Procurement worksheet

The worksheet works out what to order and from which vendor, so stock lasts a given number of days. From the proposal, the purchase orders and transfer orders are made in one click. The menu is PurchaseProcurement worksheet.

✓Before you start

• On the product card, on the Vendors tab: the product's vendors, their price, Delivery time, Minimum order quantity, Order multiple and Preferred vendor.
• Optionally, on the Information by location tab: the Minimum quantity in base UOM and Refill up to quantity in base UOM per location, and Replenishment – from a vendor or by transfer from another location.

1. Create a worksheet

With Add new record, enter:

Field	Meaning
Name	For example "Purchasing - Central warehouse".
Locations, Vendors, Product category, Brand, Manufacturer	Which products and locations are worked out. Empty means all.
Usage over the last (days)	The period the daily usage is worked out from.
Coverage (days)	How many days stock should last after the order.
Usage counted from	What counts as usage: sales, retail, production, bill of materials, requisition.
Count draft orders as on order	Draft orders count as already ordered.
Only below the minimum	Proposes only products whose projected stock is below the minimum quantity.

2. Calculate

In Actions, choose Calculate plan (replace all lines), or Calculate plan (keep manual lines) if you have added or changed lines by hand. Below the fields it says when and by whom it was last calculated.

For each product and location:

• Projected = on hand + on order + in transit − open sales orders − transfers that have to go out.
• If the projected stock is at or below the Min. quantity, it proposes refilling up to Refill up to.
• It also works out what is needed for Daily usage × (coverage days + delivery time), plus the minimum quantity, minus the projected stock. The larger of the two is proposed.
• The vendor is the location's replenishment vendor, else the preferred vendor, else the product's only vendor.
• The quantity is rounded up to a whole purchase unit, raised to the vendor's minimum order quantity and rounded up to the order multiple.

The Reason column shows why the product is proposed, and Warnings – for example a product without a vendor or one that is produced. Lines can be changed and deleted before the documents are made.

3. Create the documents

Select the lines (or none, for all) and click Create documents. The app first shows which documents it will make, grouped by vendor and location, with the delivery date.

⇄Effect on stock and ledgers

• One draft purchase order is made per vendor and location, and a transfer order for products replenished from another location.
• The lines that went into documents are removed from the worksheet.
• A line without a vendor, or for a product that is produced, blocks the purchase order with a message on what to do.

The orders are then approved and processed: Purchase order.