Sending Purchase Orders

The electronic purchase order feature makes it easy for you to send purchase orders directly to suppliers, helping to simplify your workflow. Once your supplier's communication details are set up, you can quickly filter and select the orders you want to send, using filters on branches, process types, cost centres, and delivery methods. You can also refine by date or choose additional options such as excluding printed orders, auto-booking them in, or checking for valid postcodes. After reviewing your orders, sending them is straightforward, and the system displays a log of the transfer — from file creation to supplier connection — ensuring you know the status of the transfer. If any issues arise, you'll be notified, so you can stay confident in the process.

1. In the Supplier list, click the supplier to whom you want to send the purchase orders. Their Comms must have previously been set up.
2. Your order selection can be filtered further. Leave the options selected to select All of their particular type. Otherwise, clear the option and choose from the list:
   • Branches
   • Process types
   • Cost centres
   • Areas
   • Delivery methods.
3. To filter orders Leave All Dates selected, or clear the option and type From and To dates (or use the date pickers).
4. Filter the list of orders further with the following:
• Exclude printed – if selected, only non-printed purchase orders are searched for.
• Auto book in – if selected, purchase orders are booked in, creating purchase goods inwards notes.
• Only valid postcodes – when selected, if the delivery method on the originating sales order is Customer Delivery by Supplier (pick and wrap), then the delivery address must have a postcode. Pick, wrap and deliver orders without a postcode will be highlighted red and will not be selected.
• Skip ugly – Only displayed for VOW. When selected, purchase orders with ugly items are not listed. Ugly items are bulky items with a lead time larger than a day, and will have a direct delivery method.
5. Click Search. The purchase orders to be sent are listed under the Orders and Acknowledgements tab. Orders on hold are highlighted red and are not selected. Each order can be selected or cleared.
6. Click Send Orders. The orders are listed as each one is sent. The process is logged in the right-hand pane, displaying:
   • The name of the created file;
   • The path of the folder the files are created in;
   • The authentication to the supplier's server;
   • The sending of the files;
   • The disconnection from the supplier's server.
   • Any problems encountered with the above events.
   • For Email PDF comms type orders, creating the PDF and the email transfer status is displayed.

Horizon Pack

Setting a Horizon pack value on a catalogue item overrides Pack. Horizon pack lets you define a different pack size than the one maintained by a supplier in their catalogue. Horizon pack is used in Shopping (Auto buy from cheapest and creating purchase orders), back-to-backing sales orders to purchase orders, and when booking in stock.

When sending a purchase order via Wholesaler Comms, the supplier pack size is sent in the electronic order, so the supplier knows the quantity to fulfil.

 

See Also