Purchase Order Worksheets

To assist you with preparing purchase orders, you can create, modify or print a purchase order worksheet for selected vendors.

Printing Purchase Order Worksheets

On the Purchasing Switchboard, click Worksheet to access Purchasing Worksheet Selection.

In this dialog box, the following options are available:

•	Print Condensed Worksheet — Creates a worksheet with summary information on it.

•	Print Full Worksheet — Creates a worksheet with more detailed information on it, including spaces for making notes for order creation.

•	Manage Purchasing Worksheets — Enables you to view and maintain purchase order worksheet settings.

When you select Print Condensed Worksheet or Print Full Worksheet, the Report Parameter Selection dialog box appears. If at least one item purchased from the selected vendor is configured to order by the Forecasting or Usage per Factor method, the dialog box provides a date range selection option for the Suggested Order, which you can modify to suit your order needs.

 

If all items available from the selected vendor are configured to order by the Par method, the Report Parameter Selection dialog box provides you with single-day options. Select only one day in this dialog box.

 

If you selected ‘Print Condensed Worksheet,’ the actual worksheet appears as follows:

Click Close in the report tool bar to close the worksheet.

If you selected ‘Print Full Worksheet,’ the actual worksheet appears as follows:

Click Close in the report tool bar to close the worksheet.

 

Report element	Description
Item Description	The item name
Vendor’s Item #	The vendor’s item number for the product listed in the item description.
Purchase Unit	The unit by which this item is purchased (case pack)
Line #	The PO Sequence number.
(Day) Req’d	The required amount is what ML determines based on the selection of Par, Forecast or Usage Per Factor in the ‘Order by’ field in the Item Lookup screen.
Open POs	Amount that was previously ordered but hasn’t been received on an invoice yet.
Theory On-Hand	The on-hand amount the system has calculated using the last full inventory plus any purchases for the week minus what was used based on the sales mix.
Actual On Hand	A blank field for you to write the actual on-hand.
Suggest Order	The number in this field is calculated using the quantities found in Req’d, Open POs, and Theory on Hand.
Actual Order	A blank field where you can enter the quantity of the item you want to order.
Purchase History	The last five purchases of the item. The date identifies when the item was ordered through the purchase order process. The amount indicates what was actually received. Note: If there is a quantity but no date, this indicates that the item was not purchased through a purchase order, but was purchased through the Invoice function or Transfer function.

Viewing Purchase Order Worksheet Settings

1.	On the Purchasing Switchboard, click Worksheet.

2.	Click Manage Purchasing Worksheets to access the Vendor Selection screen.

3.	Select the desired vendor and click Lookup. This opens Manage Purchasing Worksheet screen.

This screen shows the items in the order they are displayed on the purchase order worksheet for the selected vendor.

 

 

Removing Items from Worksheets

To Remove an Item from the Worksheet, click the item name to select it, then click Remove Item.

Note: Your Administrator controls access to the ‘Remove Item’ button. If access has not been granted to the current user, the ‘Remove Item’ button is not visible.

 

Rearranging Worksheet Items

1.	To rearrange the entire list alphabetically or by category, click Re-Sequence worksheet then select Re-Sequence by Item Name to put the list in alphabetical order by item name or Re-Sequence by Category to reorder the worksheet by category name.

2.	To reorder individual items (change the order in which the items appear on your worksheet),

a)	Click the item with the left mouse button to select it.

In this example we will move ‘Cheese Slice’ to the top of the list.

b)	Click the left mouse button again and hold it down, then move (drag) the item to its new place in the sequence. As you move the item up or down, a line indicates where the item will be placed. Be sure to keep holding the mouse button down as you move the item.

Hold the left mouse button with the item selected for a moment before moving the mouse

 

c)	Once the line is in the desired location, release the mouse button and the item appears in its new location on the purchase order worksheet.

Once you are satisfied with the changes to the settings, click Save.

 

Adding Items to Worksheets

1.	From the Manage Purchasing Worksheet screen, click Add Items. The Purchasing Worksheet Item Selection screen appears:

2.

Select the item you want to add (scroll through the list or search as necessary) then click Add to Worksheet. If the item is already assigned to another vendor’s worksheet, If you click Yes, the item is added the purchase order worksheet. You can then place it in the appropriate sequence in the list.

Note: If the item is already assigned to another vendor’s worksheet, it will be removed from that worksheet and added to the one you are working with.

3.	If the item you would like to add to the worksheet is not on the list, click Create New Vendor Item from the Purchasing Worksheet Item Selection screen. This takes you to the Add Vendor Item screen. Select the item you would like to add from the list and click Select.

 

4.	Next, enter the information for the new item (Vendor code, Order unit, Receive Price, Receive Unit). Select Suggest on PO, if necessary. Click Save to keep the changes, or click Cancel to discard them.

5.	The newly added item appears at the bottom of the list of existing items on the worksheet.

Note: Your Administrator controls access to the ‘Add Items’ and ‘Create New Vendor Items buttons. If access has not been granted to the current user, the buttons are not visible.