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Integrated Business Solutions

SUPPLIERS

OVERVIEW

Both one-off purchases and normally stocked goods can be ordered. Ordering, Receipting and Costing are three separate programs and there is an additional program to Receipt and Cost at the same time. Costed Orders may be exported to Creditors and then to the General Ledger.

The Average Cost of an item is re-calculated when it is Costed into stock. This figure determines the Cost price during invoicing and therefore the Gross Profit. Cost Orders as soon as possible to keep Average Costs and Gross Profits correct.
Orders update the stock file which can be cleared and re-calculated as necessary - i.e. the "Received" and "Suppliers Order" fields may be cleared and re-established from the Orders file if the files get out of sync.

Documents and Goods arrive variously:

Costing updates Stock, and can also be passed to Creditors and then the General Ledger. If mistakes are made:

8SOQ01C* LOOKUPS

8SOL01*, 8SOL11* ORDERING

Select a Supplier's / Creditor's Code - F2 to toggle between Code or short Name lookup mode.
Settings can determine that only Creditor's with a status of B, D, I, S and V are displayed for plucking.
A Message can display for this Creditor.
SOL01CF Enter to access Product screen.
F3 to pluck Product Code
Lookup Method: F2 to toggle between Code, Description, cAtegory or Lookup this can default per system and / or terminal.
Can Up arrow to change Product Description.
Optional warnings:
If Supplier is not the main Supplier for this item, can be overridden.
When selling an Item with a Buy In Status:
"ERROR Buy-in requires Cust Ord # on Header" or it cannot be ordered.
"ERROR Order Item not found" if an incorrect document is selected, or item is not on that CO.
Cross-references are set up, Invoice Lookup shows Order No. and vice versa.
A list of the last few Orders is displayed.
Optional warnings:
if a product is already on Order: Esc to cancel or Enter to override.
if 0 (zero) or more than a specified quantity is ordered.
Optional warning if a buyer exceeds value set:
per line item (cost x quantity ordered)
per purchase order ( total value of the order)
per period (total value of orders for the accounting period).

Options:
F5 to access Product Maintenance (if authorised) - to add an item not on file.
F8 to add Text lines: space to print text - Or message code, F3 to pluck.
N to suppress this printing.
F9 to End order.

Enter any 8SOL11* Trailer details. Enter to End order or sF9 to End Order without printing it.

At the Program Options:

F6 Fix - to re-enter the Order for correction before Processing
F9 Process the Order - a form is produced.

See Product Lookup, Ordering adds to "Supplier Order" quantity.

8SOL11* CORRECTIONS

During ordering:
F7 to Restart / Cancel the Order and F2 to Confirm deletion.
F6 to alter Quantity - F6 again to make any line changes

OR F6 from Program Options to change an Order
With cursor on the line to change:
Change quantity and Enter
F5 to add a line (including text lines).
F6 to change any line field.
F7 (or Zero and Enter in the Hot Column) to Delete a line and F2 to Confirm.
End / End: to access Record Sequence box to change Header / Trailer lines.
Arrow Up to get back to the "Hot" column.

Recall an Order if a part has been substituted by an alternative item - delete or zero out the original line and add the new part. The new part may need to be added to your stock file - see F5 above.

8SOL11* PROGRAM OPTIONS

For Ordering, Receipting and Costing.

8SOL01R*, 8SOL07R* RECEIPTING

Note that goods may also be Costed and Receipted in one with 8SOL07P2 or 8SOL07P3. Check off from the Packing Slip or Invoice - Ideally this is done at the point of delivery.
Receipt ONLY what is actually received.
Labels can be printed as goods are receipted.
F2 or Enter to Receipt Order (quantities prompted)
OR F4 to Part Receipt if only a part of an Order has arrived - no quantities prompted.
Enter Order No. at the prompt OR F3 to pluck.
Key in any quantity differences and Enter
Key in 0 (zero) and Enter if none of the items in that line has arrived yet.
Page Up / Down to scroll through more than one screen.
F5 to Add. If an ordered item has been superceded - change the Order BEFORE Receipting.
F6 to Change any details.
Esc. at any time to leave Order as it was.
F9 to Receipt, key in details:
Packing Slip: compulsory reference No.
N.B. Do NOT use the same Ref. for the same Order No. twice e.g. An order is filled on two Packing slips with the same Ref., but invoiced on two separate invoices. Add another digit to the second receipt Ref. for costing purposes OR cost on a single invoice Ref.
The following may be compulsory depending on your system.
No. of parcels:
Goods Received by:
Document entered by.
and Enter to process.
A print out is produced. F8 to reprint - Enter Order No. at Recall Screen.

On Product Lookup: Receipting subtracts from "Supplier Order" and adds to "Received" and "Available".

8SOL01C*, 8SOL07C* COSTING

Check all costs against the supplier's invoice to arrive at the invoice total; any variance should be followed up.
N.B. Be careful when costing - if you make a mistake don't try to fix it - Esc and F8 to leave the Order as it was before you started then re-enter.
Also see Program options.

Accept or select one of two costing periods, depending on how your company runs. If the next period is not available you may need to check 8SYL04 Date Manager
F2 or Enter at the prompt: F3 to look up OR key in the Order No.
There is also the option of entering the Supplier's receipt / Packing Slip Reference to highlight only those items that have been receipted on that Slip.
In this e.g. to cost an invoice for HEMP1 only enter the Order No. and the Receipt No.

SOL01CJ

SOL01CK

An error message displays if an Order has not been Receipted or is already Costed or has been Cancelled. You can use 8SOL07P2/3 to Receipt and Cost in one.
A Message can be set to display when Costing to this Supplier.

Header details display if a Supplier's record is tagged for foreign currency.
4X Rate: e.g. if your Australian exchange Code "AUD" is set at the rate 0.800 then 1.25000 will display - you can change this value to reflect, as close as possible, the exchange rate at the time of costing. Some costings programs also allow for fluctuation e.g. 3% added as a margin of error to make the exchange rate 1.28750.

Other fields default from Order entry - can be changed - Enter to continue.

At the costing screen: Arrow or Page up / down to scroll through the record.
Change any line value and Enter on each change.
Ctrl X and Enter to clear an Order line which is not on this invoice.
Verify all costs from the Invoice.
F6 to Change any line the cursor is on: any field can be changed.

SOL01CF
You can add the supplier's code, description and Factor of an item while the invoice is in front of you, and update prices if authorised.

SOL01CA
Invoice Style: as per settings on Creditor's record.
Enter Extended total OR.

SOL01C
Enter price per item (Default)

SOL01CE
Local: allows you to cost an overseas invoice in $NZ.
You can change the Supplier's foreign exchange total.
F8 for Add-ons
OR F9 to Cost:

Supplier:

8SOL01C*, 8SOL07C* ADD-ONS

Added costs, such as freight, can EITHER be Spread over an Order to reflect the true Cost of goods Into Store (CIS) OR Costed to an "overhead" account. Add-ons that are Spread are automatically coded to the Stock account; if they are NOT Spread they must be coded to the appropriate GL Account e.g. Unrecovered Freight. Either way, the add-on needs to be included in the creditor's invoice for payment.

SOL01CG To spread a single freight invoice over several stock invoices: manually work out the ratio of the freight to each invoice and add-on this calculated amount to each invoice when costing.


SOL01CH Then CLEAR the Add-on value and cost the order as per the invoice. This gives the correct CIS for the stock. The freight invoice may then be entered into Creditors separately.
F8 to Add-on. Tax calculations of Add-ons are Inclusive, Exclusive or Zero rated according to settings on Creditor's record.


For invoices of more than one line, where the freight is to be distributed over ALL items, arrow down past the last invoice line before pressing F8. You could spread added costs over just the invoice lines ABOVE the entered add on.
To Add freight charged by the same supplier and to be spread over the invoice.
Value: of add-on.
Spread: Y to spread - can be set to default to Y or N.
Description: assumes freight.
Tax calculation: of the add-on.
To Add other charges by the same supplier as the rest of the invoice, NOT spreading the cost.
N Spread
and fill in the appropriate GL account code
To add another supplier's charges related to purchasing in this Order.
Supplier: Code.
PL account: Appropriate account code for an add-on NOT to be spread, else leave to spread.
Reference: Invoice No.
Date: of invoice.
Exchange Rate: foreign currency as per Creditor's Record. This field can be changed to reflect, as close as possible, the exchange rate at the time of costing.
SOL01Cc
F9 to Cost: fill in the Ref. and date from the invoice. The Costed by field should default to your log on code. The Due Date is calculated from Terms set on the creditor's record - the Period defaults to the current GL period on your system. Warnings display if the Due Date, Invoice Date and Period are out of sync.

Ensure Cost, Add-on, Tax and Total match the invoice. Manipulate minor tax differences, this calculation may vary; Cogito calculates GST per line item.

Add-ons are spread as a percentage of the cost of each item. If one item is much larger / heavier than others you may wish to change the spread - all items need to be changed so that the Add-on Total remains correct. With the cursor on each line item, F6 to change the Add-on field.

sol01ci

F9 to Process - the system will not accept unmatched totals.
A print out is produced.
N.B. If you have any problems - Esc to exit. This will restore document to original status.

In Product Lookup:
Costing subtracts from "Received" and adds to "Available" and "On Hand".
Last and Average Costs are re-calculated by your input.

8SOL01F*, 8SOL11F* RETURNS

On an Entered Order:
Leave the Order as it stands if you still require the items.
If the whole Order is to be returned and you no longer require the items, sF7 to cancel the Order in the Ordering program
If some goods of an Order are to be returned, F6 to change the Order. Zero out the lines or quantities to be returned, the rest of the Order can then be Receipted etc.

After an Order has been Receipted:
In Receipting, F6 to Fix - key in Order and Ref. No.s and zero or adjust the quantities received. This puts the goods back on Order - see above.

After an Order has been Costed:
Do a Credit Return - accept or change the Period.
F2 or Enter to credit the WHOLE Order
OR F4 Part Credit to enter the quantities to be returned.
Key in the Order No. and the Invoice No. it was Costed on Enter
Zero lines or key in quantities and Enter on each change.
F4 to re-calculate.
F9 to enter Reference etc. and F9 to process

8SOP04O5 E-MAIL ORDERS

Orders can be e-mailed at the time of Ordering or sent later using this program.
Enter to accept your Supplier Orders file name.
Arrow to document type (Order, Credit) which displays the last used No.
F3 or Enter to display list and Enter to select.
OR key in a specific No. and Enter.
In both instances the Invoice Lookup is displayed which can be used as usual to select the document. Enter.
Status shows "Selected" and details of the invoice are displayed and the e-mail address.

8SOL05 GENERATED RE-ORDER

Generate an Order (and Report)
Select a re-order report and create a Report file e.g. ccSCKORG.
Accept or change the report defaults, you can run it by Supplier: Select a pre-generated order
Review the Order
Change or Enter to accept file ccSCKORG
F3 to make any quantity changes - Enter on each change
Zero out and Enter to exclude items.
Process the Order to Suppliers Orders.

8SOP01L2 Print Item Labels from Receipting

To print labels as goods are receipted.

SOP01L

Direct to a printer ready with labels.
Key in the Order No. (range) and the Invoice these items receipted on.

SOP01E1 REPORT BUILDER

This creates a Report File of stock items of only the selected orders from the Suppliers Transaction file.
The Report file can then be used for other reporting purposes.
Enter to accept Header defaults:
SOP01E1
The Report File can then be used to run other reports on, using Report File LBL or ccSCKREC.

8SCL23C* SUPPLIERS PRODUCT "XENO" FILE

Xeno: Latin for foreigner. This program enables you to build a file of Supplier and / or Customer (and Customer Group) Products: codes, descriptions and prices. Then you can produce Orders in the Supplier's codes and descriptions. Price and product updates can be imported straight into this file - see Cognosco.

Data can be changed / added during Costing:
Perm?: Y to create / update the Permanent record.

SOL01CD

In the maintenance program:
F8 to lookup / pluck an existing Record for changing (Type: P Product).
OR at the prompt Enter both Product and Supplier Codes:
F3 on the Supplier field, Enter to pluck then Esc from the Record and then F3 at the product prompt.
F5 to Add or F8 to Repeat last record on screen or F6 to change an existing record:

SCL23

fill in the Supplier's code, description and standard cost and add any discount % for this item.

When you make an Order on this item from this supplier
Enter the Quantity in Supplier's stock units.
Receipt and Cost in per the supplier's units and costs.
The Order prints the supplier's code and description and unit but Product Lookup shows your own.

8SCQ03C1 is the file's look up.
And 8SCP03C1 reports from the file.

SCP03

8SOL06 ARCHIVING

Archive or Delete Orders to keep files manageable. Check with us first.

SOL06

N.B. Backup files first.
Select options. The default file names need not normally be changed.
You may archive by order, date or supplier ranges.
Y to accept and run - the archived file "ccSOT01" is created.
The file should then be rebuilt - call us.

Maintenance

Allows changes to the Transaction file records. N.B. these programs should only be used to change dates or spelling etc. See notes on Maintenance. Also see 8SCL18C1 to change the ccSCS file (the Supplier Orders Costing File) before it is sent to Creditors.

8SOL29C0 1. SUPPLIERS SYSTEMCONTROLS
Ordering Receipting / Costing
8SOL29C0 2. TERMINAL SETTINGSCONTROLS
Set printers / file names:
Printing controls: ID Driver No. (For correct driver if saving to a file.)
Ordering LPT1 1
Receipting P-PR 2
Costing LPT2 2
Requisitioning unused  
NOTE: Defaults are for this terminal. See Operator's settings below which, if found, take precedence.

8SOL29C0 3. OPERATOR SETTINGSCONTROLS

8SOL29C0 6. SEND-BY CODESCONTROLS

8SOL29C0 7. ORDER TYPESCONTROLS

8SOL29C0 8. MESSAGESCONTROLS
Also Creditors Controls and see System

8SOL29C0 11. BUYERSCONTROLS

8SOL29C0 14. FOREIGN EXCHANGECONTROLS
Alt 156 for pound, Alt 157 for Yen, Alt 238 ?for Euro (use keypad).

8SOL29C0 17. CREDITORS INTERFACECONTROLS
8SOL29C0 18. BRANCH CONTROLSCONTROLS

8SOL29C0 19. ARCHIVING CONTROLSCONTROLS
Two records - an empty branch record and a blank Archive record. Archiving does not rename older history files - consider renaming "ccSOT01" to "ccSOT02" first.

8SOL29C0 20. ORDER GENERATIONCONTROLS
For Generating Re-Orders. N.B. Set default Order Type for each terminal that uses this.