Orders to Send

Manage and process your purchase orders, preview them, download as CSV files, and prepare them for sending to suppliers.

The Orders to Send tab allows you to:

• View Purchase Orders: See all purchase orders that are ready to be sent to suppliers.
• Search Orders: Use the search bar to find specific purchase orders.
• Select and Download Orders: Download selected purchase orders as CSV files.
• Preview Purchase Orders: View the details of a purchase order before sending.
• Print Purchase Orders: Print purchase orders directly from the application.

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Permissions

To view and manage orders to send, the user account requires specific permissions:

• View Inventory Management: Allows access to the Orders to Send tab.
• Edit Inventory Management: Enables downloading and printing purchase orders.

Permissions are assigned to user accounts in Salesforce under the Employee Permissions field. Refer to Employee Permissions for more information.

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Previewing Purchase Orders

To preview the details of a purchase order:

1. Click Preview Icon: In the purchase orders table, click the preview icon next to the purchase order you wish to view.

2. View Details: A modal window will appear showing:

   • PO Number
   • Site Name
   • Supplier Name
   • Supplier Address
   • Purchase Order Items: A table with item details including SKU, Name, Category, Batch Size, Unit of Measure, Order Quantity, Price per Unit, and Total Price.

3. Modify Items (Optional):

   • You can remove items from the purchase order by clicking the delete icon next to an item.
   • The Total Price will update accordingly.

4. Save Changes: Click the Save & Close button to save any changes and close the preview.

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Printing Purchase Orders

To print a purchase order:

1. Click Print Icon: In the purchase orders table, click the print icon next to the purchase order you wish to print.

2. Print Window: The browser print window will open with a print-friendly version of the purchase order.

3. Configure Print Settings: Adjust any print settings as needed.

4. Print: Click the Print button to print the purchase order.

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Downloading Purchase Orders as CSV

To download purchase orders:

1. Select Purchase Orders: Check the boxes next to the purchase orders you wish to download.

2. Click Download: Click the Download Purchase Orders as CSV button.

3. Select Download Type:

   • A dialog titled Download Purchase Orders will appear.
   • Click on the download type dropdown to select the desired format (e.g., CSV, Excel).
   • Options may include different CSV formats or templates.

4. Confirm Download: Click the Download button.

5. Save File: Your browser will prompt you to save the file. Choose the desired location on your computer.

Note

The Download Purchase Orders button will be enabled only when at least one purchase order is selected.

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Processing Purchase Orders After Download or Print

Once you have downloaded the purchase order as a CSV file or printed it, the system will automatically move the purchase order from the Orders to Send tab to the Awaiting Delivery tab.

• Default Delivery Date: The purchase order is assigned a default delivery date set to today + 7 days.

• Updating Delivery Date:

  • Navigate to the Awaiting Delivery tab.
  • Locate the purchase order you just downloaded or printed.
  • Edit Delivery Date: Click on the delivery date field associated with the purchase order.
  • Select New Date: Choose a new delivery date from the date picker.

This process ensures that purchase orders are tracked appropriately as they move through the ordering and delivery lifecycle.

Tip

Adjust the delivery date to reflect the expected arrival of goods based on supplier communication to maintain accurate inventory forecasting.

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Purchase Orders Table

The table displays detailed information for each purchase order:

PO Number	Supplier Name	Site Name	Created Date	Total Quantity	Total Price	Preview	Print
String	String	String	Date	Number	Currency	Action Button	Action Button

• PO Number: The unique identifier for the purchase order.
• Supplier Name: The name of the supplier from whom the goods are ordered.
• Site Name: The site where the goods will be received.
• Created Date: The date when the purchase order was created.
• Expected Delivery Date: A date picker to set or update the expected arrival date of the goods.
• Numer of Items: The total number of units ordered.
• Total Price: The total cost of the purchase order.
• Preview: Opens a modal to view detailed information about the purchase order, including item breakdowns and supplier details.
• Print: Opens a print-friendly version of the purchase order for physical record-keeping or sharing.

Searching and Filtering

• Use the Search bar to find purchase orders by PO number, supplier name, site name, or other details.
• The search function filters the orders list in real-time based on the entered keyword.

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Tips

• Batch Operations: Use the Select All checkbox to select or deselect all purchase orders for batch downloading.
• Data Verification: Preview purchase orders before sending or printing to ensure all details are correct.
• Search Functionality: Utilize the search bar to quickly locate specific purchase orders, especially when managing a large number.
• Customising Download Format: When downloading, choose the appropriate format that aligns with your supplier's requirements.

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Related Pages

Inventory Replenishment Manage and process replenishment items and create purchase orders.

Awaiting Delivery Manage purchase orders that are pending delivery.