This article is part of the Purchase Order Module. Click here for more information and training on Purchase Orders.
During the initial setup of the Purchase Order Module, Purchasing Templates are created and set on Schedules. Purchase Order forms are divided into three sections: PO Header, Details, and PO Review.
Create a Purchase Order
Purchase Orders can be created using the following methods:
To manually create a Purchase Order off-schedule, hover over the 'Vendor' menu in the top ribbon, then hover over the 'Purchasing' sub-menu and select 'Purchase Order'. This will open the Purchase Order form in a new tab where the Use can create a manual off-schedule Purchase Order.
1) PO Number – The PO number is auto-generated based on the settings in the Autonumbering section of the Administration menu. For each new PO, the previous PO Number is aggregated by 1 and can be edited as needed. Duplicate PO numbers are not allowed
2) Vendor – Vendor drop down to choose which Vendor to send out the current Purchase Order to via email
3) Comment – Freeform comment section to type any comments to appear on the PO itself when sent to the Vendor
4) Order Date – The Date the order is placed – defaults to today’s date but can be changed with the Calendar Icon
5) Delivery Date – The Date the order is expected to arrive at the location – defaults to tomorrow but can be changed with Calendar Icon
6) Location – Location drop down to choose the Location to which the order should be shipped. Defaults to default location on User Record and respects security settings around Location per user
7) Address – Location specific address as set up on the Location Record – can be changed with the Change Address button as needed. Displays on the PO for the Vendor to see the delivery address for the order
8) Suggest Qty – Button that will use the built-in Algorithm to determine the quantity on each item in the order below. See the Suggested Qty Button section below for more information
9) Add All Vendor Items – Button allows all Vendor Items (with Item Locations set up in the assigned Location) to display at once in the details to make available for order. After choosing a Vendor and Location this would be the next button to press (if not using a Memorized Template) to populate all items associated with both that Vendor and the Location in the header
10) Details Tab – See Details Tab below
11) PO Review Tab – See PO Review Tab below
12) Save Menu – Standard Save Menu
- Note: saving a PO with a 0 Qty Line item will remove those lines from the Purchase Order
13) Submit Menu – select a send option to electronically deliver the PO to the Vendor via email. Options include:
- Mark as Submitted - advance the PO to Invoicing, without sending an email. This can be Unsubmitted later and edited as needed
- Send PO
- Send and New
- Send and Close
14) Action Menu
- Start with Template – Allows the user to choose a Memorized Purchase Order to populate the Manual Purchase Order. Refer to Memorized Purchase Orders for more information.
- Memorize – Click to Memorize the Purchase Order as-is. Refer to Memorized Purchase Orders for more information
- Email Link – User can send the link of this page to other Users via email for review
- Print Order Guide - Generate a printable sheet that can be used to prepare your Purchase Order. Click here to view a Sample Order Guide
- Print – Creates a PDF of the Purchase Order for internal records
The Details section is where the User will select and enter quantities for the Items that will be ordered.
1) Item – Displays the Purchased Item Name and is linked to the Purchased Item record
2) Vendor Item – Displays the Vendor Item Number to ensure the correct product is being ordered
3) U of M – Unit of Measure auto-populates with the Vendor Item U of M – can be changed if needed
4) Quantity – Editable field to enter the quantity of this product/UofM needed on the next delivery. Calculated fields will contain a black triangle that can be used to determine how the value was calculated. See Calculated Values below
5) Each Amt – Current Contract Price of this Vendor Item (if no Contract Price exists, last Invoice Price is used)
6) Total – Total dollar value of the line item on this Order (Quantity x Each Amt)
7) Theo. On Hand – Shows the Theoretical On Hand number as calculated by R365
8) Last 4 Avg Qty – Shows the average quantity ordered of this Item over the last 4 orders. This can be used to determine if the current order is within an acceptable range based on past orders
9) Last Order Amt – Shows the last ordered amount of this Item for comparison
10) Storage Location – Shows the first Storage Location of this Item on the Stock Count Template for the Location set in the Header
11) Item Cats 1-3 – Shows the Item Categories for each Item for easy sorting/filtering to find over/under ordering by category. Totals for each category are displayed below the Details Section
PO Review Tab
The PO Review Tab is where the User can double check the Purchase Order for any mistakes before submitting. The key field is the Flag column that displays one of two warnings:
- Half as Much - when the current order quantity is half the amount or less as the previous order quantity
- Twice as Much - when the current order quantity is twice as much or more than the previous quantity ordered
Suggest Qty Button
The Suggest Qty Button will return a value in the Quantity Field for each Item in the Details Section. A popup will appear to confirm what quantities to update:
1) Overwrite All – Fills in a suggested quantity for every item currently in the Purchase Order Details Section
2) Overwrite Unedited – Will only fill in fields that have not been manually edited. If a user fills in certain quantities manually before pressing the Suggest Qty button this will not overwrite those quantities and only fill in quantities for any items not previously edited
3) Cancel – No calculations are run and the User is returned to the Purchase Order Form
Once either of the first two options is chosen, a new window appears to ask for the Consumption and Buffer Days.
Note: the Consumption and Buffer Days will auto-fill if this PO Form was started with a Memorized PO.
1) Consumption Days – Click to select each day that this order needs to last through. (For example, if you are ordering on Thursday for Friday morning delivery and the next time the same vendor delivers product is Monday, pressing Friday, Saturday, Sunday, and Monday)
2) Buffer Days – Set the number of Days Buffer you need on this Order (for example, if you only get an order once a week, you will flag every day as a Consumption Day and then may want one or two Buffer Days to add that forecast to the order amount so you don’t run out of product). There are also Buffer Days on individual Item Location Records that overwrite this setting if used
Once the Suggestions populate the Quantity column, suggested amounts will display a black triangle in the top left corner – hovering over this triangle will detail the calculation used to enter this specific quantity: