> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.assisty.ai/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # 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 2. **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 3. **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 4. **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 5. **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 6. **Add Email Recipients** - Enter email addresses for notifications - Separate multiple emails with commas - They'll receive alerts when orders are generated 7. **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) 2. **Performance Chart** - Visual timeline of successful vs failed runs - Helps you spot patterns and issues 3. **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 2. **Review Order Details** - Click on any order to see: - Line items with quantities - Total order value - Which automation created it 3. **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 4. **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 2. **Leverage Product Segments** - Create segments for frequently ordered groups - Reuse across multiple automations - Update once, apply everywhere 3. **Monitor Your Metrics** - High rejection rate? Review your filters - Low approval rate? Adjust order parameters - Use insights to optimize 4. **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*