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EoStar Purchase Order Processing

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Supplier and Shipper Attributes

Records>Supplier
Suppliers are anyone who provides products and items to the company.

While Suppliers need to be associated with a product in order to populate the Inventory section of a New purchase, any products may be purchased from suppliers. It is suggested, however, that for reporting purposes suppliers are added to a Product record.

The purchase entry notes will be added to each created purchase in the system for the selected supplier. These notes will be displayed during the purchase entry and delivery.

In January 2010, the License # field was added to the Supplier Record.

In April 2010, the Rebates panel was added to the Supplier Record.

How To Create A Supplier Record

  1. Go to Records>Supplier.
  2. Click New on top bar.
  3. Specify record number by either select the provided number or create your own.
  4. Add information- Name, License #, Tax ID, Hours, Ship From address, Mail to address, and purchase entry notes.
  5. Click Save on top bar when finished.

How-To Add a Supplier to a Product Record

  1. After the creation of a supplier record, go to Record>Product>Records Suppliers panel.
  2. Use the drop down arrow to select the supplier.
  3. Select the pack size. Note: Each pack size may have a different supplier.
  4. When finished making changes, click the command button Add Supplier for Pack.

How-To Add a Supplier To a Product Part

  1. After the creation of a supplier record, go to Record>Product>Parts Suppliers panel.
  2. Use the drop down arrow to select the supplier.
  3. Select the pack size. Note: Each pack size may have a different supplier.
  4. When finished making changes, click the command button Add Supplier for Pack.

Additional Record Information

Located in the center Panel

Products Panel

This panel lists all the products in the associated selected record.

Contacts Panel

This segment allows the control of the contact information.

Add New Contact:

  1. Select Add New Contact
  2. Insert Contact Information
  3. Check "Auto email" checkbox to send an email automatically once a PO from that supplier has been received

Additionally, to re-arrange the order of the contacts, select Move selected contact up or move selected contact down.

Notes Panel

This section allows for any additional notes.

Map Panel

This function uses Microsoft MapPoint® to pinpoint the exact location.

Sales Panel

The sales panel is a chart listing the summary of retail sales for the supplier. For more information see Sales Analyzer.

Terms / AP Panel

This panel is used to record the payment terms and general ledger information for the selected supplier. Typically these terms are only used for reports; however, with an export to an attached Accounting system, this information can supply an approximate "Due date" for payments. The General Ledger and accounts payable section of the panel is used to add a vendor ID, a GL Supplier Group, and trading partner information for the selected supplier.

Terms & AP.gif

Inventory Panel

This section lists the current inventory the company has obtained from the selected supplier. This panel also lists the location of the products and the attached Audit trail for that item.

Sample Billback Panel

This panel is used to specify information about the sample billback. For more information about Sample billbacks, see Samples Tracker#Sample Auto Billbacks.

  • Default customer
  • Warehouse overrides

Rebates Panel

Added in April 2010, this panel assists with the scenario where, although there isn't a promotion setup in the system, a supplier may reimburse a distributor if an item's net sell price is within a maximum allowance range.

Supplier rebates are often given based on the net selling price of an item in relation to the supplier's suggested price-to-retail. In most cases, the distributor is reimbursed up to the max allowance based on a percentage of the difference between the supplier's suggested price-to-retail and the net selling price of an item. This panel supports tiers where the max allowance and percentage used to determine the rebate may vary.

As such, the Rebates panel is situated in such a manner to facilitate such ideas. To use this panel, use the drop down arrows to select the From and Through dates. Use the drop down arrow to select the item and input the Suggested PTR (Price-To-Retail) amount. Input the Net PTR, Max Allowance, and Split % and click the command button Add.

For additional information on rebates, see Supplier Rebates.

Web Panel

The Supplier's website may be linked here.

Beverage Panel

This panel is used to add supplier type information which is used for taxing and reporting purposes. For more information, see Supplier Beverage Panel.

Reports Panel

This segment shows any reports related to the Supplier Records. The selected report can be changed under the Report segment at the bottom and by the time period. The reports shown here can be sent to both the printer and excel. For more information, see Reports Panel.

Payment Types

Records>Customer>Payment Terms screen
Payment Terms (detail)
Payment Terms are the way the customer gives the company money for the orders they have received. Examples of payment terms are Cash On Delivery or Non-cash With Discount. After the terms are created, they are added to the customer through the Records>Customer>Records Terms Panel.

There are a variety of Payment Processing Methods available. The Manual option is used for cash, check, voucher, or coupon payment methods due to the fact that these payment forms must be manually added to the system. The remainder of the terms are EFT payment types. X12, X12 Send, and UFF Send are EDI payment terms based on the format used to communicate to the customer's Trading Partners. NACHA is an additional form of EFT payment which uses an encrypted system to exchange funds through a computer. The NACHA panel is used to add identification information to the payment term. Finally, the Fintech payment term interfaces with Fintech.net to provide a secure network for payment exchanges. The Fintech Prefix is a three character long digit that may be added to this payment term, which will be used at the front of Fintech Invoice numbers during exports.

In the Order Entry Screen, the payment terms for orders may be changed on a per invoice basis. Payment terms cannot be changed on orders if payments have already been applied to the order or if the user does not have permission to change the payment terms.

For more information, see Overview: Payment Terms.

In March 2010, changes were made to add the radio button Based on Credit Calendar to the payment terms screen. This field assigns a Credit Calendar to a specific Payment Term.

The Cash Only (No Checks) checkbox will restrict the payment terms.

How-To Create a New Payment Terms Record

  1. Go to Records>Customer>Payment Terms.
  2. Click New on top bar.
  3. Specify record number. Either select the provided number or create your own.
  4. Add information - Name, Payment Processing Method, Payment Terms Group, May Charge on Account, Term Discount, and Payment in Full.
  5. Click Save on top bar when finished.

How-To Make Certain Payment Types

The following is directions on how to create common customer payment types within eoStar.

Non-Cash With a Discount Customer

Non-Cash with a discount means that payment is not expected at the time of delivery.

  1. To create a Non-Cash with discount term, create a new payment record and name it.
  2. Select Manual as the Payment Processing Method.
  3. Check the check box May Charge On Account. Add the Term Discount % and days.
  4. Insert the payment in full information.
  5. When finished making changes, click the command button Post.
  6. Then apply the created payment term to a customer (see below).

Cash On Delivery (COD)

Cash on delivery means that the drivers are required to collect a cash payment at the time of the products delivery. This is later tied into the system during the Deliveries and Pickups stage in the Daily Route Settlement under the heading COD Balance Due as well as the short column listing any money still needed.

To make all COD payments required Before the delivery is processed, go to File>Database Administration Handheld Panel. Use the radio button to select Require payment under COD Order Handling.

  1. To create a Cash on Delivery (COD) terms, create a new payment record labeled something along the lines of COD.
  2. Select Manual as the Payment Processing Method.
  3. When finished making changes, click the command button Post.
  4. Then apply the created payment term to a customer (see below).

Fintech

Fintech payment types are a form of EFT payments, and are therefore created differently.

  1. To create a Fintech payment term, create a new payment record labeled something along the lines of Fintech.
  2. Select Fintech as the Payment Processing Method.
  3. Add the Fintech Prefix. Note: The prefix field is optional. It is only used if the retailer requires it. This field may be left blank.
  4. When finished making changes, click the command button Post.
  5. Then apply the created payment term to a customer (see below).

Credit Calendar

  1. To create a payment term based on Credit Calendars, create a new payment record labeled something along the lines of Credit Calendar.
  2. Select Manual as the Payment Processing Method.
  3. Check the check box May Charge On Account.
  4. Select the radio button Based on Credit Calendar and use the drop down arrow to assign the credit calendar.
  5. When finished making changes, click the command button Post.
  6. Then apply the created payment term to a customer (see below).

How-To Apply a Payment Term to a Customer

  1. After creating a Payment term, go to Records>Customer>Records Terms Panel.
  2. Using the drop down arrows, select the standard (default) payment terms.
  3. Check the checkbox Require Separate Invoices Based On Payment Terms, to split the invoices based on product sets and payment method for those products.
  4. To add additional payment terms (for separate invoices) to the customer:
    1. Use the drop down arrows to select the Terms and the product set.
    2. Click the command button Add.
  5. When finished making changes, click the command button Post.

Payment terms 3 (explained).gif

Additional Information

Customers Panel

This lists the customers who are applied to the selected payment term as both a default term and a special term.

Receivables Panel

This panel gives basic A/R information for the selected record. To view additional information, check the checkbox Show Apply Lines.

NACHA Panel

This panel is added with the NACHA Plugin and contains identification information. For more information, see Payment Terms NACHA Panel.

Reports Panel

This segment shows any reports related to the Payment Terms. The selected report can be filtered under the report segment in the bottom box and by the time period. The reports shown here can be sent to both the printer and excel. For more information, see Reports Panel.

Shipper Records

Shippers are companies or trucks that send goods. Shippers are separate entities from Suppliers.

How To Create A Shipper Record

  1. Go to Records>Shipper.
  2. Click New on top bar.
  3. Specify record number by either select the provided number or create your own.
  4. Add information- Name, Mail To address, and Contact Information.
  5. Click Save on top bar when finished.

Additional Record Information

Located in the center panel

Terms/AP Panel

This section shows the terms for payment. The Early pay discount box is used if full payment is received within the number of specified days. The general ledger and accounts payable box will allow you to specify an applicable payable GL account. If no GL accounts are created within eoStar, the system will use the eoStar default accounts.

Terms & AP 2.gif

Web Panel

The Shipper's website may be linked here.

Reports Panel

This segment shows any reports related to the Shipper Records. The selected report can be changed under the Report segment at the bottom and by the time period. The reports shown here can be sent to both the printer and excel. [For more information see Reports Panel.]

Purchase Forecasting

The forecasting in eoStar is a trended forecast comparing X number of weeks prior to today to the same period last year. The system then looks at the trend over Y number of days going forward last year to the period for which you are forecasting this year to determine whether usage went up or down.

There are two types of forecasting within eoStar system. The first type is a generic forecasting located throughout the system that offers a basic overview of the amount of product needed for the selected time period. The second type is period based added with the Forecast Plugin.

Forecast1.png

Forecast Calculation during the creation of a New purchase.

Forecast2.png

Forecasting in the ION Report Inventory Days on Hand.

New Purchases

Purchases are products and goods attained from a supplier and placed into one of the company's warehouses. Purchases can be received into the warehouse using the functionality on the Warehouse Handheld. Sometimes, suppliers hire a third-party shipper to send the goods. Prices for goods are determined by the criteria listed here. Any cost components can be shown to get a better idea of the price of the products.

Prices are populated into the purchase from a certain sequence. That sequence is:

  1. Laid-In-Cost Manager
  2. Product Records Supplier panel
  3. Last Purchase

If no values are loaded into the Laid-In-Cost Manager, then the program will use the amounts listed in the Product Records Supplier panel, followed by the most recent purchase price to populate the PO. If no prices are specified and the item was never purchased from the supplier, then the price defaults to $0.00. The purchase price can be overridden during purchase entry.

The cost column is calculated by adding up the price, discount, freight, and any other cost components that apply to the purchase.

In order for employees to access this screen, the "May Enter Purchases" checkbox on the Permissions Panel must be checked.

How to Create a New Purchase

  1. Go to Inventory>New Purchase.
  2. To create a purchase from a supplier, use the drop down arrow to select the Supplier.
  3. If there is an associated Shipper, use the drop down arrow to select the record.
  4. Use the drop down arrow to select the Warehouse Purchase Category.
  5. Use the drop down arrow to select the Plant record.
  6. Insert Purchase Order Number, when it was ordered, ETS (Estimated Time Shipping), ETA (Estimated Time Arrival), who the order was placed with, and Pay Terms.
  7. Select the command button Start Purchase.
  8. Use the drop down arrow to select the Item.
    1. Items may be searched by using the supplier item alias. These aliases are assigned on the Product Records Supplier Panel.
  9. Add the quantity and click the command button Add to Purchase. Repeat steps 4 and 5 until all the items for the purchase are added.
  10. When finished editing the Purchase, select Post. The Purchase will be sent to the Purchase Tracker.
  • To move items up and down the order, use the arrow buttons in the upper right hand corner. Arrows purchase.gif

New purchase.gif

Additional Information that may be added to New Purchases

  • Inventory - Shows a list of inventory the supplier may have. Additionally, inventory may be added onto the purchase.
  • Generate Forecast - This button allows the generation and loading of estimated quantities of items into the purchase. (See Forecasting.) This command button can be very useful for quantities of items frequently purchased.
  • Remove 0 qty items - Removes any items that will not be purchased this time.
  • Add Notes - Any notes about the purchase may be added here.
  • Total Purchase - lists the total weight and packs of the purchase, as well as the total cost of the purchase.

New purchase 2.gif

How-To Make New Purchases Faster

When the user is very comfortable with eoStar, these steps will make new purchases faster to create and post.

  1. Go to Inventory>New Purchase.
  2. Using the drop down arrow, select the supplier. Add the PO#, ETS, and ETA.
  3. Click the command button Inventory. Select the first record, hold down the key and click the bottom record. This will select every record in the supplier's known inventory. Click the command button Add Selected Items to Invoice. Exit out of the Inventory Screen.
  4. Select the first record, hold down the key and click the bottom record. Then click the command button Generate Forecast. Type in the number of days, and click the command button Compute Forecast. Select the first record, hold down the key and click the bottom record. Click the command button Load Invoices with Forecast. This will look at the inventory in stock and the purchase history for each product, then it will generate an estimated amount of product that will be needed for the number of days chosen.
  5. Click the command button Remove 0 Qty Items. Any items not ordered will automatically be removed from the purchase.
  6. Review the order for inaccuracies, and click the command button Post.

Purchase Tracker

Purchase Tracker queue
The purchase tracker in eoStar follows the life cycle of a purchase order in eoStar. Similarly to the Transfer Tracker, the Order Tracker, and the Equipment Tracker, this system employs a four step process to track the steps in Purchasing goods.

The available queues for purchases are:

  • Waiting to be Printed - This would be the purchase when it is first created (through Inventory>New purchase). It has not yet been printed. To print the invoice, select the the Print Purchases button. When the record leaves this step in the tracker it is considered to be on-the-way to the selected warehouse from the supplier.
  • Waiting to be Received - This would be when the purchase is on-the-way to the selected warehouse. The Purchase record leaves this step when the Purchase arrives to the warehouse and Supplier's bill is waiting to be paid. This step is required, meaning it cannot be unflagged in the configuration panel.
  • Waiting for Supplier Bill - The purchase will have arrived at the warehouse. If there is a difference between what was ordered and received, it may be edited in this step (see Editing Purchases). This last step is complete when the Supplier's bill has been settled.
  • Waiting for Freight Bill - The purchase will have been settled with the Supplier; however, the freight charges may not have been settled yet.

Not all these queues are required for every company. To change the queues see Configure Purchases Panel.

In order for employees to access this screen, the "Purchase Tracker" checkbox and the correlating queues on the Permissions Panel must be checked.

For information on adding Date Codes to items in purchases, see Date_Codes#How-To_Add_Date_Codes_to_Purchases.

How-to Search for Purchases in the Tracker

Find Purchase
  1. Access Inventory>Purchase Tracker
  2. To search for a specific Purchase Record in the tracker select Find purchase.
  3. Use the drop down arrow to narrow the search.
  4. Type in the Purchase Order Number and click the command button Find.
  5. To view the purchase, click Goto This Purchase.
  6. When finished with the search screen, click the command button Done.

How-To Move Purchases Through the Tracker

  1. Select the button bar titled Waiting to be printed. This will bring up a list of Process purchases waiting to be printed. It is possible to filter records by using the bottom Filters box. Purchase tracker 3.gif
  2. Either check the Move check boxes of the purchases you wish to print or highlight several records and click Mark selected. Purchase tracker 2.gif
  3. Click the pink triangle Pink triangle.gif and the selected records will be moved onto Waiting to be received.
  4. When the Purchases have been received, select the button bar titled Waiting to be received.
  5. Again, either check the Move check boxes of the purchases you wish to print or highlight several records and click Mark selected.
  6. Click the pink triangle and the selected records will be moved onto Waiting for supplier bill. (The purchase should be reconciled at this point. See below.)
  7. When the Purchases' supplier bills have been received, select Waiting for supplier bill and the records and select the pink triangle labeled Finalized. Selecting this will finalize the purchases.
  • NOTE: When moving purchases from 'waiting for supplier bill' to 'finalized,' a popup titled 'Supplier bill for purchase 2 from supplier 1' appears. You can 'post as reconciled' or add more items. However, at this stage in the purchase tracker, you cannot add new items to the purchase - only billing codes.

BillingCodes10.png

Reconciling Purchases

When orders are pushed from the "Waiting for Supplier Bill" queue, the user is expected to reconcile them. This means any remaining balance must be at $0.00 in order to post the purchase as reconciled. Multiple purchases may be reconciled at the same time.

Note: Freight charges may be added to the purchase at this time.

If the inventory of a purchase is already part of a finalized inventory batch, changes to the received quantities of items is not allowed.

  1. Select the purchase in the "Waiting for Supplier Bill" queue and click the pink arrow.
  2. Either select to reconcile the freight now or at a later time.
  3. Add the shipper, supplier Invoice #, invoice date, and due date (if different).
  4. Add the total Discount. If the hyperlink "Click here to fix" appears, click it and select the correct option.
  5. Add the total payment.
  6. Add any cost components.
  7. When finished, click the command button Post as Reconciled.

Reconciling/Entering Freight on Purchases

When purchases are moved from the "Waiting for Supplier Bill" to the next level in the queue, it is possible to reconcile the Freight when adding the payment amounts.

Purchase tracker reconcile freight.gif

  1. Click the command button Reconcile Freight Now.
  2. Add the payment information and in the column labeled "Total as shown on invoice," put in the Total Freight.
  3. Click the hyperlink Click here to fix.
  4. Using the radio buttons, select the method of applying freight cost to the products. If you select a prorated method, any remaining amount (not divided evenly in the proration) will be added to a separate line item.

Purchase tracker reconcile freight charge discrepancy.gif

Freight may also be added through purchases located in the "Waiting for Freight Bill" queue. Purchases are sent to this queue if the command button Enter Freight Charges Later is selected.

Product Records Date Code Panel

Records>Product>Records Date Code panel
On the Date Code panel it is possible to mark the date code information for the product, as well as view the quantity of products with assigned date codes. This functionality is added with the addition of the Date Code Plugin. The Current warehouse Inventory shows the number of products with the specific date based on the warehouse. This data is gathered from the Cache Folder.

How-To Require Date Codes for Products

  1. Go to Records>Product>Records Date Code Panel.
  2. Check the check box Date Code Tracking Required if the product requires a date code to be entered when the item is received.
  3. Check the check box Date Code Is "Sell-by" Date if the product must be sold by a certain date.
  4. When finished making changes, click the command button Post.

How-To Add Date Codes to Purchases

  1. After making a purchase (see New purchase), go to Inventory>Purchase Tracker.
  2. When the purchase is leaving the Waiting to be Received stage, the dialog box "Receive Purchase #### from Supplier ___".
  3. Under the Date Codes column, select Click Here to Assign.
  4. Enter the Date Codes by typing in the date and the quantity.
  5. When finished, click Save.

Purchase date codes.gif

Date Code Plugin

The Date Code Plugin ensures that the system monitors Date codes for products within eoStar. Date codes can then be applied to products when purchased and when the products are brought into the warehouse.

There are two types of Date Codes Available. The first kind is a date code for when the product is created. The second type of date-code is a sell-by date, which is when the product needs to be sold by. Each product that requires a date code must be flagged on their subsequent Date Code panel.

The warehouse manager may use the warehouse handheld to add the date codes for the products added to the warehouse inventory. Additionally, date codes are added when the warehouse handheld is counting inventory and receiving purchases. To set the system so that date codes must be added during counts, check the checkbox Require Datecodes When Counting Warehouse on the File>Database Administration>Configure Handheld Panel.

Date codes can only be between January, 1990 and December 2029. This restriction was created to prevent errors such as "System.ApplicationException: 2/1/2606 12:00:00 AM is greater than the maximum Date2 value of 6/30/2098".

It added:

Permissions

There are levels of access available for each individual employee or a specific employee department. The Permissions Panel limits or expands the field of access towards certain functions of eoStar and also creates a level of security.

  • Inventory>Date codes - Grants access to the Date Codes screen, where users view date codes & enter adjustments
  • May enter date code adjustments - Grants ability to edit date codes in the Date Codes screen

AP Exporting to Accounting Program

AP>Export screen
Export Accounts Payable
This screen lets you export AP (accounts payable) information to the attached Accounting system. Because eoStar can interface with a variety of accounting systems, make sure to properly setup the system.

For information on setting up a direct connection between an accounting system and eoStar see Direct Connect Setup to GP 10 or Direct Connect Setup to QuickBooks.

The Dynamics version 10 auto-numbers journal entries. However, for the GP version 10, the voucher numbers will no longer be exported with AP. The Dynamics GP export includes “post” segments in the XML which means that deposits sent to GP enter the GP database as posted deposits instead of “saved but not posted”.

Based on the accounting system and plugins installed, the "AP>Export" checkboxes on the Employee Records Plugins Panel need to be checked in order for employees to access this screen.

In April 2010, code was added to prevent users from modifying purchases which have already been sent to an accounting package (MAS, Peachtree, Navision, Quickbooks, Dynamics GP).

How-To Set Up the AP Export

  1. Go to AP>Export.
  2. Click the hyperlink Setup AP Export.
  3. Add Information.
  4. Include the export format (this would be any attached accounting software with available plugin).
  5. When finished making changes, click the command button Save Changes.

How-To View Prior Reports

  1. Using the calendar, select the date.
  2. Using the drop down arrow, select the export file you wish to view from that date.
  3. Click the command button Load Data For Selected Export
  4. To Re-export the data, click the command button Re-Export Account Payables.

How-To Export Files in the AP Export

  1. Go to AP>Export.
  2. To preview the file, click the command button Preview Export File.
  3. Click the command button Export Account Payables.
  4. Click the command button Display Folder to view the location of the exported file.

QuickBooks Application Error - Troubleshooting

Quickbooks application error.jpg

  • The terms have been changed so that error will no longer show up.
    • In the future, if you leave the terms blank in the purchase it will automatically apply the default terms once the purchase has been saved (this will assure the correct format).
  • Quickbooks Administrator needs to login to QuickBooks, and go to EDIT > PREFERENCES > Company Preference tab and check the Use class tracking checkbox (shown below).

Edit quickbooks preferences.jpg

  • Then go to List>Class List and add the following:

Quickbooks error class list.jpg

  • In eoStar, go to FILE > DATABASE ADMINISTRATION > CONFIGURE QUICKBOOKS panel, and map the drive.
  • Go to AP>Export. Follow the instructions above to export AP from eoStar.

Note: If there is an additional issue where a PO had a payment term causes an error due to mapping issues. To correct this issue, map that term in Quickbooks. Go to Lists > Customer & Vendor Profile Lists > Terms and added the term causing the issue.[[Category:]]