---
title: "Purchase Order Form"
slug: "purchase-order-form"
description: "Reference for all fields on the purchase order form including Location, Vendor, Delivery Date, items table, and McLane-specific fields."
updated: 2026-08-13T15:25:48Z
published: 2026-08-13T15:25:48Z
canonical: "docs.restaurant365.com/purchase-order-form"
stale: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Purchase Order Form

The purchase order form contains the fields and sections needed to record vendor information, item details, and order quantities. Each part of the form supports accurate and consistent order entry, from selecting a vendor to entering items and defining order details.

---

## Purchase Order

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HC0WWQH5.png)

|  | Field | Description |
| --- | --- | --- |
| **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](/doc/docs/purchase-orders-create-and-edit-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](/doc/docs/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 link![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4781970b-f1e0-46ce-85a8-3faa364815b1.png)next 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. \| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BGRHSNDS.png) \| Vendor was not set up as an EDI vendor and does not have an email address entered for the vendor. \| \| --- \| --- \| \| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-43TQYYCI.png) \| Vendor was set up as an EDI vendor and has a direct connection with R365. \| \| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YJGH5QKU.png) \| Vendor was not set up as an EDI vendor but has an email address entered for the vendor. \| \| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GGDYS3KU.png) \| Vendor was set up with an API connection. \| Click the source link ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4781970b-f1e0-46ce-85a8-3faa364815b1.png) next to the selected vendor will open its vendor record. |
| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BGRHSNDS.png) | Vendor was not set up as an EDI vendor and does not have an email address entered for the vendor. |
| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-43TQYYCI.png) | Vendor was set up as an EDI vendor and has a direct connection with R365. |
| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YJGH5QKU.png) | Vendor was not set up as an EDI vendor but has an email address entered for the vendor. |
| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GGDYS3KU.png) | Vendor was set up with an API connection. |
| **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](/doc/docs/purchase-orders-mclane-delivery-dates). |
| **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 ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/700d391b-aad4-4655-8ffe-5cab80b49d5c.png) . > [!NOTE] > Addresses on purchase orders are entered using [address verification.](/doc/docs/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](/doc/docs/purchase-orders-review-and-submit-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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/c3a282de-c7e1-4ebb-b64e-a4f7e54fb60d.png) 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](/doc/docs/new-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](https://docs.restaurant365.com/docs/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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image(923).png) **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 The Total Forecasted Sales value in the tooltip reflects the sales forecast for a specific range of dates. This range is not limited to the selected Consumption Days. It includes: - Dates after the Order Date and before the first Consumption Day. - All selected Consumption Days. - Any dates added by configured Buffer Days, which follow the last Consumption Day. > [!TIP] > **Example: Which Dates Are Included in the Forecast** > > An order with an Order Date of Tuesday, July 28 and a first Consumption Day of Friday, July 31 (Consumption Days Friday through Monday, 0 Buffer Days) includes forecast sales for July 29 and July 30, in addition to July 31 through August 3. If Buffer Days were configured, additional forecast sales would be included for the dates immediately following August 3. > > > > To reconcile the Suggested Quantity tooltip with a Forecast Report, compare the report total against this full date range, not only the selected Consumption Days. > 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](/doc/docs/vendor-order-minimums). In Beta This feature is in [beta](/doc/docs/user-research). Contact your CSM to learn more. |

### Details Table

The details grid has the following columns:

| **Field** | **Description** |
| --- | --- |
| 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. > [!WARNING] > 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.](/doc/docs/po-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**](https://docs.restaurant365.com/docs/usage-per-1000#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](https://docs.restaurant365.com/docs/usage-per-1000#theoretical-on-hand) value is the theoretical number of the item available based on the [usage per 1000](/doc/docs/usage-per-1000) and calculated using the item’s historical usage. > [!WARNING] > 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4f8fb0b4-136c-4928-84e4-cb7656df3a40.png) |
| 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 the![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/12143807590/original/tmwHvgmVNglr9-7TLCqh5cP6rGudjOZKBw.png?1716584949)Columns 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. |

### Review Table

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-P0IT7MCO.png)

|  | **Field** | **Description** |
| --- | --- | --- |
| **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![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/67f2bec1-4473-4822-87bb-eab6be8220ac.png) . |
| **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![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/b4ab6d5e-1fff-4cfd-9cac-8dd874a866e6.png) if the amount entered fits the criteria listed below; otherwise, an entry that is within normal range will have a circle![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/d5d3c1d8-ed73-4702-839e-5bdde351ca8e.png)icon. 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](/doc/docs/purchase-orders-submit-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. |

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