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Overview

Excerpt

The system allows you to manually create Prebooks from Standing Orders without any restriction in terms of the starting date, ending dates, or their recurrence.

It doesn't matter if your company uses the automatic generation of Prebooks based on Standing Orders, you can still generate your Prebooks manually. 

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  • You have the option to send prebooks as e-mails directly using the button called E-mail located between Print & New Order
  • Customer information details will be displayed at the right side for your convenience

Instructions

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Excerpt

In this article, you will learn how to create Prebooks from Standing Orders manually.

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User roles: Admin, Sales Manager, Sales, Procurement Manager, and Allocations.

Table of Contents

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Manually create Prebooks from a Standing Order

You can manually create Prebooks from Standing Orders without restriction regarding the starting dates, ending dates, or their recurrence.

  1. Go to Prebooks & SO's

> Standing ui-step

  1. window and select the Order Summary tab.

Ui step

Use the filters to Search for the Standing Order, once found select the checkbox.

  1. Search for the Standing Order by using the filters.

  2. Select the checkbox to the left of the Standing Order.

  3. Click on the "Generate Orders" button.

Ui stepThe Confirmation window will pop-up, select any date within

  1. Select the Week

 you

  1. when you wish to generate the order

, Order Type leave as Regular Order and You can also choose if you want the system to create the Purchase Order once you click on the Generate" green button. The Purchase Order will have a status Approved.

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Warning
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Growers can only confirm orders according to a limit set by users in which users establish how many days in advance a Grower can confirm a Purchase Order. This is done in case there are changes that need to be done to that order. For more information you can visit: How to set a limit on Purchase Order Confirmations

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It's important to point out that if you want the system to create the purchase order automatically once a SO is generated, all of the standing order fields have to be complete, including each line item. Even if you are manually generating multiple Standing Orders the system will not create a PO for those SO line items that are incomplete (missing vendor and/or cost). 

The image below is a good example of this situation. The standing order is marked as incomplete, but the only line item that will not be included on the PO is the one missing Vendor and Cost information.

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titleStanding Orders Ended

Once the End By date of a Standing Order has been reached, the system will not allow generating more Prebooks or Holiday Orders for it.

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(lightbulb) Roles enabled to perform this action: Admin, Sales Manager, Sales, Procurement Manager, Allocations.

Once the generation process is complete, you can verify the Prebooks by following these steps:

  • Click on the “Prebook Summary” tab.
  • You will see the new Prebooks that were generated based on the standing orders. Notice that the “SO” column contains the Standing Order number that was used to create the order. If you placed any Special Instructions/Comments in the Standing Order these will appear under the “Comments” column.

When manually generating the Prebooks from Standing Orders you have to pay special attention to the following information:

  • In case the automatic generation of Prebooks based on SOs is enabled, you should always verify if the Prebooks have already been generate before using the manual option, since this could double up the orders.
    • When entering a new date for the Week field on the Confirmation screen, the system uses the week regardless of the date that is selected. If you don’t specify a date, the system will assume you want to

    1. .

    2. Select Regular Order in the Order Type drop-down menu.

    3. Select Yes in the Generate Purchase Order drop-down menu.

    4. Click on the Generate button.

    5. Click on the Generate button in the Confirmation pop-up.

    Note

    Growers are only able to confirm orders within the limit set by Users. In case changes need to be made to the order, Users can establish a limit on how many days in advance Growers can confirm a purchase order. For more information, visit: https://kometsales.atlassian.net/wiki/spaces/KB/pages/3313789/Restrict+Purchase+Order+Confirmations#Set-Order-Confirmation-Restrictions .

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    VerifyPrebooks

    To verify the Prebooks, do the following steps:

    1. Click on the “Prebook Summary” tab in the Prebooks & SO's window.

    2. Search for the Standing Order by using the filters.

    3. You will see the Prebook # in the first column to the left if a Prebook was created from a Standing Order.

    Info

    • You can generate Prebooks manually, even if your company uses the automatic generation of Prebooks. Check if the Prebooks have been generated before using the manual option to avoid duplicating orders.

    • If you don't specify a date, the system will generate the order for the current week.

    Doing this process manually doesn

    • Manually generating Prebooks won't affect the previous configuration of the Standing Orders.

  • For this operation, the system doesn't take into account the Start Date and the End Date of the Standing Order.
    • The system doesn't take the recurrence of the Standing Order into account

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