Price Adjustments Rfq Po

Overview

The following process will demonstrate a quick way to adjust the price of items in a RFQ/PO based on a chosen group such as manufacturer or the other item classifications including UDClassifications 1 - 5 found on the Classifications tab of the item. Within a RFQ and/or Purchase Order ( PO ) , based on selected item classifications or groups, a Purchasing manager can efficiently and accurately modify pricing based on chosen categories.

Assumptions

Access to the Price Adjustments screen requires users to possess both the “ Change Cost - RFQ / PO ” and

“Change Net Price” security permissions. Without these, the button will be disabled with a tooltip stating

“Must have both Change Cost - RFQ / PO and Change Net Price security to access this .”

Navigate to Admin>Security>Order Actions

Change PO Price/Cost after Conversion

• User HAS this security (as well as 2 required security objects): Price Adjustments will be enabled before and after conversion and can adjust for any items added after converting.

• User does NOT have this security (but does have 2 required security objects): Price Adjustments button will only be enabled before conversion and if they add a new line item after conversion. After conversion, Price Adjustments button will be disabled unless they unlock and add new lines.

  • If they add line/s ot PO, and open Price Adjustments screen, they adjust for times they just added and already existing liens will show up in “not included” section of grid with a reason of “User does not have security to change cost after conversion”

  • Until user adds new line/s to PO, Price Adjustments button will be disabled and tan, and when hovered over a tooltip will appear stating,

“Must have Change PO Price/Cost after Conversion security object to access this.”

Price Adjustments - RFQ

A user enters purchase orders, creating a new RFQ. For this example it’s for multiple line items with different manufacturers

• Enter RFQ, Fill out header info

• Open summary tab and totals tab

• See a tan, disabled “” button

• Enter first line item

• Tab or Click away

• Price Adjustments button turns orange and enabled

• Finish entering all line items

• Click on Price Adjustments button

• Price Adjustments screen appears

• There is a combobox Group By item categories and UDClassifications 1-5. Default is MFG

• Line for each MFG in RFQ appears in grid below

• Each line is checked

• Category column lists each MFG on RFQ

• Choose a Price Type , plus or minus, Enter a Value, $ or %

• There is also a box to Include Overridden Prices and it’s checked

• Enter an amount to adjust Price by for each line

  • Ex: True Cost, +, 2, $

• There is also a checkbox called Check All on Price type, +/-, and $/% columns

Change selection in that column for any of rows

• A dialog box appears “Are you sure you want to change selection for all rows?”

• Click no, nothing changes

• Click yes, all rows change to that same selection

• Enter Notes

• Click Close

• “Changes will NOT be Saved. Do you want to continue?” Yes

• Screen closes and NO changes are made

• Click back into Price Adjustments screen

• Make changes again as above.

• Can not enter a negative sign in amount field

• Change Group By after made changes grid

• A dialog box appears asking if i’m sure want to change grouping

• Click No, nothing changes

• Change Group By after made changes grid

• Click Yes, selections in grid change back to default

• Amounts clear

• If there are any items that don’t fall under this grouping

• They show up in “Line Items that can not be adjusted” section

• Select Group By back to MFG

• Fill in grid again based on this grouping

• Click **Proceed

  **

• Confirm Adjusted Prices screen appears

• All calculations for Prices are all accurate

• Click Commit

• Screen clears away and goes back to RFQ

• Prices are adjusted accordingly

• “Line Items that can not be adjusted” section also appears as a reminder

• Click Go Back

• Screen goes back to Price Adjustments screen

• Make a change to one of lines (like amount)

• Enter a note

• Click Proceed

• Confirm Adjusted Prices screen appears again with newly adjusted results

• Click Proceed

• Screen clears and goes back to RFQ screen

• Prices are now adjusted

• Select one of line items that were adjusted

• Open sidebar Select Pricing Source

• See that adjusted it from Price Adjustments screen

• Note is below that

Price Adjustments - Purchase Order

A user enters purchase orders, created and converted a Purchase Order, and wants to adjust Prices after conversion.

Price Adjustments - Open PO - With Security

With Security to Change PO Price/Cost after Conversion on, this PO is either not billed or not fully billed, open a Purchase Order, History, Unlock Order

• Open summary and totals tab

• Price Adjustments button is enabled and orange

• Click on it

• Price Adjustments screen appears

• Choose a Price type, and enter an amount to adjust Price by for each line

  • Ex: true cost, -, 2, $

• Click Proceed

• Confirm Adjusted Prices screen appears

• Click Commit

• Screen clears away and goes back to PO

• Prices are adjusted accordingly

• Click Save

Price Adjustments - Open PO - With OUT Security

With Security to Change PO Price/Cost after Conversion Off, this PO is either not billed or not fully billed, open a Purchase Order, History, Unlock Order

• Open summary and totals tab

• Price Adjustments button is disabled and tan

• Hover over Price adj button

  • Tooltip : “Must have Change PO Price/Cost after Conversion security object to access this.”

• Add one or more new line items to PO

• Click on Price Adjustments button becomes enabled and orange

• Price Adjustments screen appears

• No matter what grouping choose

• Line items that were added before conversion are listed in “can not be adjusted” section

• With a reason of “User does not have security to change cost after conversion”

• Choose a Price type, and enter an amount to adjust Price by for each line

  • Ex: true cost, +, 2, $

• Click Proceed

• Confirm Adjusted Prices screen appears

• Click Commit

• Screen clears away and goes back to PO

  • Only Prices of items added after conversion are adjusted accordingly

• Click Save

Price Adjustments - Other Scenarios

Uncheck Some Lines

On the Price Adjustments screen of the RFQ/PO uncheck one or more category line

• Fill out Price type and $ or % for lines have checked

• Click Proceed

• Prices for items in category checked and adjusted Prices for are adjusted accordingly

Do Not Enter Amount or Choose Price Type on Checked Line and Proceed

On Price Adjustment screen of an RFQ/PO leave all category lines checked

• Fill out Price type and $ or % for each line but one. Click Proceed

• A red alert icon will appear on line did not fill in

• Uncheck that line or fill it in

• Click Proceed

• RFQ/PO Prices are adjusted accordingly

Itemized Lot Project Item - RFQ or open PO with an itemized lot project item

• With each line item having its own Price reflected on po

• Access Price adjustments screen

• Group by an appropriate category

• All line items fall under chosen category

• Adjust Prices

• Click Proceed

• Prices on po are adjusted accordingly

Non Itemized Lot Project Item - RFQ or open PO with a NON itemized lot project item

• With each line item showing zero as Price on po

• Access Price adjustments screen

• Group by any category

• Line items that were a child of lot project item are not grouped

• Fall under bottom part of screen where items not included in category go

• With a reason of “Lot Project Item is Not Itemized Cost”

• Can not adjust Prices for those items

Override Some Prices in RFQ Adjust Prices - Include Overridden Unchecked

• Access Price Adjustments screen

• Uncheck include overridden box

• fill in Price Adjustments grid

• Click Proceed

• Prices are adjusted only on items didn’t override

• Price for items manually overridden did not change

• Save or convert RFQ

Adjust Prices on Linked PO - Continue Changes Order

• Given that am on an open PO that is hard linked to an order

• access Price adjustments screen

• adjust Prices

• Click Proceed

• A dialog box appears stating changes will affect order

• Asking if want to continue

• Click ok

• Prices are adjusted accordingly

• Save PO

• open linked order

• cost/margin are affected accordingly

Adjust Prices on Linked PO - Cancel Does Not Make Changes

• Given that am on an open PO that is hard linked to an order

• access Price adjustments screen

• adjust Prices

• Click Proceed

• A dialog box appears stating changes will affect order

• Asking if want to continue

• Click cancel

• Prices are NOT adjusted

Can Only Adjust Price on Items with No AP Bill - Partially Billed

• Given that have a PO with multiple line items

• only some of them have been received

• a bill has been created for those lines

• But there are still lines not received and billed

• open summary tab and totals tab

• Price Adjustments button is still enabled

• Only items in selected category that have not been billed are listed to be adjusted

• items that have been billed show up at bottom part of screen

• reason says “PO Billed” including hyperlinked bill number

Can Only Adjust Price on Items with No AP Bill - Fully Billed

• Given that have a PO with multiple line items

• all of them have been received and billed

• open summary tab and totals tab

• Price Adjustments button is tan and disabled

• can not adjust Prices after po has been fully billed

Can Adjust Prices on PO with a Bill With No Receivers

• Given that have a PO with an AP bill but NO receivers

• there are either no receivers or receivers that are not yet linked to bill

• open summary tab and totals tab

• Price Adjustments button is still enabled

• can adjust Prices for any items not linked to a bill

Items With No Value in Chosen Group By Category

• Given that am on Price Adjustments screen of an RFQ/PO

• chose a category that not all items have a value for

• For example Velocity code

• items with a velocity code are grouped by that code value in adjustments grid

• items with no value for Velocity Code will be listed in “can not be adjusted” section

• With reason of “No value in *category name*” (for example “No value for Velocity Code”

• Once Proceed to change Prices

• Items with no value for category chose do not get their Prices adjusted.