Purchase Orders
Purchase Orders based on sales / purchase and stock status
Auto PO
Works out what to order from a supplier by looking at what sold, what is in stock and what is already on order, lets you adjust the quantities, and creates the purchase order in one click.
Step 1 – choose what to look at
- Mfr (and Div for a single division rather than the whole group), Party (items of the manufacturers that supplier deals in) and, if rate contracts are in use, RC.
- S-n-S Date – the period of sales and purchases to analyse. It starts as this month so far. The Stock on column shows stock as at the end date.
- Sale Party / Sale Cate / Sale Sr – optional. Tick them to also count how much was sold to one party, one category or in one bill series (shown in Pty/Cate Sale), so that those sales can be left out of the demand.
- Highlight Near Exp Last – marks items whose last purchase date cell is brown when you hold stock expiring within the given number of months, so you don't reorder what you can't sell.
Click Generate. The grid lists the manufacturers' items, under a heading line for each manufacturer.
Step 2 – read the grid
| Column | Meaning |
|---|---|
| Last Purc / Last Sale | Date of the last purchase; days since the last sale (pink if more than 90). |
| Last Rate | Purchase rate on the last purchase (or the Base Rate of the rate contract). |
| In Qty | Purchased in the period. |
| Old Out / Out Qty | Sold, consumed or transferred out in the previous month / in the period. |
| Pty/Cate Sale | The part of Out Qty sold to the party, category or series chosen above. |
| Stk on | Stock at the end date. |
| Short Count | Number of open short entries for the item (blue item name). |
| SODue / PODue | Sales-order quantity not yet supplied; quantity ordered but not yet purchased. |
| Reqd Qty | Quantity worked out as required. |
| Order | What you actually order (editable). |
| Note, Disc.% | A remark for the supplier; a discount for the line. |
| Min / Max / Cs-Fctr | The item's minimum and maximum stock levels, and its case factor. |
Red-marked serial numbers are NRx (prescription-only) items; green item codes are fast-moving items. Hover over them for the label. Brown In Qty / Old Out / Out Qty cells mean the last PO for this item has not been supplied (it was placed after the last purchase), so the item may already be on its way.
Double-click an item name to open the item master, a quantity column to see the item's status, or Short Count to see the short entries. Below the grid, the item's last purchase quantity, scheme and last PO, and its purchase scheme and price range are shown.
Step 3 – calculate the requirement
Pick the method in the list beside Calc Reqd and click it:
- None – clears the requirement.
- Sale * Fctr - Stock – required = (Out Qty − party/category sale) × Factor − stock. With Factor 1 it orders what sold in the period; with 2 it covers two periods.
- SO Required – required = SO due − stock − PO due. Orders what customers have ordered through sales orders and you can't supply from stock. This is also what the Auto PO - PO Against Pending SO option on the Order menu opens.
Negative requirements are shown in grey.
Step 4 – set the order quantities
Click Set Order to copy the requirement into the Order column, rounded up to a multiple of the item's case factor, or of the Multiple Of number you have entered when the item has no case factor. You can then type over any quantity, discount or note.
Use the lists above the grid to focus on what matters: items with or without short entries, stock or no stock, SO due or none, below Min or above Max, requirement above or not above zero, order entered or not, NRx and fast-moving items. Code and Name boxes filter by text (press Enter), and Find / Next jump between matches.
The totals show the number of items, quantity and value on order for the whole sheet and for the selected manufacturer, with the sale and stock values for comparison.
Step 5 – make the PO
Select the supplier in Party (it is preselected with the last supplier you bought the manufacturer from) and click Make PO. dsGST saves a purchase order with every line that has an order quantity, using the discount and note you gave, marks the short entries of the ordered items as done, and opens the PO for you to print or mail.
- Pause saves the sheet (with your quantities) to a file, and Resume brings it back, so you can continue after other work or on the next day. There is one saved sheet at a time; Generate discards it.
- Update Min/Max/PCase – tick this to make the Min, Max and Cs-Fctr columns editable (yellow), and click Save Min/Max/PCase to store the changes in the item master.
- Print prints or exports the sheet.