How to create Purchase Order with FOC item

1. Introduction
This document describes the procedure to create Purchase Order with FOC item.
1.1 Different situation to create Purchase Order with FOC item.
There are several situations to create Purchase Order with FOC item, which most occurred
from the following situations:
1.1.1 Purchase item A, free item A
1.1.2 Purchase item A, item B & item C, free item A
1.1.3 Purchase item A, free item B
2. Instruction
2.1 Steps to create Purchase Order.
2.1.1 Access KC Inventory Management System and go to Purchase Order which is
allocated at Purchase Purchase Order

2.1.2 For the following situation, please click on the hyperlink to follow the instruction:
2.1.2.1 Purchase item A, free item A
2.1.2.2 Purchase item A, item B & item C, free item A
2.1.2.3 Purchase item A, free item B

2.1.1.1: Purchase item A, free item A

Scenario: With every purchase of 100pcs of AYAM/B COCONUT MILK 1L, supplier will provide additional
5pcs of AYAM/B COCONUT MILK 1L as FOC.
Click

to add new Purchase Order.

Select Supplier either by Code or Name:

After key in the Supplier Code or Name, the Term (Days), Cal. Due Date by, and Deliver to Location will
automatic be selected which all these information were input during Supplier setup at earlier stage, only
change the Delivery Date to the desired delivery date for the Purchase Order items to arrive. On the
other hand, Expiry in Days, Expiry Date, Enable Auto Close PO, Min and Max Stock Days will also
automatic be selected as these were input during Supplier setup at earlier stage as well.
* as all the above information are very important, therefore please input them correctly during Supplier
setup at earlier stage to avoid wrong information.

Click

to save the Purchase Order after all information above have been verified correctly. Click
if any information needs to be change or edit.

Click the drop down button next to the

window will appear.

button. Then select Supplier Item List to proceed. A new

From the Supplier Item List, key in the quantity to be order and also FOC quantity. For below example,
50pcs of AYAM/B COCONUT CRM 200ML, 100pcs of AYAM/B COCONUT MILK 1L with 5pcs FOC from

supplier and 1 carton (24pcs) of AYAM/B TRIM COCONUT MILK 200ML were ordered.

Once confirm, click

to confirm purchase items.

Back to Purchase Order, all the items which were selected will appear at the bottom as below:

Note that AYAM/B COCONUT MILK 1L has 2 lines which both are in G.Seq (Group Sequence) 1. One of
the lines is highlighted in red with FOC at Price Type; this is because previously 5pcs of AYAM/B
COCONUT MILK FOC were input at Supplier Item List. At this stage, double check the item, quantity and
FOC quantity are input correctly before proceeding to the next stage.
Next, click

to print out Management Copy for verification.

A new window will prompt out as following:

Choose either sort by description 3+1 Month, sort by line no 3+1 Month, with Selected Month Info,
all Package Info 3+1 Month or all Package Info Current Month.
For example, if choose sort by description 3+1 Month:

From the Management Copy, all details are visible and these details will be verified before proceed to
post the Purchase Order.
After verified, close the Management Copy and PO Print then back to Purchase Order. Click the drop

down button next to

button. Then select
message will prompt POST this P/O?, click Yes.
Next, click

to print out Supplier Copy.

The same window will prompt out as following:

Choose either Landscape, With Carton Qty, Portrait, or Portrait with Article No.

to proceed. A

For example, if choose Landscape:

From the Supplier Copy, all details are visible and these details will be verified before provide to supplier.

2.1.1.2: Purchase item A, item B & item C, free item A

Scenario: Supplier will provide FOC 2pcs of F&N ICE CREAM SODA 1.5L with combination purchase of the
following:
Click

5pcs F&N ICE CREAM SODA 1.5L

5pcs F&N GRAPE 1.5L
5pcs F&N ORANGE 1.5L
to add new Purchase Order.

Select Supplier either by Code or Name:

After key in the Supplier Code or Name, the Term (Days), Cal. Due Date by, and Deliver to Location will
automatic be selected which all these information were input during Supplier setup at earlier stage, only
change the Delivery Date to the desired delivery date for the Purchase Order items to arrive. On the
other hand, Expiry in Days, Expiry Date, Enable Auto Close PO, Min and Max Stock Days will also
automatic be selected as these were input during Supplier setup at earlier stage as well.
* as all the above information is very important, therefore please input them correctly during Supplier
setup at earlier stage to avoid wrong information.

Click

to save the Purchase Order after all information above have been verified correctly. Click
if any information needs to be change or edit.

Click the

button (not the drop down button). A new window will appear.

Item can be input either by Barcode, Item Code or Article Code.

If none of the above can be found, click the

prompt out as below:

button to search from Item Master. A new window will

Search item through Description, Article No, Barcode or Item Code.

For example, search F&N ICE CREAM SODA 1.5L by typing F&N in Description.

Highlight the line needed and click Pick which will return back to PO Line page. Then input the order
quantity needed. For this case, we placed order for 5pcs. Next check Unit Price and other information
like Discount. Then click Add to proceed to next item.

Do the same for F&N GRAPE 1.5L and F&N ORANGE 1.5L.

For the FOC item, tick on FOC instead of Normal at Pricing Type before proceed to input Item Code.
Please take note that the Group Cost must be tick.

Then input the FOC item which is F&N ICE CREAM SODA 1.5L and quantity 2pcs.

Please take note that the Group Cost has been unticked.
Click Save after everything has been done correctly.
All item entered will appear at the bottom of the Purchase Order page as below:

Next click on
Tagging:

and a drop down list will appear. Select Normal/Promo/FOC Item

A new window, Group FOC Item will prompt out as following:

Then select all column by clicking the first column and hold Shift when click the last column. This will
result all column been highlighted as following:

Then click Group and a message will prompt Group selected item; Click Yes and click Close after done.
If this is done correctly, all G columns will be ticked and G.Seq columns will change from 0 to 1 as
following:

Next, click

to print out Management Copy for verification.

A new window will prompt out as following:

Choose either sort by description 3+1 Month, sort by line no 3+1 Month, with Selected Month Info,
all Package Info 3+1 Month or all Package Info Current Month.
For example, if choose PO Management Copy (sort by description 3+1 Month):

From the Management Copy, all details are visible and these details will be verified before proceed to
post the Purchase Order.
After verified, close the Management Copy and PO Print then back to Purchase Order. Click the drop

down button next to

button. Then select
message will prompt POST this P/O?, click Yes.
Next, click

to print out Supplier Copy.

to proceed. A

The same window will prompt out as following:

Choose either Landscape, With Carton Qty, Portrait, or Portrait with Article No.
For example, if choose PO Supplier Copy (Landscape):

From the Supplier Copy, all details are visible and these details will be verified before provide to supplier.

2.1.1.3: Purchase item A, free item B

Scenario: Supplier will provide FOC 1pcs of TROJAN COMPACTS POWDER 1.7KG with every purchase of
10pcs of FEBREZE ANTI BACTERIA 400ML.
Click

to add new Purchase Order.

Select Supplier either by Code or Name:

After key in the Supplier Code or Name, the Term (Days), Cal. Due Date by, and Deliver to Location will
automatic be selected which all these information were input during Supplier setup at earlier stage, only
change the Delivery Date to the desired delivery date for the Purchase Order items to arrive. On the
other hand, Expiry in Days, Expiry Date, Enable Auto Close PO, Min and Max Stock Days will also
automatic be selected as these were input during Supplier setup at earlier stage as well.
* as all the above information is very important, therefore please input them correctly during Supplier
setup at earlier stage to avoid wrong information.

Click

to save the Purchase Order after all information above have been verified correctly. Click
if any information needs to be change or edit.

Click the

button (not the drop down button). A new window will appear.

Item can be input either by Barcode, Item Code or Article Code.

If none of the above can be found, click the

prompt out as below:

button to search from Item Master. A new window will

Search item through Description, Article No, Barcode or Item Code.

For example, search FEBREZE ANTI BACTERIA 400ML by typing FEBREZE in Description.

Highlight the line needed and click Pick which will return back to PO Line page. Then input the order
quantity needed. For this case, we placed order for 10pcs. Next check Unit Price and other information
like Discount. Then click Add to proceed to next item.

For the FOC item, tick on FOC instead of Normal at Pricing Type before proceed to input Item Code.
Please take note that the Group Cost must be untick.

Then input the FOC item which is TROJAN COMPACTS POWDER 1.7KG and quantity 1pc.

Ensure that the Unit Price is always 0 as this is a FOC item.

Click Save after everything has been done correctly.
All item entered will appear at the bottom of the Purchase Order page as below:

Next click on
Tagging:

and a drop down list will appear. Select Normal/Promo/FOC Item

A new window, Group FOC Item will prompt out as following:

Then select all column by clicking the first column and hold Shift when click the last column. This will
result all column been highlighted as following:

Then click Group and a message will prompt Group selected item; Click Yes and click Close after done.
If this is done correctly, all G columns will be ticked and G.Seq columns will change from 0 to 1 as
following:

Next, click

to print out Management Copy for verification.

A new window will prompt out as following:

Choose either sort by description 3+1 Month, sort by line no 3+1 Month, with Selected Month Info,
all Package Info 3+1 Month or all Package Info Current Month.
For example, if choose PO Management Copy (sort by description 3+1 Month):

From the Management Copy, all details are visible and these details will be verified before proceed to
post the Purchase Order.
After verified, close the Management Copy and PO Print then back to Purchase Order. Click the drop

down button next to

button. Then select
message will prompt POST this P/O?, click Yes.
Next, click

to print out Supplier Copy.

to proceed. A

The same window will prompt out as following:

Choose either Landscape, With Carton Qty, Portrait, or Portrait with Article No.
For example, if choose PO Supplier Copy (Landscape):

From the Supplier Copy, all details are visible and these details will be verified before provide to supplier.