Expediting Purchase Orders

The P/O Expedite Queue displays purchase orders for you to accelerate for better customer service. The expedite queue functions like the customer calling queue, except that it shows purchase orders or direct orders to expedite. You can view the line items and adjust the priority as needed.

The queue displays items with a next call date that is prior to and including the current date if the Expected Date field and Sales Order Expected Within 0 Days field are left blank.

If the user closes a newly created job queue, the system updates the maintenance log and the Next Call column accordingly.

Note: To display summary information for this queue at all times, add a P/O Expedite Queue widget to your Solar Eclipse main window. For more information about widgets, see Widgets and Menu Shortcuts Overview.

To display the P/O Expedite Queue:

  1. From the Purchase > Queues menu, select P/O Expedite to display the P/O Expedite window.

  2. In the Branch/Territory/All field, enter the branch or territory you want to query. Type All to query all branches and territories.

  3. In the Directs field, indicate if you want to include, exclude or display only the directs on the PO.

  4. In the Writer field, enter the user ID of the person entering the order. If left blank, the system shows orders for all writers.

  5. In the Vendor field, enter a vendor name. The system populates this field with the vendor from the Ship-From field of the purchase order.

  6. In the Type field, select one of the following types:

Type

Description

All

All items available.

New Items

Only those items for which you have not logged a call or sent a job queue by creating a tracker.

Expedite

Only those items for which you have logged at least one call.

Unprinted

Only those items that have not been printed to a printer or a hold file.

  1. In the Debitsfield, select whether to include, exclude, or to view only debits in the queue.

  2. In the Order Date field, enter the date to include records that have an order date that is equal to or prior to the date indicated.

  3. In the Expected Date field, enter the expected or anticipated Receive Date of the order generation.

  4. In the Only Items With Customer Waiting field, indicate if you want to show only items that have customers waiting for delivery.

  5. In the Sales Order Expected Within 0 Days field, add the specified number of days to the expected date. This extends the queue further into the future. For example, if the Expected Date is 10/10/08 and you specify 5 days, the system looks for those purchase orders to be overdue on 10/15/08.

Note: To limit the number of items that the server processes before updating the queue, from the Options menu, select Set Preferred Search Length and enter the number in the dialog box. Using a lower number will speed up the population of the queue.

  1. In the EDI 855 Expedited field, indicate if you want to limit the queue to only orders with EDI orders.

  2. Click Update for the system to search the records and display the matches in the Closedcolumns.

    Column

    Description

    S (Select)

    Select the check box to print or expedite the purchase order listed. To create a tracker to expedite the order, select the check box and select File > Job Queue. The system creates a tracker for the vendor on the purchase order.

    Vendor

    Displays the vendor name on the purchase order that matches the criteria entered in the header.

    Note: Use the Edit > Show Pay-To option to display the Vendor column using the Ship-From name.

    Order Number

    Displays the sales or purchase order number associated with the vendor and that matches the criteria entered in the header.

    Br

    Displays the branch number from which the purchase order originated.

    Next Call

    Displays the date when the next call should be made to the customer regarding the order status.

    Note: If a newly created job queue is closed, the system updates the column accordingly.

    Received Date

    Displays the date the order was received.

    Call

    Displays how many calls have been placed in reference to this order. This is a running tally of the number of calls placed to the vendor.

    Line

    Displays the number of buy lines changed by this order.

    Cmts

    Displays how many products on the order that have commitments associated with them, according to the Future Ledger. Use the Inquiry > ViewItems menu option to see the commitments tied to the products on the order.

    EDI 855 Received

    Indicates if the 855 has been received.

    EDI 855 Setup Vendor

    Indicates if the vendor has been setup. Double-click to view the Vendor Scorecard Inquiry window and update, if needed.

Note:Kits items are included in the P/O Expedite Queue at the component level.

  1. Repeat steps 2 through 11 to recalculate for new parameters.

  2. See More Options for additional options for the queue.

  3. Save your changes and exit the window.

More Options on the P/O Expedite Queue

The P/O Expedite Queue also offers the following options to help you expedite purchase orders.

To...

Do this:

change views

Use the View Manager to add user-defined columns, if your business needs require different information from the default menus.

view or edit items on the selected order

Use the Inquiry menu to view items on or edit the selected order.

Note: The items displayed when using View Items option include all orders with open commitments.

send a tracker to a specific user's job queue using e-mail

  1. From the File > Job Queue menu, select Call Tracking.

  2. Complete the tracker information.

  3. From the File menu, select Email.

  4. In the Email field, enter the user's e-mail address.

  5. In the Email Options field, select Send Tracker.

  6. Click OK.

See Also:

Purchasing Processes

Purchase Orders Overview