Purchase Orders Overview & Security

This feature is a part of the Smart Ops Release. Click here to learn more about the Smart Ops Release.

The Purchase Orders feature enables Users the ability to view and create Purchase Orders, Purchase Order Templates, and Shopping Lists from the Orders page. Each tab listed on this page displays its corresponding form type to keep track of built out templates and Shopping Lists and all created Purchased Orders.

A Purchase Order can be created manually or from a template or Shopping List. Once created, the quantities to order from a Vendor can either be suggested by R365 or manually entered as needed. Items with quantities that extend beyond the normal amount will have an Alert Flag listed next to the item to assist Reviewers in finding and assessing potential discrepancies before submitting an order. Once orders are finalized, they can be marked as Submitted, and the Purchase Order will then be sent directly to the Vendor via email.

The New Purchase Orders feature allows for easier navigation and functionality when creating Purchase Orders.

Click here for a printable guide on purchase orders.

Security

Navigation

To access this page, first navigate to Smart Ops. In the left navigation pane, click Orders under Food to open the Orders page. From this page, Users can create a new Purchase Order, Purchase Order Template, or Shopping List and view a listing of each by clicking their respective tab.

Prerequisites

To get started with Purchase Orders, please proceed with the following steps:

1. Contact R365 Support to enable Purchasing Orders (if it is not already enabled).

2. Set user security access using the Security section above as a guide.

3. Set up (or review) your vendor items. A Vendor Item must exist for all Items/Vendors that will be ordered via Purchase Orders. In addition to this, check the Primary box for larger Vendor Items that might send multiple sub-items and set up Contract Pricing in order to have a locked in price per PO.
   
   New Smart Ops Vendor Item Record
   

   

   
   
   Classic Vendor Item Record

   

   
   
   

4. Add Vendor Account Number to the Vendor Records in order to submit Purchased Orders from R365. If all Locations share a single Vendor representative, enter in the Vendor Number on the General tab of the Vendor record. If all Locations have different Vendor representatives, enter in the Vendor Account Number per location on the Location tab of the Vendor record.

   

   
   

5. Begin building out Purchase Order Templates!

List Functions

In addition to the list functions explained below, lists can also be filtered to display in ascending or descending order by clicking the column title. The list can then be further filtered after the initial sort by holding down the 'Shift' key on your keyboard and clicking any other column header.

Bulk Edit

Bulk Edit is available on the Orders and Templates tabs.

Orders

The Bulk Edit menu can be used to delete or apply changes to one or more orders at the same time, without opening the sidesheet.

Check the checkbox in line with an order to open the Bulk Edit menu.

Check the checkboxes for any other Orders that should be edited or deleted.

To delete the selected Orders, click the trashcan icon .

Submitted and invoiced Purchase Orders cannot be deleted.

To edit the selected Orders, click the pencil icon, then choose Unsubmit or Mark as Submitted.

Templates

The Bulk Edit menu can be used to delete one or more templates at the same time, without opening the sidesheet. 

Check the checkbox in line with a template to open the Bulk Edit menu. 

Check the checkboxes for any other templates that should be deleted.

To delete the selected templates, click the trashcan icon.

Purchase Orders: Create a Purchase Order Template

Purchased Order Templates are memorized Purchase Orders that can be scheduled to automatically recreate on a specific day each week, if needed. Click here to learn more about Purchase Order Templates.

Purchase Orders: Create and Enter an Order

Purchase Orders can be easily created as needed to reflect the immediate needs of your Restaurant Organization. Click here to learn how to create and enter a Purchase Order.

Purchase Orders: Review and Submit an Order

It is always best practice to review a Purchase Order before submitting it to your Vendor. Alert icons, which appear when the variance between a previous and current item quantity extends outside a normal variance, provides the Reviewer guidance on any potential discrepancy. Click here to learn how to review a Purchase Order.

Purchase Orders: Submit Orders via EDI

Send Purchase Orders directly to the Vendor's system for processing via EDI. Click here to learn how to submit orders via EDI.

Purchase Orders: Cancel an Order

If a Purchase Order needs to be canceled, it can be done so at any time by following these guidelines. Click here to learn how to cancel an Order.

Purchase Orders: Set Up Shopping Lists

Shopping Lists can be created to combine multiple Purchased Items from multiple Vendors into a single Order Guide, or Order Suggestion form. Click here to learn how to create and edit Shopping Lists.

Purchase Orders: Use Shopping Lists

A Shopping List can be put in use to open the Order Suggestion form and initiate the ordering process. Users can then enter in the necessary quantities, review the corresponding created Purchase Orders, and then save or submit those Purchase Orders to their Vendors. Click here to learn more about using a Shopping List.