Ordering consumables for events^M

• Create an internal planning segment including suppliers

  In the external customer segment, you enter the desired items with quantity. In the internal planning process you assign suppliers.

  1. Create an external  order with items.
  2. Right-click on the order to select  Add internal planning process .
     This option must be enabled by an employee with administrative rights at  Administration >  General settings >  Events > Activate > Planning processes for all types of items .
  3. Use the icon  to display the column Role/Supplier in the horizontal toolbar above the segment items. The column is not available in all views.
  4.  Assign one of the offered suppliers in the column role/supplier .
     Der Rollenartikel muss unter  Lieferantenartikel für den   Einkauf aktiviert sein und mindestens einen  Lieferantenartikel mit Preis zugewiesen haben, der ebenfalls für den    Einkauf aktiviert ist.
• Create a purchase order from within the internal event segment

  You can create a purchase order directly from the internal planning process, even without going via the purchasing overview.

  1. Click on  Purchasingin the upper 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 with different suppliers must be created one after the other.
     a) If no supplier is assigned, go to Purchasing >  Consumables and create a new order. The overview opens on the date of the event,
     b) If a supplier is assigned, select Purchasing > Supplier > Create Purchase Order. The order opens pre-populated with the supplier, the event, the segment item and the quantity required.
     c) If a purchase order already exists that you want to add to, select Purchasing >  Supplier > Purchasing > Purchase order and add the purchase order.
  2. If you want to purchase for all events of an event at the same time, click on event > base, before you open the orders or the purchasing Summary.
  3. Update the internal planning segment if you have made changes in the customer segment, if necessary via  Update > Reset item to sales item in the horizontal toolbar above the segment items.
• Open the purchase overview for consumables

  Die Einkaufsübersicht zeigt ausschließlich den Bedarf und Einkäufe in Verbindung mit Veranstaltungen. Einkäufe ohne konkreten Veranstaltungsbezug finden Sie über  Basis >  Einkauf  >  Suchen. Um die Einkaufsübersicht direkt zum Datum einer bestimmten Veranstaltung zu öffnen, öffnen Sie die Veranstaltung und klicken Sie in der horizontalen Werkzeugleiste auf  Einkauf >  Verbrauchsartikel. In der Einkaufsübersicht Verbrauchsartikel finden Sie alle Artikel, die weder Bestands- noch Personalartikel und für den Einkauf aktiviert sind.

  1. On the tab  Basis go to  Purchasing >  Consumables and select the company if necessary.
  2. Select the desired date  in the input window. The purchase Summary opens.
  3. All events of the selected period and occasion group are shown at the top left.
  4. At the top right, all existing purchases of the selected delivery types appear.
  5. The main window displays a list of the requirement items of the selected item groups for the selected period.
  6. Select a group on the right in the window  Item or place the cursor in the top empty line to have items of all groups displayed.
     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; is activated for purchase and is posted in a segment
     2. the item has a supplier item with a price that is activated for purchasing.
  8. Right-click on an item to find and open the segments for which the item is booked in the context menu.
  9. Select the data important to you as required using the button Columns on the horizontal toolbar.
• Filter by event

  At the top left, the events are listed in the selected period.  When opened for the first time, all events  are marked and all requirement items and linked purchases are displayed. Double-click to open the individual events directly from the list if required.

  1. In the top line of the sub-window, filter for  Operation or Cranking group.
  2. To display only the required items and purchases for a specific event, select the desired event  with a single left-click or Shift/Ctrl and left-click for multiple selection.
  3. To display 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 marked events are displayed at the top right. Open individual purchases with a double click if required.

  1. Select at the top right under Delivery typewhether you would like to see existing order, confirmation, delivery and/or invoice and confirm with  Apply. The last selection is automatically retained for the next access.
  2. In the main window in the "Open" column , the quantity of a requirement item that is not yet covered is displayed. The requirement is considered open until one or more purchase orders are created with a sufficient quantity of items. 
  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-clicking on it.
  4. In the main window, the value in the "Open" column changes: The quantity/number that is not covered by the selected delivery appears.
  5. To display the current status of open items again, including all existing orders, select all deliveries with the Shift/Ctrl key and left-click or Ctrl+A.
• Filter by item group

  All item groups are displayed to the right of the main window. Only the requirement items, suppliers and existing purchases with items of the selected group(s) are displayed in the Summary. When opened for the first time, no item group is selected.

  1. To display all item groups, click on the top empty line in the  item window.
  2. Mark  an item group or subgroup in the list with a left click or Shift/Ctrl key and left click for multiple selection.
  3. In the main window, only the requirement items that have this item group(s) are displayed.
  4. Only the purchases that contain items in this item group(s) are displayed in the existing purchases window.
  5. In the list of suppliers, only those suppliers are displayed who have items of this item group(s) in their range.
• Filter by supplier

  The suppliers are displayed at the bottom right. All suppliers are displayed the first time they are opened (Create a supplier).

  1. In the list of suppliers, those who can supply all the selected requirement items (green) or some items (red) are displayed 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 displayed requirement items are marked, the colours of the suppliers change accordingly.
  3. Restrict the list by left-clicking on  Main suppliers (Create a supplier) to narrow down the selection.
  4. If you select a supplier by left-clicking, only the requirement items that this supplier can supply are displayed in the main window.
• Create a purchase order

  In der Übersicht kann direkt eine neue Einkaufsbestellung für offene Bedarfsmengen angelegt werden (Wie bestelle ich Verbrauchsartikel ohne Veranstaltungsbezug).

  1. Left-click on the button Open quantities on the horizontal toolbar of the main window to display only the requirement quantities for which there is no purchase yet. Open requirement quantities are highlighted in red.
  2. Select a supplier from the list at the bottom right. New, embeddable columns appear in the list of requirement items and only the items that the selected supplier can supply.
  3. Enter the quantity (packaging units) or quantity (content unit) of the item you wish to order from the selected supplier in the corresponding column. Click on  Adopt values to adopt the value of the open quantity/number as the order quantity.
     Note: As long as no supplier has been selected, the columns Quantity and Quantity do not appear.
  4. If the ordered quantity corresponds exactly to the demand, the column Open turns white. If there is a shortage, the column remains red; if there is a surplus, the column is green.
  5. Select  Order >  Create >  Orderto create a brand 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.