🛒 Create Purchase Orders

Purchase orders in e-manage|ONE are generated based on orders booked for a project. This ensures costs are properly tied to revenue, allowing accurate profitability tracking for each order.

📋 Prerequisites

• Order Booking: Ensure your order is booked before creating purchase orders. While the system allows creation without booking, this is not recommended.
  
  

• Quote Selection: Confirm the correct customer quote is selected, which includes options from the BOM. This ensures all required items are available for purchasing.

🛠️ Steps to Create Purchase Orders

1. Open the Module:
   Navigate to the Create Purchase Orders module in e-manage|ONE.

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2. 🧾 Select / Create Order

• Select an Order:
  In the Create Purchase Orders window, click the dropdown (as shown) next to the Order field and choose the appropriate order from the list.
  
  

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• Review BOM Structure:
  Once an order is selected, the BOM (Bill of Materials) will populate on the right panel, displaying all options included in the customer’s quote.
  
  

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

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• Send PO On Date:
  Set this date that will apply to ALL Purchase Orders however, you can adjust per PO in the View Purchase Order module after initial creation. Use this field to account for varying vendor lead times so materials arrive when needed and unnecessary warehousing costs are avoided.

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You can easily monitor purchase orders with a future Send PO On Date in the Today Report under POs to Be Issued to Vendor. You can also adjust the Purchase Order dates directly in the View Purchase Order module after initial creation.

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• Ship Via:
  Select a shipping method if it will apply to all purchase orders, or leave it blank to assign different methods as needed. This should auto-populate from the Order Entry module if assigned at time of Order processing.

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• Force One PO per Vendor:
  Use this checkbox to combine items from different phases into a single purchase order per vendor; if left unchecked, one purchase order will be created per phase for each vendor. This is defaulted on and is considered best practice.
  
  

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• Generate Based On:
  Choose how to display the BOM/options: by Option/Phase, Category, or Vendor. The default/best practice the is Option/Phase option.
  
  

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3. ⚙️ Configure Purchase Order Settings:

• Ship To Company Label:
  Set the ship-to address for the purchase order. If a ship-to address was defined in the Order Entry window, it will automatically populate here. You can update it before creating the PO and it can be adjusted per Purchase Order in the View Purchase Orders module after the initial creation.
  
  

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• Mark For and Special Instructions:
  Complete these fields only if the information will be the same across all purchase orders; otherwise, leave them blank and enter details individually in the View Purchase Orders module.

   

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4. 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.
  
  

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🗒️ Notes:

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

• Avoiding Duplicate POs:
  e-manage|ONE automatically prevents items that have already been ordered from being included in new purchase orders.

• Refreshing View:
  Close the View Purchase Orders window before generating additional POs to ensure the screen refreshes correctly.

By following these steps, you can efficiently create and manage purchase orders while ensuring accurate cost tracking and complete order coverage.