Creating Purchase Orders from Inventory Control Reorder Quantities

If you have Sage 300 Inventory Control, you can use the Create POs From I/C screen to create purchase orders from Inventory Control reorder quantities. More...

You can create purchase orders for:

  • All items with less than their maximum quantities on hand.

  • Items with quantities below their minimum amounts.

  • Items with insufficient quantities on hand to meet their sales targets for the number of days you specify.

You create a purchase order for one vendor at a time, using an Accounts Payable vendor number. You also specify the range of items and locations for the order.

Note: The program creates a purchase order for an item and location only if Inventory Control allows the item at the location and the location is active.

  • Set up or update reorder information using the Reorder Quantities screen in Inventory Control.
  • Assign vendor types to item records using the Vendor Details screen in Inventory Control.
  • Determine the vendors, items, and locations for which you want to create purchase orders.
  • Determine the run date to use to select reorder periods from Inventory Control and to assign to the purchase orders you create.
  • Determine the methods by which to select items and quantities to order.
  • Decide what information you need for purchase order optional fields and purchase order detail optional fields.
  • Choose Reorder Report from the Stock Control Reports screen in Inventory Control to print a report of the quantities you need to order.

To create purchase orders from reorder quantities:

  1. Open Purchase Orders > P/O Create Purchase Orders > Create POs from I/C.

    2. For more information, see P/O Create POs From I/C Screen.

  2. Enter the run date.

    3. You enter a run date to identify the reorder period used to determine order quantities, and set the purchase order date.

  3. Specify the vendor number and the ranges of item numbers and locations for which to create purchase orders.
  4. Specify whether to create POs for a specific location or for all locations.
  5. Select the vendor types to include. More...

    Use this option to create POs only if a vendor is listed as Vendor 1, or Vendor 2, and so on, for an inventory item.

    Items in the range you specified are selected if the vendor number for which you are creating a purchase order is one of the selected vendor types in the vendor details record.

  6. Select the method for determining which item numbers to order. More...
    • All Items. Select this option to order all selected items that are below their maximum quantities in Inventory Control.
    • Items Below Minimum. Select this option to order selected items if their quantities on hand are below the minimum quantities entered for them in the Reorder Quantities form in Inventory Control.
    • Items Below Projected Sales for [ ] Days. Select this option to order items for which quantities on hand will be below the period's projected sales for the number of days you type.

      • Note: The run date you specify sets the beginning date of the number of days you specify.

  7. Select the method for determining item quantities. More...
    • Up to Maximum. Select this option to order the quantity of each item that will bring the quantity on hand for the item up to or close to, but not over, the maximum amount specified in the Reorder Quantities screen.
    • Above Maximum. Select this option to order the item quantity that will bring the quantity on hand for each item up to at least the maximum amount specified for the item in the Reorder Quantities screen.

      • Note: This choice can result in quantities that are higher than the maximum amount.

    • Up to Projected Sales for [ ] Days. Select this option to order the item quantity that will bring each item's quantity on hand up to or close to, but not over, the projected sales quantity for the number of days you specify, beginning on the run date.
    • Above Projected Sales for [ ] Days. Select this option to order the item quantity that will increase the quantity on hand for each item to more than the number of units specified as the projected sales of the item over the number of days you specify, beginning on the run date.
  8. Click the Optional Fields tab (if you use optional fields on the purchase orders screen), and specify entries for the optional fields that appear on the purchase orders.
  9. Click the Detail Optional Fields tab (if you use optional fields with purchase order details), and specify entries for the optional fields that appear on detail lines.
  10. Click the Process button to create the purchase orders.

    11. The program creates a purchase order for each vendor in the ranges you specified.

    When the purchase orders have been posted, you see a message that lists the range of purchase order numbers that were assigned.

    Note:  If vendor accounts are on hold, the purchase orders will be created, but the POs will be On Hold.

  • Print a detailed Transaction List for the purchase orders you created, choosing Transaction List from the Analytical Reports folder.

  • Make any changes you need to the purchase orders, using the Purchase Order Entry screen, then post the purchase orders and print copies of them.

  • Print a new copy of the Reorder report in Inventory Control to find out whether you ordered all the items you need.