The templates to be used for purchasing orders are recorded by "New" option located on the Purchase Order Templates list. The fields and functions of the Purchase Order Templates window are:
Code: The recording code of the template. This field is mandatory.
Description: The name or the description of the template definition.
Aux. Code: A code field of 10 characters used to group the purchase order templates. This field is not mandatory; it can also be used to process information not contained on the record. The Aux. Code is typically used to group the templates by company specific criteria.
Auth. Code: The auth. code of the template. Only the users who own the code specified here can work on the related template.
Division: Used to determine which division transactions will the purchase order template be used for.
Department: Used to determine which department transactions will the purchase order template be used for.
Plant: Used to determine which plant transactions will the purchase order template be used for.
Warehouse: Used to determine which warehouse transactions will the purchase order template be used for.
The lines of the template definition window are used to record material types to be ordered and quantities to be used to determine levels. Each material's info is recorded to a separate line. The lines contain the following fields:
Warehouse: The related warehouse of the order. The selected warehouse at the upper part is displayed as default. If the transaction belongs to a different warehouse, the related warehouse is specified.
Type: Purchasing and level determinations can be performed according to one of the following options:
- Material Code
- Material Group
- Material Aux. Code
- Material Auth. Code
- Supplier
- Standard
Material Code: The ordering and level determination is done only for a single material. Related material is selected from "Code" and "Description" fields.
Material Group: The ordering and level determination is done according to material group. Related material group is selected from "Code" and "Description" fields.
Material Aux. Code: The ordering and level determination is done according to material aux. code. Related material aux. code is selected from "Code" and "Description" fields.
Material Auth. Code: The ordering and level determination is done according to material auth. code. Related material auth. code is selected from "Code" and "Description" fields.
Supplier: The ordering and level determination is done according to supplier. Related AR/AP is selected from "Code" and "Description" fields.
Standard: The ordering and level determination is done for all materials.
Code: According to the selection at "Type" field, related material, material group code, aux. code, auth. code and supplier code is selected by this field.
By using "", *"?" characters, you can make selection at "Code" field.
""character is used to select a group of criteria. "" character means that "any character may be inserted in that field", and can be used in the beginning, middle or end.
"?" character means a single character.
Examples:
"" character in the beginning:* If the filter value is entered as *M.001, the transaction is applied to all records that have M.001 as the last four digits, regardless of the first digit.
"" character in the middle:* If the filter value is entered as TM*01, the transaction is applied to all records that have TM for the first two digits and 01 as the last two digits. The number of digits between the first two and the last two digits is not important.
"" character in the end:* If the filter value is entered as TM*, the transaction is applied to all records that start with TM.
"?" character in the beginning: If the filter value is entered as ?M.001, the transaction is applied to all five digit records that have M.001 as the last four digits.
"?" character in the middle: If the filter value is entered as TM?01, the transaction is applied to all five digit records that have TM as the first two, and 01 as the last two digits.
"?" character in the end: If the filter value is entered as TM?, the transaction is applied to all three digit records that have TM for the first two digits.
Description: According to the selection at "Type" field, related material, material group, aux. code, auth. code and supplier's description is selected by this field.
Status: Used to specify the order calculating and level determination status for the related line. This field contains the following options:
- Will Be Calculated
- Will Not Be Calculated
When "Will Be Calculated" is selected, the order quantity is calculated for the related line and level is determined.
When "Will Not Be Calculated" is selected, the order quantity is not calculated for the related line or the related template and level is not determined.
Minimum / Maximum Days: Used to determine minimum and maximum number of days for material level updating. Minimum and Maximum values are used to determine level before order quantity calculation. These values are entered by the user.
Lead Time: Supplying duration of the material. The specified time here affects the orders' lead dates (generated by using template) and affects the minimum level updating transaction.
Day: The number of days that will be valid for the material level updating. This value used both for level calculating and retroactive sales quantity calculating operations.
Factor: Used to enter coefficient that will be used for order quantity calculations. Decimal values can be entered.
After sales quantity is calculated according to minimum level quantity, it is multiplied with determined factor and net order quantity is found. The calculated net order quantity may be less than the minimum inventory level quantity; but it cannot exceed the maximum inventory level quantity.
In order to generate orders according to template, "Purchase Order Generation Based on Template" option is used which is located under the Operations menu of the Purchasing program section.