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.

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.

Add a new purchase order.

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

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.

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

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

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

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.

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.

Price

Price paid by purchase format.

Total

Total $ amount of this received item.

Add an item to the purchase order.

Modify an item on the purchase order.

Remove an item from the purchase order.

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

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.

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.

Price

Price paid by purchase format.

Add this item to the purchase order.

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.