Use the Creating Suggested Transactions (SOE511) window to create suggested purchase orders and transfer for back orders. When creating suggested transfers, the program checks for surplus stock the shipping warehouse and then checks for surplus in other warehouses and recommend a transfer location of the warehouse with the most surplus stock. You can use the Warehouse Lookup button to see the warehouses available and the amount of surplus in each of the available warehouses.
Refer to Long- and short-term surplus availability for details.
When you create/edit a sales order line and it has a back-ordered quantity greater than zero, you can create a suggested purchase order for the primary vendor, a suggested purchase order for another vendor, a suggested transfer from the item’s restocking warehouse or a suggested transfer from another warehouse depending on the item type. The Sales Order Entry programs can also be set to automatically create/update the suggested PO or transfer as necessary. The system bases suggested document creation on the prompt in the Sugg PO/TR by Type section of the Line Options tab of SO Entry Options F/M (SOF915).
When the Sales Order Entry programs are evaluating a line item with a back-ordered quantity to determine whether to prompt you to create a suggested transaction, the system looks at the item type and uses the SO Entry Option prompt associated with that type. Use these settings to indicate whether you want to have the system ask to create suggested purchase orders or suggested transfers during Order Entry line processing, automatically create suggested purchase orders or suggested transfers during Order Entry line processing or never create suggested documents. When the items are received, you can run the Transfer Fill Report prior to the Receiving Register to advise warehouse personnel of what back orders are to be filled with the incoming merchandise.
If the Stocked and Nonstocked prompts in the Sugg PO/TR by Type section on the Line Options tab of SO Entry Options F/M (SOF915) are set to R Always Ask Defaulting to a Suggested PO or A Always Ask Defaulting to Restocking Path, the system displays the Create Suggested Transaction Window when you create/edit a sales order line and it has a back-ordered quantity of greater than zero.
Use these fields to create a suggested transaction.
1. Create
Select the type of suggested transaction to create: P-Create a suggested PO, T-Create a suggested transfer or N-neither.
If the ship warehouse is not the same as the initiating warehouse, the T-transfer option is not available. If only one type of suggested document is valid on the sales order line, the Create prompt only allows you to create the valid document type or to not create any suggested document. For example, if the item is temporary and so a suggested transfer is invalid, then the Create prompt would display the option to P-Create a suggested PO or N-neither.
2. Vendor
Specify the vendor for the suggested transaction. Press F1 to use the primary vendor, press F2 to search or F4 to backup to the Create prompt.
This field is disabled if the Create field is not set to "P"-Create a suggested PO.
3. Warehouse
Specify the warehouse for the suggested transfer. Press F1 to use the restocking warehouse, F2 to search or F4 to backup to the Create field. This prompt is disabled if the Create field is not "T"-Create a suggested transfer.
If you press F2-warehouse search, the system displays the Warehouse/Item window (SOC070), which displays all warehouses (other than the shipping warehouse) and the warehouse quantities. You can select a warehouse from the search and the "Select Wh" option is available to return the warehouse number to create suggested document.
Details
If you are creating a suggested PO, the system writes the selected vendor back to the sales order line vendor prompt.
When you edit a sales order line, the program checks to determine if a suggested PO or a suggested transfer already exists for this line. If a suggested document exists, it is deleted and the quantity is saved. For a suggested PO, the warehouse and vendor are also saved. For a suggested transfer, the "from" warehouse is saved. If no change was made to the line, the system displays a message that contains the saved information prompting you to keep the existing suggested transfer or PO.
If a back-order quantity remains when the line edit is completed, the system displays a message prompting you to update the existing PO or transfer with the current back-ordered quantity. You have these options: Y-Update the suggested PO or transfer with the current back-ordered quantity, N-Keep the existing suggested PO or transfer with the original quantity, or D-Delete the suggested PO or transfer.
If you choose not to keep the suggested PO or transfer (the D-Delete option), the program returns to the Create Suggested window. This allows you to change a line from having a suggested PO to having a suggested transfer all in one step rather than having to delete the first and then edit the line again to create the other. If you do not want to create a suggested document at all, click N-neither to not create a suggested document.
If you modify the ship warehouse or vendor (in the case of a suggested PO) on a sales order line that already has existing suggested documents, the system deletes the suggested document and displays the Create Suggested Transaction window with the a message indicating that the original suggested document was deleted. You can use the Create Suggested Transaction window to create a new suggested transaction document as desired .
When creating a suggested PO line (via the F1 key) for a specific special order/line, the system also checks the Buyers Control Center (BCC).
If the line is already in the BCC, you cannot add the special order and a message is displayed indicting that the line was found in the BCC. Additionally if the PO line created for a specific special order removed an existing POSUGG record, then a delete of the PO line processing changes will now restore the POSUGG record.
You cannot change the shipping warehouse or selling UM for special order lines that are in the BCC. A message is displayed indicating there is a conflict with line in the BCC.
Special order back-order quantities for purchase orders and transfers (PO/TR) are also checked in the BCC. If the back-order quantity is changed from the amount in the BCC, the change is not allowed and a message is displayed.
Deleting a special order line (PO/TR) is also checked. When that line is in the BCC,the delete is not allowed and a message is displayed, indicating the record is in BCC and must be managed from that program.
An alert is displayed when editing a line with a special order that is already in the BCC. This alert is only displayed if the Suggested prompt is set to 'Ask' in Line Options tab of SO Entry Options F/M (SOF915).
Note: The vendor value in the sales order receipt line defaults from the item’s primary vendor when a line is created and then is updated with the vendor of any PO transaction associated with it. If the PO transaction is deleted, the vendor value will be restored to the item’s primary vendor (except temporary items). This includes deleting a suggested PO, deleting a regular PO and SO entry deleting a suggested PO and then creating a suggested transfer or not creating any document at all.