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 System Flags
FlagDescription
BranchMask

If activated / ticked , the Stocked Only checkbox field is checked by default in the Product Finder screen. When ticked, only products in stock are retrieved.

If not activated / un-ticked, the Stocked Only checkbox field is unchecked by default in the Product Finder screen. When un-ticked, all products are retrieved, regardless if they are in stock or not.

FWLpoDepRq

If ticked , prevents linking of Purchase Order/s to a Sales Order if the customer is a cash customer and the minimum deposit (defined via the Deposit Amount field in the Prostix Accounts Receivable Setup in Company Maintenance) or minimum percentage (defined via the Deposit Percent field in the Prostix Accounts Receivable Setup within Company Maintenance) has not been paid on a Sales Order.
Upon clicking  then Linked PO, a message "Cash customer has not paid minimum deposit of $nn. Unable to link Purchase Orders". The minimum deposit will need to be paid via Customer Payments (& validated via the Credit Information tab in the Customer Dashboard) before you are able to link a Purchase Order.

FWLPODays

Used to set the Linked Purchase Order delivery days (via table System Settings - Numeric in Miscellaneous Tables Maintenance). If setup, the Date Required field in the Sales Order Fulfillment screen/s defaults to the Delivery Date Reqd field on the Sales Order minus the number of days specified by this flag

 Example and screenshots:

If the Sales Order date - FWLPODays < Current date, the Linked Purchase Order date required will be set to the current date instead of the date already past.

OrdTfrDespWhen setup and active, automatically populates the Despatch Method for branch transfers created from linked Purchase Orders. Refer to System Settings - General to activate this flag.
OrdTfrAreaWhen setup and active, automatically populates the Delivery Area for branch transfers created from linked Purchase Orders. Refer to System Settings - General to activate this flag.
PODrctDelDefines the Shipping Basis code to use for direct delivery Purchase Orders.
SopDrctDel

Defines the Direct Delivery despatch method code. 

Instructions in the Sales Order are copied/duplicated from a Sales Order to a linked Purchase Order for orders that have the "Direct Delivery" Despatch Method assigned.

Example Sales Order:

Example Purchase Order:

WHouseSupDef

If ticked / activated , when processing a Purchase Requisition, the Supplier for a Stocked Product defaults to the Internal Supplier of the Warehouse Branch. If the Product is Not Stocked, it still defaults to the Preferred Supplier. 

Refer to Miscellaneous Tables Maintenance for further information on System Flags.

The Linked Purchase Orders or Linked PO option provides a means to easily create Purchase Orders based on a specific Sales Orders lines and link those Purchase Orders to the Sales Order to support subsequent validations and process improvements.

To create linked Purchase orders from a Sales Order, from the home Dashboard perform the following:

1. Click  then type Sales Orders (or Select Sales Orders from within the Sales - Transaction Processing navigation tree).

2. Click  to create a new Sales Order or  to search for an existing order via the Customer numberBranch or Order # fields and other advanced options. Refer to Searching for open Sales Orders or Quotes for further information.

3. Type the Customer ID in the Customer field or search for the customer via .

(tick) If searching for a customer via the Customer Finder , you must enter search criteria for the results to display.

(tick) You can use the Customer ID, Customer name (or partial customer name), principal name (or partial name), primary or any contact phone number (or partial phone number) in the Search field, or leave blank to search all customers, then press <enter> or click 

(info)  An error message is displayed & the order is placed on credit hold ("Customer balance of $ddd.cc exceeds credit limit of $ddd.cc") if the customer entered has exceeded their credit limit.

(info)  An error message is displayed & the order is placed on hold if the customer has exceeded their credit age ("Customer is outside their credit age") and the customer's status in Customer Maintenance is Active.

4. Type the Customer Order number in the Cust Order # field and/or a reference into the Reference field.

5. Ensure Order is defaulted in the Type field.

(info) Customer Order Number rules can be defined in the Order No Rules tab in Customer Maintenance.

6. Type the despatch method in the Desp. Method field or select one via the drop down arrow .

7. Type the date the goods are needed by into the Date Required field or use the  date finder to select it.

(tick) This field accepts dates that are greater than > a week before the current day. In other words, anything less than today - 7 days will produce a save error. Refer to OrderDelDt for further information about this flag and how it affects the Date Required field.

8. Type the product into the Product field or search for it via  then use your <tab> key to add the quantity required to the Quantity field. When complete, use your <enter> key to add the product to the order. Repeat this step for all products then click .

(info) If WHouseSupDef system flag is activated, the Supplier for a stocked product defaults to the Internal Supplier of the Warehouse Branch. If the product is not stocked, it still defaults to the Preferred Supplier.

(tick) If searching for a product via the Product Finder , you must enter search criteria for the results to display. The Product Finder also remembers the previous search criteria entered by the user and re-displays the search criteria and results when the Product Finder is re-used, however it does not remember the criteria across the application and if you exit the activity and start again, then the Product Finder criteria is cleared.  If searching for a Supplier from within the Product Finder, you must enter Supplier search criteria for the results to display.

(tick) If searching for a product via the Product Finder  and you choose a specific branch in the Branch field of the Product Finder, then the Qty On Hand, Qty on C/O & Qty on P/O for that branch are displayed, however if you select All Branches, then this information is not displayed.

(info) If a product is a warehouse product (defined by the CDF Sourced field in Stock Data when defining additional information for your product setup. Refer to Product Maintenance Options), then only a branch transfer and an internal Supplier can be used if the user is a non-purchasing Supervisor (defined by setting the Purchase Supervisor field in System User Maintenance. Refer to Creating a Frameworks User ID). An error message is displayed if an attempt is made to add warehouse products where the Supplier is an external Supplier. Refer to Creating a Purchase Order for warehouse products for further information.

9. Click  then Linked PO to link the Sales Order to a Purchase Order.

(info) If System Flag FWLpoDepRq is activated, it prevents linking of Purchase order/s to a Sales Order if the customer is a cash customer and the minimum deposit has not been paid on an order. A message "Cash customer has not paid minimum deposit of $nn. Unable to link Purchase Orders" is displayed. Refer to System Settings above for further information.

10.  The Sales Order fulfilment screen is displayed. 

(info) If required, click theto the right of the Supplier field to select an alternate Supplier or an internal branch (for a branch transfer) to source the product from. The sort order is based on the best rebated cost. The cost variance % ( a cost variance of 0 indicates the Preferred Supplier), pack quantity, minimum quantity required and lead time are provided, along with the stock on hand and excess stock quantities at internal branches. You are also able to search for additional Suppliers via the button.

11. Click to select all lines in the Sales Order Fulfillment or tick the Sel checkbox individually on each line to select the line for linked purchase order creation.

If the transaction IS a special buyin, the supplier and special buyin cost are retained from the sales order.

If the transaction IS NOT a special buyin:

- And the product is a CDF / Warehouse product (defined by the CDF Sourced field in Stock Data when defining additional information for your product setup. Refer to Product Maintenance Options) the Source field is set to Transfer and the supplier column is left blank (expecting the entry of a branch transfer supplier).

 CDF / Warehouse product screenshot

- And the product is a Non-CDF product with a preferred Supplier, the Source field is set to Purchase and the Supplier field is set to the preferred Supplier for the product. The product cost is set to the supplier cost.

 Non CDF / Warehouse product screenshot

- And the product is a Non-CDF product without a preferred Supplier, the Source field is set to Purchase and the Supplier field is set to blank for the product (expecting the entry of a supplier). The product cost is set to the supplier cost.


12. The options available are:

i. Creating a standard Purchase Order. Select Purchase Order via the Source field drop down arrow .

ii. Creating an inter branch transfer. That is, transferring product/s from one branch to another. Select Transfer via the Source field drop down arrow . The Supplier is the branch who will supply the goods.

(info) Branch transfer Sales Orders do not incur a credit check when releasing the order.

(info)  If creating a Purchase Order for a warehouse product, refer to: Creating a Sales Order for warehouse products.

iii. Adding product/s to an existing Purchase Order. Select Existing Order via the Source field drop down arrow , then add the Purchase Order number in the Use PO field. This adds the product/s selected to the existing Purchase Order.

iv. Creating a Purchase Requisition batch. Select Requisition via the Source field drop down arrow . Refer to Creating a Purchase Requisition batch via a Sales Order for further information.

(info) The Supplier field defaults to the primary Supplier who will supply the goods.

13. If applicable, perform the following:

i. Click to review the Orders including updating the address details and Shipping Basis as required (mandatory if Shipping Basis's have been defined in your Frameworks system). The button will allow users to lock the branch transfer purchase order from the review screen in preparation of sending the request order to the transfer branch. You can also print the order by clicking .

(info) If the Purchase Order value is below the Supplier's minimum order value, message "Order is under the Supplier minimum order value of $nnn.nn". You must increase the minimum order value for that product on the Purchase Order to continue.

(info) When a Purchase Order has a pickup type shipping basis, the Ship To field is populated with the description of the shipping basis. If the shipping basis is not a pickup then the ship to and address fields are populated with the branch description and address respectively

 Error Message displayed if the Purchase Order value is below the Supplier's minimum order value

ii. Click the Product Code link to display Sales and Stock information of a product for a specific branch.

iii. Click to print the picking slip.

14. Click to create the linked Purchase Order/s.

15. The linked Purchase Order/s are now displayed at the end of each row with the Purchase Order number and line as a hyperlink. Click the Purchase Order# link to go to the Purchase Order screen. Refer to Maintaining a Purchase Order for further information (& to Creating a Purchase Order for specific error messages you may receive).

16. For inter branch transfers, the original Sales Order no. and link is displayed underneath the Linked S/O column The transfer Sales Order no. and link is displayed on the right section of the screen under the button. Refer to Maintaining a Purchase Order for further information.