Information Systems:Updating the Buying Cycle - Revision history

Norwinu: /* Background Information */

2017-11-10T18:31:29Z

Background Information

Jeremym at 18:21, 10 November 2017

2017-11-10T18:21:29Z

Jeremym: /* Process for Updating the Buying Cycle */

2017-11-10T18:21:09Z

Process for Updating the Buying Cycle

Jeremym at 18:12, 10 November 2017

2017-11-10T18:12:37Z

Jeremym: /* Line Codes */

2017-11-10T17:46:01Z

Line Codes

Jeremym at 00:25, 10 November 2017

2017-11-10T00:25:23Z

Show changes

Jeremym at 00:02, 23 December 2016

2016-12-23T00:02:29Z

Jeremym: Created page with "==Updating The Buying Cycle== The buying cycle is a two-part process. Half of the process involves updating the "Work with Period Purchases" table in ASW and the other half..."

2016-12-22T00:15:28Z

Created page with "==Updating The Buying Cycle== The buying cycle is a two-part process. Half of the process involves updating the "Work with Period Purchases" table in ASW and the other half..."

New page

==Updating The Buying Cycle==

The buying cycle is a two-part process. Half of the process involves updating the "Work with Period Purchases" table in ASW and the other half of the process involves manually updating a spreadsheet that breaks the purchases down by vendor and by day. The idea was that buyers should not be in charge of updating their own cycles. I'm not sure why to be honest.

===Background Information===
ASW allows for the creation of purchase suggestions based on the date of the last suggestion and an interval between suggestions set in days. Every night the system automatically runs purchases suggestions as part of the overnight processing. The purchase suggestions that are run are those that are scheduled to run based on the last suggestion date and the interval days that is set up in the work with period purchases ASW table.

[[Category: How-to pages]]
[[Category: BI Tasks]]

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 Creating a purchase suggestion in ASW is a simple process that can be done manually for one to four vendors at a time or for a range of vendors. More on this process can be found in the article: Creating Purchase Suggestions (which is still to be written).
-Every night the system automatically runs purchas suggestions as part of the overnight processing.  ASW will create the purchase suggestions based on the date of the last created suggestion and using an interval between suggestions set in days.  For example, if the last purchase suggestion date of vendor X was 033115 (March 31, 2015) and the number of days interval is set to 14, then the next suggestion will be triggered to run automatically on April 14, 2015.
+Every night the system automatically runs purchase suggestions as part of the overnight processing.  ASW will create the purchase suggestions based on the date of the last created suggestion and using an interval between suggestions set in days.  For example, if the last purchase suggestion date of vendor X was 033115 (March 31, 2015) and the number of days interval is set to 14, then the next suggestion will be triggered to run automatically on April 14, 2015.
 The buying cycle is a uniPHARM construct and is simply a two week cycle that buyers use to split their vendor purchases so that they are evenly distributed over each business day of a two week period.  This way buyers can control which days purchase suggestions for their vendors are automatically generated.  Generally speaking 99% of all the vendors are on a 14 days cycle and the remaining few are on a 7 day cycle. This allows purchase suggestions to come up the same day of the week every two weeks (or every week if the vendor is on a 7 day cycle).

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	==Updating The Buying Cycle==		==Updating The Buying Cycle==
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−	'''!¡! Work in progress... not yet complete ¡!¡'''

	The buying cycle is a two-part process. The first part of the process involves manually updating and maintaining a separate spreadsheet that breaks the purchases down by buyer, by vendor and by day and the second part of the process involves updating the "Work with Period Purchases" table in ASW. The concept was that buyers should not be in charge of updating their own cycles so it was carved out and given to BI. To be honest I'm not sure why there needs to be this separation.		The buying cycle is a two-part process. The first part of the process involves manually updating and maintaining a separate spreadsheet that breaks the purchases down by buyer, by vendor and by day and the second part of the process involves updating the "Work with Period Purchases" table in ASW. The concept was that buyers should not be in charge of updating their own cycles so it was carved out and given to BI. To be honest I'm not sure why there needs to be this separation.

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	#I usually respond to their e-mail that the update has been completed if they have e-mailed me as a courtesy. Otherwise the copy of the updated buying cycle in their mail slot usually gives it away.		#I usually respond to their e-mail that the update has been completed if they have e-mailed me as a courtesy. Otherwise the copy of the updated buying cycle in their mail slot usually gives it away.

		+	You don't have to follow this process exactly, you may find a slightly different way of working that works better for you and that's fine. This is merely a guideline to help make sure that you are completing the process. Not every update is going to be exactly the same and you may find that this process doesn't quite work for every situation that you may encounter. Overall this is the basic process and it can be used as a foundation for anything that is required.

	[[Category: How-to pages]]		[[Category: How-to pages]]

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	Generally speaking I have been using a line code naming convention. Some of the older line codes may or may not follow this convention and that is fine and would explain why some of them look different in case you were wondering. When creating a line code for a vendor, I use the initials of the buyer followed by a number (starting with 1) and finished with the Alias of the vendor. For example, Teva Canada (OTC) (#22518) has many line codes attached to it. To create a new line code for Shannon it would look like this: SM1RATIOPH and to create a new line code for Stu it would look like this: SR8RATIOPH because there are already SR1 to SR7 in use. Again this is just a convention and it doesn't have to be this way but it does help keep things organized.		Generally speaking I have been using a line code naming convention. Some of the older line codes may or may not follow this convention and that is fine and would explain why some of them look different in case you were wondering. When creating a line code for a vendor, I use the initials of the buyer followed by a number (starting with 1) and finished with the Alias of the vendor. For example, Teva Canada (OTC) (#22518) has many line codes attached to it. To create a new line code for Shannon it would look like this: SM1RATIOPH and to create a new line code for Stu it would look like this: SR8RATIOPH because there are already SR1 to SR7 in use. Again this is just a convention and it doesn't have to be this way but it does help keep things organized.
		+
		+	===Process for Updating the Buying Cycle===
		+	Here is the basic process that I follow to update or change the buying cycle:
		+	#Open the Buying Cycle spreadsheet located in \\SuperServer\BI\Common\Buying Cycle.
		+	#If you are adding to the buying cycle make sure that the vendor is not already in the spreadsheet.
		+	#Verify the vendor information using ASW Name File Enquiry.
		+	#Insert the new vendor into the appropriate place on the Buying Cycle spreadsheet. Make sure to use capitals and the exact name as shown in the Name File Enquiry.
		+	#If minimum order is not listed I usually just put in a hyphen to show that it's been looked at but wasn't provided.
		+	#In ASW under Purchases click on Periodic Buying Tasks (at the bottom of the list) and choose Work with Periodic Purchases.
		+	#Type in the vendor number to make sure it's not already entered into the table. If it is already in the table open it up to see if the Last Suggestion date is recent which would suggest it's in use right now.
		+	#If the vendor is already in use find out which buyers are ordering from the vendor and double check on the other buyers buying cycle to see if it is listed. If it is then you will need to create a line code to add another instance of the same vendor. You may want to discuss this with the buyer first before proceeding.
		+	#If the vendor is not in use create a new entry to the table by clicking on the Add option located on the left of the window under the IBS logo.
		+	#Fill in all pertinent fields (you can use another one as an example) which are: Supplier, Line Code (if required), Description, No of Days Interval, Last Suggestion, Intermediate purch, and either Target value or Target quantity if there is an order minimum.
		+	#When filling in the Last Suggestion field I usually check other vendors that are set up for the same cycle and day for that buyer and use the date that matches. This ensures that this new purchase suggestion will run on the same day as the others. Sometimes dates aren't all the same and while that isn't correct I usually just make sure the dates I'm using for the new vendor I'm setting up is the correct one. Using a calendar you can determine which date matches with the day you are adding on the buying cycle.
		+	#Back out of ASW Periodic Purchase Table Maintenance by pressing F12.
		+	#Save the Buying Cycle spreadsheet and print 2 copies (in black and white) one for the buyer and one for the assistance. Put a copy of the buying cycle into each of their mail slots or hand deliver them if you are feeling social.
		+	#I usually respond to their e-mail that the update has been completed if they have e-mailed me as a courtesy. Otherwise the copy of the updated buying cycle in their mail slot usually gives it away.

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	A line code is a unique code that is used to segment a vendor into multiple purchase suggestions. For example, some vendors have more than one buyer such as Teva Canada (OTC) (#22518) which has Stu, Judy & Shannon. If we just put the vendor on the buying cycle without a line code then the system will produce purchase suggestions for each buyer on the same day and cycle. Using a line code we can set up the vendor as multiple unique vendors on the buying cycle each one acting as it's own vendor and producing a purchase suggestion according to an individual buyer's preferred day and cycle and including only the specific items they have attached the line code too.		A line code is a unique code that is used to segment a vendor into multiple purchase suggestions. For example, some vendors have more than one buyer such as Teva Canada (OTC) (#22518) which has Stu, Judy & Shannon. If we just put the vendor on the buying cycle without a line code then the system will produce purchase suggestions for each buyer on the same day and cycle. Using a line code we can set up the vendor as multiple unique vendors on the buying cycle each one acting as it's own vendor and producing a purchase suggestion according to an individual buyer's preferred day and cycle and including only the specific items they have attached the line code too.

−	Another use of the line code is when specific product lines from within one vendor need to be ordered separately. In this case the buyer may be the same or different but using the line code will allow the system to produce purchase suggestions for specific ~~products~~.	+	Another use of the line code is when specific product lines from within one vendor need to be ordered separately. In this case the buyer may be the same or different but using the line code will allow the system to produce purchase suggestions for specific product segments. For example, injectables from a vendor may have to be ordered on its own PO, therefore, using a line code will allow these items to be separated and have the system produce separate purchase suggestions for the injectables and the remaining items.

		⚫	Line codes are created by the Buying Cycle administrator. Buyers do not create their own line codes. Line codes are created right at the time you are entering a new vendor in the Work with Periodic Purchases table in ASW. Line codes cannot be altered through the ASW interface once they have been used in the creation of a new period purchase. So if you need to change it you will have to delete the periodic purchase entry and enter in a new one.

		⚫	If the buyer wants a line code I find it useful to ask them if they really need a line code because sometimes it comes to light that they don't actually need one. Having the buyer explain the usage can further clarify if a new line code is actually needed or not. Once the line code is created in a new periodic purchase entry you need to provide that line code to the buyer so they can attach it to the items they want to use with that line code. Buyers cannot use the line code unless it has already been created.
⚫	Line codes are created by the Buying Cycle administrator. Buyers do not create their own line codes. Line codes are created right at the time you are entering a new vendor in the Work with Periodic Purchases table in ASW. Line codes cannot be altered once they have been used in the creation of a new period purchase. So if you need to change it you will have to delete the periodic purchase and enter in a new one.

		+	Generally speaking I have been using a line code naming convention. Some of the older line codes may or may not follow this convention and that is fine and would explain why some of them look different in case you were wondering. When creating a line code for a vendor, I use the initials of the buyer followed by a number (starting with 1) and finished with the Alias of the vendor. For example, Teva Canada (OTC) (#22518) has many line codes attached to it. To create a new line code for Shannon it would look like this: SM1RATIOPH and to create a new line code for Stu it would look like this: SR8RATIOPH because there are already SR1 to SR7 in use. Again this is just a convention and it doesn't have to be this way but it does help keep things organized.
⚫	If the buyer wants a line code I find it useful to ask them if they really need a line code because ~~often~~ ~~they~~ ~~actually~~ don't need one. Once the line code is created in a new periodic purchase entry you need to provide that line code to the buyer so they can attach it to the items they want to use with that line code. Buyers cannot use the line code unless it has already been created.

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 ==Updating The Buying Cycle==
 ===Background Information===
 [[Category: How-to pages]]