Tips and Tricks: How to Use Auto Generate Purchase Order

If you are frequently creating purchase orders, you can use the Auto-generate Purchase Orders function feature.  This feature can be accessed from Edit and Purchase Order. If the option is grayed out, ensure the user ID has access to that feature.

You can generate purchase orders using data from inventory module or from open sales orders.

To create purchase order entries using inventory module

1. Open the Auto-generate Purchase Orders window

  • Click Edit, Purchase Order
  • Select Auto-generate Purchase Orders

2. Click Select from Inventory (Ctrl+I) icon

3. Enter your criteria into the following the fields:

  • P.O. date: the order date of the purchase order
  • Select the status for the purchase order
  • Select the range of the vendors.
  • Select the range of the inventory items
  • Select a product code or all product codes
  • If you wish to only include inventory items currently on back order, select Items on back order check box.
  • If you wish to include items with insufficient quantities, select Items with insufficient quantities. Insufficient quantity = Back Order quantity + Committed quantity – On hand quantity – Ordered quantity.
  • If you wish to create only one PO for each vendor per required date, select Consolidate all items into one P.O. If this option is unchecked, one PO will be created for each line entered in the Auto-generate Purchase Orders window.
  • If you wish to determine the order quantity using re-order point, select Use re-order point to calculate requirements.

4. Click OK to add entries to Auto-generate Purchase Orders grid.

5. Click Print Provisional P.O. Listing (Ctrl+P) icon to print the Provisional Purchase Order Listing report.

6. Click Modify P.O detail (Ctrl+M)  icon if you wish to modify the PO. You can modify the required date, venodr, buy unit of measure, order quantity or unit price.

7. Click Generate Purchase Orders button to create the purchase orders.  You can open the purchase orders  in the Purchase Order module for further edits before issuing the purchase orders.

To create purchase order entries using open sales orders

8. Open the Auto-generate Purchase Orders window

  • Click Edit, Purchase Order
  • Select Auto-generate Purchase Orders

9. Click Select from Open Orders (Ctrl+O) icon.

10. Enter the criteria in the following fields:

  • P.O. date: the order date of the purchase order
  • Select the status for the purchase order
  • Select the range of the orders
  • Select the range of the customers
  • Select the range of the vendors
  • Select the date range of the open orders
  • If you wish the supplier to send the items directly to your customer, select the Drop-ship items to customer check box
  • If you wish to only include inventory items currently on back order, select Items on back order
  • If you wish to create only one PO for each vendor per required date, select Consolidate all items into one P.O. If this option is unchecked, one PO will be created for each line entered in the Auto-generate Purchase Orders window.
  • If you wish to determine the order quantity using minimum order quantities, select Use min order qty to calculate requirements check box.

11. Click OK to add entries to Auto-generate Purchase Orders grid.

12. Click Print Provisional P.O. Listing (Ctrl+P) icon to print the Provisional Purchase Order Listing report.

13. Click Modify P.O detail (Ctrl+M)  icon if you wish to modify the PO. You can modify the required date, vendor, buy unit of measure, order quantity or unit price.

14. Click Generate Purchase Orders button to create the purchase orders.  You can open the purchase orders  in the Purchase Order module for further edits before issueing the purchase orders.

 Note: If you wish to generate a purchase order based on a specific sales order, you can use the Generate Purchase Order (Ctrl+U) in the sales order module

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