CenterPoint® Accounting for Agriculture
- Suggested Purchases
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Suggest Purchases Video - Duration: 8 min 12 sec
This topic explains the process of creating suggested purchases. The Suggested Purchases process looks at the inventory information and determines which items need to be ordered based on current on-hand quantities and/or past sales demand (history). Purchase quantities are created from the sales item purchase information such as preferred vendor, minimum quantity, maximum quantity, normal order quantity, and vendor's minimum order quantity. This is a time-saving process that can automate purchase order creation.
Create Suggested Purchases
- Select Processes > Purchases > Suggested Purchases.
- Select the Company you want to create the Suggested Purchases for.
- Click the Create Suggested Purchases button to specify your selection criteria (filters) to include in the Suggested Purchases. The selection criteria includes Sales Group, Item, and Inventory Account. Click the down arrow under Selected Criteria to limit your Suggested Purchases by any of the Filter Selections.
- Select the method that you want to Evaluate Purchase Quantity Based On. The options are Quantity Available, Quantity on Hand, Quantity Available + Quantity Ordered, or Quantity on Hand + Quantity Ordered.
- Select the Adjust Quantities For Past Sales check box and enter a date range if you want to subtract from the on-hand quantity any sales made during the specified date range. This option assumes there will be similar demand for the product in the future.
- Select how to Create Suggested Purchases, the options are: When Quantity is Below Minimum or When Quantity is Below (if this is the method chosen, you will also need to enter the value for the system to use as a check).
- Click Create.
Maintain Suggested Purchases
Add new items, view current items, modify items, or remove items from the Suggested Purchases (Create Suggested Order File). For example, you may be watching your cash and choose not to order several of the items right now; or, you may be planning a sale and need to order additional quantities of the sale items.
Add New Items to the Suggested Purchases
- Select Processes > Purchases > Suggested Purchases.
- Click New.
- Enter the Item code (or select any active, non-service item from the drop-down list box) you plan to order. The description, along with item defaults for UOMs, Inventory Location and Unit Costs are displayed.
- If you are ordering for multiple locations, change the Inventory Location.
- Enter the Quantity being ordered and the Ordering Unit of Measure.
- The Unit Cost and Total will display and can be adjusted by changing the Unit Cost.
- Select the Vendor you plan on ordering the item from.
- Click Save.
- Select Processes > Purchases > Suggested Purchases.
- Select the Item you want to change and click Edit.
- Change the necessary suggested purchase information.
- Click Save.
- Select Processes > Purchases > Suggested Purchases.
- Select the Item you want to delete from the Suggested Purchases.
- Click Delete.
- At the Are you sure you want the item deleted? prompt, click Yes.
Create Purchase Orders from Suggested Purchases
- Select Processes > Purchases > Suggested Purchases.
- Select the Item(s) you want to create purchase orders for. More than one item can be selected by holding the CTRL key while making your selections.
- Click Create Purchase Orders. Note: A default Accounts Payable account must be set up in File > Preferences > Transactions > Accounts Payable to create purchase orders.
- Enter the Next Purchase Order number or click the Sequence icon and select a sequence.
- Enter the PO Date to use as the date on the purchase orders. The default is the current system date.
- Enter the PO Required Date to use in the Date Required field on the purchase order (the latest date you expect to receive the items/services).
- If you want to create purchase orders from vendors assigned to each suggested purchase, leave the Use Suggested Vendors check box selected or if you want to create one purchase order with one vendor for all suggested purchases, uncheck the Use Suggested Vendors check box and enter or select the vendor in the Use This Vendor to Create 1 PO box.
- Click Create.
- A confirmation message will display informing you about how many purchase orders were created, suggested orders processed, and suggested orders skipped because the vendor was not specified.
- Click OK. As each purchase order is created and totaled, it is removed from the suggested purchases.
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