How do I create an automatic purchase order?
Streamlining Your Restocking Process with Ease
Written by Michael Cook
Updated at February 22nd, 2024
Introduction
Maintaining an optimal level of inventory is key. Automation of purchase orders can significantly streamline this aspect of your operations, ensuring you have the right products, in the right quantities, at the right time. XSite's automated purchase order system is designed to forecast your needs based on sales data, making inventory management more efficient than ever.
Creating an Automatic Purchase Order in XSiteIO
- Navigate to ‘Price Book’ in the side menu.
- Select ‘Inventory’, and then ‘Purchase Orders’ tab to manage your orders.
- Use the drop-down menu at the top of the screen to choose the site for which the order will be placed.
- Select your preferred supplier from the adjacent drop-down menu to tailor your order.
- Click on the ‘Create/Import’ button and choose ‘Automatic PO’ from the list to start the automation process.
- Enter the number of days for which the purchase order should cover your inventory needs in the provided field.
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Optional: Click on the ‘+’ button to choose up to three different time frames that reflect past sales data.
Note: If necessary, remove existing entries by closing them, then add new numbers of days and confirm with the blue check mark. - Press the blue ‘Generate’ button to create a list of suggested items based on the sales data and time frames selected.
- Examine the ‘UPC’ and ‘Description’ columns for a detailed list of items, along with ‘Previous Sales (days)’ data and current quantity on hand (QOH).
Note: Pay attention to any figures highlighted in red, as these indicate a negative inventory number, suggesting urgent restocking. - The ‘Ordered’ column will display the system's recommended order quantity for each item.
- Verify these suggestions and select the checkboxes next to the UPC codes for items you want to include in your order.
- Click the ‘Save as purchase order’ button. This action allows you to review and adjust the order details, if necessary, before finalizing.
Creating an Automatic Purchase Order in XSite Classic
- Navigate to the ‘Inventory’ section in the side menu.
- Select the ‘Purchase Orders’ tab to manage your orders.
- Use the drop-down menu at the top of the screen to choose the site for which the order will be placed.
- Select your preferred supplier from the adjacent drop-down menu to tailor your order.
- Click on the ‘Create/Import’ button, colored in blue, and choose ‘Automatic PO’ from the list to start the automation process.
- Enter the number of days for which the purchase order should cover your inventory needs in the provided field.
-
Optional: Click on the blue ‘Add’ button to choose up to three different time frames that reflect past sales data.
Note: If necessary, remove existing entries by closing them, then add new numbers of days and confirm with the blue check mark. - Press the green ‘Generate’ button to create a list of suggested items based on the sales data and time frames selected.
- Examine the ‘UPC’ and ‘Description’ columns for a detailed list of items, along with ‘Previous Sales (days)’ data and current quantity on hand (QOH).
Note: Pay attention to any figures highlighted in red, as these indicate a negative inventory number, suggesting urgent restocking. - The ‘Ordered’ column will display the system's recommended order quantity for each item.
- Verify these suggestions and select the checkboxes next to the UPC codes for items you want to include in your order.
- Click the blue ‘Save as purchase order’ button. This action allows you to review and adjust the order details, if necessary, before finalizing.
