Automatic purchase orders

Automatic purchase orders

Overview

Automatic purchase order is a feature where you can setup rules that will automatically create new purchase orders based on products in the supply needs.
Examples:
  1. Create a purchase order with all products in the supply needs where supplier X is the primary supplier, only if the PO total exceeds supplier X's minimum of order amount. The new purchase order must have status "To approve"
  2. Create a purchase order with all supply needs products for every supplier, considering only backorder products. Run this rule during weekdays, at 5am, and automatically notify supplier

Rules configuration

To configure rules, go to the replenishment screen and click on the button "PO wizard" at the bottom of the page: a popup opens, then click on button "Edit  rules" and create a new rule or edit an existing rule.

  1. General
    1. Name: rule name
    2. Enabled: enable or disable the rule
    3. Priority: priority helps to control the order in which rules will be automatically executed
    4. Notes: free notes
  2. Conditions
    1. Warehouses: select the warehouses for which the rule must check the replenishments
    2. Suppliers: select suppliers to consider. A purchase order will be created for each supplier if the product conditions are fulfilled
    3. Consider low stock: if enabled, the quantity required for low stock for the product will be added to the PO
    4. Consider backorder: if enabled, the quantity required for backorder for the product will be added to the PO
  3. Actions
    1. Action: select "Create PO" to create purchase orders
    2. Status: The new purchase order will have this status
    3. Receiving warehouse: warehouse to apply to the purchase order for receiving
    4. Manager: purchase order manager
    5. Notify: if you select "yes", an email will be sent to the supplier once the purchase is created
  4. History
    1. Current rule change logs

Warning
Note: this feature is only available if you use the new version of the replenishment screen. If you dont see the button, click on the button "Try new version" at the top of the page.

Rules execution (manual)

To manually trigger a rule, go to the replenishment screen and click on the button "PO Wizard"

You will see all existing rules for which at least one purchase order will be created.

To execute a specific rule, click on the button "Execute":



Rules execution (automatic)

It is possible to automatically execute the rules for given days / time.

First you must check that the "AUTOMATIC_PO" feed is enabled in the system integration (click on the integrations menu, then click on the "System integration" and select "feeds" tab):



Idea
It is recommended to schedule this feed every hour.

Next, you can setup the automatic execution days / hours for each rule, from the "Conditions" tab:



Info
Note: hours are GMT hours