Create Reorders

The Create Reorders window is used to review and finalize product reorder information before batch creating Purchase Orders.

The Create Reorders window can be accessed from the Purchasing menu or by selecting products in the Inventory Manager and using the Reorder action to add them to the Create Reorders window. The Manage Reorders purchasing permission is required.

Selecting Products for Reorder

Products to be reordered must be loaded into the Create Reorders window. This can be done from the Inventory Manager window:

  1. Open the Inventory Manager.
  2. Use the View menu to select the Restocking bar, then select the Reorder button.
  3. Check off all the products.
  4. Select Action → Create Reorders.
Tip

Only inventoried, assembly, and non-inventoried products can be reordered. The product and its warehouse must also be active.

While these products can be selected from any Inventory Manager button, the Reorder button on the Restocking bar is designed to show only products which meet the criteria of needing to be reordered.

For more information, view the Inventory Manager docs.

Tip

The "Is Assem Component" column in the Inventory Manager indicates that this product is a component of an assembly product.

Before reordering these products, you may want to Create Assemblies since creating an Assembly Session could create demand on these products, affecting the reorder quantity.

Tip

In the Create Reorders window you can also use the Add Products button as a shortcut to opening the Inventory Manager window.

Editing Reorders

Once products have been loaded into the Create Reorders window, products can be reviewed and updated prior to creating purchase orders.

The right pane of the window shows the Product info, Preferred vendor (if one exists), and Warehouse quantities that are used to generate the Restock Qty.

In the grid, you can edit the PO Vendor, Vendor Product ID, PO Qty, PO Unit, and PO Price.

PO Vendor
The PO Vendor dropdown shows the Vendor, Vendor Name, Vendor Prod ID, Price, Unit, Last PO Price, Last PO Unit, and Lead Time in days.

The "Last PO" is defined as the most recent Purchase Order, based on Entered Date, for this product and vendor combination with an Issued or Completed status. If multiple POs match, the one that has the same vendor Product ID will be selected, otherwise the most recent will be selected.

Acctivate supports the same vendor being associated with a product multiple times as long as each vendor record has a unique Vendor Product ID. When multiple Vendor Product ID records exist for a product, the PO Vendor dropdown will show "multiple" for the Vendor Product ID. Likewise, "Multiple" will be shown if multiple price units exist.

If multiple prices and lead times exist, then the range of prices and lead times will be displayed from low to high.

After selecting the vendor, use the Vendor Product ID dropdown to select a specific Vendor Product ID record.

PO Qty
Unless it has been previously overridden and saved, the PO Qty will default to the Suggested Restock Qty (See the Suggested Restocking Qty formula for more information) which is in stocking units or, if the preferred vendor's default unit is different than the stocking unit, the PO Qty will be converted to the vendor's unit.

For example, let's assume a product is stocked in Ea and the Suggested Restock Qty is 11. If the preferred vendor's default purchase unit is Dz (12 Ea), then the PO Qty field would default to 1 Dz, which means 12 Ea will be purchased.

Whenever the PO Unit is different than the stock unit, a Purchase Qty section will appear in the right panel to show the quantity that will be ordered in purchase units and stocking units.

Restore Suggested
If you've made changes to any fields in the grid but want to revert back to the current Suggested PO Qty, use the Restore Suggested menu to restore the default suggestions for all, all selected, or all unselected.

Remove Products
To remove products from the Create Reorders window, use the Remove menu to remove all, all selected, or all unselected.

Print Proof
Optionally, after editing information, use the Print Proof button to print an Inventory Reorder Proof or Inventory Reorder Proof by Supplier report for review before creating purchase orders. The Proof reports include all products in the Create Reorders window.

Creating Purchase Orders

After reviewing and finalizing the purchase order information, use the Create POs button to generate purchase orders for the selected products.

One purchase order per vendor and warehouse will be created.

Users must have the Maintain permission for Purchase Order to create POs. Purchase orders will be created with the Issued Purchase Order Status, therefore the Issue Purchase Orders permission is required.

Tip

After creating purchase orders, you can use the Purchase Order Manager to batch print or email them.

You can quickly locate these POs by creating a custom button that includes your default PO status and Printed = No