MGR also allows you to enable the automatic creation of purchase orders behind the scenes with automatic correction when/if needed. After the PO line item has been created the system will still monitor the current stock levels and adjust the PO line item quantity automatically. Please note that the PO line item could go up or down or even not be needed anymore in that case it will be deleted from the PO automatically.
This following process will enable the system to create the “Purchase Orders” automatically from the “Back Orders” or “Low Stock” thresholds created in the system, without manual intervention however there are a few things to consider.
- For a PO to get created automatically, the products must be assigned to a supplier.
- Depending on your PO workflow you will need to enable the following via the shop settings.
- Create a purchase order from backorders automatically: Enable this option if you want the system to create PO automatically based on “Back Order“.
- Backorders PO Corrections Automatically: Corrections are the process when the system monitors the current stock levels after the PO line item has been added and adjusts the stock accordingly. If you don’t need it then leave this option off but bear in mind that the PO line item quantity will not change once added.Once the PO has been created from the “Back Order“, let’s say you have 5 in the PO line item and you want to wait a few days before you send this to the supplier, during this time you could have got one from another shop or someone returned it as they don’t want it anymore or you may have added the stock manually. In those cases, the “PO Correction” process will readjust the PO line items based on the current stock level. Also, there might be a case when you only have one line item with 1 quantity and you transferred the stock from another shop in such a case the system will delete the line item and if there was only one line item then it will delete the PO as well. The “Correction” process will make sure that PO line items will have the correct quantity. Please note that this option will ONLY alter the line items created from the “Back Order” automation.
- Create a purchase order from the low stock automatically: Enable this option if you want the system to create PO automatically based on “Low Stock“. Please note that by default the system will use the “Re-Order Quantity” as the line item quantity unless you have the below setting “Create PO Quantity Based on Desired Quantity” enabled.
- Create PO Quantity Based on Desired Quantity: Enable this option if you want the system to create PO automatically based on “Desired Quantity“.
- Other PO Corrections Automatically: Corrections are the process when the system monitors the current stock levels after the PO line item has been added and adjusts the stock accordingly. If you don’t need it then leave this option off but bear in mind that the PO line item quantity will not change once added.Once the PO has been created from the “Low Stock” or “Manually“, let’s say you have 5 in the PO line item and you want to wait a few days before you send this to the supplier, during this time you could have got one from another shop or someone returned it as they don’t want it anymore or you may have added the stock manually. In those cases, the “PO Correction” process will readjust the PO line items based on the current stock level. Also, there might be a case when you only have one line item with 1 quantity and you transferred the stock from another shop in such a case the system will delete the line item and if there was only one line item then it will delete the PO as well. The “Correction” process will make sure that PO line items will have the correct quantity. Please note that this option will ONLY alter the line items created from the “Low Stock” automation or “Manually“. Please note that you can use the reorder quantity as “Desired Stock” as well because the system does the adjustments automatically.
Once the above options are enabled the system will start monitoring the “Back Orders” and “Low Stock” behind the scene and when you’re ready send the PO to your supplier. If you are using integrations then the system can submit the PO to your supplier as well.
