Summary

The Reorder Items window can be used to create purchase orders based on IC item reorder points. The reorder point of an IC item can be set up using the Set Reorder/ Build To process (IC> Set Reorder / Build To), or it can be manually modified using the Maintain Item window (IC> Maintenance> Item Maintenance> open an item> Qty and Value tab).

You must have an account type labeled “Purchase Orders” set up for this process to work. The GL liability account for the Purchase Orders account type should be the clearing account for the Inventory Control module. When the item is receipted in the PO module, it will credit the clearing account for the IC module and debit the inventory general ledger account.

Step by Step

1     Open or create a Reorders batch.

• Open the Reorders Batches window (IC> Reorders). The Batches window will display all the open Reorders batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. Any uncommitted data in the batch will be deleted.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Reorders process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only and are not necessarily the fiscal month and year the transactions in the batch will be posted to.
• Click the Create New Batch button to create the new Reorders batch.

2     Open the Batch Overview page. 

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Reorders process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Reorders process.

3     Specify the reorders batch Settings. 

• Open the Settings window (IC> Reorders> Settings).
• Specify the Fiscal Year for the reorders batch.
• Click the Submit button to proceed to the next step.

4     Generate the reorders batch. 

• Open the Generate window (IC> Reorders> Generate).
• Check the toggle next to each Location you would like to include in the reorders batch. You must select at least one location in order to generate the batch.
  • Check the toggle in the header to select or deselect all locations.
  • Locations are created and maintained on the Location Maintenance window (IC> Maintenance> Location).
• Change the Date and Time fields to filter the inventory item issue history by a specific date and time.
  • The system examines all non-archived issue history for each inventory item in order to generate accurate reorder and build to levels. You can use the Date and Time fields to limit the included item issue history to the period between the last non-archived issue and the date and time specified.
• Enter a Description to filter the items included in the reorders batch to those items that contain the specified terms in their description fields.
• The six fields below the Description field are miscellaneous character fields. The displayed labels for these fields are set up on the Miscellaneous Field Label Maintenance window (SS> Utilities> Miscellaneous Field Labels).
• Check the Include Understocked Only toggle to include only items that are understocked in the reorders batch. Inventory items below the Build To amount but above the Reorder amount will be filtered out.
• Check the Exclude Zero Builds toggle to include only items that have a build to quantity greater than zero.
• Check the Populate Quantity To Order toggle if you want the Quantity To Order to auto fill with the amount needed to increase the inventory item on hand quantity to the build to quantity.
  • If you check this toggle, the primary vendor associated with the item will be selected regardless of quantity and pricing information. Vendors can be set up as Primary on the Item Maintenance window (IC> Maintenance> Item> General tab> Vendor field).
  • If you check this toggle AND the Order By Cost toggle below, the system will select the vendor with the lowest price per unit regardless of minimum order, unit increment, and total order cost.
  • If you leave the toggle unchecked the quantity to order will be set to zero and you will need to manually go through each of the displayed vendors for each inventory item and enter the desired quantity in the Quantity to Order field. The build to levels are set in the Set Reorder and Build To process.
• Check the Items With Single Vendor Populate Vendor Information toggle to automatically pull data from single vendors into the reorder batch.
  • When this toggle is checked, the vendor number will be pulled into the batch if:
    • There is only one single vendor associated with the item being reordered
    • The Last Price value associated with that item equals $0.00 on the Modify Vendor Item window
  • This toggle will only be enabled when the Populate Quantity To Order toggle is checked.
• Click the Submit button to generate the batch.

5     Edit the generated reorders.

• Open the Edit window (IC> Reorders> Edit).
• The Edit window will display all of the items pulled into the reorders batch through the generate step.
• Select an item and click DELETE to remove the selected item from the reorders batch.
• Click ADD to add an additional inventory item to the reorders batch. This will enable a new line item in the data grid below.
  • Click the Search button in the Item ID column to select an inventory item to include in the reorders batch. If the selected item does not populate the other line item fields, you will need to select the Location, Vendor Number, Quantity, Unit Type, Price, and Account for the new line item.
• Click the Submit button when complete.

6     Print the reorders Proof List.

• Open the reorders Proof List window (IC> Reorders> Proof List).
• There are no print options for the proof list.
• The report will display the Item ID, Item Description, Location, Vendor Number, Vendor Description, Product Code, Quantity, Price, and Amount. The report will also provide a batch total.
• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7     Commit the reorders batch.

• Open the reorders Commit window (IC> Reorders> Commit).
• Click the PO Batch field search button to open the Batch Selection window.
  • The Batch Selection window will display all of the uncommitted Purchase Orders batches in the PO module.
  • Select a PO batch and click the Select button to send the reorders to the selected batch.
• Click the Commit button to commit the reorders batch.
• The item reorders have now been added to the specified Purchase Orders batch. This will create a purchase order for every vendor you are ordering inventory items from. The purchase order line item descriptions will be the descriptions of the IC items that are being ordered on the purchase order.