--- title: "Vendor Order Minimums" slug: "vendor-order-minimums" description: "Set minimum order amounts on vendor records by dollar or quantity. POs below the minimum cannot be sent until met." updated: 2025-08-26T19:48:20Z published: 2025-08-26T19:48:20Z canonical: "docs.restaurant365.com/vendor-order-minimums" --- > ## 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. # Vendor Order Minimums This article is part of [purchase orders](/doc/docs/purchase-orders-overview-security) and covers vendor order minimums. With **vendor order minimums**, users can set a minimum dollar amount or minimum item quantity that will be required for purchase orders. When creating an order, users will be notified of any vendor order minimum amounts that may exist. A purchase order cannot be sent if it does not meet the minimum order requirements set for the selected vendor. However, users with the appropriate permissions will be able to override vendor minimums, if needed. By setting vendor order minimums, restaurants can avoid fees and fines related to freight, delivery, or expedited shipping. These minimum thresholds will act as a guardrail to prevent unwanted expenses that may be incurred on smaller, on-the-fly orders. In Beta This feature is in [beta](/doc/docs/user-research). Contact your CSM to learn more. --- ## Security **Permissions related to vendor order minimums can be found in the permissions tree as follows:** - Food - Purchasing - Purchasing Settings - Vendor Order Minimums - View Vendor Order Minimums - Edit Vendor Order Minimums - Override Vendor Order Minimums These permissions are automatically applied to users with the Operations Admin default user role. These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Navigation Vendor order minimums can be set from the Order Settings sidesheet, which can be opened on the [Orders](/doc/docs/purchase-orders-overview-security) page. ****Navigation Steps**** 1. Open the **Inventory** app. 2. Click **Orders**. 3. Click the **gear icon**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-J9LCOMHQ.png) ****Search**** Navigate to pages with the [R365 global search bar](/doc/docs/r365-search): 1. Enter all or part of the **page name** in the R365 global search bar. 2. Select the page from the results list. > Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png) --- ## Order Settings Sidesheet ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-2FFOK5G1.png) | | Field | Description | | --- | --- | --- | | **1** | Default Configuration Type Selector | Whether the default configuration type is a **Dollar Amount** or **Item Quantity** minimum. > [!NOTE] > This field is applicable when using a default order minimum for **all** vendors. | | **2** | Default Minimum | The minimum dollar amount or item quantity that an order needs to meet in order to be submitted. > [!NOTE] > This field is applicable when using a default order minimum for **all** vendors. | | **3** | All Vendors Toggle | Determines whether the default configuration type and minimum is a default vendor minimum or not. - When toggled **on**, the default configuration (#1 and #2) will be applied to **every** vendor. - When toggled **off**, the Vendor Minimums table will appear. Users will need to create **individual** order minimum configurations to assign to vendors. | | **4** | Dollar Amount Configurations | All the order minimum configurations listed in this section are for Dollar Amount minimums. All values entered and listed are in $. > [!NOTE] > Collapse/expand this section by clicking the section title. | | **5** | Set Minimum | The minimum dollar amount or item quantity that an order needs to meet to be submitted. > [!WARNING] > This value can **not** be 0. | | **6** | Vendors | The vendor(s) that will have the assigned order minimum. Users can assign one or multiple vendors to a set minimum. > [!WARNING] > A vendor can only be assigned to **one** configuration. | | **7** | Delete | Deletes the associated configuration. | | **8** | +Add | Adds a new vendor minimum configuration to the list in the section where **+Add** is clicked. When clicked, a new line with empty fields will appear. Users will need to enter a minimum value for the configuration type and select the vendor(s) that will have this order minimum configuration assigned. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0HNWGB4V.png) | | **9** | Item Quantity Configurations | All the order minimum configurations listed in this section are for Item Quantities minimums. All values entered and listed represent a quantity of items. > [!NOTE] > Collapse/expand this section by clicking the section title. | | **10** | Save | Saves the form. Users must click Save for any changes made to take effect. | --- ## Set Vendor Order Minimums To set vendor order minimum(s), first open the Order Settings sidesheet, then follow these steps: ****1)** From the sidesheet, elect whether to set a **default** order minimum or **individual** configurations.** **a)** To set a default order minimum that will apply to **all vendors** connected to the organization, select a default configuration type and a minimum value. Then, ensure that the All Vendors toggle is toggled **on**. The configuration is set and can be saved. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YZOH82YV.png) **b)** To set individual order minimums that will apply only to the selected vendors, ensure that the All Vendors toggle is toggled **off**. Then, click **+Add** beneath one of the configuration types ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0H58YYXA.png) ****2)** Enter a **minimum value** **requirement.**** This will either be a dollar amount or an item quantity, dependent on the type of configuration being added. > [!WARNING] > This value **cannot** be 0. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-M2FRRKNJ.png) ****3)** Select the **vendor(s)** to assign to this minimum.** Users can scroll through the list or type in the field to search a specific vendor. One or multiple vendors can be added here. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-SB7IABPQ.png) > [!NOTE] > Vendors that are **not** assigned to an order minimum configuration will **not** have any order minimum requirements. ****4)** Once all necessary vendor minimum requirements have been configured, click **Save**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-S33WW8KH.png) The vendor order minimum(s) will now be applied to purchase orders made for the assigned vendors. --- ## Vendor Order Minimums on the Purchase Order When a [purchase order](/doc/docs/purchase-orders-create-and-enter-a-purchase-order) is created using a vendor that has an **assigned order minimum,** the order minimum will show as a notice in the bottom right of the purchase order form. This notice will remain in **red** until the order minimum is met. When the order minimum is a **dollar amoun**t, the order **Total** will stay in red until it meets it’s minimum threshold. When the order minimum is an **item quantity**, the **Qty Total** will remain in red until the order meets its minimum threshold. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ELGFU6L2.png) Once the order has been completed, and the vendor order minimum has been met, the purchase order can be saved and sent. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UIHDNAO1.png) --- ## Orders That Do Not Meet Minimum Requirements When an order does not meet its assigned minimum requirements, the **Send** button will be disabled, and upon hover-over, users will be told that the order does not meet the vendor minimum. An order that does not meet its order minimum cannot be sent. To send the order, users will have to adjust the items on the order in order to meet the dollar amount or item quantity minimum. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QFC6Z3WB.png) > [!NOTE] > Only users with the **Override Vendor Order Minimums** permission will be able to send an order that does not meet minimum requirements. Access rights granted to users or user roles that dictate what actions they can perform within the system.