In Purchasing & Receiving, there are various ways to create and receive a Purchase Order. Below is a high-level explanation of each type, along with when you want to use each type.
Safety Stock Replenishment
This method not only takes into account what you are selling but also:
Your current inventory is correct.
What is getting returned and if it’s going back on the shelf or back to the supplier.
If items are special order products or regular products.
If products are seasonal products.
How frequently you purchase from your supplier.
How long does it take for the products to make it to you once you have placed your order.
It will adjust the quantities needed based on Out of Stock periods.
Expired Products
Store use
Shrinkage
This is best way to generate a purchase order. The more you use it, the smarter it gets.
Sales Qty Replenishment
When you are just starting out with our system, unless you had your sales history imported, you will not have enough history in the system for Safety Stock Replenishment to accurately forecast what you need to order.
For this reason, we have Sales Qty Replenishment.
For your first 2-4 weeks with the system, you may want to use this method of ordering. If you are running this style of order, please be aware that if you sell 3 cans from a case of 12, the system will want to order 12 replacement cans.
You will want to keep an eye on any item with a minimum order quantity.
Manually Create - All Products
You can use this method to add all products that a supplier provides and remove any products that you do not want to place on the order.
All quantities associated with the purchase order will be set to their minmum order quantity, and you can adjust the quantities as necessary.
Manually Create - Empty Purchase Order
You should use this method anytime you know exactly what you would like to order and don’t need the system to generate the order for you.
For example, if you need to place a small order with four products on it, this is your go-to PO.
Manually Create - Lowest Cost Products Only
This method will add every product that you can order, from a supplier where that supplier has the lowest cost, to a purchase order.
All quantities associated with the purchase order will be set to their minmum order quantity, and you can adjust the quantities as necessary.
This purchase order method is great if you want to review what items can be ordered and are cheapest from a particular supplier and allows you to quickly train the system for any adjustments you might want to make.
Manually Create - Non-Lowest Cost Products Only
This method will add every product that you can order, from a supplier where that supplier has the more expencive cost, to a purchase order.
All quantities associated with the purchase order will be set to their minmum order quantity, and you can adjust the quantities as necessary.
This purchase order method is great if you want to review what additional items can be ordered from a particular supplier and allows you to quickly train the system for any adjustments you might want to make.
Manually Create - Product Auto Order Disabled Only
This method will add every disabled product that you can order from a supplier,
For example, you have specific products that have been set to where they cannot automatically be added to a purchase order for you.
This purchase order method can be used to review and re-train the system for any product that has been disabled, but now needs to be re-enabled for the system to automatically order again.
Manually Create - Special Order Products Only
This method will add every Special Order product that you can order from a supplier.
This purchase order method is to review and re-train the system for any product that you might have marked as Special Order in the past, but now want to change to be a regularly stocked product.
Manually Create - Supplier Auto Order Disabled Only
This method will add every product that you can order from a disabled supplier,
Disabled supplier meaning, you told the system you don’t want to ever auto order from that supplier.
This purchase order method is great to review and reenable those products from the selected supplier again.
Duplicate POs
Duplicate can be used for POs that you want to re-order.
Open a closed PO and select Duplicate and it will send it back to the Purchasing tab for submission.
You can add or remove products that were not on the origial order, or a duplicated order can be used as a template for future orders.
Schedule PO:
Example: If you order from a supplier every Sunday, the Schedule button allows you to generate POs automatically.
Once you have set up the parameters, next Sunday the PO will be sitting in the Purchasing tab for you to review.
Go to the Purchasing tab
Select the Schedule button
Select New
In Manage Scheduled PO you can:
- Enable the system to schedule the POs for this supplier.
- Select the supplier you want to schedule for.
- Set which locations the system will order for.
- Limit what products are ordered, based on if this supplier has the lowest cost.
- Delete the PO if the minimum order amount is not met. If this is not checked, the PO will be in the Purchasing tab. If it did not meet the minimum order amount, it will warn you when you try to submit it.
- Auto Submit PO to supplier is the goal for Purchasing an Receiving. After you have trained the system to the point you rarely have to correct the scheduled POs, you can check this box and it will create and send the POs to the supplier without you having to look at it. The system is usually fully trained for this at about six months to a year.
- Set your start date.
- Set how often you want it to order.
- Set what time you want it to generate.
- Set what days you want it to generate.
When you have all of the parameters set, hit Add and they system is ready to go.
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If you have ordered outside of Pinogy and need to scan items in, there is an additional way to create a PO from receiving as well. |
Select New PO from Receiving. Choose your Supplier and Generate
From here press Add. Scan or add in your items then finalize.
