Purchase Entry Recommended Replenishment Action Report ranges and options

The Purchase Entry Recommended Replenishment Action Report, or PO RRAR, can only be generated for one buyer at a time. PO RRAR reports are generated when there is a buyer/vendor match.

The buyer initials you specify must be set up in SA Table Code Value Setup-Buyer.

Generate the PO RRAR based on one warehouse, all warehouses, or one buying group. Consolidating warehouse requirements enhances your volume buying options and lowers the processing costs of placing purchase orders.

Warehouses can be grouped together with the Buy Group field on the Product Warehouse Description Setup record. All warehouses contained in the same buy group are considered when the PO RRAR is generated. One buyer may be assigned the task of buying for multiple warehouses.

Depending on the selection you specify in the Purchase for (W)hse or (B)uying Group option, you must specify one warehouse, all warehouses, one buy group, or all buying groups. The potential demand from all of the warehouses can be merged together.

If you specified (B)uying Group for the Purchase for (W)hse or (B)uying Group option, you must specify a buy group or All for all buying groups. The PO RRAR handles warehouses and buying groups differently. If you select a buying group, the Buy Group field on the Product Warehouse Description Setup record is checked instead of the warehouse identifier.

• Set this option to All to combine warehouses, regardless of how the Consolidate Lines option is set. A vendor number/product line/buyer match combines warehouses and creates a PO RRAR, even though a particular warehouse is not scheduled to be reviewed, if this is Yes.
• If you specify one warehouse or one buying group, you are also limiting the non-stock and special orders that are generated on the PO RRAR to that warehouse or buying group.
• When a product line is to be combined with the same product line for different warehouses, PO RRAR reports for the product line are created even though they may not be scheduled for a review. The common elements are the vendor, product line, and buyer.

Select Yes to capture usage history to establish a pattern of usage while making replenishment decisions. The usage rate from Product Warehouse Product Setup, as calculated by Product Administrator Month End Processing Report, is displayed as the usage amount, with the following exception conditions. Occasionally the usage shown does not equate to the usage rate. This occurs if the usage rate has been overridden or if the product is frozen and the usage rate is not calculated.

If the usage has been manually overridden, the overridden usage is displayed instead of the usage calculated by Product Administrator Month End Processing Report. The override is used even if it is 0 and actual usage exists. If override usage exists and no reason exists, ** is displayed.

Each time you manually override the usage for a product, you can specify an override reason. If an override reason exists, it is displayed next to the overridden usage.

If a stock out condition occurred during a particular period (Stock Out Days > 0), SO is displayed next to the usage. If the usage was overridden as well, the overridden usage is displayed.

If you select Yes, usage is included on your report based on these factors:

• The product is seasonal. The last 24 months of usage is displayed on the report and the Usage Control field in Product Warehouse Product Setup is overridden. Buckets 2 through 25 from Product Warehouse Product Setup are used regardless of the Usage Control field.
• The usage from this table is printed based on the Usage Control field for non-seasonal products in the Product Warehouse Product Setup record.

  Product Warehouse Product Setup Usage Control field	Usage printed on PO RRAR
  Forward	12 Months, Buckets 2-13
  Backward	6 Months, unless Product Warehouse Product Setup # of Months is greater than 6, then 12 Months, Buckets 2-7 or 2-13
  Trend %	24 Months, Buckets 2-25
  Blank	6 Months, unless Product Warehouse Product Setup # of Months is greater than 6, then 12 Months, Buckets 2-7 or 2 -13

Select No and usage is not printed on the report.

Surplus available in other warehouses within your system can be printed on the report. Utilizing surplus in related warehouses in lieu of buying from a vendor will help keep your costs down. You may be able to reposition stock items to create better turnover and utilize existing stock, thus lowering your outgoing costs. This option must be weighed with the cost of obtaining the surplus items. Obviously, it would not be cost effective to transfer stock if the unit cost of the material is low and transportation costs would be more than the value of the surplus stock.

You can print surplus for each product generated by the PO RRAR based on all products within one zone, one company, or all products. Each of these conditions builds on the previous condition.

Specify (Z)one to print surplus for all products within the same zone. You may have already established zones which delineate surplus transfer areas on your Product Warehouse Description Setup record. The surplus information can be ordered for specific parameters which coincide with your established zones, thus providing you with relevant information.

Specify (C)ompany to print surplus for all products within all zones for the company you are logged into.

Specify (A)ll to print surplus for all products within all zones for all companies. If you select All, the Allow Intercompany Transfers option in SA Administrator Options-Documents-Transfer Orders-Processing must be selected.

Specify (N)o and surplus from other companies is not included.

Surplus that is printed on the PO RRAR report includes associated costs. Surplus is calculated under these conditions:

• Min/Max
• All other order methods: On Hand - Reserved - Committed - Back Orders - Demand + Received - (Line Point + Order Quantity)

You may want to consider the affect the surplus transfer has on your target buy. If the surplus transfer completely disrupts your ability to meet the vendor's total-order discount on the remaining items with no surplus, you will have to weigh the benefits of accepting the surplus against the whole order discount. You may be able to justify adding other items to the purchase order and accepting the surplus.

Surplus is displayed for special line items, but not for nonstock lines. You are able to accept and merge the line item, in the same manner regular stock items are accepted and merged. If the surplus displays after the special line, it is tied to the special line if it is accepted. If both the special line and the surplus are accepted, the surplus is ignored because the purchase order that is created is tied to the line first. Surplus is not displayed for the same warehouse that the special line item is ordered in.

If the Product Warehouse Description Setup Assign Cust # field indicates the warehouse is dedicated to one customer (consigned), the surplus from that warehouse is not included on the report. order method: On Hand - Reserved - Committed - Back Orders - Demand + Received - Line Point

Select Yes to include alternate vendors so you can compare prices or target buy requirements to obtain the best possible price. For each product, the Product Extended Product Cross Reference Setup records are checked for alternate vendors.

order method: On Hand - Reserved - Committed - Back OrdersThe alternate vendor number, name, product, unit, price, standard pack, and lead time are included on your report if you choose to print alternate vendor information. This provides informative data only, since a PO RRAR line is not created.

If the alternate vendor is no longer valid or the vendor is inactive, the vendor's number and name is not printed.

Select Yes to include allowable substitutes and supersedes. By including the substitutes and supersedes on the report, you can see that the original product quantities should be used prior to selling the new product. This message is displayed: Products Superseded by Product ###.

For each substitute/supersede product that is printed, the price, on order and net available quantity is included. This is for information only, since a PO RRAR line is not created.

For each product, the Product Extended Product Cross Reference Setup records are checked for substitute and supersede records.

If the Product Setup or Product Warehouse Product Setup record no longer exists, if the product is not active, if it has a direct order only status, or is a kit product, the substitute/supersede product is not printed.

If you leave the default No for this option, the product is checked for old, superseded items. If purchase net available exists for the superseded item(s), this message is printed on the report: ** Superseded Product(s) Exist With Purchase Net Available; Review Purchase **.

Select Yes to include Blanket Releases (BR) for the vendor and all specified warehouses.

This is beneficial in eliminating duplicate orders and can increase your buyer's efficiency by combining the blanket releases with purchase orders for products needing replenishment. This reduces your outgoing costs and the blanket release product can contribute to achieving the vendor's target.

If a Blanket Order (BL) is entered by a buyer other than the assigned buyer, all the Stage 0 (Entered) BR's for the vendor/warehouse match are printed, as well as the buyer who entered the BL.

Outstanding orders that will be converted to cover the demand for the stocked product may also be included on a PO RRAR line.

Select Yes to generate only special, non-stock, or rush orders. All lines marked as such are expedited. This includes all stocked lines with a quantity shipped less than quantity ordered, non-stock lines, and specials. The vendor number, buyer, and warehouse/buying group ranges and options entered above apply to the special, non-stock, and rush lines.

If you select No for this option and set the Process (R)ush, (S)pec/NS, (B)oth, (N)one? option to (N)one, OAN (order as needed) products are not printed on this report.

If the Process Only Special/Nonstk/Rush Lines? option is set to Yes, this option is relevant.

Select Yes and multiple purchase orders per vendor are created depending on the product line of the nonstock or special products.

Select No and only one purchase order per vendor is created. The purchase order contains all the nonstock or special products for the vendor but without product line information.

Specify the types of lines you want to process.

Specify (R)ush to process rush lines.

Specify (S)pec/NS to process special and nonstock lines.

Specify (B)oth to process both rush and special/nonstock lines.

Specify (N)one if you are not concerned with expediting the line items. The Product Warehouse Product Setup back order quantities are included on the report without notation that the quantity may include rush and special demand quantities, because Sales Order Entry lines are not reviewed by this process.

Separate rush and non-rush reports are created. The rush PO RRAR header is identified with **RUSH** displayed immediately below the Report # field.

Rush PO RRAR reports are not eligible for central purchasing.

If you select No to this option and set the Process (R)ush, (S)pec/NS, (B)oth, (N)one? option to (N)one, OAN (order as needed) products are not printed on this report.

Select Yes to review your Do Not Reorder products. This option corresponds with the Status field on the Product Warehouse Product Setup record. Because of the product’s status, a purchasing decision must be made to place the item on a purchase order.

Do Not Reorder products are included on the report based on the ordering controls and order quantity established in Product Warehouse Product Setup.

This option assists the buyer when a special buy must be made for a product line.

Select Yes and all products for the line being reported are included on the report regardless of the IProduct Warehouse Product Setup On Hand quantity. The quantities on the report default to the standard order quantity. The approval setting on the corresponding PO RRAR Acceptance is set to No. The buyer must indicate what products to accept.

When a special or nonstock product is entered in Sales Order Entry or Transfer Entry, the customer or warehouse may have specific instructions that are helpful to the buyer reviewing the PO RRAR.

If a product's purchasing net available quantity is below order point and is in class 1 through 4, an exception exists.

Select Yes and the PO RRAR will suggest ordering a greater quantity to compensate for the low product level. The formula used is the 1/2-Way Rule: {1/2 (Order Point + Line Point) - PO Available} + Order Quantity.

Select No to not use the halfway rounding rule for qualifying products.

In addition, if the Product Line Setup Use ROQ? field is selected, the setting for this option is applied to the vendor’s recommended order quantity for the product line.

Use this option to exclude POs from the replenishment calculation based on their Due Date. When calculating replenishment requirements, a product’s On Order quantity in Product Warehouse Product Setup is subtracted from Demand. If POs exist with a Due Date weeks or months in the future, but you have immediate demand or backorders, specify a number of days out in this field to exclude those future POs. Those products are included on the PO RRAR so you can review other sources for filling orders.

For example, a purchase order was created for product ABC from an overseas vendor. The PO’s Due Date is 45 days from today. You have backorders for the product, and you know you can purchase it locally for a speedier delivery. Specify 45 or less in the Exclude Due Days Greater or Equal field to exclude that PO from the replenishment calculation. The product is included on the RRAR because the demand does not take into account the PO with the long lead time.

If Exclude Due Days Greater or Equal is blank or zero, no POs are excluded based on Due Date.