Purchasing#

Tolerance (time) in both directions#

In the standard Microsoft Dynamics Business Central™ a tolerance time can be set for the procurement run to avoid too many change notifications. This refers to the length of time that a requirement cover (e.g. a purchase order) can be received earlier than a requirement originator (e.g. an order) requires this.

The setup is done in Microsoft Dynamics Business Central™ Standard first centrally in the production setup via the field "Standard tolerance period" and can be overridden article specific in the article or inventory data with the field "Tolerance period".

In KUMAVISION factory365 the standard fields were renamed to "Standard tolerance period too early" and "Tolerance period too early".

Furthermore, the production setup was extended by the "Standard tolerance period too late" and the article or stock data by "Tolerance period too late". Thus, in KUMAVISION factory365 tolerances can be defined in both directions in the replenishment procedure "lot-by-lot".

!!!Note "Note Basically, the lot accumulation period must be defined if the tolerance period is to be used. Here the rule applies that the lot accumulation period must be larger than the tolerance period.

Tolerance setup#

Global#

Enter the term "Production setup" via the user search and select the corresponding link.

Via the "Planning" info tab, you have the option of entering the tolerance times in the "Standard tolerance period too early" and "Standard tolerance period too late" fields.

Specific#

To set and define specific tolerances, open the desired item or inventory data card for this purpose. On the "Planning" info tab, you can define the tolerances in the "Tolerance period Too early" and "Tolerance period Too late" fields.

Optimized planning parameters#

In Microsoft Dynamics Business Central™, reservations must not be used for the planning parameter "minimum stock". Otherwise, this could lead to untraceable proposal lines.

In KUMAVISION factory365, the planning parameters for the replenishment procedures "Fixed order quantity" and "Replenish to maximum stock" have been optimized so that the "Reserve" field is set to "Never" by default.

When the replenishment procedure is changed to "Fixed order quantity" or "Replenish to maximum stock", the system automatically checks whether any reservations still exist. If this is the case, a message appears informing you to delete them.

Collective requests#

The function extension "Collective inquiries" is to prevent that as soon as a FA component with reservation reference is given via the order proposal into a purchase inquiry, the reservation reference to the later order is not lost.

The order proposal line with reservation and inquiry reference must not be deleted when the "Calculate planning" function is repeatedly executed. Additional requirements are determined as further order proposal lines.

If the purchase inquiry line is converted into a purchase order, the reservation is inherited to the purchase order from the existing order proposal line, and the additional inquiry lines are deleted or marked as ordered.

To be able to use this functionality, the following settings must be made in advance:

Setup#

In the "Accounts Payable & Purchasing", a number series for the collective requests must first be stored in the "Collective request number series" field on the "Number series" info tab.

Procedure#

If procurement planning is run for an article via the planning or order worksheet, it is possible to send price inquiries to various vendors for the respective proposal line via the "Generate collective inquiry" function.

To do this, the "Generate price inquiry" checkbox is first set for the corresponding proposal line. For the marked line(s), the desired vendors for generating the purchase requests can be stored via "Related" > "Price request" > "Selection for price request" > "Assignment for current data record" or for "Assignment for marked data record".

For the actual generation of the collective inquiry, subsequently execute the function "Create collective inquiry" under "Related" > "Other".

A subsequent message gives you the information how many inquiries have been created by the system. Furthermore, the order proposal line receives an identifier with the associated collective inquiry number in the "Collective inquiry no." field and the associated line number in the "Collective inquiry line" field.

Collective request#

Via the column "Collective request no." of the suggestion line, you have the possibility to get into the collective request by a lookup on the number. Otherwise, you can access the overview via the user search using the search term "Collective requests", from which you can also call up the desired collective request.

Inforegister General#

Inforegister Collective request lines#

In the collective request lines you can see the article lines which have been requested.

Matrix#

The menu item "Display matrix" takes you to an overview that shows you the requested item(s) with the corresponding vendor requests summarized in one line.

Using the buttons on the "General" info tab, you can select which information is to be displayed in the rows.

In the matrix lines you have the possibility to store the confirmed prices of the suppliers and to compare them with each other.

Otherwise, you can also store the prices directly in the purchase request. The system transfers the prices from the purchase request to the matrix overview and vice versa, automatically.

Create order#

As soon as you have chosen a supplier, you can accept the quantity via the matrix by clicking on the quantity of the corresponding supplier.

The "Accept" screen will open where you can accept the quantity via the "Quantity to accept" field. The status for the creditor changes in the line to "Allocated" while the other one gets the status "Not allocated".

You can then use the "Generate purchase order" action in the ribbon to generate the desired purchase order. You will receive a message that the order has been created. The matrix then receives the status "Order/Purchase order". The collective inquiry receives the status "Finished" and the associated order proposal line is deleted.

Via the "Cancel" function in the menu area of the matrix lines, you also have the option to cancel the process after a distribution. A query appears asking whether the associated inquiries should also be deleted. After confirming with "Yes", these are deleted and the collective inquiry receives the status "empty". The reference to the order proposal line is also deleted, so that it is possible to start the process from scratch.