Consolidate Requests Wizard - Create Purchase Orders
When you move forward from the Supplier and Price Selection window, the next stage is to review the suggested purchase orders.
The Create Purchase Orders grid will be populated with the details of the purchase orders that will be created based on the lines for which the processing status was YES when you advanced from the Supplier and Price Selection window.
If you selected the wizard option Do not Consolidate Orders, there will be a separate order created for each request.
The other wizard options will result in a single order for each Supplier you selected. The detail lines in the order will be consolidated according to the option you selected.
by item,
by required date and item (a separate line for each date/item pairing)
or not consolidated (a separate line will be include for each purchase request)
The Order Value will be the net value including line discount.
References can be added to the purchase orders and the orders can be edited from this window.
Next step
Review the suggested purchase orders.
A line in the grid is selected by clicking on it, this will highlight the line.
Multiple lines can be selected by pressing the Shift or Ctrl key whilst clicking on the lines.
Reference, description and batch reference can be added to the orders by entering these details in the fields at the foot of the window.
The details you enter will be added to all the orders currently selected when you tab from (leave) the entry field.
Required Date
The Required Date shown is the date that will be entered on the order header. This can be changed by entering a new date in the field at the foot of the window.
The date you enter will be copied to all the orders currently selected when you tab from (leave) the field.
The required dates on the detail lines will either be the dates from the purchase requests or the latest date from requests that have been combined by the consolidation process.
The processing status of all the orders will be set to YES.
You must change this to NO if you do not wish the suggested purchase order to be created.
A double click on a selected line will change it's processing status to NO.
You can select and change multiple lines using the switch status button.
When you have reviewed the orders, switched to NO the status of orders that are not to be created and made sure that reference, description, batch reference and required date are correct on those that are to be processed, then you can click OK to create the orders.
If any of the compulsory fields on a purchase order are empty, you will be prompted to edit the order before it can be created.
A print output window will open enabling you to print the orders if you wish.
There is a System option to suppress the printing of purchase orders when creating them from the consolidate requests wizard - see Documents.
The orders will be placed in the Purchase Order batch ready for further processing.
When the print output window is closed, you will be returned to:
This window, if you did not create all the suggested purchase orders or some orders require additional information before they can be created.
The Supplier and Price selection window, if the suggested purchase orders have been created but you had not chosen all the lines offered on this window.
The wizard, if all the suggested purchase orders have been created and all the lines on the Supplier and Price selection window were selected.
Sort
You can re-sort the grid by any column by clicking on the column header.
Edit
Supplier Reference, Description, Batch Reference and Required Date for the Order Header can be added in this window.
Enter the details in the fields at the foot of the window.
There will be an additional field for the Order No. if you have selected to use manual Purchase Order numbers. This can only be filled when a single order is selected.
The details you enter will be added to all the orders currently selected when you tab from (leave) the entry field.
Each order can also be edited in the standard Purchase Order input window.
Click the Edit function to open the order in the standard Purchase Order input window.
Review, edit and save the order as if you were editing from the batch window.
Compulsory fields
If any of the compulsory fields on a purchase order are empty, you will be prompted to edit the order before it can be created.
This will happen when you click OK to create the orders.
The orders that are complete will be created, leaving you with a list of those that require attention.
Edit each order and complete the compulsory fields.
Click OK to create the orders.
Below Minimum Order Value
If an order is below the suppliers minimum order value then an exclamation mark (!) will be added to the left of the supplier code in same column.
This is purely an indicator and will not prevent the order from being created.
Purchase Control
User Budget
The User Budget of the User who is consolidating the purchase requests will be checked.
See Purchase Control section for information on User budgets.
If you are using Purchase Control and:
You have a Maximum Order Value, then any orders which are greater than your maximum order value will be highlighted in the list by being shown in red.
If any individual order exceeds your Period/Year budget, this will also be highlighted in red.
No checks will be carried out against the list of orders and the Cumulative Period/Year budgets.
The Budget Details function will open a window containing the User Budget details and Nominal Budget details so that you can see how the orders you are creating will affect the budget.