Purchase requirements management (PUM) application - Request mode
The Purchase requirements management (PUM) application lists all purchase requirements ready for internal processing. Typical examples of where purchasing is needed is when stock is below the desired reorder point, or if Sales orders (COA) or Production work orders (PWO) can not be fulfilled due to lack of goods.
To open the Purchase requirements management (PUM) application, find Procurement in the RamBase menu and then Quoting.
Request mode
The application has two main modes: Request mode and Purchase mode. Both display procurement requirements, but they serve different purposes. Request mode focuses on creating purchase quote requests to one or more suppliers, particularly when no fixed price or preferred supplier has been defined for the product.
The requirements displayed in the application may originate from specific order requirements, such as Sales orders (COA), Service orders, or production orders with missing goods assignments. The demands may also be based on customer requests for quotations, as displayed in the Sales Quote Request tab.
The Request mode area consists of tabs for filtering, search and filters and action buttons.
Quick search - Can be used to search by product name, product description, and preferred supplier.
Product id
Product name
Product description
Preferred suppliers name
Suppliers product name
When searching for a supplier's product name (with an empty supplier dropdown filter), the results should include all instances where the searched suppliers product name is registered, regardless of whether it is marked as preferred or not.
Manufactures product name (MPN)
Search across all MPNs (not just default)
Supplier - Filters the view to products offered by the selected supplier.
Complex lookup: Upon selecting a supplier from the list, it displays all products that can be purchased from the chosen supplier, and updates the value in the supplier column to reflect the selected supplier.
Dropdown overrules quick search, meaning search results should never return any products that is not supplied by selected supplier.
Information icon - describes how the filter works.
Purchase group - Filters by the product's purchase group.
Displays predefined groups from PUG.
Location - Filters by location or warehouse.
Displays available locations from LOC.
When a specific location is chosen, show all requirements originating from that location.
Required within
A timeframe can be set to determine when a requirement should be visible in the requirement list. By default, the overview will display all requirements that fall within the assignment window.
In addition, you should also be able to specify an interval that outlines requirements within a specific timeframe. The selected value is used to set a filter on the requirements Consumption date.
Accumulated
The Accumulated tab shows accumulated requirement per product. Each product is shown once, and requirements are summarized at product level. This view is used when the user wants to assess requirement and create quote requests based on the overall requirement for a product.
Single requirement processing:
Select a single requirement.
Proceed with either:
Quick create: for rapid processing.
Detailed view: for thorough analysis and customization.
Multiselect workflow:
First, apply a supplier filter or manually select multiple requirements that share the same supplier.
Upon initiating the multiselect mode:
The Create quote request button, initially disabled, becomes active.
The Quick create and Create buttons will be deactivated to prevent conflicting actions.
Columns | Description |
|---|---|
Check box | Select all items on page |
ProductID | Product identifier. |
Product | Product name and description with inspect to Product (ART). |
Type | Product type. |
Product classification id | Product classification identifier. |
Requests | Indicates the number of active purchase quote request items for this product. |
Quotes | Display if any active purchase quote items for the respective product exists, along with the number of quote items. |
Supplier | Popover listing out active suppliers on product (ART), preferd supplier will always show as default. |
Earliest consumption date | Earliest 'Scheduled shipping date' from sales order or 'Requested completion date' for production work order. |
Lead time | Number of days from purchase order is placed until reception of goods can be expected. |
Deadline | The latest date for placing a purchase order for this product to receive it in time for the requirement. Calculated by subtracting leadtime from required date. |
Net requirement | Required quantity. |
Adjusted quantity | Calculated requirement based on 'Net requirement', but adjusted for package size and minimum order quantity. |
Unit | Measurement unit (ex. mm, km, dl, kg). |
Unit precision | The precision/accuracy of the measurement (number of decimals). |
Net price | The purchase price of the product for this product supplier. |
Net Amount | Presents the total amount. |
Currency | Three character code following the ISO 4217 standard. |
Total stock quantity | Total quantity in stock in all locations. |
Total available quantity | Total available quantity in stock in all locations. This quantity is not assigned to any orders. |
Manufacturer | Shortname/code of the manufacturer. |
Default MPN | The default manufacturers name of this product. Also known as Manufacturer Part Number (MPN). |
Notes | All notes associated with the product. |
Product note | Internal note regarding the product. Should not be exposed to supplier |
Purchase note | Location-specific purchase note. |
Replacement(s) | Product which can be used as replacements. |
When selecting a supplier, the user can open a separate view showing, among other things, supplier status, supplier ID, supplier name, manufacturer product name, lead time, deadline, lowest net price, net amount, and currency. This provides a basis for selecting the correct supplier before the quote request is created. From Accumulated, the user can create a quote request for a single line by clicking the plus icon on the right. This opens a four-step process: Requirements, Suppliers, Select attachments, and Quote request.
For multiple creation, the user can mark several lines through the status column or select all visible lines. When one or more lines are selected, the Create quote request button is activated. Be aware of that the button will not be enabled if the corresponding lines have different suppliers. The pop-up window follows the same main flow as for single creation, but with less details and with an overview of all selected products gathered in the same process.
By order
The By order will provide a list based on the source that generated the requirement. The displayed requirements can originate from various sources such as sales orders, production work orders, and service orders. The tab will indicate the specific ID of the source for each requirement.
Quick search - Can be used to search by product name, product description, and preferred supplier.
Product name
Product description
Preferred supplier name
Supplier product name
When searching for a supplier's product name (with an empty supplier dropdown filter), the results should include all instances where the searched suppliers product name is registered, regardless of whether it is marked as preferred or not.
Manufactures product name (MPN)
Search across all MPNs (not just default)
Select supplier - Filters the view to products offered by the selected supplier.
Complex lookup: Upon selecting a supplier from the list, it displays all products that can be purchased from the chosen supplier, and updates the value in the supplier column to reflect the selected supplier.
Dropdown overrules quick search, meaning search results should never return any products that is not supplied by selected supplier.
Information icon - describes how the filter works.
Purchase group - Filters by the products purchase group.
Displays predefined groups from PUG.
Location- Filters by location or warehouse
Displays available locations from LOC.
When a specific location is chosen, show all requirements originating from that location.
Purchase responsible - Filter on the responsible buyer
Required within
A timeframe can be set to determine when a requirement should be visible in the requirement list. By default, the overview will display all requirements that fall within the assignment window.
In addition, you should also be able to specify an interval that outlines requirements within a specific timeframe. The selected value is used to set a filter on the requirements.
Columns | Description |
|---|---|
Check-box | Select all items on page |
Quotes | Indicates the number of active quote items for this product. |
Requests | Indicates the number of active purchase quote request items for this product. |
Item | Internal RamBase identifier of the object/item. |
Customer | Name of customer (name of company or surename/familyname/lastname of a person). |
ProductID | Product identifier. |
Product | Product name and description with inspect to Product (ART). |
Assignments | Stock assignment for the production work order kit. |
Type | Type of product. |
Product revision | Revision number. |
Purchase responsible | Responsible purchaser. |
Quotes | Indicates the number of active quote items for this product. |
Requests | Indicates the number of active purchase quote request items for this product. |
Supplier | Select supplier from the dropdown list. |
Consumption date | 'Scheduled shipping date' from sales order or 'Requested completion date' for production work order. |
Lead time | Number of days from purchase order is placed until reception of goods can be expected. |
Deadline | The lates date for placing a purchase order for this product to receive it in time for the requirement. Calculated by subtracting leadtime from required date. |
Net requirement | Required quantity. |
Adjusted requirement | Calculated requirement based on 'Net requirement', but adjusted for package size and minimum order quantity. |
Unit | Measurement unit (ex. mm, km, dl, kg). |
Unit precision | The precision/accuracy of the measurement (number of decimals). |
Net price | The purchase price of the product for this product supplier. |
Net amount | Represents the total amount. |
Currency | Three character code following the ISO 4217 standard. |
Total stock quantity | Total quantity in stock in all locations. |
Total available quantity | Total available quantity in stock in all locations. This quantity is not assigned to any orders. |
Manufacturer | Shortname/code of the manufacturer. |
Default MPN | Manufacturers name of the product. Also known as Manufacturer Part Number (MPN). |
Notes | All notes associated with the product. |
Internal note | Note for product structure versions material. |
Product note | Internal note set on the product. Won't be exposed to supplier |
Purchase note | Location-specific purchase note. |
Material note | A specific instruction or comment linked to a material in the production work order structure, further used in the Note to Supplier field on related documents. |
Finance project | Name of finance project. |
Sales delivery project | Name of sales delivery project. |
Replacement(s) | Product which can be used as replacements. |
Customer reference number | Customers item reference number. Typically to the customer internal system. |
When creating a quote request from By order, a pop-up window opens with three steps: Suppliers, Select attachments, and Quote request. The user can create a quote request for one line through the plus icon or for several lines through multi-selection in the status column. The Suppliers step shows the selected supplier and allows additional suppliers to be added. Select attachments is used for attachments. Quote request is used to enter the delivery date, quantity, currency, target price, and supplier note before the quote request is created.
Subcontracting
The Subcontracting tab shows requirement for external work linked to production orders. This applies in cases where an operation in a structure or production flow is to be carried out by an external supplier, such as painting or other processing.
Quick search - Can be used to search by product name, product description, and preferred supplier.
Product name
Product description
Preferred supplier name
Supplier product name
When searching for a supplier's product name (with an empty supplier dropdown filter), the results should include all instances where the searched suppliers product name is registered, regardless of whether it is marked as preferred or not.
Manufactures product name (MPN)
Search across all MPNs (not just default)
Select supplier - Filters the view to products offered by the selected supplier.
Complex lookup: Upon selecting a supplier from the list, it displays all external operations that can be purchased from the chosen supplier, and updates the value in the supplier column to reflect the selected supplier.
Dropdown overrules quick search, meaning search results should never return any products that is not supplied by selected supplier.
Information icon - describes how the filter works.
Purchase group - Filters by the products purchase group.
Displays predefined groups from PUG.
Location- Filters by location or warehouse
Displays available locations from LOC.
When a specific location is chosen, show all requirements originating from that location.
Purchase responsible - Filter on the responsible purchaser
Required within
A timeframe can be set to determine when a requirement should be visible in the requirement list. By default, the overview will display all requirements that fall within the assignment window.
In addition, you should also be able to specify an interval that outlines requirements within a specific timeframe. The selected value is used to set a filter on the requirements.
Columns | Description |
|---|---|
Check-box | Select all items on page |
Work order | Production work order identifier. |
Manufactured product | Product name and description. |
Serviced product | The product being serviced. |
Serial number | Serial number. |
Operation | Outsourced operation. |
Customer | Name of customer (name of company or surename/familyname/lastname of a person). |
Customers reference number | Customer order reference. If the production work order is derived from a sales order, the customers order reference will be the same as in the sales order. Typically a reference to a external system. |
Purchase responsible | Responsible purchaser. |
Requests | Indicate the number of active purchase quote request items for this product. |
Quotes | Indicate the number of active purchase quote items for this product. |
Supplier | Select supplier from the dropdown list. |
Assignments | Stock assignment for the production work order kit. |
Requested delivery date | The date when a product which requires subcontracting is required back from the supplier (subcontracter). |
Lead time | Number of days the supplier requires to complete the outsourced operation. |
Transit days total | Total transport time (in days), representing the sum of the transit days from the manufacturer to the supplier and from the supplier back to the manufacturer premises. |
Deadline | The latest date by which procurement action must be taken, considering lead time, to ensure goods or services arrive by the required date. |
Adjusted requirement | Required quantity. |
Previous operation | The prior operation in the routing before the outsourced operation. |
Finance project | Name of finance project. |
Sales delivery project | Name of sales delivery project. |
Note to purchaser | An internal note for international purposes, intended to assist the purchaser in managing procurement requirements. |
Note to supplier | A note to sent to the supplier, derived from the production work order structure, providing relevant details for the purchase. |
Notes | All notes associated with the operation. |
In Subcontracting, the user can also create an quote request either for a single line or for several lines at the same time. The pop-up window contains the steps Suppliers, Select attachments, and Quote request. The workflow is largely the same as the one used in By order, but the information is tailored to external operations and subcontracted work.
Sales quote requests
The Sales quote requests tab does not show purchase requirements, but requirement that arises when a customer has submitted a Sales quote request (CRQ) and the system lacks the necessary price or lead-time information. In such cases, a request must be sent on to a supplier.
Direct products
Direct product is used when the Sales quote request (CRQ) concerns a purchased product that is not manufactured internally. The output of this overview enables the creation of a purchase quote request. You have the option to either manually select the needs individually or use a multiselect feature to choose multiple items simultaneously and generate a purchase quote request. The button to create purchase request for selected items should appear greyed out and only become active when the multiselect process has been initiated.
Columns | Description |
|---|---|
St | Status of the sales quote request item. |
Sales quote request | Sales quote request item identifier. |
Customer | Name of customer (name of company or surename/familyname/lastname of a person). |
Customer reference number | Customers item reference number. Typically to the customer internal system. |
Requests | Indicated the number of active purchase request items for this product. |
Quotes | Indicate the number of active quote items for this product. |
Product | Product name and description. |
Type | Type of product. |
Requested delivery date | The delivery date as requested by the customer. |
Remaining Quantity | Required quantity. |
Unit | Measurement unit (ex. mm, km, dl, kg). |
Notes | All notes associated with the product. |
Forward - icon | Request process completed. |
Plus - icon | Opens a pop-up with three steps. |
Structure parts
Structure parts is used when the sales quote request concerns a structured product and there is a need to obtain price or lead-time information for materials in the structure.
Columns | Description |
|---|---|
St | Status of the sales quote request item. |
Sales quote request | Sales quote request item identifier. |
Customer | Name of customer (name of company or surename/familyname/lastname of a person). |
Customers reference number | Customers item reference number. Typically to the customer internal system. |
Requests | Indicated the number of active purchase quote request items for this product. |
Quotes | Indicate the number of active quote items for this product. |
Product | Product name and description. |
Manufactured product | Name of product. |
Type | Type of product. |
Requested delivery date | The delivery date as requested by the customer. |
Requested quantity | Required quantity. |
Unit | Measurement unit (ex. mm, km, dl, kg). |
Notes | All notes associated with the product. |
Forward - icon | Request process completed. |
Plus - icon | Opens a pop-up with three steps. |
Outsourced operations
Outsourced operations is used when the sales quote request concerns a structured product and there is a need to obtain price or lead-time information for external work carried out by a subcontractor in the structure.
Columns | Description |
|---|---|
St | Status of the sales quote request item. |
Sales quote request | Sales quote request item identifier. |
Customer | Name of customer (name of company or surename/familyname/lastname of a person). |
Customers reference number | Customers item reference number. Typically to the customer internal system. |
Requests | Indicated the number of purchase requests for the sales quote request. |
Quotes | Indicates the number of quotes for the sales quote request. |
Operation | Outsourced operation. |
Type | Type of product. |
Manufactured product | Name of product. |
Requested delivery date | The delivery date as requested by the customer. |
Requested quantity | Required quantity. |
Unit | Measurement unit (ex. mm, km, dl, kg). |
Notes | All notes associated with the product. |
Forward - icon | Request process completed. |
Plus - icon | Opens a pop-up with three steps. |
In Sales quote requests, a request is created per individual line. The user enters through the plus icon and follows the pop-up process with the steps Suppliers, Select attachments, and Quote request. Here the quote request is created towards the supplier based on the customer's request for quotation and the need for external clarification of price or lead time.
Creating quote requests – single and multiple creation
Single creation - is normally started from the plus icon on a single line and provides more detailed information about the requirement.
Suppliers - is used to select one or more suppliers, including the ability to add suppliers that are not pre-registered for the product.
Select attachments - is used to attach relevant files to the request.
Quote request - is used to define the content of the request, including quantity, requested delivery date, target price, currency, and supplier note, and to create a new request or use an existing unsent request.