Initiating purchase orders using Worksheet 340

You can use Worksheet 340 to initiate purchase orders for stores.

After you initiate a purchase order in Central Manager, the purchase order(s) are created at the applicable store(s), where they must be released in Store Manager.

Note: You can configure Central Manager so approved purchase orders are automatically set to Released status in Store Manager. You define this in Setup | Inventory/Purchasing | Order Setting. On the Global Option tab select Auto Release Order.

1. Click Worksheets.
2. Expand Worksheets.
3. Click 340: PO Planner.
4. Under Inventory delivery, select one of the following:

  • Create individual POs for each store: Individual purchase orders are created for the selected store(s) based on the order information for the selected store(s). Inventory is delivered to each store separately.

  • Create a master PO and deliver to each store: A master purchase order is created for all stores based on the order information for those stores. Iinventory is delivered to each store separately.

  • Deliver to this store for later disbursement: A purchase order is created based on the order information for the selected store(s). Inventory is delivered to the selected delivery store for disbursement at a later date.

5. Select specific stores from the list, or click All to select all stores.
6. Click Next.
7. Enter a different Worksheet Title, if desired.
8. Enter an Effective date / time if you want the changes to come into effect at a future date and time.

Tip: The best practice is to select a date and time that does not interfere with the operations of an open store.

9. Click Next.
10. Select one of the following:

  • Use items in these departments

  • Use items in these categories

  • Use items in these suppliers

  • Add items manually

  • Item filter

11. If you selected departments, categories, or suppliers:

  • Select specific departments, categories, or suppliers; or

  • Click All to select all.

12. If you selected Item filter:
a. Click Filter.
b. Use the Filter dialog options to identify the items.
c. Click OK.
13. Select Exclude inactive to exclude inactive items.
14. Click Next.
15. Under Order method, select one of the following:

  • Order items based on re-order information

  • Order all items at a fixed quantity

  • Order items that have recently sold

16. Under Supplier selection, select one of the following:

  • Order from primary supplier

  • Order from the lowest cost supplier

17. Click Next.
18. Click Finish.
19. Click OK to confirm that the worksheet(s) are created.
20. Double-click a worksheet or select a worksheet and click Properties.
21. On the General tab, confirm the Effective date / time and add Notes, if desired.
22. On the Contents tab, confirm that the list of items is accurate. If necessary, use Add Row and Delete Row to add or delete items from the list.

Tip: You can control whether the Details pane is displayed or hidden on the Contents tab of this worksheet. The Details pane shows Ordering Guidance, Sales History, Order History, and KPI Data. The Details pane is hidden by default because it can improve worksheet performance. You control whether the Details pane is displayed or hidden in File | Configuration. Select or clear Show details in PO Planner and Inventory Transfer worksheets by default.

23. Do one of the following:

  • For each item, update the purchase order information in the appropriate columns.

Tip: To apply the same value to all rows in a column, right-click the value, select Copy, and then right-click anywhere in the column and select Paste to All Rows.

  • Select a cell in an editable column and click Formula to set values based on a formula that you define. You can apply the formula to a cell or to an entire column.

  • Import pricing information from an Excel spreadsheet. Refer to Using file export and import to update worksheets for more information.

24. Click Details and confirm the purchase order details. Enter additional information about the purchase order, as required, and click OK. You can edit the following fields:

  • Requisitioner

  • Confirming to

  • Freight

  • Ship via

  • FOB point

  • Terms

  • Date required

  • Remarks

25. On the Charges tab, use Add Row and Delete Row to add or delete charges for the purchase order.
26. Do one of the following:

  • Click OK. Your changes to the worksheet are saved but not approved.

  • Click Approve. The worksheet is approved. The changes will be synchronized to the stores and the changes will come into effect on the effective date and time.

27. At the applicable store(s), open Store Manager and process the purchase order(s).
28. To check the worksheet processing status:
a. Click Worksheets.
b. Expand Worksheets Status.
c. Click 340: PO Planner.

Note: Once approved, the worksheet status will not change until the purchase order is received at the store. Worksheet processing time depends on the size of the worksheet. However, if you think the worksheet is taking too long to process, check that the worksheet processing service is running. To do this, click Start and type Services in the search field. In the Services window, scroll down to RMH Worksheet Process and click Start Service if the service is not running.

29. To acknowledge processed worksheets:
a. Click Worksheets.
b. Click Acknowledge Worksheets.
c. Select a worksheet and click Acknowledge.