select as desired.
IMPORTING THE SHIP-TO – from the Store
file will confirm the address material should be
delivered to.
IMPORT BUILDER INFORMATION FROM
CUSTOMER ORDER – some Suppliers require
Builder Information if special incentives have
been negotiated between the Supplier and the
Builder.
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ROLL / CUT COST OPTIONS
When properly noted in the Products File, find Roll / Cut costs stored using the
[F8].
TIERED COST LEVELS**ITEMS ONLY**
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Tiered cost levels for purchasing in bulk can be established using the Tiered
Costs button in the Product File. Click the Red $ icon (Cost File) in Products to
set up the info. This can also be setup via the Product Import Export (PIE)
program.
PREPARE PO (Batch Order)
Update information to be sent to vendor based on Estimated Delivery Date, Logistics
and any other purchasing factors. Change information on all lines of the selected PO
with the Double Pencil icon.
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PRINTING PURCHASE ORDERS
Start with the ever popular “tag” function and then the printer icon. Select
desired print options. You can also configure standard messages (1-4) so you
don’t have to type the same notes every time. **PRO TIP** did you know you can email a PO
straight from RFMS? Configure your email in order entry under utilities and then follow the steps above
address, Printing PO’s will allow the system to pull up and attach the PO to an email.
MONITORING PURCHASE ORDERS
PURCHASE ORDER FILTER DISPLAY
Purchase Orders Custom Display Filter will display the purchase orders with the
parameters requested on the screen for further review. Select the Store, Status,
Promise Date or Date Range, and Product Codes.
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EDIT A PURCHASE ORDER
To update information on an open Purchase Order, double click to open the
“Changing Purchase Order” Window
PURCHASE ORDER REPORTS
INVENTORY>REPORTS
PURCHASE ORDER NEEDS REPORT
This is a listing of satisfied Stock purchase orders where the amount received
was less than the amount ordered.
PURCHASE ORDER LISTING REPORT
This particular report would make a great “receiving report” for the Warehouse
or a “truck pickup report” for your driver doing will calls. Use the filter options to
define the search. Then use “today’s” date as both the Promise Date From and
Promise Date To. This would result in a report of material expected to arrive on
any given date.
PURCHASE ORDER SUMMARY REPORT
This report will print a more detailed listing of purchase orders. A number of
options are available to allow the report to be customized as needed.**PRO TIP**
Don’t forget these reports will Output to CSV when desired.
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WILL ADVISE
This option allows sending orders with “will advise” information included. Will
Advise is a feature used to alert a Supplier that a truckload order will be needed
at a future date. The supplier then eithers schedules production accordingly or
moves material to a closer distribution point until the material is actually
required. EC users will check the box on the “verify account number” screen and
Non EC users will check WA next to the requested ship date on the purchase
order screen. The “taken by” field activates the WA box. When a Purchase Order
has a status of “will advise” - the print out will print “Flagged Will Advise” and
the PO line will change to green.
SCHEDULE PRO ORDER STATUS
REPORT
SCHEDULE PRO / REPORTS / DAILY SCHEDULING REPORTS
Set Date Range and other Filters to narrow
Reporting Criteria.
Check boxes for Appropriate Material Classification → Rolls / Items
Deduct versus Non-Deduct Capacity ( Include Both )
Must tag material lines during scheduling to have displayed on report.
Select Material Status with PO Information report ( Landscape ) and print.
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STOCK PURCHASE ORDERS
INVENTORY / FILE / PURCHASE ORDERS
• To start a new PO, click the green plus icon, select “stock” and click the
“OK” button.
• Use [F8] to select Product Code and Private Style, then click the Products
button to lookup the product to be ordered.
• Take advantage of RFMS Smart Search to find Product
• Enter “Ordered By” “Taken By” “Dates” “Sidemark” and “Comments” fields
as appropriate.
Take advantage of the Plus Line button to add rolls to the
same stock PO.
• Tag lines to print.
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NOTES:
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Thank you for attending!