Send a purchase order electronicallyLast updated on 09/14/2022
Once you have set up Procure-to-Pay (P2P), you can send purchase orders electronically to vendors and check the availability and pricing of purchase order (PO) items from the selected vendors.
Things to know
When adding line items to a PO, the information pulled from your pricebook includes vendor-specific information—such as cost and part number—which was obtained when the two systems synced. This improves cost accuracy and reduces reconciliation time once you receive the order and invoice. Note: The above-mentioned process is specific to Procure-to-Pay (P2P).
Send a purchase order electronically
After integrating with a vendor, you can send purchase orders (POs) directly to the vendor. For instructions on how to create purchase orders, see Create a purchase order. Note: You can also set your default PO delivery method to Electronic delivery. For more information on this, see Check real-time availability and pricing of PO items. Note: To send a purchase order (PO) by electronic delivery, you will need to select a vendor that was used to activate the vendor integration, and the line items on the PO should include a vendor part #. If the line items do not have a vendor part #, then the PO will not be created and you will receive an error message.
After completing all required fields and adding line items, the PO can be created and sent as Electronic Delivery by selecting that option from the dropdown.
After the PO is sent electronically to yourself and the vendor receives a confirmation.
Check real-time availability and pricing of PO items
When you create a purchase order, you can check the real-time stock level and pricing with P2P suppliers.
(Optional ) Click Settings > Inventory > Purchase Orders.
In Purchase Orders, click Create New.
Fill out order details.
Fill out the item details. When you select the vendor linked to an active P2P supplier and add line items that include the supplier’s part numbers, the Check Vendor Inventory button appears.
Click Check Vendor Inventory.
The system checks if the quantity and unit cost of each line item match the vendor’s stock level and price.
If the quantity needed is available and the price matches with the vendor, you will receive a confirmation. If you want to review vendor stock levels, click Review Stock Levels.
If the item quantity needed or the unit cost is different from the vendor information, the system shows an error message. To check the discrepancies, click View and Resolve. Note: You can still send the purchase order electronically if discrepancies are left unresolved.
If the PO quantity is more than the vendor’s available quantity, you can either proceed with the desired quantity or select the item and click Match Available Qty.
This adjusts the PO quantity for that item to match the vendor’s available quantity.
Once you return to the purchase order, you can see the quantity is updated. If you chose not to match the vendor’s available quantity, you can see the original quantity you entered.
You have the option to create a separate PO for the remaining quantity by clicking Create PO in New Window.
If the PO cost or the item unit cost from your pricebook is different from the real-time vendor cost, you can either proceed with the cost from your pricebook or select the item and click Match Vendor Cost. Note: If you send a PO with a unit cost that differs from the vendor, the vendor will use the cost from their system.
6. When you are done, click Save Changes.
7. Click Create and select Create and Select as Electronic Delivery from the dropdown.
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Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.