Advanced Sourcing

The ADVANCED SOURCING screen can be opened from the 'SOURCE-IT' button on the Invoice Point of Sale screen, the 'ADVANCED SOURCING' button on the 'INSUFFICIENT QUANTITY – SOURCING' window, or by right-clicking a row in the invoicing grid and selecting 'ADVANCED SOURCING'.

 

The grids on the Advanced Sourcing screen are PartsWatch Grids, see the help topic about The PartsWatch Grid for more information.

 

 

Click the x at the screen title tab to close the screen. However, when the screen is closed, a pop-up opens stating "Click the 'To Invoice Screen' or the 'Cancel' button to close the Advanced Sourcing Screen."

 

 Source Multiple Parts - Advanced Sourcing - 6 minutesSource Multiple Parts - Advanced Sourcing - 6 minutes

 

A banner will display as a stock request is sent to the sources.

 

 

The upper 'Invoice Items' section displays each part on the sales order, depending on the 'DISPLAY ALL PARTS ON SOURCING SCREEN' setting, either all parts sold display in the upper grid in the ADVANCED SOURCING screen, or only parts that need sourcing.

 


The on order ('ON ORD'), Inbound, and the quantity available in stock ('QTY AVL') display for information only.

The modifier ('MOD') used for the sale can be changed by double-clicking the field. The sell quantity ('SELL QTY') and the quantity to sell from the 'SHELF' are also editable. These are indicated by a green-shaded background.

As a source is selected for each part, the quantity sourced ('SRCED'), the 'NEED' quantity and the quantity on a Purchase Order ('PO QTY') display for information.
The lower Source Matrix is used to enter the quantity to be ordered from the displayed sources.

Each source name and available quantity ('AVL') display to the right of the 'PARTS TO SOURCE' under 'PREFERRED SOURCES'. Enter the quantity to source in the order ('ORD') field.



Clicking in an 'ORD' field displays the vendor name and address, and regular pricing ('REG') as well as sourced pricing ('SRC').



Click the 'EDIT PRICE' button to change the sourced price.



If edited, an asterisk displays by the sourced price when the 'EDIT VENDOR PRICES' pop-up closes.



If a displayed source does not satisfy the order, check the part row in the 'PRT' field and click the:

- 'Other DCs' button to display additional sources set up under 'OTHER DCs'. The application displays all 'Other DCs' sources when the button is clicked, honoring the display rules settings.
- The cursor is placed in the first 'Other DCs' source's 'Ord' column cell for the first part in the grid regardless of that source's availabile quantity (which can be zero). If there are no 'Other DCs' sources, no 'Ord' column has the cursor placed there.
- In morder to ensure that the first 'Other DCs' source is always viewable without scrolling, the horizontal scroll bar may be automatically scrolled if required.
- If no 'Other DCs' have available quantity and all are set with a 'Display Rule' of 'With Stock', a message pop-up displays.
- When the screen is re-opened, only the 'Other DCs' that had previously been ordered from the display.



- 'OTHER SOURCES' button to display sources set up as 'OTHER SOURCES'. When the 'Other Sources' button is clicked, all 'Other Sources' are displayed at once.
- The cursor is placed in the first source's 'Ord' column cell for the first part in the grid regardless of that source's available quantity (which can be zero).
- In order to ensure that the first 'Other Sources' source is always viewable without scrolling, the horizontal scroll bar may be automatically scrolled.
- When the screen is re-opened, only those 'Other Sources' that had previously been ordered from are displayed.

The sources grid displays all Preferred Sources, meeting the Display Rules settings, when the screen is first opened. If there are no preferred sources with available quantity, and all are set with a 'Display Rule' of 'With Stock', an empty grid displays, and the application does not display any error message pop-up indicating this condition.

The grid has a horizontal scroll bar if there are more sources available that can be viewed on the screen to the right. The 'Parts To Source' section in the grid is always frozen so that the parts being sourced are always viewable.

Highlight a source and click the 'ACCEPT' button and the supplier information will display. Click the 'GET QOH' button to send a stock check to the supplier and click the 'EDIT PRICE' button to change prices.



Click the 'CLOSE VIEW' button and the selected source location ('LOC') and available quantity ('AVL') will display. Enter the quantity to order in the highlighted 'ORD' field.

When a part is superseded, the 'Line' and 'Part' column cell values are displayed with an orange background when added to the grid. Furthermore, the supersede parts display directly underneath the original part that is being superseded.

Hover over either the supersede or superseded part, and a tool-tip is displayed indicating either "Superseded by Part <Line> <Part Number>" or "Supersede for Part <Line> <Part Number>".

 

Pricing is also affected by the 'Use Supplier Price for Sourced Part Cost' setting:

 

 
When the 'Use Supplier Price for Sourced Part Cost' setting is checked:

When PW receives a price for a sourced part from the supplier:

 - PartsWatch uses the following formula to display a value in the 'Src Cost': ('Supplier Price') x ('Sourcing + Or - Percent')

   - 'Supplier Price' sent in the stock check response from a supplier
   - 'Sourcing + Or - Percent' found on the Supplier Order Setup screen

 - PW displays the 'Supplier Core' value in the 'Src Core Cost' column.

If the source selected for the order has a 'Src Cost' value of 0.00, the value displays with a red background color.

Note: A 'Src Cost' value is mandatory, but a 'Src Core Cost' value is optional. 

If the 'To Invoice Screen' button is clicked from the Advanced Sourcing screen or the Confirm Purchases pop-up (when a 'Src Cost' value is zero), display the following prompt pop-up: "You must correct items with zero part cost".

When the 'Use Supplier Price for Sourced Part Cost' setting is unchecked:

When sourcing a part from a supplier, and the 'Sourcing Cost Level' is set to any value other than 'Not Selected':

 - PartsWatch uses the following formula to display a value in the 'Src Cost': ('Sourcing Cost Level') x ('Sourcing + Or - Percent')

   - 'Sourcing Cost Level' found on the Supplier Order Setup screen
   - 'Sourcing + Or - Percent' found on the Supplier Order Setup screen

 - PW obtains the 'Core Cost at POS' drop-down value found on the 'Standard' tab of the Controls, Store, Store Invoice Options screen, and displays that value in the 'Src Core Cost'.

When sourcing a part from a supplier, and the 'Sourcing Cost Level' is set to 'Not Selected', PW uses the 'Cost at POS' selection to display a value in the 'Src Cost' column.

 - PW obtains the 'Core Cost at POS' drop-down value found on the 'Standard' tab of the Controls, Store, Store Invoice Options screen, and displays that value in the 'Src Core Cost' column.

If a 'Src Cost' value results in 0.00, the value displays with a red background color.

Note: A 'Src Cost' value is mandatory, but a 'Src Core Cost' value is optional. 

If the 'To Invoice Screen' button is clicked from the Advanced Sourcing screen or the Confirm Purchases pop-up (when a 'Src Cost' value is zero), the following prompt pop-up displays: "You must correct items with zero part cost."

 

Pricing is also affected by the 'Use Sourced Part Cost and GP% To Calculate Sell Price' setting:

 

 
When the 'Use Sourced Part Cost and GP% to Calculate Sell Price' setting is checked and the 'Keep GP% For Sourced Parts' setting (on the Price Plan Setup screen) is also checked, the following text displays: "Source Sell value will be finalized upon return to Invoice Screen."

When the 'Use Sourced Part Cost and GP% to Calculate Sell Price' setting is unchecked, and when the 'Sourcing Sell Level' is set to any value other than 'Not Selected', the following text displays: "Source Sell value will be finalized upon return to Invoice Screen."

 

When all parts are sourced, click the:

 

  • 'TO Invoice Point of Sale screen' button to return to the Invoice Point of Sale screen with the sourced parts.

  • 'CANCEL' button to return to the INVOICE screen without saving any sourcing already done.

  • 'TO CATALOG SCREEN' button to open the CATALOG screen to add additional parts or change existing ones.

  • 'CONFIRM PURCHASES' button to add shipping charges or edit pricing.

 




- Click the 'EDIT SHIPPING' button to select a 'SHIP METHOD' / 'SHIPPER #', add a 'VENDOR NOTE', and add a 'SHIPPING & HANDLING' cost to the order. Click the 'ACCEPT' button to save the changes.



- Highlight a part row and click the 'EDIT COST / PRICE' button to open the 'PRICE EDIT' window to edit the part pricing.
- Click the 'TO SOURCING SCREEN' button to return to the ADVANCED SOURCING screen.
- Click the 'TO Invoice Point of Sale screen' button to return to the Invoice Point of Sale screen.

If all parts have not been fully sourced, clicking any of the buttons opens a prompt asking whether to continue or to complete sourcing first.



If the source does not have ample quantity for the order, clicking any of the buttons opens a prompt asking how to proceed.



- Click 'EDIT ORDER QTY' to change the quantity ordered.
- Click 'ORDER ANYWAY' to continue ordering the quantity from the selected source or sources.

When sourcing is complete, the invoicing grid displays the 'SOURCE ID', any shipping and handling ('SOURCED S&H') and the 'SOURCING PO#' for each sourced part.

 

Suppliers must be set up in the STORE SOURCE SETUP screen and are used for both "Quick" and "Advanced" sourcing to order items from warehouses, DCs, suppliers, and for multi-stores, from hub or sister stores in the same or different databases.


If a XMIT record is set up for the source, purchase orders created from customer sourcing are transmitted when the sales order is "finished" or "finalized".


Shipping and handling of a sourced item can be added or edited from the Invoice Point of Sale screen, before and after the Finish process or by editing/adding a shipping and handling part number. Right-click on the sourced item and select 'EDIT SOURCED SHIPPING' from the right-click menu. A pop-up opens to edit the shipping.

 

 

Editing or adding shipping and handling is available on sourced items only.

The 'Other DCs' and the 'Other Sources' buttons can only be clicked once, but the 'FDO+' button always remain enabled and can be clicked repeatedly, because if there are multiple part items in the "part items" upper grid, the 'FDO+' button must be clicked separately for each part item.