Ordering New Stock

Ordering new merchandise that will be received into your Customer Specific Inventory starts in the Order Entry Node.  We are going to go through all of the steps needed to order items to replenish the stock in our warehouse.  In order to do this, we are going to have to do some back-dating.

Create a New Job

Select Commands > New Job from the Order Entry Node.

Select Customer Specific Inventory for Bill as Shipped Storage for the Job Type.

Enter ABC for the Customer.  ABC is the master customer for this Customer Specific Inventory account.

Accept Walter Waterson as the Contact.

Select Order in Process for the Initial Job Status.

Enter –21<Tab> for the Order Date. (we are back-dating for demonstration purposes only)

Enter 743298<Tab> for the Customer PO.

Enter T<Tab> for the Due Date.

Click OK to close the New Job dialog box.

Click OK to create the line item using an item code. You must have an item code defined for all Customer Specific Inventory items.

Enter ABC12<Tab> for the Item code.

The Item Data dialog box is now complete.  We will not be making any changes.  Note that the o Inventory Item check box is not selected.  That check box would only be used for stock items that can be sold to any customer.

Select OK to close the Item Data dialog box.

Enter the following in the Vendor/Scheduling Information dialog box:

Vendor: will default to FAST

Vendor Quote Number: RJ9834

Vendor Order Date: -21

Request/Due Date: Today’s Date

Reorder Date: Leave Blank

Close the Vendor/Scheduling Information dialog box by clicking OK.

On the Line Item Quantities dialog, enter 20<Tab> for the Quantity Ordered.

<Tab> to accept M as the unit of measure.

<Tab> to accept 20 for the Buy Quantity Ordered.

<Tab> to accept M as the buy unit of measure.

Enter 67.30<Tab> for the Unit Cost.

Enter 91.50<Tab> for the Unit Price.

Click OK to close the Line Item Quantities dialog box.

Click þ Alternate Address on the Line Item screen.

Click the Customer button.

Enter WHS01<Tab> for the Customer Code and double-click the highlighted customer line to close the Find Code window.

Click OK on the Alternate Address dialog box.

Close the Line Item window to return to the main job screen.

Prepare the Purchase Order

Choose Actions > Prepare Vendor Purchase Order from the Order Entry window.

Choose Commands > Create Purchase Order.  This will open the Purchase Order Editor.

Choose File > Save to save the PO and bring up the Print Preview window.  Review the Purchase Order and print if you wish.  Close the Print Preview window to return to the Prepare Vendor Purchase Order window.  Close this window and return to the Order Entry window.

Now that the order has been placed, we can come back to the present.  Today is the day that we expect the job to be received.  The next step, as far as Customer Specific Inventory is concerned, is to receive the item into the warehouse.  Normally, the vendor’s invoice and the item arrive at about the same time.  XETEX Xebra has you covered either way.  If the item arrives first, and you are pressed to make releases before the invoice from the vendor arrives, you may use the receive action on the Customer Specific Inventory Node to receive the items.  For this example, we will assume that we received the vendor’s invoice and the receiving ticket from the warehouse at the same time.  We will continue the processing from the Order Entry Node.

Receive the Vendor Invoice and the Items

Select Actions > Receive Vendor Invoice.

Vendor will default to FAST<Tab>.

Enter 756743<Tab> for the Invoice Number.

Enter Y<Tab> for the Date.

Enter 1346.00 <Tab> for the Amount.

Select the ABC12 item in the list box to open the Item Information dialog.

Enter Y<Tab> for the Shipped Date.

Accept 20 <Tab> for the quantity shipped in both buy and sell.

Click Select to close the Item Information dialog box.

Select Commands > Process from the Receive Vendor Invoice screen.

Two message boxes will be presented back to back.  Be careful!

Answer <No> to the first message box that asks if you wish to view the accounts payable record.

Answer <Yes> to the second message box that asks if you wish to receive the items into Customer Specific Inventory.

Select the line item from the list box by double-clicking it.

The Pick A Destination Control Record dialog box will be displayed.  Click Location and enter WHS01<Tab>.

Select the control record in the search results list.

Tab through and review the fields requested on the Receive dialog box.  This step is designed to encourage the operator to review the fields to make certain they are correct before recording the information.  If you use Lot IDs or designate rack numbers within your warehouse, you would make the entries here.

Click OK to close the Receive dialog box.

Click Done on the Select A Line Item dialog.

Answer Yes to change the status to inventory.  This will take this job out of all sales reports, so that it does not appear that items were sold twice.  The In Inventory status is used for both inventory and bill-as-shipped Customer Specific Inventory.

Take some time to go back to the Customer Specific Inventory Node and look at the effect of the entries we made on the activity.  Start by viewing the activity for item ABC12 in WHS01.