Adaco: Managing Products with Global Enterprise

Overview

Global Enterprise holds all Product data for customers with multiple Central Purchasing sites. All regional specific information like vendors, account and rates need to be managed at CP.  

Global Enterprise enables the cross regional products to be labelled under the same Purchasing & Inventory Product Number in order to enable clean reporting.

This article describes the process of managing Products at Enterprise level in Purchasing & Inventory (formerly known as Adaco). 

Creating a Product at Global Enterprise
 

• Go to Property > Products

The Products screen will open.
 

• Select New

The 'Product - New' screen will display (see Fig.1).

 

Fig.1 - Product - New screen (at Enterprise level)

Field Name	Description
Product	Product Number (auto-generated by system on saving) and Name (or Names using the drop-down if multiple languages have been configured).
Segment	Assigns the Product to a Product Segment.
Category	Assigns Product to Product Category.
Subcategory	Assigns Product to Product Subcategory.
Nutrition Number	Selecting  opens the Nutrition Database and allows the user to assign the relevant nutritional information to the Product. This will then pull down to any Recipes created using this Product.
Approval Required	When ticked, an approval route must be selected for the Product to be verified (this can be default set by Category).
Image Data	By right-clicking on this field, the user can paste a picture of the Product for ease of identification.
Status	If a Product is marked as active, it is available to requisition, transfer, order, etc. If a Product is marked as inactive, it does not appear in the Purchase Requisition or Purchase Order screens, nor by default for Outlet Requisitioning. Please Note: Product status can be changed multiple times.
Contracted Product	Denotes Product being available only reflected in Contract Tracking Report. Makes Product appear in Product search and Purchase Requisition in blue for demarcation purposes.
Created By	Name of the user who originally created the Product.
Modified By	Name of the user who modified the Product most recently.

•  Select Save and the tabs at the top of the screen will become available

The function of these tabs is described in further detail below.

Product Details 

Product Details allow the recording of specific information about the Product. Multiple Product Details can be created by selecting the New button, in this instance, the information can differ but it is still all assigned to one Product. This is often used for a Product which is available in different pack sizes.
 

 
Fig.2 - Product Details as part of the New Product screen

Fig.3 - Product Recipe screen

Product Tabs

Once the Product has been created, the Product tabs at the top of the page become available.
 

Field Name	Description
Retail	Opens Retail Product screen which allows Product to have 'Attributes', pricing and PLU codes assigned to it (see Fig.4). Fig.4 - Retail Product screen
Sub-Product	Opens the 'Sub-product' screen where a Product can be linked to a different Product (see Fig.5). A sub-product is often used for a returnable container. To create a sub-product, create two products. For example: Milk, 5 Gallon Can with Spout (Product 500043) Empty 5 Gallon Can with Spout (Product 500044) In Product 500043, add Product 500044 as a sub-product.  When Product 500043 is added to a requisition or to a Purchase Order, Product 500044 will also be added. Fig.5 - Sub-Product screen
Bar Codes	Allows bar codes to be assigned to the Product for scanning purposes. A Product can have multiple bar codes if required (see Fig.6). Fig.6 - Product Bar Codes screen
Approvals	Allows the user to send the Product for approval, if enabled (see Fig.7). Fig.7 - Product Routing / Approval screen
Property	Selects which Properties the Product will be pushed to. When a specific Detail is selected in the Property Detail drop-down menu, the 'Is Active' column will show the status of the selected detail in each Property. When All is selected in the Product Detail drop-down, the 'Is Active' column will show a tick where all details are active within a Property, unticked where no details are active within a Property, and a partial tick (blocked out tick box) where some details are active and some are inactive. Selecting the specific details in the drop-down will show which details are active and which are inactive.

Pushing Data from Enterprise to CP

The Product must be pushed to a CP.
 

• Go to Property > Data Synchronisation

Fig. 8 – Data Synchronisation 

• Select Next
• Select the Products which require pushing

Fig. 9 – Selecting Products for pushing

• Select Next
• Select the appropriate CP  
• Select Finish

Assigning Local Data at CP
 

• Change the Site to the CP which the Product has been pushed to

The missing local data can then be populated. To do so: 
 

• Go to Property > Products

Update the fields detailed below:
 

Field Name	Description
Account	Account for cost of Product to be posted to by default (can be changed when Requisitioning, Ordering or Receiving depending on settings).
Rate Schedule	Links a Rate Schedule to the Product.
Nutrition Number	Selecting  opens the nutrition database and allows the user to assign the relevant nutritional information to the Product. This will then pull down to any Recipes created using this Product.
CP Control	If creating a Product at Property, this value will set to None. This is not editable. If creating the Product at CP level, the following options are available: None - When the Product is pushed to a Property, the Property will have full control Partial - Only CP can add vendor quotations and contracts for the Product. The Product cannot be added to a PO without using the vendor quotations from CP. The Property cannot enter a price or create a Purchase Order. A Property cannot link vendor Product numbers to the Product nor edit Manufacturer or Alternative Description fields Full - As with Partial, but only CP can create POs for the Product. All requisitions must be routed to CP

• Select the Property button to push the Product to all required Properties within the region