Walkthrough: Process a Purchase Order for Variable Weight-Lot Everywhere Items

This walkthrough demonstrates the procedures that are required to process a purchase order for variable weight items in the Lot Everywhere scenario.

When using the Lot Everywhere scenario, the total weight of all cases for a specific lot is recorded for all INBOUND, MOVE, and OUTBOUND transactions.

For INBOUND, MOVE, and OUTBOUND transactions, the weight of the entire lot is posted. The item ledger entries, and warehouse entries record a transaction for each lot number.

About This Walkthrough

This walkthrough demonstrates the following tasks:

Create an Item Tracking Code
Create a Variable Weight Item
Create a Variable Weight Purchase Order
Create a Variable Weight Warehouse Receipt
Register a Warehouse Put-Away
Invoice a Variable Weight Purchase Order

Prerequisites

On the No. Series page, lot number series have been defined.
On the Units of Measure page, units of measure have been defined.
On the Item Categories page, an item category has been defined.
Variable weight surcharges have been set up. For more information see, Set up Variable Weight Surcharges.
A warehouse location has been set up for non-directed picks and put-aways. For more information see Walkthrough: Set Up a Warehouse Location with Non-Directed Picks and Put-Aways.
The employee that is performing the steps in this walkthrough, is set up as a warehouse employee for the SEATTLE location.

Story

The JF Company purchases and receives bulk meat items. These meat items are priced according to weight, and any vendor item surcharges are also distributed based on weight.

The SEATTLE location has been set up as a warehouse that uses non-directed put-aways. At the SEATTLE location, the JF company is purchasing 2 cases of bulk ground beef (VW-LOTE-BEEF_GROUND) and 3 cases of bulk ground pork (VW-LOTE-PORK_GROUND), both of which are received as cases, but priced in pounds. Each case is expected to weigh 10 pounds.

When the 2 ground beef cases are received, the total weight of the cases is 21.2 pounds. When the 3 ground pork cases are received, the total weight of the cases is 29.5 pounds.

When the invoice is received, the vendor has charged a delivery surcharge. When the purchase order is invoiced, the surcharge is split between the items based on the total lot weight.

Create an Item Tracking Code

Before creating a variable weight item for the Lot Everywhere scenario, create an Item Tracking Code. The Item Tracking Code, which is assigned to an item, is how JustFood determines how variable weights are handled.

To create an item tracking code

Choose , enter item tracking codes, and then choose the related link.

The Item Tracking Codes page opens.
On the action bar, choose New.

The Item Tracking Code Card page opens.
On the General FastTab, perform the following steps:
1. In the Code field, enter VW-S2-LOTE.
2. In the Description field, enter Variable Weight Scenario 2 Lot Everywhere.
On the Serial No. FastTab, turn off all fields.
On the Lot No. FastTab, except for the Lot No. Info Must Exist fields, turn on all fields.
On the Misc. FastTab, turn on Variable Weight Tracking.

Create a Variable Weight Item

Variable weight items must be created for the bulk ground beef (VW-LOTE-BEEF_GROUND) and bulk ground pork (VW-LOTE-PORK_GROUND) that will be purchased. The bulk ground beef and ground pork are expected to weigh 10 pounds per case.

To create a variable weight item for the bulk ground beef item

Choose , enter items, and then choose the related link.

The Items page opens.
On the action bar, choose New.

The Item Card page opens.
On the General FastTab, perform the following steps:
1. In the No. field, enter VW-LOTE-BEEF_SIDE.
2. In the Description field, enter Ground Beef_Bulk.
3. In the Item Category Code field, select RAW.
To create the item's Units of Measure (UOM), perform the following steps:
1. On the action bar, choose Navigate > Item > Units of Measure.
  
  The Item Units of Measure page opens.
2. Add the following records:
  
  Code Qt. per Base UOM Weight
  
  CASE 1 10
  
  LBS 10 1
3. On the Current Base Unit of Measure FastTab, in the Base Unit of Measure field, select CASE.
4. To return to the Item Card page, choose .
  
  On the General FastTab, the Base Unit of Measure field is populated with CASE.
On the Costs & Posting FastTab, in the Costing Method field, select FIFO.
On the Prices & Sales FastTab, perform the following steps:
1. In the Sales Price Unit of Measure Code field, select LBS.
2. In the Purchase Price Unit of Measure field, select LBS.
On the Item Tracking FastTab, perform the following steps:
1. In the Item Tracking Code field, select VW-S2-LOTE.
2. In the Lot Nos. field, select LOT.
3. In the Expiration Calculation field, enter 6M.
On the action bar, choose Actions > Functions > Weight > Calculate Net Weight.

On the Inventory FastTab, the Net Weight field is populated. The net weight is calculated based on the defined units of measure. The net weight flows to document lines, such as for sales, picks, and warehouse entries.

Code	Qt. per Base UOM	Weight
CASE	1	10
LBS	10	1

To create a variable weight item for the bulk ground pork item

Choose , enter items, and then choose the related link.

The Items page opens.
On the action bar, choose New.

The Item Card page opens.
On the General FastTab, perform the following steps:
1. In the No. field, enter VW-LOTE-PORK_GROUND.
2. In the Description field, enter Ground Pork-Bulk.
3. In the Item Category Code field, select RAW.
To create the item's Units of Measure (UOM), perform the following steps:
1. On the action bar, choose Navigate > Item > Units of Measure.
  
  The Item Units of Measure page opens.
2. Add the following records:
  
  Code Qt. per Base UOM Weight
  
  CASE 1 10
  
  LBS 10 1
3. On the Current Base Unit of Measure FastTab, in the Base Unit of Measure field, select CASE.
4. To return to the Item Card page, choose .
  
  On the General FastTab, the Base Unit of Measure field is populated with CASE.
On the Costs & Posting FastTab, in the Costing Method field, select FIFO.
On the Prices & Sales FastTab, perform the following steps:
1. In the Sales Price Unit of Measure Code field, select LBS.
2. In the Purchase Price Unit of Measure field, select LBS.
On the Item Tracking FastTab, perform the following steps:
1. In the Item Tracking Code field, select VW-S2-LOTE.
2. In the Lot Nos. field, select LOT.
3. In the Expiration Calculation field, enter 6M.
On the action bar, choose Actions > Functions > Weight > Calculate Net Weight.

On the Inventory FastTab, the Net Weight field is populated. The net weight is calculated based on the defined units of measure. The net weight flows to document lines, such as for sales, picks, and warehouse entries.

Code	Qt. per Base UOM	Weight
CASE	1	10
LBS	10	1

Create a Variable Weight Purchase Order

After the variable weight items have been created, a variable weight purchase order can be created.

To create a variable weight purchase order

Choose , enter purchase orders, and then choose the related link.

The Purchase Orders page opens.
On the action bar, choose New.

The Purchase Order page opens.
In the Buy-From Vendor No. field, select a vendor.
On the Lines, to enter the information for the ground beef item, perform the following steps:
1. In the Type field, select Item.
2. In the No. field, select VW-LOTE-BEEF_GROUND.
3. In the Location Code field, select SEATTLE.
4. In the Quantity field, enter 2.
  
  The value in the Unit of Measure field represents the base UOM. This value is not the unit of measure for the weight.
5. In the Direct Unit Cost (Purch. Price UOM) field, enter 2.50.
  
  This value is the cost of the item based on the item's weight. Therefore, the cost of the ground beef is $2.50 per pound.
  
  The Direct Unit Cost Excl. Tax field is automatically populated with 25.00, which is the price per CASE. One CASE is expected to weigh 10 LBS at $2.50 per pound.
On the Lines, to enter the information for the ground pork item, perform the following steps:
1. In the Type field, select Item.
2. In the No. field, select VW-LOTE-PORK_GROUND.
3. In the Location Code field, select SEATTLE.
4. In the Quantity field, enter 3.
  
  The value in the Unit of Measure field represents the base UOM. This value is not the unit of measure for the weight.
5. In the Direct Unit Cost (Purch. Price UOM) field, enter 2.00.
  
  This value is the cost of the item based on the item's weight. Therefore, the cost of the ground pork is $2.00 per pound.
  
  The Direct Unit Cost Excl. Tax field is automatically populated with 20.00, which is the price per CASE. One CASE is expected to weigh 10 LBS at $2.00 per pound.
On the action bar, choose Process > Release.

At this point, none of the Line Net Weight fields are populated.

Create a Warehouse Receipt

After a purchase order is created and released, a warehouse receipt can be created. When the 2 ground beef cases are received, the total weight of the cases is 21.2 pounds. When the 3 ground pork cases are received, the total weight of the cases is 29.5 pounds.

To create a warehouse receipt

Choose , enter purchase orders, and then choose the related link.

The Purchase Orders page opens.
Select the released purchase order that was created for the variable weight items, in this case, PO0026391, and then on the action bar, choose Manage > View.

The Purchase Order page opens.
On the action bar, choose Process > Create Whse. Receipt.
A dialog box appears and displays a message that indicates a warehouse receipt header was created.
To close the dialog box, choose OK.

The Warehouse Receipt page opens.
To enter the tracking information for the ground beef line, perform the following steps:
1. Select the VW-LOTE-BEEF_GROUND line.
2. In the Qty. to Receive field, enter 2.
3. On the Lines section action bar, choose Line > Item Tracking Lines.
  
  The Item Tracking Lines page opens.
4. On the action bar, choose Process > Assign Lot No.
5. In the Net Weight field, enter 21.2.
  
  The value of 21.2 is the total weight of the 2 cases.
6. To close the Item Tracking Lines page, choose Close.
  
  The Line Net Weight to Receive field is automatically populated with the value of 21.2.
To enter the tracking information for the ground pork line, perform the following steps:
1. Select the VW-LOTE-PORK_GROUND line.
2. In the Qty. to Receive field, enter 3.
3. On the Lines section action bar, choose Line > Item Tracking Lines.
  
  The Item Tracking Lines page opens.
4. On the action bar, choose Process > Assign Lot No.
5. In the Net Weight field, enter 29.5.
  
  The value of 29.5 is the total weight of the 3 cases.
6. To close the Item Tracking Lines page, choose Close.
  
  The Line Net Weight to Receive field is automatically populated with 29.5.
On the action bar, choose Posting > Post Receipt.

A dialog box appears and displays a question that asks if you want to post the receipt.
Choose Yes.

A dialog box appears and displays a message that indicates a source document was posted, and a put-away activity was created.
To close the dialog box, choose OK.

The Posted Whse. Receipt page opens.

If you return to the purchase order, you can see that some of the Line Net Weight fields have been populated. The values in the Direct Unit Cost Excl. Tax fields were recalculated to reflect the weights that were received. For example, 3 cases of pork weighed 29.5 pounds, and the total cost of the cases is $59.00 ($2.00 x 29.5). The cost of each case is $19.66667 ($59.00 divided by 3).

Register the Warehouse Put-Away

The ground beef and ground pork are put-away to the appropriate bin. The entire lot of each item is moved. The warehouse put-away can now be registered.

To register the warehouse put-away

Choose , enter posted warehouse receipts, and then choose the related link.

The Posted Warehouse Receipts page opens.
Select the posted warehouse receipt for which you want to register a warehouse put-away, and then on the action bar, choose Manage > View.

The Posted Whse. Receipt page opens.
On the action bar, choose Navigate > Receipt > Put-away Lines.

The Warehouse Activity Lines page opens.

The lines display the following:
- Take 2 cases of the VW-LOTE-BEEF_GROUND item, with a net weight of 21.2, from the RECEIVE bin, and then place the cases into the A1-01-01 bin.
- Take 3 cases of the VW-LOTE-PORK_GROUND item, with a net weight of 29.5, from the RECEIVE bin, and place the cases into the A1-01-01 bin.
On the action bar, choose Process > Show Document.

The Warehouse Put-away page opens.
On the action bar, choose Process > Register Put-away.

A dialog box appears.
To register the put-away document, choose Yes.

In JustFood, each lot is moved as a whole unit to the appropriate bins.

On the Warehouse Entries page, the positive adjustments can be viewed, as well as the movement from the RECEIVE bin to the A1-01-01 bin for both of the items.

Invoice the Variable Weight Purchase Order

When the invoice is received, the vendor has charged a $20.00 delivery surcharge. When the purchase order is invoiced, the surcharge is split between the items based on the total lot weight. The variable weight purchase order can now be invoiced.

To invoice the variable weight purchase order

Choose , enter purchase orders, and then choose the related link.

The Purchase Orders page opens.
Select the released purchase order that was created for the variable weight items, and then on the action bar, choose Manage > View.

The Purchase Order page opens.
On the action bar, choose Process > Reopen.
On the Lines, perform the following steps:
1. In the Type field, select Charge (Item).
2. In the No. field, enter Freight.
3. In the Location Code field, enter SEATTLE.
4. In the Quantity field, enter 1.
5. In the Direct Unit Cost Excl. Tax field, enter 20.00.
6. In the Qty. to Receive field, enter 1.
To assign the item charge, perform the following steps:
1. With the item charge line selected, on the Lines section action bar, choose Line > Item Charge Assignment.
  
  The Item Charge Assignment page opens.
2. Select all existing lines, and then choose Manage > Delete.
  
  A dialog box appears.
3. To delete the selected lines, choose Yes.
4. On the action bar, choose Item Charge > Get Receipt Lines.
  
  The Purch. Receipt Lines page opens.
5. Select the 2 lines that are associated with the purchase order, and then choose OK.
  
  The two receipt lines are returned to the Item Charge Assignment page.
6. On the action bar, choose Item Charge > Suggest Item Charge Assignment.
7. Select Weight (Gross if Not Zero Else Net).
8. Choose OK.
  
  On the Item Charge Assignment page, the Qty. to Assign field is automatically updated. The Amount to Assign is based on the weight of each lot. The total delivery charge is $20.00, and $8.36 is assigned to the 21.2 pounds of the ground beef lot, and $11.64 is assigned to the 29.5 pounds of the ground pork lot.
9. Choose Close.
On the Purchase Order page, on the Lines, in the Qty. to Invoice field, enter 2 for the ground beef line, and enter 3 for the ground pork line.
On the action bar, choose Posting > Post.

A dialog box appears.
Select Receive and Invoice, and then choose OK.

The purchase order is invoiced.

The Item Ledger Entries recorded a transaction for the total lot of each item.

The Value Entries for each item display how the costs were assigned.