Creating Automatic Purchase Order from a Workorder Follow

Creating Automatic Purchase Order from a Workorder Pro Only

After you have read the overview on GlasPacLX Purchasing, Part Sourcing, and have set up both the Purchasing and IC systems, you can start creating automatic POs for your workorders using the following instructions.

 

To Create Automatic POs from a Workorder

This topic describes sourcing to external vendors, requiring the creation of an automatic PO. It assumes that you have already verified the absence of available parts stocked within your own branch, Distribution Center (DC), or neighboring branches with which you can source to this workorder.

1.        Create a new workorder and add parts to it as you normally would, as shown in the following example.

WOforautoPO.gif

As you can see, in the �IC Status� column, the windshield and the moulding are both green unsourced and sourcing for the labor and adhesive are not applicable.

2.        Select the Source Parts button to display the following window.

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About the Part Sourcing Window

Filtering Options

The �Part Sourcing� window opens with all filtering options (e.g., Other Branches, Buyout Options, Colors, Interchanges, and Other Trademarks) selected by default. You can deselect the checkboxes to suit your needs. In this example, there are no sourcing options available for the �Other Branches� option. If there were, they would appear in the upper lines of the grid in a different color.

To set the window to always open with specific options selected, choose the options you will be using regularly, and select the Set Default button.

Line Item Tabs and Grids

In addition, the window is separated into tabs (Autoglass and Moulding) for the sourceable parts listed on your workorder. By default, the autoglass tab opens automatically. The grid lists the Part, Action, Source, SOH, COM, Reserved, Cost, and Sell price of each part.

Also note that in this example, we order our autoglass parts by trademark. If we had set up any of our vendors to order parts by class, there would be a required drop-down �Class� field beneath the tabs, from which to select a manufacturer class (e.g., AFT, OEM, etc.).

Note on Molding Interchange Functionality:

By default, the Molding tab, will only display the part number(s), vendor(s), and stocking location(s) for original line item molding.

However, if the molding was added to the order with a parent glass part, then you can compare and select from a list of available NAGS molding interchanges by checking the �Interchanges� option at the top of the window, as shown in the following image.

MouldingTab.gif

The new part will replace the original molding of the line item on the order along with the new IC and costing values.

Note: If there is not a parent glass part for the molding or there is not an active NAGS Car ID on the order, then the new molding interchanges will not display. Only the original molding line item part number will display.

Note on Quotes: Please note that a quote can never be sourced. Only workorders and sales orders can be sourced, depending on if you set up parts to be sourceable or require sourcing in IC Configuration. Click here for details.

If you try to source parts on a quote, you will not be able to select parts and the �Source Parts� button will be grayed out. In addition, you will see the following message above the grid on the �Part Sourcing� window.

quotesourcing.gif

Click on the green link to automatically change the quote to a workorder and continue as directed in the following instructions.

3.        Under the �Select� column, select the checkbox next to the glass part that you want to purchase. Once you have selected a part from a buyout vendor, additional fields appear at the bottom of this tab window, as shown in the following image.

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In the �PO Note� field, enter any notes you want to include with this purchase order.

In the �Delivery Method� field, use the drop-down menu to select the method used to obtain the item (e.g., Will Call, Scheduled Run, Delivery, etc.) This is a required field.

4.        Repeat this part-selection process for each of the available tabs.

5.        After you have finished making all of your selections, select the Source Parts button.

6.        A dialog will appear letting you know that purchase orders will be created for the parts you selected. Do you wish to continue? Select the Yes button to continue.

The window exits and you are either returned to the Estimate {F5} window or the Online Ordering window for quick orders, depending on whether or not your vendor is set up in your system for online ordering. For details on creating a quick order, click here.

7.        Continue filling in the rest of the order entry information and save the workorder as usual.

Note: If your IC Configuration is set up to force sourcing, you will not be allowed to save the workorder if any parts have not yet been sourced. You will have to return to the Part Sourcing window and source the remaining parts before you can save the workorder.

The IC Status column of the Estimate {F5} window shows that the part is �In Transit.� When you receive the parts from the PO in IC, this order will be �Sourced,� as shown in the example that follows under �To Verify the Sourcing Status of an Order� topic.

To Verify that a PO was Created

After saving, if you reopen the workorder and select the Source Parts button, you will be able to see the part that has been ordered, the PO #, vendor, and the order date in blue text next to the �Class� field, as shown in the following image.

PartSourced.gif

To view the PO you just created, return to the workorder and select the View POs button, next to the �Total� field, on the Estimate {F5} window. Or look for it in the Purchase Order Finder. Click here for details on opening and printing existing POs.

To Verify the Sourcing Status of an Order

Open the order and look at the �IC Status� Column. For more details on IC Statuses, click here.

If you have created a PO for the parts on this order, you will see an In Transit status in the �IC Status� column, as shown in the following image.

intransitorder.gif

If you have created a PO for the parts on this order and received them or if you have had the part(s) automatically transferred from another branch, you will see a Sourced status in the �IC Status� column, as shown in the following image.

SourcedOrder.gif

 

For details on receiving parts from a PO, click here.

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