Overview
After a prebook is created the system automatically adds the items from the Prebook into a “needs” list of items that need to be purchased. As items from the "needs" or "purchasing" needs are added to a purchase order they are automatically removed from the “needs” list. This allows a company with multiple users in procurement, to purchase product only once.
In order to create purchase orders from Prebooks, there must be Prebooks created in the system.
- Click on the “Purchase Orders” tab and click on the “Add PO” sub-tab.
- Enter the "Vendor" name purchases will be made from and the "Ship Date".
- Click on the green button "Add Items".
- Once the user clicks on the "Add Items" button the system will show the Purchasing Needs window. By default, the system will hide all prebooks marked as Unable to source, Fill from Open Market or Prebook Completed. Nonetheless, the users will have the option to filter the prebooks in the purchase needs to see all prebooks.
- Use the filters on top of the grid to filter the “needs” list (e.g. search for Standing Orders, Prebooks or specific ship dates)
- Double click on the item that will be purchased. Another window will pop-up where the number of boxes and the unit cost can be entered. The system will automatically suggest the unit cost based on the company GPM and the freight for the port of origin of the selected farm.
- Once all details have been entered, click on the “Add” button. A message confirming the items have been added will pop up over the bottom right of the screen.
The Purchase Order is now created. Click on the “Purchase Order Summary” tab to view the PO created and any other PO.
If you enable the setting Use standalone POs when creating POs linked to Prebooks, the system will link the POs created using the Single Mode with a PO already created as Standalone with the same Vendor, Ship Date, Locations (For Multi-Locations Companies) and Carrier (For companies with Inbound Truck Freight Active). This is for companies that want to send only one PO to the Farm. To enable this option, please refer to Purchase Order Options.
If not using prebooks but still need to create purchase orders it is required to create Stand Alone Purchase Orders (PO’s that are not linked to a prebook).
There will be an option to add additional charges to the purchase orders when needed. To do so, follow the steps below:
- Click on the "Add additional charges" link.
- Enter the additional charge amount and use the tab key, to go to the next field the system will save the information automatically.
- Once done, click close.
The system will show the additional charges as part of the Landed Cost in the Inventory-Pricing Screen as Other Charges. Also, these additional charges would be coming from the vendor's invoice and be noticed during the invoice matching process in the Purchase Order Reconciliation tab.
The system displays a color indicator that gives you information about the prebook creation date and time. For doing that you have to enable the option Show highlighted lines of the prebook based on the creation date in Purchase Order Options.
Once is available, the system will highlight the purchase need with a color based on the date and time of the prebook creation. If prebooks were created within the last hour, they will be highlighted in red; while items created within more than 3 hours will be in yellow.
Additionally, under the prebook column, next to the number a sand clock appears in the bulk mode with the date of creation of the prebook line item.