Chat Transcript – January 2008
Product: Microsoft Dynamics Retail Management System (RMS)
Topic: Purchasing
Date: Thursday, January 10, 2008
On This Page
Questions about purchase orders
Q: What are the relationships between the three PO tables PurchaseOrder, PurchaseOrderEntry, and PurchaseOrderDetails. Also, what are the different purchase order types?
A: The following KB article will give you the definitions of the values of PO Types:
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;en-us;861052 (login required)
A: The relationships between the various PO tables are...
- PurchaseOrder ... the 'header' of the PO, essentially everything on the first tab: to/from, shipping, notes, etc.
- PurchaseOrderEntry ... each line item on the PO. PurchaseOrderId points to the parent PurchaseOrder.Id column.
- PurchaseOrderEntryDetail ... additional details for a PurchaseOrderEntry that is a Serial item. PurchaseOrderEntryId points to the parent PurchaseOrderEntry.Id column.
Q: I would love to export a formatted PO to Excel.
A: In the PO form, after adding all items and information, click Export Document, and then choose Microsoft Excel in the Destination box. Then you can choose a stylesheet.
Q: I really meant export a formatted PO to Excel from HQ's PO Planner worksheet. I see Export Document, but the options are Email, Application and File and XML or HTML. There is no choice for XLS.
A: I've confirmed that formatted POs can only be exported from Store Operations. You can enter this as a product suggestion here: http://connect.microsoft.com/dynamics
Q: In Store Operations, you can export PO to XML. Do you have a style for formatting xml data?
A: No. Stylesheets can be applied to Microsoft Excel spreadsheets, Microsoft Word documents, and HTML Internet pages.
Editor’s note: The stylesheet uses XML/XSL coding, so you can save the exported Word document as an XML file. The formatting should be preserved.
Q: How do I copy an existing PO and how do I setup recurring POs?
A: RMS will not allow recurring POs. You may, however, be able to find a 3rd-party add-in. Take a look at the Solution Finder to see if there is a 3rd-party product that does this. The link is as follows; and you will want to filter on Works With - Retail Management System:
http://www.microsoft.com/dynamics/solutionfinder.mspx
Q: There should be an option to apply shipping cost listed on a PO to the line items on a weighted average basis when committing the PO to inventory. In my case, the freight cost must be apportioned and included within the inventory value.
A: Thanks for your suggestion. We will consider it in future releases.
Q: Not only shipping costs, but tax values also. These should be able to form part of the inventory cost. This has been a suggestion since 1.2, and here we are on 2.0 with no resolution. ARGH.
A: If this is a feature that you feel is needed, and there is already a Product Suggestion, I would recommend that those who want this feature vote for the suggestion:
http://connect.microsoft.com/dynamics
Q: Should be able to add tax to shipping cost? (ok - I will submit product suggestion)
A: Yes, you are right about the product suggestion. I am pretty sure that it is already entered. So I would suggest that you search for a current one and vote for it instead of creating a new one.
Q: I do not understand backorders on a PO. Let's say I order product A and B on a PO, and product A comes in, but B is backordered. I need to receive the item and commit to add product A to my inventory. What happens to product B?
A: If you receive the items from item A, and not item B, do not close the purchase order when prompted after receiving. You will then be able to open the PO when item B is received.
Q: I have been recreating a second PO to receive this item. Is that really the way it works?
A: When you receive the first item, open the PO and enter the Quantity Rcv for item A. Then use the commit button but do not "Close" the PO when prompted. You can then re-open the PO to commit item B to inventory.
A: You would want to:
1. Click Receive on the PO.
2. Enter the Qty for the items received (Item A).
3. Click Commit.
4. Click Yes to 'This will modify the quantities in the item database. Do you want to continue?'.
5. Click No to 'This order is partially completed, do you want to close it? This will set the Quantity Ordered equal to the Quantity Received to Date.'
6. Click OK.
When the items that were not received (Item B) come in, you would want to select the PO again (use Show Partial as the filter); and receive the remaining items.
Q: RE Question 13, If you receive, but do not commit, it does not add the item to inventory, which messes up quantity in stock, and it does not update item cost, which messes up COGS. That is not right!
A: You can still click Commit for item A. It should then commit the item to inventory.
Q: Is there an easy way to export POs to a text or .csv file? My suppliers can then use their import engines to input our order.
A: While in the Purchase Order list windows, select the purchase order you'd like to export, and click "Edit". There is an Export Document button which allows you to export the data.
Q: I understand that. I would like to save in CSV format, not Word or Excel and then have to convert it. I am coming off of QuickSell and that had the ability to export to plain text or CSV in addition to several other formats. Thanks.
A: Thanks for clearing that up. Unfortunately, there is no way to directly export the PO into .CSV format. The only work around would be to convert it to .CSV using another program, which I assume is what you were doing before.
Q: When creating POs, we should be able to select all companies that meet a minimum dollar figure.
A: This would need to be entered as a product suggestion. Click the following link to access the Global Product Suggestion newsgroup:
http://connect.microsoft.com/dynamics
Q: When doing a HQ 250 for new items on a PO, I want to set a filter to add all items that were updated today (created today). When entering today’s date->today’s date, it does not work because it reads the end date as midnight today. Bug...
A: In testing, when I select Last Updated = Today, the filter shows as below; and the item updated shows up.
Last Updated Between 1/10/2008 AND 1/10/2008
Q: Yes, but that is 10/10 at midnight through 10/10 at midnight, which is zero minutes, zero seconds of time. You have to set it to 10/10-10/11 for it to work properly. Try it. Update and item and then use the default filter. You will not get a 250.
A: Can you please post what you are seeing as the default filter? and also What build are you using? (I am on 2.0.0114)
When I click on Last Updated the default filter shows up as above; and the item I updated today shows up on the worksheet.
Q: Would like a SQL script to copy a PO - all data to a new PO number(to be used for recurring orders).
A: If you are using HQ, please see https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;en-us;919885 (login required)
Q: We’re using SO!
A: Unfortunately, we don't really support providing custom SQL scripts during these chat sessions. Your best bets are talking to your Partner, or investigating packaged solutions provided by Partners (http://www.microsoft.com/dynamics/solutionfinder.mspx).
Q: When adding items to either a PO or adding items to a matrix, why can't we drag and drop or at least select several items at a time (using standard Windows functionality)?
A: This would be a great Product Suggestion:
http://connect.microsoft.com/dynamics
If you are adding items that are part of a matrix to a PO, you can click on the main matrix item and select the quantities for multiple items that are part of that matrix at one time.
Q: The PO should maintain its sort order based on when the items were entered, rather than getting all mixed up when you click a header, then save it (should be an option). Then the PO should print EXACTLY in the same order as on the sheet.
A: Microsoft Dynamics RMS version 2.0 Hotfix #1 addressed this issue. Click the following link for more information regarding the Version 2.0 Service Packs and Hotfixes:
https://mbs.microsoft.com/customersource/downloads/hotfixes/20sphf.htm?printpage=false (login required)
Other questions
Q: When making an item inactive, should I still be able to find it when entering the UPC#?
A: Yes, you can still type in the UPC number and sell the item. It is just not going to show up in the F2 lookup lists. It will also continue to show up in your reports.
Q: This may be true, but when setting up a new item that is already inactive it tells you that the # is already being used but you can’t find it.
A: You make a good point. I think this would be a good product suggestion to have a more descriptive error message when this occurs that points you in the right direction when you try to save a new item with an ILC that is already used. You can enter your product suggestion on the following Web site:
http://connect.microsoft.com/dynamics
Q: Most reports should have more field options. should always have Qty on hand.very useful for most reports
A: Thanks for your valuable suggestion. We will consider to add Qty on hand to Item related reports.
Q: 1. On the Inventory tab, we need a field to show the monthly average sales for that item.
2. Reports on items on sale will show everything that has ever been on sale. should only show what is currently on sale.
A: 1. Please enter this as a Product Suggestion:
http://connect.microsoft.com/dynamics
2. I am not sure what you are using for a filter, but if you only want to see what is currently on sale, you would want to set a filter for
Sale Starts <= datetoday and Sale Ends <= datetoday.
You may also want to take a look at Knowledge Base article 925124:
How to remove sale information for all items that are no longer on sale in Microsoft Dynamics Retail Management System Store Operations (login required)
Q: Item type tab when using serialized tab should be able to ring up at the point of sale without asking for a serial number. Also, we want to be able to add more than one item to the same serial number.
A: I'm not sure why you want to have a serialized item not require a serial number; and I don't think there is a way to not have it prompt for a serial number. If you feel this should be added as an option please enter this as a Product Suggestion:
http://connect.microsoft.com/dynamics
As far as being able to add more than one item to the same serial number, there is a Configuration option available for 'Enforce unique serial numbers'. If this is not checked, you should be able to use the same serial number for more than one item.
Q: When using the Inventory Wizard, I am unable to change a supplier’s wholesale prices by a percentage as a whole group.
A: I am not sure what you are asking here. What do you mean by "supplier’s wholesale prices"? Do you mean Supplier Cost? Sales Price from Regular Price?
You can change item prices (sale, regular, level) in the Inventory Wizard Task 110: Change Item Prices.
You can change item costs in the Inventory Wizard Task 130: Change Item Costs.
You can change supplier costs in the Inventory Wizard Task 140: Change Item Ordering Info.
Q: Changing suppliers cost as a group - I use it all the time to put things on sale or change all the retail prices by a supplier by a certain % point, but I’m unable to change the cost of all the items by a supplier all at once.
A: You can change supplier costs in the Inventory Wizard Task 140: Change Item Ordering Info. You will have to right-click on the New Cost column and use the "Formula" option to make your cost changes to all rows in the item list.
Q: Hi, I am an ISV and we're integrating to the RMS HQ product. We have some fields that require population within our database (it is a planning solution). My question is, do you have a field for markdowns?
A: RMS has several fields for markdowns in the Item table.
Q: Is there a field for POS discounts (not pre-programmed markdowns)?
A: There is a field for not discount. It is the ItemNotDiscountable field of the Item table. If this field is on, the item cannot be discounted by the cashier at the point of sale.
Q: Hi, let me clarify my question. If an item is not a markdown product, however is allowed to be discounted at POS and does get discounted - where does this discount show?
A: In the TransactionEntry table of SO database, there are two fields: FullPrice and Price. The PriceSource field can be used, too.
Q: Thank you.
A: You are welcome. The value of PriceSource can show if the markdown was taken by the cashier.
Q: Why is there still no roadmap available for RMS? When is RMS 3.0 going to be released? What feature enhancements can we expect? Why is there no information in regards to RMS 3.0 available?
A: I'm sorry, but we're not allowed to discuss future releases at this time. I can tell you that progress is being made and plans are in the works for sharing information with our partners and customers.
Q: Why is there no listing of "known issues and potential workarounds" for RMS?
A: Known issues and workarounds are documented in our KB articles.
Q: This is not true. Issues are only publicized after a long time and almost always only if there is a solution. Also, there should be a list of outstanding issues and known problems in one place instead of having to dig thru a whole bunch of KBs.
A: If you feel that there is a bug, please report it by contacting Technical Support to open a support request:
https://mbs.microsoft.com/support/newstart.aspx (login required)
or by calling MBS support at: 1-888-477-7877.
Click the following link for more information regarding the Version 2.0 Service Packs and Hotfixes:
https://mbs.microsoft.com/customersource/downloads/hotfixes/20sphf.htm?printpage=false (login required)
Q: Suggestion. 2 hours next time!
A: We hope you'll come back for next month's chat. We usually do these on the first Thursday of each month.
