PO Generate From Inventory window
Use this window to auto-generate purchase orders based on the criteria you set. Once you set the criteria, you can view the items before actually generating the purchase orders. If you attempt to generate a purchase order with over 1000 lines, a second purchase is automatically created.
Keep in mind that the generated order quantity is determined by the stock item’s available quantity, minimum and maximum quantities allowed, and anything you enter in the over/under fields in this window. If you have a stock item with your maximum quantity defined as 0.00, a purchase order will only generate if you have zero or less available quantity and an amount entered in the Units/Percent Over/Under Max field.
Stock items with
variants cannot be generated from Inventory. You must order these items from the Entry window.
Filters
Use the drop-down list in these fields to select the filters you want to apply. Your options are
Stock Number,
Location (if
Multi-Location Inventory is installed),
Product Type,
Promotion Code,
IN Code, and
IN UDFs. Once a filter range is selected, the descriptions appear below the start and end fields. If you select a filter in one field, it is not available for use in the other.
Vendor to Use
Use this drop-down list to select the vendor from which you want to order the selected stock items. You need to make sure the vendor selected here is also set as the
alternate vendor in Inventory or the order will not generate. Your options are as follows:
• Primary: select this option to order the selected stock items from the primary vendor that was set up in the IN Stock window. If a stock item you are ordering does not have a primary vendor listed, the purchase order will not generate.
• Best Cost: select this option to order the selected stock items from the vendor whose last cost was the lowest. If multiple vendors have the same price, the last vendor ordered from is used. If multiple vendors have the same price and order date, then the vendor used is based on alphabetic order. If you are ordering a stock item for the first time, then a paid out purchase order is generated.
• Last Ordered: select this option to order the selected stock items from the last vendor from which the items were ordered. If multiple vendors have the same last ordered date, then the vendor used is based on alphabetic order. If you are ordering a stock item for the first time, then a paid out purchase order is generated.
• Specified: select this option to order the selected stock items from a vendor of your choice. The vendor you choose must be set up as the alternate vendor for the item or the order will not generate.
• Shortest Lead: select this option to order the selected stock items from the vendor with the shortest lead time as specified in the IN Stock window. If a stock item does not have a lead time specified, then the purchase order will not generate. If multiple vendors have the same lead time and order date, then the vendor used is based on alphabetic order.
Specified Vendor
This field is only active if you select
Specified in the
Vendor to Use field. Type the vendor or use the Lookup to select the
vendor from which you want to order.
PO Date
This field defaults to the local transaction date. Keep the default or enter a new date for the purchase orders that you are generating.
Expected Date
This field defaults to the local transaction date. Keep the default or enter a new date for when you expect to receive the items included in the purchase orders that you are generating.
Generate Method
Use this drop-down list to select the method by which the purchase orders are generated from Inventory. The selection you make in this field determines the order quantity. Your options are as follows:
• Automatic - Min / Max: select this option to automatically generate purchase orders based on the minimum and maximum quantities you set up for each stock item in the IN Stock window. When a stock item quantity falls below the desired amount to have on hand, the system automatically generates the purchase order for up to the maximum quantity.
• Automatic - Sales History: select this option to generate orders to obtain enough inventory for a specific date range based on sales history. For example, if you want enough inventory for a 30-day period, then the system generates purchase orders based on sales for the previous 30-day period.
• Back Order: select this option to order enough stock items to meet the current back order needs.
Skip any items with minimum and maximum of 0
This field only appears if you select the
Automatic - Min/Max generate method. If this option is checked, then any items with both the minimum and maximum set to zero in the
IN Stock window are skipped and no purchase order is generated for them regardless of any other setting in this window. If this option is unchecked, then a purchase order is generated if both the minimum and maximum fields are zero and based on other settings in this window.
Number of Days to Order For
This field only appears if you select the Automatic - Sales History generate method. Enter the number of days for which you want to generate purchase orders for the selected stock items based on sales history (quantity sold during the previous number of days).
Units / Percent
Select this radio button to adjust the minimum and maximum numbers by a specific unit/percentage point when the order quantity is generated. If you select the Automatic - Sales History, Back Order, or User Defined generate method, this option determines how the order quantity is adjusted.
Units/Percent Over/Under Min
This field is only available when you select the
Automatic - Min/Max generate method. Enter the specific number of units or percentage points over or under the minimum quantity, specified in the
IN Stock window. For example, if your available quantity for a stock item is
5, your minimum quantity is
7, and you enter
5 in this field, the purchase order generated will show a quantity of
7 (2 to meet the minimum quantity plus 5 over the minimum). However, if the maximum quantity for the item is set at
10, then the order will show a quantity of
5 so that the generated quantity doesn’t exceed the maximum set for the stock item (2 to meet the minimum quantity plus 5 over the minimum, minus 2 to not exceed the maximum quantity of 10).
To specify a number of units/percentage points below the minimum, enter a negative number in this field. In this case, using the previous example, if you enter -2 in this field, the purchase order will generate with a quantity of 3 (5 to meet the minimum quantity minus 2 below the minimum).
Units/Percent Over/Under Max
This field is only available when the
Automatic - Min/Max generate method is selected. Enter the specific number of units or percentage points over or under the maximum quantity, specified in the
IN Stock window. For example, if your available quantity for a stock item is
10, your maximum quantity is
20, and you enter
5 in this field, the purchase order will generate with a quantity of
15 (10 to meet the maximum quantity plus 5 over the maximum).
To specify a number of units/percentage points below the maximum, enter a negative number in this field. In this case, using the previous example, if you enter -5 in this field, the purchase order will generate with a quantity of 5 (10 to meet the maximum quantity minus 5 below the maximum). However, if the minimum quantity for the item is set at 17, then the order will show a quantity of 3 so that the generated quantity doesn’t go below the minimum set for the stock item (10 to meet the maximum quantity, minus 5 below the maximum, plus 2 to meet the minimum quantity of 17).
Order Qty Adjustment
This field is active when you select the Automatic - Sales History, Back Order, or User Defined generate method. Enter the adjustment quantity (unit or percent) that you want to use when the purchase order is generated.
If a buy conversion was set up for the selected stock item, the quantity you enter in this field is adjusted and the amount is added to the on-order quantity in the
IN Stock window. If you later delete this purchase order before receiving the items, the amount in this field is subtracted from the on-order quantity.
Starting PO #
This field shows the next available purchase order number. This number comes from the
Last Purchase Order Number field on the
Defaults tab in the
PO Module Preferences window. This field is read-only if you selected the
Online purchase order numbering check box in Module Preferences.
If you selected the Pre-Issue purchase order numbers check box in Module Preferences, then this field has a Lookup that you can use to select from the pre-issued numbers available. The Lookup only shows the pre-issued purchase order numbers available for the buyer currently logged into this window.
Related Topics
Published date: 03/16/2021