Purchase Orders: Order Guide Sync

This article is part of purchase orders and order guides and covers purchase order templates and order guide syncing.

Order guides provide the most up-to-date availability of vendor items. When order guides are enabled, they will sync with purchase order templates with the vendor. On the purchase order template, the availability status of each item will be shown.

When the purchase order template is used to create a purchase order, the system will notify which items may be unavailable for order. Users will be prompted to remove the item from the order or remove the item from the order and template before continuing.

If there is an alternative item that can be ordered, the item will be replaced with the alternative vendor item.

Purchase Order Template Vendor Item Status

When the vendor set on a purchase order template is McLane, users will have a status column on the vendor items table. This column will list items as either available or unavailable for order. The status of these items is drawn from the order guide integration based on the current date.

Vendor items that are unavailable will not be able to be added to a purchase order.

Unavailable Items

In some cases, there are alternative vendor items that can replace items that may be unavailable.

The following may be encountered:

If:	Then:
The original vendor item is unavailable, and no alternative vendor item is available.	The item will be marked as unavailable and will not be added to the purchase order when the template is used. See below for more information.
The original vendor item is unavailable, and an alternative item—that is not already on the same template— is available.	The original vendor item will be replaced with the alternative vendor item and shown as available.
The original vendor item is unavailable, and the alternative item—that already exists on the same template— is available.	The original item will be marked as unavailable, and the alternative item will be shown as available. On a purchase order, users should order more of the alternative vendor item as needed to supplement for the unavailable item.

If:

Then:

The original vendor item is unavailable, and no alternative vendor item is available.

The item will be marked as unavailable and will not be added to the purchase order when the template is used. See below for more information.

The original vendor item is unavailable, and an alternative item—that is not already on the same template— is available.

The original vendor item will be replaced with the alternative vendor item and shown as available.

The original vendor item is unavailable, and the alternative item—that already exists on the same template— is available.

The original item will be marked as unavailable, and the alternative item will be shown as available.

On a purchase order, users should order more of the alternative vendor item as needed to supplement for the unavailable item.

Using a Purchase Order Template with Unavailable Items

When a purchase order template with unavailable items is used to complete a purchase order, user will receive a notice that there are unavailable items when the template is selected for use.

Users will be prompted to either:

Remove from Order

Removes the item from the purchase order.

Remove from Order & Template

Removes the item from both the purchase order and the purchase order template.

This action requires the Edit Purchase Order Templates permission.