The Xelacore Inventory Module is at the core of the system, where it manages component purchasing, stock location and valuation, and the creation of vendor debit notes.
Most components are purchased to meet specific production requirements, Xelacore manages the ordering of these via the Production module, where the user can allocate existing inventory, or create new purchase orders and associate them to a production order.
There are also components which you use regularly and may need to keep in stock, such as greige fabric, trims, hangers, packaging or labels. These components can be ordered for delivery to a factory or distribution centre and held for future allocation to a range of production orders.
- The Component MUST be added to the component library prior to generating a purchase order.
Purchase orders can be raised via two methods.
- In advance of the requirement - Purchased for inventory
- For a specified production order - Purchased for production
To create a purchase order for an inventory item, select the "Purchase Orders" option from the Inventory Module.
Choosing the Purchase Orders option will display the list view of all orders in the system that are not completed.
To view all purchase orders that are completed or cancelled select the Icon
Select "Add Purchase Order" option from the Actions drop-down selection.
Select the supplier from the dropdown list
Xelacore will retrieve and display all the components for the selected supplier
Selecting the desired component will add it into a new purchase order and include the stored component information.
The user verifies or amends the following Mandatory (M) or Optional(O) fields:
- Business Terms - Payment Terms set against the Supplier will display but can be edited if required.
- Deliver to (M) - Select the Factory or Location where the goods are to be shipped.
- Special Instructions (O) - Optional instructions to the supplier
- Notes to Supplier (O) - Optional notes to the supplier
- Production Order No - not required for Inventory orders.
- Status (O) - Indicate the order status from the drop-down selector.
- Sub Status (O) - Indicate the order Sub-status from the drop-down selector.
- EC/Non-EC (O) - Indicate the component origin.
- Ex Mill Date (O)- Required date for the component to ship from the manufacturer's mill
- Vessel Date (O) - Indicate the FOB (Freight On Board) date
- Delivery Date (M) - This will display red until selected. Once selected a delivery date can only be amended not deleted.
- FOB/CIF (O) - Indicate shipment INCOTERMS
- Freight Method - SEA, AIR, LAND
- Delivery Info (O)- Indicate the country of delivery.
- Qty Ordered (M) - Indicate the desired order quantity.
- Price (M)- Indicate the agreed price.
- Currency- Use to convert price to GBP if required
- Duty-Use to add duty and clearance costs to Purchase Order
- Per (M)- Indicate the unit of measure from the drop-down list.
- Internal Notes (O)- Optional notes for internal use only.
The user can include additional components from the same supplier onto the purchase order by selecting the "Add Component" option from the Actions button.
If you need to delete a component from the purchase order once selected use the bin icon
Please Note; A component that has been Booked In or Allocated cannot be deleted from a purchase Order
If a Book In of goods has been made against that component in the Purchase Order you cannot delete unless you use 'Corrections' to cancel the quantity booked in
Once completed the Purchase Order can be viewed, printed or emailed to Suppliers. The Supplier can be amended on the Purchase Order before it is Issued to Suppliers.
Once emailed to the Supplier the sent date will populate and the oder will be received as Issue 1
If Changes need to be made to the PO e.g. quantity, date etc. Make amendments, change the sub status and then email. The re-issue date will display on the PO.
To View changes made and how many versions have been issued use the history button
All changes 'from' 'To' will display with who and when they were amended
The change history will also display for the Supplier on his revised Purchase Order
If Allocations have been made against this component purchase order then you can hover over the production order number to see the total quantity allocated
OR view the pop up table below to see allocations by production order / location
The table of allocations will also appear on the pdf
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