New Job

Keep Job Type set as Standard Job and complete the suggested fields before selecting OK.

New Line Item Type

This job will use multiple item components and/or processes originating from multiple vendors resulting in one completed product.  Our goal is to account for each component maintaining control and organization but representing just the completed product to our client.  To do this we will first need a “master” line item that will represent the fully complete product.  Change to Without Item Code and select OK.

Item Data

Using Description 1, Description 2 and Remarks; enter a title to represent the finished product.  Enter an appropriate Product Category.

Vendor/Scheduling Information

As this line item represents the finished product as a whole created by multiple vendors working together, Vendor here will be left blank.  Address each suggested field as normal.  Don’t forget to take advantage of the Re-order Date and the Tracking and Follow-up Date.

Line Item Quantities

Enter the Sell Quantity Ordered and Unit of Measure.  As usual the Buy Quantity Ordered will default from the Sell.  This can be left as is or, if you prefer for organization, may be changed to zero.  The Buy Unit of Measure may be left blank.  The Unit Cost will be also be left blank (these fields are left blank because all Buy information will be represented on the sub items rather than this master line item).  Enter or confirm the Sell Unit Price (This should be the sell price for the completed product, taking into account all components and processes).  Select OK.

Line Item

Review all information for accuracy.  As this line item is the master and basically a placeholder representing all future sub items together, there should be little to adjust or add for vendor purposes; however, this will be the item represented on all customer documentation and you should keep that in mind as you utilize options such as Long Description and Instructions, Image, File Attachments, etc. Commands > New to add the next line item.

New Line Item Type

You will now begin to add all the individual components of the master item, all of which should have specific item codes.  Keep as Item Code and select OK.

Item Data

Choose Item Code and pay attention to any Ordering Instructions.

Vendor/Scheduling Information

Enter or confirm the vendor to be used for the line item (If there is no Suggested Vendor on the Item Record, this will always default to the vendor on the initial Line Item.  If a Suggested Vendor exists it may differ from the vendor you wish to use for this job so be cautious).  Address each suggested field (Because we have initiated the creation of this Line Item from an existing Line Item most of this data will already be populated saving us re-entry).  Again, pay special attention to the Ship By and Request/Due Dates to confirm accuracy.  Don’t forget to take advantage of the Re-order Date and the Tracking and Follow-up Date.

Line Item Quantities

Enter and confirm the Buy and Sell Quantities.  Enter or confirm the Unit Cost and Price.

Line Item

Review all information for accuracy.  Utilize options such as Long Description and Instructions, Image, File Attachments, etc. as needed.  If this is not the last component of this product you may want to use the Alternate Address option to direct the shipping to an appropriate vendor.  With a complex job such as this, it is very important to enter meticulous instructions and notes for all vendors; these will not only aid them in the production of the product but will allow yourself and your staff to maintain an organized view of the complete project.  Continue to add line items as needed.  Once all line items have been entered, close Line Item dialog to return to Order Entry.

Order Entry

Especially useful when dealing with multiple complex projects on a single job, you can now group together the line items you have just created.  First, locate the Master Line Item.  If it is not at the top of the line item list, simply click and drag it into place.  Now right click on each Sub Line Item and select Add to Group.

Add Line Item to Group

You will see a list of all existing line items that have not yet been grouped.  Double-click the “Master” Line Item.  Repeat this process until all Sub Line Items have been grouped together under the Master.  If you should wrongly add a line item to a group, simply right click the line item and Convert to Master Item.

Order Entry

You may now organize the Sub Line Items in an appropriate order by clicking and dragging them into place.  Review all information for accuracy.  Make Notes.  Address Special Commission issues if necessary.  Confirm the shipping address and use Alternate Address if warranted (Alternate Address should only be used here if the shipping address for the completed product differs from the standard customer shipping address).  Continue via Actions > Prepare Vendor Purchase Order.

Prepare Vendor Purchase Order

Address suggested fields.  Enter or confirm Shipping Information. Commands > Create Purchase Order.

Purchase Order Editor

Review data for accuracy.  To add additional instructions use Options Menu.  Once satisfied, File > Save.

Xebra Print Preview

Choose to print, fax or email.  Once complete, close dialog to return to Prepare Vendor Purchase Order.

Prepare Vendor Purchase Order

Select the next vendor from the drop down and continue process.  Continue this until all needed purchase orders are addressed and then close all screens to return to Order Entry.