Docking Purchase Orders (MDPO)

Purpose: You have the option of recording a purchase order as "docked" before you receive it. A docked status indicates that you have received inventory associated with the purchase order, but have not yet confirmed items or quantities. You can dock a purchase order just once, or many times for different deliveries. Until you actually receive the purchase order, inventory inquiries do not indicate that any of the associated inventory is on-hand in your warehouse.

A standard process would include:

• dock the purchase order

• count the merchandise and perform quality control

• receive the purchase order

Docking stock provides a record of when the inventory actually arrived at your warehouse, as opposed to when you completed quality control and recorded the receipt. This may be helpful if there is a question on whether the vendor delivered the merchandise on time.

If you dock stock, the system assigns a purchase order receipt control number at the time you dock it. In a multicompany situation, you can define a unique range of numbers in the Number Assignment file for each company. This will keep each company's data separate. In this situation, you cannot use a purchase order receipt control to assign costs to a group of purchase orders.

If you partially receive a docked purchase order, the purchase order status changes back to Open.

Note: To use the Docking Purchase Orders function correctly, you must set the P/O Receipt Control # Entered (A56) field in the System Control file to N, and the P/O Receipt Costing Calculation Method (A57) field must be blank.

In this topic:

• Dock Purchase Orders Screen

• Primary Location Not Defined for PO

• Carton Label

Dock Purchase Orders Screen

Purpose: Use this screen to record a purchase order as "docked" before you receive it through PO Receiving.

How to display this screen: Enter MDPO in the Fast path field at the top of any menu or select this option from a menu.

POR0449 ENTER Dock Purchase Orders 10/03/96 11:47:10 Mail Order Purchase Order Number . . Total Number of Cartons . Total Weight . . . . . . . Shipper Tracking Number . Ship Via . . . . . . . . . Comments . . . . . . . . . Generate Labels . . . . . Y (Y/N) Label Output Queue . . . . QPRINT Print Receiving Worksheet Y (Y/N) F3=Exit F12=Cancel F24=Select company

Field	Description
Purchase order	The number of the purchase order you are docking. You cannot dock a closed purchase order. The system validates that the purchase order number is associated with an open or docked PO. If a purchase order number you enter is not found in your current company, the system will search other companies until it finds a match. Active companies will search only other active companies and inactive companies will search only other inactive companies, based on the setting in the Company file. You must have the Cross company scan field set to Y in the Company file in order to use this function. Numeric, 7 positions; required.
Total number	The total number of cartons you are docking. of cartons Numeric, 5 positions; required.
Total weight	The total weight of all the cartons you are docking. Numeric, 7 positions with a 2 place decimal; optional.
Shipper tracking number	The tracking number assigned by the delivery company for this shipment. Numeric, 20 positions; optional.
Ship via	A code that represents a carrier who delivers merchandise from vendors to your company. Ship via codes are validated against the Purchase Order Ship Via file; see Merchandising Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions; optional.
Comments	A free-form entry field where you can add any additional information to appear on the purchase order you are docking. This field is not currently implemented. Alphanumeric, 25 positions; optional.
Generate labels	This value indicates whether to print carton labels for this purchase order. Valid values are: Y (default) = print labels N (or blank) = do not print labels The system will generate one label for each carton. This label may contain information such as: • the purchase order number • the docking date • the carton number in the total carton count (for example, 13 of 26 and 14 of 26) You must define the carton label program in the System Control and Report Control files. The default program is RFR0080. See Carton Label. Alphanumeric, 1 position; required.
Label output queue	The output queue where the label(s) and/or purchase order receiving worksheet will print. The output queue from the Report Control file will default. Alphanumeric, 10 positions; optional.
Print receiving	This value indicates whether to print the PO Receiving Worksheet (POR0167) or PO Receiving Worksheet (POR0740) for this purchase order. Valid values are: Y (default) = Print worksheet. N (or blank) = Do not print worksheet. Alphanumeric, 1 position; required.

Primary Location Not Defined for PO

A message such as the following displays when you try to dock a purchase order containing one or more items not assigned to a primary location:

Primary Location not defined for PO (222/1/CRATE).

You cannot dock this purchase order until you define a primary location for all of the items. This message only displays if you have the Validate Primary Locations for Purchase Orders (E19) field set to Y in the System Control file.

Carton Label

Sample PO label:

PO#: 0000873   DATE: 10/07/96   00002 OF 00030

Contents:

• purchase order number

• docking date

• carton number in the total carton count

You must define the carton label program in the System Control and Report Control files. The default program is RFR0080. All carton labels go into one spool file.

Note: This print program requires a radio frequency printer.