Note: This article applies to Order Manager versions 4.2 and below. For information pertaining to purchase orders in versions 4.4 and above, click here.
You can create purchase orders for one or more suppliers at the same time. When you are finished, the program will create the appropriate number of purchase orders, and email, fax or print them depending on the options selected for each supplier. You can use either of the methods described below (automatic or manual) to add items to the list of products to be purchased. You can then edit the list by changing quantities, costs, etc. manually prior to creating the purchase orders.
To read about changes to the purchase orders screen in version 4.2, click here.
Open the Purchase Orders dialog box one of two ways:
Main Menu>Maintenance Menu>Inventory & Suppliers>Purchase Orders
Quick Clicks>Purchase Orders
To add items to the list automatically, select the appropriate options in the upper left-hand corner of the screen:
To order just those items that are at or below their reorder points, select Needed SKUs.
To order everything in your product line, select All SKUs.
To limit the order to a specific supplier, select that supplier from the Supplier list, then click Selected Supplier.
To create orders for all of your suppliers, click All Suppliers.
To limit the order to SKUs that begin with a certain set of characters (e.g. all products with SKUs starting with "ABC") enter those characters in the space labeled "Only include SKU's that start with:".
Click Add to List.
Note: The automatic purchase order generation feature will only order items from their Primary Suppliers. To select a Primary Supplier for an item, go to the Inventory screen, select the item, then select the supplier and click the Edit button next to the list of suppliers. On the screen that opens, check the Primary checkbox.
To add items to the list manually:
Select the Local SKU (i.e., your own SKU) from the list. You can pre-filter the list for any supplier by first selecting that supplier from the Supplier list that is located directly below the Local SKU list.
Fill in as much information as you can, including the Supplier's SKU, Unit Cost, Date Expected and Qty (quantity to order). You can use the up and down arrows to change the Qty field.
If you are ordering an item for a specific customer, you can enter their Order Manager order number in the "For Order #" field. That information is for your reference only. When the item arrives, it will help you figure out who it is for.
Click Add to Order to add the current item to the list below.
To preview the purchase order(s) that will be created for the current selection of items, click Preview.
To create the purchase orders without actually printing or sending them, click Create POs. (There is usually no need to use this option.)
To create the purchase orders for the current selection of items, then automatically email, fax and print those POs according to the options for each supplier, click Create and Print/Send.
To cancel all of the items you have set up to purchase so far, click Start Over.
Changes to the Purchase Orders Screen in Version 4.2
There is a new section at the very bottom of the screen where useful information about the selected supplier is displayed. There are also buttons in that section for View Supplier and Send Email to supplier. You can select which supplier is displayed by selecting a supplier or purchase order in the main part of the screen, or by selecting one from the Supplier drop-down list in the new section.
If you are creating new purchase orders, you can now exit the Purchase Orders screen without saving your work, then return and finish creating them at a later time. When you close the Purchase Orders screen, if there are partially created purchase orders, the program will ask if you want to save the work you have done or delete it. Likewise, when you open the Purchase Orders screen, if there is saved work, the program will ask if you want to continue with that work, or erase it and start over.
Several changes have been made to the Create New POs tab:
Click Create POs Automatically to use the automatic creation functions. The appropriate fields for those functions will be displayed.
Click Order Individual Items to add specific items to purchase orders. The appropriate fields for those functions will be displayed.
Click Multi-Select to open a screen similar to the Multi-Select screen that is available at the Manual Orders form.
In the center portion of the screen, you can now switch between a display showing all items that have been ordered so far, and a separate display listing the individual purchase orders that would be created given the current list of items to order. That display looks like this:
Here you can use the navigation buttons to view and select individual purchase orders, and enter information into any of the fields shown. Those fields can then be used in emailed or printed purchase orders.
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