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Suppliers - Ordering

This tab allows you to control the ordering details for the supplier. When ordering details (frequency/lead days) are changed for a supplier the existing items for that supplier require ranging hence a Range button (securable control). When the Range button is pressed, this prompts for the location and effective date for the ranging and then update all the items with a cost record for this supplier in the entered location / location group.

Figure: Example Suppliers Screen

Order Lead Days

The number of days from when an order is placed to when stock arrives.

Promo Lead Days

There is normally a deal in place for a promotion. This is the usual number of days between when the deal starts and the promotion starts.

Promo End Days

The number of days after a promotion has finished when we can still place an order. This is the number of days the deal is available.

Order Phone

Phone number used to place an order.

Max No Days In Advance

The number of days in advance a purchase order can be raised for a supplier and will validate the Required By date on the Purchase Order. If left blank, no further validation will be carried out on this date.

Min Order Qty

The minimum number of units which can appear on a purchase order to the supplier. This is used as part of the Suggested Ordering.

Min Order Value

The minimum value for an order that the supplier will accept. For example, you may not be allowed to place orders less than $1000.

Allow Backorder

If checked on (default), the supplier supports back orders. This is used in conjunction with a similar flag in Location. If the supplier AND location both support back orders, then when a Purchase Order is received in Goods Receipt or Invoice Matching and the received quantity is less than the ordered quantity, the received status will be set to 'More To Come'. If the option is checked off for either the supplier or the location, the received status will be set to 'Received'.

Back Order Days

The number of days an order should be on back order before we consider it non-delivered.

PO Output Format

This determines how purchase orders are to be sent to the supplier. By default it is Report which means that the order is printed and sent to the supplier. Other options are used as part of the B2B service to indicate how orders should be sent. Click for more details on the B2B output file CSV File Format.

Invoice Quantity

If we receive electronic invoice data, what is the quantity measured in. Cartons/Units.

Screen/Report Sequence

This option controls the sequence items will be displayed on the screen and on the reports for purchase orders, goods receipts and invoices.

Line# Sequence	The sequence that the items were entered into the system.
IPN	The IPN of the item.
Order Code	The order code of the item.
Description	The description of the item.
D/C/G/SG Description	The department, category, group and subgroup of the item, followed by the item description.

Supplier Line Costs

The final cost that we pay can include service fees, ullage, WET and sales tax. However, when the supplier talks about their cost, they might mean a cost that is exclusive of everything, or inclusive or service fee and ullage but exclusive of WET and sales tax. These flags allow you to tell the system what a cost means to this specific supplier. The flags will be used by purchase orders and invoicing to determine how the cost should be shown. See Cost Components for more details.

Service Fee	Indicates that the invoice cost does include service fee.
Ullage Fee	Indicates that the invoice cost does include ullage fee.
WET	Indicates that the invoice cost does include WET (Wine Equalisation Tax).
Sales Tax	Indicates that the invoice cost does include tax (GST).

Order Frequency Lead Days

This grid allows you to tell the system when items are can be ordered from this supplier for specific locations. See Suggested Ordering for details on how these details are used.

Effective	This frequency rule will only apply on or after this date. If the date is left empty, the rule is effective immediately.
Expiry	This frequency rule will only apply up to and including this date. If the date is left empty, the rule will never expire.
Location	The location that this frequency rule applies to. This can be a location or a location group.
Department	The rule will only apply to items in this department. If this is left empty, the rule will apply to items in any department.
Category	The rule will only apply to items in this category. If this is left empty, the rule will apply to items in any category.
Group	The rule will only apply to items in this group. If this is left empty, the rule will apply to items in any group.
Subgroup	The rule will only apply to items in this subgroup. If this is left empty, the rule will apply to items in any subgroup.
Classification	The rule will only apply to items in this classification. If this is left empty, the rule will apply to items in any classification.
Order Category	The rule will only apply to items in this order category. If this is left empty, the rule will apply to items in any order category.
Frequency Code	The Frequency code indicates when an item can be ordered. See Order Frequencies for details on how to set up these codes.
Distributor	The distributor who will be delivering the items. This is for information purposes only.

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