Submit a Vendor Order

An order can be submitted when it is created and saved, or it can be saved so a user can come back to edit and submit it later. An order can be sent electronically if the vendor record is set up to facilitate this. See "Order Transmission Methods" for details about how vendor orders are submitted.

 

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 Recent Vendor Orders. This screen lists all of the recent orders.
2. To find a particular order, click the Ready for Submit status filter or click the Funnel (Filters) icon to access the screen filters. (The screen can be filtered by any column.)
3. Any order that has not been submitted will have a status of "New Order", with "Submit" as one of the processing Actions.
4. Click the Submit link for the desired purchase order to open the detail screen.  

• From the detail screen, users can click the Edit button if any changes to the order are required. {Notes}:

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.

5. If any order details need to be changed, click the -><- (Show/Hide Order Info) icon to display the transaction header. If not, skip to step 7.    
6. In the transaction header:

1. Edit the Reference Number, if necessary.
2. If necessary, click on the Expected Delivery Date link to edit the date or the Consumption Days for the order. (When configured in Enterprise Manager, the Expected Delivery Date for a manual Vendor Order will be adjusted to the following day if the order is submitted after the location's Order By Time. Consumption Days will also be updated to reflect this change.)
3. 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.
4. If necessary, select a ""Deliver To" Locations" location.
5. Add a Message for the vendor, if necessary.

7. Authorized users can click Attach Files to upload a file and link it to this transaction; see "Attach Files to an Order" for detailed steps. If one or more files are already attached to the order, they can be viewed by clicking this button. (Users can also view attached files by clicking on an icon in the "File(s)" column on the summary screen.)
8. Click Submit to save and send the order to the vendor.  
9. After submitting the order, a confirmation message will appear. In the confirmation message:

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

 

Note: The printed order document may include messages defined in the Messages window.

 

 

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