Auto Generate Purchase Order

At MyTime, you have the option to auto-generate purchase orders using the "By Max Quantity" and "By Forecast" options. In this article, we will discuss how each option works.

Contents

• Auto Generate Purchase Order by Max Quantity
• Auto-Generate Purchase Order by Forecast

Auto Generate Purchase Order by Max Quantity

The By Max Quantity feature takes into consideration the max quantity and compares it to the current back bar and retail stock levels for a given location. It auto generates with a minimum order quantity (MOQ) and if a vendor SKU has a minimum order quantity, the order quantity must be in multiples of the MOQ and retail stock levels for a given location. 

Things to know:

• If the SKU has max and no min or min is set to 0 and the current quantity is greater than min, do not order
• If the current quantity is greater than the min, order multiples of the MOQ just before the maximum is exceeded
• If the current quantity is at or below the min, order multiples of MOQ without exceeding the max
• If you attempt to auto-generate a purchase order while an existing auto-generated PO is already in place, a warning message will appear stating: "All existing items in the Purchase Order will be overwritten."
• Auto-generated purchase orders will list the products alphabetically

Flow Chart

To auto generate a purchase order by max quantity:

1. Navigate to POS > Inventory
2. Select Purchase Orders from the left panel 
3. Click Create Purchase Order button in the upper right corner
4. Choose a supplier from the Vendor list then select "Next"
5. Add products to your purchase order using the "Auto Generate" button 
6. Select the option to auto-generate purchase order items based on maximum quantity.

   

7. Click on the "Auto Generate " button 
8. The generated products will be displayed with the quantity on hand, max quantity, cost, quantity, and subtotal
9. Once the products generated are acceptable, click the 'Submit Purchase Order' button at the top right-hand corner
10. The purchase order will be created and display the full information of the order 

Auto-Generate Purchase Order by Forecast

The "By Forecast" feature enables the system to predict the required quantity for each SKU based on factors such as seasonality, business trends, and SKU popularity, and then generates a draft purchase order for your review.

Things to know:

• The visibility of the "By Forecast" option is controlled by a hidden setting that can only be enabled by the MyTime team. To enable this hidden setting, please contact our Support Team at [email protected].
• When the "By Forecast" option is selected, the system automatically suggests a start and end date for the forecast period, with the default start date set to the current date. These dates can be adjusted as needed; however, please note that the start date must be on or before the end date. If this condition is not met, the "Auto Generate" button will be disabled.
  
• When auto-generating purchase orders based on forecasts, the system automatically adjusts quantities to comply with Minimum Order Quantities (MOQs):
  • If the forecasted quantity is below the MOQ, the system rounds up to meet the MOQ requirement.
  • If the forecasted quantity exceeds the MOQ, the system uses the forecasted amount as is.
• Auto-generated purchase orders will list the products alphabetically
• If you attempt to auto-generate a purchase order while an existing auto-generated PO is already in place, a warning message will appear stating: "All existing items in the Purchase Order will be overwritten."

To auto generate a purchase order by forecast:

1. Navigate to POS > Inventory
2. Select Purchase Orders from the left panel 
3. Click Create Purchase Order button in the upper right corner
4. Choose a supplier from the Vendor list then select "Next"
5. Add products to your purchase order using the "Auto Generate" button 
6. Select the option to auto-generate purchase order items based on forecast
7. Select a start date and an end date
8. Click on the "Auto Generate " button 
9. The generated products will be displayed with the quantity on hand, max quantity, cost, quantity, and subtotal
10. Once the products generated are acceptable, click the 'Submit Purchase Order' button at the top right-hand corner
11. The purchase order will be created and display the full information of the order 

If you have any questions, please contact our Support Team at [email protected]. 

Related Article:

Creating Purchase Orders