* [INCOMPLETE] Quick Start Guide for Purchasing Personnel

How to Maintain Your Parts Catalog on an On-Going Basis

As you already know, the process of keeping your parts list and search catalog up to date is a constant challenge.  Having received a lot of feedback over the years (from many different customers) we suggest you use the following steps and tools in Option #1 below:

Option 1  (Easiest, most automated way)

• This option generally follows this flow: 
• New parts become available. (Supplier sends a spreadsheet of new parts or just adds the parts to their existing list--BUT you do NOT have to figure out what is new).
• You use the OneSource Partslink Wizard (OSPLWiz) to:
• Automatically create new parts in OneSource (and automatically filter out the types of parts you pre-determined you don't ever want to sell).
• Automatically create a search catalog for all the new parts.
• Semi-automatically update the Min / Max levels you'd like to have for the first 6-12 months--until the Auto PO 'Sales History' feature can do it's job for you).
• You run the the Automated Purchase Orders screen to see a list of which parts to buy. (Based on the parts Sales History and/or Min/Max level--depending on how long the part has been in your system).

Option 2  (More time consuming way...)

• This option generally follows this flow: 
• New parts become available. (Supplier sends a spreadsheet of new parts or just adds the parts to their existing list and you have to figure out what is new).
• Import the parts you want to sell. 
• Manually determine and manually enter the search criteria (for each vehicle the part fits) for each new part.
• Manually determine and manually update all changes to your existing parts list (and parts catalog) such as changes in OEM #, OEM Price, Year Range part fits, etc.
• Manually enter a Min / Max level for each new part (since new parts will initially have NO sales history, so no Auto PO can be created from Sales History).
• Use the OneSource Auto PO screen to get price quotes and create PO's (for Containers and smaller loads).

How to Manually Create Purchase Orders

• Click Purchasing > Add New Purchase Order (or press Ctrl+F9).

How to Automatically Create Purchase Orders (for Containers of Items)

• Click Purchasing > Automated Purchase Orders.  (This will open a screen with options to show you which items the system is suggesting you re-order, based on the type and criteria selected by you).

How to Automatically Create Purchase Orders (for Special Order / Buy Out Items)

You have 3 options to choose from to create Purchase Orders for items on Sales Orders that need to be ordered from a local supplier:

• OPTION 1 - Make a PO from the Sales Order.
• Click the Create PO(s) button on the Sales Order screen.  This will create a new Purchase Order for each Supplier listed on each line item (on that Sales Order) that 1--Has the 'PO' (Needs PO) checkbox checked, and 2--Does NOT yet have a PO# in the Purchase Order  field for that line item.
• NOTE1: You can turn on a preference in the Company Setup & Preferences that will automatically select the 'PO' checkbox each time items are placed on a Sales Order (from the QPC) that are out of stock.
• NOTE2: There is a preference in the Company Setup & Preferences called 'Add new PO (Needs PO) items (on Sales Orders) to an open 'Blanket PO' (if one already exists).    
• OPTION 2 - Make a Batch of PO's to buy Special Order items. 
• Click Purchasing > Automated Purchase Orders > Option 2 (Display all (non-ordered) SPECIAL ORDER items on all open Sales Orders.  
• This will display a list of ALL items on ALL Sales Orders that have the PO (Needs PO) checkbox checked but do NOT yet have a PO # in the Purchase Order field (which is displayed on the 2nd line of fields on each Sales Order line item).  
• Review the list of items displayed and select or deselect any items.
• Click Proceed. 
• In the top right corner select the Create PO checkbox for each PO to be created.
• Note: You can also just add the items to an open 'Blanket POs' (you created earlier in the day) by selecting a PO from the Existing PO drop down list.
• Click Create/Add to PO's. This process will then do this for you.
• A PO will be created for each PO you selected (or the items will be moved to an existing PO if selected by you).
• Each applicable PO # will be automatically inserted into each Sales Order line item that is related to the PO.  (This makes is easy to see if the item has been ordered, and easy to automatically OPEN the PO by clicking the magnifying glass button next to the PO on the Sales Order line item). 
• Conversely, after the PO's have been created, each applicable Sales Order # will be automatically inserted into each Purchase Order item that is related to the Sales Order.  (This makes it easy to see which Sales Order is related to that PO Line item, and easy to automatically OPEN the Sales Order by click the Magnifying Glass button next to the Sales Order # on the PO line item).
• OPTION 3 - Manually Add Special Order items to an existing PO.
• You can ADD additional Special Order items to any PO (and automatically link it to the Sales Order line item related to it) following the steps in the scenario below:
• Suppose you created PO 101 to Supplier A with a few line items. 
• Then, suppose your phone rang and another item is placed on a Sales Order (that has the PO ('Needs PO') checkbox checked), and you want to add that item to the existing PO 101 as well... (AND you want to make sure the LINK between the PO and Sales Order is properly created). Here is how to do that:
• Press F9 to find and open PO 101. 
• Manually type the item # on the PO. 
• Then click the Magnifying Glass button next to the EMPTY Sales Order # field (on the PO line item).  (This will display a Pop Up window that shows all of the Sales Order for that day that have that same Item # on it.  You can then click the button to make the link.  This will insert the Sales Order # in the PO line item AND insert the PO # on the related Sales Order line item).

[Start Here] How to Return Items (After They Have Been Invoiced)

• Option 1 - Find the Invoice and Return the Item (to make a related Credit Memo).
• Press F7 to look-up the Invoice (or Press F3 to look up the Customer then click on the Sales History > Invoices > then click on the Magnifying Glass button)
• Enter the the Qty you want to return in the Return column (on the item(s) you want to return).
• Then click the Return Item(s) button.  Note: If you want to return ALL items on the Invoice just click the Return Item(s) button and then type 1 or ALL in the pop-up box, and then click OK..
• NOTE: When you return an item using this method, OneSource enters the original price paid as the amount to refund on each Credit Memo line item created.  OneSource also makes sure that users do not over-return items--meaning it will not allow more items to be returned than what were originally invoiced. 
  
• Option 2 - Create a Credit Memo for the item (without linking it to an Invoice).
• Press Sales > Create Credit Memo (or Ctrl + F8) to create a new Credit Memo.
• Enter the the line items and prices in the same way as you would enter them on a Sales Order or Invoice--except be sure to enter the Quantity as a negative number.  For instance, if you wanted to return 1 of item X then you would enter -1 in the Credit Memo 'Quantity' field.
• Option 3 - Delete the Invoice, Modify the Sales Order, and then Recreate the Invoice.
• NOTE: This option assumes you have enabled the setting (in the Company Setup & Preferences) to have your Invoices automatically inherit the Sales Order # (from which it was created).  It also assumes that you have created the Invoice but have not yet actually delivered the Invoice to the Customer yet. 
• Press F7 to look-up the Invoice (or Press F3 to look up the Customer then click on the Sales History tab> Invoices (from Display drop down list) > then click on the Magnifying Glass button next to whichever Invoice you want to open)
• Once the Invoice has opened, press the Delete button to delete the Invoice.  This will automatically re-open the related Sales Order so you can delete the item or change the Qty Shipped and Qty Ordered on the Item.  You can then click the Create Invoice button to re-create the Invoice.