Guide: Creating Purchase Orders from the Buying Table

The Buying Table helps you identify products that need restocking based on historical sales, current inventory, and supplier lead times. You can then use it to create Purchase Orders (POs) efficiently.

Steps to Create a Purchase Order:

Navigate to the Buying Table:

Access the "Reorder Suggestion" section within the Replenishment Center module.

Filter and Find Products (Optional but Recommended):

Use the filter bar at the top of the table to narrow down the product list:

Date Range: Select a period for sales data analysis.

Location(s): Choose one or more store locations to view inventory and sales specific to them. You can select "All Locations (Show All)" or pick specific ones.

Supplier: Filter by a specific supplier or view products from all suppliers.

Product Filters: Click "Filter Products" to apply more advanced filters based on product attributes (e.g., category, stock status).

Active filters will be displayed below the filter bar. You can clear them individually or all at once.

Review Product Information:

Each row in the table represents a product variant. Key columns to review include:

Product: Description, variant name, SKU, barcode, supplier, and variant ID.

Historical Sales:

Current Stock: Shows current inventory quantity with a color-coded chip (Green: Good, Yellow: Warning/Low, Red: Critical).

Incoming: Quantity on its way from existing POs.

Daily Sales: Average units sold per day.

Days Remaining: Estimated days of stock left.

Reorder Date: Suggested date to place a new order.

Suggested Qty: The system's recommended quantity to reorder.

Enter/Adjust Reorder Quantities:

In the "Reorder Qty" column for each product you wish to order, enter the desired quantity.

The "Total" column will update automatically based on the quantity and the product's average unit cost.

Note: If you enter a quantity greater than 0 for a product, it will be automatically selected (checkbox ticked) for the PO.

Select Products for the Purchase Order:

Ensure all products you want to include in a PO are selected using the checkboxes in the first column of the table.

You can manually check/uncheck items.

Initiate Purchase Order Creation:

Once you have selected all desired products and set their reorder quantities, click the "Create Purchase Order" button located at the top right of the table header.

This button will be disabled if no products are selected.

Complete the "Create Purchase Order" Dialog:

A dialog box will appear.

a. Select Delivery Location:

From the "Select Delivery Location" dropdown, choose the store location where the ordered stock should be delivered. This field is required.

b. Review Products by Supplier:

The selected products will be grouped by their assigned supplier.

Each supplier section will show:

Supplier Name and the number of products from that supplier.

A table listing the products, their details (name, SKU, barcode), and the reorder quantity you specified.

Unknown Suppliers:

If a product's supplier is "Unknown Supplier" or not assigned, a warning icon and message will appear for that group.

You cannot create a PO for products with an unknown supplier directly from this dialog. These products need to be assigned to a supplier first (this is typically done in the product management section).

The "Create PO" button for an unknown supplier group will be disabled.

c. Create PO for Each Supplier:

For each supplier group you wish to order from (and for which a delivery location is selected and the supplier is known):

Click the "Create PO" button next to the supplier's name.

The button will show a loading spinner while the PO is being created.

Once successful, the button will change to "Created" with a checkmark, and a "View PO" button will appear.

A success message will briefly appear at the bottom of the screen (e.g., "Purchase Order #12345 for Supplier X created.").

Products included in a successfully created PO will be removed from the "Create Purchase Order" dialog and deselected from the main Buying Table.

d. Remove Products (Optional):

If you decide not to include a specific product in a PO before* creating it for that supplier, you can click the delete (trash can) icon in the "Actions" column within that supplier's product list in the dialog. This will remove it from the current PO batch.

Review Recently Created POs:

As you create POs, they will be listed at the bottom of the "Create Purchase Order" dialog under "Recently Created POs."

You can click on any PO in this list to navigate directly to its details page.

There's also a "View Created POs" button to go to the main Purchase Orders listing page.

Closing the Dialog:

Once you have created all desired POs, you can close the dialog by clicking the "X" icon at the top right or by clicking outside the dialog.

Important Notes:

Product Selection is Key: The main "Create Purchase Order" button (top of the table) is only active if you've selected products.

Delivery Location is Required: You must select a delivery location in the dialog before any "Create PO" button for a supplier becomes active.

Supplier Assignment: Products must be assigned to a known supplier to be included in a PO. Address any "Unknown Supplier" items by updating product details.

Loading Indicators: Buttons will show a loading spinner during processing. Please wait for the action to complete.

Local Storage: Your selected products for a PO are temporarily remembered by your browser. If you close the browser or refresh before finalizing, you might need to re-select.

Updated on: 08/05/2025