Stock Order from Catalogue

OBJECTIVE

The Stock Order from Catalogue function allows the user to create supplier orders from a list of items from Catalogue Management. These items can be ordered for the inventory or for a project. It is also possible to order items that are not defined in the catalogue, but it can only be for a project.

The difference with Purchase Order Management is that a Receipt of Goods transaction is possible before invoicing and the user can manage inventory with this option.

 

PREREQUISITES

• Configuration - Purchasing
• Catalogue Management
• Supplier Management
• Project Management

 

ICONS

Stock Order from Catalogue icons

Icon Title Used to Transfer Transfer the selected stock order. Print (CTRL+P) Print the stock order from catalogue. With the icon’s dropdown menu, it is possible to access to the list Generator and the Form, if the user’s security allows it. Display Only Requisitions Ready to be Processed Display the confirmed and active requisitions. Display Requisitions that are Completed Display the closed requisitions. Inventory Inquiry Allows the user to consult the inventory for an item selected in the grid. Transfer this requisition to orders Create an order from the requisition displayed. Available only if a supplier has been chosen and if the quantities to be ordered have been entered. Compile Requisition Display the Compile Requisition screen, allowing the user to select the items to order from the requisition list. Copy Allows the user to copy the stock order. Unit Price Display the Unit Price Inquiry or allows the user to recalculate the price based on the following choices: Recalculate the unit price of the selected item Allows the recalculation of the selected item's unit price. NOTE: Sometimes, an item's unit price is changed between the time when the order is entered and when it is completed. Recalculate all the unit prices Allows the recalculation of all item unit prices for the order. Update information for ElekNet item Updates ElekNet item unit prices and available quantities. Update information for all ElekNet items Updates all ElekNet item unit prices and available quantities for the order. Unit Price Inquiry Opens the Unit Price Inquiry window, in which are displayed the selected item's unit prices. Send Order to Eleknet Used to transfer the order to ElekNet, if the Order Transfer Mode configuration (Purchasing Configuration, ElekNet Interface tab) is set to Manual. NOTE: If the Order Transfer Mode is set to Automatic, the system performs the transfer automatically, without user intervention.. Transform a Stock Order into an Internal Purchase Order Allows the user to transform a stock order into an internal purchase order. Available only for orders with a Reserved status. Add multiple items from catalogue Allows the user to select multiple items from the catalogue to add to the order. Only the non-self-explanatory icons or those with special features are defined in the table below.

 

Summary

• Configuration
• Enter a stock order from catalogue
  • Enter a stock order from catalogue from a kit
• Appendix
  • Processing Requisitions
    • Process one requisition at a time
    • Process multiple requisitions for a given supplier

 

Steps

maestro* > Purchasing > Purchasing > Purchase Order > Stock Order from Catalogue

 

Configuration

Clicking the Configuration icon allows the user to enter default values that will be used for all orders entered.

1. Click on the Configuration icon and enter the needed information in the various sections:

1. Default Values section:

Field	Description
Suggest changing the quotation price	If checked, displays a message that asks the user if they want to update the quotation price for the item in the Catalogue Management option. NOTE: The price can only be changed if the user has access to the Catalogue Management option.
Default Status	Default status that is displayed when a purchase order is entered or saved.
Site	Default site of the purchase order. NOTE: The site only applies to catalogue items ordered for the inventory.
Location	Default order delivery location.
Delivery on Request	If this box is checked, the Delivery on Request mode will be activated by default when creating stock orders from catalogue.
Automatic Receipt	Allows maestro* to automatically or defaultly generate a receipt of goods transaction for all regular type orders. This option is useful to enter stock orders for which the goods have already been received. NOTE: The box is only displayed if the The user can generate an automatic receipt of goods when entering a stock order form catalogue box is checked in the Security Management option (Access Restrictions tab, Orders section).

2. Breakdown Grid section:

Field	Description
Maximum Number of Lines	Limits the number of lines that will be displayed in the Breakdown section. By default, maestro* displays 100 lines. NOTE: The maximum number of lines that can be displayed is 9,999.

3. Other available choices:

Field	Description
Search for orders using the transaction summary	If checked, the search for orders will be restricted to those displayed in the Transaction Summary section. This includes both transferred and untransferred transactions.
Display Equipment Requisitions	If checked, displays tool requisitions.
Stay in insert mode after saving	If checked, maestro* clears the screen after saving.
Display orders and requisitions for other companies	If checked, displays orders and requisitions for other companies. Used in multidimensional mode only.
Display service calls for other companies	If checked, displays other companies' service calls. Used in multidimensional mode only.

4. Discount section:

Useful in cases where a discount is detected for the ordered material.

This setting also applies to the Receipt of Goods option.

 

Field	Description
Always apply discounts	Automatically applies the found discounts.
Confirm before applying discounts	Displays a message asking the user to confirm the application of discounts.
Never apply discounts	Tells maestro* to never apply the discounts.

5. Incomplete requisition order section:

Useful in cases where an order is issued from a requisition and some of the items in the requisition are not ordered.

Field	Description
Always print	Always print a purchase requisition with a list of items not ordered.
Confirm before printing	Asks the user if he wants to print a purchase requisition for non-ordered items.
Never print	Does not print purchase requisitions for non-ordered items.

6. Supplier Change section :

Useful if the supplier identified on an order is changed.

Field	Description
Always recalculate prices	Always recalculate the price of items if the supplier is changed.
Confirm before applying prices	Displays a message asking the user to confirm the recalculation of prices when the supplier on the order is changed.
Never apply prices change	Never recalculates prices if the supplier is changed.

7. Purchase History section:

Field	Description
Maximum Number of Lines	Limits the number of lines that will be displayed in the Purchase History section. By default, maestro* displays the 100 most recent lines. NOTE: The maximum number of lines that can be displayed is 1,000.

2. Close the Options window to save the settings.

 

Enter a Stock Order from Catalogue

1. Enter the stock order's basic required information:

The user can copy an existing stock order from catalogue by clicking the Copy icon.

 

Field	Description
Order	Order number and its extension, if applicable. NOTES: Maestro* automatically assigns a number when the transaction is saved. However, it is possible to enter one manually. The extension number allows the user to create a new order from an existing order. Only the information from the header is saved for the new order. A counter and a mask can be defined in Configuration.
Supplier	Supplier code from Supplier Management. NOTE: Only active suppliers are available.
Address No.	Supplier's address number. NOTES: By default, maestro* displays the address from Define Supplier. The user can set up multiple addresses for a given supplier using the Define Supplier Addresses option.
Phone 1, 2 and Fax	Displays, if applcicable, the selected supplier's telephone and fax numbers.
Requisition	Requisition number associated with the order. NOTES: The requisition number is displayed automatically if the order is created with the Requisition à Supplier Order or the Procurement Management (MRP 1) option. This number cannot be modified. Refer to the information in the appendix regarding the processing of requisitions with the Stock Order from Catalogue option.
Accrual Accounting	Indicates whether accrual cost accounting applies. NOTES: The field is only available if in Configuration – Purchasing (Receipt of Goods section), the Accrual Accounting field is notNone. If the Accrual Accounting field is set to Orders only, when merchandise is returned, the Accrual Accounting field will not be available. If the Accrual Accounting field is set to Orders and return of merchandise, the Accrual Accounting field will be available.

2. Enter the required information in the Detail tab:

Field	Description
Status	Status of the order. The available statuses include: Entered Default status; Allows to make sure all the values necessary to the transfer are indicated upon saving; Cannot be transferred at this status. Reserved Allows to reserve an order number to complete it later on; Only validates the supplier to allow saving; Cannot be transferred at this status. Committed Allows to make sure all the values necessary to the transfer are indicated upon saving; Appears in the ordered amounts even if not transferred; Cannot be transferred at this status. Quotation Allows to make sure all the values necessary to the transfer are indicated upon saving; Can come from the quotations; Has its own purchase order form; Cannot be transferred at this status. Confirmed Allows to make sure all the values necessary to the transfer are indicated upon saving; The ONLY status which allows to transfer the order. NOTES: If the advanced order approval function is enabled in Configuration – Purchasing, the status can only be changed when the order is saved. New statuses can be created using the Table of Order Status Codes option.
Type	Order type. Available values: Regular Order Order with a predetermined starting amount, with deductions as it progresses. NOTE: The order is closed automatically when invoicing reaches the total quantity ordered. Estimate Open order with a commitment. NOTES: This order can be used to monitor an amount estimated at the start, but not confirmed. The order is not closed automatically when invoicing reaches the total quantity ordered. It must be closed manually. Lot Order Order with quantity per item, without a predetermined UP for receipt and a total amount for the entire order. NOTES: This order does not require the user to enter an amount per item. Only item lines with quantities are available at the Receipt of Goods. Only the total line is available during Invoicing. Open Order Order without a predetermined amount (for example, rental of an item for an undetermined period). NOTE: This order is not closed automatically when invoicing reaches the total quantity ordered. It must be closed manually. Return of Merchandise Reverse processing of the transaction in comparison with an order. NOTES: For the Return of Merchandise type, the quantities are reversed (put in negative) automatically when saved. When the order is of the Return of Merchandise type, it is possible to verify that the returned quantity does not exceed the inventory quantity. To do so, the Unit Validation field (Configuration – Purchasing, Inventory section) must be at one of the following configurations: 1-Depending on available stocks; 2-Depending on available qty by site; 3- Depending on available qty by site/location. When receiving the merchandise, maestro* validates the quantities according to the Quantity confirmation method defined in Configuration and either blocks or displays a warning for the transaction.
Order Date	Date of the purchase order. NOTES: Maestro* enters the working date by default. To transfer an order, the financial period in the general ledger must have been created. Otherwise, it will be impossible.
Delivery Date	Default delivery date of the purchase order.
Work Order	Work order number associated with the order. NOTES: Maestro* allows the user to select an existing work order if the Work Orders module is installed. It is possible to change the work order number for a transferred order by unlocking the order using the Unlock the Order command located in the File menu. This option is available to users depending on their security settings. Orders can only be unlocked if no receipt transactions or order invoicing transactions have been completed against the order.
Contact	Supplier's contact name. NOTE: If a contact is entered in Supplier Management, it is displayed automatically.
Automatic Receipt	Automatically creates receipt of goods transaction for the order on its transfer. This option can be useful to enter orders for which the merchandise already has been received. NOTES: The box is only visible if the Contract Type is Regular Order and the The user can generate an automatic receipt of goods when entering a stock order form catalogue box is checked in Security Management (Access Restrictions tab, Orders section). It is possible to activate the Automatic Receipt by default in the Configuration of the window.
Delivery on Request	Allows to ask the supplier to perform multiple deliveries for a same order. This box needs to be checked for the order to be available in the Request for Delivery option. If the default configuration is activated, this box will automatically be checked. NOTE: The Delivery on Request concept is incompatible with the Automatic Receipt one; if either box is checked, the other will automatically be deactivated. Deliveries on request are available for all order types (regular orders, estimates, batch orders, and open orders), except for returns of merchandise.
Print a P.O.	Available values: Yes Orders set to Yes are available when printing is started with the Print Purchase Orders option. No Orders set to No are not available when printing is started with the Print Purchase Orders option.
Term	Payment terms used by default for the invoice from Payment Terms Management. NOTE: If a payment term is entered in Supplier Management, it is displayed automatically.
Holdback %	Holdback percentage applicable to the purchase on invoicing.
Landing Cost	Amount of Landing Cost applicable to the order and that are distributed prorate to items on the order when the receipt of goods is entered. NOTES: The Landing Cost field can only be accessed in Supplier Management, with the Rec. Proc. Mode field set to Landing Cost and accrued charges must be activated.
Co.	If the Accept Work Orders from all Prefixes box is checked in the Configurations option, and a work order is selected for the order, this field will display the company to which the work order belongs. NOTE: Applies to the multidimensional mode only.

1. Default Values section:

These values are used by default in the Breakdown section.

 

Field	Description
Company	Expense company. NOTE: Available in multidimensional mode only.
Project	Project number affected by the purchase. NOTES: The list of available projects is displayed based on Security Management. The project specified in the default values is also used to select the delivery location if the Location field is set to Project.
Activity	Activity affected by the purchase.
Group	Group affected by the purchase.
Call Number	Service call number associated with the order. NOTE: This function is available if the Service Management module is installed.
Site	Default site from Define Sites.

2. Additional Info section:

The user can configure the two Additional Info frames to display information from Catalogue Management or Supplier Management. To do this, click the icon in the upper right corner of the window and select the source of the additional information. This information is provided for informational purposes only and cannot be printed.

3. Purchase History section:

This section displays the purchase history of a product. When a product code is entered in the order, the purchase history for the product is displayed. If a supplier exists in the order, the history is displayed for this supplier only. If the supplier is not specified, the purchase history is displayed for all suppliers from which the product has been purchased.

By moving from an order line to another, the purchase history is refreshed according to the product indicated on the current line.

It is possible to disable this section to prevent searching for purchase history by right-clicking in it and selecting Disable the grid. To enable it, simply right-click in the section and select the Enable the grid option. By default, maestro* displays the 100 most recent lines of the history. The user can increase or decrease the number of lines by clicking the Configuration icon and changing the value of the maximum number of lines in the Purchase History section. In multidimensional mode, maestro* displays the purchase history based on the current prefix. To display the purchase history for all companies, simply check the Display Orders and Requisitions for Other Companies, available by clicking the Configuration icon.

4. Breakdown section:

The Add multiple items from the catalogue icon allows the user to select several items and add them to the breakdown grid. To obtain more information on this functionality, consult the Add multiple items from the catalogue topic.

If items are added when merchandise is received in the Add Item tab (Receipt of Goods), they will be added to the breakdown for the transferred order automatically. Added lines are identified with a check mark in the Added Item column. The project, activity and group must be different than the project, activity and group for the group inventory defined in Configuration – Purchasing, Inventory tab, Inventory section. Otherwise, it will be impossible to save the transaction. When using the Find an order by item function (available in the Tools menu, by clicking the search in the breakdown grid or by clicking F7), it is possible to improve the SQL grids’ processing time. To do so, open the search grid’s Configuration window (right-click in the grid). The Position on Last Selection option positions the selection on the last entered item. The sub-option At the first line positions the last entered item at the top of the grid without allowing the visualization of previous items.

 

Field	Description
Inventory Code	Inventory code from Catalogue Management. If the item is a kit, see section Create a stock order from catalogue from a kit. NOTES: It is possible to create an inventory code in the catalogue if the indicated code does not exist. The user must specify at a minimum the description, quantity and the UP. When saving the order, maestro* displays the message Inventory code does not exist on the line X. Do you want to create in the catalogue? By clicking Yes, the item will be automatically created in the catalogue. This functionality is only available if the The user can create non-existent items in a catalogue order entry box is checked, under the Access Restrictions tab in SecurityManagement. The user can select a template to use for the creation of new inventory codes. It is possible to enter a code that does not exist in Catalogue Management if preceded by an exclamation mark (!). If a dot (.) is entered, this character tells maestro* that the line is a comment. It is possible to view all prices associated with the item in the catalogue by clicking the Unit Price icon.
Description	The item's description. Can contain up to 100 characters. NOTE: It is possible to select an assembled product by placing the cursor in the Description field and clicking the arrow. The contents of the product configured in Define Bill of Materials is displayed automatically.
Manufacturer Name	Name of the manufacturer of the item entered in Catalogue Management. NOTE: Information cannot be modified in this screen.
Manufacturer’s Part Number	Manufacturer’s part number entered in Catalogue Management. NOTE: Information cannot be modified in this screen.
Supplier’s Part Number	Part number of the supplier. If the supplier for the stock order is one of the four suppliers defined in Catalogue Management for the item, the supplier’s part number is automatically displayed (if it is present). It is also possible to enter or modify this number if maestro* is able to add the supplier of the stock order to the list of four suppliers of the Catalogue Management. NOTE: In this situation, the Catalogue Management is automatically updated when saving the stock order.
Company	Name of the expense company. NOTE: Available in multidimensional mode only.
Unit	Conversion unit. NOTE: The unit varies based on the factor entered for the item in the Catalogue Management option.
Site	Site of the item used by default to receive merchandise. NOTE: If a site is specified in Catalogue Management, it is entered by default. Otherwise, maestro* uses the value in Configuration.
Location	Location of the item used by default to receive merchandise. NOTE: If a location is specified in Catalogue Management, it is displayed by default.
Charact.	Item characteristic.
Identification	Item identification. NOTE: The identification can be a serial number if Item Management Mode is set to Serial No. or a size if it is set to Variable Size in Catalogue Management.
Reservation No.	Reservation number. NOTES: This number can be entered manually by the user. This number can be entered automatically if the order was created with another option (Requisition, Procurement Management (CBN/MRP 1), Customer Order, etc.).
Qty (Inv.)	Quantity ordered based on the inventory unit. Is filled automatically if a Qty (Suppl) is entered.
Inv. Unit	Unit of measure associated with the inventory in Catalogue Management.
Qty (Suppl)	Quantity ordered based on the supplier's unit. Is filled automatically if a Qty (Inv.) is entered.
Supplier Unit	Unit of measure associated with the supplier in Catalogue Management.
Qty Available	Quantity available in stock at the time the order is entered.
On order Qty	Quantity on order of the item.
U.P. (Invt)	Unit price based on the inventory unit.
U.P. (Suppl)	Unit price based on the supplier unit.
Disc%	Discount percentage. NOTE: If a percentage is defined in Define Supplier Pricing, it is entered automatically.
Amount	Breakdown line amount.
Tx	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the help on Reading tax codes in maestro*.
Tx	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the help on Reading tax codes in maestro*.
Invt. Rcpt.	Quantity received based on the inventory unit on this order. NOTE: This value is only available for active or closed orders on which merchandise was received or which were billed with Automatic Receipt.
Suppl. Rcpt.	Quantity received based on the supplier unit on this order. NOTE: This value is only available for active or closed orders on which merchandise was received or which were billed with Automatic Receipt.
Project	Determines the project to which the expense belongs for each breakdown line. NOTE: The list of available projects is displayed based on Security Management.
Activity	Determines the activity to which each breakdown line belongs. NOTE: The activity is confirmed when the order is saved according to the activities available in the selected project.
Group	Determines the expense group to which each breakdown line belongs. NOTE: The group is confirmed when the user orders is saved in accordance with access to the groups defined in Security Management and the groups available in the selected project.
Shop Drawing Counter	Allows to enter the counter number of a shop drawing. NOTES: This column is not visible by default. In order to display it, it is necessary to go to the breakdown grid's configurations and check the column. This column is only displayed if the Shop Drawing module is installed. The field value can be modified when the transaction is saved, but not when the transaction is transferred.
Drawing Title	Displays the title of the shop drawing selected in the Shop Drawing Counter column. NOTES: This column is for informational purposes only. This column is not visible by default. In order to display it, it is necessary to go to the breakdown grid's configurations and check the column. This column is only displayed if the Shop Drawing module is installed. The field value can be modified when the transaction is saved, but not when the transaction is transferred.
Status	Completed by default when the contract is saved based on its progress in maestro*.
Document	Used to attach a document to the order.
Print Doc.	Prints the attached document when the order is printed, if the box is checked.
Delivery Date	Planned delivery date.
Req. No.	Requisition number associated with the order line, if the order was created using the Requisition àSupplier Order or the Procurement Management (CBN/MRP 1) option.
Req. Line	Requisition line number if the order was created using the Requisition à Supplier Order or the Procurement Management (CBN/MRP 1) option.
Customer P.O.	Customer order number if the order was created after entering a customer order using the Customer Order option.
Order Line No.	Line number on the customer order.
Requisition Date	Date of the requisition if the order was created using the Requisition à Supplier Order or the Procurement Management (CBN/MRP 1) option.
Call Number	Service call number associated with the order.
Added Item	Column showing that the item was added when the merchandise was received. NOTES: This column is only visible for catalogue orders that have already been transferred. The total amount of added items displayed at the bottom of the screen is not included in the total amount of the order. Furthermore, these items are not included in the total commitment to the project.
Long description	Used to enter a more complete description of the item manually.
Currency	Currency for the selected company. NOTE: Only available if the multidimensional and multicurrency functions are installed.

 

If a budget is entered for the projects, activities and groups entered, maestro* checks for budget overspending when saving if this setting is enabled in Configuration.

3. Enter the required information in the Delivery tab:

Field	Description
Location	Location for the work. Avaialble values: Alternate Used to create a temporary address. Contact Makes it possible to use an address associated with a contact from Contact Management. Company Uses the address entered in the company parameters. Supplier Makes it possible to use the address defined in Supplier Management for the selected supplier. Supplier Address Allows the user to select an address from Define Supplier Addresses. Customer Allows the user to select an address from Customer Management. Customer Address Allows the user to select an address from Define Customer Addresses. List Allows the user to select an address from Define Addresses. Project Uses the address entered in Project Management for the selected project. NOTES: If a project has been specified in the Default Values section in the Detail tab of the stock order, it will be selected automatically as the delivery location if the Location field is set to Project. However, if a project is selected manually in this field, it will be kept even if the Default Values of the order are subsequently changed.
Selection	Provides access to databases linked by function to the selection in the Location field.
Transportation	Transportation from Define Abbreviations.
FOB	FOB code from Define Abbreviations.
Requester	Person who made the request. NOTE: If the order was created from a requisition, the default requester is the person who entered the requisition in maestro*.
Attention of	Delivery contact.
Specification	Specification for the order from Define Specifications.
Oper.	Operator. User who entered the stock order in maestro*. NOTE: This field is automatically completed by maestro* and cannot be modified.
Buyer	Number of the user who entered the order.

1. Return of Merchandise section:

This section is only available if the Contract Type field is set to Return of Merchandise.

 

Field	Description
Original P.O. Number	Original order number on which a return is made.
Return No.	Return number.
Reference No.	Reference number.

4. Enter the required information in the Memo tab: Used to enter a memo for the order.
5. Click Save.

When saving the order, maestro* verifies in the breakdown grid of the order if any project requires separate orders. If it is the case, a message will be displayed: “Note: the following projects require separate orders: (project name). Do you still want to continue?”. The user can click on Yes and save the order or click on No to return to the order entry. Only orders with a Confirmed status can be transferred. Once an order has been transferred, it can no longer be modified, unless the Unlock the Order function is used. For this function to be available, goods receipt(s) or invoice(s) must not have been entered for the order. For the user to have access to the Unlock the Order option, user security must be modified so that this user can access the option The user can unlock transferred orders and subcontracts. found under the Access Restrictions tab of Security Management, in the Purchasing – Orders section. A stock order from catalogue order can be deleted only if it has not been transferred. If the order was generated by transferring material from a work order, the order and all links referring to it in the work order will be deleted. In addition, if the work order was closed, its status will be changed to Open so that it can be transferred again if necessary.

 

Create a stock order from catalogue from a kit

This feature applies to items whose Status corresponds to Kit in the Catalogue Management option.

1. In the Breakdown grid, enter the kit's inventory code in the column or click on the icon to select a kit through the Select a record window. The Component Selection window opens.
2. Enter the amount of kits (Quantity) needed in the stock order.
3. Check the kit items to include in the stock order.
4. Click on Select.
   
   All chosen kit items will automatically be added to the stock order.
5. Save the stock order.

 

See also

• Table of Order Status Codes
• Requisition à Supplier Order
• Procurement Management (CBN/MRP 1)
• Define Supplier Addresses
• Payment Terms
• Print Purchase Orders
• Security Management
• Define Sites
• Define Bill of Materials
• Enter a Requisition
• Customer Order
• Define Supplier Pricing
• Contact Management
• Customer Management
• Define Addresses
• Define Abbreviations
• Define Specifications
• Shop Drawing Management
• Updating ElekNet Items in maestro* Catalogue
• How to Using the ElekNet Interface in maestro*
• How to Calculating the average cost including landing cost
• How to Reading Tax Codes in maestro*
• How to Display the supplier's discount price as the unit price
• How to Service Management Procurement
• How to Converting Quarry Tickets into Goods Receipts and Posting Them as Accrued Costs

 

APPENDIX

Processing Requisitions

Process one requisition at a time

1. Click the Display Only Requisitions Ready to be Processed icon.
2. Select a requisition.
3. Complete the required information.
4. Click the Transfer this requisition to orders icon.

Process multiple requisitions for a given supplier

1. Click the Compile Requisition icon.
2. Select one or more lines from requisitions.

The user can select multiple requisitions by pressing the Shift or Ctrl keys.

3. Complete the required information.
4. Click the Generate an Order icon.

 

Last modification: November 07, 2024