New Purchase Order System

This guide relates to the new changes and improvements to the processing and Improvement to the Automated Purchase Orders that go to your Warehouse Supplier Codes (typically this is PEDDERS). These changes remove the impact of backorders remaining in a status of “In Transit” and allows the cancelling of your backorders, as well as easier Purchase Order receipting.

Raising Purchase Orders

Raising a Purchase Order has no functionality change. The screenshot below is the Purchase Order used in the example for this document.

As usual, Your Purchase Order is sent to your local warehouse, your Purchase Order will still have a status of On Order.

New In Transit Splits – BO v Shipped.

Once the warehouse processes the Order and invoices it, your Purchase Order will now split based on the invoice. In this example, the lines for the invoice were as below:

The system will now split your Purchase Order to match the lines and have the correct invoice number to receive against the PO. Instead of one Purchase Order for $1,651.21 you now have 2 Purchase Orders. One for $830.37 that is In Transit and one for $784.84 that is still On Order.

The “In Transit” Order has now been split to only have the items that were supplied.

Receipting the Purchase Order

Receipting this new Purchase Order again has some minor changes. Once your Purchase Order has done its split of items, it now has the Invoice Number on it, and has a status of In Transit which can be received in as Normal.

In the Good Receipt screen, you will notice that the lines columns have changed.

Now you cannot receive the items that were not supplied as they are on backorder. So, this is now as simple as receipting a Purchase Order as normal.

Invoice number showing on Maintain Purchase order screen.

Summary

While not many steps are different for a user, the changes in feel might be a little different.

4. Ensure you wait for the PO to go to its In Transit status before receiving in.
5. Double check the Invoice Number on the Maintain Purchase Order screen.
6. Cancelling Pedders Backorders is now your responsibility. 
7. Back Order PO’s must be cancelled by the store prior to informing the warehouse to cancel it. If you miss this step, they will be filled by the warehouse when stock becomes available.