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Create Purchase Orders

When you are ready to create Purchase Orders from Purchase Order Plans, you can do so in two ways:
  • To create Purchases from a single Purchase Order Plan, open the Purchase Order Plan in a record window and select HW0703POPLAN_Operations_Menu_Create_Purchase_Orders,'Purchase Order') from the Create menu.

  • To create Purchase Orders from several Purchase Order Plans, use the 'Create Purchase Orders' Maintenance function.
In both cases, separate new Purchase Orders will usually be created for each row in the Purchase Order Plan, although Items with the same Order Date, Needed Date and Supplier will be added to the same Purchase Order.

If you need to see a list of the Items that will be included in the Purchase Orders that will be created by this function together with quantities and dates, produce a Create Purchase Orders - Preview report.

Please refer to the description of the 'Purchase Orders' Create menu function here for details about what will be copied to a new Purchase Order from a Purchase Order Plan row, and about how the Purchase Order Plan row will be updated.

When you select the function, the 'Specify Create Purchase Orders' window will open:

Period
Paste Special    Reporting Periods setting, System module
Purchase Orders will be created from Purchase Order Plan rows whose Order Dates fall within the period that you specify here.

Include
Use these options to specify whether Purchase Orders should be created from Purchase Order Plans that have been marked as OK, from Purchase Order Plans that have not been marked as OK or both. If you choose the Not OKed option, Purchase Order Plans will be marked as OK automatically as part of the process.
When the specification window is complete, click (Windows/Mac OS X) or tap (iOS/Android) the [Run] button to activate the function. The relevant Purchase Orders will be created and placed in the Purchase Order register in the Purchase Orders module.

If the function does not create Purchase Orders when expected, the probable reasons are:

  1. A Purchase Order Plan has been marked as Closed.

  2. You have already created Purchase Orders from a Purchase Order Plan row (i.e. the Purch. Ord. No. field on flip C of the row already contains a Purchase Order Number).

  3. You have logged in as a user that is not permitted to create Purchase Orders from Purchase Order Plans. This will be because your Person record belongs to an Access Group in which access to the 'OK Purchase Order Plan' Action has been denied. This Action prevents the creation of Purchase Orders because doing so will cause the Purchase Order Plan to be marked as OK automatically.

  4. There is no valid record in the Number Series - Purchase Orders setting. This problem will usually occur at the beginning of a new year.
If Purchase Orders are created, but a particular Item is not ordered, the probable reason will be that there is no suitable Purchase Item for that Item. You can remedy this by creating a suitable Purchase Item and then creating Purchase Orders from the Purchase Order Plan again. As most of the rows in the Purchase Order Plan will already have Purchase Order Numbers, a Purchase Order will only be created for the missing Item.

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Maintenance functions in the MRP module:

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