Multiple Orders

Additional features are available on the Shopping List, Purchase Order, Receiver and Invoice Entry Form features when Advanced Procurement is allocated to a Site and a Cost Center exists.

Procurement forms for a Cost Center are capable of displaying orders of an item that may be needed by multiple Profit Centers. This allows a centralized purchasing entity to manage orders for other Outlets.

The purchasing cycle starts when an outlet (Profit Center) requests goods from a central purchasing entity (Cost Center). The request is submitted on an internal requisition. The Cost Center must determine what is available in stock to fill requisitions and what is not available needs to be ordered from an external vendor. The Cost Center Reorder process facilitates this by considering internal requisitions (selected by you) and determining what is available and putting the goods that need to be ordered on a Shopping List (optionally generated). The Shopping List contains needed item quantities to get the Cost Center back up to par plus to fill selected requisitions. Profit Center orders that originated from an internal requisition are placed on the Reorder-generated Shopping List and are linked through the order process. If a Profit Center allows direct charges from a Cost Center the order is placed for the Profit Center.

Routing of the goods is determined by an item's direct ship designation for the Profit Center. In other words, an item like lettuce can be ordered to be directly shipped to the Profit Center. An item like napkins can be ordered for the Cost Center, stored in the Cost Center and transferred out to the outlets when they are needed. This feature offers this flexibility.

This process may generate multiple orders of one item. These orders are listed as a "multiple" in the Profit Center column of the form detail. The multiple orders are displayed in a separate window on procurement forms. The window can be accessed by selecting the item on the form detail and clicking the quantity link in the Edit Window when the item is displayed.

If there is a partial purchase unit quantity remaining after all of the Profit Centers have had their requested unit quantities distributed/delivered, the user processing the Receiver or Invoice form may allocate the leftover units to any Profit Center or Cost Center location they deem appropriate without needing a linked Internal Requisition form for the selected Profit/Cost Center.

Further, when the goods are received and then completed as an invoice the distributions for the appropriate G/L Accounts are created for the Cost Center and the direct charge Profit Centers.

Procurement forms that include orders for multiple Profit Centers contain a Profit Center column on the form detail. If the order on the form is for a specific Profit Center, the Profit Center name is displayed. If the order is for multiple Profit Centers or there are multiple orders for one Profit Center the term Multiple is displayed. When the item is selected the Edit window displays the quantity and unit. The quantity serves as a link, when clicked it opens another window with a list of all the orders for the item.

Ordering form such as the Shopping List and Purchase Order display all the Profit Centers that need goods. Receiving forms display orders for outlets that store the goods.

Orders listed in the multiple window can be modified. The quantity, unit and purchase location can be changed. The purchase location may be changed for the item, however, only locations that belong to the Cost Center and the requesting outlet are displayed. The first row displays a total quantity for the item (sum of all orders).

The multiple order window offers a Finished and Cancel button. The Finished button saves all changes made on the multiple orders window, closes the window and places you back on the form detail. The Cancel button cancels any changes and place you back on the form detail. A Save button is available that can be used to save changes and allow you to stay in the child window.

Routing Slips for direct-charge Profit Centers can be printed from the Receiver and Invoice Entry Form.

The report provides a document that can be used as a packing slip to accompany goods delivered to a direct-charge Profit Center. The report displays the invoice information, item details and charges to be applied to the Outlet for goods that are purchased for them by the Cost Center. The Routing Slip includes a blank line for a signature and the entry of the date/time it was received.

An option to Print Routing Slips for Profit Center Orders when Completed is available on the Complete 2 of 2 page of the receiving forms (with direct-charge orders). If direct-charge orders are not on a receiving form the option is not available. When this option is selected the Routing Slips are automatically submitted to print when the form is completed.