View, amend and confirm suggested orders

To produce a purchase order for an item on the suggested order list, you must confirm the quantity you want to purchase.

This shows the:

• The warehouse, quantity required, suggested quantity to purchase, supplier, and unit price.
• The details of any linked sales orders.
• Details of the quantities required for each warehouse.

For each item in the list, you can change:

• The suggested order quantity.
• The item price. The price displayed is the last price paid for the item.
• The supplier of the item.

Amend and confirm suggested orders

Open: Purchase Order Processing > Purchase Orders > Generate Orders.

1. On the Generate Purchase Orders window, select the item you are interested in from those displayed and click View Details.

   The Shortfalls for Items window is displayed.

   • Select the Sales Orders tab to view details of customer orders.

     This shows details of sales orders linked sales orders. These sales orders use From Supplier Via Stock (back-to-back) or Direct To Customer order fulfilment methods.

     A yellow warning highlight is displayed if the customer account, or the sales order, is on hold.

     To view full details of the sales order, click View Order.

     Note: Purchase orders that are generated to satisfy back to back or direct sales orders do not have project analysis entered. This is to prevent the postings for the cost of the stock being made twice (once from the sales order and once from the purchase order).

2. To change the supplier of the item click the Code column and select the required supplier from the list.

   The Alerts column will show you when supplier alerts have been set up for this supplier account.

   To view the supplier alert messages, click the alert icon in the Alerts column.

   See Supplier alerts.

3. To change the item price, enter the new price in the Unit Price column (expressed in the supplier's currency). If you are dealing with a foreign currency supplier, the total item price is converted to base currency and shown as the Confirmed Value on the Generate Purchase Order window.
4. To change the Qty Required at a warehouse, select the warehouse from those displayed.
   1. To reduce the order quantity attributed to stock levels, select the Stock Levels tab and enter the revised amount in the Qty to purchase for stock box (expressed in the item's stock unit).

   2. If you have more than one sales order for that customer, you can reduce the order quantity on one of the orders to reduce the order quantity that has been assigned.

5. To confirm that you want to purchase the item, click the Confirmed check box for each warehouse.
6. Click OK.