When a purchase order is ready to submit, a reviewer will be able to assess the quantities entered to correct any discrepancies before submitting the order. Purchase orders can be marked as submitted without sending to the vendor, or they can be sent to the vendor via their connection.
When a purchase order is sent, it will be emailed to the email on file on the vendor record.
Vendors can also be integrated via EDI or API. Vendors connected via EDI will receive the order directly to their system. Read more about submitting orders via EDI.
Vendors like US Foods that are connected via API connection will redirect users to the vendor site to review the order. Read more about submitting orders to US Foods.
Submit Without Review
It is valuable to have two sets of eyes on a purchase order before sending it to a Vendor, but purchase orders can be submitted after they are initially saved. A purchase order can be marked as submitted either with or without sending the vendor the purchase order via email.
To mark a purchase order as submitted, click the PO status button. From the dropdown, click Mark as Submitted.
If submitting orders via EDI, all Units of Measure must be set to Case or have a Split UofM correlated to a Case. If not, the Vendor will assume the quantity entered is per case, causing a larger shipment than expected.
Marking as submitted and sending are different actions. The results are as follows:
Submitting the Order and Sending the PO | To send an email with the PO to the email address entered on the Vendor record, click the Submit button in the header. |
Submitting the Order Without Sending the PO | To update the PO's status without sending the PO via email to the Vendor, click the Status drop-down selector in the header and select Submit. |
Review a Purchase Order
Once a purchase order is completed, it can be reviewed by clicking into the purchase order from the Orders tab of the Orders page.
When reviewing, review any alerts, and the details for the items. Ensure that all the information entered is correct.
Vendor Order Minimums
In Beta
This feature is in beta. Contact your CSM to learn more.
When vendor order minimums is enabled for an organization, minimum requirements can be set for vendors. When a purchase order is created for a vendor with an assigned order minimum, the minimum dollar amount or item quantity must be met in order to submit the order.
Before moving on to submit, ensure that the order meets any existing vendor order minimum requirements. Users will not be able to submit an order if it does not meet the requirements. Attempting to send will prompt the following message:
Only users with the Override Vendor Order Minimums permission will be able to submit despite not meeting vendor minimums.
Save and/or Submit the Order
Once the review has been completed, the Reviewer can finalize the process by one of the following options:
Field | Description | |
|---|---|---|
1 | Submitting the Order Without Sending the PO | If the order is entered correctly regardless of the alert icons and ready for invoicing, click the status drop-down selector in the header and select Submit. This will change the PO's status without sending the PO via email to the Vendor |
2 | Submitting the Order and Sending the PO | If the order is entered correctly regardless of the alert icons and ready for invoicing, click Submit in the header. This will send an email with the PO to the email address entered on the vendor record. |
3 | Saving the Order | Click Save in the header to save the changes made without changing the current status. |
Click here to learn how to Invoice Purchase Orders.
US Foods Integration
When a purchase order uses US Foods as the vendor and an API integration is in place, selecting Send will redirect users to the US Foods website.
To successfully send to US Foods, before clicking Send:
Ensure all vendor item numbers are numbers only. If any vendor item numbers contain letters or symbols, the order will fail to send.
Ensure all vendor item numbers for each item added to the order is 7 digits long. If the vendor item number exceeds 7 digits, the item will not send.
From the US Food website:
Review the submitted order details.
Review order errors and resubmit orders.
Resolve exceptions by selecting replacements for restricted items.
For help with US Foods, call the US Foods Website Technical Support at: 1-877-583-9659
Purchase Order Statuses
From when a Purchase Order is initially created to when it is sent, it will be listed as one of the following statuses:
Open / In Progress - This means that the Purchase Order is editable and not submitted
Submitted- This means that the Purchase Order was either marked as 'Submitted' without being sent or was submitted to the Vendor