Purchase call plan worksheet

You can generate personalized worksheets within the Purchase Call Plan Worksheet page.

The worksheet compiles and categorizes vendors and order addresses for purchase department contacts on designated weekdays concerning their purchase orders. It also aids in structuring and managing various batches within the worksheet.

The field values on the worksheet page are filled in based on the setup from the Vendor Call Plan Setup page. Additionally, the order entry cut-off time values are inherited from the Order Entry Cut-off Time FastTab on the Purchase Call Plan Setup page. You have the option to adjust the values according to your needs.

1. Open the Purchase Call Plan Worksheet page.
2. In the Call Plan Worksheet Name field, select or enter the desired name.
   The field includes a list of vendors to be contacted regarding their purchase orders on a specific date, assigned to a particular purchasing agent.

The information associated with the chosen worksheet name is then displayed on the page.

Field	Description
Call Plan Status	Displays the status of the call plan. The available options are: New - The vendor has not yet been contacted. Completed - The vendor has been successfully called and processed all required purchase orders. Retry - The vendor needs to be contacted again later due to specific reasons.
Call Date	Displays the call date for contacting the vendor regarding purchase orders.
Inside Purchaser Code	Specifies the code of the responsible user for contacting the vendor and handling their purchase orders.
Requested Receipt Date	Specifies the date when purchase orders were requested, and the vendor should be contacted.
Request Receipt Day	Displays the day when purchase orders were requested, and the vendor should be contacted.
Expected Receipt Date	Specifies the date when items are expected to be available in the warehouse, and it is automatically calculated by the system. This date is derived from several factors, including the receiving time for the vendor, which defines the standard time required to receive items, and the inbound warehouse handling time, which accounts for the time needed to process incoming goods once they arrive. The Inbound Whse. Handling Time field value is defined on the Location Card or Inventory Setup page. Additionally, the calculation includes the default safety lead time and an extra buffer to ensure supply chain reliability, defined on the Manufacturing Setup page. By adding the inbound warehouse handling time and the default safety lead time to the requested receipt date, the system provides a reliable timeframe for when items will be ready for use.
Expected Receipt Day	Displays the day on which the items are expected to be available in the warehouse and is automatically calculated by the system.
Call Plan Orders	View the number of purchase call plan worksheet lines scheduled for the same vendor or order address on a specific call date. This accounts for instances where multiple orders for the vendor are coordinated on the same date, such as over weekends. Additionally, this field assists in identifying any duplicate entries of the same line across various call plan worksheets.
Existing Orders	View the number of purchase orders that share the same requested receipt date for a given vendor or order address. Once these purchase orders are invoiced, they will be removed from the existing orders record.
Blocked	View the transactions involving the vendors that are unable to proceed due to factors like vendor insolvency and operational issues.
Vendor No.	Displays the assigned number series of the vendor to be contacted.
Order Address Code	Displays the name designated for the delivery address where purchase orders are to be received.
Call Window Starting Time	Displays the commencement time for initiating contact with the vendor on the scheduled call day.
Call Window Ending Time	Displays the conclusion time for contacting the vendor on the scheduled call day.
Order Entry Cut-off Time	Displays the time frame for modifying, deleting, or adding new line items or quantities on the purchase orders for the desired vendor, including the requested receipt date, by cut-off time constraints detailed on the Purchase Call Plan Setup page. When the order entry cut-off time is not within the warning period or the cut-off period, it will be displayed in Black. This indicates that there are no immediate time constraints on modifying the purchase order. Yellow highlights indicate that the warning cut-off minutes threshold has been reached, signaling that the cut-off time is near, while Red highlights signify that the cut-off time has been reached and modifications are no longer permitted.
Note	Specifies the additional information related to the purchase call plan worksheet if necessary.

3. On the action bar, select Generate Call Plan Lines.
   The Generate Call Plan page opens.
   You can generate call plan lines using the specified call date and vendor filters provided on the page.

4. On the action bar, select New Purchase Order.
   The Purchase Order page opens.
   You can generate a new purchase order for the selected vendor using the call plan line information, including values from the Order Address Code, Inside Purchaser Code, Expected Receipt Date, and Requested Receipt Date fields.

   
   When you create a purchase order directly, the Inside Purchaser Code field value gets inherited from the vendor's header information.
   When you create a new purchase order for the selected call plan line, the Call Plan Status field on the line is set to Completed.

5. On the action bar, select Actions > Send Email.
   The Compose an Email page opens.
   You can promptly draft emails for the necessary contacts. To know more, see To compose and send an email.

You can also view or access the contact person's details, including customer name, phone number, and E-mail, on the Contact Details FastTab.

If more vendors are included in the call plan, additional lines are added to the same worksheet based on their call structures.

Generate call plan lines on the worksheet

The following procedure describes how to generate call plan lines using the call date and vendor filters. You can also view the number of purchase orders and worksheet records related to the worksheet entry.

1. Open the Purchase Call Pan Worksheet page.
2. On the action bar, select Generate Call Plan Lines.
   The Generate Call Plan page opens.
3. On the Options FastTab, in the Call Date field, select a required date.
   The system automatically creates an entry line corresponding to that selected call date. This entry line includes details such as the requested receipt date associated with the chosen call date.
4. Turn on the Clear Existing Lines toggle to determine if existing purchase call plan lines should be deleted and new lines created based on the new call plan calculations. If the toggle is turned off, the existing lines are retained, and new lines are added for any new schedules matching the call day.
5. Turn on the Ignore Last Used Call Plan Date toggle to exclude the previously used call plan date when generating new call plan lines. This feature allows you to retrieve all records for a specific call date, regardless of the frequency or past call dates used. It is particularly useful if previous call plan records have been deleted and need to be recreated in the future.
6. On the Filter: Vendor FastTab, customize the necessary filters like vendor number, responsibility center, etc., linked to vendor records. These filters help specify the vendor criteria for generating call plan lines.

A new call plan entry is created.

Move the call plan record to a different worksheet

To relocate call plan records to a different worksheet, follow the below steps:

1. Open the Purchase Call Plan Worksheet page for the required worksheet name.
   It displays all the call plan lines associated with the call plan worksheet.
2. Select the lines to be moved from the worksheet.
3. On the action bar, select Actions > Move Lines.
   The Move Worksheet Lines page opens.
4. On the Options FastTab, you can view the number of selected call plan lines and the worksheet name.
5. In the To Call Plan Worksheet Name field, choose the name of the worksheet where the selected call plan lines should be moved.
6. Select OK.

The selected call plan lines are now successfully moved to the specified worksheet.