Consolidate Requests Wizard - Item Selection
Select Consolidate Requests to start the Consolidate Requests wizard.
After you have set the search criteria and rules to be used to consolidate purchase requests into purchase orders, clicking the Finish button on the third window of the wizard will activate the consolidation process by offering you the Item Selection grid.
The grid will be populated with all the items for which purchase requests, that match the search criteria you have entered, have been found. The list will include stock items, price line items and text items.
Next step
Review the items that have been listed for inclusion in the purchase orders that will be created.
You can change the item code for any line and enter additional detail. This is described in the section below.
A line in the grid is selected by clicking on it, this will highlight the line.
Multiple lines can be selected by pressing the Shift or Ctrl key whilst clicking on the lines.
The processing status of all the lines will be set to YES.
You must change this to NO if you do not wish the item to be included in a purchase order.
A double click on a selected line will change it's processing status to NO.
You can select and change multiple lines using the switch status button.
When you have reviewed the items listed and switched to NO the status of lines that are not to be converted to purchase orders, click the Next function to move to the next step in the process.
Sort
Initially the items in the grid will be sorted by:
Item code (stock and price), sub-analysis, required by date (oldest at the top and items with no required by date at the bottom) and then by origin.
Text items will be shown after stock and price items, in required by date order as above and then origin.
You can re-sort the grid by any column by clicking on the column header.
Origin
The origin code will help you to find more details about the purchase request. See Origin.
Priority
The priority shown is the Stock Allocation Priority from the Info window on the Customer record for requests raised via sales order processing and the Production Priority for requests raised for works orders.
Sorting the grid by Priority and Origin may help you to decide which requests are the most urgent.
Select
A line in the grid is selected by clicking on it, this will highlight the line. Multiple lines can be selected by pressing the Shift or Ctrl key whilst clicking on the lines.
Processing status
The processing status of all the lines will be set to YES. You must change this to NO if you do not wish a purchase order to be created for the item. You can select and change multiple lines using the switch status button.
Amending an item
Any line in the grid can be amended: select a single line by clicking on it.
For stock and price line items, you can change the item by selecting an alternative from the stock or price line record list that can be opened by clicking on the binoculars at the head of the Item Code column.
If the original stock item had serial numbers or sub analysis assigned, these details will be cleared when an alternative stock code is selected.
For text items, clicking on the binoculars at the head of the Item Code column will open a detail text entry box so that you can change the text.
For lines generated via Purchase Requests, the type of the line can be changed by selection from a right-click menu.
Select the line and open the right-click menu. Stock, Price and Text will be offered.
When Stock or Price are selected, the record list will be opened for the selection of an item.
When Text is selected, a detail entry window will be displayed for text entry.
If multiple lines are highlighted, the selections you make will be applied to all the lines.
Considerations
Superseded stock
You will not be permitted to select stock that has been flagged as superseded. This flag is entered on the Info window of the stock record.
However, superseded stock codes may be listed for inclusion in the purchase orders if they are present on an existing purchase request and you will be permitted to create purchase orders that include them.
Adding details to the grid
Sub Analysis
The binocular button at the head of the Sub Analysis code column will open the Sub-Analysis window to enable you to select or change the sub-analysis for the stock item.
If you change the stock code, by clicking on the binoculars at the head of the Item Code column to open the stock record list and selecting a stock code, the sub analysis field will be cleared.
Viewing information
Customer
The arrow button at the head of the Customer code column will open the Sales Order enquiry window showing the sales order to which the purchase request relates.
Physical
The arrow button at the head of the Physical stock column will open the stock record quantities window showing the make up of the stock and the minimum and maximum stock levels.
For sub-analysis type stock, these levels will be the sum of the levels entered for the individual sub analysis records.
Print report
Clicking the print function will open an output selection window for the Item Selection report.
Only items which have the processing status of YES will be included on the report.
Summary windows
Three summary windows are available: Item Summary; Required Date Summary and Customer Summary, to help you to make your item selections.
Reports can also be printed from these summary windows.
Starting again
If you make a mistake, you can restore any line to it's original state by selecting the line and clicking on the Restore function.
You can select multiple lines by using the Shift or Ctrl key. All selected lines will be restored to their original state.
Deleting lines
Delete can be used to delete a single line or multiple lines.
Return to the wizard or Cancel
Clicking this function on the toolbar will return you to the wizard windows so that you can review the search criteria and rules that you put in place before moving to this window. You will be asked to confirm this action.
Clicking this function on the toolbar will Cancel the Consolidate Requests process completely. You will be asked to confirm this action.