Description: Hold out quantities are used to hold out a quantity of inventory for a product due to a promotion, holiday, or other special circumstance. The hold out quantity is backed out from a product's inventory level so that the system will still suggest to buy the product as it normally would. The ‘Hold Out’ feature allows users to buy an extra amount of product for future use and not have it affect the current replenishment of the product. An example of how this feature is used: A special event is coming that will most likely cause more of a particular product to be sold. The buyer needs to add some extra stock to inventory in order to cover the event but doesn’t want the buying for this to affect his regular inventory replenishment. So the buyer would create a hold out quantity. Set up a begin date, when the hold out quantity will start being subtracted from the product's balance, and an end date when the hold out quantity expires. There are four different ‘paths’ you can take to enter hold out quantities in the K3S system. This guide has instructions for all four methods. Choose 1. We will begin with hold out quantities for one or a few products within one supplier. Start at the Main Menu and choose Option 4. Suggested Orders the setup that best suits your needs. A. F17 from K3S_1040 is best suited for one or a few products within one supplier. B. This is best suited for several products within one supplier and you want the ENTIRE purchase order to be hold out quantities. C. This is best used when you have hold out quantities for products from different suppliers. D. The Generate function allows batches to be created by supplier and product group codes. The Hold out quantities will be calculated as a percent of the average of the products that meet the selection criteria. A. Use F17=Hold Out Quantities from the K3S_1040 Screen and press enter. You are now on the K3S_1010 screen as shown below.  2. Press F2=ALL to bring up all of your suppliers. Select a supplier by placing a 1=Select in the Option column next to the supplier you want to work with and press enter. This will bring up the K3S_1020 screen for the chosen supplier. If you have already approved an order for the supplier you are working with, press F22=Create new order from the K3S_1010 screen.  3. Press F2=ALL to bring up all products for this supplier. This will bring up the K3S_1030 screen as shown below.  4. Place a 1=Select in the Option field next to the product you need to add a Hold out quantity to and press enter or F21=Start. This will bring up the K3S_1040 screen for your product.  5. Press F17=Hold Out Quantities and the K3S_3050 screen appears.  6. Press F6=Add and the K3S_9510 window will appear. Select the location by placing a 1=Select in the option column next to the location you are working with. In this example we are working with location 03.  7. Now you are on the K3S_3050 screen in ADD mode. Key in the begin and end dates for the quantity to be held out, then the hold out quantity and press enter. This example is for an ad running from 06/01/09 to 07/01/09. By placing the ad amount in the hold out field, the product's balance (on hand + on order - hold out quantities) will be reduced by the hold out quantity of 10 when the begin date is reached. If the begin date is today and you want the hold out quantity reflected in today's order, you must re-calculate the supplier's order. After 7/01/09 (the hold out quantity end date), the hold out quantity expires.  8. After entering the data and pressing enter, a message will appear at the bottom of the screen informing you that the product's hold out quantity of 10 has been added. If you are adding hold out quantities to other products, press F12=Previous and you will see the hold out information you just entered. Press F12=Previous again to return to the K3S_1040 screen. If you pressed F21=Start earlier, you may enter or page up and page down to find the next product. Pressing F12=Previous again will take you back to the K3S_1030 screen where you can select another product and repeat the above steps.  9. While on the K3S_3050 screen, you may press F23=Hold out changes log to see your entries on screen K3S_3057.  B. Create an Order and Use the Hold out From/To Dates on the K3S_1050 Screen 1. This method of entering hold out quantities is best used when you want an ENTIRE purchase order to be hold out quantities. Unless the suggested order quantities on the current order are the exact quantities to be held out, you will need to clear the order. Press F22=clear while on the supplier's K3S_1020 screen. You will get a message saying 'Press ENTER to clear order, or F12 to return (no clear). Press enter to clear the order. If you have already approved an order for the supplier you are working with, press F22=Create new order from the K3S_1010 screen. 2. From the Main Menu, choose option 4. Suggested Orders and press enter. Select the supplier you want to work with by placing a 1=Select in the option field next to the supplier. You are now on the K3S_1020 screen for your supplier. Press F22=Clear to clear order. You will see the message 'Press ENTER to clear order, or F12 to return (no clear).  3. Press ENTER to clear order. You will now see a zero order with zero SQ checks. A message appears at the bottom of the screen 'Order has been cleared'.  4. Press F2=All. This takes you to the K3S_1030 screen where you select the first product by placing a 1=Select in the option field next to it and pressing enter or F21=Start. This brings up the K3S_1040 screen for your product.  5. Your cursor will be automatically positioned at the Suggested field under the Order Increment heading. Key in the hold out quantity (into the Suggested field) and press enter. Use the Page up or page down keys, the enter key, or return to K3S_1030 screen to select the next product. Enter the hold out quantity for the product in the Suggested field. Repeat until all hold out quantities have been entered. 6. After reviewing the order and making any adjustments necessary to ensure the suggested order quantities on the order are correct for the hold out quantities, press F12=Previous twice to return to the K3S_1020 screen. Press F5=Approve. This will bring up the K3S_1050 screen. You will see the Hold Out information at the bottom of the screen. Enter the from date, to date and reason. You may also wish to enter a P.O. message. Notice that there is no place to enter a hold out quantity. The quantity is retrieved from the suggested order you have created.  7. After entering the hold out information, press F5=Approve order. This will take you back to the K3S_1020 screen for your supplier. You will see a PO number at the top of the screen and the message 'Order has been approved' at the bottom of the screen.  8. Once the hold out begin date is reached, the quantities will be ordered (unless enough product is in stock already), then held out of regular replenishment orders, overstock reports, etc. until the hold out end date of 08/01/09. C. Use Option 6. Special Programs from the main menu 1. This is best used when you have hold out quantities for products from different suppliers. Choose Option 6. Special Programs from the Main Menu. This will bring up the 'Special Programs' Menu.  2. Choose Option 4. Hold Out Quantities. This will bring up the K3S_3050 screen.  3. Key in the location and supplier number and Press F6=Add. If the supplier field is blank, or an invalid supplier is entered, the K3S_9520 screen appears allowing you to select a supplier.  5. You are now back on the K3S_3050 screen in add mode for your supplier. Enter the Begin and End dates, P.O. number ( if applicable), Reason, Product, and Hold out quantity then press enter.  6. You will see the message with your product and hold out quantity at the bottom of the screen.  7. Press F12=Previous. You will see the information you just entered. If the next product is the same supplier and location, key the product number into the field under Product and press F6=Add. When the location or supplier change, key in the new location and supplier and press F6=Add to add hold out information for the next supplier you are working with. Repeat these steps until all have been entered. Press F23=Hold out changes log to see the log of your entries.  8. When the system date reaches the begin date, the hold out quantities will be recognized. If the hold out quantities should be included on today's orders (the hold out begin date is today or earlier), you must RE-CALCULATE the suppliers' orders. Otherwise, the system's night job will take into account all the information from the hold out quantities. D. The Generate function allows batches to be created by supplier and product group codes. 1. This is best used when you have hold out quantities for product groups or supplier groups. Choose Option 6. Special Programs from the Main Menu. This will bring up the 'Special Programs' Menu. 2. Choose Option 4. Hold Out Quantities. This will bring up the K3S_3050 screen. 3. Press F9=Generate entries. This will bring up the K3S_3050 screen where you can enter a supplier number and a product group code, or a supplier group code and a product group code.  4. Type in the Hold Out Reason. This field will also be the name of the batch job you are creating. It should be unique. 5. The Begin date will default to today's date. This is the date the hold out will begin. Change it to the beginning date of the hold out. 6. The End date defaults to 30 days out from today's date. This is the date the hold out will end. Change it to the ending date of the hold out. 7. Request criteria allows you to narrow the products chosen for the batch. Buy group, Region, Location, Supplier and Sub-code can be blank for ALL or filled in so only one Buy group, Region, Location or Supplier is chosen. 8. Select specific groups is the place to key in the supplier and/or product group codes you want the hold out quantities applied to. 9. The Hold out quantity percent of average field defaults to 10%. This value should be changed to the percent you want to multiply the average by to calculate a hold out quantity.  10. When you have keyed in your values and are ready to process the batch, press F22=Submit job.  11. You will receive a message at the bottom of the screen saying 'Generate entries submitted at ---------'. 12. Press F12=Previous to return to the previous screen.  13. To view your batch, press F19=Groups.  14. Page down until you see the batch name you entered. Put a 7=Products in the option field next to your batch and press enter. 15. Now you can view the products chosen and the hold out quantity calculated. 16. If you can not find the batch name you created, that is an indication that no products were chosen. Verify your selection criteria.  17. This brings up the K3S_3051 screen with the products chosen by the batch criteria. If you want to key in more product numbers, press F6=Add.  18. Press F23=Hold out changes log to view The Product Hold Out Changes Log, 1a of 1. Press F21=Go into Log info for further details. You may also F20=Toggle forward and F22=Toggle backward.  NOTE: YOU CAN ENTER ONLY 1 SUPPLIER GROUP CODE IN A BATCH. YOU MAY PLACE THE GROUP CODE IN ANY POSITION 1 - 5, just remember only 1 of the five SUPPLIER group positions can be filled in. The position of the group code must correspond to the position in the supplier record. Example: if ABC is in position 2 under Groups on the supplier maintenance screen, it must be in position 2 under the Select specific groups on the K3S_3050 screen. NOTE: YOU CAN ENTER ONLY 1 PRODUCT GROUP CODE IN A BATCH. YOU MAY PLACE THE GROUP CODE IN ANY POSITION 1 - 5, just remember only 1 of the five PRODUCT group positions can be filled in. THE SUPPLIER AND PRODUCT GROUP CODES DO NOT HAVE TO BE IN THE SAME POSITION. They DO have to correspond to the positions in the supplier and product records. The position of the group code must correspond to the position in the product record. Example: if 999 is in position 4 under Groups on the product maintenance screen, it must be in position 4 under the Select specific groups on the K3S_3050 screen. NOTE: PRODUCTS WITH A MANUAL USER STATUS WILL NOT BE LISTED OR UPDATED. PRODUCTS WITH A FORECAST OF ZERO WILL NOT BE LISTED OR UPDATED. PRODUCTS WITH LOW FORECASTS THAT PRODUCE A HOLD OUT QUANTITY OF LESS THAN 1 WILL NOT BE LISTED OR UPDATED. NOTE: IF A SUPPLIER NUMBER IS ENTERED IN THE REQUEST CRITERIA (SUPPLIER FIELD ABOVE THE SELECT GROUP WHERE GROUPS ARE ENTERED), THE BATCH WILL ONLY INCLUDE PRODUCTS FROM THAT SUPPLIER. The Buy Group, Region and Location will also limit the groups in the SELECT GROUP to the entered values. You do not have to enter any data into the request criteria. The system will then pick any products that meet the supplier group number and the product group number. Example: If you key in a supplier number, it only picks products that meet the product group code in the correct position 1 - 5. If you do not key in a supplier number, the system will select all suppliers with that supplier group code in the correct position, and all products under those suppliers that have the correct product group code in the correct position. You may have the supplier in group code position 1, and the product group code in position 3. Any combination is valid, just enter one supplier group code and 1 product group code. |
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How to Enter a Product Hold out Quantity |