Several features are controlled by the options in this menu in Purchase Control. The menu options are expressly designed to be used where the need to have several suppliers for the same part is required. The options provided allow for the importation of data to create the neccessary price file information, the setting up of suppliers.
Tip: The Menu is only displayed if the supplier file and price list files are present.
The option Receive/Delete order in Purchase Control provides full interaction with the Purchase Control Multi-Sourcing facility described previously. It has a menu option Input-GRN-details. This prompts for a supplier, an order type, and a GRN number. The user may then enter one or more order numbers. For each one, you may 'advise' or 'unadvise' all the lines against the GRN, or choose to edit lines selectively in pages. Each page can be advised or unadvised, or each line on a page can be edited individually.
When a line is advised, the advice quantity is set equal to the quantity required, the state is set to Advised, the reference field is set equal to the GRN number, and the extended purchase price in the supplier's local currency is evaluated, directly from the purchase control price file if present, or from normal discount routines if not.
When a line is unadvised, the advice quantity is set to zero, the state is set back to Ordered, and the reference field is blanked out. The extended purchase price is assigned to a new field called LOCAL in the purchase control transaction file PC.ptran.
Once all the lines on a GRN have been identified, you can take the option Verify-GRN. This will summarise the number of lines on the GRN, their local and domestic value in total, and indicate if any lines have a zero-cost. At this point, if any additional uplift costs are expected when buying from this supplier, the amounts are input or calculated here as per the uplift codes held against that supplier. For each uplift code where the amount is Input, a window appears with its description, the currency code, and the exchange rate, which may be changed if allowed. Enter the value of the uplift in the currency shown. This is converted back into domestic currency and displayed. Once all Input uplifts are entered, the Calculated ones are derived and displayed.
Finally, when the option Receive-the-goods is taken, the uplifts are shared amongst all the lines on a pro-rata basis, and the domestic cost price is evaluated for each line. The goods are posted in to stock (and goods in suspense) at the cost-price including uplift costs. The domestic equivalent of the 1-5 uplifts on each line are assigned into an occurrence field UPLIFT(1-5) in the purchase control transaction file, PC.ptran. The option Verify received invoice correctly accounts for the uplifted costs of the parts. As well as the goods and surcharge amounts being included for all processed lines, the 5 uplifts are accumulated into the miscellaneous value fields, and will be displayed as negative amounts at the foot of the Invoice Header page. These 5 figures will also be labelled with the correct description based on the supplier of the invoice being verified. These values (if non-zero) will be credited to the Nominal Ledger using the expense code and suffix as indicated on the uplift record, so that the eventual 'actual' invoices for these costs can be debited to them and over/under calculation evaluated.
The MULTI-SOURCE Menu is displayed when you select the Multi-Source Menu option from the PURCHASE CONTROL Menu.
Best-buy enquiry: Allows you to enquire upon the best buy price for a part.
Preferred exceptions: Allows you to report on best buy suppliers that are not currently set as the preferred supplier for the part.
Add/modify price list: Allows you to add or amend the best buy price list.
Add/modify suppliers: Allows you to add or amend suppliers.
Uplift parameters: Allows you to create or amend uplift parameters to be applied to supplier orders.
Price file import: Allows you to import a price file into the autoline system for use with best buy.
Update stock file suppliers: Allows you to update the preferred supplier.
Price file exclusions: Allows you to specify exclusions from the price list.
Duty code override: Allows you to create duty code rates that will override the standard Uplift for specific supplier /part(s) combinations.
Exchange rates: Allows you to view/edit exchange rates.
Purchase number ranges: Allows you to specify purchase order number ranges to be used.
