Additional features are available on the Purchase Order Entry Form when Advanced Procurement is allocated to a Site and a Cost Center exists.
Multiple Orders
Multiple orders of a line item on a Purchase Order entry form are displayed in a separate window. The order detail can be accessed by clicking on the quantity that is presented in the Edit window as a link. The display includes the name of the Profit Center that the item was ordered for, the quantity and unit of the order, the Internal Requisition ID where the order originated and the Purchase Location assigned to the Profit Center for the item. Additional orders can be added and linked to a requisition.
Adding an Order
A multiple order can be added to a Purchase Order Entry Form. This feature can be accessed by selecting the <Multiple> option in the Requested By field in the Edit window. This option is only available on Purchase Orders created for a Cost Center. Selecting this option presents you with a new window. The new window displays a total quantity in the first row and an additional row for a new order. Information for the additional order can then be entered. If more than one order needs to be added, clicking on the Add button presents an additional row. Orders that are added are displayed in the appropriate Profit Center after the order(s)are saved.
Information in the multiple order window can be saved with the Save or FInished button. It is necessary that the total quantity be equal to or more than the sum of the orders to Pause or Save the form. Further, it is necessary that the total quantity be equal to the sum of the orders to Complete the form.
Purchase Orders with multiple orders display one total quantity per line item when sent to external vendors.
Requisition Linking
Orders placed on a Purchase Order entry form (for a Cost Center) to fill requests from an Outlet can be linked to an Internal Requisition. Linking requisitions to an order allows for tracking of goods from the time they are requested to the time that they are received by the Cost Center for distribution.
A requisition can be linked to an order by selecting the link icon in the Requested By field. Pick the <Select> option. They system displays a list of requisitions that qualify to be linked to an item. Click on a requisition to pick it. Once it is selected the requisition ID is displayed in the Requested By field for the item. This allows the order to be displayed on the Requisition Status Report.
E-mailing a Purchase Order
Driving more efficient ordering process is a principal objective of the Advanced Procurement module. The procedure to place a vendor order has a new automated option – E-mail the PO as a PDF document directly to the vendor. The Purchase Order form’s Complete 2 of 2 summary screen includes a check box labeled ‘Send When Completed’. Selecting this option will send an e-mail to the vendor containing an attached PDF document of the completed Purchase Order.
A few prerequisites need to be configured to enable this automated solution:
1 .SMTP server parameters need to be configured to route outgoing mail at the Site level (Site Administration > General > Site Information > General tab) or globally at the system level (on the application server, Start > Programs > FOOD-TRAK > FOOD-TRAK® System Management > Email tab)
2 .The Vendor who should receive the e-mail must have a recipient e-mail address configured. Database > Elements > Vendors > each vendor’s properties > Accounting tab > Email field.
3. The sender address is controlled by associating an e-mail address to the authenticated FOOD-TRAK® user account (System Administrative Functions site > Corporate Functions > User Manager > User properties > Email field). If no address is associated with the logged in user, then the Email address on the General tab of Site Information or Return Email address in global SMTP settings is used as the sender.