Create a purchase order from the reorder list

The reorder list groups items by supplier, with a separate card and Create PO button for each supplier. You cannot select individual items on the list: the button takes every item on that card that can be ordered, so you order one supplier at a time.

Create the order

1. Open Inventory from the top menu, then Reorder List.
2. Choose the list you want in the list selector.
3. Stay on the Live tab.
4. Find the supplier's card. The supplier's name is on the left of the card header.
5. Enter a quantity in each product's Qnt to reorder box where you already know how much to order.
6. Select Create PO on the right of the same card header.
7. Check the quantities and unit prices on the Create Purchase Order page. Change either one on the order form if the supplier has quoted something different.
8. Change the PO date only if the order is dated differently. It is already filled in with today's date.
9. Choose a Ship To Warehouse and a Tax on every line.
10. Enter a quantity or remove any lines with a quantity of zero.
11. Select Save.

The Create Purchase Order page opens with the supplier already chosen and one line for each of that supplier's items on the list that can be ordered. The order is not complete on arrival: Save remains unavailable until Ship To Warehouse and Tax are set and every line has a quantity above zero.

Quantities and unit prices

Each line starts with the item's Qnt to reorder, or the product's Suggested Qnt if Qnt to reorder is empty. The line uses the unit price recorded on the product. Changes made on the order form do not change the product record.

If Qnt to reorder is empty and Suggested Qnt shows a dash because automatic safety stock calculation is off, the line starts at 1. If Suggested Qnt is zero, the line starts at 0 and the page warns Suggested quantity is 0 (not needed yet).

Zero is the normal figure when a product's stock in hand, less any units held for supplier claims, plus stock already on approved orders is above its reorder point. If the product has no unit price, the line arrives at zero. Check both the quantity and unit price before saving.

Items that cannot be ordered

A deleted or inactive product stays on the card with a Deleted or Inactive badge but is left off the order. If every item on a card is deleted or inactive, Create PO is unavailable. Remove such items from the list.

A product with no supplier on its record never appears on either tab of the reorder list, even though you can still add it. There is no card for it, so you cannot order it from here. Set a supplier on the product if you want it to appear.

What happens after you save

Items still on the order leave the Live tab and appear on the History tab under the new PO number, with the quantity ordered. If you delete a line from the order before saving or switch it to another product, its item stays on the Live tab.

Items belonging to other suppliers are untouched and stay on the Live tab. Create a separate order from each supplier's card.

If a purchase order made from the list is deleted, its items return to the Live tab unless the same product has been put on the list again since.

Review the history

The two tabs at the top of the page split the list: Live shows what still needs ordering, and History shows what has left the list. Each tab displays a count when there is something on it.

History groups items by the purchase order that took them off the list. Each group shows the supplier, a PO number linked to the order, how many of its items were ordered, and the quantity ordered for each item. Items removed by hand are grouped separately under Manually removed, with no PO number, and marked Not ordered.

Above the History groups, you can filter by supplier, PO number, or the date items left the list. Use the PO filter to check what a particular order was meant to cover. The date filter matches one exact day, not a range. A button to clear the filters appears once you have set one.

Permissions

Create PO appears only for people allowed to create purchase orders. This requires the Create / Edit / Delete Purchase Orders permission listed under Purchase Orders in a member's permissions.

If items do not move to history

The order is saved first, and the list is cleared second. In the rare case that clearing the list fails, the app says the purchase order was created but its products were not moved to History, so they are still on the reorder list.

Check the History tab before ordering again. Remove the items by hand rather than creating the order twice.