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:

• The ability to auto-generate purchase orders is governed by the "Manage Purchase Orders" access control setting.
• 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 retail quantity is at or below the minimum threshold, the system will automatically reorder stock based on the following rules:
  • Orders are placed in multiples of the Minimum Order Quantity (MOQ).
  • The system may exceed the maximum quantity limit if necessary to satisfy MOQ requirements.
  • If the MOQ is 0, the system will only order the exact quantity needed to reach the maximum limit.
  • Example 1: MOQ Causes Exceeding the Max
    • Product Settings:

      Current Quantity: 2

      Minimum: 5

      Maximum: 10

      MOQ: 10

      Since the quantity is below the minimum, the system will order 1 MOQ (10 units). This results in a new total of 12 units, which exceeds the max of 10.

  • Example 2: MOQ is Zero

    Product Settings:

    Current Quantity: 8

    Minimum: 10

    Maximum: 15

    MOQ: 0

    The system will only order the amount needed to reach the maximum. In this case, 7 units are ordered to bring the total to 15, and the max is not 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."
• Draft purchase orders will display the following information:

  • Quantity on Hand: Shows the current stock level in retail inventory

  • Max: Indicates the desired maximum stock level for optimal inventory management, used to calculate the reorder quantity.

• 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 

If you have any questions, please contact our Support Team at support@mytime.com. 

Related Article:

• Creating Purchase Orders
• Auto-Generate Purchase Order by Forecast
• Exporting Purchase Order
• Email / Print / Export Purchase Orders to Vendor
• Importing Purchase Orders via CSV File (Ingest Data)
• Receiving / Checking In Purchase Orders