To convert the Suggested P/O Queue to an actual P/O:The Suggested Purchase Order (P/O) program provides you with options to purchase products that are needed. The system determines what displays on the Suggested P/O Queue based on the parameters you provide. You can modify the order before committing the purchase order.
If you are converting purchase orders that contain consignment material, you may be prompted to confirm if it is a consignment purchase order you are creating. For more information, see Creating Consignment Purchase Orders.
Note: When converting a buy line, if the maximum days supply is exceeded by a suggested purchase order and the user is not assigned the POE.PIL.DAYS.OVRD authorization key, the system prompts for a password.
You can convert Suggested P/Os to purchase orders with the Convert Suggested to Actual P/O program. When the purchase order is converted, the system records a comment in the change log to indicate if the conversion was made using the Line or Emergency hot key, such as "Suggested PO Converted Using the Line Buy."
Also, when suggesting a purchase order that uses a secondary buy line for a product, the system uses the secondary buy line's procurement path and not the one set up for the product's primary buy line. Override hierarchies still apply.
Note: The system uses the lead time for the buy line on the converted order.
The Convert Suggested to Actual P/O screen displays the following:
Date and time when the Suggested P/O generated
Normal order cycle used on the Suggested P/O
Vendor target
Days supply being purchased
Before committing a purchase order, you can modify the purchase order in several ways, including adding or subtracting products and changing quantities. The purchase order is converted as of the current costs. If changes are made while the program is running the purchase order does not reflect the update. The Suggest PO Report lists the product detail in real-time cost. The summary on the queue uses the cached values to pull up more than one product detail on the screen.
Note: You can also convert a suggested purchase order to the Transfer Surplus Queue.
To convert the Suggested P/O Queue to an actual P/O:Display the Suggested P/O Queue and position the cursor on the buy line you want to convert.
Note: You can also access this program from the Purchasing > Forecasting > Convert Suggested P/O To Actual menu option.
Use the Convert hot key to display the Purchase Order Entry screen. The system populates the purchase order with the products listed in the buy line.
Note: Purchase orders are displayed consecutively by P/O number starting with the lowest number.
In the Branch and Line fields, enter the branch and line you want to convert.
For single-branch warehouses, the default is branch 1. The system checks for the most recent Suggested P/O created for that combination, and displays the generation date and time, normal order cycle days, vendor target, and the days supply in the appropriate fields on the Suggested P/O.
In the Line or Emergency field, type L to purchase all items in the line buy or E to purchase only the short buy quantities.
The system places the cursor on the next required field.
In the Vendor field, enter the vendor to whom the converted purchase order should be directed. If you enter a partial vendor name, a selection list displays with the vendors' names and addresses that are available.
In the Round Short to Package Qty field, indicate if you want to round the short buy quantity to the package quantity. Type Y to round to the short buy quantity or N to leave as is.
Use the Begin hot key to create an actual purchase order and display the Purchase Order Entry screen, allowing you to further modify or cancel the order. For multi-branch networks, when a product is centrally purchased, but not centrally warehoused, the system generates individual, consecutively numbered purchase orders for each child branch.
Note: If there is more that one price matrix associated with the product, the Vendor Matrix Cell Selection screen displays. Place the cursor on the matrix cell you want to use and use the Use Cell Matrix hot key to make the selection. For more information, see Creating Individual Matrix Cells.
Press Esc to return to the main menu.
To convert the Suggested P/O Queue to the Transfer Surplus Queue:
Display the Suggested P/O Queue and position the cursor on the buy line you want to convert.
Use the XferQ hot key to display the Transfer Surplus Queue.
At the prompt, select one of the following:
Current – To convert only the one buy line selected
All Listed – To convert all buy lines
The queue displays with the buy line items populated.
See Using the Transfer Surplus Queue to complete the transaction.
In a single-branch warehouse, the system creates one purchase order for each buy line. In a multi-branch network, one or more purchase orders generate depending upon the warehouse scheme.
In a central purchasing scheme, one branch handles purchasing for the network while each branch handles its own warehousing. Each warehousing branch receives its own purchase order for the stock ordered by the purchasing warehouse.
In a central warehouse scheme, the selling branches are dependent on one branch to handle all the warehousing. The warehousing branch receives one purchase order for the entire order and handles stock replenishment through transfer orders.
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