eco manual – abc and vendors manual for... · eco manual – abc and vendors 13 34) left click...

ECO Manual – ABC and Vendors

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ECO Manual - Alabama ABC and Vendors

Rev. 02/19/2019

The following instructions will demonstrate:

a) how a Vendor creates a Purchase Order

b) the Alabama ABC Board’s (ABC) options once it receives the order

(either accept the order as created by the vendor, or edit the order before confirming)

c) how the progress of the shipment is tracked by both the Vendor and ABC

d) how the shipment arrival time is planned by ABC.

e) how the Vendor can check the On Hand Inventory of the ABC Warehouse.

Vendor creation of a Purchase Order:

1) Log on to ECO.

2) Left Click the “Pancake” Icon.

3) Left Click the arrow beside “Business Transactions”.

4) Left Click “Purchase Orders”.


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5) Left Click “New Purchase Order” (top right side of the screen).

6) A “New Purchase Order” screen will appear.

The red vertical lines beside the fields indicate fields which must be filled in.


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7) “Reference Num” is the Reference number assigned by the Vendor for this Purchase

Order.

Note: The actual Purchase Order number is assigned by ECO, and may vary from the

Vendor’s Refence Number. Later you will see that the actual Purchase Order

Number for this order is “PO-002834”, while the Vendor Reference Number

for this order is “056789” (see the screen shots below in steps #8 and #24).

8) Left Click the triangle beside “Vendor TP Id” to show the Vendors names.

Left Click the Vendor.


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9) Scroll down to the ”Delivery Information” section.

Left Click the Calendar Icon on the “Requested Date” line.

10) Left Click the day the Vendor requests for the shipment to arrive at ABC.

11) Left Click “Save and Add Lines”.


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12) A “New Purchase Order Detail” screen will appear.

The red vertical lines beside the fields indicate fields which must be filled in.

13) Left Click the pull down on the “Host Item” line.

Left Click the Item Number.


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14) Left Click the pull down on the “Qty UM” line (Unit of Measure).

Left click “Btl” for bottle, or “Cs” for case.

Note: “Cs” is the default setting.

15) Left Click in the “Requested Qty” field and enter the number of units.


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The above steps have created a Purchase Order Number, selected an Item to add to the

Purchase Order, selected the Unit size (bottle or case), and entered the quantity of units

for the Purchase Order.

16) To add other Items to the Purchase Order, Left Click “Save and Add New”.

Repeat Steps #13 thru #15.

17) Once all the Items have been added to the Purchase Order, Left Click “Save”.

18) A message will temporarily appear in the top right corner of the screen informing

you that the Purchase Order was successfully created.


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19) A new screen will appear, “Purchase Order Summary” that will show the

Purchase Order Number and the Ext. Ref. Num. (Vendor’s Reference Number).

20) The Purchase Order is now created by the Vendor, and will appear in the “Requires

Acknowledgement” page.

This ends the Vendor’s actions until ABC “Acknowledges”,

and “Confirms” the Purchase Order.

This space is intentionally left blank.


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ABC’s “Acknowledgement” of their Receipt of the Purchase Order:

21) Log on to ECO.




25) Scroll down under “Requires Acknowledgment” to find the Purchase Order you are

going to Acknowledge (in this case it is “PO-002834”).


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26) Left Click the Purchase Orders (we are going to use “PO-002834”

with an “Ext. Ref. Num.” of 056789).

27) The new screen defaults to the “General” tab. Left Click “Purchase Order Details” tab.


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28) The new screen shows:

the Purchase Order number,

the P. O. creation date,

the Requested Date

for delivery,

each Item Number,

and Item quantity.

29) Left Click “Acknowledge”.

Note: This screen is used only to Acknowledge, to the Vendor, receipt of the Purchase

Order request by ABC.

Any editing of Item Numbers, Item quantities, or preferred delivery dates will be

done on a later screen under the “Confirm” tab.

This ends the “Acknowledgement” process of the Purchase Order.



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ABC’s “Confirmation” of the Purchase Order’s Items, Quantities, and Shipment Date:

30) Log on to ECO.





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34) Left Click the “ - “ sign beside “Requires Acknowledgement”.

This compresses the Purchase Orders awaiting Acknowledgement, and opens the screen

for Purchase orders that are awaiting Confirmation.

35) On the new screen, scroll down and Left Click the Purchase Order Number you are

wanting to review, edit, and confirm (approve).


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36) The new screen defaults to the “General” tab. Left Click the “Purchase Order Details”

tab.

37) The new screen shows the Item Numbers, quantities, and Requested delivery date for

each item on the Purchase Order. To edit or accept any field, Left Click “Confirm”.


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38) The new screen shows the fields which may be edited.

Before the P.O. can be accepted, the “Confirmed Date” for delivery must be filled in.

39) If any Item quantities are to be edited, Left Click the rectangle under “Confirmed Qty”.

Use either the up and down arrows, or just type in the new quantity.

40) Left Click “Use Requested Qtys” if there are no changes needed to the quantities.

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41) Left Click “Confirm” once all the Item Numbers, Item Quantities, and the Arrival Date

are satisfactory to ABC.

This ends the “Confirmation” steps taken by ABC.


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The Vendor will use the Confirmed Purchase Order to prepare and send the shipment.


Left Click the “ – “ signs beside

“Requires Acknowledgement”,

and “Requires Confirmation”

to minimize their screens.

43) The new screen shows all the Purchase Orders that have been Confirmed by ABC, and

are awaiting shipment.

44) Left Click the Purchase Order Number that is to be filled.


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45) The new screen defaults to the “General” tab. Left Click the “Purchase Order Details”

tab.

46) Left Click “Create Shipment”.

41) The new screen is where the Vendor will specify the quantities they are shipping.


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47) If an item is not going to be on this shipment, the line can be unchecked.

If the quantity of an item is being changed, either Left Click the cell and type in the amount

or use the up and down arrows to change the amount.

48) Once the items, and quantities are correct, Left Click “ + New Shipment”.


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49) The new screen shows the shipment has been created. Left Click “Shipment Details”.

Note: The new screen now shows the Shipping Number instead

of the Purchase Order Number.

The “Ext. Ref. Num.” carries over to the new screen.

50) The new screen shows the details of the shipment created.

Note: “Created Shipment” is now showing on the Progress Bar for this order.


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The next steps (#51 to #55) explain how the Vendor schedules the delivery date.

51) Left Click “Schedule Delivery”.

52) The Vendor picks the requested date of arrival on the calendar.

Note: The red dots with numbers show the number of shipments which are already

requested on each day.


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53) For this example, we will Left Click Wednesday, November 7, 2018.

Left Click “Confirm”.

54) To indicate the shipment is in route to Alabama ABC, Left Click “Ship Confirm”.

To make any changes, Left Click “Schedule Delivery”.

Note: “Scheduled” is now showing on the Progress Bar for this order.


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55) The Status Bar shows “Ship Confirm” once it has been Left Clicked in the previous step.

This ends the Vendor’s actions until ABC receives the shipment.



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The following steps are for ABC to designate a time, during the arrival day, for the

delivery.

56) Left Click “Delivery Appointments”.

57) The new screen shows the number of Planned

deliveries in a blue oval with a check mark.

The new screen shows the number of

Unplanned deliveries in a red oval with an “x”.

The new screen shows the total number of deliveries for the day in a red circle.


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58) Left Click the day you want to designate an arrival time for the shipments.

59) The new screen shows the times, by half hour increments, and the shipments.


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60) Left Click, Hold, and Drag one of the “Unplanned Shipments” to the beginning of the

open hour when the delivery can earliest arrive.

61) Once the Shipment has been placed on the schedule, the bottom of the time can be

dragged down to increase the delivery time window.

Hold the mouse over the bottom edge of the blue rectangle. When the double arrowed

pointer appears, hold down the left mouse button and drag the bottom of the rectangle

to the end of the time allowed for the delivery to arrive.


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62) Once the shipments have been assigned a time window for delivery,

Left Click “Confirm”.

63) Left Click “Delivery Appointments”. The date now shows all approved deliveries

in a blue oval.


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64) The Purchase Order has now been moved to the “Awaiting Delivery” tab.

65) Scroll Down and Left Click the Purchase Order Number to view its status.


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66) Left Click “Shipments” to view the “Ship Number”, Vendor, Requested and Confirmed

Delivery Dates, and the “Shipped” status.

Note: The timeline will advance to “Delivered” to notify the Vendor of ABC’s receiving

of the shipment when the shipment

has been received in the ABC Warehouse.



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The following is Vendor information on how to:

a) View On Hand Inventory in the Alabama ABC Warehouse

b) Set the Inventory Thresholds to signal with colors the Inventory levels in the

Alabama ABC Warehouse (“Low” inventory shows as red, “Medium” inventory shows

as yellow, “High” inventory shows as green).

Viewing On Hand Inventory:

67) Left Click “Inventory” (located in the left column).


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68) For this example, we will use Vendor #105.

Each Vendor will only be able to see their Items on the “On Hand Inventory” screen.

69) The new screen shows the Vendor Item Number, the Item Description, the Vendor,

The quantity On Hand, the date the quantity was last verified.



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Setting Inventory Thresholds:

70) Left Click “Trading Partners” (located in the left column).

71) On the new screen, Left Click “Vendor Items”.

72) The new screen is where you select which Item you want to set the Inventory Threshold.

Left Click “Edit” on the row of the Item you want to adjust the threshold.


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We will show how to set the thresholds of “Low”, “Medium”, and “High”.

We will then give the settings for the first five (5) Items.

We will then show the On Hand Inventory screen with the day’s supply highlighted

either green, yellow or red depending on their quantity and threshold setting.

73) After you Left Click “Edit”, in the previous step, the new screen allows the Vendor

to set the thresholds for the Item.

Scroll down to “Inventory Thresholds”.

74) Left Click each cell to set the thresholds for “Low”, “Medium”, and “High”.

Once the settings for each threshold have been set, Left Click “Save”.

We will set the first five Item’s thresholds to the following:

Vendor Item Low Medium High

A000001 - CARAVELLA 100 200 470

A000007 – BARTON WHISKEY 60 130 220

A000039 – BARTON GIN 30 100 260

A000084 – SKOL VODKA 200 600 1200

A000144 – WALKER’S 50 120 300

Note: These are example quantities only.


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75) Left Click “Inventory” (located in the left column).

76) The new screen shows the “Quantity” fields highlighted according to their threshold

settings.

This feature allows the Vendor to quickly review the On Hand Inventory quantities with

regard to the urgency of reordering.

Note: Quantities of zero (0) day’s supply will be highlighted in red.

eco manual – abc and vendors manual for... · eco manual – abc and vendors 13 34) left click...

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