Articles on: Replenishment Center

Automated Purchase Order User Guide

Automated Purchase Order User Guide


Welcome to Automated Purchase Orders! 🚀


This guide will help you understand and use the Automated Purchase Order feature to streamline your inventory replenishment process.



What is Automated Purchase Order Generation?


Think of it as your intelligent purchasing assistant that:

  • 🤖 Automatically creates purchase orders based on your inventory needs
  • ⏰ Runs on your schedule (daily, weekly, or monthly)
  • 📧 Notifies you when new orders are ready for review
  • ✅ Gives you full control with an approval workflow


Important: This feature builds on your existing purchase order system - it doesn't replace it, it enhances it!



Why Use Automated Purchase Orders?


Save Time ⏱️

  • 80% reduction in time spent creating routine purchase orders
  • No more manual checking of reorder points
  • Bulk creation of orders across multiple suppliers


Reduce Errors 🎯

  • Consistent ordering based on your rules
  • Never miss a reorder point again
  • Automatic calculations ensure accuracy


Stay in Control 🛡️

  • Review and approve before orders are finalized
  • Set min/max order values
  • Choose exactly which products to include


Scale Effortlessly 📈

  • Handle hundreds of products without extra work
  • Manage multiple suppliers simultaneously
  • Perfect for growing businesses



How It Works - The Journey


1. You Set Up      →  2. System Monitors  →  3. Orders Generated  →  4. You Review & Approve
   (One time)            (Automatically)        (On schedule)           (Stay in control)



Getting Started - Step by Step


Step 1: Create Your First Automation Configuration


  1. Navigate to the Automation Config page
  • Go to Menu → Purchase Orders → Automated PO Config
  • Click the "New Configuration" button


  1. Set Basic Information
  • Name: Give your configuration a descriptive name (e.g., "Weekly Kitchen Supplies Reorder")
  • Supplier: Select which supplier this automation is for
  • Location: Choose the location for inventory checks


  1. Choose Your Schedule
  • Daily: Runs every day at your chosen time
  • Weekly: Runs on a specific day each week
  • Monthly: Runs on a specific date each month

> 💡 Tip: Start with weekly to test the system, then adjust based on your needs


  1. Select Products to Monitor

You have two options:

Option A: Use Filters (Recommended for flexibility)

  • Click "Add Filter"
  • Choose criteria like:
    • Category equals "Kitchen Supplies"
    • Supplier equals "ABC Distributors"
  • Combine multiple filters for precise selection

Option B: Use Product Segments (If you already have saved segments)

  • Select from your existing product segments
  • Great for reusing complex filter combinations


  1. Set Order Rules
  • Minimum Order Value: Orders below this won't be created
  • Maximum Order Value: Orders will be split if they exceed this
  • Example: Min $500, Max $5,000


  1. Add Email Recipients
  • Enter email addresses for notifications
  • Separate multiple emails with commas
  • They'll receive alerts when orders are generated


  1. Save and Activate
  • Review your settings
  • Toggle "Active" to enable the automation
  • Click "Save"



Step 2: Monitor Your Automation Dashboard


Access your dashboard at Menu → Purchase Orders → Automation Dashboard


What You'll See:


  1. Summary Cards showing:
  • Total POs Created
  • Total Value Ordered
  • Total Items Ordered
  • Approval Rate (% of POs you've approved)


  1. Performance Chart
  • Visual timeline of successful vs failed runs
  • Helps you spot patterns and issues


  1. Generation History
  • List of all automation runs
  • Click any entry to see details
  • Shows which configuration ran and when



Step 3: Review and Approve Generated Orders


  1. Check for New Orders
  • Go to Menu → Purchase Orders → Unapproved POs
  • You'll see all draft orders awaiting approval


  1. Review Order Details
  • Click on any order to see:
    • Line items with quantities
    • Total order value
    • Which automation created it

  1. Take Action
  • Approve: Converts to a regular purchase order
  • Reject: Cancels the order (with reason)
  • Bulk Actions: Select multiple orders to approve/reject at once


  1. What Happens After Approval?
  • Approved orders appear in your regular PO list
  • You can edit them like any manual PO
  • Send to suppliers as usual



Best Practices 🌟


Start Small

  • Begin with one supplier and a simple product filter
  • Run for a few weeks to understand the pattern
  • Gradually add more configurations


Timing Matters

  • Schedule runs for early morning (e.g., 6 AM)
  • This gives you time to review before business hours
  • Avoid scheduling multiple configs at the same time


Filter Tips

  • Use category filters for broad selections
  • Add price range filters to control order values
  • Test your filters before activating


Review Regularly

  • Check your dashboard weekly
  • Look for patterns in rejections
  • Adjust configurations based on results


Email Management

  • Include your purchasing manager
  • Add a backup person for vacation coverage
  • Keep the recipient list updated



Common Questions & Answers


Q: Will this replace my manual purchase orders?

A: No! This only automates routine reorders. You can still create manual POs anytime.


Q: What if I'm not ready to approve an order?

A: No problem! Orders stay in draft status until you approve them. There's no time limit.


Q: Can I edit an automated order before approving?

A: Yes! After approval, it becomes a regular PO that you can edit.


Q: What happens if the automation fails?

A: You'll see it in the dashboard with an error message. The system will try again on the next schedule.


Q: Can I pause automations temporarily?

A: Yes! Just toggle the "Active" switch off in the configuration.



Troubleshooting Guide


No Orders Generated?

  • Check if products match your filters
  • Verify reorder points are set correctly
  • Ensure the configuration is active


Orders Too Large/Small?

  • Adjust your min/max order values
  • Refine your product filters
  • Check reorder quantities


Not Receiving Emails?

  • Verify email addresses are correct
  • Check spam folders
  • Ensure notifications are enabled



Pro Tips 💪


  1. Use the Test Run Feature
  • Before activating, run a test
  • See what orders would be generated
  • Fine-tune without consequences


  1. Leverage Product Segments
  • Create segments for frequently ordered groups
  • Reuse across multiple automations
  • Update once, apply everywhere


  1. Monitor Your Metrics
  • High rejection rate? Review your filters
  • Low approval rate? Adjust order parameters
  • Use insights to optimize


  1. Seasonal Adjustments
  • Create separate configs for seasonal items
  • Activate/deactivate based on season
  • Adjust quantities as needed



Getting Help


Need assistance? Here's how to get help:


  1. In-App Help: Click the (?) icon on any page
  2. Support Team: Contact support@yourcompany.com
  3. Video Tutorials: Available in the Help Center
  4. Live Chat: Available Monday-Friday, 9 AM - 5 PM



Ready to Get Started?


You're now equipped to transform your purchasing process! Remember:

  • Start with one simple configuration
  • Review the results regularly
  • Adjust based on your experience


Your first automated PO is just a few clicks away! 🎉



Last Updated: 2024-12-20


Updated on: 26/06/2025

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