This document walks you placing a part on the Orderlist, using the Suggested ReOrder function, creating the Purchase Order, and ordering the part.
To begin a new parts PO, the parts need to be on the Parts Ordering List. From here, parts that need to be ordered can be added. The OrderList can be opened from the menu tree or from an invoice.
Open the Orderlist From the Menu Tree
- Open the Parts & Service module
- Select number (201) Orderlist from the Parts & Service tree on the left of the screen.
Open the Orderlist From a Parts or Service Invoice
- Open the Parts & Service module.
- Open either a parts invoice or a service invoice.
- Click the Order Parts button in the bottom left of the invoice.
Parts Ordering List
The Parts Ordering List will give all the part information and fields to customize the order, like Quantity, Pack Ratio, Supplier, and Comments.
Add Parts to Order List With Suggested Reorder
If you have the part set up in Master Inventory with the Min/Max reorder method, once that minimum required number has been met, the part will show up on the order list automatically when you choose the Suggested Reorder button on the Order List.
The Suggested Reorder List as a way to populate all the parts in the master inventory that need re-ordering. This can be done by Supplier or by the entire master inventory.
To select a specific entity, choose from the Entity or Entity Number drop down.
Add Parts to Order List from a Parts or Service Invoice
Add part lines to a parts or service invoice.
If the Total on Hand is less than the quantity needed, you can view this in the parts area below.
Click the Order Parts button. This will open a new window.
Verify that the part(s) you wish to order have the box checked in the order column.
You can choose the Place Directly On Order button to immediately create a purchase order for the part. This would be considered a special order.
Clicking the Place On Order List button will add the part(s) to the Order List, where you can create orders for one or more suppliers at once. These parts will show the invoice number in the comments on the order list, on the order, and on the receiving ticket.
Add Parts to Order List Manually
Click in the starred, gray row to enter the part number you wish to add.
Enter the quantity you wish to order.
Create Purchase Orders (POs)
After adding each part you want to order to this list, click the Create POs button. The Create POs button will create the PO Invoice and give it an invoice number. If there are parts are being ordered from multiple suppliers that, the system will create a PO for each supplier on the Order List.
*With multiple parts being available from different vendors, the Purchase Order system will always display the cost of the part from each Price Book and alert the user if they can get this part for cheaper from a different vendor.
On the Purchase Order, the supplier’s information shows at the top of the invoice and it lists all the parts that have been ordered and relation to that supplier.
Note: This is your last point to add or subtract anything from the PO before ordering.
Once everything is set, click the Order Now button and this will order the PO.