Create or Edit a Purchase Order

In the Orders menu, you can:

•	Place an order by vendor

•	Create a manual order

•	View (look up) and edit an existing order

•	Delete an order

•	Convert an order to invoice

•	Copy an existing order to a new order

•	Recalculate Usage Factor

Order by Vendor

You can choose the items that you wish to purchase from a selected vendor. Each item that is assigned to the vendor (in Item Lookup or by your system administrator) appears in the Purchasing - Order by Vendor screen. MenuLink Client calculates a suggested order based on one of three methods: Par Levels, Order by Forecasting or a Usage Per Factor:

•	Par Levels — MenuLink Client uses Par Levels, or ‘build-tos,’ to calculate the Suggested Quantity. Par Levels are maintained by restaurant managers through the Item Lookup screen.

•	Order by Forecasting — Through the Sales Forecasting function, MenuLink Client calculates a forecasted sales mix. Based on that sales mix forecast and the recipes in MenuLink. MenuLink Client then calculates how much product is needed and uses that information to calculate the Suggested Quantity.

•	Usage Per Factor — Used for new items, new store openings or items that have usage that is not based on a specific recipe. The factor is based on the standard unit and calculates what was used based on your prior days back the multiplies usage by the configured Usage factor.

Tip: A Purchase Order Worksheet can be used as a tool to help create an accurate purchase order.

The following is an example and description of the Purchasing – Order by Vendor screen:

 

Field/column/button	Description
Fields
Vendor Name	The selected vendor the purchase order is being created for.
Vendor ID	The Vendor code assigned to the Vendor.
Purchase Order ID	A number that MenuLink Client automatically generates. You can change this number.
Due Date	The date of delivery. The field automatically defaults to the next day. However it can be changed to any date in the future.
Memo	Free-form text field where you can enter a comment regarding the order.
Columns
Order	The boxes are populated with checkmarks when the number in the Actual order field is modified. This indicates the item will be ordered.
Suggested	The number in this field identifies the suggested quantity that MenuLink Client has calculated.
Actual order	Enter the quantity you wish to order here. You can also click Accept All to populate this column with the numbers in the Suggested Order column.
Units	Displays how the item’s ordering unit is defined. This field can be edited by using Item Lookup or by contacting your system administrator.
Item #	The number in this field represents the vendor's item ID number for the item. This field can be edited by using Item Lookup or by contacting your system administrator.
Description	Identifies the item to be ordered. The items that are displayed have been assigned to the selected vendor through Item Lookup. The item must also be selected as ‘Purchase’ through the Item Lookup screen.
Required (Req’d)	The amounts are calculated based on Pars, Order by Forecasting, or the Usage Per factor.
Open POs	The quantity in this field identifies the amount ordered of the item on any outstanding purchase orders that have not yet been converted into an invoice.
Theory On Hand	The quantity in this field identifies 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.
Line #	Indicates the sequence that the items were ordered and how those items are displayed on the printed purchase order. When the item is selected in the Order column, the system assigns the number to that item. If the check box is cleared, the number is removed as well.
Buttons
	You can select an entire category from the drop down menu and add all of the items in that category to the bottom of the order form.
	Clicking this button removes the details from the top of the screen (Vendor Name, Vendor ID, etc) and displays the search fields so you can look for specific items. Click the button again to re-display.
	Rearranges the item sequence by storage location rather than by the purchase order sequence number. The purchase order sequence number is assigned in the vendor tab of the Item Lookup screen, or in the Setup Order by Vendor option in the Purchasing- Worksheet feature.
	Saves the purchase order, but does NOT electronically send it to your vendor.
	Available if Order by Forecasting is used. Click this button to recalculate the suggested order quantity if forecasts or order dates have been adjusted.
	Places a Check in the Order column for each item that has a suggested order quantity and copies the Suggested QTY to the Actual Order column. After Accept All has been selected, the button is replaced with the Clear All button, which reverses this process.
	Previews the purchase order printout on screen, where you can choose to print a hard copy. The printed purchase order only shows those items that have a check mark in the Order column.
	Adds items that are not assigned to the selected vendor.
	Available only if the vendor selected has been defined as an Electronic Order Vendor. This button starts the Electronic Order process that your System Administrator has set up.

 

To Place an Order by Vendor:

1.	From the Purchasing Switchboard, click Orders. Click Order by Vendor in the Orders dialog box.

2.	The Purchasing – Order by Vendor screen appears. MenuLink Client displays orders in alphabetical order by vendor name.

3.	If necessary, select a vendor name from the Vendor Name field.

4.	Enter the correct due date in the Due Date field.

5.	Set the From and To dates in the ‘Suggested Order’ area, and click ‘Recalc Suggested’ to recalculate these values.

6.	Enter quantities to be ordered in the Actual Order column, and press Enter. MenuLink Client enters a check mark in the Order box and the cursor advances to the next item.

Tip: A quick way to create an order for all items that MenuLink Client suggests that you order is to click Accept All. This enters check marks into all of the boxes in the Order column for the items with suggested quantities, and inserts the suggested quantities in the Actual Order column. You can modify the Actual Order quantities and enter or delete check marks from the Order column. To clear all check boxes after you selected Accept All, click Clear All. This removes the check marks from the Order column, and removes all values from the Actual Order column. If you manually check an item row, you must also insert a value greater than zero (0) for that item in the Actual Order column.

7.	If the item is not to be ordered, press Enter on your keyboard to advance to the next item without changing the quantity. Check marks do not appear for items that you are not ordering.

8.	After all items to be ordered have been identified, click Print.

A preview of the Purchase Order appears:

9.	Verify that all items that are to be ordered appear on the purchase order, then do one of the following:

•	If you want to make changes to the order, click Close in the Toolbar. You will return to the Purchasing - Order by Vendor screen, where you can make modifications to the order.

•	If you are ready to print the purchase order, click Print in the Toolbar.

10.	Click Save to save the purchase order.

Note: You must save the Purchase Order to be able to convert it into an invoice when the order is received.

MenuLink Client displays the Purchasing – Order by Vendor screen for the next vendor.

11.	If the vendor for which you have created the order is configured for electronic ordering, click Send Order Now.

12.	Repeat steps 2-9 for each vendor you want to place an order with.