The "Create purchase order" Automation action will automatically raise a purchase order with a vendor to either ship the product(s) directly to the customer (drop-ship) or to deliver the goods to your warehouse.
Configuring the "Create purchase order" action
There are two options for the delivery address:
- Choose "Ship to customer" to create a drop-ship purchase order
- Choose "Ship to warehouse" to create an ordinary purchase order
- If you choose this option, you must also specify the delivery warehouse.
Quantity to order
This option allows you to choose how many units to order on the purchase order. There are two options:
- Choose "Unallocated inventory" to order only the inventory that hasn't already been allocated to the sale. For example, if there are 10 units on the sales order, and 3 units are allocated, selecting this option would order 7 units.
- Choose "Same quantity as on the sale" to order exactly what's on the sale, regardless of what has already been allocated. For example, if there are 10 units on the sales order and 3 units are allocated, selecting this option would order 10 units.
- Note that if you've chosen to ship the purchase to the customer, selecting this option will unallocate any inventory allocated to the sale.
Purchase order product description source
Choose how to describe the rows on the purchase order. Pick between:
- Product record, to take the description from the product's name on the product record
- Sales order, to take the description from the sales order rows
You can choose which vendor the resulting purchase order(s) should be raised against:
- Primary vendor
- The primary vendor is set against the product record
- Cheapest vendor
- Brightpearl compares the price of the product on the price lists assigned to each vendor
- Any specific vendor
You can also check the "respect price breaks" box to apply volume discounts. If left unchecked, the single unit price will always be applied.
Purchase order details
Finally, configure some details about the purchase order itself.
Choose the order status for the new purchase order(s). If left blank, the default status for new purchase orders will be used.
Tip: You can set statuses to automatically email a member of staff if they need to be alerted whenever a new purchase order is created. Configure this at Settings > Purchases > Purchase statuses.
Choose the delivery date to set against the resulting purchase order(s):
- Current date plus vendor lead time
- Current date plus a specified number of days
- Sales order delivery date plus a specified number of days
Use a negative figure to reduce the days and a positive figure to increase the days.
If enabled, specify the email subject and template to use.
If no subject is chosen, the name of the template will be used as the subject line.
If no template is chosen, then the channel brand purchase order default template will be used (or the default drop-ship purchase order template for drop-shipped orders).
Use this option only if you have no need to check or make any changes to the purchase orders before notifying your vendors.
Using the "Create purchase order" action
Due to the nature of this action, it is recommended to add a manual approval step and disable emailing vendors when first setting up the rule.
Do this by giving the new purchase orders an order status that will allow them to be filtered out for review.
Once the rule has been tested, the usual purchase order status can be assigned and automated emailing switched on.