Stone Profits Help Manual

TO BE ALLOCATED REPORT

The To Be Allocated Report lists all orders with product lines which have no inventory allocated to them. For example, if a sales order calls for 40 square feet of material, the SO will be listed on the To Be Allocated Report until an item with at least 40 sqft is allocated to the order. You can use this report to make sure your inventory is being consumed appropriately per order.

The To Be Allocated report should appear similar to below:

1.) As of Required Ship Date: This date is designated on orders as an indicator of how soon the customer wants their order fulfilled. Sorting the report by this date can be a way to see which orders need materials allocated first.

2.) These checkboxes can include/remove remnant pieces or potential remnant pieces in the availability levels. You can also check the third box down to remove products from the report which has no availability.

3.) You have the option to only include orders in the report which are at a certain point in your scheduling workflow (ex: Only include Sales Orders with Deposits Received).

4.) This line shows the product needed for allocation to orders. The available quantity and the quantity needed to be allocated to orders is listed parallel to the product.

5.) The orders needing inventory allocated to the above-mentioned product are listed for reference. You can click each order and allocate items from the inventory tab of the Sales Order Detail Page.

TO BE PURCHASED REPORT

The To Be Purchased function in SPS lists all items on Sales Orders requiring fulfillment beyond current inventory levels. This list keeps track of your company’s purchasing requirements based on sales activity.

The report is categorized by product. Each line underneath a product lists a sales order awaiting allocation of that product. The features within the report are numbered and described below.

1.) As of Required Ship Date: This date is designated on orders as an indicator of how soon the customer wants their order fulfilled. Sorting the report by this date can be a way to see which materials need to be purchased first.

2.) These checkboxes can include/remove remnant pieces or potential remnant pieces in the availability levels.

3.) You have the option to only include orders in the report which are at a certain point in your scheduling workflow. This may be helpful for removing orders that have not been confirmed or measured.

4.) This line shows the product needing to be ordered to fulfill the Sales Orders with that product. The quantity of the product on Sales Orders minus the Available, Intransit, and "On PO" quantities equates to the amount To Be Purchased.

5.) Below the products are the lists of Sales Orders needing the above-mentioned product purchased for the order. The sales order numbers are clickable.

6.) Add P.O.: This button is a quick link to create a new Purchase Order for the individual amount parallel to the button.

7.) Selecting multiple sales order lines with the checkboxes on the far-right allows for adding multiple products to a new purchase order to one supplier. Simply click the "Create PO from Selected" button after checking the boxes you wish to add to the PO.

PRE-PURCHASE REQUESTS

The Pre-Purchase Requests function in SPS can be used to easily obtain quotes from multiple suppliers and then quickly convert the best received quote into a Purchase Order.

CREATING A PRE-PURCHASE REQUEST

1.) To initiate a Pre-Purchase Request to suppliers, click the plus sign near the word "Pre-Purchase Request" in the Purchasing Home. A page will come up to enter pre-purchase details. You DO NOT need to choose a supplier at this point; just make sure to choose the correct purchase location and shipping address of your company. Then, click "GoTo Next Step to Add Products."

2.) Using the Product Catalog Search, look up the product you intend to buy from your Product Catalog. When you find the product in your search results, click to open up the fields for entering the square footage (and/or sizes, # of slabs) you wish to request from your suppliers. Clicking "Add Product" will add it to the requested list of materials.

Press the "Save" button when you are finished compiling your request list.

3.) On the Purchase Request's detail page, you have the option to "Add Supplier Requests" or "Add Multiple Supplier Requests." When you choose to add requests to one supplier at a time using the "Add Supplier Requests" button, you are given the option to edit your requested Payment Terms and add Pre-Purchase Terms to the request. "Add Multiple Supplier Requests" does not give you that option, but you are able to more quickly select multiple supplier from a list of all your suppliers.

RESPONSES FROM SUPPLIERS

You will receive responses from the requests you send to suppliers in one of two ways. They may click the link in the email sent from Stone Profits to enter the information directly into your system, or they may choose to reach out to you by phone or email.

Pictured below is the web page your supplier would see after clicking the link provided in the email sent from SPS:

A.) Suppliers are presented with all information you entered in SPS, and have the option to select which materials they will reply to you about. If they do not have the exact requested item in stock, they can type in a similar product to offer.

B.) The supplier enters their unit price in this field and the Total Price is automatically calculated based on the requested quantity. If they do not have the requested quantity in stock, they also have the option to change their "Response Quantity."

After clicking "Submit My Response," your supplier will have the option to attach pictures from the lot to their response for your comparison before completing the response.

NOTE: If a supplier prefers to talk with you directly instead of filling out the form you sent from SPS, you can press "Enter Response" on the Pre-Purchase Request Detail page for that supplier and enter the information you received from them using the same form.

COMPARING YOUR RESPONSES
When your suppliers respond to the requests you send, your Pre-Purchase Request Detail page will automatically update with the response. As others respond, you have the ability to compare them side-by-side and choose the best option.

A.) Checking/Un-checking the box in the "Compare" column will add or remove the supplier from the comparison below.

B.) The Accept/Reject row gives buttons for agreeing or denying a response from a supplier. When you click the green check to agree to a suppliers response, a button for "Add Purchase Order" will appear above. This allows you to skip the steps of adding the supplier and products/prices when creating a purchase order.