Auto Purchase Orders (extension)

Auto Purchase Orders (extension)

Introduction


Use predictive AI to automate purchase order workflow to ensure you are never out of stock. Automation leads to more efficient warehouse management, fulfillment operations, and in the end to better customer experience. The Automated Purchase Order workflow can help streamline the ordering process and give you immediate insight into what's happening in your business along with the assurance that you are not under or over ordering.  The Auto Purchase Order extension will constantly monitor your inventory and create Purchase Orders as needed.  


Installation and Setup


Please see this article for installation instructions.

In order for this extension to work, it must be set up properly.   There are two main areas where setup is required: the vendor and the item.  

Getting Started

On each item that you would like to be included on auto purchase orders, you must first set up the preferred vendor on the item card.
  1.  Go to Inventory / Items.
  2.  Double click the item to open up the details card.
  3.  Click on the preferred vendor tab.
  4.  From the dropdown list, choose the Vendor.
  5.  Add the Vendor Code and Vendor   Description if applicable.
Note:   The vendor code and description will be used for the item on the printed and emailed Purchase Orders.   You will not see this on the PO if you are looking at it in CustomBooks™.    



Vendor Setup

  1. Go to Companies .

  2. Select a vendor that you have set up as a preferred vendor for any items.

  3. Click on Options .

  4. Select Vendor additional information.

  5. In the new tab fill in all information for each item listed (Minimum and Maximum Lead times, safety stock type, safety stock, container qty, min order qty).   You may use the Set all values or Set Selected Values options to make data entry quicker if the items share any common values.

  6.  Click Save.


Note:  If there are no items listed in the Vendor additional information screen, you have not indicated this vendor as the preferred vendor on any items. 

Item Setup

  1. Go to Inventory / Items

  2.  Click the Setup tab and set the Reorder point.    This is the default point at which you would like to reorder this item.

  3. Click Options.

  4. Select Item additional information. 

Note:  Max and Min usage will show only after a sales transaction exists with the item on it (Sales Invoice, Shipment).   Average, min and max calculations use values from the last fully completed month

  1. Modify the lead time and safety stock values.

  2. Click Save button

  3. Click Accept new order point and close button

  4. Click on Save.


The calculated reorder point will overwrite the reorder point in the item catalog  If you want that the value from the item catalog overwrites the calculated reorder point, please click on Blue arrow next to reorder point.



To Check that all calculated fields display the accurate values (The formula is displayed when clicking on “?” next to the field)

Usage


Manual Purchase Order Creation

  1. Start a new Purchase Order by navigating to Purchases / Purchase Orders and clicking Create.
  2. Choose a Vendor from the drop-down list.
  3. Click Options and make one of the following choices:
    1.  Fill by Recommended Quantity
    2. Fill by Calculated Reorder Point Quantity
  4. The Purchase Order will be filled with all items for which this vendor is the preferred vendor and need to be re-ordered.

Note:  You may select one or more items and click the options button to change the fill type for only the selected items.

Scheduled Purchase Order Creation

  1. Go to Extensions / Extension Dashboard / Purchases / Schedule Settings for PO Auto-generation.
  2. Select the “Use auto-generation” checkbox 
if Use auto-generation checkbox is checked, than PO will be created as per selected schedule (please note that Po will be generated at 3am server time) if Use auto-generation checkbox is left unchecked, a PO will not be generated.

    3. Enter a numeric value and a time period type (day/week/month)
    4. Select a calculation methods from the dropdown.
    6. Assign a user to receive notifications (optional).
    7. Save and Close.

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