Cetec Menu E Functions

Purchasing & Backorder Control

PURCHASE ORDER/BACKORDER EXPEDITE REPORTS        E-1

This program prints purchase order expedite reports.  There are two versions:  1) Based on Open Supplier Purchase Orders, sorted by vendor name, and 2) Based on backorders, sorted by product code/part number.  The reports are used to trigger expedites with the supplier on late purchase orders.  The results of the expedites are recorded in E-12.  The information recorded is displayed along with the purchase order information in purchase order display and inventory inquiry.

INVENTORY FILE MAINTENANCE        E-2

This menu selection performs the addition, change, or deletion of part numbers to the inventory master file.  Detailed records of all quantity and cost changes are stored in an inventory activity file for inquiry and month end reporting (D-4).  Additional options include Technical Description Maintenance, Product Code Master File Maintenance, and part number key changes, where the old part number is entered, then the new part number, and all system information is transported from the old number to the new.

INVENTORY INQUIRY        E-3

This powerful inquiry program displays extensive inventory information and related data.  It allows access to the inventory by entering the product code, then the part number, or, by rolling (scrolling) using several different access methods:  P) by product code+ part number, N) by part number/product code, G) by part description (generic description), and S) by stripped part number (no dashes, spaces, extra characters).  

Additional data  including: supplier purchase orders, customer backlog, cross references, resale and cost pricing, top assembly breakdown to components, sales history, purchasing history, quotation history, special pricing, future stock on hand (based on today’s inventory and current backlog and open supplier purchase orders – the waterfall), and bin locations can be accessed once a specific part is selected, without re-entry of the part number.

Each time a specific part number is selected, cross references are automatically displayed, along with the technical description notes (unique to the part number), and quantity break resale pricing.  Hot links then take you to other display options.

PURCHASE ORDER MAINTENANCE        E-4

(NEW, ADD, CHANGE, DELETE, DISPLAY, COMMENTS, WORKSHEET)

This set of programs maintains, displays and/or deletes supplier purchase orders.  The program can create new inventory items if not in the inventory master file.  The total dollars placed in purchase orders is stored and reported daily, M T D and Y T D.  Purchase order numbers may be up to sixteen characters long and can be computer assigned or entered by the user.   The purchase order worksheet is a totally paperless approach to purchasing, with hot links to history, backlog, and conversion of the completed items into a purchase order.

PRINT PURCHASE ORDERS        E-5

This program prints supplier purchase orders.  The purchase orders can be selected individually, or by entry date, or all (that has not been printed).  The all option is used when first loading up the system.  Purchase orders can be printed or re-printed whenever necessary.

PRINT/DISPLAY VENDOR TIME DELIVERY STATISTICS        E-6

This option prints or displays vendor delivery performance.  In can be executed for one location or all locations.  The default definitions:  2 days before the requested delivery date is considered early, and 5 days after the requested delivery date is considered late.  The definitions can be changed.    A vendor number range is requested:   <ENTER> at the starting vendor number being the first vendor on file, and <ENTER> at the ending vendor number being the last vendor on file.  A starting date and ending date is requested, so that variable periods, such as month to month, quarter to quarter, or year to year reports can be generated.

DISPLAY FACTORY PURCHASE ORDER        E-7

This program displays open supplier purchase order (the same as E-4-DP).  The display includes vendor number and name, ship to address, terms, date, and, for each line item, part number, quantity ordered, cost, date due, and expedite comments.  By selecting the item number (sequence), a receiving history is available.

PURCHASING HISTORY DISPLAY/PRINT        E-8

This option displays, prints, or deletes items in the purchasing history file (does not include open supplier purchase orders).  Data stored includes vendor purchased from, how many, what price, due date, and cumulative quantity received.  The (S) Show option lists month by month the number of transactions stored.  The (X) Purge option deletes data based on a user defined oldest date to leave on system.

MATERIAL REQUIREMENTS REPORT-SORTED BY DUE DATE        E-9

There are three (3) options on this menu selection.

Option 1, the Standard Report, prints any item that is a “net need to buy”, taking into account inventory on hand, backorders for the product, and open supplier purchase orders.  The report can be printed for one location or all locations, for one product manager (buyer) or all buyers, and for a starting and ending product code.  The report can be printed as often as necessary.  Once printed, the purchase orders should be placed and entered, which will cause the items purchased to drop off of the report.

Option 2, the Waterfall Summary, prints a projected future inventory report for all part numbers that will fall negative in the future.  Open customer backlog and open supplier purchase orders are considered in projecting today’s quantity on hand forward.

Option 3, the Material Requirements Waterfall Purchasing Report, prints a list of inventory items required in the future, projected from today’s quantity on hand, customer backlog, and open supplier purchase orders.  There are two options:  T Transaction details or N Negative dates.  The Negative dates option only shows the dates for a part that the projected quantity on hand goes negative.

PURCHASE ORDER LOG        E-10

A purchase order log is maintained by the system, including purchase order numbers, vendor name, entry date, and status.  The (G) Get option gives the user a new purchase order number, in the event they do not have enough time to data enter the purchase order when placing it.  There is also a canceled P.O. line item log, which will list the date and time and who canceled items from purchase orders.  

BID CONTROL MAINTENANCE        E-11

This program maintains a "special price" information file, for use by sales and purchasing.  Important elements of information maintained for future reference include:  customer number, part number, special cost, book cost, resale, effective date, expiration date, quantity authorized, vendor contact, comments sales initials and alternate part number.  This file is used as a worksheet for potential ship and debit orders before the order is processed.

UPDATE VENDOR SHIP DATE        E-12

This option CHANGES the supplier ship date when a purchase order has been expedited and allows entry of a vendor contact, expediter’s initials, and comment lines for recording relevant information which may be used in subsequent expedites.  

SUPPLIER DROP SHIP OPEN CUSTOMER ORDER REPORT        E-13

This print program will generate a listing of all open customer drop ship order line items.  It is  used as a tool for tracking shipments from factories prior to the end of the month, and as a warning tool for potential missed billings due to drop shipment paper work foul ups.

PERIODIC BREAK POINT REPORT        E-14

(BY CLASS-READS INV FILE SELECT LOCATION)

This program prints a report of inventory items, which have their quantity on hand and quantity on order less customer backlog less than their reorder point.  The report is run for a selected ABC class.  During the report generation, a new reorder point quantity and new economic order quantity is calculated and posted to the inventory master file.  Response to this report via purchase is required to prevent stock outs, unless some other factor, such as technological obsolescence, limited customer base or terminated franchise is present.  Options include starting and ending  product code.

DAILY BREAK POINT REPORT        E-15

(READS DAILY FILE ONLY-SELECT LOCATION OR ALL)

This program prints a report of inventory items, class 1,6 and 7, which have their total of quantity on hand plus quantity on order minus customer backlog  less than their reorder point.  The trigger for printing is the daily shipment of material (from the invoice cycle).  During the report generation, a new reorder point quantity and new economic order quantity is calculated and posted to the inventory master file.  Response to this report via purchase is required to prevent stock outs, unless some other factor, such as technological obsolescence, limited customer base or terminated franchise is present.  Options include starting and ending  product code.

RE-ORDER INVENTORY BASED ON WEEKLY USAGE E-16

For those who do not wish to use ABC analysis of inventory, this program prepares a list of inventory part numbers to re-order, based on average weekly usage compared to part number lead time, current quantity on hand, on order with suppliers, and customer backlog.

ACTIVE TOP ASSEMBLY REPORTS        E-17

BY DATE/KIT/ORDER SEQUENCE

This set of reports lists all open top assembly orders, in date sequence, order number sequence, or items pulled short in customer due date sequence.  A date range selection is offered, to allow the user to specify the time frame to review.  All top assembly sales orders within the requested time frame are printed, including work in process status, and components required on each order.

VENDOR LOCATOR        E-18

This option displays vendors in alphabetical order. Displayed are the mail to and remit to addresses, credit terms, default general ledger account number, telephone and fax numbers, and, if a type 'P' (inventory purchases account) current year and prior year purchases.

BACKORDER BY CUSTOMER DUE DATE E-19

This program prints a list of customer backorders, sorted by customer due date.  Options include one customer number or ALL, selected commodity code or ALL, starting and ending customer due dates.

BACKORDER BY PART NUMBER        E-20

This program set has four (4) options:  (S) Summary Report, (D) Detail Report, (P) Specific Supplier P.O., and (L) Aged Backlog Summary.  The (S) Summary option will generate a report for all part numbers, sorted by product code/part number, with one line per part number.  The (D) Detail report prints each customer line item ordered and supplier purchase order line item in product code/part number sequence.  Both of these reports total in 30 day increments, including open backlog, open supplier purchase orders, value of stock on hand committed to orders.  Options include single warehouse location or all warehouses.  The (P) Specific Supplier P.O. option shows the customer backorders associated with a supplier purchase order.  The (L) Aged Backlog Summary option contains totals by product code only.

BACKORDER BY CUSTOMER        E-21

This option will generate a report of customer backorders for all customers or selected customers.  There is an internal format, with costing information, or a customer format, suitable to show the customer.  The internal format has additional options, including detailing line items ordered or summary format, include or exclude sourcing comments, and an option to print inter-company transfers.

ASSEMBLY ONLY BACKORDER BY PART NUMBER        E-22

This program prints all customer backorders which have open assembly line items.  It gives totals in 30 day increments, and is in product code/part number sequence.

ASSEMBLY LABOR RATE MAINTENANCE & PRINT        E-23

This program is used for maintenance to the labor rate charged on assembly orders.  If zero, zero will be added to the material cost of the order, otherwise the material cost of each item sold will be adjusted for the labor cost applicable

P.O. DOLLARS PLACED DISPLAY/PRINT/MAINTENANCE  E-24

This menu selection shows the dollars placed in purchase orders, broken down by location/product code.  Columns include current day, prior day, month to date, and year to date.

ASSEMBLY LEAD TIME REVIEW & LABOR PERFORMANCE        E-25

This print program will generate a report of all customer assembly orders which have shipped.  It gives a comparison of actual labor vs. estimated labor, in product code/part number sequence with sub totals, and calculates the shop turn around time required on the orders.  The data file should be cleared after printing.

AUTO RELEASE FOR OFF THE SHELF SCHEDULED ORDERS        E-26

There are two (2) options:   Off the Shelf Orders, and Assembly Orders.  

The Off the Shelf option, reviews backlog and determines if material is available, and if the customer due date is within range to print a packing slip.  Packing slips will print for qualifying sales order line items the next time the packing slip print program is executed.

Assembly work orders can be released two ways, first, by date, using P-8, Print KIT List.  Another way is to use this program to review all assembly backlog and determines if the components are available for this order to go into production.  The program works 14 days ahead.  Kit lists would then print, using P-8, to begin building the released orders.  The Assembly Order option is typically not used, because partial kits and shortage reporting would not function.

LETTER OF INTENT MAINTENANCE E-27

A Letter of Intent, or LOI, is a promise from a customer to use a specific quantity of a part over a period of time.  Based on this commitment, special pricing is given to the customer.  By setting up an LOI, the system tracks the quantities released by part number, and further, will reserve material, even though a sales order has not been entered.  The net impact is that inventory is bonded for the customer, based on their commitment.  Reporting includes the units shipped vs. the customer forecasted usage of the part.

INSIDE SALES BACKLOG REPORT        E-28

This program will sort all open customer orders into inside sales customer number sequence and then print a report by inside sales initials with backlog totals.  Options include all locations and/or all sales initials and/or a single location and/or a single sales person.

OUTSIDE SALES BACKLOG REPORT        E-29

This program will sort all open customer orders into outside sales customer number sequence and then print a report by outside sales area with backlog totals.  Options include all locations and/or all sales areas and/or a single location and/or a single sales area..

BACKLOG SORTED BY BUSINESS TYPE E-30

This program will sort all open customer orders into business type/customer number sequence and then print a report with backlog totals.

LOST ORDER ENTRY/DISPLAY/PRINT/PURGE        E-31

This option allows the display/print/purge of lost sales orders.  The data can be useful in stocking commonly quoted parts which, due to no stock, never are ordered by customer.

DAILY BREAK POINT FILE MAINTENANCE        E-32

This program performs maintenance on the daily break point file (re order point).  When a class 1, 6 or 7 item triggers the reorder point, it is posted to this file.  Each time a DAILY BREAK POINT REPORT is printed, all items in the file are reviewed.  This maintenance program will delete those items which are NOT to be purchased.

LEAD TIME MAINTENANCE        E-33

This program changes the lead time (in weeks) by product code.  It will change the entire product code, or a selected commodity code within the product code.  The respective items are immediately changed to the new lead time.  During the execution of the next Automatic Release of Scheduled Orders, the reserve quantities in the backlog will be adjusted accordingly.

LEAD TIME REPORT        E-34

This program prints a report to be used as a worksheet for changing the lead times (in weeks) in the inventory master file.  Options include all or single locations, commodity code or all parts.

DELAY PRINTING OF PO REQUIREMENT FOR PART NUMBER        E-35

 By definition, when a part number is needed to be purchased, it is reported on the E-9-1 report.

This program allows a delay buy date to be entered for any given customer backorder.  Until the delay buy date is reached, the customer backorder will NOT print to purchase in the MATERIAL  REQUIREMENTS REPORT (E-9-1).  The delay is canceled if there is another customer order, or if order maintenance is detected.

REVIEW BACKORDER RESALE PRICE        E-36

This program reviews open customer backlog for low margin orders, and prints an exception report for management action

RESALE/COST PRICE MAINTENANCE SUB MENU        E-37

This sub menu four options: 1) Quantity Break Code Maintenance, 2) Price Break Code Maintenance, 3) Resale Price List Maintenance, and 4) Cost Price List Maintenance.  Each part number stored in the price file must have a quantity break code.  Suggested is the product code plus a 1, 2, 3, etc.  As an example, if Corcom has several quantity breaks, depending upon the value of the part, set up quantity break code  COR1 and COR2.  COR1 may break at 9, 24, 49 and 99, while quantity break code COR2 may break at 24, 99,249 and 999.  Each part number stored in the price file must also either have actual prices or a MULTIPLIER code.  The multiplier code tells the system how to calculate each price break.  The cost file uses the same quantity break codes and multiplier codes as the resale file.

PRINT SCHEDULED OR *ON HOLD* ORDERS BY CUSTOMER        E-38

This program prints all scheduled orders OR all orders entered with a HOLD code, on plain paper.  It is used to review those orders which have one or two schedules left, and which may be ready for rebid or requoting, and to review on hold orders for potential cancellation and/or follow up.

PURCHASING CONTROL REPORT/DISPLAY        E-39

Each time a purchase order is entered in excess of customer backorder requirements, the details are stored in the purchasing control file.  This file should be viewed for "over buys" on a weekly or periodic basis.  This is an excellent way to detect costing errors and gross overbuys!

PRINT PO LISTING        E-40

BY PO NUMBER OR PART NUMBER

This program has two options:  1) Print open supplier purchase orders in purchase order sequence, or 2) Print open supplier purchase orders in product code part number sequence.

PRINT COMPLETED PO LISTING AND PURGE FROM SYSTEM        E-41

This option prints a report of all closed supplier purchase orders, and deletes the data files accordingly.  The report should be run one per month.

SORT AND PRINT PURCHASE ORDERS BY VENDOR NO.        E-42

This option will print open purchase orders for all vendor numbers or for a selected vendor.   It looks ahead based on a user inputted “number of days ahead to report”.

DISPLAY/PRINT CANCELED CUSTOMER ORDERS        E-43

This report prints all canceled customer orders.  The file should be cleared after printing on a periodic basis.

VENDOR FILE MAINTENANCE        E-44

This program allows the user to enter and maintain vendor addresses.

PURCHASE ORDERS BY VENDOR FOR A DATE RANGE        E-45

This option displays or prints a report of all purchase orders entered for a user specified date range, sorted by vendor number.  It is used as an expedite and acknowledgment tool.

MEET COMP. SPECIAL PRICING MAINTENANCE        E-46

This program allows the user to enter, change, delete, display, and print information in the Meet Comp. Price file.  The file stores the following information:  customer, part number, quantity, vendor contact, authorization number, expiration date, book cost, meet comp. (special cost), product manager and comments.

AGED CUSTOMER BACKLOG REPORT  E-47

This program totals and ages customer backorders (“backlog”) by month (past due, then 11 months, plus a beyond column and a total column), sorted by customer, for a selected product code range or all product codes.  formation:  It is a summary report, one line per customers.

SALES ORDER LINE ITEM CHANGE LOG  E-48

This menu selection shows all customer sales order changes and cancellations, including quantity changes, date changes, and deleted orders.  There is a display option, a print option, and a purge option.  The data can be displayed/printed by product manager, or by location/order number.  The purge routine is used to delete the data once it has been reviewed by purchasing.  This is an excellent tool for management review and coordinating purchase order changes in response to customer date changes.

INVENTORY USAGE HISTORY        E-49

This program displays or prints a summary of the last 12 months total units shipped, month by month.  It is the same data shown in B-5-H-S.  

PURCAHSE ORDER LINE ITEM CHANGE LOG        E-50

This menu selection shows all supplier purchase order changes and cancellations, including quantity changes, date changes, and deleted purchase orders.  There is a display option, a print option, and a purge option.  The data is displayed/printed by location/purchase order number, and has an “oldest date to display” filter.  The purge routine is used to delete old data.