Purchase Parts Maintenance

Purchase Parts Maintenance - Supplier Information pane

The Purchase parts facility provides links between Parts and Suppliers (or Vendors). Any number of Part-Supplier relationships can exist. i.e. A part can have any number of supplier's details listed. However only one supplier can be the primary supplier (see Part Maintenance for more details). In addition, you can have multiple records for a supplier/part combination, but each record should have a different supplier part number.

Data can be entered directly to create a Part-Supplier relationship. However, when a part is received into stock that is subject to a purchase order, the data contained in the order is optionally automatically entered into the Part-Supplier relationship. If one does not exist, a record is created. This process is controlled by a System preferences option and an individual control on each Purchase Order line item.

When a Purchase Order is being created the purchasing details from the Part-Supplier relationships are provided as default information for the order. This can be edited at the time. In this way maintenance of supplier information is conveniently maintained.

Maintenance functions for this window can be found in the Purchase Parts Menu.

Note NOTE: The listing on the maintenance window has one of two modes. It shows either all suppliers for a particular part or all parts for a supplier. The mode is determined by your action that caused the list data to be collected. If you find, next or previous on part, the list will show suppliers for the located part. If you find, next or previous on supplier code or supplier part number, the list will show parts for the located supplier. If you already have a list, selecting a part/supplier line and then using a supplier/part next or previous button will change the mode of the list. For example, if you had a list up of all suppliers for part 12345, selecting supplier ABC and clicking on the next supplier button (up arrow beside the supplier code field) will create a list of all parts for supplier ABC.

Field

Description

List of Records

Lists all purchase part records for the selected supplier or part.

Part Number

Purchase Parts. Part number. {PPTFILE.PPTPTNO char 18}

Description

Parts Master. Part description. {PTMFILE.PTMDESC char 30}

Stock UoM

Parts Master. Standard stock unit of measure. {PTMFILE.PTMSTUM char 6}

Part Type

Parts Master. Part type (A,B,M,N,O,P). {PTMFILE.PTMTYPE char 1}

Supplier Code

Purchase Parts. Supplier code. {PPTFILE.PPTSUPL char 6}

Supplier Name

Suppliers. Supplier company name. {SUPFILE.SUPNAME char 40}

Button

Action

Show Extra Part Text

To bring forward the extra purchasing text details for the current part. You will be able to change these texts. It opens the Part Purchase Texts window.

Revert

Re-reads the record from file.

Save Changes

Saves all component changes and additions to file. Consequential adjustments will also be made.

Cancel

Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.

OK

The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

The window has 2 tab panes.

Supplier Information  Costs and Performance 

Supplier Information

Field

Description

Supplier's Part Number

Purchase Parts. Supplier part number. {PPTFILE.PPTSPTN char 18}

Supplier's Description

Purchase Parts. Supplier description. {PPTFILE.PPTDESC char 32000}

Currency

Purchase Parts. Currency of costs. {PPTFILE.PPTCUR char 3}

The currency of all costs shown (and stored) for the purchase part record. The precise currency symbol must be entered or the local currency will apply.

Internal note

Purchase Parts. Internal note (not seen by supplier). {PPTFILE.PPTNOTE char 120}

This text is shown on pop-up lists by the supplier's part number field when creating purchase orders.

Internal rank

Purchase Parts. Ranking order for multiple supplier part numbers (0 selected first). {PPTFILE.PPTRANK integer shortint}

This can be set to rank multiple purchase part records for a particular supplier/part combination. Cost is the secondary ranking value. So records with the lowest rank and then cost are used first when adding a part to a purchase order.

Buy Unit of Measure

Purchase Parts. Supplier unit of measure. {PPTFILE.PPTSUUM char 6}

The Buy UoM is a 6 character unit of measure descriptive field that defaults to the Stock UoM unless otherwise overwritten with an alternative. The supplier may package the part in different quantities than the Stock UoM. This field provides for that eventuality, as well as merely descriptive differences.

Multiplier

Purchase Parts. Multiplier (Supplier qty * Multi = Stock qty). {PPTFILE.PPTMULT number 4dp}

A multiplier that when applied to the Buy UoM yields the Stock UoM for the Part. Up to 4 decimal places are provided. For example, if the Stock UoM is "Each" and the Supplier UoM is "Pk 100" then 100.0000 must be entered in the Buy UoM Multiplier. The default is 1.0000 when the UoMs are syntactically identical. Unless the UoMs are different, you prevented from entering data in the field.

Last Cost

Purchase Parts. Latest cost in currency per Stock UoM. {PPTFILE.PPTCOST number 4dp} - Displayed on this window in cost per Buy UoM.

This is the cost last paid for the component from this supplier in buy units of measure (when stored in the data it converted to cost per stock units of measure). This value is automatically updated when the part is received into stock from a Purchase Order. It is again updated when the purchase prices are confirmed or the suppliers invoice verified.

Last Update Date

Purchase Parts. Date of latest update or use of record on PO. {PPTFILE.PPTDATU date date1980}

Date of Creation

Purchase Parts. Date of creation of the Part/Supplier record. {PPTFILE.PPTDATE date date1980}

Creation Method

Purchase Parts. Record creation (0=direct,1=PO). {PPTFILE.PPTCODE integer shortint}

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Costs and Performance

Purchase Parts Maintenance - Costs and Performance pane

Field

Description

Price from Zero

Purchase Parts. Cost in currency for 1st Quantity per Stock UoM. {PPTFILE.PPTPR01 number 4dp}

These quantity costs for the part from this supplier will be applied, by default to a purchase order line item. All costs are for stock units of measure. The first cost applies to ordered items where the quantity is less than the first cost quantity. The second cost applies to quantities of less than the second quantity and equal to or greater than the first quantity, etc..

Note NOTE: The first quantity is always system set at zero. You can leave the first cost at zero. When you do this you cannot order a quantity from the supplier of less than the second quantity entered. This technique, in effect, enforces a minimum order quantity for this part from this supplier, as opposed to any other supplier or the part's minimum order quantity set in part maintenance.

2nd Quantity

Purchase Parts. 2nd price start Quantity in Stock UoM. {PPTFILE.PPTQT02 number 3dp} - Displayed on this window in Buy UoM.

These fields enable you to set up for quantity costs for the part from this supplier. Three quantities can be entered in buy units of measure (stored in stock UoM) that are the starting quantities for the respective costs

2nd Price

Purchase Parts. Cost in currency for 2nd Quantity per Stock UoM. {PPTFILE.PPTPR02 number 4dp} - Displayed on this window in cost per Buy UoM.

3rd Quantity

Purchase Parts. 3rd price start Quantity in Stock UoM. {PPTFILE.PPTQT03 number 3dp} - Displayed on this window in Buy UoM.

3rd Price

Purchase Parts. Cost in currency for 3rd Quantity per Stock UoM. {PPTFILE.PPTPR03 number 4dp} - Displayed on this window in cost per Buy UoM.

4th Quantity

Purchase Parts. 4th price start Quantity in Stock UoM. {PPTFILE.PPTQT04 number 3dp} - Displayed on this window in Buy UoM.

4th Price

Purchase Parts. Cost in currency for 4th Quantity per Stock UoM. {PPTFILE.PPTPR04 number 4dp} - Displayed on this window in cost per Buy UoM.

Performance Indicators

The program can maintain a comparative analysis of the relative performances of different suppliers of the same part. For a full explanation of this, see the Purchase Parts sub-section, Global Changes - Purchase Parts performance update. Indicators can be either manually set or automatically calculated from purchase history data using the "Update Performance Indicators" menu command, or within Global Changes. The part Primary Supplier is normally set to the supplier with the highest overall performance.

Delivery Speed Rating

Purchase Parts. Delivery speed performance rating. {PPTFILE.PPTPDEL integer shortint}

Delivery Speed Factor

Company and System Settings. Delivery speed performance factor (0-100). {MCDFILE.MCDPPDF integer shortint}

Delivery Reliability Rating

Purchase Parts. Delivery reliability performance rating. {PPTFILE.PPTPDER integer shortint}

Delivery Reliability Factor

Company and System Settings. Delivery reliability performance factor (0-100). {MCDFILE.MCDPPRF integer shortint}

Price Rating

Purchase Parts. Price performance rating. {PPTFILE.PPTPPRI integer shortint}

Price Factor

Company and System Settings. Price performance factor (0-100). {MCDFILE.MCDPPPF integer shortint}

Quantity Rating

Purchase Parts. Quality performance rating. {PPTFILE.PPTPQUA integer shortint}

Quality Factor

Company and System Settings. Quality performance factor (0-100). {MCDFILE.MCDPPQF integer shortint}

Overall Performance

The overall % performance as calculated factoring the various performance ratings according to the parameters set up in the System Preferences.

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See also: -

Compiled in Program Version 5.04. Help data last modified 4 Jun 2012 04:48. Class wPptEdit last modified 4 Aug 2015 15:27:18.