Open Forum

Blanket PO Availability (for our Customers not Vendors)

  • 1.  Blanket PO Availability (for our Customers not Vendors)

    Posted 09-26-2018 03:41 PM
    so we have a customer that sends us massive blanket POs for product and we currently have no way track it, that's where you come in.

    it goes like this:

    ABC Inc will send us a Blanket PO for 40,000 gallons of fuel, Since the cost of fuel is always changing the price of the PO doesn't matter and all they/us really care about is the gallons.

    We then will go into "Order Management" and open  "sales Order Entry" to place the order, by default the order type is always "sales Order". we will never 100% for sure know exactly how much the customer will take so we will estimate like so...


    we then go ahead and give that order the delivery driver who will fill the order the next day. we will do that about once a day everyday because that customer can only hold 500 of that 40,000 gallon PO at a time.

    once we get that delivery ticket back with the amount we actually delivered we go into "Shippers" and bill the order out from there.

    the problem is we don't have a way to track how much of that 40,000 gallons on that customers PO has been used so we keep going over. is there anyway Dynamics can keep track of the quantity (not price) available for that customer?

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    Melissa Aron
    Universal Oil Inc
    Cleveland OH
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  • 2.  RE: Blanket PO Availability (for our Customers not Vendors)

    SILVER CONTRIBUTOR
    Posted 09-27-2018 08:49 AM
    Hi Melissa,

    I have a couple suggestions.

    Have you tried putting the 40000 gallons as the total amount on the sales order, then on the shipper adjust to what you actually shipped?  I believe this will then create a new shipper for the remaining amount.  So if you only ship 500 gallons, change the 40000 to 500 on the shipper which should bill the 500 and then create a new shipper for 35000 gallons.  You would keep doing this until the full amount is shipped to match their PO.  You can go into test to try this.

    Another option is to make sure the PO is recorded on every sales order for the 500 gallons.  Create a QQ that will pull shippers and quantity based upon that PO.  I would make the PO like their PO number / number of gallons (52639 / 40000).  You would have to check this occasionally to make sure you don't go over.  If you have EI Dynamics (email system), you could have an email go out each day or whenever showing what the balance would be.

    A third option would be to lot/serial track the inventory item at the time of shipment.  You could put in the PO number as the lot number and sum based upon the lot number.

    If you have any questions about the above, just let me know.

    Thanks,
    Michael


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    Michael O'Neill
    Controller
    Eastex Telephone Cooperative
    Henderson TX
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  • 3.  RE: Blanket PO Availability (for our Customers not Vendors)

    BRONZE CONTRIBUTOR
    Posted 09-28-2018 06:44 AM
    Similar to Mike's suggestions, a fourth option would be to create a specific Inventory Site for this customer and set initial Quantity on Hand to the amount of the blanket PO.  When you create an order, ship from that site and it will decrement and you can utilize standard inventory reporting to keep an eye on remaining balance.

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    Joe Miller
    Director of Systems Architecture
    Harrison, Walker & Harper
    Paris TX
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  • 4.  RE: Blanket PO Availability (for our Customers not Vendors)

    Posted 09-28-2018 07:39 AM
    ​If it's more than one customer, it could get messy, but as suggested, creating a site for them would be a very quick, easy way to track what you've shipped.

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    Pete Draigh
    IT Systems Manager
    MarketLab
    MI
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  • 5.  RE: Blanket PO Availability (for our Customers not Vendors)

    Posted 10-02-2018 06:59 AM
    Hi, following the very interesting solutions being offered, you are right having a site to track the blanket order seems to be easier. However you mentioned that you have more than one customer so how about having a site with warehouses per customer? 

    Just a quick thought.

    Lisa





  • 6.  RE: Blanket PO Availability (for our Customers not Vendors)

    BRONZE CONTRIBUTOR
    Posted 10-02-2018 08:42 AM
    Yes, a site per customer is something you could do, but if there are LOTS of them it could make it difficult for end users when performing transactions as more thought is needed to pick the proper site when ordering, making adjustments, etc...  Assuming there's not too many sites it shouldn't be a problem.

    Joe


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    Joe Miller
    Director of Systems Architecture
    Harrison, Walker & Harper
    Paris TX
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