Summary

The Reorder Items window can be used to create purchase orders based on IC item reorder points. The reorder point of an IC item can be set up using the Set Reorder/ Build To process (IC> Set Reorder / Build To), or it can be manually modified using the Maintain Item window (IC> Maintenance> Item Maintenance> open an item> Qty and Value tab).

You must have an account type labeled “Purchase Orders” set up for this process to work. The GL liability account for the Purchase Orders account type should be the clearing account for the Inventory Control module. When the item is receipted in the PO module, it will credit the clearing account for the IC module and debit the inventory general ledger account.

Step by Step

1     Open or create a reorders batch.

• Select the Reorders palette in IC> Reorders. This will expand the Reorders palette and display the steps of the Reorders batch process.
• Modify an existing batch or create a new Reorders batch.
  • Select a batch number from the drop-down menu at the top of the Reorders palette to select an existing batch.
  • Select New from the Reorders batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Reorders process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon.
• Highlight the batch in the batch number drop-down menu on the Reorders palette and press DELETE to delete a batch. Any uncommitted reorders in the batch will be deleted.

2     Specify the reorders batch Settings.

• Open the Settings window (IC> Reorders> Settings).
• Specify the Fiscal Year for the reorders batch.
• Click the Save icon to proceed to the next step.

3     Generate the reorders batch.

• Open the Generate window (IC> Reorders> Generate).
• Check the toggle next to each Location you would like to include in the reorders batch. You must select at least one location in order to generate the batch.
  • Press CTRL+A to select all the displayed locations and then press SPACE to select or deselect all locations.
  • Locations are created and maintained on the Location Maintenance window (IC> Maintenance> Location).
• Change the Date and Time fields to filter the inventory item issue history by a specific date and time.
  • The system examines all non-archived issue history for each inventory item in order to generate accurate reorder and build to levels. You can use the Date and Time fields to limit the included item issue history to the period between the last non-archived issue and the date and time specified.
• Enter a Description to filter the items included in the reorders batch to those items that contain the specified terms in their description fields.
• The six fields below the Description field are miscellaneous character fields. The displayed labels for these fields are set up on the Miscellaneous Field Label Maintenance window (SS> Utilities> Miscellaneous Field Labels).
• Check the Include understocked only toggle to include only items that are understocked in the reorders batch. Inventory items below the Build To amount but above the Reorder amount will be filtered out.
• Check the Exclude zero builds toggle to include only items that have a build to quantity greater than zero.
• Check the Populate quantity to order toggle if you want the Quantity To Order to auto fill with the amount needed to increase the inventory item on hand quantity to the build to quantity.
  • If you check this toggle, the primary vendor associated with the item will be selected regardless of quantity and pricing information. Vendors can be set up as Primary on the Item Maintenance window (IC> Maintenance> Item> open an Item> General tab> Vendor field).
  • If you check this toggle AND the Order by cost toggle below, the system will select the vendor with the lowest price per unit regardless of minimum order, unit increment, and total order cost.
  • If you leave the toggle unchecked the quantity to order will be set to zero and you will need to manually go through each of the displayed vendors for each inventory item and enter the desired quantity in the Quantity to Order field. The build to levels are set in the Set Reorder and Build To process.
• Check the Items with single vendor populate vendor information toggle to automatically pull data from single vendors into the reorder batch.
  • When this toggle is checked, the vendor number will be pulled into the batch if:
    • There is only one single vendor associated with the item being reordered
    • The Last Price value associated with that item equals $0.00 on the Modify Vendor Item window
  • This toggle will only be enabled when the Populate quantity to order toggle is checked.
• Click the Confirm icon to generate the batch.

4     Edit the generated reorders.

• Open the Edit window (IC> Reorders> Edit).
• The Edit window will display all of the items pulled into the reorders batch through the generate step.
• Highlight an item and click the Delete icon or press DELETE to remove the selected item from the reorders batch.
• Click the Create icon or press INSERT to add an additional inventory item to the reorders batch. This will enable a new line item in the data grid below.
  • Click the Ellipsis icon in the Item ID column to select an inventory item to include in the reorders batch. If the selected item does not populate the other line item fields, you will need to select the Location, Vendor Number, Quantity, Unit Type, Price, and Account for the new line item.
• Click the Save icon when complete.

5     Print the reorders Proof List.

• Open the reorders Proof List window (IC> Reorders> Proof List).
• There are no print options for the proof list.
• The report will display the Item ID, Item Description, Location, Vendor Number, Vendor Description, Product Code, Quantity, Price, and Amount. The report will also provide a batch total.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Commit the reorders batch.

• Open the reorders Commit window (IC> Reorders> Commit).
• Click the PO Batch field label to open the Batch Selection window.
  • The Batch Selection window will display all of the uncommitted Purchase Orders batches in the PO module.
  • Select a PO batch and click the Confirm icon to send the reorders to the selected batch.
• Click the Confirm icon to commit the reorders batch.
• The item reorders have now been added to the specified Purchase Orders batch. This will create a purchase order for every vendor you are ordering inventory items from. The purchase order line item descriptions will be the descriptions of the IC items that are being ordered on the purchase order.