Auto Generating Purchase Orders

1. Notes on generating Purchase Orders.

The Auto Generate function in IR will generate purchase orders from both IC and OE and will also allow the import of purchase orders from external systems. In all cases IR will first create a list of items which will be ordered. This interim step will allow the user to:

1. First check the accuracy of the generated list and make corrections. The user can print the list of items which were generated and submit the list to the stock controllers for verification. Items on the list can be edited, quantity, price and supplier changed and lines can be deleted. It is not possible to add new items which were not generated originally.
2. Print a list of the generated items by Vendor/Supplier and submit the lists to the supplier for confirmation of availability/delivery dates and pricing.
3. Store the list for later processing.
4. When all information on the list has been verified and corrected, the list can be posted to create the purchase orders.

As the generated list contains items which will be ordered - and this will naturally affect the min/max and available quantities - only one list is allowed at a time.

The housekeeping option "Consider outstanding orders" in the "Interface with Inventory Control" options will have an effect on the auto generate process and should be set by the user.

2. Generating from OE

When auto generating from OE, each line on OE for which a purchase order line is generated will have a corresponding line in the generated list which will be cross referenced to the OE line and will contain the OE order number. When creating the purchase orders, IR will update the flag on the OE order lines to indicate that a purchase order has been created for the line. This prevents IR from duplicating purchase orders for a single line but does however mean that an item may appear several times on the generated list.

IR gives the user the option to consolidate the lies into a single line per item when the purchase order is created. When the lines are consolidated, the item/OE line link is lost and IR can no longer update the PO flag on the individual OE lines. This means that IR will duplicate the purchase orders if the function is run again on the same OE orders and the user will have to manually control the sequence/OE order numbers on which the generate function has been run.

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