Purchase Order Form

1

General Information Tab

This tab contains all Purchase Order details.

2

Attachments Tab

Once a PO has been saved, users can upload and add attachments to the Purchase Order from this tab.

3

Template Selector

Users can select a Purchase Order Template from this selector, which will autofill the PO fields based on the template.

4

PO Number

This number is auto-generated based on the settings in the Autonumbering section of the administration menu in the Accounting module. For each new PO, the previous PO Number is aggregated by 1 and can be edited as needed. Duplicate PO numbers are not allowed.

5

Location

The location that will receive the order. This field is set to list the default location but can be easily updated as needed. Click the source linknext to the selected location to open its Location Record.

6

Vendor and Vendor Connection

The vendor that the purchase order is being sent to and the vendor connection. The vendor connection determines how the purchase order is sent to the vendor.

Click the source link next to the selected vendor will open its vendor record.

7

Order Date

The date that the order is placed. This is defaulted to today's date but can be updated by clicking the calendar icon.

8

Delivery Date

The date the order is expected to arrive at the selected Location. This is defaulted to tomorrow's date but can be updated by clicking the calendar icon.

The Delivery Date may be preset when Mclane is the selected vendor. To learn more about Mclane's Purchase Order Due Dates and Scheduled Delivery Dates, click here.

9

Status

The status of the Purchase Order: In Progress, Sent, or Completed.

10

Comment

This field provides the space for any notes about the Purchase Order. These comments will appear on the purchase order when it is sent to the vendor.

11

Address

Address for the purchase order.

This is auto-filled based on the location's address from the Location record.

This should include the street address, city, state, zip code, and country.

To edit, click the pencil icon  .

Addresses on purchase orders are entered using address verification.

12

Expand/Collapse

Click to collapse or expand the general information section, if needed.

13

Details Tab

This tab is where all vendor items for this order can be selected and quantities can be entered for review.

14

Review Tab

This tab is where the reviewer will be able to see any discrepancy in quantities and finalize the order. Click here to learn how to review a purchase order.

15

Search Bar

This will search the Item and Vendor Item columns for the string of characters entered.

16

Add Items

Adds items in bulk. Users will be able to select between All Primary Items or All Vendor Items.

Click Add All Primary Items to add all vendor items associated with this vendor that have been marked as Primary on the Vendor Item Record.

Click Add All Vendor Items to add all vendor items associated with the selected vendor.

17

Suggest Qty

This button will run a built-in algorithm using usage per $1000 and forecasted sales to determine the quantity of each item in the order below it. The suggested quantity amounts will be added to the Suggested Quantity column. Users can then add these quantities to the Order Quantity column field.

When selected, a modal will first be displayed asking the user to select the Consumption and Buffer Days before recommending the Suggested Quantity.

Consumption Days are the days that the product arriving on weekday will be used. Buffer Days add extra days of sales to the Suggest Qty calculation to account for unforeseen spikes in sales or longer preparation (i.e. a frozen product that must be thawed, then marinated).

Users must select at least one consumption day. The Confirm button will remain disabled until a consumption day or days are selected.

Once calculated, hover over over the Suggested Quantity value to view the details tooltip. Users will see the following additional information:

• Total Forecasted Sales

• Usage Per $1000

• Order Date On Hand

• On Order Qty

• Est. On Hand

• Suggestion

Suggestions require the following before giving an accurate quantity:

• Forecasted Sales for all Consumption/Buffer Days chosen

• Approved invoices and transfers between counts

• At least 2 Inventory Counts*

  • *The system will be as accurate as possible to get 90 days of usage between the 2 Inventory Counts, so the 2 Inventory Counts used will be the most recent Count and the Count closest to 90 days before the most recent Count. The system will only look for Counts that have occurred over the past 365 days

18

Add Item

Adds an individual item to the order.

19

Total

The total price of the order. This updates as items are added to the order.

20

Qty Total

The total quantity of Items on the Purchase Order. This field allows Users to be aware of Order quantities in case there are vendor quantity thresholds.

21

Order Minimum

This is the minimum dollar amount or minimum item quantity threshold that the order must meet before it can be submitted.

When vendor order minimums are enabled, this is applicable to purchase orders that use a vendor with an assigned order minimum requirement. Read about vendor order minimums.

Item

The name of the purchased item. Click to open the associated Purchased Item Record in a new tab.

Vendor Item

The vendor item number.

Unit of Measure

The purchase unit of measure associated with the vendor item.

Quantity

The amount of the item to order.

Each Amt

The cost per unit of the item.

Purchase Order Each Amt Values

The purchase order each amount is not based on the current purchase item value. This value is vendor item-specific and may derive from one of the following:

• Order guide Integration

• Contract price

• Vendor item price source

Read more about the purchase order each amount.

This field is read-only unless the user has edit permission. To edit the item cost, users must have the following permission:

Food → Purchasing → Purchase Orders → Edit Item Cost

Total

The total cost of the item based on the quantity and each amt.

On Hand

The amount of the item on hand as of the order date.

Upon creation, this field will display the theoretical on hand value based on the item's usage per $1000 of sales. When needed, this field can be edited to include the actual on hand value. The theoretical on hand value is the theoretical number of the item available based on the usage per 1000 and calculated using the item’s historical usage.

Purchase Order Theo on Hand Values

The Theo on Hand value on the purchase order form depends on the PO’s order date.

• If the Order Date is Today:
  The calculation uses sales data from both approved and unapproved daily sales summaries beginning the day after the inventory count date that the EndCountQty is based on.

• If the Order Date is in the Future (e.g. Tomorrow or Later):
  The calculation uses any existing approved and unapproved daily sales summaries as well as forecasted sales for each relevant future date.

Theoretical on hand values will appear in grey font. When the on hand value is edited, the number will change to black font. Hovering over a manually updated field will show the original theo on hand value.

Par Qty

The minimum amount needed in inventory. The par amount from Shopping Lists is used to generate the order. If the order was not created from a Shopping List, par amount will default to 0.

Item Category 1, 2, 3

The optional Item Category columns display the Item Categories 1, 2, or 3 that the item belongs to.

These columns are hidden by default and can be added to the grid from the column editor, which can be opened by clicking theColumns icon.

Last Order Amt

The average amount ordered on the previous order.

When the item is added using a template, this value will reference the last order amount from the last time the same template was used.

When the item is added without using a template, this value will reference the last date that the item was ordered.

Last 4 Avg Qty

The average amount of the item ordered on the last 4 orders.

When the item is added using a template, this value will reference the last order amounts from the previous 4 times the same template was used.

When the item is added without using a template, this value will reference the last 4 times that this item was ordered.

In Transit Qty

The item quantity of any orders that are currently in progress (in transit). This field will have a value when the delivery date on any previous order is after the date of the current order.

If the deliver date of any previous order is equal to or before the date of the current order, this field will show 0.

Storage Location

The storage location for the purchased item.

1

Search Bar

This will search the vendor items listing for the characters entered.

2

View All

This will display all items included in this order.

3

Alerts Filter

This will filter for items that were marked with an alert icon .

4

Show 0 qty items

Shows or hides items with a zero order amount (Current Qty (#7)).

When an order is opened, the toggle defaults to the state set on the last viewed order.

5

Alert Column

This column will display an alert icon if the amount entered fits the criteria listed below; otherwise, an entry that is within normal range will have a circleicon. An alert icon will appear if the quantity fits one of the following criteria:

• Less than Half - This will display if the entry is half or less of the item entry from the last order.

• More than Twice - This will display if the entry is double or more of the item entry from the last order.

6

Item

The purchased item.

7

Current Qty

This column represents the total quantity of this item currently added/ordered on the purchase order relative to the item's Inventory Unit of Measure.

8

Unit of Measure

The item's purchased unit of measure.

If submitting orders via EDI, ensure that the Unit of Measure is set to Case or Each.

9

Each Amt

The cost of the item references the unit of measure and vendor based on the pricing information available. The cost will populate the first available cost as follows:

1. Contract price on the vendor item record

2. Price of the vendor item from the last invoice

3. Vendor item price for the selected location

10

Prev Qty

The quantity of the item that was ordered for the previous purchase order.

11

Prev Each Amt

The last order price for the item.

12

Inv Qty Var

The difference between the current and previous quantities.

13

$ Variance

The difference between the current and previous price.