Global

A supplier is a private person or a company that supplies goods or services. The SUP application contains information about suppliers. For instructions on creating a new supplier, refer to Create a new supplier.

Context menu

The context menu in SUP gives the following options:

In the Supplier (SUP) application you can update any new information about the supplier. This may be This may be a change in contacts, shipping addresses or change in main and financial settings. Also refer to Supplier (SUP) for more information.

Select Settings to see the settings. There are three tabs in Settings.

Main Data

Main data contains the following fields.

General

Shipping terms

Classification

Purchase

Blockings

Output control

Output control contains the following fields and controls.

Finance data

Finance data contains the following fields.

Terms

Bank accounts

Delivery Terms and Delivery Terms Place

To align more closely with the International Commercial Terms (Incoterms), in which the place of delivery is explicitly named, RamBase has added a field called Delivery terms place to the Delivery terms. This makes the delivery terms legally valid. You can specify the default Delivery terms place for your suppliers. This is a mandatory field and you cannot validate some outgoing documents during a change of status if you do not specify the Delivery terms place. Any printouts such as PDF will also show the Delivery terms place.

To specify the Delivery term place for a supplier.

There are some settings for Delivery terms and Delivery terms place in the CSV.

You can specify the default values for the Delivery terms (DELTERM) field when creating new suppliers.

You can specify the default values for the Delivery terms place (DELTERMPLACE) field when creating new suppliers.

It is possible to control the document logistic in RamBase by predefining the recipients of specific documents for a given customer. These setting can be controlled from the Document Handling tab in the folder Handling in the Supplier (SUP) view.

To add recipients you click the icon Add Contact Person, which opens a popup where you may choose which types of documents this contact will receive. These documents are listed in the drop-down menu under Document(s) to Send, with names in short form. You may also choose which method the document is to be delivered, which may be EDI, e-mail, CSV-file or physical print.

The contact must be defined in the Contact Persons (CNT) application and connected to the supplier. If not you will need to create a CNT.

Purchase Quote Request (SRQ) is the request for quote sent to a supplier for a specific part, and for a specific quantity.

To open the Purchase Quote Reques (SRQ) application, find Procurement in the RamBase menu and then Quoting. Click Purchase quote request to enter the SRQ application.

To select multiple items for forwarding or deletion, select the checkbox to select all the items. Any operation selected from the context menu such as forwarding or deletion applies to all the selected items. To select one item at a time, click in the status column of the item.

Supplier Quote Management (SQM), is an efficient way to create requests for quote and manage supplier quotes in response to customer requests.

To open the Supplier Quote Management (SQM) application, find Procurement in the RamBase menu and then Quoting. Click Purchase quote management to enter the SQM application.

The documents which are visible under the Pending folder are Sales Quote Requests (CRQ) in ST:2 which needs further processing. The application is used to create requests to the suppliers and create offers in the system based on the suppliers reply.

There are two different modes to choose from, depending on the company type:

All the postings are ready for further processing, so you may highlight a desired line and press ENTER to proceed.

The reply from the supplier will include the SRQ number. Enter SRQ and that number in the program field and press ENTER. When in the SRQ, highlight the item and press ENTER.

NOTE: There are two setting controlling when the document will change status to ST:6 or ST:9. These settings are called:

Use the Forward all items option and then choose the Forward all items to purchase quote option.

Choose whether to forward to a new, or an existing, Purchase Quote. Click forward when finished and the new purchase quote is created.

A Purchase Quote (SQU) is a document that contains an offer from a supplier. SQUs can be created from the corresponding Purchase Quote Request (SRQ) or directly from the Purchase Quote (SQU) application.

To open the Purchase Quote (SQU) application, find Procurement in the RamBase menu and then Quoting. Click Purchase quotes to enter the SQM application.

To select multiple items for forwarding or deletion, select the checkbox to select all the items. Any operation selected from the context menu such as forwarding or deletion applies to all the selected items. To select one item at a time, click in the status column of the item.

NOTE: The Is Ship and Debit check box is only available for companies running “Ship & Debit” agreements with their suppliers.

The Purchase (PUR) application lists all purchase needs ready for internal processing. Typical examples of where purchasing is needed is when stock is below the desired minimum quantity, or if Sales Orders (COA) or Production Work Orders (PWO) can not be fulfilled due to lack of goods.

To open the Purchase (PUR) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase handling to enter the Purchase (PUR) application.

To inspect purchasing needs you must use the Purchasing (PUR) application.

To open the Purchase (PUR) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase handling to enter the PUR application.

Here you may change the view using the drop down menu called Mode, where you can set the filtering criteria. There are several options, depending on your company's settings, to easier find the orders where attention is required.

Purchase Firm Orders

With this filter you may inspect the quantity missing for pending orders in the column PendingQtyUnit.

To correct these numbers you will need to purchase the articles needed by either creating a new Purchase Order (SPO), or adding the articles to an existing SPO.

To create an order based on the missing quantity, you must first highlight the desired article line and press ENTER.

Field descriptions:

Part Information

• Part = Name of the article

• Text = Description of the article

• Mfr = Manufacturer

• PackQty = The packing quantity of a product delivered in multiple-item packs.

• SubQty = Number of packages inside a package

• Class = Classification of the article

• Unit = Pieces/meter/kg etc.

• PurchaseLeadTime = Lead time in number of days specified on the article

• AssignmentWindowDate = The last day of the assignment window. Orders within this date will link to thewarehouse, productions and supplier backlog in SAR, and not with pending, such as the orders outside the assignment window.

Warehouse

• Free = Available quantity on stock

• Stock = Total quantity on stock (can be linked to i.e. sales orders)

• Min.stock = Minimum stock quantity specified on the article

• In transit = Quantity used in goods transfers (transfer from one location to another).

• Open Supplier Orders = Quantity on purchase order/responses in status 1 (not registered)

• Supplier Backlog = Ordered, but not yet delivered quantity (registered, status 3)

• Open Customer Orders = Unconfirmed quantity on sales orders and production work orders (status 1)

• Backlog = Quantity ordered by customer (PWO/COA), but not yet shipped

• Consumed/Shipped = Quantity that has been decreased in warehouse due to shipments/productions/corrections etc.

1. You may inspect the article needs details in the different columns.

   • The column Shortage which show dates when the articles are needed.

   • The column Backlog shows all orders related to the purchasing needs.

   • The Sup Backlog Status column show the forecast for article quantity updated on orders and planned purchase.

2. To fill the order needed, press ENTER on the week line.

   

3. Here you may choose which SPO connected to your PID you would like to add the order to, and the option to make a new one.

To make a new SPO, please see the documentation related to creating Purchase Orders (SPO).

You may filter the SPOs by the radio buttons to narrow your results.

In the new popup window, Select SPO, you may create a new Purchase order (SPO) or select an existing Purchase order (SPO). If a minimum order quantity is registered on the product, the purchase quantity will be adjusted accordingly. If not, you may also change the quantity for example based on a given package quantity. This is done by pressing ENTER on a line and selecting a location in the following popup.

If you select an existing Purchase order (SPO), the Purchase order (SPO) Item window is displayed. Here you can inspect supplier offers and select one as the basis for the Purchase order (SPO), prices and historical records. In addition, you can inspect the delivery list, stock assignments and customer-related information. You can add additional data, such as SumWeight, or merge, split, move item lines to another Purchase order (SPO).

A Purchase Order (SPO) is a document that is used to purchase goods from a supplier.

A Purchase Order (SPO) may be created from the Purchase (PUR) application, or manually from the SPO application.

Suppliers can trade in many currencies. The currencies are defined for each supplier in the Supplier (SUP) application.

If a supplier trades in more than one currency, you will get a popup asking you to choose currency when entering a new document.

A Purchase Order Response (SOA) is a response from the supplier regarding the purchase order or a change request. The SOA document is important for the statistics gathered in the Delivery Performance Statistics (DPS) application.

The SOA-items can be forwarded to either a new SOA (if there are new changes), or to a Goods Reception (SSA) document when the purchase order is received.

To select multiple items for forwarding or deletion, select the checkbox to select all the items. Any operation selected from the context menu such as forwarding or deletion applies to all the selected items. To select one item at a time, click in the status column of the item.

Lead time is the standard delivery time from supplier, measured in days. The lead time registered in RamBase is only for information purposes. You can enter or edit the lead time both on Products (ART) and the specific Suppliers (SUP) for the product in question.

Freight price based on a percentage of the goods shipped may be added as a one time occurrence. The criteria is that the Purchase order item (SPOITEM) is in Status 1.

Some Production Work Orders (PWO) require operations done by external companies. Most common is the external operation where the product is sent out of the company premises to the external company. An other option is to purchase an in-house external operation where there is someone who is coming to your company to perform the operation for you.

External operation orders must be created from the External Work folder when using the Purchase (PUR) application.

To open the Purchase (PUR) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase handling to enter the PUR application.

Enter the External Work folder

There are three ways to enter the External Work folder:

1. Open the Purchase (PUR) application.

   • Select the External Work folder.

2. Open the actual Production Work Order (PWO).

   1. Click the Magnifier icon in the Part Section to Inspect links to stock and purchase orders.

   2. Click on "Pending" in the Linked To-column on the external operation's item line.

   3. The application will open the External Work folder in PUR for this selected operation.

3. Open the Production Planning (PRODPLAN) application.

   1. Select the External Operations folder.

   2. Click on "Pending" in the Order-column on the item line for the actual external operation and production order.

   3. The application will open the External Work folder in PUR for this selected operation and production order.

When entering the External Work folder in Purchase (PUR) application from the Production Planning application (PRODPLAN) or from the selected Production Work Order (PWO), you order only one operation for the selected line.

When entering the External Work folder directly from PUR, you may order several external operations on the same purchase order by bulk handling. To open the Purchase (PUR) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase handling to enter the PUR application.

Direct Shipment is used in situations where the supplier ships goods directly to the customer. The situations where this is useful is for example if the delivery is time sensitive, or there are geographical reasons for choosing a shorter route.

NOTE: If you want to reverse the direct shipment, use the option Undo direct shipment under Activities and operations. You will then be able to change the location of the Sales order and Purchase order from the direct shipment location to another you select.

Purchase Groups (PUG) is an application for creating groups of purchasers within each location (LOC).

The Purchase groups area to the left shows a list of all purchase groups. The Purchase group area to the right shows the details, including the purchasers, of the chosen purchase group.

To create a new purchase group:

The purchase group you have created will now be available in the Purchase (PUR) and Purchase backlog management (PBM) applications in the PurchGroup/Purchase Group dropdown menus. Connecting a Product (ART) and a location to a Purchase group (PUG) is performed in from the Properties tab, and then the Main data sub-tab, in the Procurement area.

Material requirements planning applications, requirements plan- and overview, is used to calculate the materials and components of manufactured products, and provide you with information on what must be available, in right quantities- and time.

The material requirements planning applications aims to show, how various transactions affect both physical- and available stock, identify deviations and provide you with purchase- and Production work order (PWO) suggestions.

Requirements plan

The requirements plan is presented in the context of an item, and can have several inputs. These are:

1. Demands originating from Sales orders (COA) and/or Sales forecasts (FCC). How much is wanted and when is it wanted - considered as independent demand.

2. On-hand stock quantities and inventory management data.

3. Bill of materials (BOM) - what and how much is required of sub-assemblies, components and material - considered as the dependent demand.

Products (ART) application item will have an overview by clicking Stock and then the Requirements plan tab. The overview can be used for both production- and purchase planning purposes, but also during sales. The intention is to create a more structured planning process, as well as making it more efficient to check for availability of products, materials and components.

The presented transactions in the overview is based on actual linking in the background Stock assignment (SAR). There will be a nightly batch that calculates the requirements, but also with an option of manually triggering it when desired.

Transactions

The requirements plan is presented per item. General information such as stock quantity, available quantity and location for the item in question, is displayed in the item header.

The transaction overview presents each transaction with planned date and related quantity, planned accumulated stock with reference to the source document and reference information depending on actual transaction – Purchase orders (SPO), Sales orders (COA), or Production work orders (PWO). The list is sorted on date, and it is also possible to present it per different periods. When sorting the list on period, the transactions are consolidated.

Transactions such as Sales orders (COA), Production work orders (PWO) (if it is a component, material, or sub-assembly in another manufactured product) and sales forecast are examples on what could decrease the stock. Whereas Purchase orders (SPO) and Production work orders (PWO) are two examples on what increases stock.

When registering an order on a manufactured product, the requirements plan should show the initial requirement on top-level (sold product), as well as requirements for all components and materials included in the product bill of material. The sold product should have a reference to the Sales order (COA), whereas the components and materials should have a reference to the Production work order (PWO) if it is created. If the Production work order (PWO) is not created for the sold product, then the requirements plan for the underlying components, assemblies etc. will have a reference to the product it is withdrawn to.

From the presented requirements plan you are able to see that the first two lines are purchase orders that increase stock for the item in question, but also how the next production work orders decrease stock. This is how you should be able to follow the material requirements plan on all the different items and see how it will affect the inventory of this particular item. The clue here is to be able to easily identify the instances where deviations occur.

Column name	Description
Estimated date	Sorting based on date. Required or confirmed date is used if the defined date is not in the past. If the date is in the past, todays date is used.
Req.del.date	Requested delivery date.
Conf.del.date	Confirmed delivery date.
Type	Type of product.
Item	Name of the document and item numbers are displayed.
Assignments	Stock assignment register.
Transaction quantity	Quantity related to the transaction in question.
Stock quantity	Physical on hand quantity. Includes allocated items.
Available quantity	On hand quantity that is not allocated. Displays changes (increase and decrease) in available quantity.
Suggested	Suggested purchase- or production quantity.

In summary, it is a material plan that shows how the various transactions affect both physical- and available stock.

Reorder point

The reorder point is the level of inventory which triggers an action to replenish that particular inventory stock. When the defined re-order point is reached, it will trigger either a purchase- or production need, depending on what type of item it is. In this image there is a reorder point of 25.

Purchase- and Production work order (PWO) suggestions will also be displayed in the requirements plan. When a deviation occurs, negative available stock or below re-order point, a suggestion will be presented. The suggested quantities will consider parameters from the item, such as: re-order quantity, suppliers minimum order quantity and package quantity on bought items, and minimum production order quantity and multiple quantities on manufactured items. The suggested quantity can also be adjusted for the manufactured items.

Requirements overview (REO) application

The requirements overview (REO) application consists of two tabs, purchase order- and production work order suggestions. These tabs represent all items with deviation, e.g. negative available stock or available stock below reorder point, from the requirements plan. The purpose is to have one common overview where all items with deviation are identified and where all necessary actions can be taken.

All details behind the presented figures can be inspected. This will lead you to the requirements plan for the item in question. Additionally, both purchase- and Production work orders (PWO) can be created directly from the overview. By doing so, you will create Purchase orders (SPO) or Production work orders (PWO) in Status 1.

There are several filter options presented for both tabs. These are: location (option for both tabs) supplier and purchase group for purchase order suggestions, and manufacturing area and planning category for production work order suggestions.

The Purchase backlog management (PBM) application provides the user with key supply and demand information.

The Purchase backlog management (PBM) application is an efficient, yet comprehensive tool for following up Purchase order response (SOA) items and Purchase order (SPO) items.

Overview

The application is divided into the header area, the document items area and the show details area.

To open the Purchase backlog management (PBM) application, find Procurement in the RamBase menu and then select Order handling. Click Purchase backlog management to enter the Purchase backlog management (PBM) application.

Header

Filtering the listed document items is done from the header area. The available fields and checkboxes are listed in the table below:

Fields and checkboxes	Description
Quick search	A free text search field. Can be used to search for most values added to an item, including notification values. Clicking on the Quick search filter icon will list a series of checkboxes. The user can decide which categories are to be included in the search. Hover over the Quick search filter icon to quickly see which categories are included in the search.
Location	Filtering on a specific Location (LOC) can be done by selecting a location from the drop-down menu. Only one location can be selected at a time.
Purchase group	Filtering on specific Purchase groups (PUG) can be by done selecting one from the drop-down menu. Only one purchase group can be selected at a time.
Supplier	Filtering on specific Supplier (SUP) can be done by selecting one from the drop-down menu. Only one supplier can be selected at a time. Clicking on the View icon will access the Suppliers (SUP) application and provide further information and functions on the selected item.
Include all order types	Checking the Include all order types checkbox will include the following document types: Purchase order responses (SOA) Byproduct from production Customer owned production Product for service Customer owned product for repair Returned from customer Part changed during production Repaired by supplier Requisition order response Purchase order response Part from dismantle Inbound rental Purchase orders (SPO) Customer owned product Returned from customer Repaired by supplier Replacement from supplier Purchase order Part from dismantle Customer owned product for repair Part changed during production Requisition order Product for service Inbound rental

Note

The Purchase backlog management (PBM) application saves the selection of included categories in the drop-down menus. Clicking the Clear filters button will reset all changes done from the drop-down menus. This does not apply to the Quick search filter.

Document items

The items in the document items area are either Purchase order (SPO) items or Purchase order response (SOA) items. The document items area includes a search field. The scope of the search is done by clicking the Filter builder icon to the right of the search field. Clicking the Filter builder icon will display a popup with the options to add a Standard filter and/or Create custom filters. All custom filters can be saved and then added to the My saved filters area.

Filtering the Document items

Standard filters	Filter description
Backlog items (Status 3-5)	The filter includes items in Status 3, 4, and 5, and leaves out pending items. This filter can not be active with the Items pending registration (Status 1-2) or the Processed items (Status 9) filters.
Items arriving early	The filter includes items that are arriving early, meaning that the earliest consumption date is earlier than requested or confirmed delivery date. This filter can not be active with the Items arriving late filter.
Items with non-stock products	The filter includes items without assignments, i.e. requisition items.
Items with stock products	The filter includes items that are expected to be registered as stock.
Items arriving late	The filter includes items that are arriving late, meaning that the earliest consumption date is later than requested or confirmed delivery date. This filter can not be active with the Items arriving early filter.
Processed items (Status 9)	The filter includes items in Status 9. This filter can not be active with the Backlog items (Status 3-5) or Items pending registration (Status 1-2) filters.
Items pending registration (Status 1-2)	The filter includes items in Status 1 or Status 2. This filter can not be active with the Backlog items (Status 3-5) or the Processed items (Status 9) filters.
Items with available quantity	The filter includes items with available quantity.

Custom filters

The Filter builder is a useful tool in further customizing the output from the Purchase backlog management (PBM) application.

Example 1. Using custom filters to filter document items- with example

In this example, the user will filter on the notification values added to the item. The notification will be added first, then the filter will be built. This example will let the user filter on items tagged with the notification urgent.

Step 1: Adding notification

1. Enter the Sales order (COA) application and select the Sales order (COA) to be tagged with the notification.

2. From the Sales order area, click on the Add info notification button.

3. In the Info popup, type a value to be filtered on.

   In this example, Urgent.

4. Click on the Add button to close the popup and save the notification.

   Note that the notification has been added above the Add info notification button with an Information icon and date and time.

Step 2: Build custom filter

1. From the Sales order area, click on the Filter builder icon next to the search field.

2. In the Create custom filters area, click the Field drop-down menu and select the ContainingNotificationMessage option.

3. In the Operator drop-down menu, select the = option.

4. In the Value field enter the value to be filtered on. In this example, type Urgent.

5. Click on the Save filter button to save the filter.

6. In the Name for the custom filter field, enter the intended name for the filter. In this example, Urgent Sales orders.

7. Click on the Check mark icon to save the filter.

   The filter is now saved and editable from the My saved filters area in the popup. Hover over the filter to either edit or delete, then click the corresponding icon of the intended action.

8. To add the filter to the search scope, click on the Filter builder icon and select the filter from the My saved filters area.

Note that the filter is now active underneath the search field in the Sales orders area.

Functions in the Document items area

Icons

Drilling down on a document line item is done by clicking on an icon linked to the requested information. Pressing ENTER will open the Forward to Purchase order response (SOA) popup for the selected item.

Icon	Hover over description	Result
	Open document View product Open supplier	Opens the linked document or product. An example would be to access a Purchase order item (SPOITEM).
	Request change	Will create a new Change request (SRC) in Status 1 (pending registration).
	Forward to Purchase order response	Will open a popup where the following choices, fields and drop-down menus are available: Choose to either Forward to new order response or Forward to existing order response. Selecting Forward to existing order response requires selecting an option from the Lookup order response drop-down menu. Product - Locked Product description - Locked Forward quantity Price Requested delivery date Confirmed delivery date Heat number Suppliers reference number Changes caused by Note Click the Forward button to forward the item to a Forward order response (SOA).
	Status icon	The Forward items to SOA and Clear selected items functions are now available in the context menu. The items need to be of the same Purchase order (SPO) or Purchase order response (SOA) for them to be forwarded. In example: SOA/10000-1, SOA/10000-2, SOA/10000-3.
	Open SAR	Opens the Stock assignment (SARS) application.
	Inspect PUR	Opens the Purchase (PUR) application.

Columns

The viewed columns are highly customizable and the available information can be edited by clicking on the Column settings icon to the right of the Enter your search criteria here field. A list with all the available columns and the corresponding checkboxes can be selected from here. Hover over to view an expanded description of a column, cell or an icon.

Note

Include custom fields - The user can also select the Include custom fields option from the Column settings. Note that the custom field added, must be activated for both the document item types Purchase order (SPO) and Purchase order response (SOA).

This is done in the Object types to show field in area in the Custom fields (CUSTOMFIELDS) application.

Learn how to add Customfields (CUSTOMFIELDS) here.

A selection of the available columns are listed in the table below.

Column name	Description
Status	The status of the Purchase order (SPO) item or the Purchase order response (SOA) item indicated with an icon numbered 0-9.
Item	Name of the document and item numbers are displayed. Notes that are set on the item will also be displayed.
Type	If the document is either a Purchase order (SPO) or a Purchase order response (SOA), this field will be blank. If the document is a requisition, the field will note Requisition.
Remaining	Remaining number of units to be forwarded.
Initial order (SPO)	Lists the identifier of the initial Purchase order (SPO). Click the View icon to open the Purchase order item (SPOITEM) application.
Initial registration date	Displays the initial registration date of the Purchase order (SPO) listed in the Initial order (SPO) column.
Gross price/CUR	Gross price per unit converted to company currency, before any discounting is applied.
Net price/CUR	Final price per unit converted to company currency, after deducting all discounts.
Gross amount/CUR	Total gross amount converted to company currency.
Net amount/CUR	Total net amount converted to company currency.
Currency	The currency used on the net price, gross price, net amount and gross amount.
Gross price	The price per unit before any discounting is applied.
Net price	Final price per unit after deducting all discounts etc.
Gross amount	Represents the item amount before any discounts etc. is applied.
Net amount	Final item amount after deducting all discounts etc.
Product	Name and description of the product.
Type	Type of product.
Purchase group	Name of purchase group.
Manufacturer	Shortname/code of the manufacturer.
Manufacturer name	Company name of manufacturer.
Manufacturers product	The manufacturers product name.
Location	Unique abbreviation or short name of the location
Registration date	Date of registration.
Requested delivery date	The delivery date as requested by the buyer/purchaser.
Confirmed delivery date	Confirmed delivery date.
Earliest consumption date	The earliest date that these items can be used or consumed based upon the Assignment register (SAR) with the earliest production date, if it is linked to a Production work order (PWO). Or if it is linked to a Sales order (COA), then the earliest requested date on the linked Sales orders (COA).
Latest consumption date	Latest consumption date shows the earliest date that these items can be used or consumed based upon the Assignment register (SAR) with the latest production date if it is linked to a Production work order (PWO). Or if it is linked to a Sales order (COA), then the latest requested date on the linked Sales orders (COA).
Deviation earliest	Shows the difference between Earliest Consumption Date and Confirmed date, or if there are no Confirmed Date the Requested date is used.
Deviation latest	Shows the deviation between Latest Consumption Date and Confirmed date, or if there are no Confirmed Date it uses Requested date.
Delivery terms	Delivery terms.
Supplier	Name of supplier (name of company or surname/family name/last name of a person).
Note	Note from supplier if the item is an Purchase order response (SOA). Note to supplier if the item is a Purchase order (SPO).
Suppliers reference number	Suppliers or sellers item reference number. Typically to an external system.
Initial order	Item number of the Purchase order (SPO).
% Unassigned	Unassigned quantity of Purchase order (SPO) or Purchase order response (SOA) in percent.
Highlighted notification	Will display the latest notification set in the Stock info area, with the +Add notification button.

Note

To reset changes and selections done in the Column settings, click on the Column settings icon and select Reset to Default View.

Details view

Enabling the details view gives the user additional information and actions on the selected item. This is displayed by the tabs; Stock info, Purchase and Custom fields.

To enable, navigate to the header and click on the checkbox Show details in the upper right corner.

Listed below are the various tables and functions available in each tab.

Stock info tab

Table and functions	Description
Supplier	Provides name of the supplier, lead time and minimum order quantity.
Stock information	Provides stock information per location: available stock, stock and available backlog.
Note to/from supplier	Notes to/from the supplier can be added in this free-text field. Notes added here will also be added on the Purchase order response (SOAITEM) or Purchase order (SPOITEM) items.
Notifications	A list of notifications connected to the backlog item. Clicking the Information icon on a notification will open a popup where further information and free-text options are available.
Add notification	Notifications can be added to the item in the details view. Clicking the Information icon on an added notification will open a popup where further information and free-text options are available.
Delete notification	Notifications related to items can be deleted by clicking the Delete this notification from the item icon next to the corresponding notification. Note that this will also delete the notification on the initial Purchase order (SPO) or Purchase order response (SOA) .
Forward to SOA	Items can be forwarded to a new or another existing Purchase order response (SOA) from the Stock info tab.
Request change	A Change request (SRC) can be created by clicking the Request change button. This will open the Change request (SRC) application.

Purchase tab

The Purchase tab is divided into the tables Demand, Supply and Purchase and the row Available. Individually these tables display the current status and future needs, and collectively these tables display an overview of current status and forecasts availability. This is evident in the Available row.

Heading	Row	Source
Available	Shows a forecast of product stock that is or will be available.	Sum of the Supply table minus sum of the Demand table.
Demand
	Sales orders	Quantity demanded from Sales order (COA) items in Status 2 to 8.
	Service orders	Quantity demanded by Service orders (COA) in Status 2 to 8.
	Production work orders	Quantity demanded for Production work orders (PWO).
	Reserved	Quantity demanded by reserving quantity in Purchase orders (SPO), Purchase order responses (SOA) or Goods receptions (SSA).
	Blocked stock	Quantity demanded by blocking stock quantity in Stock locations (STL).
	Goods transfer	Quantity demanded for sending, or sent, Goods transfers (STW) in Status 8 or lower.
	Shipping advices	Quantity demanded for Shipping advices (CSA) in Status 3 or lower.
	Supplier returns	Quantity demanded for Supplier returns (SRT) in Status 3 or lower.
	Stock adjustments	Quantity demanded for unregistered stock adjustments reducing the stock in Status 8 or lower.
	Sales quote Buffer stock	Quantity demanded as buffer stock quantity in Sales quotes (CQR).
Supply
	Stock	Quantity supplied from stock. Calculated stock balance at the start of the period. This calculation initially reads stock quantity from Goods receptions (SSA) and then adds available quantity from earlier stock periods.
	Purchase orders Unregistered	Quantity supplied by Purchase orders (SPO) in Status 1 (pending registration).
	Purchase orders Registered	Quantity supplied by registered Purchase orders (SPO) in Status 3 or 5.
	Purchase order responses Unconf	Quantity supplied by Purchase order responses (SOA) without confirmed delivery date.
	Purchase order responses Conf	Quantity supplied by Purchase order responses (SOA) with confirmed delivery date.
	Production work orders Unconf	Quantity supplied by Production work orders (PWO) without confirmed delivery date.
	Production work orders Conf	Quantity supplied by Production work orders (PWO) with confirmed delivery date.
Purchase
	Pending	Quantities from Sales orders (COA), Service orders (COA) and Production work orders (PWO) which are not assigned to stock or Supplier backlog (SUPBACKLOG). This quantity is pending purchase.
	Reorder point	Quantity which needs to be purchased to keep the reorder point level.
	Pending blocked by PWO	Quantity of pending purchase, but blocked for purchase in Production work orders (PWO).

Custom fields tab

The custom fields tab shows all the custom fields which are connected to the backlog item. The user can read and edit these fields. Read more here and learn how to create custom fields. To view the custom fields, on item level, click the View details icon in the Item column. From the Order response (SOAITEM) application or Order (SPOITEM) application, click on the Custom fields tab to view the custom fields.

The Supplier Backlog Management (SBM) application is an efficient tool for following up purchase orders. Typical examples may be when requested date deviates from confirmed date or if the confirmed date is overdue. The SBM could also be used to check status of unconfirmed supplier orders, and order items which are without any assignments to customer orders or production work orders. These cases often need immediate attention.

To open the Supplier Backlog Management (SBM) application, find Procurement in the RamBase menu and then Order handling. Click Purchase backlog management to enter the SBM application.

A Purchase order change request (SRC), is a document which is used to ask supplier for a change to the purchase order by forwarding the purchase order lines from an Purchase order (SPO)/ Purchase order response (SOA) to a Purchase order change request (SRC), where the necessary modifications are made.

When registered, the Purchase order change request (SRC) is sent to the supplier, and the Purchase order (SPO)/ Purchase order response (SOA) is set to Status 5, indicating we are waiting for the supplier to give feedback to the change request. When the supplier feedback is received, the relevant items on the original Purchase order (SPO)/ Purchase order response (SOA) are transported to a new Purchase order response (SOA), with hopefully a new confirmed date, price, article, if accepted by supplier. The Purchase order change request (SRC) is then set to Status 9. When using Request change for all items, there is a limit of 100 lines.

To open the Purchase order change request (SRC) application, find Procurement in the RamBase menu and then Order handling. Click Purchase order change requests to enter the Purchase order change request (SRC) application.

A Purchase order change request (SRC) is created when a purchaser requests a change in a Purchase order (SPO) or a Purchase order response (SOA).

The change in matter can be a delivery date, a request for change in purchase price or a change in the product.

The requested change may apply for one or more items on the Purchase order (SPO)/Purchase order response (SOA), or it may apply for the whole document.

Ship and Debit refers to the process where a certain amount of goods can be sold to a lower price, for instance as a special offer. Using a special price on a ship and debit clause requires an agreement with the vendor stated on a quote document. The vendor will cover the difference between the original price and the special price on the ship and debit quote.

The process of creating and registering ship and debit (SD) claims begins with a Purchase Quote (SQU).

It is also possible to create the SD for a certain customer group, using the icons in the RESALE box in the item view.

The SQU also needs to have the Expired field filled out in addition to the ValidFrom and ValidTo fields.

Choose the option Register Purchase Quote in the context menu to register the SQU. This sets the SQU to ST:4.

The SD is now ready to be included in orders.

Price Protection is basically the concept where a supplier is responsible for the value of goods in stock. If the supplier drops the value on goods (reasons might be that time has passed or newer models are available) the same supplier is also responsible for reimbursing the company with the difference between the new price and the price paid when the goods were bought from the supplier. If the concept seems strange, you can think of it as a kind of remote-storage, where the company keeps the goods for the supplier but is not financial responsible for the price of the goods before the goods are actually sold.

The Supplier Backlog (SUPBACKLOG) application is an all-in-one backlog overview that allows one to filter and group open supplier orders by a large number of predefined fields. It is a report with extensive filtering possibilities which gives an overview of expected expenses separated into categories:

Field descriptions

1. Account, Name

   Is determined by the Group by field, which defaults to Account if no other field is selected.

2. Overdue

   Totals the amount on deliveries that are overdue.

3. No Conf

   Totals the amount on documents with no confirmed dates.

4. Conf 1-10 d, Conf 11-20 d, Conf 21-30 d, Conf 31 d+

   Totals the amounts on documents with a confirmed date that is ahead of today's date. The intervals may be selected from Conf Day's select box.

5. Total

   Totals the amount on all documents: Overdue, not confirmed and confirmed.

6. GM %

   Shows the Gross margin in percent.

7. Filter

   Add a filter for the results.

8. Conf Days

   List by confirmed delivery dates.

9. View

   List results by document types.

10. Group By

    Sort result by different categories.

To open the Supplier Backlog (SUPBACKLOG) application, find Procurement in the RamBase menu and then Reports. Click Backlog overview to enter the SUPBACKLOG application.

Sales Forecast (FCC) is a used to create a forecast for estimating future sales, to enable calculating production and purchase requirements.

To create a sales forecast, upload a comma separated value (CSV) file with details of the forecast. Refer to Load Sales forecasts (FCC) - INP/70096 for the CSV file format. The CSV file can be uploaded from the Import/export Wizard (IOQWIZ).

The FCC displays the following information.

You can create a Sales Order (COA) from a Sales Forecast (FCC), if the FCC is for a specific customer.

Clicking the arrows next to the quantity will open that product in the FCC application where you can see more details and edit if necessary.

Status descriptions for FCC

Sales and operations planning (SOP) is a planning tool that takes the sales forecast and creates a plan for production and purchasing to meet the sales requirements.

Description of the tab overview below:

The login screen for the Supplier portal is where you enter you username and password to log in. The address is portal.rambase.net.

If you have forgotten you password, you can click the Forgot Password-button in the password field. This will take you to a page where you can enter your username and receive an email with a link where you can reset your password. The link will be sent to the email currently set on the user.

If you want to change the password, use the Change password-button on the lower left side. This will send you to a page where you will have to enter your email, username, current password and the new password you would like. Click Apply when finished.

This view shows all the orders pending confirmation. By choosing one of the lines and clicking on the arrow to the right opens the item view.

The item view shows all necessary details of the order. If all the details are correct, you can use the Confirm all pending items button to confirm the whole purchase order with all items. If you need to change any details, use the Edit and confirm item button at the item view to open a popup where certain details can be changed:

After the details have been edited you can click the Confirm button, and the item has been confirmed.

You will need to repeat this process for all items, or use the Confirm all pending items button to confirm the remaining items on the purchase order.

The Confirmed purchase order items application show all the confirmed purchase order items. As with the previous, clicking on the arrow to the right in the item line will bring you to the detail view.

The item detail view shows all details regarding the specific confirmed purchase order item. No changes can be done by the supplier here. If changes are needed, contact the customer.

It is possible to add more optional information:

Use the Notification tab to set up who will receive the notifications and if it is for renewal, review or expiration.

Use the Outgoing emails option in the context menu to see all emails sent about the selected SPC.

To discontinue a SPC, use the Discontinue option in the context menu to set in in status 9 (Discontinue).

To see the changes that were made to the SPC and which user made the change, choose the Revision history option in the context menu.

To see all Purchase contracts (SPC) connected to a Supplier (SUP), choose the View contracts option in the context menu in the SUP application.

The Open purchase order items widget is closely tied with the Purchase order (SPO) application. The widget gives a collective overview of Purchase order items (SPOITEM) and their statuses. Clicking on a slice will open the Purchase order items (SPOITEM) application and directly filter on the category selected. In example, clicking on the blue slice, Pending order response, will open the Purchase order item (SPOITEM) application and filter on Pending order response.

This also applies to the fields: Pending registration, Pending sealing or registration, Pending order response , Pending supplier invoice and Pending response to request for change in the footer of the widget.

The Open purchase order response items widget is closely tied with the Purchase order response (SOA) application. The widget gives a collective overview of Order response items (SOAITEM) and their statuses. Clicking on a slice will open the Order response items (SOAITEM) application and directly filter on the category selected. In example, clicking on the blue slice, Pending goods reception, will open the Order response (SOAITEM) application and filter on Pending goods reception.

This also applies to the fields: Pending registration, Pending goods reception, Pending supplier invoice and Pending response to request for change in the footer of the widget.

Procurement backlog widget

The Procurement backlog widget is closely tied with the Purchase backlog management (PBM) application. The widget gives a collective overview of Purchase order items (SPO) and Order response items (SOAITEM), and their statuses. Clicking on a bar will open the Purchase backlog management (PBM) application and directly filter on the category selected. In example, clicking on the yellow bar, early, will open the Purchase backlog management (PBM) application and filter on Items arriving early 10 days or more.

This also applies to the fields: On time, With deviation, Early and Late in the footer of the widget.

Hover over the widget and click on the Filter icon in the top right corner to filter on the available categories which are listed below:

• Assignee

  • Lists all available assignees from the Personnel (PER) application. Click on the intended option to filter on it.

• Supplier

  • Lists all available Suppliers (SUP) from the Supplier (SUP) application. Click on the intended option to filter on it.

• Purchase group

  • Lists all available Purchase groups (PUG) from the Purchase group (PUG) application. Click on the intended option to filter on it.

• Location

  • Lists all available Locations (LOC) from the Location (LOC) application. Click on the intended option to filter on it.

Procurement items arriving early widget

The Procurement items arriving early widget is closely tied with the Purchase backlog management (PBM) application. The widget gives a collective overview of Purchase order items (SPOITEM) and Purchase order response items (SOAITEM) and their arrival status. Clicking on a field will open the Purchase backlog management (PBM) application and directly filter on the category selected. In example, clicking on the 1-3 days field will open the Purchase backlog management (PBM) application and filter on Arriving early from 1 to 3 days.

This applies to all fields: 1-3 days, 4-9 days, 10+ days and All items.

Hover over the widget and click on the Filter icon in the top right corner to filter on the available categories which are listed below:

• Assignee

  • Lists all available assignees from the Personnel (PER) application. Click on the intended option to filter on it.

• Supplier

  • Lists all available Suppliers (SUP) from the Supplier (SUP) application. Click on the intended option to filter on it.

• Purchase group

  • Lists all available Purchase groups (PUG) from the Purchase group (PUG) application. Click on the intended option to filter on it.

• Location

  • Lists all available Locations (LOC) from the Location (LOC) application. Click on the intended option to filter on it.

Procurement items arriving late widget

The Procurement items arriving late widget is closely tied with the Purchase backlog management (PBM) application. The widget gives a collective overview of Purchase order items (SPOITEM) and Purchase order response items (SOAITEM) and their arrival status. Clicking on a field will open the Purchase backlog management (PBM) application and directly filter on the category selected. In example, clicking on the 1-3 days field will open the Purchase backlog management (PBM) application and filter on Arriving late from 1 to 3 days.

This applies to all fields: 1-3 days, 4-9 days, 10+ days and All items.

Hover over the widget and click on the Filter icon in the top right corner to filter on the available categories which are listed below:

• Assignee

  • Lists all available assignees from the Personnel (PER) application. Click on the intended option to filter on it.

• Supplier

  • Lists all available Suppliers (SUP) from the Supplier (SUP) application. Click on the intended option to filter on it.

• Purchase group

  • Lists all available Purchase groups (PUG) from the Purchase group (PUG) application. Click on the intended option to filter on it.

• Location

  • Lists all available Locations (LOC) from the Location (LOC) application. Click on the intended option to filter on it.