Purchasing Important Tools & Details

Overview

There are many options when you create an RFQ or PO as a spot buy or through critical purchasing. This article explains some of the best ways to show that info and a little detail behind what each column or function means or does.

RFQ/PO Spreadsheet Legend

When viewing an RFQ/PO there are several columns in the line details that hold information helpful when purchasing. Here are the columns and descriptions:

Minimum Quantity (Min Qty)

This is the minimum quantity that can be ordered. Sometimes this is enforced only on the sales order side and sometimes this is enforced on the purchase order side based on an item setting. If specified, it may be required to order at least this amount.

Package Quantity (Pkg Qty)

This is how the item is packaged and will typically require you to purchase in multiples of this package quantity.

Average Usage

This is the average usage calculated per month.

Reorder Point (ROP)

This is the amount at which an item is ordered. Once the stock level falls below this threshold, the system will suggest ordering the reorder quantity.

Reorder Quantity (ROQ)

This is the amount that is actually proposed to be ordered.

Lead Days

This is how many days it normally takes to receive the item from the time the PO is converted.

Warehouse Stock

This tells us the other warehouse stock levels in case you want to pull it from another warehouse instead

Last Year's Average Cost

Last year's average cost calculated at the end of the year based on all purchases up to that date.

This Year's Average Cost

This year's average cost calculated nightly based on all purchases up to yesterday.

User-Defined Classifications

Distributors can put any field in here to help classify certain items. For example, a classification such as "Wire" could help you then identify what type of item this is.

Package Quantity 2 (Pkg Qty 2)

Sometimes more than one amount is required such as one amount to enforce as a selling packaged quantity (such as the amount in a package) and another to enforce when purchasing (the amount in a box or on a pallet). This gives you another spot to store and view this amount.

Warehouse Rank

Rank is usually helpful to quickly identify how fast certain items move. For example, A-type items are usually the faster-moving items. There are rules that can set the rank automatically based on the number of turns and such.

Weight

This is the amount of weight typically used to calculate shipping weight or help you estimate the size of an item.

Weight Units

Units of the Weight column

Total Weight

The Quantity multiplied by the Weight to give a total amount for the line item

Spreadsheets Internal Links

Depending on the column you can click on the links provided to gain further details about the item.

By selecting the link under ROP, ROQ, or Lead Days, will bring up a grid that gives you the product details in a single view.

To get more information on the field, select the ‘Info’ button on the right.

Right-Click Tools

There are also many options that you can pull up by right-clicking an item. The ones most used in purchasing are the Lookup Quote/Order History, Show Warehouse Inventory, Show Warehouse Inventory Log, and Forecasting.

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Lookup Quote/Order History (Item History - Detail)**

Shows details of previous orders or purchase orders for a given item for all time or a given date range.

Lookup Quote/Order History (Item History - Summary)

Shows a quick view of item sales per month.

Warehouse Inventory

Shows all inventory warehouse levels such as on-hand, on order, available, etc.

Warehouse Inventory Log

This shows you a snapshot of current inventory levels as well as an audit of all transactions that relate to inventory levels for a given time frame.