This article is part of the Classic Shopping List Feature in the Purchase Orders Module.



Build out Shopping Lists to help make Purchase Order entry easier for your team. 


Note: If the Smart Ops Release is enabled for your database, Shopping Lists can only be accessed and entered through that experience instead of the classic experience. Click here to learn more about the Smart Ops version of Shopping Lists.



Create a Shopping List


To create a New Shopping List, hover of the 'Vendor' menu in the top ribbon, then the 'Purchasing' sub-menu, and select 'New Shopping List'.  The Shopping List Form will load in a new tab.



Shopping List Form


1) Location - The Location for the Shopping List.  Make sure that the Location is correct before Purchased Items are added to the list.  If the Location setting is manually changed, all Shopping List details will be removed (including all added Items). This is a required value that will be set to your User's default Location

2) Name - The Name for the Shopping List. This name will appear in the 'Shopping Lists' list as well as on the Shopping List selection screen on step 1 of the R365 Purchasing Assistant. Duplicate Names for the same Location are not permitted

3) Display Order - The way in which Items in the Shopping List will be displayed on this form as well as on the printable Order Guide report. The Display Order is to ensure your order guide is in Shelf-to-Sheet order. Options include:

  1.  Manual - The default option where items can be manually moved up and down using the Reorder buttons. Moving Items around in this manner will automatically set the Display Order to 'Manual'
  2.  Alphabetical by Storage Location - This will sort first on Storage Location alphabetically, then the items withinthose Storage Locations alphabetically. 
    • Note: This option is a good starting sort that can then be fine-tuned using the 'Manual' option

4) Bulk Add Items - This allows Purchased Items to be added in bulk using varied criteria

  • Note:  Every item that belongs to the selected Bulk Add option will be added to the Shopping List.

    Options include:
  • Vendor
  • Item Category 1
  • Item Category 2
  • Item Category 3
  • Key Item
  • Memorized PO


When adding items from these groupings, you may select multiple of each type. For instance, you can select multiple category 2s at once. Any items that have a corresponding Cat 2 AND an Item Location AND at least one Vendor Item will be added to the detail section.


Once those items are added, they can be sorted using the Alphabetical by Storage Location Method and moved up and down as needed.


Each column will allow for sorting and filtering, however that sorting and filtering will not be saved in the final “Shelf-to Sheet” order. Only manual sorting or the alphabetical by storage location will save for Order Guide printing.


5) Reorder Buttons - Use these buttons to reorder the selected item 'Up' or 'Down' in comparison to the other items.



Preferred Vendor/Preferred Vendor Item:



In the Details section, some items will come over with a Preferred Vendor and a Preferred Vendor Item. These are pre-filled if only one option exists as a Vendor Item. 

  • For example: If there is only one Vendor for 'MEAT Bacon Pieces' (PFG), and only one Vendor Item for PFG: (Case – 2/Bag (5lb), then those would be automatically selected. 


However, if there are multiple vendors who could supply the Bacon Pieces OR multiple Vendor Items associated with PFG – then the User will need to make a choice using the drop down for either/both fields. 


All items must have a Preferred Vendor AND Preferred Vendor Item before the Shopping List can be saved.



  • Note on Storage Locations: The system will pull the first Storage Location listed for this Purchased Item in the most recently modified Stock Count Template.



Shopping List Actions



  • Use - This will open the Shopping List within the R365 Purchasing Assistant
  • Print -  This will Print the Shopping List as an Order Guide (PDF) in the order the screen was saved
  • Delete - This will delete the Shopping List