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Last Post 07/24/2017 8:02 AM by  brupp
Adopting a new ordering process
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Bev Edwards
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06/28/2016 9:12 PM
    Our buyers currently manage requisitions by department. The new Purchasing manager wants to change the process so they manage reqs by vendor. Is it possible to have one req with multiple lines with items that will go to different departments? If so, how would that work from an ordering perspective? Also, would there be a way for receiving to determine where each item would get delivered if everything came in on one shipment?
    She is also considering having ordering schedules, where departments would have specific ordering days. The exception would be a stat order. Can orders be scheduled to drop into PO23 on specific days??
    David Williams
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    06/28/2016 9:35 PM
    When multiple department orders are mixed on one PO, when the receipt is keyed there will be separate Delivery Tickets for them. However the vendor doesn't ship the orders separately- they combine them all together so Receiving/Delivery will have to separate the items.

    I haven't seen a way to push Requisitions to PO23 by days however.
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    Michelle Wetzel
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    06/29/2016 7:01 AM
    I haven't played with it yet but someone else told me about using the Order Days feature in PO10 and PO10.2 (on the shipping tab). It might only work for inventory - I don't think they've tested it exhaustedly yet either. You might run it through testing to see if you can get it to work for what you need. If it does ...let me know.

    For what it's worth, right now we are broken out by department and everyone likes the level of service we are able to provide because we know our customers and their needs well. AP is broken out by vendor though.

    Michelle
    Sheri
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    06/29/2016 7:19 AM

    Hi, we also manage our orders by departments. So each buyer is responsible for a group of departments. A buyer could have multiple departments on one PO, and when the PO is received the system prints delivery tickets and breaks the orders back out by department.

    We too have found this gives the best customer service to our departments, as they always have their same buyer (regardless of which vendor the products come from).

    We have tried to have certain vendors compile only on certain days, but haven't had any luck on making that work.

    JonA
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    06/29/2016 8:26 AM
    Our buyers are assigned to the req locs also. It ensures continuity of service if the a buyer handles the same department for all locations. It also make it easier for the end user- they know who to go to for issues and questions if the buyer is assigned to their department.

    If you think about it most vendors are department specific anyway, Fisher and Beckman Coulter for the Lab; Biomet and Stryker for the OR; St. Jude and Medtronic for the Cath Lab. So it ends up that if the buyer is assigned by department they are the primary buyer for the related vendors as well. It's when you get into the distributors like Cardinal, Owens & Minor or Seneca Medical when you find some overlap.

    I haven't tested this but I believe the order days selection in PO10.1/PO10.2 is tied to PO100. So if the vendor is a Friday only PO100 won't create a PO for anything in PO23 for that vendor unless the PO100 is run on Friday.
    Jon Athey - Supply Chain Analyst - Materials Management - MidMichigan Health
    Kat V
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    06/29/2016 8:53 AM
    We also assign buyer by req loc. We have a handful of exceptions where there are problematic vendors that the director wants to be handled by the buyer. We solved that by changing the issue method to be email to the assigned buyer, not to change the assignments.
    StephanieD
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    06/29/2016 9:17 AM
    The last time I tested, the order days in po10/po10.2 are only for inventory (IC140). In answer to your last question, you can't control when the orders drop into PO23, but you can control when they get picked up by PO100 using the Req Location Attributes parameter on the Filters tab. 1) Setup an ORDER DAY attribute for RQLOC (MX00), 2) set an order day for every req loc in the attribute (RQ01 Attributes), 3) setup an attribute list (MX10) - one for each day (MONRQLOC, TUERQLOC, etc.), 4) schedule PO100 separately for each day of the week with the Req Location Attributes parameter set to the one for that day. We do not use req loc attributes for this purpose, but we use req loc attributes for other purposes... ex: req loc delivery days - used in WH130.
    brupp
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    07/17/2017 1:29 PM
    Hello - resurrecting a dated thread here - Our Purchasing currently manages requisitions by vendor & wants to consider changing to a departmental structure. RQ01 makes that easy enough to do with some historical data for guidance. What if you wanted a certain vendor to go to a certain buyer, regardless of RQ01 setting? Would the PO10 setting trump RQ01, or does this require IPA?
    @Bev - did you end up changing? If so how did it go? While we find the parsing by vendor easy to ensure even workloads between buyers, requesters can never keep straight on which buyer to call & when. It is definitely a negative impact to customer service. Thanks.
    Sheri
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    07/17/2017 2:32 PM

    Hi, we are set up by Department, definitely better customer service as the end user only needs to call their buyer regardless of the product they are ordering (and what vendor).

    We have it set up per Requesting location (RQ01) this routes all purchase orders to the buyer listed. I would be interested in knowing if the PO10 Buyer trumps RQ01 as well. We currently do not have any buyers set in PO10.

     

     

    Kat V
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    07/17/2017 3:31 PM
    RE: What if you wanted a certain vendor to go to a certain buyer, regardless of RQ01 setting? Would the PO10 setting trump RQ01, or does this require IPA?

    RQ01 trumps PO10. We set the issue method for certain vendors to email specific buyers. The RQ01 Buyer either leaves the PO unreleased and changes the initials or the PO100 releases the PO and issues to the correct buyer.
    StephanieD
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    07/17/2017 3:34 PM
    We have a buyer set on every PO10.2 and just a few RQ01's with a buyer set. The RQ01 over rules the PO10.2.
    brupp
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    07/19/2017 7:02 AM
    Hi Kat - When you say "We set the issue method for certain vendors to email specific buyers." can you explain that a bit more please?
    Kat V
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    07/19/2017 7:52 AM
    For the vendors we wanted to go through a specific buyer, we set PO10.2 to issue I (Email) and populated the email field with the buyer's email. This way, the PO has the buyer code tied to RQ01 but the buyer assigned to the vendor gets the PO and handles the transaction. We have only 5 vendors that need "hand holding" so this was easier for us rather than try to create an IPA or interfere with PO100 in some way.
    Bev Edwards
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    07/19/2017 9:34 AM

    No, we did not change to a new process. The PM left the organization. 

    Our buyers use PO23 to select the items they want to pull with PO100, however this is not perfect either because they are used to using the filter with their buyer code and not all items have a buyer code set in IC12. 

    Patricia Mane
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    07/19/2017 9:56 AM
    We have our Buyers noted in RQ01 for the deparmtnts they manager.  As well we have auto jobs that release all requisitions and only when there is an issue do they go to PO23.
    brupp
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    07/24/2017 8:02 AM
    Thanks Kat - You must use your Purchase From's differently than we do. We only use them in cases where we cannot mix divisions on a PO, or if we have items on an agreement with payment terms different than the norm.
    Thanks to everyone for chiming in! Would anyone be willing to share how they divided up the departments specifically? We have 2 hospitals, a rehab center, & 80+ physicians offices with 7 dedicated Buyers. Service & Capital will eventually go to other positions once they are filled.
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