Create Menu - Production Plan - Purchase Order
This page describes the 'Purchase Order' function on the
Create menu in the Purchase Order Plan record window. If you are using iOS or Android, the 'Purchase Order' function is on the + menu.
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When you are ready to create Purchase Orders from a Purchase Order Plan, open the Purchase Order Plan in a record window and select 'Purchase Order' from the Create menu.
Separate new Purchase Orders will usually be created for each row in the Purchase Order Plan, although Items that need to be ordered on the same day from the same Supplier will be added to the same Purchase Order. If a suitable Purchase Order for an Item already exists (i.e. a Purchase Order with the necessary Order Date, Needed Date and Supplier that has not been marked as OK and that has no connected Goods Receipts that have been marked as OK), the Item will be added to that Purchase Order.
As it is likely that several Purchase Orders will be created from a single Purchase Order Plan, they will not be opened for checking when you run the function. An easy way to find the resulting Purchase Orders from the Purchase Order Plan is to use the 'Purchase Order Plan Info' function on the Operations menu.
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.
The following information will copied to each Purchase Order from the originating Purchase Order row:
- The Supplier in the Purchase Order will be taken from flip B of the Purchase Order Plan row, from the header of the Purchase Order Plan or from the Default Purchase Item for the Item to Order or Item. In the first two cases, the Item will not be included in a Purchase Order if there is no Purchase Item for the Supplier/Item combination (this Purchase Item does not have to be a Default Purchase Item). In the last case, the Item will not be included in a Purchase Order if there is no Default Purchase Item for the Item to Order or Item.
- The Order Date in the Purchase Order Plan row will be copied to the Order Date field in the Purchase Order header.
- The Needed Date in the Purchase Order Plan row will be copied to the Planned Delivery Date field on the 'Terms' card in the Purchase Order.
- The Item in the Purchase Order will be the Item to Order on flip C of the Purchase Order Plan row or the Item from flip A if the Item to Order field is empty.
- Pricing, Supplier Item Number, Supplier Unit and other information will be taken from the relevant Purchase Item.
- The Adjusted Qty in the Purchase Order Plan row or, if blank, the Suggested Qty will be copied to the Purchase Order row.
If there is an Item to Order on flip C of the Purchase Order Plan row, the Adjusted or Suggested Quantity will be divided by the Unit Coefficient in the record in the Auto Production Item setting that connects the Item and the Item to Order before being copied to the Purchase Order.
If the quantity is lower than the Minimum Order Quantity in the Purchase Item, it will be increased to the Minimum Order Quantity.
The Purchase Order Plan will be marked as OK if this has not already been done, and the relevant Purchase Order Numbers will be copied to the Purch. Ord. No. field on flip C.
If the function does not create Purchase Orders when expected, the probable reasons are:
- You have not saved the Purchase Order Plan.
- The Purchase Order Plan has been marked as Closed.
- You have already created Purchase Orders from the Purchase Order Plan (you can ascertain this by checking the Purch. Ord. No. field on flip C of each row or using the 'Purchase Order Plan Info' function on the Operations menu).
- 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.
- 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 running the 'Purchase Order' function 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.
If you need to create Purchase Orders from several Purchase Order Plans at once, use the 'Create Purchase Orders' Maintenance function.
Please refer here for full details about Purchase Orders.
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The Purchase Order Plan register in Standard ERP:
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