Create a Vendor Order

 

Note: If enabled in Enterprise Manager, vendor orders may be automatically created and/or submitted for a vendor. See more details.  

 

1. From the Purchasing menu, click Create Vendor Order.
2. In the Create Vendor Order pop-up:

1. Select the Vendor from the drop-down or type in the field to filter the list.  (Vendors with "Allow VO" enabled for the location and with products under bid in the location's primary or secondary markets will be displayed.
2. Edit the Expected Delivery Date and/or the number of Consumption Days, if necessary.  (See Consumption Days and the Expected Delivery Date for details on how the default settings for these fields are determined.)
3. Click Continue.

3. The order detail screen will open. This screen displays all products for which a vendor bid has been entered in the location's primary or secondary markets. Click HERE for information about the reference data displayed in this screen. To see the optional features available on the screen, click HERE.

• The Search box can be used to locate a specific product by Name or Number.
• The Funnel (Filters) icon can be used to access the filters and filter the screen as needed. Click HERE for details.
• The Expected Delivery Date and/or the number of Consumption Days can be edited, if necessary.
• The Bullet List (Collapse/Expand) icon will collapse/expand the product groupings.
• To download and print a PDF of the Order Guide, click the Printer (Export) icon. The guide will include the product list as displayed on screen.
• Authorized users can click the Paper Clip (Attach Files) icon to upload a file and link it to this transaction. If one or more files are already attached to the order, they can be viewed by clicking the View Attachments link. (See "Attach Files to an Order" for more information.)
• The -><- (Show/Hide Order Info) icon will hide the header if you want to see more products rows.
• The Product Number hyperlink will open a pop-up displaying the Company Product Details for that product; this allows you to compare ordered items with product specifications.
• The Product Name hyperlink will open a pop-up displaying the Stock Card for that product.

Note: What do the colored flags on this screen mean?  See "Flagged Products in the Ordering Screen" for details.

4. Enter the Order Quantity for each desired product. To “auto-populate” this field, authorized users may click one of the ordering shortcut buttons in the column headers. To read more about these shortcuts, HERE. {Splits Note}: When "Split Only" is selected for a product in the Location Products screen, only the alternate vendor units will be displayed for that product.  

• Click the Use Last Order icon to order the same quantities used the last time these products were ordered.
• Click the Use 4-Week Average icon to order the average order quantity for each product based on reconciled orders over the past 28 days.
• Click the Use Recommended Order icon to use the recommended order quantity for each product, calculated based on the location’s Update Recommended Order Setup settings. {Note}: The Recommended Order quantity will never be negative. If the calculation results in a negative quantity, a red zero 0 will be displayed. Click HERE for details.
• Individual product quantities can be edited after selecting any of these options. The Zero Order Quantities icon above the "Quantity" column, will reset all of the quantities to zero.

5. To proceed, click the Next button. The screen will refresh to display only the products with an Order Qty > 0.  {Notes}

• When a product is flagged for alert, it will be displayed in red on screen, and floating the mouse over the row will display a pop-up message with details about why the row is red. This can occur when the Order Quantity exceeds the parameters for the Recommended Order or 4 Week Average alerts defined in Enterprise Manager.
• In this screen, users can see both the order quantity entered in inventory units and the converted number of vendor units that will actually be ordered for each product. If the total "Vendor Quantity" < "Minimum Cases" OR total "Extended Value" < "Minimum Value", the application will either display a warning message in red, to the right of the "Product Numbering" drop-down, or will prevent the user from placing the order until it meets the defined minimums, depending on whether orders for this vendor are required to meet those minimums. Authorized users can override these requirements.
• If an Order Quantity Alert has been defined for this vendor in Enterprise Manager, the application will compare the ‘Order Quantity’ to the ‘4-Week Average’ quantity. If a product’s ‘Order Quantity’ exceeds the ‘4-Week Average’ by the defined Order Alert %, the product row will be displayed in red text and a tool tip warning will appear when a user moves the mouse over the product row.

6. If header details do not need to be changed, skip to step 8.
7. In the transaction header, you can:

• Use the Search box to locate and add a specific product by Name or Number.
• Edit the Expected Delivery Date and/or the number of Consumption Days, if necessary.
• Edit the Reference Number, if necessary.
• If the order is being created to receive products that the vendor has already sent, check the Do Not Transmit box. This will create an order in the system, with a status of “Submitted/Not Transmitted” without sending it to the vendor. This type of order can be reconciled immediately.
• Select a Deliver To location, if necessary (and available).  (See Deliver To Locations for more information.)  

8. You can use the Mail (Message) icon to add a message for the vendor, if necessary.
9. If necessary, click Back to restore the product list, then go back to step 4.
10. When ready, click the Disk (Save) icon to save the order without submitting it to the vendor, OR click Submit to save and send the order to the vendor. After saving or submitting the order, a confirmation message will appear.
11. In the confirmation message:

• Click View Printable PO to print a copy of the order; available for submitted orders only.  (See "Print a Vendor Purchase Order" for detailed steps.)
• Click Exit.  The Recent Vendor Orders screen will appear.

 

 

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