# Purchase Order

### Purchase Order

With this option you can create a new purchase order either from scratch, or using a previous order as a template, or then again with the purchase order expert, a new and powerful decision making tool.

This screen displays all previously created purchase orders, unless they have been deleted or processed partially or completely through the merchandise reception option. Purchase orders imported from central purchasers at a head-office are also included. The imported file name must be PoImportxxxx.xml, where xxxx is a sequential number that must not conflict with previously imported purchase orders.

**Deleted**

Enable this option to delete a purchase order as soon as the New or Close buttons are clicked.

{% hint style="info" %}
NOTE: This has exactly the same effect as selecting the Purchase Order and clicking the Delete button.
{% endhint %}

**PO #**

Sequential number of existing purchase order. If a purchase order was created by the order expert and was not edited since its creation, this number is preceded by an icon.

**Supplier**

Supplier name of existing purchase order.

**Order Date**

Date of creation of the existing purchase order.

![Button - New](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-New\(PO\).jpg)

Add a new purchase order.

![Button - Modify](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Modify\(PO\).jpg)

Select an existing purchase order and click the Modify button to change its properties.

![Button - Delete](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Delete\(PO\).jpg)

Select an existing Purchase Order and click the Delete button to mark it for deletion. This will activate the Deleted checkbox on the select PO.

NOTE: Doing this has the same effect as ticking the Deleted checkbox.

![Button - UnDelete](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-UnDelete\(PO\).jpg)

Click the UnDelete button to cancel the deletion of a purchase order. This will clear the Deleted checkbox.

![Button - Export](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Export\(PO\).jpg)

Creates an XML file ready to be exported to the central purchasers at a head office.

{% hint style="info" %}
NOTE: The file will be exported to the location defined in the XML directory line of Inventory Management / View / Options / Purchase Order branch.
{% endhint %}

***

### **Purchase Order Creation**

**New purchase order**

Create a new purchase order from scratch.

**Copy from an existing purchase order**

Create a new purchase order using a previous purchase order as a template. This is useful when often ordering the same items from the same supplier.

**Purchase Order Expert**

Create a purchase order with improved decision making tools using either minimum and maximum, or production schedule, both based on our previous planning reorder functions, or then again the new and powerful sales history.

***

### **Purchase Order Expert**

**Reorder Using Minimum and Maximum**

This option generates a purchase order showing what should be reordered so that the inventory does not stay under its pre-set minimum. It will suggest the quantity to order in the buying format so that the inventory gets as close as possible to its pre-set maximum without going over this maximum.

**Reorder Using Production Schedule**

This option generates a purchase order according to the information you have entered within the production schedule option.

**Reorder Using Sales History**

This very powerful new option generates a purchase order according to the sales history. This tool calculates average of inventory item use, as well as client and meal count for the last weeks, and prompts you with the average client count or meals for the upcoming week. From the expected number of clients or meals entered manually, it will generate purchase orders.

***

### **Expert Information**

{% hint style="info" %}
NOTE: This screen is available through the Expert Info button on the Purchase Order Detail screen only if one single purchase order is being created for one single supplier, using the Purchase Order Expert Sales History feature, and will not be available when later revising this same purchase order.
{% endhint %}

**Item**

Inventory item added to your purchase order.

**Unit**

Ratio between the inventory format and the buying format.

**End Stock**

Quantity on hand in inventory format.

**Average Use**

Quantity used in an average week, in inventory format.

**Ordered**

Quantity to order so that after you have served the number of meals or customers entered in the Purchase Order Expert Sales History Parameter screen, the quantity left on hand is as close to the maximum quantity programmed, without going over.

**Format**

Purchase format.

***

### **Purchase Order Supplier Selection**

**All Suppliers**

Enable all suppliers to create multiple purchase orders at ounce.

**Supplier**

Enable from the list a supplier for which to create a purchase order.

**Reception Date**

Date you last received an order from this supplier.

***

### **Purchase Order Creation Parameter**

**Clients**

Enter the number of clients expected to be served this week compared to the suggested average number of clients served in the preceding 6 weeks, except for the busiest and quietest week. From this expected number of clients, the purchase order expert will calculate the expected required inventory items to generate purchase orders.

**Meals**

Enter the number of meals expected to be served this week compared to the suggested average number of meals served in the preceding 6 weeks, except for the busiest and quietest week. From this expected number of meals, the purchase order expert will calculate the expected required inventory items to generate purchase orders.

***

### **Purchase Order item Detail**

**Item**

Enable this option to add an inventory item to your purchase order.

**Code**

Enable from the list the inventory item to add to your purchase order.

**Current supplier item list**

Enable this option to limit the code list to items whose current supplier is the selected supplier.

**Show Inactive**

Enable this option to also display purchase inventory items with the Inactive option enabled.

**Quantity**

Quantity received for this item.

{% hint style="info" %}
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful if the actual received product is in 26 ounces bottles.
{% endhint %}

**Price**

Price paid by purchase format.

**Account**

Enable this option to add a general ledger account to your purchase order.

**Code**

General ledger account to be added to.

**Amount**

Amount to add to the general ledger account.

***

### **Purchase Order Selection**

**P.O.**

Original purchase order sequential number.

**Date Created**

Date when the original purchase order was created.

**Location**

Inventory location where the merchandise was received.

**Purchase order detail**

**Description**

Item description.

**Quantity**

Quantity of items received

***

### **Purchase Order Information**

**P.O. Number**

New purchase Order sequential number.

**Location**

Enable the location where the merchandise will be received.

**Delivery Date**

Enter the date when you expect to receive the merchandise.

***

### **Purchase Order Detail**

**PO #**

Purchase order sequential number.

**Supplier**

Supplier from whom you made the purchase.

**Delivery**

Expected merchandise reception date.

**Location**

Inventory location where the merchandise will be received.

**Code**

Product code.

**Description**

Item description.

**Quantity**

Quantity of items ordered.

**Format**

Purchase format.

{% hint style="info" %}
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful is the actual received product is in 26 ounces bottles.
{% endhint %}

**Price**

Price paid by purchase format.

**Total**

Total $ amount of this received item.

![Button - Add](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Add.jpg)

Add an item to the purchase order.

![Button - Modify](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Modify.jpg)

Modify an item on the purchase order.

![Button - Remove](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Remove.gif)

Remove an item from the purchase order.

![Button - Fast](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Fast.jpg)

Use the fast entry mode to add items to the purchase order.

![Button - Expert Info](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-ExpertInfo.jpg)

Use the Expert Info button to see the Sales History information that was used by the Purchase Order Expert to calculate the recommended items and quantities.

{% hint style="info" %}
NOTE: This button only appear if one single purchase order is being created for one single supplier, using the Purchase Order Expert Sales History feature, and will not appear when later revising this same purchase order.
{% endhint %}

Total

Total $ amount of all items entered in the purchase order.

**Item**

Enable from the list the inventory item to add to your purchase order.

**Current supplier item list**

Enable this option to limit the code list to items whose current supplier is the selected supplier.

**Show Inactive**

Enable this option to also display purchase inventory items with the Inactive option enabled.

**Quantity**

Quantity received for this item.

{% hint style="info" %}
NOTE: If the Extended Format Description option is enabled in Inventory Management / View / Options, the Purchase format is followed by (inventory quantity and format). Example: Vodka 10 bottles (40 ounces). This is helpful is the actual received product is in 26 ounces bottles.
{% endhint %}

**Price**

Price paid by purchase format.

![Button - Add](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Add.jpg)

Add this item to the purchase order.

![Button - Close](https://documentation.payfacto.com/POS/MaitreD/Fulldoc/assets/images/MaitreDCommon/Buttons/MDButton-Close.jpg)

Exit fast entry mode.

***

### **Answer Files List**

Once the SYSCO server has treated the Purchase Order files, it returns Answer files of it's own in the path defined in Inventory Management / View / Options / Purchase Order. When accessing the Purchase Order screen, if Maitre'D finds such files in that folder, it displays them in the Answer File List.

**PRINT**

Select an answer file name and click this button to open that file in Notepad, ready to be printed.

**REMOVE**

Select an answer file name and click this button to delete it from the list.