Purchase.contracts

Epicor ERP Purchase Contracts Course 10.0.700.2

Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique requirements in of thethis usedocument of such software andEpicor their business of this document are always advisedintotheir discuss the content with their accountprocesses, manager. users All information contai ned herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be with another product, should notsame be interpreted that such Epicor Additionally software is compatible with both of compatible the products running at the same ittime on the platform or environment. platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor ® is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright © Epicor Software Corporation 2014. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation.

EDE8815905 90521-10-9277-58310702 10.0.700.2 Revision: July 25, 2014 2:40 a.m. Total pages: 41 course.ditaval

Purchase Contracts Course

Contents

Contents Purchase Contracts Course.....................................................................................................5 Before You Begin....................................................................................................................6 Audience.........................................................................................................................................................6 Prerequisites....................................................................................................................................................6 Environment Setup..........................................................................................................................................7

Overvie w.................................................................................................................................8 Application Setup...................................................................................................................9 Company Configuration................................................................................................................................10 Workshop - Verify Company Purchase Schedule Mode Setting................................................................10 Site Configuration Control.............................................................................................................................11 Workshop - Verify Site Purchase Schedule Mode Setting.........................................................................11 User Account Security Maintenance...............................................................................................................12 User Account Maintenance Sheets..........................................................................................................12 Workshop - Set Up Security....................................................................................................................12 Create a New User ID......................................................................................................................12 Log On with the New User ID..........................................................................................................14 Buyer Maintenance........................................................................................................................................15 Workshop - Set Up a Buyer.....................................................................................................................15 Supplier Maintenance....................................................................................................................................16 Supplier Maintenance Sheets..................................................................................................................16 Workshop - Create a Supplier.................................................................................................................17 Part Maintenance...........................................................................................................................................18 Part Maintenance Sheets........................................................................................................................19 Part Maintenance Sheets........................................................................................................................19 Workshop - Create a Part.......................................................................................................................21 Approve a Supplier..........................................................................................................................22 Production Calendar Maintenance.................................................................................................................23 Production Calendar Sheets....................................................................................................................23 Supplier Periodicity Maintenance....................................................................................................................24 Workshop - Define Supplier Periodicity Codes.........................................................................................24 Part Schedule Maintenance............................................................................................................................25 Workshop - Part Schedule.......................................................................................................................26

Daily Processing....................................................................................................................28 Sales Orders...................................................................................................................................................31 Workshop - Create a Sales Order............................................................................................................31 Purchase Orders.............................................................................................................................................32 Workshop - Enter a Contract Purchase Order..........................................................................................33 Evaluate the Results.........................................................................................................................34 Generate Purchasing Suggestions..................................................................................................................34 Workshop - Generate Purchasing Suggestions........................................................................................35

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Contents


Generate Purchase Schedules.........................................................................................................................36 Workshop - Generate a Purchase Schedule.............................................................................................36 Purchase Schedule Approval..........................................................................................................................37 Workshop - Purchase Schedule Approval................................................................................................38 Evaluate the Results.........................................................................................................................38 Purchase Contract Schedule Report................................................................................................................39 Purchase Contract Schedule Tracker...............................................................................................................39

Conclus ion.............................................................................................................................40

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Purchase Contracts Course This course is designed to introduce topics related to the Purchase Contracts process. This course works with master files and configuration settings required to successfully operate the Purchase Contracts module. Upon successful completion of this course, you will be able to: Set up suppliers. • •

Create purchase delivery schedules and approvals.

•

Describe purchasing configuration and master files.

•

Set up and maintain a part and part schedule.

•

Set up periodicity codes.

•

Work with the purchase order entry process to create a contract purchase order.

•

Use the generate purchase schedules process to create purchase schedule suggestions.

•

Approve generated purchase schedule suggestions.

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Before You Begin


Before You Begin Read this topic for information you should know in order to successfully complete this course.

Audience Specific audiences will benefit from this course. •

Purchasing Staff/Buyer

Prerequisites To complete the workshops in this course, the necessary modules must be licensed and operating in your training environment. For more information on the modules available, contact your Epicor Customer Account Manager at [email protected]. It is also important you understand the prerequisite knowledge contained in other valuable courses. Navigation Course - This course introduces navigational aspects of the Epicor application's user interface. • Designed for a hands-on environment, general navigation principles and techniques available in two user interface modes - Classic Menu and Modern Shell Menu. Workshops focus on each of these modes and guide you through each navigational principle introduced. •

Parts Course - This course introduces the buil ding blocks that make up Part Maintenance. It focuses on the importance of Part Maintenance, required maintenance program setup, key fields, manufactured and purchased part setup, and commonly used reports and trackers.

•

Knowledge Camp Course - This course provides a high level overview of the quote to cash flow through the Epicor application. You begin with how to create a quote, process it as an order, and fill the order across production planning and purchasing. The course also covers the manufacturing plan and shipment of parts to a customer, as well as how to process invoices, enter cash receipts, and generate supplier payments.

•

Purchase Management Course - This course focuses on the Purchase Management process. This process includes the creation and approval of purchase orders (POs) and requisitions, managing suppliers and their

price lists, working with purchase order suggestions, and monitoring the purchase order process using related reports and trackers. The advanced functionality in the Supplier Relationship Management and Purchase Contract modules also aids in managing purchase orders.

6

•

Suppliers Course - This course covers the supplier record and the information located within Supplier Maintenance.

•

Recommended Industry Knowledge: - Knowledge of supplier receipt deli very and purchasing, in general, is helpful in understanding this course.

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Before You Begin

Environment Setup The environment setup steps and potential workshop constraints must be reviewed in order to successfully complete the workshops in this course. Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience Epicor functionality in action but does not affect data in your live, production environment. The following steps must be taken to successfully complete the workshops in this course. 1.

Verify the following or ask your system administrator to verify for you: •

Your Epicor training icon (or web address if you are using Epicor Web Access) points to your Epicor training environment with the Epicor demonstration database installed. Do not complete the course workshops in your live, production environment. Note It is recommended that multiple Epi cor demonstration databases are installed. Contact Support or Systems Consulting for billable assistance.

•

The Epicor demonstration database is at the same service pack and patch as the Epicor application. Epicor's education team updates the Epicor demonstration database for each service pack and patch. If your system administrator upgrades your Epicor application to a new service pack or patch, he or she must also download the corresponding Epicor demonstration database from EPICweb > Support > Epicor > Downloads and install ti . If this is not performed, unexpected results can occur when completing the course workshops.

•

Your system administrator restored (refreshed) the Epicor demonstration database prior to starting this course. The Epicor demonstration database comes standard with parts, customers, sales orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users (that is, the database is located on a server and users access the same data, much like your live, production environment) and is not periodically refreshed, unexpected results can occur. For example, if a course workshop requires you to ship a sales order that came standard in the Epicor demonstration database, but a different user already completed this workshop and the Epicor demonstration database was not restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users from manipulating the data in your installation of the Epicor demonstration database.

2.

Log in to the training environment using the credentials manager/manager. If you are logged into your training environment as a different user, from the Options menu, select Change User.

3.

From the Main menu, select the company Epicor Education (EPIC06).

4.

From the Main menu, select Main.

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Overview


Overview Use the Purchase Contracts Management (PCM) module to create a delivery schedule for specific suppliers or products that you purchase regularly. Purchase contracts convert requirements calculated by the Generate Purchase Suggestions process into purchase schedule suggestions. The following graphic demonstrates the purchasing process flow and where the purchase scheduling occurs.

The resulting schedule suggestions go through an approval process to create purchase schedules. Once approved, the related contract purchase order automatically generates line releases to add to the schedule. Subsequently, this schedule can be adjusted automatically to meet the supplier's changing requirements, production efficiency, and inventory values. This functionality provides time, accuracy, and efficiency benefits.

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Application Setup

Application Setup This section describes the master files setup that impacts the Purchase Contracts module. In order to facilitate purchase delivery schedules, the following master file definitions are required: •

Verify company and site configuration parameters

• •

Set up user security Set up buyers

•

Create parts

•

Create a production calendar

•

Set up suppliers

•

Set up periodicity codes

•

Create the part schedule

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Application Setup


Company Configuration Company Configuration defines the available options for companies in the Epicor application. Use these options to customize the application to best fit each company within your organization.

When you install the Epicor application, one company record is created by default. You use this program to define how the company interacts with the various modules you have licensed. Prior to generating purchase schedules, you specify the purchase schedule mode you use for this company; this designates how the purchase schedule generation process handles time slotting of related demand requirements. You define these settings at the: •

Schedule Fixed in Period - Within the resulting purchase schedule delivery dates, the demand for the Period 1 and Period 2 (if set) in Part Schedule Maintenance will not be moved (not pulled forward), it simply remains on its calculated delivery date. This is the default value for this field. Example If Period 1 i s set to Weekly, the demand for next week is fixed; it remains in the week it occurs and is not moved. This means the demand shows up in, and is scheduled for, next week (likewise, the same happens for Period 2, if it is being used). If Period 1 is set to Month, the demand for next month is remains fixed in that month and is not moved, and so on.

•

Schedule Forward One Period - Within the resulting purchase schedule delivery dates, the Epicor application pulls the calculated demand requirements for the part forward in time to the next earlier delivery date, within

the established (overall) delivery date schedule. Additionally, if this results in a demand quantity being slotted into a date that falls into the Past Due slot, that demand quantity will be added into the Past Due amount. Example If you have a resulting delivery schedule with dates of Monday and Thursday for the next four weeks, and today is Sunday, then this Monday moves to past due, this Thursday moves to this Monday, next Monday moves to this Thursday, next Thursday moves to next Monday (and so on), through the balance of the delivery schedule.

You define these settings at the: •

Company level in the Company Configuration > Modules > Material > Purchase > Detail sheet.

•

Site level in the Site Configuration Control > Modules > Material > Inventory > General > Detail sheet.

•

(Most specifically) at the part schedule level in the Part Schedule Maintenance > Detail sheet.

Menu Path Navigate to this program from the Main Menu: •

System Setup > Company/Site Maintenance > Company Configuration

Workshop - Verify Company Purchase Schedule Mode Setting In this workshop, designate the purchase schedule mode setting for the company. Navigate to Company Configuration. Menu Path: System Setup > Company/Site Maintenance > Company Configuration 1. Navigate to the Modules > Materials > Purchase sheet. 2. In the Purchase Schedule Mode field, select Schedule Fixed in Period .

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Application Setup

3. Click Save and exit Company Configuration.

Site Configuration Control Use Site Configuration Control to define how each site interacts with various functions in the Epicor application such as the Inventory Management, Production Management, Shipping/Receiving, Time Management, and Expense Management modules. You first create site records through Site Maintenance. You then open each record within Site Configuration Control to define parameters for several application functions. Use the Purchase Schedule Mode field in the Modules > Material > Inventory > General > Detail sheet to override the company-level purchase schedule mode setting for a specific site. Important Before you can open a site record in Site Configuration Control, you may need to have your System Administrator give you security rights to that site in your user account. Menu Path

Navigate to this program from the Main Menu: •

System Setup > Company/Site Maintenance > Site Configuration Important This program is not available in the Epicor Web Access.

Workshop - Verify Site Purchase Schedule Mode Setting In this workshop, designate the purchase schedule mode setting for the Main site. Navigate to Site Configuration Control. Menu Path: System Setup > Company/Site Maintenance > Site Configuration Important This program is not available in the Epicor Web Access.

1. Click the Site button. 2. In the Site Configuration Search, search for and select Main. 3. Navigate to the Modules > Inventory Management > General > Detail sheet. 4. In the Purchase Schedule Mode field, select Schedule Fixed in Period . 5. Click Save and exit Site Configuration Control.

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Application Setup


User Account Security Maintenance Use User Account Security Maintenance to enter basic information, security access, and application privileges for users. Anyone who accesses the Epicor application must be set up in this program. Users must have a defined user ID, name, and password. In this program, you can also define addresses, phone numbers, and other company information. Users are commonly created by the Epicor application implementation team. The System Administrator grants security permissions based on the user's role in the company. Menu Path


ICE External > Security > User Security

•

System Setup > Security Maintenance > User Account Security Maintenance Important This program is not available in the Epicor Web Access.

User Account Maintenance Sheets Detail Sheet Use the Detail sheet to enter basic user account i nformation such as user ID, name, address, phone numbers, and password.

You can also use this sheet to add new user records, edit existing records, and delete existing user records. Options Sheet

Use the Options sheet to establish security rights in the application. Security rights include: •

Security Manager rights.

•

Choose the privileges for each user account.

•

Select various account options available to each user.

Company > Detail Sheet

Use the Company > Detail sheet to define the internal and external companies to which the user has access.

Workshop - Set Up Security This workshop demonstrates how to create a user with buyer permissions. This new user ID and password is used throughout this course.

Create a New User ID Navigate to User Account Security Maintenance . Menu Path: System Setup > Security Maintenance > User Account Security Maintenance Important This program is not available in the Epicor Web Access.

1. From the New menu, select New User.

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Application Setup

2. In the User ID field, enter your first initial and last name and press Tab. 3. In the Name field, enter your full name. 4. Select the Expire Password check box. 5. In the E-mail field, enter your email address. 6. Accept defaults for the remaining fields. 7. Navigate to the Options sheet. 8. Select the following check boxes to gain the appropriate rights throughout the application for workshops in this course: •

Customize Privileges

•

Allow Personalization

•

Dashboard Developer

•

BPM Advanced User

•

BAQ Advanced User

•

Can Maintain Quick Search

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Can Maintain Enterprise Quick Search

•

Can Maintain Themes

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Allow Password Change

•

Allow Enterprise Search

•

Allow Epicor Web Access

•

Allow Mobile Access

•

Allow Multiple Sessions

•

Allow Main Menu Tabs

•

Can Change Save Settings On Exit

•

Can Maintain Favorites Programs

9. From the New menu, select New Company.

The Company > Detail sheet displays. 10. In the Company field, select Epicor Education. 11. From the Available Sites pane, select Main. 12. Click the single arrow button to add the site to the Authorized Sites pane. 13. Navigate to the Detail sheet. 14. Clear the Account Disabled check box. 15. Click Save. 16. Exit User Account Security Maintenance.

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Application Setup


Log On with the New User ID 1. Navigate to the Home Page, and then click the Settings tile. 2. On the Settings Page, in General Options, click Change User. The Log on window displays. 3. Enter the User ID created in the previous workshop task (your user name is your first initial and last name) and click the right arrow button.

When logging on for the first time with a new user ID, no password is required. The Password Expired window displays indicating that the password has expired and only two logins are left. 4. In the Password Expired window, click Yes. 5. Leave the Current Password field blank. 6. In the New Password and Confirm Password fields, enter your new password. 7. Click OK.

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Application Setup

Buyer Maintenance Use Buyer Maintenance to create records for buyers responsible for your company's purchasing activities. A buyer must first be defined as a system user and then added as an authorized user for the Buyer ID. Buyers are specified in the purchase orders you create. Buyer Maintenance is a purchasing, key setup program, as you useto it specify approved purchase amount buyer. If you use consolidated you will also need create identical buyer records withinlimits all of for theeach companies that use the consolidated PO process. The Buyer ID is used as a search or filter field for PO Suggestions and Part Class purchasing. Menu Path


Material Management > Purchase Contracts Management > Setup > Buyer

•

Material Management > Purchase Management > Setup > Buyer

•

Material Management > Supplier Relationship Management > Setup > Buyer

Workshop - Set Up a Buyer In this workshop, set up a default buyer and create a contract purchase order. Navigate to Buyer Maintenance Menu Path: Material Management > Purchase Contracts Management > Setup > Buyer 1. From the New menu, select New Buyer. 2. In the Buyer field, enter your User ID (your first initial and last name). 3. In the Name field, enter your name. 4. From the New menu, select New Authorized User.

The Authorized Users sheet displays. 5. In the User field, select your name. 6. Select the Default Buyer check box. 7. Click Save. 8. Exit Buyer Maintenance.

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Application Setup


Supplier Maintenance Use Supplier Maintenanceto create supplier records. Suppliers are businesses from whom you purchase produc ts and services. Supplier records are used in several programs and are crucial for creating purchase orders and Accounts Payable (AP) invoices. A supplier record must first be on file in the Epicor ERP application before that supplier is available on a purchase order, or as an approved supplier specific to a part, part class, or customer record. Supplier records define several options which activate functionality you use throughout the Epicor application. Use this program to define how taxes are levied and payments are made against purchases through each supplier. If you buy parts from multiple locations from a supplier, you can define each purchase point within supplier records. Users can then select these purchase points on purchase orders and other records. Supplier records also contain information on shipping manifests, so you can indicate how this organization ships part quantities to your company. Supplier records are needed for various multi-company processes. A supplier record can be defined as a global record within a parent company, and then child companies within your organization can link to this record. As changes are made to a global supplier record, these changes automatically update within the linked child records. Supplier records can then be used for central payments, inter-company trading, and consolidated purchasing. If your organization has the Multi-Site license, you can leverage this functionality. Note Once a supplier record is created, use the Supplier Search window to search for and select a specific supplier record. The search results can be sorted by Country, ID, Name, or Tax ID Num. The Tax ID Num

is important in some countries as businesses identify vendors through their Tax ID number. Menu Path


Financial Management > Accounts Payable > Setup > Supplier

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Financial Management > Multi-Site > Setup > Supplier

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Material Management > Inventory Management > Setup > Supplier

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Material Management > Purchase Contracts Management > Setup > Supplier

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Material Management > Purchase Management > Setup > Supplier

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Material Management > Supplier Relationship Management > Setup > Supplier

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Production Management > Job Management > Setup > Supplier

• •

Production Management > Quality Assurance > Setup > Supplier Service Management > Expense Management > Setup > Supplier

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Service Management > Time Management > Setup > Supplier

Supplier Maintenance Sheets The sheets in Supplier Maintenance are described below. Supplier > Detail Sheet

Use the Supplier > Detail sheet to establish the Supplier ID, name, and other high level information for the supplier.

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Application Setup

Purchase Points > Detail Sheet

Use the Purchase Points > Detail sheet to add, define, format, and maintain alternate addresses for the supplier as well as specific contacts and manifest information for the other addresses. To review the supplier's main remit-to address, use the Supplier > Address sheet. Purchase Points are locations from which the supplier ships material or provides services for your company. Contacts > Detail Sheet

Use the Contacts > Detail sheet to define and maintain multiple contacts for the supplier’s main location. You can also add attributes, comments, and name details for each supplier contact. Banks > Detail Sheet

Use the Banks > Detail sheet to define the supplier's pay-to l ocation. Once set up, this supplier’s account is available within AP Payment Entry. All payments for this supplier are sent to the defined location. Attributes Sheet

Use the Attributes sheet to select attributes that apply to the supplier or supplier contact. SRM Sheet

Use the SRM (Supplier Relationship Management) sheet to establish rating information for this suppli er. This information assists in the decision to purchase goods or services from this supplier. Manifest Info Sheets Use the Manifest Info sheets to establish both general and specific information that pertains to the supplier's carrier options. GL Controls > Detail Sheet

Use the GL Controls > Detail sheet to select the GL Control or controls to determine the accounts and journal codes used to post transactions. Tax Exemptions > Detail Sheet

Use the Tax Exemptions > Detail sheet to define the supplier specific exemptions. In cases where multiple exemptions are specified for a document, the application uses the highest exemption. For more information on Suppliers, refer to the Application Help.

Workshop - Create a Supplier In this workshop, create a new supplier with purchase point information. Navigate to Supplier Maintenance. Menu Path: Material Management > Purchase Contracts Management > Setup > Supplier 1. From the New menu, select New Supplier. 2. In the Supplier field, enter XXX-Vend (where XXX are your initials). 3. In the Name field, enter your name. 4. In the Currency and Language fields, accept the defaults.

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Application Setup


5. In the Terms field, select 2/10 Net 30 (2% 10 days net 30). 6. Click Save. 7. Exit Supplier Maintenance.

Part Maintenance Use Part Maintenance to enter or update part information. Parts are either purchased i tems you use for raw materials or subassemblies or manufactured items you use to fill sales orders. Each part record contains crucial data you may need for purchase or production needs. A part record contains general information such as part number, description, and search criteria. Also, a part record defines inventory information, which includes unit of measure (UOM) options for sales, purchases, inventory, non-stock classifications, serial number tracking, and weight values. You also define wareho use and bin information for each part, including Minimum, Maximum, and Safety Stock quantities. If this part is included in a sales kit, define these parameters as well. When you set up a part, you can access it from each site within the company, and use it on jobs. You can also select parts as materials on quote, job, or part methods of manufacturing. If you use the Engineering module, purchased or manufactured parts on a bill of material must have a record set up in Part Maintenance. Tip Most modules do not require parts to exist in Part Maintenance, but it is recommended that you enter

parts in this program, as each record requires little data and can save you data entry time later. Menu Path


Material Management > Inventory Management > Setup > Part

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Material Management > Purchase Contracts Management > Setup > Part

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Material Management > Purchase Management > Setup > Part

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Material Management > Supplier Relationship Management > Setup > Part

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Production Management > Engineering > Setup > Part

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Production Management > Job Management > Setup > Part

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Production Management > Material Requirements Planning > Setup > Part

• •

Production Management > Quality Assurance > Setup > Part Sales Management > Configurator Management > Setup > Part

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Sales Management > Demand Management > Setup > Part

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Sales Management > Order Management > Setup > Part

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Service Management > Field Service > Setup > Part

For CRM users, the Main Menu appears as:

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•

Customer Relationship Management > Configurator Management > Setup > Part

•

Customer Relationship Management > Order Management > Setup > Part

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Application Setup

Part Maintenance Sheets The following are some of the more important sheets in Part Maintenance that directly impact inventory processi ng in the Epicor application. Part > Detail

Use the Part > Detail sheet to set up new part records and to modify the main details of existing part records. Part > Revisions > Detail

Use the Part > Revisions > Detail sheet to establish revisions for the current part. You must set up part revisions if you implement the Engineering module. Part > UOMs > Detail

Use the UOMs > Detail sheet to view unit of measure (UOM) information and to enter UOM conversion, net volume. You can also establish Global Trade Item Number (GTIN-14), European Article Number (EAN-8, EAN-13 and EAN-14), and Universal Product Code (UPC-12) product codes for a specific part and UOM. When you enter or scan these product codes in any Part field, the application replaces it with the associated part number. Part > Sites > Detail

Use the Part > Sites > Detail sheet to specify site information about the part. This information includes the site name, associated primary warehouse, ordering information, transfer information, manufacturing information, and purchasing information. Parts can be unique by company and site. A part can be labeled as a stocked item in one site and a non-stock item in another. Part > Sites > Warehouses

Use the sheets under the Warehouses tab to enter and update warehouse information associated with the current site. This includes: •

Specifying parameters that designate how material requirements for the part should be replenished in a specified warehouse, or warehouse bin, using the Kanban or Replenishment Workbench (distribution replenishment) functions in the Epicor application.

•

Designating the default bin that should appear for inventory transactions entered for a part and warehouse. This becomes the default bin number displayed in the Bin field in Inventory Management programs, and can

• •

be overridden as needed. Reviewing on-hand inventory bin quantities for a part in a selected warehouse. Entering count parameters for specific parts in specific warehou ses. These include setting ABC codes, specifying cycle count intervals, and quantity, percent, and value tolerances.

Part Maintenance Sheets Part > Detail Sheet

Use the Part > Detail sheet to set up new part records and to modify the main details of existing part records. The following fields are important to understand when reviewing the Part > Detail sheet. Non-Stock Item

When you select the Non-Stock Item box, it or indicates the part is not normally stocked inpart inventory. purchased and manufactured parts cancheck be stocked non-stocked. If you enter a non-stocked in Part Both

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Application Setup


Maintenance, its default description displays (similar to stocked items) when you enter the associated part number on an order or a job. The decision made to stock or not, affects all the transactions in the application. The Non-Stock Item check box determines how requirements for a part are satisfied: •

If a manufactured part is marked as a non-stock item, this means the part is not normally stocked; therefore, all requirements are satisfied by jobs. If the requirement is from a sales order, that sales order is linked to a job that satisfies the demand. If the requirement is from another part (for example, the current part is a sub-assembly), the demand is satisfied by creating a sub-assembly level on the same job.

•

If a manufactured part is marked as a stock item, this indicates all requirements are satisfied from inventory and creates allocations material on the date needed. include any minimum, maximum, and safety stock levels, to as pull wellthe as requirements from sales ordersRequiremen or other ts jobs.

•

If a purchased part is marked as a non-stock item, this means the part is not normally stocked; therefore, all requirements are satisfied by purchase orders linked to the job that created the requirement. This creates a purchasing suggestion for the part.

•

If a purchased part is marked as a stock item, this indicates all requirements are satisfied from inventory and creates allocations to pull the material on the date needed. Requirements include any minimum, maximum, and safety stock levels, as well as requirements from sales orders or jobs.

•

If a sales kit is marked as a non-stock item, this means the part is not normally stocked; therefore, all requirements are satisfied by jobs. If the requirement is from a sales order, that sales order is linked to a job which satisfies the demand.

•

If a sales kit is marked as a stock item, this indicates all requirements are satisfied from inventory and creates allocations to pull the sales kit on the date needed. Requirements include any minimum, maximum, and safety stock levels, as well as requirements from sales orders or other jobs.

Quantity Bearing

When you select the Quantity Bearing check box, it indicates full inventory functionality is supported for the part. Inventory transactions to and from stock change the inventory balance of the part. When this check box is cleared, the application does not maintain an on-hand inventory balance for the part. Part

The Part field contains a series of characters that uniquely identifies this part. If creating a new part, enter a meaningful identifier for the part number, such as type or measurements. Type

The Type field indicates whether or not the specific part is purchased, manufactured, or is a sales kit. Type is used as a selection criteria on various reports and searches. It does not restrict the use of the part in any way. You can select to manufacture any part marked as purchased or manufactured. When a part is flagged as a sales kit item, the sales kit parameters become available. Group

The Group field identifies the product group to which the part is assigned. A product group classifies groups of finished inventory parts. Product groups are important because they provide the following functions: •

Categorizes sold items

•

Sorts reports by what is sold

•

Directs a revenue stream in the general ledger (GL)

Part > Revisions > Detail Sheet

Use the Part > Revisions > Detail sheet to establish revisions for the current part. You must set up part revisions if you implement the Engineering module.

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Application Setup

Part > Alternates > Detail Sheet

Use the Part > Alternates > Detail sheet to set up substitute and complement parts for an item in Part Maintenance. A list of part substitutions are then available when entering sales orders and purchase orders for the part. Part > Sites > Detail Sheet

Use the Part > Sites > Detail sheet to specify site information about the part. This information includes the site name, associated primary warehouse, ordering information, transfer information, manufacturing information, and purchasing information. Parts can be unique by company and site. A part can be labeled as a stocked item in one site and a non-stock item in another. Part > UOMs > Detail Sheet

Use the Part > UOMs > Detail sheet to define UOM (unit of measure) codes. You can specify the symbol that prints on reports, when a UOM code is used for a transaction, and how decimal quantities should be handled for transactions that use the UOM code. Once a UOM code is defined, the code cannot be deleted, but can be marked as inactive so that it is no longer available for use.

Workshop - Create a Part In this workshop, create a part to be purchased in a later workshop. Navigate to Part Maintenance. Menu Path: Material Management > Purchase Contracts Management > Setup > Part 1. From the New menu, select New Part. 2. In the Part field, enter BR-XXX (where XXX are your initials). 3. In the Description field, enter XXX Stainless Steel (where XXX are your initials). 4. In the Type field, verify Purchased defaults. 5. In the Primary UOMs field for Inventory, verify EA defaults. 6. In the Primary UOMs field for Sales, verify EA defaults. 7. In the Primary UOMs field for Purchasing, verify EA defaults. 8. In the Class field, select Steel. 9. Click Save. 10. Navigate to the Part > Sites > Warehouses > Detail sheet. 11. In the Warehouse field, verify Main defaults. 12. Navigate to the Part > Sites > Warehouses > Primary Bin sheet. 13. In the Primary Bin field, select 01-02-01. 14. Navigate to the Part > Sites > Detail sheet.

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Application Setup


15. In the Supplier field, enter XXX-Vend (where XXX are your initials) and press Tab. 16. In the Min On-Hand field, enter 200. 17. Click Save. 18. Remain in Part Maintenance.

Approve a Supplier 1. From the Actions menu, select Approved Suppliers. Approved Supplier Maintenance displays. 2. From the New menu, select New Approved Supplier. 3. In the Supplier field, enter XXX-Vend (where XXX are you ini tials) and press Tab. 4. Click Save. XXX-Vend is now an approved supplier for part BR-XXXX. 5. Exit Approved Supplier Maintenance. 6. Click Save. 7. Exit Part Maintenance.

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Application Setup

Production Calendar Maintenance Use Production Calendar Maintenance to define working and non-working days for scheduling purposes. Your company may define one production calendar for the entire company or separate production calendars that can be assigned to sites, resource groups, and suppliers. Maintain the production calendar periodically to keep it up to date with current working days. The calendar should always contain as many days forward and backward from the current date as your scheduling dictates. Pertinent scheduling information is stored with the job; therefore, you can change your production calendar without affecting the jobs that are scheduled during the period you are changing. You may want to reschedule specific jobs to reflect the new or updated production calendar. Menu Path


Material Management > Purchase Contracts Management > Setup > Production Calendar

•

Production Management > Job Management > Setup > Production Calendar

•

Production Management > Material Requirements Planning > Setup > Production Calendar

•

Production Management > Scheduling > Setup > Production Calendar Important This program is not available in the Epicor Web Access.

Production Calendar Sheets The production calendar is divided into four sheets: Hours Per Day, Working Days, Where Used and Week Numbers. Hours Per Day Sheet

Use the Hours Per Day sheet to establish the number of working hours per each day of the week for your calendar. Working Days Sheets

Use the Working Days sheets to define the number of working days available for the current production cale ndar. Where Used Sheets

Use the Where Used sheets to review the sites, resource groups, and suppliers to which a calendar is assigned. Information cannot be entered on these sheets; they are for display only. Week Numbers Sheet

Use the Week Numbers sheet to establish week numbers and week ranges for the production calendar. Week numbers are useful to establish purchase contracts for suppliers.

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Application Setup


Supplier Periodicity Maintenance Use Supplier Periodicity Maintenance to maintain periodicity codes, either for a site or a supplier in the site. The Epicor application uses these codes to determine scheduling rules for the supplier or site assigned to the part during purchase schedule generation. You generate purchase schedules in Generate Purchase Schedules process, or by selecting the Include Contract PO Parts and Run Generate Purchase Schedules check boxes in Generate Purchase Suggestions or Process MRP. Periodicity codes dictate the required intervals for deliveries being made for a scheduled item. These can be set up on a company basis, site basis, or site and supplier basis. There are six available periodicity codes: •

Daily - Deliveries on a daily schedule.

•

Semi-Weekly - Two delivery dates per week, based on the definition of a Week period (see Weekly).

•

Weekly - Weekly delivery schedule on a specific day of week. A Week period is always a Sunday thru a Saturday, as defined by the system calendar format. The Epicor application uses this period defin ition universally in the Purchase Contracts module to determine dates, weeks, months.

•

Weekly Not Last Week of the Month - Same as Weekly, however, it excludes the last week of the month. This is based on the definition of a Week period (see Weekly) and a Month period (see Monthly).

•

Monthly - Specific day of the week and the week number for monthly deliveries (for example, second Thursday of each month). The Epicor application determines a Month period by the first occurrence of a Sunday in the calendar month (Monthly Period Start). The end day of the period of a month (Month Period End) is the Saturday prior to the first Sunday in the next calendar month. For example, the demand for March 2013 starts on March 3 and ends on April 6.

•

Nth Day of the Month - Specific delivery date each month, based on the definition of a Month period (see Monthly). For example, the 15th of every month.

Menu Path


Material Management > Purchase Contracts Management > Setup > Supplier Periodicity

Workshop - Define Supplier Periodicity Codes In this workshop, define supplier periodicity codes. Navigate to Supplier Periodicity Maintenance. Menu Path: Material Management > Purchase Contracts Management > Setup > Supplier Periodicity 1. Click New. 2. In the Site field, select Main. 3. In the Supplier field, enter XXX-Vend (where XXX are your initials). 4. In the Weekly pane, select the Rules check box. 5. In the Delivery Day field, select Thursday. 6. In the Nth Day of the Month pane, select the Rules check box. 7. In the Day of the Month Delivery field, enter 16.

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Application Setup

8. Click Save. 9. Exit Supplier Periodicity Maintenance.

Part Schedule Maintenance Use Part Schedule Maintenance to establish part schedules. Every inventory part ordered through the Purchase Contract functionality must have an established part schedule. You define the following part schedule information: •

Period 1, Period 2, working Calendar days, Period Shift Days and Minimum Quantities settings.

•

Six scheduling period settings ( Daily, Semi-Weekly, Weekly, Weekly Not Last Day of the Month, Monthly, and Nth Day of the Month) are available that specify when supplier deliveries should be made for a purchase contract for a particular part. You can select these period settings individually for Period 1 and Period 2 calculations.

•

Supplier share percentages the Epicor application uses to create schedules from related purchase suggestions.

•

A forecast of when the schedule should be created and how far in advance purchase schedules must be converted into purchase order releases.

When you use the Purchase Contracts module, you first generate purchase order suggestions resulting in suggested demand records on a particular due date. You then generate purchase schedules for these suggestions. When you do this, the Epicor application uses the duration of the associated contract purchase order and Period 1, Period 2, working Calendar days, Period Shift Days, Minimum Quantities settings (as defined in Part Schedule Maintenance) to determine how the related demand requirements should be slotted. It combines these settings with the associated Supplier Periodicity settings to determine the resulting part schedule per supplier. Example You define a purchase schedule for Part A in a unit of measure of EA (Each), Periodicity 1 of Daily, with a minimum quantity of 120 EA, and Periodicity 2 of Monthly, and a minimum quantity of 400 EA. You also create a purchase schedule in a unit of measure of Box (BX), with a Periodicity 1 of Nth Day of the Month, a minimum quantity of 20 BX, and a Periodicity 2 of Monthly Forward and a minimum quantity of 500 BX.

The different part schedules are not summarized if there is a contract for a unit of measure of Box and another unit of measure of Each. Two suggestions and purchase orders are created (one for BX, and the other for EA). The UOM codes defined in the contracts are used as the Our Quantity UOM code and as the Supplier Quantity UOM when creating PO suggestions. Menu Path


Material Management > Purchase Contracts Management > Setup > Part Schedule

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Workshop - Part Schedule In this workshop, set up a part schedule for a specific part and supplier. Navigate to Part Schedule Maintenance. Menu Path: Material Management > Purchase Contracts Management > Setup > Part Schedule 1. Click the Part Schedule button.

The Part Schedule Search window displays. 2. In the Table field, select Part. 3. In the Starting At field, enter BR-XXX (where XXX are your initials) and click Search. 4. In the Search Results grid, select BR-XXX (where XXX are your initials) and click OK.

The Record not found. Add new? message displays. 5. To the message, click Yes. 6. Verify the Purchase Schedule Active check box is selected. 7. In the Calendar field, enter D5H10 and press Tab.

This calendar is for 5 days a week and 10 hours per day. 8. In the Purchase Schedule Mode field, verify that Schedule Fixed in Period displays. 9. In the Periodicity Settings pane, enter the following information: Field

Data

Period 1

Weekly

Min. Quantity

10

Period 2

Nth Day of the Month

Min. Quantity

50

Minimum Period 1 Shift Days

3

Minimum Forward Span

Accept the default

10. In the Schedule Planning pane, enter the following information: Field

Data

Schedule Firm

180

Schedule Length

180

Order Cover

180

Print Length

180

11. Navigate to the Suppliers > Detail sheet.

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12. From the New menu, select New Supplier. 13. In the Supplier field, enter XXX-Vend (where XXX are your initials) and press Tab. 14. In the Percentage Share field, enter 100. 15. Click Save and exit Part Schedule Maintenance.

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Daily Processing


Daily Processing This section of the course reviews the Purchase Contract Management process. The process includes the following: •

Create contract purchase orders.

•

Generate and work with purchase schedule suggestions.

•

Review and approve purchase schedules.

Enter Contract Purchase Orders

Using Purchase Order Entry, create a purchase order in the normal manner, but mark it as a Contract purchase order. The part selected on the part schedule must be a line on the contract PO. These line items automate purchase schedules with delivery dates, prices, and corresponding quantities. Shipment quantities do not need to be entered manually; they are automatically calculated by the Purchase Schedule Approval process. Generate Purchase Suggestions

The Generate Suggestions program is useful for generating data that can augment schedule creation for a scheduled part, but its use is not mandatory. It considers current demand and forecasts versus current inventory and receipts to produce suggested supply as purchase suggestions. You can enter or update a schedule without generated purchase suggestions data. Generate Schedules from Suggestions

The Generate Purchase Schedules program uses purchase suggestion date to generate applicable purchase schedules for scheduled parts. When running Generate Purchase Schedules, use the Selection sheet to select the parameters for the process, and the Filter sheet(s) to select the specific records to include for the process. Using part schedule, supplier and calendar settings, it generates the appropriate schedules visible in Purchase Schedule Approval: •

Suggestion Schedule - Raw purchase suggestions.

•

Adjusted Schedule - Purchase suggestions data, after accounting for information for the part and the supplier; this includes the Delivery Day, Minimum Order Quantities, etc.

•

Proposed Schedule - A copy of the Adjusted Schedule, made available for Approve All functionality. The Approve All functionality is useful for approving a batch of proposed schedules at once.

When you do this, the Epicor application uses the: Duration of the associated contract purchase order. • •

Period 1, Period 2, working Calendar days, Period Shift Days and Minimum Quantities settings as defined in Part Schedule Maintenance for the associated part schedule record.

•

It then combines these settings with the associated Supplier Periodicity settings to determine the resulting part schedule per supplier.

This program also optionally removes purchase suggestions based on previously approved purchase schedules. Note You can also generate purchase schedules by selecting the Include Contract PO Parts and Run Generate Purchase Schedules check boxes in Generate Purchase Suggestions or Process MRP.

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Review and Approve Schedules

Use Purchase Schedule Approval to review, update, and approve schedules. The Schedule List sheet contains four quantity columns with corresponding delivery dates: •

Current - As it stands

•

Suggested - Reflects purchase suggestion data

•

Adjusted - Reflects the adjusted schedule

•

Proposed - Reflects the proposed schedule

This program also eliminates any open purchase releases and adjusts any partial purchase releases. You can adjust the Proposed values as is necessary, and approve the schedule by clicking Approve Schedule. Once you do this, the program creates purchase releases based on the newly approved schedule. Based on the selected PO Suggestion Reduction method, the program (optionally) reduces the associated purchase suggestions for the part by the amount of the approved purchase schedule quantity, starting with the oldest purchase suggestion.

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Daily Processing

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Sales Orders Use Sales Order Entry to create and edit sales orders. A sales order is an order that you receive from a customer. Enter all order headers, lines, and releases through this program. Each order can have multiple order lines, as well as multiple order releases. Note In order to generate a contract purchase order and approve a purchase schedule, establish demand

for the part through Sales Order Entry. For more information on Sales Order Entry, refer to the Application Help. Menu Path


Sales Management > Customer Relationship Management > General Operations > Order Entry

•

Sales Management > Order Management > General Operations > Order Entry

For CRM users, the Main Menu appears as: •

Customer Relationship Management > Sales and Marketing Management > General Operations > Order Entry

•

Customer Relationship Management > Order Management > General Operations > Order Entry

Workshop - Create a Sales Order Navigate to Sales Order Entry. Menu Path: Sales Management > Customer Relationship Management > General Operations > Order Entry Tip The CRM menu path is: Customer Relationship Management > Sales and Marketing Management > General Operations > Order Entry 1. From the New menu, select New Order. 2. In the Customer field, enter ECD-A and press Tab. 3. In the PO field, enter a number (any number). 4. In the Need By field, enter the date one week from today. 5. In the Ship By field, enter the date two days before the Need By date. 6. Navigate to the Lines > Detail sheet. 7. From the New menu, select New Line. 8. In the Part/Rev field, enter BR-XXX (where XXX are your initials) and press Tab. 9. In the Order Quantity field, enter 100. 10. In the Unit Price field, enter 102.56. 11. Click Save. 12. Navigate to the Summary sheet.

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13. Record the sales order number ________. 14. Exit Sales Order Entry.

Purchase Orders Use Purchase Order Entry to create a contract purchase order. You can enter and print all new purchase orders, and make changes to existing processes using this program. Note For more information on Purchase Order Entry, refer to the Application Help and Purchase Management course.

To create a contract purchase order, you first designate it as a contract purchase order. Next, enter a start and end date for the life of the delivery schedule. Finally, add a total quantity value to the purchase order line to determine the actual quantity of items received over the period of the contract. Note A part schedule must first be defined in Part Schedule Maintenance for a part selected in the purchase order. Summary Sheet

Use the Summary sheet to enter or modify general details for the contract purchase order. Note Once you approve a contract purchase order, you can only make modifi cations if it is first unapproved by a user who is authorized to do so. This can take place up until the time you generate and then approve purchase schedules against it. Once this takes place, you cannot change quantities on the generated contract purchase order line releases. Header > Detail Sheet

Use the Header > Detail sheet to enter general order i nformation when you create or make changes to an order. This sheet includes details regarding the supplier, purchase order date, and payment terms. Lines > Detail Sheet

Use the Lines > Detail sheet to enter contract purchase order line information. Purchase order lines describe the part, quantity, and price for each item ordered. Releases > Detail Sheet

Use the Releases > Detail sheet to enter purchase order line release information when you create or make changes to an order. Purchase order line releases provide the detailed receipt information about each purchase order line. At least one release is required for each order line. A release is automatically created when you enter a new contract purchase order line. Menu Path

Navigate to this program from the Main Menu:

32

•

Material Management > Purchase Contracts Management > General Operations > Purchase Order Entry

•

Material Management > Purchase Management > General Operations > Purchase Order Entry

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Workshop - Enter a Contract Purchase Order Before starting this workshop, verify the user ID created earlier is being used before entering a purchase order. Navigate to Purchase Order Entry. Menu Path: Material Management > Purchase Contracts Management > General Operations > Purchase Order Entry 1.

New New Contract PO From the menu, select . 2. Enter the following information: Field

Data

Start Date

Today's date

End Date

The date one year from today

The Start and End Date specifies the duration of the supplier's contract. 3. In the Supplier field, enter XXX-Vend (where XXX are you ini tials) and press Tab. 4. Navigate to the Header > Detail sheet. 5. Enter the following information: Field

Data

Ship Via

Local Truck

FOB

Factory

Buyer

select your name

6. From the New menu, select New Line.

The Lines > Detail sheet displays. 7. Enter the following information: Field

Data

Part/Rev

BR-XXX (where XXX are your initials)

Contract Qty

1,000/EA

Contract Price

10.00 /1

Contract Active

Select

8. Click Save. 9. Navigate to the Summary sheet. 10. Select the Unapproved check box.

The Approved status displays.

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11. Click Save. 12. Record the PO number ______. 13. Exit Purchase Order Entry.

Evaluate the Results In this workshop, use the Purchase Order Tracker and Time Phase to evaluate the contract purchase order created in the Workshop - Enter a Contract Purchase Order. Navigate to Purchase Order Tracker. Menu Path: Material Management > Purchase Contracts Management > General Operations > Purchase Order Tracker 1. In the PO Number field, enter the purchase order created in the Workshop - Enter a Contract Purchase Order and press Tab. 2. In the Summary > Inventory sheet, in the Line Items grid, right-click the Part field and select Open With > Time Phase. Time Phase Inquiry displays. 3. Review the information. 4. Exit Time Phase Inquiry and the Purchase Order Tracker.

Generate Purchasing Suggestions Use Generate Purchasing Suggestions to automatically create a list of suggested purchases based on time-phased information. You create actual purchase orders from these suggestions in Purchase Order Entry. If the application is set up for consolidated purchasing and you are logged into the central purchasing company, you can run a full regeneration by selecting the Run Consolidated Purch check box. You can then review and process the purchase order suggestions from other companies. You must be run this process before using New PO Suggestions and Change PO Suggestions. Only one user can run this function at a time. When you run Generate Purchase Suggestions: •

Use the Selection sheet to select the parameters for the process.

•

Use the Filter sheet to select the sites to include in the generation process.

Purchase order suggestions are based on time-phased information such as: •

Direct job material

•

Inventory requirements

•

Job subcontract operations

When generate suggestions, Generate Purchasing Suggestions first references the part or site record for the part's purchase lead time. If there is no purchase lead time on the part or site record, then the Epicor application references the purchase lead time set at the supplier price break level for the part and its primary supplier.

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Generate Purchasing Suggestions builds suggestions from: •

Time-phased information - For time-phased purchase orders, the program deletes and rebuilds some or all time-phased purchase orders as appropriate based on the date the suggestions are generated and the selected processing option.

•

Requisitions marked as Send To Purchasing - For requisitions, the program does not delete or change the information. Requisitions can be removed from the application only by ordering the requisitio n item or manually deleting the requisition.

•

Unlinked Buy To Order (BTO) sales order releases- This program uses the ship, order quantity and supplier, sales order, sales order line, and order release identification information stored in order release records to generate purchase order suggestions. If you use the Regenerative mode, this program includes unlinked sales order releases and releases with associated PO suggestions. This program also deletes the old PO suggestions. It always excludes previously linked Buy to Order (BTO) sales order releases.

•

Purchase contract schedules - If you clear the Include Contract PO Parts check box, Generate Suggestions bypasses active parts on purchase contracts, and only includes parts on standard purchase orders. If you select this check box, selecting theRun Generate Purchase Schedules check box designates that purchase contract schedules should be generated during the current Generate Suggestions session. it also includes active parts on purchase contracts when generating purchase suggestions. Note Selecting the Run Generate Purchase Schedules check box causes the Generate Suggestions program to perform the same processing that takes place when you run the Generate Purchase Schedules program.

For more information on how to review the status of the Generate Purchasing Suggestions process, review the System Monitor topics in the Application Help. Menu Path


Material Management > Purchase Contracts Management > General Operations > Generate Suggestions

•

Material Management > Purchase Management > General Operations > Generate Suggestions

Menu Path

You can launch this program from the Main Menu in these locations: Menu Path: Material Management > Purchase Contracts Management > General Operations > Generate Suggestions

Workshop - Generate Purchasing Suggestions In this workshop, generate purchase suggestions and include purchase contract items. You can also generate purchase schedules using Generate Purchase Suggestions, however, for the purpose of this course, this task is done in Workshop - Generate a Purchase Schedule . Navigate to Generate Purchase Schedules. Menu Path: Material Management > Purchase Contracts Management > General Operations > Generate Suggestions 1. For the Processing Options, select Regenerative. 2. Select the Include Contract PO Parts check box. 3. Verify the Run Generate Purchase Schedules check box is clear.

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4. Click Process. 5. Exit Generate Purchasing Suggestions.

Generate Purchase Schedules Use Generate Purchase Schedules to produce purchase schedules. You can then review and manually adjust the resulting purchase schedules in Purchase Schedule Approval before formal approval. Before you run Generate Purchase Schedules, use Generate Purchasing Suggestions process to produce suggestions for scheduled parts. The Generate Purchase Schedules process uses thi s data to generate the applicable purchase schedules. When running Generate Purchase Schedules, use the Selection sheet to select the parameters for the process, and the Filter sheet(s) to select the specific records to include for the process. You can also generate purchase schedules in: •

Generate Purchase Suggestions, through selection of the Include Contract PO Parts and Run Generate Purchase Schedules check boxes. If you select these check boxes, generated suggestions include purchase schedules.

•

Process MRP, through selection of the Include Contract PO Parts and Run Generate Purchase Schedules check boxes.

Regardless of the program you use to generate purchase schedules, the Epicor application uses the following parameters to determine how the related demand requirements should be slotted: • Duration of the associated contract purchase order. •

Period 1, Period 2, working Calendar days, Period Shift Days and Minimum Quantities settings as defined in Part Schedule Maintenance for the associated part schedule record.

•

It then combines the settings above with the associated Supplier Periodicity settings to determine the resulting part schedules per supplier. Tip For more information about the logic used in purchase schedule generation, view the Generate Purchase Schedules - Flowchart and Purchase Schedule Generation - Parameters and Calculations topics in the Application Help.

Menu Path


Material Management > Purchase Contracts Management > GeneralOperations > Generate Purchase Schedules

Workshop - Generate a Purchase Schedule Navigate to Generate Purchase Schedules . Menu Path: Material Management > Purchase Contracts Management > General Operations > Generate Purchase Schedules Important Only one user at a time should run this process.

1. In the Cutoff Date field, leave blank. 2. In the Schedule field, verify Now defaults.

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3. In the Log Filename field, accept the default of the path and filename. Note The log file is useful in reviewing the Purchase Schedule process to determine if an error has occurred. It is common to add this to a shared directory; however, for this workshop, it can be placed on the desktop or not used at all.

4. In the User Description field, leave blank. 5. Click Process. 6. Exit Generate Purchase Schedules.

Purchase Schedule Approval Use Purchase Schedule Approval to review, update and approve currently unapproved purchase schedules generated by theGenerate Purchase Schedules, Generate Purchase Suggestions or Process MRP programs. Use this program whenever you need to review schedules by part number, purchase order number, supplier, or buyer. The Schedule > List sheet contains four quantity columns with corresponding delivery dates: •

Current - Displays current schedule delivery information

•

Suggestion - Displays purchase suggestion information

•

Adjusted - Displays adjusted schedule i nformation

•

Proposed - Displays proposed schedule i nformation

You can adjust theProposed values as necessary, and then approve the schedule by selectingApprove Schedule in the Actions menu. Purchase Schedule Approval performs the following processing when you approve a purchase schedule: 1.

Copies the purchase schedule header and detail records to the POSchedHdHst (Purchase Schedule Header History) and POSchedDtHst (Purchase Schedule Date History) history tables.

2.

Copies the Proposed Qty to the Current Qty in the purchase schedule.

3.

Updates the Approved Date with the current date.

4.

Determines the last date for which purchase releases should be created by comparing with the part schedule order date, and using the working days on in the associated calendar.

5.

If the Newly Approved Quantities or the All Approved Quantities option was selected in the PO Suggestion Reduction field in the Summary sheet, the Epicor application determines the associated purchase suggestion quantities that can be deleted for the contract purchase line associated with the generated purchase schedule. Note If the Exclude Reduction option was selected, the program skips the following processing steps. •

It does this by taking the lesser of the sum of the Cumulative Order Cover Quantity versus the sum of the Total Quantity Approved (from the lines within the approved purchase schedule) to calculate a Total PO Suggestion to Reduce quantity.

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•


It then deletes the associated purchase suggestions, beginning with the oldest purchase suggestions by date. It does this sequentially by comparing each purchase suggestion against the Total PO Suggestion to Reduce quantity. If there is a remaining Total PO Suggestion to Reduce balance, it evaluates the next purchase suggestion and continues deletions until the Total PO Suggestion to Reduce balance is zero.

6.

Deletes all contract purchase releases that you did not receive, and closes all contract purchase releases that you have partially received.

7.

Creates the next purchase line release for the contract purch ase order associated with the purchase schedule.

8.

Resets the focus to the Summary sheet for selection of another purchase schedule.

Menu Path


Material Management > Purchase Contracts Management > General Operati ons > Purchase Schedule Approval

Workshop - Purchase Schedule Approval Navigate to Purchase Schedule Approval. Menu Path: Material Management > Purchase Contracts Management > General Operations > Purchase Schedule Approval 1. From the Standard menu, click the binoculars (search) icon.

The Purchase Schedule Search window displays. 2. In the Purchase Schedule Searchwindow, search for and select thepurchase order created in theWorkshop - Enter a Contract Purchase Order . 3. Navigate to the Schedule > Detail > Detail sheet to review the details of the proposed schedule. 4. Navigate to the Schedule > Detail > List sheet and select the purchase order for which th e proposed schedule suggestion was generated, 5. Click the Approve Schedule button to approve the purchase schedule suggestion. 6. Exit Purchase Schedule Approval.

Evaluate the Results In this workshop, use the Purchase Order Tracker and Time Phase to evaluate the contract purchase order created in the previous workshop. Navigate to the Purchase Order Tracker. Menu Path: Material Management > Purchase Contracts Management > General Operations > Purchase Order Tracker 1. In the PO Number field, search for and select the purchase order created in the Workshop - Enter a Contract Purchase Order and press Tab. 2. In the Line Items grid, right-click in the Part field and select Open With > Time Phase . Time Phase Inquiry displays.

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Daily Processing

3. Review the information. 4. Exit Time Phase Inquiry and the Purchase Order Tracker.

Purchase Contract Schedule Report Use the Purchase Contract Schedule report to review information about schedule requirements for purchase contracts. Use the Selection sheet to select the parameters for the report. Use the Filter sheet(s) to select the specific records to include on the report. Important For more information on how to review the status of a report you print, preview, or generate, refer to the System Monitor Overview topic in the Application Help. Menu Path


Material Management > Purchase Contracts Management > Reports > Purchase Contract Schedule

Purchase Contract Schedule Tracker Use the Purchase Contract Schedule Tracker to review current information about a selected record . This tracker is display-only. Each tracker may contain both sheets from the primary entry program and supplemental sheets that are unique to the tracker. Information on primary sheets and fields is included in the Application Help for the entry program. Supplemental sheet information is included in the help for the specific tracker. Menu Path


Material Management > Purchase Contracts Management > General Operations > Purchase Contract Schedule Tracker

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Conclusion


Conclusion Congratulations! You have completed the Purchase Contracts course.

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Additional information is available at the Education and Documentation areas of the EPICweb Customer Portal. To access this site, you need a Site ID and an EPICweb account. To create an account, go to http://support.epicor.com.

Purchase.contracts

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