8.9. Product Procurement

In order to successfully run procurement processes and reports in SocrateCloud, you must first enter product - vendor information, in the Purchasing tab, Product window. The following fields are available:

• Quality Rating -indicates how a vendor is rated (higher number = higher quality);

• Current vendor - this vendor is used by default for pricing and stock replenishment;

• IPC/EAN - Universal Product Code (UPC) / European Article Number (EAN);

• Currency - currency used for purchasing prices below;

• List price (for selected UOM) - reference purhcasing price;

• PO Price (for selected UOM) - actual purchasing price;

• Royalty Amount - included witholdings ammount;

• Price effective - the price is available starting with this date;

• Last PO Price - product price on the last purchase order entered;

• Last Invoice Price - product price on the last invoice order entered;

• UOM - if a conversion between units of measure has been defined, an alternate unit of measure can be selected for purchasing;

  • starting with v17.01, you cannot select an alternative unit of measure if a conversion to the base unit of measure is not defined;

• Minimum Order Qty, Order Pack Qty - are used to define restrictions regarding the ordered quantity using the base UOM defined at product level: multiples of an amount and minimum quantity allowed;

  • the "Minimum Order Qty" and "Order Pack Qty" also determine how the quantity is calculated on orders generated using the following processes:

    • Purchase Order window, Create Lines from;

    • Generate PO from Requisition process;

  • starting with v16.03, when entering a quantity on a purchase order line, for each product - vendor combination, the following are available:

    • on purchase order lines, you cannot enter an amount less than "Order Pack Qty" * "Minimum Order Qty";

    • you can only enter multiples of the value in "Order Pack Qty";

    • only whole numbers can be entered in the "Minimum Order Qty" and "Order Pack Qty" fields;

  • starting with v16.05:

    • amounts with decimals can be entered in the "Order Pack Qty" field, and ar rounded according to the product base UOM;

    • only whole numbers can be entered in the "Minimum Order Qty" field;

    • order quantity restriction algorithm:

      • "Order Pack Qty" = 0, null and/or "Min Order Qty" = 0, null

        • no restrictions are applied to the order quantity;

      • "Order Pack Qty" > 1

        • minimum order quantity allowed = "Order Pack Qty" * "Min Order Qty"

        • the order amount must be a multiple of "Order "Pack Quantity;

      • "Order Pack Qty" = 1

        • minimum order quantity allowed = "Minimum Order Qty"

      • "Order Pack Qty" <1

        • minimum order quantity allowed = "Minimum Order Qty"

        • the order amount must be a multiple of "Order "Pack Quantity;

• Lead Time - the number of days between the order date and the date that delivery was promised;

• Actual Delivery Tme - the actual number of days elapsed between placing an order and the delivery of the order;

• Cost per Order - the fixed charge levied when an order for this product is placed;

• Partner Product Key - the number used by the vendor for this product;

• Partner Category - the category used by the vendor for this product;

• Manufacturer - the product manufacturer (if different from the vendor);

• Discontinued Status, Discontinued - indicates a product that has been discontinued;

• Vendor Price - product price from the vendor price list.

The Product - Current Vendor process can be used to add or update the current vendor for a product in the "Purchasing" tab, "Product" window. If a record for the vendor already exists, "Current Vendor" will be checked for the corresponding record. If not, a new record will be created.