Purchasing Preferences

The settings on this tab govern purchasing functionality. The parameters established on this tab apply to all locations/vendors by default unless otherwise noted.

Under the Corporate menu, click Preferences.
All tabs are visible by default. To show/hide a tab, click on the Menu icon and select the Tabs option. From the pop-up menu, check to show or uncheck to hide the desired tab(s).
Click on the Purchasing tab.
Configure the desired settings on this tab as noted below, listed from left to right, top to bottom.

Vendor Confirm Receipt is Necessary — Select this preference if "Confirm Receipt" is a required stage at Corporate in the Purchasing process.
Vendor Confirm Terms is Necessary — Select this preference if "Confirm Terms" is a required stage at Corporate in the Purchasing process.
Vendor Consolidation is Available — Check this if the company is a cruise line that will be consolidating vendor and/or warehouse orders. {Note}: Only Cruise Lines can enable this preference.
Price Changes prior to Price Capture update Bids and Contracts — If checked, the application may update the bid/contract price in Bid Master when the vendor price is changed during "Submit" or "Confirm Terms" of vendor orders, depending on how the Price Capture preference (see below) is set.
Always Round Up — If checked, the application will always round up to determine the order quantity if the inventory unit is different than the vendor unit.
Allow Creation of Master Orders based on Company Product — Check this if locations will be allowed to place master orders for products associated with location departments that have "Allow Master Order" checked in the Location Departments screen.
Master Order Only Submits Non-Null Quantities — When checked, cruise ship master orders that are submitted to the corporate office will include only those products for which the ship entered an order quantity (including zero); products with a blank quantity will be omitted.
Vendor Feedback is Necessary — Check this to require users to select a feedback option during Reconcile, Cancel, or Consolidation of a vendor order. Vendor Feedback will be available for vendor orders in Enterprise Manager and Net-Chef if Vendor Evaluations have been defined.
Purchase By Invoice Reconcile is Necessary — Check this to require a separate step to reconcile Purchase by Invoice transactions created in Net-Chef. The setting selected here will be the default on the PBI Vendors tab of the Location Details screen when a new location is created.
Qualitative Judgment Required for Reconcile Quantity Discrepancy — If checked, Net-Chef users will be required to select a Qualitative Judgment during vendor order Reconcile when there is a discrepancy between a product’s Physical Quantity and Invoice Quantity.
Do Not Import Electronic Invoices with Unresolved Items — If checked, the electronic invoice import will fail files with unresolved items (in which case a corporate user can set up these products properly and then reprocess the files) rather than requiring location users to identify them as additional products or substitute items.
Vendor Bids Include Contract Information — If checked, columns for Reference Number, Reference Line # and Expiration Date will appear on the (Vendor Bids tab) and in the Vendor Bids, Market Master and Process Bids screens.
Ignore Price Discrepancies for Non-Contract Items — If checked, when vendor orders are reconciled in Net-Chef the invoice price will override and update the contract price for non-contracted products on the order. This means that these products will not show a discrepancy in the Contract Discrepancy and Vendor Delivery Performance reports or the AP exports. The setting selected here will be the default on the Pricing Rules tab of the Vendor Details screen when a new vendor record is created.
Invoice Price Override Updates Bids — If this is checked AND "Ignore Price Discrepancies for Non-Contract Items" is checked, when vendor orders are reconciled in Net-Chef the bid prices for non-contracted products on the order will be updated with the vendor’s invoice price. The setting selected here will be the default on the Pricing Rules tab of the Vendor Details screen when a new vendor record is created.
Use Multi Currency — Check this to allow the use of multiple currencies for purchasing. If this is not checked, all currency values will be in U.S. Dollars.
Edit Currency Table — Check this to allows edits to the Currency Formats screen.
Use Containerization — If checked, when a cruise master order is parsed, a separate purchase order will be created for each Shipping Type for each vendor.
Use Vendor Currency — If the application is interfaced with an external purchasing system, it will check the setting of this preference when a user is reconciling a Vendor Order and the Exchange Rate Capture preference = 'Reconcile'.

If this preference is set to ‘Y’ (checked), the application will retrieve the current Base Currency from the vendor record, and use that to retrieve the currency conversion ratios. If changed since the vendor order was placed, it will use the updated vendor base currency for the Vendor Order.
If this preference is set to ‘N’ (not checked), the application will maintain the vendor base currency previously saved in the Vendor Order, and use it to retrieve the appropriate currency conversion ratios.

Allow purchase from secondary Market Vendors of products with Vendor Bids/Contracts in primary Market — This setting will allow (checked) or prevent (unchecked) users at the location from ordering a product from a vendor based on bids/contracts in one or more secondary markets when the product is available from a vendor with a bid or contract in the location's primary market. (See the Market setup screen for more details on Primary and Secondary Markets.) The setting selected here will be the default on the Location Details screen when a new location record is created.
Highlight Price when Invoice Price varies ___% from Issue Price — During Confirm Terms or Reconcile of a Vendor Order, the background of the Confirm/Invoice Price field will display in red if reconciling at this price will cause the Issue Cost to go up or down by the specified percentage or more.
Order Alert if Quantity is ___% greater than the Average Ordered Quantity — This controls the percentage that a user can order in excess of the Average Ordered Quantity (based on the last 4 weeks’ received orders) before a warning is provided. The value entered here will be the default in the Vendor Details screen when a new vendor record is created. When populated and this screen is saved, users will have the option to apply this value to existing vendor records. In the Net-Chef Vendor Order screen, users will be able to filter orders to display only products with order quantities outside of this range.
Warn User When Order Quantity is ___% less or ___% greater than Recommended Order — When checked, the Master Order detail screen in Enterprise Manager will highlight any row with an Order Quantity outside of the range specified here. For ship master orders, an Alert column will also display an asterisk, allowing the user to sort by this column. In the Net-Chef Vendor Order screen, users will be able to filter orders to display only products with order quantities outside of this range.
Price Capture — This preference determines the step in the purchasing process up to which the prices in a vendor order can be updated by changes to vendor bids. The choices are 'Create Order', 'Submit', 'Confirm Terms', 'Reconcile' or 'Current Bid' (Click HERE for details about each setting). This preference also works together with "Price Changes prior to Price Capture update Bids and Contracts" to determine if bid prices should be updated in Bid Master; see above). The setting selected here will be the default on the Pricing Rules tab of the Vendor Details screen when a new vendor record is created.
Update Product Pricing Based on — This preference determines which price is used to update costs and inventory values when a vendor order is reconciled - i.e . which price is used as the ‘Last Price’ or when recalculating the ‘Average (Cost)’, depending on which “Accounting Method” is selected in the Company setup screen. This can be set to use the 'Contract Price', the 'Invoice Price', or the 'Lowest of Contract or Invoice'. The setting selected here will be the default on the Pricing Rules tab of the Vendor Details screen when a new vendor record is created.
Exchange Rate Capture — This preference establishes the step in the purchasing process at which the foreign currency exchange rate is applied. The choices are 'Create Order', 'Submit', 'Confirm Terms', or 'Reconcile'.
On Hand Includes — This preference allows the company to indicate which storage location(s) should be included when determining the current ‘On Hand’ quantity for use in the Recommended Order calculation. The choices are 'Central', 'Customer', or 'Both'.
Products and Prices for Purchasing Based on — This will control whether the list of products and prices available for a Master Order is based on bids in effect for the 'Current Date' or the 'Expected Delivery Date' of the transaction. This setting will be the default on the Pricing Rules tab of the Vendor Details screen when a new vendor is created. (Products and pricing for Vendor Orders will be controlled by that setting.)

Purchasing Threshold Settings — When a Confirm Terms import file is processed or a Vendor Order is reconciled, a warning alerts the user if the total differs from (greater or less than) the amount ordered by the percentage or value indicated. Check the "Ignore" box if the specific setting should not apply at one or both stages. {Note}: These settings only apply to transactions processed via Crunchtime Xchange.

Quantity % - Piece Based: Enter a percentage here if the variance alert should be based on the quantity confirmed/received.
Quantity % - Weight Based: Enter a percentage here if the variance alert should be based on the total weight of the quantity confirmed/received.
Unit Price %: Enter a percentage here if the variance alert should be based on the price per unit of the quantity confirmed/received.
Unit Price Value: Enter a value amount here if the variance alert should be based on the total value of the quantity confirmed/received.
Expected Delivery Date: Check the "Ignore" box if the Confirm Terms import should ignore the date in the file. If not checked, Net-Chef will alert the user if there is a discrepancy between the date on the order and the one in the file.

Vendor Order Alert Email Addresses — Enter the e-mail addresses of corporate users who should receive notification when a "Not Approved"and/or "Restricted" secondary product is received on an e-invoice; multiple addresses must be separated with semicolons.
Vendor Order Alert Email Text — Enter the text of the notification message sent to the recipients listed above describing what should be done with the "Not Approved" and/or "Restricted" items. For "Restricted" items, Net-Chef users will see this text in a pop-up message in the Vendor Order Reconcile screen and the product row will be displayed in red text.

Vendor Order Approvals — After reconciling an order, the Physical Reconcile will need to be approved prior to posting if the reconcile data differs by (greater or less than) the amount or cost indicated below. Check the "Ignore" box if the specific setting should not apply.

Quantity %: Enter a percentage here if approval should be required based on a variance between the Physical Quantity and the Order Quantity and/or Invoice Quantity.
Unit Price %: Enter a percentage here if approval should be required based on a percentage variance between the Contract Price and the Invoice Price.
Unit Price Value: Enter a value amount here if approval should be required based on a value variance between the Contract Price and the Invoice Price.
Manual Invoices Require Approval: Approval will be required for all orders reconciled without an e-invoice.

Click the Disk (Save) icon to save your changes.
If necessary, click on any other tab as needed to configure settings on that tab. If not, skip to the next step.
When finished, click the X (Close) icon to return to the summary screen.