Automatic Purchase Orders
To schedule automatic purchase orders (or related supplier reports), configure the options below and apply the selected report. These settings are available when creating or editing a supplier under the Automated PO tab.
Also known as: Automated POs, Scheduled PO emails, Supplier auto-order schedule
See also: Suppliers · Adding a Supplier · Supplier Features and Settings
1) Select Report Type
Use the Report Type picker to choose what will be generated/sent for this supplier.
Available Report Types
- Purchase Order: Creates and sends an order to the supplier based on inventory levels.
- Open Purchase Order – Report: Lists all open (not yet received) purchase orders.
- Reorder Report: Shows items that are low or out of stock and need to be reordered based on the Purchase Method selected below. This has the same items and quantities as a Purchase Order but does not create a PO in the system.
- Unapproved Purchase Order: Generates a PO that must be approved before being sent to the supplier. This is great for managers who want to review orders before they are placed.
- Calibration Order: Creates an order for tools/gages that need calibration.
- Calibration Order Report: A report showing which tools/gages require calibration and their status. This is the same as a Calibration Order but does not create one in the system.
2) Purchase Method
Choose the Method used when an automated PO/report is generated.
- At or Below Min: Runs the Purchase Order (PO) only if the total inventory is at or below the item's Min level.
- Below Max: Runs the Purchase Order (PO) only if the total inventory is below the item's Max level.
3) Schedule: Days to Run
Select when the automation should run.
- Monthly: Runs the report on the 1st of each month.
- All Days: Runs the report every day of the week.
- Specific Days: Check individual weekdays as needed.
4) Schedule: Time of Day
Set the run time for the automated PO/report.
Example: 02 : 30 PM
5) Recipients
Email Addresses receives the generated PO/report.
Tip: Separate multiple addresses with commas (e.g.,
buyer@acme.com, alt@acme.com).
6) Report-Specific Options
Different reports expose different extra fields.
Note: Calibration Orders and Calibration Order Reports are only available if your environment is configured for gaging and the supplier has calibrator enabled.
Purchase Order
- Minimum Order Amount ($): Only generate a PO when this amount is met.
Unapproved Purchase Order
- Expiration Days: If an Unapproved PO is not approved within this many days, it will be canceled.
Calibration Order / Calibration Order Report
- % of Gage Usage Left: Set the threshold for when a gage should be calibrated (based on usage vs. allowed uses).
- Number of days until (or within) expiration: Set how many days before a gage's expiration date it should be included in the order/report.
7) Reference Number (Optional)
Reference Number: An optional number you can set to include on the PO when the automated PO/report is generated.
Precedence note: If the Automated PO Reference Number is set here, it overrides the Supplier’s Default Reference Number when automated POs are created.
FAQ
Can I run the same supplier on multiple schedules?
Yes. Create additional schedules by selecting another report type (or different days of the week), then click Apply.
How do I send automated POs to multiple recipients?
Enter multiple addresses in Email Addresses, separated by commas.
Do Reference Number settings conflict with supplier defaults?
If the automated PO has a Reference Number here, it takes precedence over the Supplier’s Default Reference Number from Supplier Features and Settings.