Once a PrintVis Case gets switched into a certain Order-related Status Code, paper and other job-related items can be purchased.
Companies may have different rules for when to buy the paper.
Usually, purchasing does not happen until all customer credit-related issues have been cleared, job details have been finalized and the job has been scheduled.
A couple of assumptions made for the purpose of demonstration:
1. Since we are printing a large quantity of posters, instead of using the stock from our inventory we have decided to create a separate Purchase Order.
2. Our system has been setup so that the purchasing is allowed when we switch into PLANNING status.
Step 1:
In the Case Card, click on “Purchase Guide” button:
Step 2:
A new window opens, showing all items suggested by PrintVis for this Order.
*** Not all job-related Items may show up in this list, because companies choose to handle purchasing of certain kinds of job-related items differently.
We are interested in buying paper at this point. So, we locate a paper item line on the page:
A – Ordering Quantity. At first, a calculated amount appears in this window, but the purchaser can overwrite it.
*** Paper is purchased in fixed quantities. There are different rules for different kinds of paper.
“Digital cut sheets” are usually purchased in cartons of 500 or 1,000. Larger press sheets can be purchased in cartons or in skids, with different quantities per carton or per skid.
B – Direct Cost PrintVis. The price comes from the Item Card.
*** Paper can be priced differently. Please see another article on how the paper can be priced.
C – Order Need – this quantity is not editable, it will always show the estimated paper quantity.
*** This way we can always see what we decided to purchase by entering the rounded-up amount in the “Ordering Quantity” vs. how much paper the Order really requires.
We do not want to order too much extra paper. In some cases, purchaser may decide to buy a bit less paper if he/she feels that the production will have enough.
D – Qty in PrintVis Orders. This shows the total required quantity for this paper item, based on ALL active Orders we currently have.
If you click on the link,
a new window will open showing that we currently have 2 more active Orders that require the same paper item.
Order M000038 requires 536 sheets on May 28. Order M000040 needs 536 to be here on June 16. Our Order needs 5,192 sheets on June 26.
This is here for purchaser’s reference, very useful quick overview. Close this window.
Step 3:
Enter the data in the following order:
A – round the purchase q-ty up to the a nearest 500:
B – in this dropdown window, select a Vendor company
Click on “Select from full list” and then search for a generic “Paper Vendor” I’ve setup in the system.
Select the Vendor line and lick “OK”
C - tick-off the “Create Order” checkbox:
D – hit the “Create Purchase” button:
E- PrintVis will create a Purchase Order and place a link to it in the "Purchase Quotes / Orders" tab:
F – hit the “Quote / Order” button and you will be taken right into the newly-created Purchase Order document
Step 4:
Purchase Order page will open:
You will see our item on the purchase line, the PrintVis Order number this purchase was originated from, and the rounded-up quantity of 5,500 pieces:
Scroll to the right and you will see the price of $105 per 100lbs and an automatically re-calculated price “per piece” (or per sheet) of $0.0546.
You will also see the “Total” PO amount of $303.30, which is based on 5,500 sheets X $0.0546 per sheet.
At the top, hit the “Release” button.
“Releasing” the PO will “lock” it. At the same time, PrintVis will validate all info on the PO and give us a warning if something is missing. The status will change to “Released”:
To edit the PO, you will need to "Re-open" it (go back into “Release” and select “Reopen”)
At this point, our Purchase Order has been created and is ready to be “received” and “posted”.
NOTES:
You can open the Purchase Orders by going directly into “Purchase Orders” page in PrintVis:
By default, system will show only the Purchase Orders created with your User ID.
To see Purchase Orders made by everyone, make sure you see ALL:
If you go to the “Items” page
and look-up the paper item S202 (a paper item we’ve made a PO for) you will see that we have 5,500 pieces under “Qty in Purch Order”: