Write-In Order/Return

Buy

Select Mode: Shelf Purchase Order / Stock Adjustment Order

 

Order Method: Write-In Order

Return

Select Mode: Overstock Return / Stock Adjustment Return / Recall Return / PDC Return / Buyout Manifest Return / Core Manifest Return / Warranty Manifest Return

 

Order Method: Write-In Return

 

'Write-In Order' and 'Write-In Return' 'Order Methods' are used to manually add parts to an order or to import a list of parts to an order. 

The 'Parts' tab displays when 'Write-In Order' or 'Write-In Return' is selected from the 'Order Method' drop-down.
 

Optionally click the 'Options' tab to enable/disable the predefined conditions that further refine and filter the parts that will be considered for the order.

 

Available Default/Override (left-side) filters are:

• 'Fill Policy'
• 'Delivery Days'
• 'PO Part Cost Level'
• 'Use Buy Qty Rule'
• 'Min Cost Threshold'
• 'Min Units Threshold'
• 'Min Packs Threshold'
• 'Min Weight Threshold'
• 'Min Volume Threshold'
• 'Cost Exchange Rate'
• 'Include Core in Min Cost'
• 'Create Order Below Min'

Additional (right-side) filters are:

• 'Ignore Full Pack Return'
• 'Retain Scanned Parts'

 

Buy Orders Only: Optionally click the 'Stores' tab and select the stores for multi-store orders.

Parts Tab

The 'Parts' tab provides the ability to manually add parts to an order or to import single or multi-store Purchase Orders (PO) or Return Orders (RO) from a file (e.g., spreadsheet). 

The tab is available only when the 'Select Mode' is 'Shelf Purchase Order' or 'Overstock Return' and the 'Order Method' is 'Write-In Order'.

The 'Parts' tab can be used to import a list of parts to order or to manually add parts to the order.

To manually create a Write-In Order, click the 'Order' button and the Purchase Order detail screen opens with the 'WRITE IN PO FORM' window open.
 

• Enter a Line in the 'MFG' field and a 'PART NUMBER'. If the part exists in the part table, the 'COST EACH', 'CORE EACH', and 'QTY ORDER' fields will be enabled.
• The 'Enter' key must be pressed at the 'QTY ORDER' field to enable the 'ADD TO PO' button. 
• Click the 'ADD TO PO' button and the part is added to the order or click the 'CLEAR ENTRY' button to discard the entered part. If discarded, the system will prompt "Are you sure?".
• Click the 'CLOSE' button when done. If no parts have been added, clicking the 'CLOSE' button prompts that the order will be deleted.

 

 

To import parts to the order:

 

FILE TYPE

Click the drop-down and select the type of file to be imported:

 

• 'MS EXCEL' (default) Both Excel file format types (e.g., XLSX and XLS) are supported.
• 'CSV'
• 'Text (comma)'
• 'Text (tab)'
• 'Text (pipe)'
• 'Text (Tilde)'

 

A fixed file layout is supported, therefore, columns do not need to be mapped. 

The fixed layout contains the following six columns in the specified order:

 

• Mandatory columns: LOC (store number), Line Code and Part Number.
• Mandatory column: Order Quantity (for a PO) or Return Quantity (for an RO).
• Optional columns: Part Cost, Core Cost.

 

FILE CONTAINS COLUMN HEADERS

Determines whether or not the file has column headers.

 

• Checked - The first row is skipped when parts are imported, as it is the column header.
• Unchecked (default) - Column headers are not present, and therefore are not the first row, and furthermore not skipped.

Import Button

Click the 'Import' button and a pop-up opens to find and select a file located on the PC.

 

Note: The pop-up is a standard Windows OS dialogue pop-up to find and select a file.

 

Import Rules

 
When a file is selected and the 'Open' button is clicked:

If the 'FILE TYPE' selected does not match the file type of the file chosen, an error message pop-up displays stating "The FILE TYPE you selected does not match the file type of the file. Please re-select another FILE TYPE or another file.".

If the 'FILE TYPE' value selected matches the file type of the file chosen, and the 'Parts' tab grid currently contains parts, then a pop-up displays stating "There are already parts rows in the grid. Do you want to continue?"

If 'NO' is clicked, the selected file is not processed.

If 'YES' is clicked, then:
 
- The file name and full path display above the grid in the 'FILE NAME' field.
- Every record from the file is loaded into the grid on the 'Parts' tab clearing all existing parts first.
- If the file contains more than six columns, only the first six columns are imported.
- The 'Total parts: <number of rows in grid>' displays below the grid.

- All values on every row loaded into the grid are validated as follows:

   - For a PO file, the Store Number in the file on every row must match a store number in the grid on the 'Stores' tab. If the Store Number does not match, the text "Store Number must match a store in the grid." displays in the 'ERROR MESSAGES' column replacing any other text. 
   - For an RO file, the Store Number in the file on every row must match a store number in the application border. If the Store Number does not match, the text "Store Number must match LOCATION in border." displays in the 'ERROR MESSAGES' column replacing any other text.
   - Line Code values must match an existing Line Code in the store's inventory. If the Line Code Number on a row does not exist in the store's inventory, the text "Line Code not in file" displays in the 'ERROR MESSAGES' column.
   - Part Number values must be twenty-eight alphanumeric characters or less. 
   - Note: A NIF part within an existing Line Code is valid. If the Part Number on a row is longer than twenty-eight characters, the text "Part Number must be 28 characters or less" displays in the 'ERROR MESSAGES' column replacing any other text.
   - The same Part Number values cannot exist on different rows except with different stores. If the same Part Number exists on different rows with the same store, the text "Duplicate part number" displays.
   - Order or Return Quantity must be whole numbers between 1 and 99999. If the Order or Return Quantity on a row is less than 1 or greater than 99999, the text "Order or Return Quantity must be between 1 and 99999." displays in the 'ERROR MESSAGES' column replacing any other text.
   - If Part Cost is a column in the file, then Part Cost must be a decimal number between 0.01 and 99,999.999.
 
     - Two decimals display for all parts in the grid. If the Part Cost in the file contains only a whole number with no decimal places, the suffix ".00" is added. If the Part Cost in the file contains three decimal places, it is rounded to two decimal places. If the Part Cost in the file contains zero, "0.00" displays.
     - If the Part Cost on a row is less than 0.001 or greater than 99,999.99, the text "Part Cost must be between 0.001 and 99999.99." displays in the 'ERROR MESSAGES' column replacing any other text.
     - If the file contains parts in multiple stores, only the Part Cost for parts with the current store is used and all other Part Costs are ignored.

   - If Core Cost is a column in the file, then Core Cost must be a decimal number between 0.01 and 99,999.99. If the Core Cost on a row is less than 0.01 or greater than 99,999.99, the text "Core Cost must be between 0.01 and 99999.99." displays in the 'ERROR MESSAGES' column replacing any other text.
   - If the file contains parts in multiple stores, only the Core Cost for parts in the current store is used and all other Core Costs are ignored.

After the validation is performed:

- If all rows in the grid are "valid", the text "Error parts: 0" displays below the grid and above the 'Total parts' text.
- If any rows are "invalid", the text "Error parts: <number of error rows in grid>" displays. 
- The grid can be sorted by clicking the column titles to see all error rows.

 

A limited number of rows can be imported. When the limit is exceeded, the import stops and a pop-up opens stating "The file being imported has <FileRowCount> rows. This exceeds the limit for the number of rows allowed; which is currently set at <MaxRowCount>. Please remove rows and try again.".

To delete a row from the grid, highlight the row and click the 'Delete' button at the bottom of the grid.

To clear all rows from the grid, click the 'Clear' button and all rows will be permanently removed from the grid. 'FILE NAME' is also cleared.

To create the order, click the 'Order' button and:

 

• If the text at the bottom of the grid is "Error parts: <N>", and <N> is greater than zero, then an error message displays stating "There are <N> parts with errors. The PO will only contain parts with no errors. Do you wish to continue?" 

  • If 'NO' is clicked, the focus returns to the 'PARTS' tab.

  • If 'YES' is clicked, the created 'WRITE-IN PO' displays on the PURCHASE ORDER detail screen.

• If the text at the bottom of the grid is "Error parts: 0", then the created 'WRITE-IN PO' displays on the PURCHASE ORDER detail screen.