Auto Create PO is used primarily for stock you need to order specifically for a job or list of jobs, and for linking jobs to a PO.
It takes into account:
▪what’s on order
▪what’s on hand.
But it ignores:
▪stock ordered for other jobs (eg. linked)
▪stock on Reserve/Ready jobs
▪stock committed on other jobs.
The Jim2 functionality that takes all factors into account for purchasing quantity required is Stock Procurement. Stock Procurement looks at what's on jobs, transfers, POs, and can use min/max, etc. to determine what is required to be purchased.
This feature will not link POs to jobs.
How to Add a PO by Asking Jim2 to Review a Job and Create an Order Based on Stock Requirements
You can easily auto-create purchase orders directly from a job (or list of jobs) by right clicking and selecting Auto Create Purchase Orders.
Note: The best way to auto create purchase orders if via a job list. Creating purchase orders from the job should only be performed if there is definitely no manufactured stock already in stock. If there is stock on hand, the Auto Create Purchase Orders screen will not show the Manufacture tick box.
When auto-creating a purchase order, Jim2 will check all depleting and special stock codes to see if it needs to order stock. Within the same process, it creates a link between the purchase order(s) it creates and the job that requires the stock.
1.View the required job.
2.Right click on the stock grid area of the job.
3.Click Auto Create Purchase Orders.
Using Auto Create Purchase Orders on Job List
4.On the new screen, click Run. Stock needing to be ordered will be displayed, along with the options of Order and Link to PO. Link to PO tick box refers to the link between the specific job and the purchase order that is about to be created.
5.Make any alterations required to the selected stock.
6.You are able to override the Order Qty column to bring in more stock, and/or change the vendor, etc. You are also able to choose which products to order using the Order column (tick/untick the box at a line level, or use Select All/Deselect All).
At the bottom of the above image the wording Note: linked stock is excluded from this list means that no stock will be brought into this list if the job is already linked to a PO.
If you tick Summarise Stock, none of the jobs will link back to the PO produced. Untick if you want the jobs to link back to the PO.
If you tick Manufacture, this will auto-create a manufacturing job.
7.Click Order at the bottom of the screen to create the applicable purchase order(s).
The Auto Create Purchase Order form allows the following criteria to be selected in any combination:
▪Enter a vendor code in the form only if you want to create a Purchase Order to one specific Vendor (just for the stock they typically supply you). If you do not enter a Vendor code, Jim2 will create multiple Purchase Orders to multiple Vendors to fulfil the whole stock requirement. This function is based on the Vendor Ranking for each Stock Code. You can select a different Vendor against a stock.
▪Tick Summarise Stock (default from Job List) if you do not want to link Purchase Orders directly to the related Job. If you do not tick the Summarise Stock box, Jim2 will automatically link (allocate) stock, line by line, on the Purchase Orders to their respective Jobs.
▪Tick the Include Non Depleting Stock if you would like the form to pick up non depleting stock codes. As non depleting stock quantities are not tracked in Jim2, it cannot calculate how many you need (on hand versus supplied). The Order Qty will always equal the total count for that stock as per Qty Ordered on each Job.
▪You can display all stock (depleting and non-deleting) from the Job List (Requiring ordering or not) by clicking Show all Stock. This may help you decide on whether to top up certain stock lines before they run out.
Click order and let Jim2 generate POs to match your criteria choices. Once the POs are created, a pop up message will give you the List of POs that were just created, and once you click OK, the first PO will open. Now you can edit/send these to your Vendors ASAP.
Stock displayed in red needs to be ordered (there is not enough stock on hand or on order to fill current job requirements).
Where you have certain vendors that you order from every day or very regularly, you can create a running purchase order to that vendor, then use the Add to existing PO column to continuously update the open PO until you are ready to close and place the order. The status of the running PO would remain on Booked (active) until it was Ordered (still active – eg. verbal additions made to supplier) then Received (no longer active – open a fresh order).
As with all Lists, once run you have a specific snapshot of information to work with. The Auto Create Purchase Order form only works from this information (is not live).
We have created a matching manual report that uses the same calculation methodology as the Auto Create Purchase Order form. If you'd rather review the results of the report, or raise POs manually, run your Job List and choose the Job List – Required Stock For Jobs report.
A screen will open allowing you to select:
▪A specific Vendor, or leave the selection blank to include all Vendors.
▪To summarise stock, or display in detail by job.
▪A specific stock location or all stock locations.
The Auto Create Purchase Order form works with specific job information, as does the Required Stock Qty for selected Jobs report. The Stock Reorder report (Management Report) uses stock record information such as minimum stock on hand counts, manufacturing requirements and so on. Your site may require a combination of reporting methods to cover all stock control needs.
Refer also to the section on Stock Procurement as using this functionality can automate all your stock ordering requirements.