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PO Generator

Distributor steps for building purchase orders with the PO Generator in Encompass from forecast groups, rounding to truckload by product ranking and days of inventory. Requires v26.05+; ranking needs setting 3306.

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Written by Bailey Naas-Thornton

Minimum Version Required: 26.05

Pre-Conditions

Global Settings for Product Ranking Codes:

  • Product Ranking will be calculated based on the product requirements listed below, however, in order to display product ranking codes within PO Generator, setting 3306 - Enable Product Ranking Codes for Forecasting must be set to True.
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  • Review Forecast Locations to confirm your configuration for ranking period and ABC percentage thresholds
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  • Percentage A - D must equal 100
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  • Forecast Locations - Create Forecast Records = True

Product Requirements for Product Ranking Codes:

  • Products must be on a verified invoice during the ranking period for Sale account type customers
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  • Products must belong to a forecast group
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  • Products have to be in a product type where Include in Sales Reports by Default = True

Steps

How to use PO Generator

1. Using the universal search (Search for anything) at the top of the page, enter PO Generator

2. Apply Filters to generate POs for select Period Types, Periods, Product Status (for Pre-Order workflow), Customers (for Pre-Order workflow), or Forecast Groups.

3. Select a Forecast Group to view Product details within that group

4. Tools in the PO Generator include:

Minus icon

Round the quantity on the PO down, based on the carrying capacity of the carrier

Plus icon

Round the quantity on the PO up to the carrying capacity of the carrier (Pallets or Weight, whichever is capped first)

Set to Min

Reduce the quantity to the min pallets or weight

Set to Max

Increase the quantity on the PO to the max pallets or weight

Zero Out Period

Move selected Orders to the following period

Create POs

Convert the estimated order quantities for each product to actual purchase records

Knowledge

Access the latest Knowledge Documents on the PO Generator tool

Display:

Change the display to show Pallet, Case, and Barrels

When adjusting quantities using the +/- or Set to Min/Max buttons, the system will reduce or increase quantaties based on the product ranking code and DOI DIff amounts.

  • The ranking code priorities are AA, AB, BA, AC, BB, CA, AD, BC, CB, DA, BD, CC, DB, CD, DC, AND DD.

  • DOI Diff = DOI After Order - Target DOI

Increasing Quantities Prioritization:

  • Max DOI thresholds will still be respected, so products quantaties may not be increase if that would cause a product to go over the Max DOI.

  • Look at all products with DOI Diff < 0 (DOI After Order - Target DOI), sort by product ranking and DOI Diff in acending order.

  • Add a purchase by unit for each product until there are no products with negative DOI diff or until a full truck load is met

  • If still not a full truckload:

  • Look at AA ranked products and sort by DOI Diff, add a purchase by unit for each product until a full truck load is met.

  • Continue this process each ranking code until a full truckload is met.

Decreasing Quantities Prioritization:

  • Prioritize by ranking in reverse priority and DOI Diff in descending order

  • Decrease a purchase by unit for each product until until a full truck load is met.

5. Click the edit icon on the Qty on PO header to manually adjust quantities

6. Receive Location data will default to the same value as the forecast location, unless it is set on the forecast group. TIP: Both the receive location and vendor columns have 'fill down' capabilities.

7. Click the Create POs button to generate purchases

7. Click Receive Date to modify the receive date for PO. Alternatively, click the Purchase ID of the PO to modify additional Purchase and Shipment fields

NOTE: The Purchase ID links the PO with its Purchase and Shipment details. Click the Purchase ID to review Purchase and Shipment details

9. After POs are created, click the Receive Date button to edit the receive date, then click the Save Receive Date button

10. Click Schedule to create dock appointments for the Shipment in Dock Time Calendar

Fields And Definitions

Forecast Location: Location where the demand or order quantity is coming from

Receive Location: By default, this is the same as the forecast location, unless the receive location is explicitly set on the Forecast Group.

Use Alternate Location: This column will only be shown if alternate locations is turned on. The field reflects use alternate locations value on the inventory record for the forecast location and product.

DOI: Days of Inventory

Qty on PO: Quantity the will be on the PO after it is created

Case FOB: Current default FOB for the product and location (Inventory - Default FOB)

Ext Price: Qty of PO * Case FOB

DOI Before Order: Current DOI for the product and location

DOI After Order: Expected DOI based on the Qty on PO.

Target DOI: Threshold DOI for the product and location

DOI Diff: DOI After Order - Target DOI

Original Qty: Amount for the product and location when the PO Generator was first opened.

Pre-order: Pre-order quantity. See Pre-Order Setup Dashboard for more information

Product Ranking: Product ranking code for the product and location

Max Weight in lbs: Max weight for the Forecast Group

Min Weight in lbs: Min weight for the Forecast Group

Max Pallets: Max pallets for the Forecast Group

Min Pallets: Min pallets for the Forecast Group

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