Staging Batch Work Area

The Staging Batch can be loaded with item requirements from the following areas:

•Item requirements from another system, file or spreadsheet, using the Import into Staging Batch utility.

•Inventory re-order requirements (i.e. items that have fallen below their minimal stock re-order levels), using the Fill Staging Batch From Re-Order Status utility.

•Approved Item Requisitions, using the Build Documents from Approved Requisitions utility.

If you [MODIFY] a line item, any changes that you make on the Staging Batch Details Screen will be reflected here, otherwise the columns will show the information from when the items were originally loaded into the batch.

Column	Description
Supplier	•Supplier Code for the resulting transaction
Item	•Item Code for the resulting transaction
Required	•The original (requested) quantity from when the item was initially loaded into the batch.
Actual	•The current (actual) quantity of the item that will be used on the resulting document when the batch is processed (the quantity may have been modified from the original Required Quantity on the Staging Batch Details Screen.
Units	•Unit of measure.
Required	•The delivery date for the item. •Exclamation marks (!) displayed in this column indicates that the delivery date is at or before the current date. in which case immediate action may be required.
Cost Center	•The charge-to Cost Center Code for the resulting transaction
Req. No.	•Requisition Number, if the item requirement was created from a Requisition or imported.
Create	•Indicates the type of document that will be created to fill the requirement.
Con. (consolidate)	•Will either be blank (consolidate off) or show a symbol indicating that the item will be consolidated on to the resulting document with other items showing the consolidate symbol that are going to the same supplier. The column will default to consolidate ON whenever possible.
Status	•Indicates the status of each line item. Only items that show “” (ready) can be processed. (READY) - Line is ready for processing - the applicable document will be created when the batch is processed. (OPEN) - Item is missing information required to process. You can [MODIFY] the item to complete the missing details. (DELETE) - Item has been [DELETED] and will be removed when the batch is processed. (HOLD) - Item has been placed on [HOLD] and will remain in the batch when processing. The item will remain on hold until the hold is removed or the item is deleted. (ERROR) - Indicates that an error was encountered while processing the batch. If this occurs, the item will remain in the batch. To view the applicable error message, select the line, then select [MODIFY]. Make the appropriate adjustments, and process the batch/item(s) again.

Button	Description
[DONE]	•Exit the Work Area and return to the Main Menu. You will get a pop-up option to process the batch now or you can leave items in your Work Area to be processed later.
[MODIFY]	•Modify/prepare the item for processing. Alternatively, double-click on the line. This takes you to the Staging Batch Details Screen.
[CONSOLIDATE]	•Turn Consolidation ON or OFF for the selected line item. •A "" symbol will be displayed in the Consolidate Column indicating that the items will be consolidated with other items when the batch is processed. However, for document types that only support a single supplier (e.g. Purchase Orders), only items that are destined for the same supplier AND document type will be consolidated when the document(s) are created.
[DELETE]	•Deletes the selected line item. Click [DELETE] again to undelete an item. •A ““ symbol will be displayed in the Status Column indicating that the item will be removed when the batch is processed.
[DEFAULT]	•To save time by defaulting one or many settings/fields for all lines in the batch at once. This will bring you to the Staging Batch Defaulting Options Screen. TIP: If you want to default fields for many (but not all) items, establish a [FILTER] condition first. If there is an active filter, only those records that are visible in the filter will be updated.
[HOLD]	•Place the selected line item on Hold. Click [HOLD] again to remove the hold. •A "" symbol will be displayed in the Status Column indicating that the item will NOT be processed with other lines and will remain in the batch when the batch is processed.
[ALL]	•Hold or Release all line items. TIP: If you want to hold or release multiple (but not all) items, establish a [FILTER] condition first and then use the hold [ALL] button. If there is an active filter, only those records that are visible in the filter will be updated.
[FIND]	•Locate an item in the batch.
[FILTER]	•Used to filter records based on a number of filed, that is, limit the items that show on the screen. For example, you may only want to work on items for a particular supplier. •NOTE: Any of the functions that update multiple records in the batch (e.g. [DEFAULT] button) will only update those records that are currently visible in the active filter - hidden records will NOT be updated. •NOTE: When exiting the batch, if you choose to process the batch, the active filter is closed and ALL records ready for processing will be processed.
[RESET ERRORS]	•Resets records flagged as “ERROR” back to a non-error status so you can try processing them again.

Field

Description

Create

•The type of document/transaction to create. Your choice will determine the Document Work Area that the item will be routed to when the batch is processed.

Supplier Code

•The Supplier Code for the resulting transaction. Enter <*> (an asterisk) to use a one-off supplier.

PO Number

•If you are creating a Release against a Blanket PO and you selected “Create releases for selected PURCHASE ORDER” for the Release Option field on the Staging Batch Defaulting Options Screen, this field can be used to select a Blanket PO to release against.

•You can enter any PO number you wish, but the transaction will not be processed and a Release will not be created unless you enter a valid open Blanket PO number.

•If you use the Lookup feature to select a PO, the list will only include open blanket orders for the related item code.

Quantity and UOM

•The quantity for the resulting transaction, in the item’s base/stocking Unit of Measure.

Quantity (PO Units)

•The quantity for the resulting transaction, in the item’s PO (purchasing) Unit of Measure, if defined for the item in the [GENERAL] Folder of the Item Master File.

Delivery Date/Time

•The Delivery Date and time (if applicable) for the resulting transaction.

•The Delivery Time is entered using a 24-hour format and you will only have access to the field if it is set to print on your PO Form.

Route to User/Buyer

•The User/Buyer to route the resulting document to. The item will be routed to one of this user’s document Work Areas (depending on the type of document being created) when the batch is processed.

Account Code Fields

(Project, Job, G/L Account and Cost Center)

•The Project, Job, G/L Account and Cost Center codes for the resulting transaction.

•Use the [SPLIT CHARGE] button to split charge this item to more than one G/L Account or Cost Center.

Ship-to

•The ship-to Cost Center for the resulting transaction.

Stock Location

•If this is a Stock Item that is kept in multiple stock locations, this is the Locations/Warehouse for the resulting transaction.

Button

Description

[OK]

•Save your changes and return to the Staging Batch Summary Screen.

[>]

•Save the current item and go to the next line item.

[CANCEL]

•Exit to the Staging Batch Summary Screen without saving your changes.

[NOTES]
(may include file attachments)

•Enter or modify the internal notes or file attachments (if applicable) for the line item on the resulting transaction.

[SPLIT CHARGE]

•Used to Split-Charge the line item to more than one G/L Account or Cost Center (if supported for the resulting document type).

•NOTE: Item Requisitions only support multiple G/L Accounts when split-charging (i.e. the Cost Center must be the same for all charges).

Field

Description

Quantity

•Select an option to default the Quantity field.

•The "requested quantity" refers to the quantity from when the item was initially loaded into the batch.

•If you select "EOQ/MOQ", the quantity will default to the greater of these two values. The EOQ is specified for each item in the [INVENTORY/LOCATIONS] folder of the Item Master File while the MOQ can be specified for each supplier of the item.

Round PO Quantities?

•Select this option to round PO Quantities up to the next whole number. For example, if the Requested Quantity as 12.34 then the PO Quantity will default to 13.

•This setting does not apply when creating usages.

Delivery Date

•Select an option to default the Delivery Date field, for items in the Item Master File.

•This setting does not apply to one-off items.

Consolidate

•Select an option to default the Consolidation status of line items.

Hold Status

•Select an option to default the Hold status of line items.

Must-bid Items

•Select the document type to create for Must Bid items, as defined in the [MISCELLANEOUS] folder of the Item Master File.

One-off Items

•Select the document type to create for one-off items, that is, items that are not in the Item Master File (show an asterisk “*” instead of an Item Code).

Remaining Items

•Select the document type to create for all remaining items, that is, items that are not must-bid or one-off.

Release Option

•If you use Blanket POs, select an option for creating Releases. If open Blanket POs exist for the item, a Release documents will be created to fill the requirement rather than creating a new PO, Requisition or RFQ as you selected in the preceding fields.

•In addition to determining whether or not releases will be created when the batch is processed, your selection here will affect your ability to access the Supplier and PO Number fields in the Staging Batch Details Screen.

Route docs to user

•The User/Buyer whose Work Area to route the resulting document to.

Cost Center

•The charge-to Cost Center for the resulting transactions.

Ship-To

•The ship-to Cost Center for the resulting transactions.

Location

•The Locations/Warehouse for the resulting transactions, for Stock Items that are kept in multiple stock locations.

Button	Description
[OK]	•Apply the changes to the applicable line items in the batch and exit to the Staging Batch Summary Screen.
[CANCEL]	•Exit to the Staging Batch Summary Screen without applying changes.
[NEW]	•Reset all fields and start again.

SpendMap User Guide (v14.8)

Questions & Options

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