It is possible to create purchase orders from stock, meaning by the minimum and optimum stock.

1. Document Type

In the Orders menu choose Create Purchase Order document.

Create purchase order form opens.

 

2. Creating Purchase Order from Stock

Choose From Stock tab.

 

3. Data Entry and Determining Deliver by

3.1 Choose Item Types

First, select Item types for which you are creating purchase orders. Item types are set in the Items register.

 

3.2 Create Purchase Orders - Choose the Document Type and Deliver by Fields

Further, enter data for a new purchase order.

 

In the Create purchase orders section select the Document type you want to create purchase order in. Set Deliver by field which will be valid for all order lines. Use for all checkbox:

• if checked, data in the Deliver by field are used for all purchase lines.
• if unchecked, to items with the entered default delivery deadline in the Items register, the delivery deadline will be calculated as following "Today + Deliver by from the register".

For more information see Delivery deadline settings.

Select the Default status for newly created purchase orders. If the order is created as another document type or if the selected status does not exist, the order will be created with the first status from the orders document type settings.

 

3.3 Calculate Quantity to Order

 

Quantity for order can be calculated in three ways:

• To minimum stock - a gap in quantity between the actual and minimum stock will be ordered.
• To optimum stock - a gap in quantity between the actual and optimum stock will be ordered.
• To available stock - the quantity ordered will equal available stock with 0. The order will be created only if available stock is less than 0.

If Minimum Order Quantity and Packaging for Order fields are entered (in Items register), the quantity on the purchase order will be rounded up and increased according to these two parameters.

 

3.4 Restriction Criteria

Automatically creating purchase orders can be limited by more criteria.

• Item - Creating documents can be limited by a singular item ID.
• Prim. categ. - Creating documents can limited by an individual Items category. The Items category is defined in the Items register.
• Sec. categ. - Creating document can be limited by the secondary category of the item. Select from the Items category the ID of the item's second category.
• Department - Creating documents can be limited by the department from the sales order.
• Primary Supplier - If the purchase order shall be created for one supplier, select in the Primary supplier field the appropriate supplier from the lookup list. If you do not enter the field, the program will create as many purchase orders as many suppliers are defined primary suppliers for the ordered goods. If the item of the sales order has no entered primary supplier in the items register, the purchase order from this sales order will not be created!
• Warehouse - From the lookup list choose a warehouse. If the warehouse was already set in settings (Administration panel | Settings | Program parameters | Goods | General), by default this information will be used, or you can choose it from the lookup list.

3.5 Available Stock - Include only Valid Orders

By using the Available Stock - Include only Valid Orders checkbox you can define the calculation method for the available stock quantity.

• If you check the option, the program will use only still valid orders.
• If the option is not checked, the program will use all appropriate orders.

3.6 Sort by

 

Through the Sort by section you can define the way the program will sort lines of the newly created purchase order to the primary supplier of the item:

• Category, Item
• Name, Item
• Dept., Cost Ctr., Item

If according to the selected option lines can be joined (i.e. the same item, customer, order, delivery deadline, note), the newly created purchase order will have these lines joined into one line!

 

With a lick on the Find button you will activate the procedure of creating templates for the purchase order (see Purchase order lines), the primary window of creating purchase orders will extend, below will show an additional section carrying the title Supplier. Through this new section you will be able to create purchase orders.

 

4. Purchase Order Lines

The program displays the list of order lines according to selected criteria for the creating purchase orders from stock.

 

• Supplier - Information of the primary supplier the order will be created for.
• Currency - Currency of supplier's prices. Purchase order will always be created in the currency set as a default currency in the Subjects register | Supplier.
• Document type -The filed is by default filled from the Document types ID from the panel Stock of the Items register. Data can be changed manually.
• Deliver by - In this field it is the delivery deadline that is to be transferred to the purchase order. Data can be changed manually!
• Days to pay - The field is by default filled with the information from the Subjects register | Supplier. The information in this field is to be transferred to the purchase order.

 

You can move between created orders by using the navigation buttons (for additional information see Navigation buttons).

4.1 Listed Purchase Order Lines

The list is being created automatically according to previously entered criteria. Individual lines can be deleted from list by simply using the key combination.

• Doc. type - This field is by default filled from the document types ID from the panel Stock of the Items register. Data can be changed manually.
• Item - Field with the ID of the item.
• Name - Field with the name of the item.
• Ordering - In this field is the ordered quantity, calculated as "actual stock minus minimum or optimal stock for the order", the minimum and optimal stock for the order are set in the Items register | Stock panel, or the ordered quantity can be calculated in relation to the available stock. Data can be changed manually.
• Stock - Field with the stock of an item.
• Avail. stock - Information about available stock. Ordering quantity will be calculated according to the available stock.
• Min. stock - Minimum stock field is for the information of the minimum stock of an items. Minimum stock is transferred from the Items register. Ordered quantity will be calculated according to the transferred minimum quantity from the items register. If minimum quantity in the Items register is 0, the program will not use this item when creating the purchase order.
• Opt. stock - Optimum stock field is for the information of the optimum stock of an item. Optimum stock is transferred from the Items register. Ordered quantity will be calculated according to the transferred optimum quantity from the Items register. If optimum quantity in the Items register is 0, the program will not use this item when creating the purchase order from stock.
• U/M - Unit of measurement (Description/Name of the unit of measurement).
• Price - In the Price field is the supplier's price for the purchased goods from the Items register | Calculation panel.
• Discount - In the Discount field is the percentage of the discount approved by the supplier.
• Delivery by - In the Deliver by field is the delivery deadline which will be used in the purchase order. For further information see Delivery deadline settings.

 

Actual ordered quantity can differ from gap to minimum quantity, optimum quantity or available stock entered in this field, if:

• minimum order quantity is set (Stock panel in Items register)
• packaging order is set (Stock panel in Items register)

See Minimum order quantity and packaging order.

 

4.2 Creating Purchase Orders

After you have clicked the Find button, you can now proceed with creating the purchase order. If you click the Create button you will run the procedure of creating the purchase order with data and lines as seen in the preview. The program will first demand the confirmation of the operation (see Do you want to create purchase orders?).
If confirming, the program will report also if the procedure was completed successfully (see Creating finished successfully!) and opens the last successfully created order.

 

4.3 Created Orders

When the Creating purchase orders operation was successfully completed, the Created orders panel opens. In the Created orders panel is a list of orders created from sales orders as well as orders created from stock.

If you double click a document number in the Order field, the program opens the newly created purchase order.