Ordering Consumables for Events^M

• Create an internal planning segment including supplier

  Enter the required items and quantity in the external segment, but assign suppliers in the in-house planning segment.

  1. Create an external   Order segment containing items.
  2. Right-click on the order and select Add >  Internal planning segment .
     This option must be enabled by a user with administrative rights under  Administration >   General settings >  Events > Enable > In-house planning segments for all item types .
  3. Click on   in the toolbar above the list of items to show the column Role/Supplier. The column is not available in all views.
  4. Assign a supplier in the Role/Supplier column.
     Note: The staff role must be enabled for  Purchasing and have at least one active, linked  Supplier item with a price assigned to it.
• Create a purchase order from the in-house segment

  Create a purchase order directly from the in-house planning segment, even without going through the purchasing overview.

  1. Click on  Purchasing in the top toolbar of the input window to directly trigger new orders or add to existing orders.
     Note: The event date must be in the future. Orders from different suppliers must be created one after the other.
     a) If no supplier is assigned, click on  Purchasing >  Consumables and create a new order. The overview opens on the date of the event,
     b) If a supplier is assigned, click on Purchasing > Supplier> New order. The purchase order opens with the supplier, the event, the booked item and the required quantity pre-assigned.
     c) If a purchase order already exists that you want to add to, select  Purchasing >  Supplier >  Purchasing >  Purchase order and add to the purchase order.
  2. If you want to place purchase orders for all segments of one event at the same time, click on  Event > General before opening the orders or the purchasing overview.
  3. Update the in-house planning segment if you have made changes in the customer segment by clicking  Refresh > Reset item to sales item in the toolbar above the booked items.
• Open the purchasing overview for consumables

  The purchasing overview only shows requirements and purchases in connection with events. Purchases without a specific event reference can be found by clicking  Home >  Purchasing >  Search. To open the purchasing overview directly for the date of a specific event, open the event and click on Purchasing >  Consumables in the horizontal toolbar. In the Consumables purchasing overview, you will find all items that are neither stock items nor staff items and are activated for purchasing.

  1. Go to the   Home tab and click on   Purchasing >   Consumables and select a company if applicable.
  2. Select a Date in the input window. The purchasing overview will open.
  3. All events of the selected period and the selected occasion type are shown at the top left.
  4. All existing purchases of the selected delivery types appear at the top right.
  5. In the main window, a list of the required items of the selected item groups for the selected period is shown.
  6. Select a group on the right-hand side of the  Item window or place the cursor in the top empty line to show items from all groups.
     Note: Remove filters by holding down the Ctrl key and left-clicking in the selected window.
  7. Items only appear in the purchasing overview if
     1. the item has a sales price
     2. the item has a supplier item that is enabled for purchasing and has a valid price
  8. Right-click on an item to find and open the segments for which the item is booked in the context menu.
  9. Use the Columns button on the toolbar to select the data that is important to you.
• Filter requirements by event

  The Events in the selected period are listed at the top left. On first opening, all events are selected and all required items and linked purchases are shown. If required, double-click to open individual events directly from the list.

  1. In the top line of the sub-window, filter for   Company or Occasion type.
  2. To show only the required items and purchases for a specific event, select a event with a single left-click or Shift/Ctrl and left-click for multiple selection.
  3. To show all items again, select all events with the Shift/Ctrl key and left-click or Ctrl+A and   Refresh.
• Filter by existing purchases

  Existing purchases for the selected events are listed in the top right-hand corner. Open individual purchases as needed by double-clicking.

  1. At the top right, select which Delivery type you would like to see: existing orders, confirmations, deliveries and/or invoices. Confirm by clicking  Apply. The last selection is automatically saved for the next time you open the overview.
  2. In the main window, the quantity of a required item that is not yet covered is shown in the "Unmet" column. The requirement is considered unmet until one or more purchase orders are created with a sufficient quantity.
  3. To see which and how many items are covered by an existing purchase order, select the delivery in the top right-hand window by left-click.
  4. In the main window, the value in the "Unmet" column changes: The quantity/number that is not covered by the selected delivery will appear.
  5. To see the current status of unmet items again, including all existing orders, select all deliveries with the Shift/Ctrl key and left-click or Ctrl+A.
• Filter requirements by item group

  All item groups are shown to the right of the main window. Only the required items, suppliers and existing purchases with items from the selected group(s) are shown in the overview. No itemle group is selected on first opening the window.

  1. To see all item groups, click on the empty top line in the   Item group window.
  2. Select an Item group or subgroup in the list by left-clicking or Shift/Ctrl-clicking and left-clicking for multiple selection.
  3. In the main window, only the required items belonging to this item group(s) are shown.
  4. Only the purchases that contain items in this item group(s) are shown in the list of existing purchases above.
  5. In the list of suppliers, only those suppliers are shown who have items of this item group(s) in their range.
• Filter requirements by supplier

  The suppliers are shown on the right-hand side. All suppliers are shown the first time the view is opened (Create a supplier).

  1. In the list of suppliers, those who can supply all the selected required items (green) or some items (red) are shown first in alphabetical order. This is followed by the suppliers who cannot supply any of the items (white) but have items from the selected item group(s) in their range.
  2. If only some of the required items are selected, the colours assigned to the suppliers will change accordingly.
  3. Restrict the list by left-clicking   Main suppliers (Create a supplier) to narrow down the selection.
  4. If you select a supplier by left-click, the main window will only show the required items that this supplier can supply.
• Create a new purchase order

  A new purchase order for open required quantities can be created directly in the overview (Ordering consumables without event reference?).

  1. Left-click Unmet only on the toolbar of the main window to show only the required quantities for which there is no purchase yet. Unmet required quantities are highlighted in red.
  2. Select a Supplier from the list on the right. New input-enabled columns will appear in the list of required items, and only the items that the selected supplier can deliver will be shown.
  3. Enter the Amount (packaging units) or Quantity (content unit) of the item you wish to order from the selected supplier in the corresponding column. Click on   Apply values to apply the value of the open quantity/number as the order quantity.
     Note: As long as no supplier has been selected, the columns Quantity and Amount will not show.
  4. If the ordered quantity corresponds exactly to the requirement, the column Open is coloured white. If there is a shortfall, the column remains red; if there is a surplus, it is coloured green.
  5. Select  Order > New >   Order in the toolbar to create a completely new order (Open a new purchase or Create a new delivery).
  6. Select  Order >  Purchase >   Order if you want to add a new delivery to an existing purchase.