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Create purchase orders from your purchase requests. The system makes one PO for each vendor.

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Business Value

  • Turn approved purchase request lines into orders in a few clicks.
  • Order from several purchase requests in one step.
  • Get one PO per vendor, with no duplicate orders.
  • Change price and quantity before the orders are created.
  • Leave out any line and order it later.

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Use Cases

  • Buyer opens a purchase request and orders its approved lines from each vendor.
  • Purchasing manager pools the week’s requests and orders each vendor’s items together.
  • Buyer unticks an item the vendor cannot supply and orders the rest.

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How It Works

You can create POs in two ways: Both open the Create purchase orders popup. In it, you choose which lines to order. A PO takes its quantities and prices from the purchase request. To print, email or track a PO after you create it, see Work with Purchase Orders.

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From One Purchase Request

  1. Open the purchase request you want to use.
  2. Highlight the lines you want in the new PO.
  3. Click Create PO (top right of the screen).
  4. The Create purchase orders popup opens. The lines are grouped by vendor, all ticked.
  5. Untick any line you do not want to order. Check the Qty and Unit price.
  6. Click Confirm. The system creates one PO for each vendor.
  7. Open each new PO. Check all items, quantities, and prices.
  8. Click Save and Edit when done.
  9. When the items arrive, create a receiving order.

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From Several Purchase Requests

  1. On the Purchase Requests list, tick each request you want to order from.
  2. Open Bulk Actions and choose Create PO.
  3. The popup lists the lines you can order from all the selected requests, grouped by vendor.
  4. Each line shows Item, Store, Unit, Unit price, Qty and Request. Request is the purchase request the line came from.
  5. Tick the lines you want. Change the price or quantity if needed.
  6. Click Confirm. The system creates one PO for each vendor.
  7. The new POs are shown. Each PO’s description lists its source requests, for example “From purchase requests no. 12, 15, 18”.
Each source purchase request then shows how much of it is ordered: partly or fully.

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What You Can Combine

All the requests you select must have:
  • The same usage department. One PO cannot cover different usage departments.
  • The same market list setting. You cannot mix market list requests with other requests.
If they do not match, the action stops and shows this message:

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Which Lines Appear

A line shows in the popup only when it:
  • Is approved and not rejected.
  • Has a vendor.
  • Still has quantity left to order.
Other lines are hidden. Each request needs at least one approved line. A request in Draft, or with nothing left to order, cannot be used. You see this message with the request number:

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Direct Receiving Items

A request can mix direct receiving items with normal stock items. The system puts them on separate POs.

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Choose Which Lines to Order

Every line in the Create purchase orders popup has a checkbox. Unticked lines are left out of the order. This works the same way in both popups. Before, every line in the popup from a purchase request was ordered. To leave one out, you had to close the popup and start again.
  • Every line is ticked when the popup opens.
  • Untick a line to leave it out. Tick it again to bring it back.
  • Each vendor header has a checkbox. It ticks or unticks all of that vendor’s lines.
On Confirm:
  • Only ticked lines are ordered.
  • A vendor with no ticked lines gets no PO.
  • Qty and Unit price are checked on ticked lines only. An unticked line never blocks Confirm.
  • With nothing ticked, Confirm creates nothing and shows this message:
An unticked line does not change on the purchase request. It is offered again the next time you open Create PO.

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Example

PR-12 is approved and has three lines: You select all three lines and click Create PO. You untick Cucumber and Olive Oil, then click Confirm.
  • One PO for Fresh Farms, with Tomato 10.
  • No PO for Delta Oils. Its only line was unticked.
  • Cucumber and Olive Oil stay on PR-12, not yet ordered.