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--- sop:guides:warehouserestock [2023/08/08 13:07] – [Step 2 - Cleaning up the remaining "Back Orders"] reynh
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-======Restock Warehouse======
-This guide covers restocking a warehouse.
-=====Step 1 - Delete any open PO's from last month's restock orders that never actually got ordered=====
-  - Every once and a while you will find that you may just get to busy and not have enough time to get all the PO's ordered or picked up from local vendors.  If this does happen, it is best to delete this PO prior to ordering this months restocks, that way when you do the restock for this month all the product from one given vendor will be on one PO rather then 2 different PO's, and it will be easier to keep track of.
-  - There may be open PO's that you can't remember whether you ordered them or not.  If that is the case, you can run the **PO Drilldown** report for that specific PO in question and look into further details.
-    - To do this go into VP **Purchase Order** Reports, and double click on the **PO Drilldown** report.
-      - Enter the PO number, and launch the report
-      - When the report comes up, double click on the PO to drill down in the report
-      - The first double click drill down will take you into the line item detail of the report, from there you can quickly review Current Cost, Invoiced Amount, and Remaining Amount.  If the remaining amount is equal to the Current Cost plus Sales Tax Column then you know we have not been invoiced anything on the PO as of yet.
-      - The next step is to double click on a few of the line items and at that level you can verify whether or not inventory has been received in on that PO.  If you find nothing received and nothing invoiced it is fairly safe to assume it was never ordered in the first place, and as a result can be deleted and that way it will be ordered again on your next restock order.
-  - For the PO's that were never ordered and you are going to delete, you open up PO Purchase Order Entry, create new batch and then in the top left you click on "File" and select the "Add Purchase Order....." select the purchase order you want to delete and hit add to batch, when it asks you if you want to add all the line items, click yes, next it will ask you if you want to add any other PO's to the batch, click yes if you have more that need deleted and No if you are done.
-    - Once the PO's have loaded into the batch, change the "Action:" drop down in the top portion of the form from "C-Change" to "D-Delete"
-    - Once you have done that for each PO that you loaded into the batch, you are ready to click "File" and select "Process Batch" "Validate" & "Post".
-=====Step 2 - Cleaning up the remaining "Back Orders"=====
-  - Inside of Vista, go to "Inventory" click on Programs
-  - Open IN Location Materials
-  - Go to the grid view and filter by the Warehouse that you are working on reordering for.
-  - Click on the header column titled "On Order" to sort the list accordingly
-  - Then clean up any negatives, that don't have a pending return on them, by changing the "On Hand" Qnty to "0"
-  - Next, add in a filter for ">0" in the filter bar, and confirm that all items showing on order are on active/open PO's and still coming in from vendors. You can hit "F4" in that field on every item with a qnty higher then "0" to see which PO they are on. Any that are not on active PO's, DO NOT JUST OVERRIDE THE NUMBER BY TYPING "0" unless there is no PO showing.
-    - Instead go to "Purchase Order" -> Programs, click on "PO Close", create a new batch.
-    - Once it opens, click the "Update" button, to see all open PO's.
-    - If desired PO does not show up then it likely means that the "Received Amount" and the invoiced amount do not match.  To find out, go to "Purchase Order" -> Reports, and run the "PO Receipts Vs Invoiced Exception Report".
-    - Next correct the discrepancy,
-      - If the discrepancy lies in the qnty received vs the qnty invoiced (verify by going out to the warehouse and counting the ones in the bin and comparing that with the total on hand qnty in IN Location Materials) If the amount received is correct then correct the invoice, if the amount received was incorrect then fix that by going into PO Receipts Entry, to reverse or correct the entry if they were never actually received.
-      - If the discrepancy lies in the cost received vs the invoiced amount(and has already been paid out or the amount is insignificant then you can correct the PO Amount using the PO Change Order Entry form.)
-    - Once Received and Invoiced qnty's match run the PO Close program again and they should now show up.
-    -   Only run the PO Close program on PO's that are no longer active, or incoming. If you are unsure, call or email the vendors to check on the back orders. (To view backordered items, go into the “SQL Server Reporting Services”, scroll down to “POs with Backordered Items”. This will show you all backorders pertaining to open POs.) Delete any active PO's from the PO Close list prior to clicking the PO Close Button and processing the batch.
-  - Once you have only items that are still incoming and on active PO's showing in the "On Order" column in the "IN Location Materials" list, you are now ready to move to the next phase of the process.
-=====Step 3 - Cleaning up the Prior "Restock Requisition's"=====
-  - Open "PO Requisition Entry" (If you already had it open, be sure to click the refresh button)
-  - Now that any un-ordered PO's have been deleted, and all the out standing PO items that are no longer valid have been closed, it is time to clean up the Requisitions.
-  - Click on the prior Requisitions and delete any line items with a current status of "4-Approved for Purchase" or less.  If you don't delete these items they will not show up on any future restocks that you attempt to process.
-=====Step 4 - Getting rid of negative qnty's in the Inventory=====
-  - In Inventory -> Programs, double click on "IN Adjustment Entry" and create a new batch.
-  - When the form has opened up.  Click the button near the top, that is labeled "Import Negative OnHand"
-  - If there are any negatives in any of the warehouse it should load automatically in the form.
-  - Then file & process batch!
-  - Just to make sure it updated them all, You can open up "IN Location Materials" (if that form is already open, be sure to refresh the grid) and click the "On Hand" header to sort by that, and confirm there are no more negatives showing.
-=====Step 5 - Using up Obsolete or Overstocked items from other warehouses=====
-  - Coming soon
-=====Step 6 - Processing PO's for Materials Coming From Vendors=====
-Use this section for RESTOCKING a warehouse by buying material from vendors.
-=== PO Requisition Initialization ===
-OPEN the __PO Requisition Initialization__ form and **change** the fields in **bold** listed below.
-{{ :sop:guides:dialog-po-req-init-restock.png?nolink&400 |PO Req Initialization Dialog}}
-  * __Initialize Requisition Lines From__
-    * **Inventory Low Stock**
-  * __Select Requisitions Based On__
-    * IN Company: (Default = Current Company)
-    * IN Location: Group (Default = Blank)
-    * IN Location: **WW MAIN** (Warehouse Name)
-    * Material Category: (Default = Blank)
-  * __Requisition__
-    * Requestor: **YOUR NAME**
-    * Description: **A DESCRIPTION**
-  * __Populate RQ Lines With__
-    * Ship Location: (Default Blank)
-    * Vendor: (Default Blank)
-    * Required Date: **Enter the date you expect to be receiving the product by.**  (This will trigger the email alerts on open backorders.)
-    * Route: **1-Purchase**
-  * __Assign Reviewer__
-    * Reviewer: (Default Blank)
-**Click** the __OK__ button to initialize the requisition.
-{{ :sop:guides:dialog-po-req-init-created.png?nolink |}}
-**Notice** the __REQ ID__ then **Click** the __OK__ button.
-**Click** the __Close__ button for __PO Requisition Initialization__.
-Your Requisition has now been initialized!!
-==== Using PO Requisition Entry ====
-  - **Open** __PO Requisition Entry__.
-    - **Select** your created entry from first grid (most likely the last line).
-    - Next click the "**Bring in Other Low stock**" button and wait just a minute, you should get a notice that pops up on your screen when it is done, that says how many lines were effected.
-    - Then Click the Column header labeled "Other Units" to sort by that column.
-    - Review all the effected items, and modify the "Units" column to make and round up to the nearest case qnty's on any items that we normally order by the case.  Some may need rounded down.  For example if you are ordering 50 2 x 1-1/2" ABS bushings, and the Other Units column is wanting to add another 3, it makes most sense on a part that is not that common to just round back down to 50, rather then up to 100, given it does not have a high turn over rate. (As a general rule of thumb if the other units column is adding less the 25% more to the order, then you can edit the "units" column back down to match what is in the "Whse Units" column, ie round down. However if it is greater then 25% then round up to the next case qnty.)
-  - **Next**, **Notice** how all the __Vendor__ fields are blank? Let's change that!
-    - **Click** __Import Matl Vendors__ button.{{ :sop:guides:button-import-matl-vend.png?nolink |}}
-    - **Look** at those imported vendors (In the PRI VENDOR field)!  If there are any blank lines, you may want to fix them by going to "HQ Programs" and opening up "HQ Materials. There find the item that did not pull a vendor into the form, and make sure they have a Default "Make"(Manufacturer) & "Model"(Part number) filled out.
-      - Once this is done, go to "User Database/Programs) and open the form labeled **HQ Manufacturer Pref. Vendor**
-      - Filter the grid, to the manufacturer for that item missing a preferred vendor and make sure to add the Manufacturer(Make) with the appropriate default "Vendor".(Hint if you don't know which vendor we purchase this product from, then back in the HQ Material form in VP click on the **Purchase History** tab for this item, and whichever vendor we purchased it from last should be added as the **preferred** default vendor here in this form **HQ Manufacturer Pref. Vendor**.
-      - Now once you have done that, go back to the "PO Requisition Entry and re-click the "Import Matl Vendors" button again and this time it should now fill in the vendor.
-  - **Review** which items are coming from which vendors.
-    - **Use** __F4__ if you need to change any vendors.
-  - When you are done assigning vendors:
-    - **Click** the "Erase Attention" button & this will remove the manufacturer from that field (Note:  If you do not do this the system will split out a separate PO not only for each vendor but also for each separate vendor/manufacturer combination.)
-    - **Close** this __PO Requisition Entry__ form.
-    - **Proceed** to the __Using PO Initialization__ step.
-==== Using PO Initialization ====
-  - **Open** the __PO Initialization__ form.{{ :sop:guides:dialog-po-init.png?nolink&400 |}}
-    - **Change** __Line Type__ to "2-Inventory".
-    - **Use F4** in the __Requisition ID__ field and **select** the Requisition which you just created/edited.
-    - Required Thru Date: Leave Blank
-    - **Change** The "PO Header description" to something like "March Restock"  ie "Current Month" Restock.
-    - Starting PO#: Will fill out automatically
-    - **Enter** your initials into the __Ordered By__ field.
-  - **Click** __OK__ to create the POs for this restock!
-  - **Wait** for the __Batch Created__ dialog to appear.{{ :sop:guides:dialog-po-init-created.png?nolink |}}
-    - **Note** the __Month__ and __Batch#__ in the __Batch Created__ dialog.
-    - **Click** __OK__ to close the __Batch Created__ dialog.
-    - **Click** the "Update Manufacturers" Button.  Wait for the message to pop up that indicates how many rows were updated.  Then Click OK &.......
-  - **Close** the __PO Initialization__ dialog.
-  - **Proceed** to the step __Using PO Purchase order Entry__.
-==== Using PO Purchase Order Entry ====
-  - **Open** the __PO Purchase Order Entry__ form.
-  - **Select** the batch you just created and **click** __OK__.
-<WRAP center round info 90%>
-You are now looking at the list of POs created for restocking! The upper portion of the window contains the Purchase Orders, and the lower portion contains the lines on each Purchase Order.
-</WRAP>
-=== Review & Execute each PO ===
-  - In the PO's upper header enter the following
-    - **Expected Date**
-    - **PRCo** which is "5"
-    - **Ordered By** which is "you"  :)
-    - Always enter the Vendor contact.
-  - Now review each PO to make certain they look correct, and then File & Process the batch.
-  - Once the batch has been processed you are ready to print them out.
-    - To do this go to "Purchase Orders" "Reports" and select the "PO Purchase Order Form A1" & print out.
-  - Next Email out all the ones that go to our plumbing wholesale vendors (Keller/Ferguson/Consolidated, etc.) & then order the ones that need to be done online(Amazon/Staples/Home Depot/Misc, etc.), and run errands to pick up from the in town vendors like Fastenal, L&G Ranch Etc.
-  - As you email the PO's off to the vendors you will need to request quotes on the restocks unless it was for the product that you already know your pricing because of multipliers.
-  - Once each PO has been ordered, date and file the printed copy in your "Incoming PO's File"
-  - Yay!! You are complete with ordering all your restocks for the warehouse!