Create Purchase Orders

Owned by Stephanie Pepper (e-manage|ONE)
Last updated: Jun 19, 2024
4 min read

Purchase orders in e-manage|ONE are created based on orders booked for a project. This helps associate costs with the appropriate income to determine profitability per order. Here's how to create and manage purchase orders effectively:

Prerequisites

  • Order Booking: Ensure your order is booked before creating purchase orders. e-manage|ONE will allow creation without booking, but it is not recommended.

  • Quote Selection: Your quote to the customer must be chosen, which includes options from the BOM. This provides the items needed for purchase orders.

Steps to Create Purchase Orders

  1. Open the Create Purchase Orders Module:

    • Navigate to the "Create Purchase Orders" module in e-manage|ONE.

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  1. Check for BOM Errors:

  • e-manage|ONE will check for any errors in the BOM for the default order and notify you. Correct any errors before proceeding.

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  1. Select/Create Order:

  • In the "Create Purchase Orders" window, select the appropriate order from the "Process This Order" dropdown list.

  • The BOM option structure will display, showing all options used in the customer quote.

 

  1. Configure Purchase Order Settings:

  • Ship To Company Label: Set the ship-to address. If a ship-to address is set in the Order Entry Window, it will default here. You can change it if necessary.

     

  • Mark For and Special Instructions: Fill these boxes only if the information will be the same for every purchase order created. Otherwise, leave them blank and set them individually in the "View/Modify Purchase Orders" window.

     

  • Requested Ship Date: Set this date if it will be the same for all purchase orders. Otherwise, set each date individually later.

     

  • Send PO On Date: Similar to the ship date, set this if it will be the same for all purchase orders, or set individually later. This date field should be used to manage varying lead times from different vendors, helping you to avoid unnecessary warehousing costs by ensuring product arrives only when needed.

     

You can easily keep track of any POs set with a future "Send PO On Date" in the "Today Report" under "POs to Be Issued to Vendor."

 

  • Ship Via: Choose a shipping method if it applies to all purchase orders. Leave blank if different methods are needed.

  • Generate By Option: Choose how the BOM/options are displayed: by Option/Phase, Category, or Vendor. The default is Option/Phase.

 

 

  1. Force One PO per Vendor:

  • Use this checkbox to combine items from different phases onto one purchase order per vendor. Unchecked, it will create one PO per phase per vendor.

  1. Generate Purchase Orders:

  • Ensure all options you want are checked and click the "Generate PO's" button. The "View/Modify Purchase Orders" window will open, displaying the newly created purchase orders.

Notes:

  • Adding New Items: If new items are added to the BOM after initial purchase orders are created, revisit this window to generate POs for the new items.

  • Avoiding Duplicate POs: e-manage|ONE automatically prevents items already ordered from being added to new purchase orders.

  • Refreshing View: Close the "View/Modify Purchase Orders" window before generating new POs to ensure it refreshes properly.

By following these steps, you can efficiently create and manage purchase orders, ensuring all items are ordered correctly and costs are accurately tracked.