ConsolidateRequests Wizard - Supplier/ Price Selection
When you move forward from the Item Selection window, the next stage is to select the Suppliers with which the purchase orders will be placed.
The Supplier and Price Selection grid will be populated with the items for which the processing status was YES when you advanced from the Item Selection window.
Supplier
For lines generated from the entry of Purchase Requests (RTP), the Recommended Supplier field will be populated with the Supplier code as entered on the request.
For lines generated by other means and for Purchase Requests where no supplier was specified: if, by the application of the Stock Pricing rules you selected earlier in the wizard (e.g. a specific Price Line), a Supplier can be found, this will be shown in the Recommended Supplier field.
You can populate (or change) the Recommended Supplier field by selecting a Supplier from the Supplier record list that can be opened by clicking on the binoculars at the head of the Recommended Supplier column.
If an alternative Supplier is available (as stored against a different price line), this will be shown in the Alternative Supplier column for information only.
Cost Price
For lines generated from the entry of Sales Orders for items flagged as RTP and where the option Use Cost Price on Consolidate Requests was ticked, the Cost Price entered at the time the Sales Order is entered will be used on the Purchase Order that is created.
For all other lines, the Stock Pricing rules you selected earlier in the wizard (e.g. a specific Price Line) will be applied to complete the cost price field.
Next step
Review the supplier and price for each line.
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.
All lines must be given a supplier code before they can be consolidated into purchase orders.
You can select a supplier code from the suppliers record list opened by clicking on the binoculars at the head of the Recommended Supplier column.
The Cost Price can be changed:
By the selection of a different Price Line from the Supplier Selection Method menu. If a supplier code is stored against the price line you select, the recommended supplier will be updated to match.
By opening the Buying Price Table and selecting a different price line.
By editing the price in the Buying Price Table and re-selecting the price line.
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 all the lines, switched to NO the status of lines that are not to be converted to purchase orders and made sure that those that are to be processed have a recommended supplier, then you can click Next to view the list of purchase orders that will be created.
Reviewing the suppliers and prices
Sort
Initially the items in the grid will be sorted by:
Item code (stock and price) with Text items shown after stock and price items.
You can re-sort the grid by any column by clicking on the column header.
Type
This is the transaction type - S for Stock, P for Price and T for Text. You can sort the grid by this column.
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.
Supplier selection
A supplier must be selected before purchase orders can be created from the lines you have selected for processing. This means that the Recommended Supplier field must be populated for all the lines that have a status of YES.
To select a supplier manually:
Select the line, or lines, to be changed (make sure they are highlighted).
Click on the binoculars at the head of the Recommended Supplier column to open the suppliers record list.
Select a supplier from the list with a double-click.
To select a supplier by applying a Supplier Selection Method:
Select the line, or lines, to be changed (make sure they are highlighted).
Click the Supplier Selection Method menu and select the method to be used from the list that is displayed.
The price and supplier will be updated.
The Supplier Selection Method is in fact a method of price selection.
Once the price line that is to be used has been established, if there is a named supplier for that price line, then the supplier's code will be displayed as the recommended supplier.
The Supplier Selection Method menu enables you to pick one of the ten price lines available for a stock item and also the option Best Price.
If Best Price is selected, the system will select the price line that will gain you the best price (taking into account quantity ranges and other factors) and the supplier held against the selected price will be recommended.
If the Recommended Supplier field has been populated automatically, this could be because:
The supplier was selected when you entered the Request to Purchase, or
You entered the supplier code to be used in the wizard, or,
You selected to use a price line in the wizard and that price line held a supplier code, or
The system has selected a supplier by applying the Best Price rule because you selected this method in the wizard.
However the supplier field was populated, you can select another code now by using one of the methods described above.
Price selection
A cost price will always exist for each line in the grid. The cost price field will be populated by the system by the application of the pricing rules you selected in the wizard.
For lines generated from the entry of Sales Orders for items flagged as RTP and where the option Use Cost Price on Consolidate Requests was ticked, the Cost Price entered at the time the Sales Order is entered will be used on the Purchase Order that is created.
For all other lines, the Stock Pricing rules you selected earlier in the wizard (e.g. a specific Price Line) will be applied to complete the cost price field.
The Cost Price can be changed:
By opening the Buying Price Table and selecting a different price line.
By editing the price in the Buying Price Table and re-selecting the price line.
By the selection of a different Price Line from the Supplier Selection Method menu. If a supplier code is stored against the price line you select, the recommended supplier will be updated to match.
The Supplier Selection Method is in fact a method of price selection.
The Supplier Selection Method menu enables you to pick one of the ten price lines available for a stock item and also the option Best Price.
Once the price line that is to be used has been established, if there is a named supplier for that price line, then the supplier's code will be displayed as the recommended supplier.
If Best Price is selected, the system will select the price line that will gain you the best price (taking into account quantity ranges and other factors) and the supplier held against the selected price will be recommended.
To select a different price line from the Buying Price Table:
Select the line to be changed (make sure it is highlighted).
Click on the arrow button at the head of the Cost Price column to open the Buying Price Table.
Select a price line from the list with a double-click.
To edit and select a price in the Buying Price Table:
Select the line to be changed (make sure it is highlighted).
Click on the arrow button at the head of the Cost Price column to open the Buying Price Table.
Click Edit and change the price.
Click OK to save the change.
Select the price line from the list with a double-click.
To select a supplier by applying a Supplier Selection Method:
Select the line, or lines, to be changed (make sure they are highlighted).
Click the Supplier Selection Method menu and select the method to be used from the list that is displayed.
The price and supplier will be updated.
Adding information
Sub Analysis
You can select, or change, the sub analysis value by selecting from the Sub Analysis record list. The list is opened by clicking on the binoculars at the head of the Sub Analysis column. The sub analysis field does not have to be populated before the purchase orders are created as the value can be added to the batched order. However, you should consider whether selecting the value now will enable you to take advantage of any quantity related pricing.
Viewing Information
Print report
Clicking the print function will open an output selection window for the Supplier and Price Selection report.
Only items which have the processing status of YES will be included on the report.
Supplier and Price Summary
A summary window is available: Supplier and Price Summary to help you to make your selections. The Supplier and Price Summary report can be printed from the summary window.
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.
Previous, Return to the wizard or Cancel
You can return to the Item Selection window to review and change the items to be considered for the purchase orders.
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 the Item selection 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.