Create a Purchase Order (V-next
Here we explain how to create a purchase order, in our V-Next version of UNOSOF.
Go: Home / Customers / Sales / Create Purchase Orders
https://farm.unosof.com/index.cfm?event=PurchaseOrders.FormOmQuickVnext
Header of PO Form
Fill out the header with the following information using the corresponding drop-down menu:
The information needed to create a purchase order is the following:
Bill Customer and Ship Customer: Once, the billing customer is selected, if it only has shipping customer(s) assigned to it, this will automatically appear in the Ship Customer camp. If there is more than one shipping customer, you need to select it from the dropdown menu.
Order Type: Purchase orders can be defined as Open Market, Prebook, Regular Order, etc.
Date PO: The date the PO will be dispatched.
Date Fly: The flying date. The system takes the day after the Date PO automatically.
Rep: If a sales representative was assigned to the customer, then, that sales rep is assigned to the PO by default.
Price Sheet: The sales rep can choose from the price lists previously assigned to this client. This feature can be used whenever the sales rep does not want to price the bunches manually but prefers the prices to be set automatically from a price list previously elaborated.
Find how to build price lists in the following link:
Incoterm: If the client has an incoterm previously stablished in its settings, this will show up in the incoterm camp, otherwise, you need to select it from the dropdown menu.
If known, define Date truck. The system automatically sets it as one day after the Date Fly
Cargo agency: It is possible to change the cargo agency until the coordination of the AWB took place.
You can Default the Cargo agency, Truck Company and Incoterm per Shipping Client via manage customers.
After the coordination, it's no longer possible to modify the cargo agency via the PO form, the instructions of the change have to get communicated to the coordination department, only they can make the change.
The reason is to avoid that a cargo agency gets changes without communication by the sales department, without re-coordinating took place. We need to avoid box stickers get printed with a previously assigned cargo agency, which makes it possible that the truck invoice is no longer matching with the box stickers. Therefore, it is good to establish an internal policy and communication about cargo agency changes that took place after coordinating. Learn more at: Airway Bills
Customer PO: allows you to enter a message that can be seen by the customer in the box label.
Once filled out the header, please click on the Save button located at the right-upper corner of the page. It will generate a PO ID.
Frame of PO Form
Once the header is all set, we jump to the PO form to create our demand with in boxes. UNOSOF translates any form of inventory (Projections, Prefrio, Flor de Guarde, Cuarto Frio etc.) to bunches, and from there we create boxes. This is how our PO Frame looks like:
Add Inventory into a Box
This is about adding products into a box. First, locate the Inventory section and use the necessary filters to search for available SKUs in the inventory. In this example, it is only filtered by variety, Test Unosof.
There are different ways to add products to a box. The main aspect to be considered is the purchase order type.
Live Availability
Show Zero Switch
This switch helps to hide or show items with zero quantities in the live inventory section. If the switch is turned off, the live inventory won't show items with zero values.
Show Zeroes is set off by default
On the other hand, if it is set on it will show all items that have zero values in live inventory. Note that you have to refresh the live inventory after the switch is turned on to see the zero values.
Future Availability
Agrinag.
Dispo Availability
Feature to be added in near future.
Mixed Box Management
Products
History Boxes
If a customer buys regular the same boxes, we can display those to pick quickly those same compositions. This also helps to guide your client to remind him what he normally buys.
Standing Order Availability
Feature to be added in near future.
For this type of orders, it is advisable to use the Product subsection, as we are creating orders with products that do not necessarily need to be available in the cold room at the moment of the order creation but do exist in manage products.
To load the product list, we need to click on product and then in load products (ctrl + i).
The filters for Farm, Species, Varieties, Lengths, # of Stems, Colors, Package, Cut Stages can be used to reduce of range of product search, minimizing the time employed to load all the products available.
Open Market
In case of an Open Market order, go to Live Inventory, instead. As it is known an open market order is carried out once highest-priority orders have been fulfilled.
This subsection will display all the available inventory in live, i.e., bunches that are physically in the cold room.
Other tabs are:
Future: This option shall gives us the future available inventory obtained from the projections we entered in the projection module.
Dispo: This tab allows us to add products from the dispo boxes we configure in the Availability Lists.
Mixed: If we want to add mixed boxes previously set up in the Mixed box management module, we can use this option.
History: This option shall show the most commonly used products from the historical data of purchase orders.
Once we have loaded the inventory, the next step is to add it into a box.
For this, we need to click on the product under the column + (1) or in the column called D. It will pop up a message where you can input the number of bunches desired into the box (2). Then, press on the ADD button.
If we are using the Product List we need to click on the + option to add the desired product into a box.
Editing the Packaging, Pricing, UPC and Extras.
In a different section of the PO creation page, you can set different features such as:
Packaging
Boxes: Number of boxes being created with the same content.
Location: The packing location of the box
Box Type: The user can choose which box type to use for the chosen products.
Calculation type: How the system uses the entered prince per product.
Avg. stem: To mass apply a price per stem.
Box price: To apply a total price per box.
Customer Box Label: We can enter a message that can be seen by the customer.
Message to Post Harvest: This message is seen by the post harvest.
Purchase order types
list of types we have.
Create Standing Order PO's
how to add a purchase order to the Standing Order List, to the replication scheduler.
Create Regular PO's
Regular orders still get replicated via the schedule being indicated with a fixed composition. However on the day or delivery, the composition can change. We distinguish these order types from the standing orders for priority- and reporting purposes (PO Type in Search Purchase Orders, Product request or Sales Reports), however the way we manage these order is the same as we do for standing orders.
Create Prebook
Create Open market
Pricing
We can use this camp to establish the price by either stem or by unit.
SKU Pricing
Mass apply pricing
Compound Pricing
Mass apply pricing
Freight Pricing
Manage Pre-established freight cost
Freight cost per incoterm, per box
magic
Freight cost per incoterm, per item (commercial SKU name)
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Freight cost per incoterm, per stem
welyflor
Manage freight cost in PO
Mass one freight cost value to entire PO
Apply freight cost to SKU's
Manage Tax on PO Page
currently in Ecuador tax does not apply, however this is how tax is managed.
Admin, set tax country and tax %
PO page, mass apply tax
Tax Exceptions, unselect tax to specific SKU's.
If tax is required, UNOSOF can apply invoicing restrictions if tax is not been applied correctly.
Calculate Freight: We use this button to calculate the freight of the purchase order.
Compound pricing: This feature allows the user to enter the price per variety in the compounf of a product. This pricing method is specially useful when we want to apply a specific price per every variety inside of a bouquet (e.g., rose 0.5 ctvs + gypso 0.3 ctvs + alstroemeria 0.25 ctvs).
Use Last Pricing: After pressing this button, the prices used in the last edited box will be applied.
Use Pricesheet: If a pricesheet is selected in the header of the PO, the box prices will be automalically applied in every line item after pressing this button.
The next thing to do is to save the box by pressing the green SAVE BOX button.
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