Introduction to IBT / ICT

This section outlines the three different models of IBT/ICT that Micronet can be configured for:

• the Pirtek model
• the APC model
• the Amber model.

It then outlines the restrictions on using IBT/ICT and provides a Glossary of terms.

The Pirtek Model

The Pirtek model has a head office and various stores (IBT Type = Store/Headoffice). Orders are processed as follows:

1. Each store orders from Head office then:

• Head office creates a backorder or picking slip
• Head office sends goods to store
• Head office invoices store
• Store will load the confirmed receipt.

2. Initiating company creates a purchase order on a supplier in MDS:

• The supplier selected as the required branch code configured
• Items are added to the order as normal
• User selects FILE | SEND TO HEAD OFFICE
• If the user sends the purchase order twice, a warning will be displayed. If the user proceeds, Micronet will create another picking slip or backorder rather then overwriting the original order.

• Depending on Send PO to Head Office Type , either the user is prompted and asked if a picking slip or backorder is to be created at the processing location, or the default selection is used.
• In the posting process, a text file is created in the IBT registry key values folder.

3. Data.Connect will run at the processing location and process the text file into a picking slip or backorder.

4. The picking slip or backorder is invoiced by the processing company

• During the posting process, a confirmed goods receipt will be created at the initiating location.
• The invoice number in the confirmed goods receipt is set to the invoice number created from the processing company.
• The delivery docket in the confirmed goods receipt is set to the initiating company number.

5. The initiating location will load the confirmed goods receipt and process as normal.

The APC Model

The APC model has a head office, various stores and suppliers (IBT Type = Store/Headoffice/Supplier).

Orders are processed as follows:

1. Each store orders from Head office then:

• Head office creates a purchase order for the goods
• The supplier ships goods to customer
• Customer created receipt
• Process completed at Head office.

2. Initiating company creates a purchase order on a supplier in MDS:

• The supplier selected as the required branch code configured
• Items are added to the order as normal
• User selects FILE | SEND TO HEAD OFFICE
• If purchase order is sent twice, a warning will be displayed. If the user proceeds, Micronet will create another picking slip or backorder rather then overwriting the original order.
• In the posting process, a text file is created in the IBT registry key values folder.

3. Data.Connect will run at the processing location and process the text file into a backorder and purchase order at the processing location.
4. The supplier selected for the purchase order at the processing location is selected in the following hierarchy:

• Preferred supplier for item at processing location
• If this supplier does not match the supplier sent by the debtor or the debtor's default, then a warning is displayed when posting
• IBT supplier selected during purchase order creation at initiating location (Set IBT Supplier)
• Default debtor's supplier at processing location (Debtor UDF0)
• The selected buy price on the purchase order from the initiating location will determine the sell price for the backorder at the processing locations. If buy1 was selected then sell1 will be used.

5. The initiating location will receive the goods directly from the supplier.

• Initiating location will create a goods receipt
• Purchase order is loaded (note that only one purchase order can be loaded; a warning will be displayed during the posting process)
• Additional items can be added
• The goods receipt is posted uncosted.
• On posting uncosted, a file is generated.

6. Data.Connect will run at the processing location, process the text file and create a confirmed goods receipt.

7. The processing company will load the confirmed goods receipt and post it as costed or uncosted.

• During the posting process, the receipt will be allocated to the backorder and purchase order.

8. The processing company will then run Allocation from Purchasing.

• User will be prompted to post the backorder as a picking slip or an invoice
• Since the goods have been received, the Head office can then send the store the invoice.

9. Initiating location will receive the invoice, recall the uncosted receipt, reconcile and posted costed.

The Amber Model

The Amber model has a head office and various stores (IBT Type = Store/Headoffice), and allows manual processing of purchase orders (Manual Processing of PO's = Yes).

Orders are processed as follows:

1. Each store orders from Head office then:

• Head office sends goods to store
• Head office invoices store
• Store will load the confirmed receipt
• The store is able to make and resend orders to Head office, depending on the status.

2. Initiating company creates a purchase order on a supplier in MDS:

• The supplier selected as the required branch code configured
• Items are added to the order as normal
• User selects FILE | SEND TO HEAD OFFICE
• In the posting process, a text file is created in the IBT registry key values folder.

3. Data.Connect will run at the processing location and process the text file into an e-order.

4. The initiating company locations are able to edit or add lines on the original purchase (delete is not an option).

Changes are only possible if:

• the status for the slip at processing location is:

• Picking Slip - item is fully on picking slip
• Paperless - item is fully on a paperless picking slip
• E-Order - item still remains as an e-order
• Held Invoice - item is fully on held invoice
• On Backorder - item is fully on backorder
• Not Found (cannot find item at Head Office)

• the line is not being currently edited by the processing location
• the line has not been split in the processing location between invoiced, picking slip or backorder.

If new items are added to a purchase order, then a new e-order will be created in the processing location.

If items are amended, then the quantity value will be updated on the picking slip, paperless slip or backorder in the processing location.

Editing is not allowed if the status is:

• Invoiced (item is fully or partially invoiced)
• Mixed (combination of the above)
• @ MDS | Reports | Purchasing Reports | Electronic Order Status
• @ MDS | Inventory | Purchase Order Creation | <Add> | Inquiry | Inter Branch Inquiry

5. The E-Order can then be loaded using the Invoice Creation program.

6. When the order or part of the order is ready to be invoiced, the processing location will create an invoice.
7. Data.Connect will scan invoices and create a confirmed goods receipt at the initiating company.
8. The initiating location will load the confirmed goods receipt and process as normal.

• A warning is displayed if the cost of an item on the receipt is not equal to the cost of the purchase order. The user can then process the confirmed receipt.
• In the Goods Receipt program, the user is unable to split the line if the full amount of the order is not received.

Restrictions

• For each ICT setup, at least two company files must be configured - one as the initiating location and the other as the processing location.
• The Head office company cannot use the first user defined field in the Debtor master file.
• The affiliate company cannot use the fifth user defined field in the Purchase Order Header.

When using any type of ICT, you must ensure that all companies involved have unique company numbers.

Glossary