Anda di halaman 1dari 41

Epicor ERP

Purchase Contracts Course


10.0.700.2

Disclaimer
This document is for informational purposes only and is subject to change without notice. This document and its
contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its
date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with
regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a
particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is
likely to be unique in their requirements in the use of such software and their business processes, users of this document
are always advised to discuss the content of this document with their Epicor account manager. All information contained
herein is subject to change without notice and changes to this document since printing and other important information
about the software product are made or published in release notes, and you are urged to obtain the current release
notes for the software product. We welcome user comments and reserve the right to revise this publication and/or
make improvements or changes to the products or programs described in this publication at any time, without notice.
The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of
any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage
of the solution(s) described in this document with other Epicor software or third party products may require the purchase
of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements
in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws
and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly
Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of
platform and product compatibility in this document shall be considered individually in relation to the products referred
to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also
stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible
with both of the products running at the same time on the same platform or environment. Additionally platform or
product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and
Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs
released by third parties after the date of publication of this document. Epicor is a registered trademark and/or
trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other
trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation 2014.
All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of
Epicor Software Corporation.

EDE8815905
90521-10-9277-58310702
10.0.700.2
Revision: July 25, 2014 2:40 a.m.
Total pages: 41
course.ditaval

Purchase Contracts Course

Contents

Contents
Purchase Contracts Course.....................................................................................................5
Before You Begin....................................................................................................................6
Audience.........................................................................................................................................................6
Prerequisites....................................................................................................................................................6
Environment Setup..........................................................................................................................................7

Overview.................................................................................................................................8
Application Setup...................................................................................................................9
Company Configuration................................................................................................................................10
Workshop - Verify Company Purchase Schedule Mode Setting................................................................10
Site Configuration Control.............................................................................................................................11
Workshop - Verify Site Purchase Schedule Mode Setting.........................................................................11
User Account Security Maintenance...............................................................................................................12
User Account Maintenance Sheets..........................................................................................................12
Workshop - Set Up Security....................................................................................................................12
Create a New User ID......................................................................................................................12
Log On with the New User ID..........................................................................................................14
Buyer Maintenance........................................................................................................................................15
Workshop - Set Up a Buyer.....................................................................................................................15
Supplier Maintenance....................................................................................................................................16
Supplier Maintenance Sheets..................................................................................................................16
Workshop - Create a Supplier.................................................................................................................17
Part Maintenance...........................................................................................................................................18
Part Maintenance Sheets........................................................................................................................19
Part Maintenance Sheets........................................................................................................................19
Workshop - Create a Part.......................................................................................................................21
Approve a Supplier..........................................................................................................................22
Production Calendar Maintenance.................................................................................................................23
Production Calendar Sheets....................................................................................................................23
Supplier Periodicity Maintenance....................................................................................................................24
Workshop - Define Supplier Periodicity Codes.........................................................................................24
Part Schedule Maintenance............................................................................................................................25
Workshop - Part Schedule.......................................................................................................................26

Daily Processing....................................................................................................................28
Sales Orders...................................................................................................................................................31
Workshop - Create a Sales Order............................................................................................................31
Purchase Orders.............................................................................................................................................32
Workshop - Enter a Contract Purchase Order..........................................................................................33
Evaluate the Results.........................................................................................................................34
Generate Purchasing Suggestions..................................................................................................................34
Workshop - Generate Purchasing Suggestions........................................................................................35

Epicor ERP | 10.0.700.2

Contents

Purchase Contracts Course

Generate Purchase Schedules.........................................................................................................................36


Workshop - Generate a Purchase Schedule.............................................................................................36
Purchase Schedule Approval..........................................................................................................................37
Workshop - Purchase Schedule Approval................................................................................................38
Evaluate the Results.........................................................................................................................38
Purchase Contract Schedule Report................................................................................................................39
Purchase Contract Schedule Tracker...............................................................................................................39

Conclusion.............................................................................................................................40

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Purchase Contracts Course

Purchase Contracts Course


This course is designed to introduce topics related to the Purchase Contracts process.
This course works with master files and configuration settings required to successfully operate the Purchase
Contracts module.
Upon successful completion of this course, you will be able to:
Set up suppliers.
Create purchase delivery schedules and approvals.
Describe purchasing configuration and master files.
Set up and maintain a part and part schedule.
Set up periodicity codes.
Work with the purchase order entry process to create a contract purchase order.
Use the generate purchase schedules process to create purchase schedule suggestions.
Approve generated purchase schedule suggestions.

Epicor ERP | 10.0.700.2

Before You Begin

Purchase Contracts Course

Before You Begin


Read this topic for information you should know in order to successfully complete this course.

Audience
Specific audiences will benefit from this course.
Purchasing Staff/Buyer

Prerequisites
To complete the workshops in this course, the necessary modules must be licensed and operating in your training
environment. For more information on the modules available, contact your Epicor Customer Account Manager
at EpicorCAM@epicor.com. It is also important you understand the prerequisite knowledge contained in other
valuable courses.
Navigation Course - This course introduces navigational aspects of the Epicor application's user interface.
Designed for a hands-on environment, general navigation principles and techniques available in two user
interface modes - Classic Menu and Modern Shell Menu. Workshops focus on each of these modes and
guide you through each navigational principle introduced.
Parts Course - This course introduces the building blocks that make up Part Maintenance. It focuses on the
importance of Part Maintenance, required maintenance program setup, key fields, manufactured and purchased
part setup, and commonly used reports and trackers.
Knowledge Camp Course - This course provides a high level overview of the quote to cash flow through
the Epicor application. You begin with how to create a quote, process it as an order, and fill the order across
production planning and purchasing. The course also covers the manufacturing plan and shipment of parts
to a customer, as well as how to process invoices, enter cash receipts, and generate supplier payments.
Purchase Management Course - This course focuses on the Purchase Management process. This process
includes the creation and approval of purchase orders (POs) and requisitions, managing suppliers and their
price lists, working with purchase order suggestions, and monitoring the purchase order process using related
reports and trackers. The advanced functionality in the Supplier Relationship Management and Purchase
Contract modules also aids in managing purchase orders.
Suppliers Course - This course covers the supplier record and the information located within Supplier
Maintenance.
Recommended Industry Knowledge: - Knowledge of supplier receipt delivery and purchasing, in general,
is helpful in understanding this course.

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Before You Begin

Environment Setup
The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
The following steps must be taken to successfully complete the workshops in this course.
1.

Verify the following or ask your system administrator to verify for you:
Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.
The Epicor demonstration database is at the same service pack and patch as the Epicor
application. Epicor's education team updates the Epicor demonstration database for each service pack
and patch. If your system administrator upgrades your Epicor application to a new service pack or patch,
he or she must also download the corresponding Epicor demonstration database from EPICweb > Support
> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completing
the course workshops.
Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written
the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users
from manipulating the data in your installation of the Epicor demonstration database.

2.

Log in to the training environment using the credentials manager/manager. If you are logged into your
training environment as a different user, from the Options menu, select Change User.

3.

From the Main menu, select the company Epicor Education (EPIC06).

4.

From the Main menu, select Main.

Epicor ERP | 10.0.700.2

Overview

Purchase Contracts Course

Overview
Use the Purchase Contracts Management (PCM) module to create a delivery schedule for specific suppliers or
products that you purchase regularly. Purchase contracts convert requirements calculated by the Generate Purchase
Suggestions process into purchase schedule suggestions.
The following graphic demonstrates the purchasing process flow and where the purchase scheduling occurs.

The resulting schedule suggestions go through an approval process to create purchase schedules. Once approved,
the related contract purchase order automatically generates line releases to add to the schedule. Subsequently,
this schedule can be adjusted automatically to meet the supplier's changing requirements, production efficiency,
and inventory values. This functionality provides time, accuracy, and efficiency benefits.

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Application Setup

Application Setup
This section describes the master files setup that impacts the Purchase Contracts module. In order to facilitate
purchase delivery schedules, the following master file definitions are required:
Verify company and site configuration parameters
Set up user security
Set up buyers
Create parts
Create a production calendar
Set up suppliers
Set up periodicity codes
Create the part schedule

Epicor ERP | 10.0.700.2

Application Setup

Purchase Contracts Course

Company Configuration
Company Configuration defines the available options for companies in the Epicor application. Use these options
to customize the application to best fit each company within your organization.
When you install the Epicor application, one company record is created by default. You use this program to define
how the company interacts with the various modules you have licensed.
Prior to generating purchase schedules, you specify the purchase schedule mode you use for this company; this
designates how the purchase schedule generation process handles time slotting of related demand requirements.
You define these settings at the:
Schedule Fixed in Period - Within the resulting purchase schedule delivery dates, the demand for the Period
1 and Period 2 (if set) in Part Schedule Maintenance will not be moved (not pulled forward), it simply remains
on its calculated delivery date. This is the default value for this field.
Example If Period 1 is set to Weekly, the demand for next week is fixed; it remains in the week it
occurs and is not moved. This means the demand shows up in, and is scheduled for, next week (likewise,
the same happens for Period 2, if it is being used). If Period 1 is set to Month, the demand for next
month is remains fixed in that month and is not moved, and so on.
Schedule Forward One Period - Within the resulting purchase schedule delivery dates, the Epicor application
pulls the calculated demand requirements for the part forward in time to the next earlier delivery date, within
the established (overall) delivery date schedule. Additionally, if this results in a demand quantity being slotted
into a date that falls into the Past Due slot, that demand quantity will be added into the Past Due amount.
Example If you have a resulting delivery schedule with dates of Monday and Thursday for the next
four weeks, and today is Sunday, then this Monday moves to past due, this Thursday moves to this
Monday, next Monday moves to this Thursday, next Thursday moves to next Monday (and so on),
through the balance of the delivery schedule.
You define these settings at the:
Company level in the Company Configuration > Modules > Material > Purchase > Detail sheet.
Site level in the Site Configuration Control > Modules > Material > Inventory > General > Detail sheet.
(Most specifically) at the part schedule level in the Part Schedule Maintenance > Detail sheet.
Menu Path
Navigate to this program from the Main Menu:
System Setup > Company/Site Maintenance > Company Configuration

Workshop - Verify Company Purchase Schedule Mode Setting


In this workshop, designate the purchase schedule mode setting for the company.
Navigate to Company Configuration.
Menu Path: System Setup > Company/Site Maintenance > Company Configuration
1. Navigate to the Modules > Materials > Purchase sheet.
2. In the Purchase Schedule Mode field, select Schedule Fixed in Period.

10

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Application Setup

3. Click Save and exit Company Configuration.

Site Configuration Control


Use Site Configuration Control to define how each site interacts with various functions in the Epicor application
such as the Inventory Management, Production Management, Shipping/Receiving, Time Management, and
Expense Management modules.
You first create site records through Site Maintenance. You then open each record within Site Configuration
Control to define parameters for several application functions.
Use the Purchase Schedule Mode field in the Modules > Material > Inventory > General > Detail sheet to
override the company-level purchase schedule mode setting for a specific site.
Important Before you can open a site record in Site Configuration Control, you may need to have your
System Administrator give you security rights to that site in your user account.
Menu Path
Navigate to this program from the Main Menu:
System Setup > Company/Site Maintenance > Site Configuration
Important This program is not available in the Epicor Web Access.

Workshop - Verify Site Purchase Schedule Mode Setting


In this workshop, designate the purchase schedule mode setting for the Main site.
Navigate to Site Configuration Control.
Menu Path: System Setup > Company/Site Maintenance > Site Configuration
Important This program is not available in the Epicor Web Access.

1. Click the Site button.


2. In the Site Configuration Search, search for and select Main.
3. Navigate to the Modules > Inventory Management > General > Detail sheet.
4. In the Purchase Schedule Mode field, select Schedule Fixed in Period.
5. Click Save and exit Site Configuration Control.

Epicor ERP | 10.0.700.2

11

Application Setup

Purchase Contracts Course

User Account Security Maintenance


Use User Account Security Maintenance to enter basic information, security access, and application privileges
for users. Anyone who accesses the Epicor application must be set up in this program.
Users must have a defined user ID, name, and password. In this program, you can also define addresses, phone
numbers, and other company information.
Users are commonly created by the Epicor application implementation team. The System Administrator grants
security permissions based on the user's role in the company.
Menu Path
Navigate to this program from the Main Menu:
ICE External > Security > User Security
System Setup > Security Maintenance > User Account Security Maintenance
Important This program is not available in the Epicor Web Access.

User Account Maintenance Sheets


Detail Sheet
Use the Detail sheet to enter basic user account information such as user ID, name, address, phone numbers,
and password.
You can also use this sheet to add new user records, edit existing records, and delete existing user records.
Options Sheet
Use the Options sheet to establish security rights in the application.
Security rights include:
Security Manager rights.
Choose the privileges for each user account.
Select various account options available to each user.
Company > Detail Sheet
Use the Company > Detail sheet to define the internal and external companies to which the user has access.

Workshop - Set Up Security


This workshop demonstrates how to create a user with buyer permissions. This new user ID and password is used
throughout this course.

Create a New User ID


Navigate to User Account Security Maintenance .
Menu Path: System Setup > Security Maintenance > User Account Security Maintenance
Important This program is not available in the Epicor Web Access.

1. From the New menu, select New User.

12

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Application Setup

2. In the User ID field, enter your first initial and last name and press Tab.
3. In the Name field, enter your full name.
4. Select the Expire Password check box.
5. In the E-mail field, enter your email address.
6. Accept defaults for the remaining fields.
7. Navigate to the Options sheet.
8. Select the following check boxes to gain the appropriate rights throughout the application for workshops
in this course:
Customize Privileges
Allow Personalization
Dashboard Developer
BPM Advanced User
BAQ Advanced User
Can Maintain Quick Search
Can Maintain Enterprise Quick Search
Can Maintain Themes
Allow Password Change
Allow Enterprise Search
Allow Epicor Web Access
Allow Mobile Access
Allow Multiple Sessions
Allow Main Menu Tabs
Can Change Save Settings On Exit
Can Maintain Favorites Programs
9. From the New menu, select New Company.
The Company > Detail sheet displays.
10. In the Company field, select Epicor Education.
11. From the Available Sites pane, select Main.
12. Click the single arrow button to add the site to the Authorized Sites pane.
13. Navigate to the Detail sheet.
14. Clear the Account Disabled check box.
15. Click Save.
16. Exit User Account Security Maintenance.

Epicor ERP | 10.0.700.2

13

Application Setup

Purchase Contracts Course

Log On with the New User ID


1. Navigate to the Home Page, and then click the Settings tile.
2. On the Settings Page, in General Options, click Change User.
The Log on window displays.
3. Enter the User ID created in the previous workshop task (your user name is your first initial and last name)
and click the right arrow button.
When logging on for the first time with a new user ID, no password is required.
The Password Expired window displays indicating that the password has expired and only two logins are
left.
4. In the Password Expired window, click Yes.
5. Leave the Current Password field blank.
6. In the New Password and Confirm Password fields, enter your new password.
7. Click OK.

14

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Application Setup

Buyer Maintenance
Use Buyer Maintenance to create records for buyers responsible for your company's purchasing activities.
A buyer must first be defined as a system user and then added as an authorized user for the Buyer ID.
Buyers are specified in the purchase orders you create.
Buyer Maintenance is a key setup program, as you use it specify approved purchase amount limits for each buyer.
If you use consolidated purchasing, you will also need to create identical buyer records within all of the companies
that use the consolidated PO process.
The Buyer ID is used as a search or filter field for PO Suggestions and Part Class purchasing.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Purchase Contracts Management > Setup > Buyer
Material Management > Purchase Management > Setup > Buyer
Material Management > Supplier Relationship Management > Setup > Buyer

Workshop - Set Up a Buyer


In this workshop, set up a default buyer and create a contract purchase order.
Navigate to Buyer Maintenance
Menu Path: Material Management > Purchase Contracts Management > Setup > Buyer
1. From the New menu, select New Buyer.
2. In the Buyer field, enter your User ID (your first initial and last name).
3. In the Name field, enter your name.
4. From the New menu, select New Authorized User.
The Authorized Users sheet displays.
5. In the User field, select your name.
6. Select the Default Buyer check box.
7. Click Save.
8. Exit Buyer Maintenance.

Epicor ERP | 10.0.700.2

15

Application Setup

Purchase Contracts Course

Supplier Maintenance
Use Supplier Maintenance to create supplier records. Suppliers are businesses from whom you purchase products
and services. Supplier records are used in several programs and are crucial for creating purchase orders and
Accounts Payable (AP) invoices.
A supplier record must first be on file in the Epicor ERP application before that supplier is available on a purchase
order, or as an approved supplier specific to a part, part class, or customer record.
Supplier records define several options which activate functionality you use throughout the Epicor application.
Use this program to define how taxes are levied and payments are made against purchases through each supplier.
If you buy parts from multiple locations from a supplier, you can define each purchase point within supplier
records. Users can then select these purchase points on purchase orders and other records. Supplier records also
contain information on shipping manifests, so you can indicate how this organization ships part quantities to
your company.
Supplier records are needed for various multi-company processes. A supplier record can be defined as a global
record within a parent company, and then child companies within your organization can link to this record. As
changes are made to a global supplier record, these changes automatically update within the linked child records.
Supplier records can then be used for central payments, inter-company trading, and consolidated purchasing. If
your organization has the Multi-Site license, you can leverage this functionality.
Note Once a supplier record is created, use the Supplier Search window to search for and select a specific
supplier record. The search results can be sorted by Country, ID, Name, or Tax ID Num. The Tax ID Num
is important in some countries as businesses identify vendors through their Tax ID number.
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Payable > Setup > Supplier
Financial Management > Multi-Site > Setup > Supplier
Material Management > Inventory Management > Setup > Supplier
Material Management > Purchase Contracts Management > Setup > Supplier
Material Management > Purchase Management > Setup > Supplier
Material Management > Supplier Relationship Management > Setup > Supplier
Production Management > Job Management > Setup > Supplier
Production Management > Quality Assurance > Setup > Supplier
Service Management > Expense Management > Setup > Supplier
Service Management > Time Management > Setup > Supplier

Supplier Maintenance Sheets


The sheets in Supplier Maintenance are described below.
Supplier > Detail Sheet
Use the Supplier > Detail sheet to establish the Supplier ID, name, and other high level information for the
supplier.

16

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Application Setup

Purchase Points > Detail Sheet


Use the Purchase Points > Detail sheet to add, define, format, and maintain alternate addresses for the supplier
as well as specific contacts and manifest information for the other addresses. To review the supplier's main
remit-to address, use the Supplier > Address sheet. Purchase Points are locations from which the supplier ships
material or provides services for your company.
Contacts > Detail Sheet
Use the Contacts > Detail sheet to define and maintain multiple contacts for the suppliers main location. You
can also add attributes, comments, and name details for each supplier contact.
Banks > Detail Sheet
Use the Banks > Detail sheet to define the supplier's pay-to location. Once set up, this suppliers account is
available within AP Payment Entry. All payments for this supplier are sent to the defined location.
Attributes Sheet
Use the Attributes sheet to select attributes that apply to the supplier or supplier contact.
SRM Sheet
Use the SRM (Supplier Relationship Management) sheet to establish rating information for this supplier. This
information assists in the decision to purchase goods or services from this supplier.
Manifest Info Sheets
Use the Manifest Info sheets to establish both general and specific information that pertains to the supplier's
carrier options.
GL Controls > Detail Sheet
Use the GL Controls > Detail sheet to select the GL Control or controls to determine the accounts and journal
codes used to post transactions.
Tax Exemptions > Detail Sheet
Use the Tax Exemptions > Detail sheet to define the supplier specific exemptions.
In cases where multiple exemptions are specified for a document, the application uses the highest exemption.
For more information on Suppliers, refer to the Application Help.

Workshop - Create a Supplier


In this workshop, create a new supplier with purchase point information.
Navigate to Supplier Maintenance.
Menu Path: Material Management > Purchase Contracts Management > Setup > Supplier
1. From the New menu, select New Supplier.
2. In the Supplier field, enter XXX-Vend (where XXX are your initials).
3. In the Name field, enter your name.
4. In the Currency and Language fields, accept the defaults.

Epicor ERP | 10.0.700.2

17

Application Setup

Purchase Contracts Course

5. In the Terms field, select 2/10 Net 30 (2% 10 days net 30).
6. Click Save.
7. Exit Supplier Maintenance.

Part Maintenance
Use Part Maintenance to enter or update part information. Parts are either purchased items you use for raw
materials or subassemblies or manufactured items you use to fill sales orders.
Each part record contains crucial data you may need for purchase or production needs. A part record contains
general information such as part number, description, and search criteria. Also, a part record defines inventory
information, which includes unit of measure (UOM) options for sales, purchases, inventory, non-stock classifications,
serial number tracking, and weight values. You also define warehouse and bin information for each part, including
Minimum, Maximum, and Safety Stock quantities. If this part is included in a sales kit, define these parameters
as well.
When you set up a part, you can access it from each site within the company, and use it on jobs. You can also
select parts as materials on quote, job, or part methods of manufacturing. If you use the Engineering module,
purchased or manufactured parts on a bill of material must have a record set up in Part Maintenance.
Tip Most modules do not require parts to exist in Part Maintenance, but it is recommended that you enter
parts in this program, as each record requires little data and can save you data entry time later.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Inventory Management > Setup > Part
Material Management > Purchase Contracts Management > Setup > Part
Material Management > Purchase Management > Setup > Part
Material Management > Supplier Relationship Management > Setup > Part
Production Management > Engineering > Setup > Part
Production Management > Job Management > Setup > Part
Production Management > Material Requirements Planning > Setup > Part
Production Management > Quality Assurance > Setup > Part
Sales Management > Configurator Management > Setup > Part
Sales Management > Demand Management > Setup > Part
Sales Management > Order Management > Setup > Part
Service Management > Field Service > Setup > Part
For CRM users, the Main Menu appears as:
Customer Relationship Management > Configurator Management > Setup > Part
Customer Relationship Management > Order Management > Setup > Part

18

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Application Setup

Part Maintenance Sheets


The following are some of the more important sheets in Part Maintenance that directly impact inventory processing
in the Epicor application.
Part > Detail
Use the Part > Detail sheet to set up new part records and to modify the main details of existing part records.
Part > Revisions > Detail
Use the Part > Revisions > Detail sheet to establish revisions for the current part. You must set up part revisions
if you implement the Engineering module.
Part > UOMs > Detail
Use the UOMs > Detail sheet to view unit of measure (UOM) information and to enter UOM conversion, net
volume. You can also establish Global Trade Item Number (GTIN-14), European Article Number (EAN-8, EAN-13
and EAN-14), and Universal Product Code (UPC-12) product codes for a specific part and UOM. When you enter
or scan these product codes in any Part field, the application replaces it with the associated part number.
Part > Sites > Detail
Use the Part > Sites > Detail sheet to specify site information about the part. This information includes the site
name, associated primary warehouse, ordering information, transfer information, manufacturing information,
and purchasing information.
Parts can be unique by company and site. A part can be labeled as a stocked item in one site and a non-stock
item in another.
Part > Sites > Warehouses
Use the sheets under the Warehouses tab to enter and update warehouse information associated with the
current site. This includes:
Specifying parameters that designate how material requirements for the part should be replenished in a
specified warehouse, or warehouse bin, using the Kanban or Replenishment Workbench (distribution
replenishment) functions in the Epicor application.
Designating the default bin that should appear for inventory transactions entered for a part and warehouse.
This becomes the default bin number displayed in the Bin field in Inventory Management programs, and can
be overridden as needed.
Reviewing on-hand inventory bin quantities for a part in a selected warehouse.
Entering count parameters for specific parts in specific warehouses. These include setting ABC codes, specifying
cycle count intervals, and quantity, percent, and value tolerances.

Part Maintenance Sheets


Part > Detail Sheet
Use the Part > Detail sheet to set up new part records and to modify the main details of existing part records.
The following fields are important to understand when reviewing the Part > Detail sheet.
Non-Stock Item
When you select the Non-Stock Item check box, it indicates the part is not normally stocked in inventory. Both
purchased and manufactured parts can be stocked or non-stocked. If you enter a non-stocked part in Part

Epicor ERP | 10.0.700.2

19

Application Setup

Purchase Contracts Course

Maintenance, its default description displays (similar to stocked items) when you enter the associated part number
on an order or a job. The decision made to stock or not, affects all the transactions in the application.
The Non-Stock Item check box determines how requirements for a part are satisfied:
If a manufactured part is marked as a non-stock item, this means the part is not normally stocked; therefore,
all requirements are satisfied by jobs. If the requirement is from a sales order, that sales order is linked to a
job that satisfies the demand. If the requirement is from another part (for example, the current part is a
sub-assembly), the demand is satisfied by creating a sub-assembly level on the same job.
If a manufactured part is marked as a stock item, this indicates all requirements are satisfied from inventory
and creates allocations to pull the material on the date needed. Requirements include any minimum, maximum,
and safety stock levels, as well as requirements from sales orders or other jobs.
If a purchased part is marked as a non-stock item, this means the part is not normally stocked; therefore, all
requirements are satisfied by purchase orders linked to the job that created the requirement. This creates a
purchasing suggestion for the part.
If a purchased part is marked as a stock item, this indicates all requirements are satisfied from inventory and
creates allocations to pull the material on the date needed. Requirements include any minimum, maximum,
and safety stock levels, as well as requirements from sales orders or jobs.
If a sales kit is marked as a non-stock item, this means the part is not normally stocked; therefore, all
requirements are satisfied by jobs. If the requirement is from a sales order, that sales order is linked to a job
which satisfies the demand.
If a sales kit is marked as a stock item, this indicates all requirements are satisfied from inventory and creates
allocations to pull the sales kit on the date needed. Requirements include any minimum, maximum, and safety
stock levels, as well as requirements from sales orders or other jobs.
Quantity Bearing
When you select the Quantity Bearing check box, it indicates full inventory functionality is supported for the
part. Inventory transactions to and from stock change the inventory balance of the part.
When this check box is cleared, the application does not maintain an on-hand inventory balance for the part.
Part
The Part field contains a series of characters that uniquely identifies this part. If creating a new part, enter a
meaningful identifier for the part number, such as type or measurements.
Type
The Type field indicates whether or not the specific part is purchased, manufactured, or is a sales kit. Type is
used as a selection criteria on various reports and searches. It does not restrict the use of the part in any way.
You can select to manufacture any part marked as purchased or manufactured. When a part is flagged as a sales
kit item, the sales kit parameters become available.
Group
The Group field identifies the product group to which the part is assigned. A product group classifies groups of
finished inventory parts. Product groups are important because they provide the following functions:
Categorizes sold items
Sorts reports by what is sold
Directs a revenue stream in the general ledger (GL)
Part > Revisions > Detail Sheet
Use the Part > Revisions > Detail sheet to establish revisions for the current part. You must set up part revisions
if you implement the Engineering module.

20

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Application Setup

Part > Alternates > Detail Sheet


Use the Part > Alternates > Detail sheet to set up substitute and complement parts for an item in Part
Maintenance. A list of part substitutions are then available when entering sales orders and purchase orders for
the part.
Part > Sites > Detail Sheet
Use the Part > Sites > Detail sheet to specify site information about the part. This information includes the site
name, associated primary warehouse, ordering information, transfer information, manufacturing information,
and purchasing information.
Parts can be unique by company and site. A part can be labeled as a stocked item in one site and a non-stock
item in another.
Part > UOMs > Detail Sheet
Use the Part > UOMs > Detail sheet to define UOM (unit of measure) codes. You can specify the symbol that
prints on reports, when a UOM code is used for a transaction, and how decimal quantities should be handled
for transactions that use the UOM code. Once a UOM code is defined, the code cannot be deleted, but can be
marked as inactive so that it is no longer available for use.

Workshop - Create a Part


In this workshop, create a part to be purchased in a later workshop.
Navigate to Part Maintenance.
Menu Path: Material Management > Purchase Contracts Management > Setup > Part
1. From the New menu, select New Part.
2. In the Part field, enter BR-XXX (where XXX are your initials).
3. In the Description field, enter XXX Stainless Steel (where XXX are your initials).
4. In the Type field, verify Purchased defaults.
5. In the Primary UOMs field for Inventory, verify EA defaults.
6. In the Primary UOMs field for Sales, verify EA defaults.
7. In the Primary UOMs field for Purchasing, verify EA defaults.
8. In the Class field, select Steel.
9. Click Save.
10. Navigate to the Part > Sites > Warehouses > Detail sheet.
11. In the Warehouse field, verify Main defaults.
12. Navigate to the Part > Sites > Warehouses > Primary Bin sheet.
13. In the Primary Bin field, select 01-02-01.
14. Navigate to the Part > Sites > Detail sheet.

Epicor ERP | 10.0.700.2

21

Application Setup

Purchase Contracts Course

15. In the Supplier field, enter XXX-Vend (where XXX are your initials) and press Tab.
16. In the Min On-Hand field, enter 200.
17. Click Save.
18. Remain in Part Maintenance.

Approve a Supplier
1. From the Actions menu, select Approved Suppliers.
Approved Supplier Maintenance displays.
2. From the New menu, select New Approved Supplier.
3. In the Supplier field, enter XXX-Vend (where XXX are you initials) and press Tab.
4. Click Save.
XXX-Vend is now an approved supplier for part BR-XXXX.
5. Exit Approved Supplier Maintenance.
6. Click Save.
7. Exit Part Maintenance.

22

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Application Setup

Production Calendar Maintenance


Use Production Calendar Maintenance to define working and non-working days for scheduling purposes.
Your company may define one production calendar for the entire company or separate production calendars
that can be assigned to sites, resource groups, and suppliers.
Maintain the production calendar periodically to keep it up to date with current working days. The calendar
should always contain as many days forward and backward from the current date as your scheduling dictates.
Pertinent scheduling information is stored with the job; therefore, you can change your production calendar
without affecting the jobs that are scheduled during the period you are changing. You may want to reschedule
specific jobs to reflect the new or updated production calendar.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Purchase Contracts Management > Setup > Production Calendar
Production Management > Job Management > Setup > Production Calendar
Production Management > Material Requirements Planning > Setup > Production Calendar
Production Management > Scheduling > Setup > Production Calendar
Important This program is not available in the Epicor Web Access.

Production Calendar Sheets


The production calendar is divided into four sheets: Hours Per Day, Working Days, Where Used and Week Numbers.
Hours Per Day Sheet
Use the Hours Per Day sheet to establish the number of working hours per each day of the week for your
calendar.
Working Days Sheets
Use the Working Days sheets to define the number of working days available for the current production calendar.
Where Used Sheets
Use the Where Used sheets to review the sites, resource groups, and suppliers to which a calendar is assigned.
Information cannot be entered on these sheets; they are for display only.
Week Numbers Sheet
Use the Week Numbers sheet to establish week numbers and week ranges for the production calendar. Week
numbers are useful to establish purchase contracts for suppliers.

Epicor ERP | 10.0.700.2

23

Application Setup

Purchase Contracts Course

Supplier Periodicity Maintenance


Use Supplier Periodicity Maintenance to maintain periodicity codes, either for a site or a supplier in the site.
The Epicor application uses these codes to determine scheduling rules for the supplier or site assigned to the part
during purchase schedule generation. You generate purchase schedules in Generate Purchase Schedules
process, or by selecting the Include Contract PO Parts and Run Generate Purchase Schedules check boxes
in Generate Purchase Suggestions or Process MRP.
Periodicity codes dictate the required intervals for deliveries being made for a scheduled item. These can be set
up on a company basis, site basis, or site and supplier basis. There are six available periodicity codes:
Daily - Deliveries on a daily schedule.
Semi-Weekly - Two delivery dates per week, based on the definition of a Week period (see Weekly).
Weekly - Weekly delivery schedule on a specific day of week. A Week period is always a Sunday thru a
Saturday, as defined by the system calendar format. The Epicor application uses this period definition universally
in the Purchase Contracts module to determine dates, weeks, months.
Weekly Not Last Week of the Month - Same as Weekly, however, it excludes the last week of the month.
This is based on the definition of a Week period (see Weekly) and a Month period (see Monthly).
Monthly - Specific day of the week and the week number for monthly deliveries (for example, second Thursday
of each month). The Epicor application determines a Month period by the first occurrence of a Sunday in the
calendar month (Monthly Period Start). The end day of the period of a month (Month Period End) is the
Saturday prior to the first Sunday in the next calendar month. For example, the demand for March 2013 starts
on March 3 and ends on April 6.
Nth Day of the Month - Specific delivery date each month, based on the definition of a Month period (see
Monthly). For example, the 15th of every month.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Purchase Contracts Management > Setup > Supplier Periodicity

Workshop - Define Supplier Periodicity Codes


In this workshop, define supplier periodicity codes.
Navigate to Supplier Periodicity Maintenance.
Menu Path: Material Management > Purchase Contracts Management > Setup > Supplier Periodicity
1. Click New.
2. In the Site field, select Main.
3. In the Supplier field, enter XXX-Vend (where XXX are your initials).
4. In the Weekly pane, select the Rules check box.
5. In the Delivery Day field, select Thursday.
6. In the Nth Day of the Month pane, select the Rules check box.
7. In the Day of the Month Delivery field, enter 16.

24

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Application Setup

8. Click Save.
9. Exit Supplier Periodicity Maintenance.

Part Schedule Maintenance


Use Part Schedule Maintenance to establish part schedules. Every inventory part ordered through the Purchase
Contract functionality must have an established part schedule.
You define the following part schedule information:
Period 1, Period 2, working Calendar days, Period Shift Days and Minimum Quantities settings.
Six scheduling period settings ( Daily, Semi-Weekly, Weekly, Weekly Not Last Day of the Month, Monthly,
and Nth Day of the Month) are available that specify when supplier deliveries should be made for a purchase
contract for a particular part. You can select these period settings individually for Period 1 and Period 2
calculations.
Supplier share percentages the Epicor application uses to create schedules from related purchase suggestions.
A forecast of when the schedule should be created and how far in advance purchase schedules must be
converted into purchase order releases.
When you use the Purchase Contracts module, you first generate purchase order suggestions resulting in suggested
demand records on a particular due date. You then generate purchase schedules for these suggestions. When
you do this, the Epicor application uses the duration of the associated contract purchase order and Period 1,
Period 2, working Calendar days, Period Shift Days, Minimum Quantities settings (as defined in Part Schedule
Maintenance) to determine how the related demand requirements should be slotted. It combines these settings
with the associated Supplier Periodicity settings to determine the resulting part schedule per supplier.
Example You define a purchase schedule for Part A in a unit of measure of EA (Each), Periodicity 1 of
Daily, with a minimum quantity of 120 EA, and Periodicity 2 of Monthly, and a minimum quantity of 400
EA. You also create a purchase schedule in a unit of measure of Box (BX), with a Periodicity 1 of Nth Day
of the Month, a minimum quantity of 20 BX, and a Periodicity 2 of Monthly Forward and a minimum
quantity of 500 BX.
The different part schedules are not summarized if there is a contract for a unit of measure of Box and
another unit of measure of Each. Two suggestions and purchase orders are created (one for BX, and the
other for EA). The UOM codes defined in the contracts are used as the Our Quantity UOM code and as
the Supplier Quantity UOM when creating PO suggestions.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Purchase Contracts Management > Setup > Part Schedule

Epicor ERP | 10.0.700.2

25

Application Setup

Purchase Contracts Course

Workshop - Part Schedule


In this workshop, set up a part schedule for a specific part and supplier.
Navigate to Part Schedule Maintenance.
Menu Path: Material Management > Purchase Contracts Management > Setup > Part Schedule
1. Click the Part Schedule button.
The Part Schedule Search window displays.
2. In the Table field, select Part.
3. In the Starting At field, enter BR-XXX (where XXX are your initials) and click Search.
4. In the Search Results grid, select BR-XXX (where XXX are your initials) and click OK.
The Record not found. Add new? message displays.
5. To the message, click Yes.
6. Verify the Purchase Schedule Active check box is selected.
7. In the Calendar field, enter D5H10 and press Tab.
This calendar is for 5 days a week and 10 hours per day.
8. In the Purchase Schedule Mode field, verify that Schedule Fixed in Period displays.
9. In the Periodicity Settings pane, enter the following information:
Field

Data

Period 1

Weekly

Min. Quantity

10

Period 2

Nth Day of the Month

Min. Quantity

50

Minimum Period 1 Shift Days

Minimum Forward Span

Accept the default

10. In the Schedule Planning pane, enter the following information:


Field

Data

Schedule Firm

180

Schedule Length

180

Order Cover

180

Print Length

180

11. Navigate to the Suppliers > Detail sheet.

26

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Application Setup

12. From the New menu, select New Supplier.


13. In the Supplier field, enter XXX-Vend (where XXX are your initials) and press Tab.
14. In the Percentage Share field, enter 100.
15. Click Save and exit Part Schedule Maintenance.

Epicor ERP | 10.0.700.2

27

Daily Processing

Purchase Contracts Course

Daily Processing
This section of the course reviews the Purchase Contract Management process. The process includes the following:
Create contract purchase orders.
Generate and work with purchase schedule suggestions.
Review and approve purchase schedules.
Enter Contract Purchase Orders
Using Purchase Order Entry, create a purchase order in the normal manner, but mark it as a Contract purchase
order. The part selected on the part schedule must be a line on the contract PO. These line items automate
purchase schedules with delivery dates, prices, and corresponding quantities. Shipment quantities do not need
to be entered manually; they are automatically calculated by the Purchase Schedule Approval process.
Generate Purchase Suggestions
The Generate Suggestions program is useful for generating data that can augment schedule creation for a
scheduled part, but its use is not mandatory. It considers current demand and forecasts versus current inventory
and receipts to produce suggested supply as purchase suggestions. You can enter or update a schedule without
generated purchase suggestions data.
Generate Schedules from Suggestions
The Generate Purchase Schedules program uses purchase suggestion date to generate applicable purchase
schedules for scheduled parts. When running Generate Purchase Schedules, use the Selection sheet to select
the parameters for the process, and the Filter sheet(s) to select the specific records to include for the process.
Using part schedule, supplier and calendar settings, it generates the appropriate schedules visible in Purchase
Schedule Approval:
Suggestion Schedule - Raw purchase suggestions.
Adjusted Schedule - Purchase suggestions data, after accounting for information for the part and the
supplier; this includes the Delivery Day, Minimum Order Quantities, etc.
Proposed Schedule - A copy of the Adjusted Schedule, made available for Approve All functionality. The
Approve All functionality is useful for approving a batch of proposed schedules at once.
When you do this, the Epicor application uses the:
Duration of the associated contract purchase order.
Period 1, Period 2, working Calendar days, Period Shift Days and Minimum Quantities settings as defined in
Part Schedule Maintenance for the associated part schedule record.
It then combines these settings with the associated Supplier Periodicity settings to determine the resulting
part schedule per supplier.
This program also optionally removes purchase suggestions based on previously approved purchase schedules.
Note You can also generate purchase schedules by selecting the Include Contract PO Parts and Run
Generate Purchase Schedules check boxes in Generate Purchase Suggestions or Process MRP.

28

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Daily Processing

Review and Approve Schedules


Use Purchase Schedule Approval to review, update, and approve schedules. The Schedule List sheet contains
four quantity columns with corresponding delivery dates:
Current - As it stands
Suggested - Reflects purchase suggestion data
Adjusted - Reflects the adjusted schedule
Proposed - Reflects the proposed schedule
This program also eliminates any open purchase releases and adjusts any partial purchase releases. You can adjust
the Proposed values as is necessary, and approve the schedule by clicking Approve Schedule. Once you do
this, the program creates purchase releases based on the newly approved schedule. Based on the selected PO
Suggestion Reduction method, the program (optionally) reduces the associated purchase suggestions for the
part by the amount of the approved purchase schedule quantity, starting with the oldest purchase suggestion.

Epicor ERP | 10.0.700.2

29

Daily Processing

30

Purchase Contracts Course

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Daily Processing

Sales Orders
Use Sales Order Entry to create and edit sales orders. A sales order is an order that you receive from a customer.
Enter all order headers, lines, and releases through this program. Each order can have multiple order lines, as
well as multiple order releases.
Note In order to generate a contract purchase order and approve a purchase schedule, establish demand
for the part through Sales Order Entry. For more information on Sales Order Entry, refer to the Application
Help.
Menu Path
Navigate to this program from the Main Menu:
Sales Management > Customer Relationship Management > General Operations > Order Entry
Sales Management > Order Management > General Operations > Order Entry
For CRM users, the Main Menu appears as:
Customer Relationship Management > Sales and Marketing Management > General Operations > Order Entry
Customer Relationship Management > Order Management > General Operations > Order Entry

Workshop - Create a Sales Order


Navigate to Sales Order Entry.
Menu Path: Sales Management > Customer Relationship Management > General Operations > Order Entry
Tip The CRM menu path is: Customer Relationship Management > Sales and Marketing Management >
General Operations > Order Entry
1. From the New menu, select New Order.
2. In the Customer field, enter ECD-A and press Tab.
3. In the PO field, enter a number (any number).
4. In the Need By field, enter the date one week from today.
5. In the Ship By field, enter the date two days before the Need By date.
6. Navigate to the Lines > Detail sheet.
7. From the New menu, select New Line.
8. In the Part/Rev field, enter BR-XXX (where XXX are your initials) and press Tab.
9. In the Order Quantity field, enter 100.
10. In the Unit Price field, enter 102.56.
11. Click Save.
12. Navigate to the Summary sheet.

Epicor ERP | 10.0.700.2

31

Daily Processing

Purchase Contracts Course

13. Record the sales order number ________.


14. Exit Sales Order Entry.

Purchase Orders
Use Purchase Order Entry to create a contract purchase order. You can enter and print all new purchase orders,
and make changes to existing processes using this program.
Note For more information on Purchase Order Entry, refer to the Application Help and Purchase
Management course.
To create a contract purchase order, you first designate it as a contract purchase order. Next, enter a start and
end date for the life of the delivery schedule. Finally, add a total quantity value to the purchase order line to
determine the actual quantity of items received over the period of the contract.
Note A part schedule must first be defined in Part Schedule Maintenance for a part selected in the purchase
order.
Summary Sheet
Use the Summary sheet to enter or modify general details for the contract purchase order.
Note Once you approve a contract purchase order, you can only make modifications if it is first unapproved
by a user who is authorized to do so. This can take place up until the time you generate and then approve
purchase schedules against it. Once this takes place, you cannot change quantities on the generated
contract purchase order line releases.
Header > Detail Sheet
Use the Header > Detail sheet to enter general order information when you create or make changes to an order.
This sheet includes details regarding the supplier, purchase order date, and payment terms.
Lines > Detail Sheet
Use the Lines > Detail sheet to enter contract purchase order line information. Purchase order lines describe the
part, quantity, and price for each item ordered.
Releases > Detail Sheet
Use the Releases > Detail sheet to enter purchase order line release information when you create or make
changes to an order. Purchase order line releases provide the detailed receipt information about each purchase
order line. At least one release is required for each order line. A release is automatically created when you enter
a new contract purchase order line.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Purchase Contracts Management > General Operations > Purchase Order Entry
Material Management > Purchase Management > General Operations > Purchase Order Entry

32

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Daily Processing

Workshop - Enter a Contract Purchase Order


Before starting this workshop, verify the user ID created earlier is being used before entering a purchase order.
Navigate to Purchase Order Entry.
Menu Path: Material Management > Purchase Contracts Management > General Operations > Purchase Order
Entry
1. From the New menu, select New Contract PO.
2. Enter the following information:
Field

Data

Start Date

Today's date

End Date

The date one year from today

The Start and End Date specifies the duration of the supplier's contract.
3. In the Supplier field, enter XXX-Vend (where XXX are you initials) and press Tab.
4. Navigate to the Header > Detail sheet.
5. Enter the following information:
Field

Data

Ship Via

Local Truck

FOB

Factory

Buyer

select your name

6. From the New menu, select New Line.


The Lines > Detail sheet displays.
7. Enter the following information:
Field

Data

Part/Rev

BR-XXX (where XXX are your initials)

Contract Qty

1,000/EA

Contract Price

10.00 /1

Contract Active

Select

8. Click Save.
9. Navigate to the Summary sheet.
10. Select the Unapproved check box.
The Approved status displays.

Epicor ERP | 10.0.700.2

33

Daily Processing

Purchase Contracts Course

11. Click Save.


12. Record the PO number ______.
13. Exit Purchase Order Entry.

Evaluate the Results


In this workshop, use the Purchase Order Tracker and Time Phase to evaluate the contract purchase order created
in the Workshop - Enter a Contract Purchase Order.
Navigate to Purchase Order Tracker.
Menu Path: Material Management > Purchase Contracts Management > General Operations > Purchase Order
Tracker
1. In the PO Number field, enter the purchase order created in the Workshop - Enter a Contract Purchase
Order and press Tab.
2. In the Summary > Inventory sheet, in the Line Items grid, right-click the Part field and select Open With
> Time Phase.
Time Phase Inquiry displays.
3. Review the information.
4. Exit Time Phase Inquiry and the Purchase Order Tracker.

Generate Purchasing Suggestions


Use Generate Purchasing Suggestions to automatically create a list of suggested purchases based on
time-phased information. You create actual purchase orders from these suggestions in Purchase Order Entry.
If the application is set up for consolidated purchasing and you are logged into the central purchasing company,
you can run a full regeneration by selecting the Run Consolidated Purch check box. You can then review and
process the purchase order suggestions from other companies.
You must be run this process before using New PO Suggestions and Change PO Suggestions. Only one user
can run this function at a time. When you run Generate Purchase Suggestions:
Use the Selection sheet to select the parameters for the process.
Use the Filter sheet to select the sites to include in the generation process.
Purchase order suggestions are based on time-phased information such as:
Direct job material
Inventory requirements
Job subcontract operations
When generate suggestions, Generate Purchasing Suggestions first references the part or site record for the
part's purchase lead time. If there is no purchase lead time on the part or site record, then the Epicor application
references the purchase lead time set at the supplier price break level for the part and its primary supplier.

34

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Daily Processing

Generate Purchasing Suggestions builds suggestions from:


Time-phased information - For time-phased purchase orders, the program deletes and rebuilds some or all
time-phased purchase orders as appropriate based on the date the suggestions are generated and the selected
processing option.
Requisitions marked as Send To Purchasing - For requisitions, the program does not delete or change the
information. Requisitions can be removed from the application only by ordering the requisition item or manually
deleting the requisition.
Unlinked Buy To Order (BTO) sales order releases - This program uses the ship, order quantity and supplier,
sales order, sales order line, and order release identification information stored in order release records to
generate purchase order suggestions. If you use the Regenerative mode, this program includes unlinked
sales order releases and releases with associated PO suggestions. This program also deletes the old PO
suggestions. It always excludes previously linked Buy to Order (BTO) sales order releases.
Purchase contract schedules - If you clear the Include Contract PO Parts check box, Generate Suggestions
bypasses active parts on purchase contracts, and only includes parts on standard purchase orders. If you select
this check box, selecting the Run Generate Purchase Schedules check box designates that purchase contract
schedules should be generated during the current Generate Suggestions session. it also includes active parts
on purchase contracts when generating purchase suggestions.
Note Selecting the Run Generate Purchase Schedules check box causes the Generate Suggestions
program to perform the same processing that takes place when you run the Generate Purchase Schedules
program.
For more information on how to review the status of the Generate Purchasing Suggestions process, review the
System Monitor topics in the Application Help.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Purchase Contracts Management > General Operations > Generate Suggestions
Material Management > Purchase Management > General Operations > Generate Suggestions
Menu Path
You can launch this program from the Main Menu in these locations:
Menu Path: Material Management > Purchase Contracts Management > General Operations > Generate
Suggestions

Workshop - Generate Purchasing Suggestions


In this workshop, generate purchase suggestions and include purchase contract items. You can also generate
purchase schedules using Generate Purchase Suggestions, however, for the purpose of this course, this task is
done in Workshop - Generate a Purchase Schedule.
Navigate to Generate Purchase Schedules.
Menu Path: Material Management > Purchase Contracts Management > General Operations > Generate
Suggestions
1. For the Processing Options, select Regenerative.
2. Select the Include Contract PO Parts check box.
3. Verify the Run Generate Purchase Schedules check box is clear.

Epicor ERP | 10.0.700.2

35

Daily Processing

Purchase Contracts Course

4. Click Process.
5. Exit Generate Purchasing Suggestions.

Generate Purchase Schedules


Use Generate Purchase Schedules to produce purchase schedules. You can then review and manually adjust
the resulting purchase schedules in Purchase Schedule Approval before formal approval.
Before you run Generate Purchase Schedules, use Generate Purchasing Suggestions process to produce
suggestions for scheduled parts. The Generate Purchase Schedules process uses this data to generate the applicable
purchase schedules. When running Generate Purchase Schedules, use the Selection sheet to select the parameters
for the process, and the Filter sheet(s) to select the specific records to include for the process.
You can also generate purchase schedules in:
Generate Purchase Suggestions, through selection of the Include Contract PO Parts and Run Generate
Purchase Schedules check boxes. If you select these check boxes, generated suggestions include purchase
schedules.
Process MRP, through selection of the Include Contract PO Parts and Run Generate Purchase Schedules
check boxes.
Regardless of the program you use to generate purchase schedules, the Epicor application uses the following
parameters to determine how the related demand requirements should be slotted:
Duration of the associated contract purchase order.
Period 1, Period 2, working Calendar days, Period Shift Days and Minimum Quantities settings as defined in
Part Schedule Maintenance for the associated part schedule record.
It then combines the settings above with the associated Supplier Periodicity settings to determine the resulting
part schedules per supplier.
Tip For more information about the logic used in purchase schedule generation, view the Generate Purchase
Schedules - Flowchart and Purchase Schedule Generation - Parameters and Calculations topics in the
Application Help.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Purchase Contracts Management > General Operations > Generate Purchase Schedules

Workshop - Generate a Purchase Schedule


Navigate to Generate Purchase Schedules .
Menu Path: Material Management > Purchase Contracts Management > General Operations > Generate
Purchase Schedules
Important Only one user at a time should run this process.

1. In the Cutoff Date field, leave blank.


2. In the Schedule field, verify Now defaults.

36

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Daily Processing

3. In the Log Filename field, accept the default of the path and filename.
Note The log file is useful in reviewing the Purchase Schedule process to determine if an error has
occurred. It is common to add this to a shared directory; however, for this workshop, it can be placed
on the desktop or not used at all.

4. In the User Description field, leave blank.


5. Click Process.
6. Exit Generate Purchase Schedules.

Purchase Schedule Approval


Use Purchase Schedule Approval to review, update and approve currently unapproved purchase schedules
generated by the Generate Purchase Schedules, Generate Purchase Suggestions or Process MRP programs.
Use this program whenever you need to review schedules by part number, purchase order number, supplier, or
buyer.
The Schedule > List sheet contains four quantity columns with corresponding delivery dates:
Current - Displays current schedule delivery information
Suggestion - Displays purchase suggestion information
Adjusted - Displays adjusted schedule information
Proposed - Displays proposed schedule information
You can adjust the Proposed values as necessary, and then approve the schedule by selecting Approve Schedule
in the Actions menu. Purchase Schedule Approval performs the following processing when you approve a purchase
schedule:
1.

Copies the purchase schedule header and detail records to the POSchedHdHst (Purchase Schedule Header
History) and POSchedDtHst (Purchase Schedule Date History) history tables.

2.

Copies the Proposed Qty to the Current Qty in the purchase schedule.

3.

Updates the Approved Date with the current date.

4.

Determines the last date for which purchase releases should be created by comparing with the part schedule
order date, and using the working days on in the associated calendar.

5.

If the Newly Approved Quantities or the All Approved Quantities option was selected in the PO
Suggestion Reduction field in the Summary sheet, the Epicor application determines the associated
purchase suggestion quantities that can be deleted for the contract purchase line associated with the
generated purchase schedule.
Note If the Exclude Reduction option was selected, the program skips the following processing
steps.
It does this by taking the lesser of the sum of the Cumulative Order Cover Quantity versus the sum
of the Total Quantity Approved (from the lines within the approved purchase schedule) to calculate
a Total PO Suggestion to Reduce quantity.

Epicor ERP | 10.0.700.2

37

Daily Processing

Purchase Contracts Course

It then deletes the associated purchase suggestions, beginning with the oldest purchase suggestions by
date. It does this sequentially by comparing each purchase suggestion against the Total PO Suggestion
to Reduce quantity. If there is a remaining Total PO Suggestion to Reduce balance, it evaluates the
next purchase suggestion and continues deletions until the Total PO Suggestion to Reduce balance
is zero.
6.

Deletes all contract purchase releases that you did not receive, and closes all contract purchase releases that
you have partially received.

7.

Creates the next purchase line release for the contract purchase order associated with the purchase schedule.

8.

Resets the focus to the Summary sheet for selection of another purchase schedule.

Menu Path
Navigate to this program from the Main Menu:
Material Management > Purchase Contracts Management > General Operations > Purchase Schedule Approval

Workshop - Purchase Schedule Approval


Navigate to Purchase Schedule Approval.
Menu Path: Material Management > Purchase Contracts Management > General Operations > Purchase Schedule
Approval
1. From the Standard menu, click the binoculars (search) icon.
The Purchase Schedule Search window displays.
2. In the Purchase Schedule Search window, search for and select the purchase order created in the Workshop
- Enter a Contract Purchase Order.
3. Navigate to the Schedule > Detail > Detail sheet to review the details of the proposed schedule.
4. Navigate to the Schedule > Detail > List sheet and select the purchase order for which th e proposed
schedule suggestion was generated,
5. Click the Approve Schedule button to approve the purchase schedule suggestion.
6. Exit Purchase Schedule Approval.

Evaluate the Results


In this workshop, use the Purchase Order Tracker and Time Phase to evaluate the contract purchase order created
in the previous workshop.
Navigate to the Purchase Order Tracker.
Menu Path: Material Management > Purchase Contracts Management > General Operations > Purchase Order
Tracker
1. In the PO Number field, search for and select the purchase order created in the Workshop - Enter a
Contract Purchase Order and press Tab.
2. In the Line Items grid, right-click in the Part field and select Open With > Time Phase.
Time Phase Inquiry displays.

38

Epicor ERP | 10.0.700.2

Purchase Contracts Course

Daily Processing

3. Review the information.


4. Exit Time Phase Inquiry and the Purchase Order Tracker.

Purchase Contract Schedule Report


Use the Purchase Contract Schedule report to review information about schedule requirements for purchase
contracts.
Use the Selection sheet to select the parameters for the report. Use the Filter sheet(s) to select the specific
records to include on the report.
Important For more information on how to review the status of a report you print, preview, or generate,
refer to the System Monitor Overview topic in the Application Help.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Purchase Contracts Management > Reports > Purchase Contract Schedule

Purchase Contract Schedule Tracker


Use the Purchase Contract Schedule Tracker to review current information about a selected record. This tracker
is display-only.
Each tracker may contain both sheets from the primary entry program and supplemental sheets that are unique
to the tracker. Information on primary sheets and fields is included in the Application Help for the entry program.
Supplemental sheet information is included in the help for the specific tracker.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Purchase Contracts Management > General Operations > Purchase Contract Schedule
Tracker

Epicor ERP | 10.0.700.2

39

Conclusion

Purchase Contracts Course

Conclusion
Congratulations! You have completed the Purchase Contracts course.

40

Epicor ERP | 10.0.700.2

Additional information is available at the Education and


Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.