If you want that pixi automatically suggests which purchase orders should be created, use the purchase order Suggestion wizard. All you need to do is to choose the order method and set wizard parameters, then wait for pixi to calculate which items you need to order and from which supplier.
Create a new purchase order suggestion
To start the wizard in the main navigation, click Purchasing > Purchase Orders and then in the toolbar click New > Purchase Order Suggestions. The wizard has these three steps:
Important:
Purchase Order Suggestions wizard will give you optimal results if you know which order method to use, if you set stock levels and purchasing conditions for items and if you set purchasing conditions for suppliers.
Only one pixi user at a time can work on a location. pixi warns you if a location is already being worked on by another user or if changes have been made (changed purchase order status, item has already been added to an order or item quantity on the order has been changed) since you started creating a new purchase order suggestion.
The length of a single session for creating a purchase order suggestion is limited to 60 minutes (default). If your session expires you must start again.
The items of open orders with DF type 1 are not considered in purchase order suggestions, as these orders are processed by an external service provider.
Start from scratch or use an existing profile
Choose how to start the wizard:
To start from scratch click Specify parameters.
To use an existing profile, click From existing profile. Click View profile parameters in the next step if you want to review or customize profile parameters before creating purchase order suggestions. To learn more about profiles, see Manage Purchase Order Suggestion Profiles.
Click Next.
Select an order method and specify parameters
Select an order method
Choose between On Demand, Target Stock and Stock Turnover: Order Methods
Specify the order options
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Create orders - choose between the following options:
Create only new purchase orders: New purchase orders will be created, even if items could be added to existing purchase orders.
Add items to open purchase orders where possible: Items will be automatically added to existing purchase orders if possible, otherwise new purchase orders will be created. Please note that the order quantity in an existing purchase order will not be decreased, only increased, to preserve manual quantity changes.
Select a delivery address. This address will be printed on the purchase order. Supplier will deliver ordered items to this address.
Specify supplier options
Select one or more suppliers. Orders will be automatically created for selected suppliers only.
Order from supplier with - Choose how pixi will prioritize suppliers to select the most optimal supplier for an item. This parameter is important if an item has more than one supplier assigned.
Select Order only if selected supplier has higher priority than all available suppliers (not only selected), if you want to make sure that an item is ordered at one of the selected suppliers only if it is the most optimal of all suppliers which are active for this item. Supplier order for this item will not be created if the optimal supplier is not one of the selected suppliers.
Select Only include suppliers with price higher than zero if you want to make sure the item is ordered at a supplier who has a price set for it and avoid accidentally ordering items from dummy suppliers.
Learn more about supplier options:
Specify location options
Select one or more locations. Supplier orders will be created based on stock information for items on selected locations. Special stock locations can be selected.
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Choose between the following two options for calculating suggestions for selected locations:
Select Calculate suggestions for each location separately if each of the selected locations has separate stock and you can't refill between locations. If you select this option pixi first calculates the order quantity for each location separately based on the stock information for each location. Total supplier order quantity is the sum of required quantities per location.
Select Summarize selected locations and calculate suggestions if you use a single stock or you can refill between locations. If you select this option pixi first summarizes stock information on the selected locations and then calculates the total supplier order quantity.
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Select order location. Selected order location is used in connection with the previous setting:
If you selected Calculate suggestions for each location separately, the order location will be used for additional quantity, which could be added after packing units and/or minimum order quantities are applied.
If you selected Summarize selected locations and calculate suggestions, then all items will be ordered for this location.
Specify parameters for Stock Turnover (if you selected Stock Turnover order method)
Order for stock turnover in days: Enter the number of days (starting when items are delivered) in which you want to sell the whole stock of ordered items.
Sales per day from/to: Enter the date range for which the average sales per day is calculated. You can select any period that represents the average sales you want to match (for example, peak season, or off season). If you order for summarized locations, the average sales per day is calculated for all selected locations together. If you generate suggestions for each location separately, the average sales per day are calculated for each location.
Sales per day for last [x] days: Enter the number of days for which the average sales per day is calculated. Any range of days that is entered will also include any current date sales (sales on the day of creating the purchase order suggestion). If you order for summarized locations, the average sales per day is calculated for all selected locations together. If you generate suggestions for each location separately, the average sales per day are calculated for each location.
Note: You can either enter Sales per day from/to or Sales per day for last [x] days - the parameters are mutually exclusive.
Select Consider reorder level if you want to make sure that only items that have reached the reorder level (their available stock is equal to or lower than the defined reorder level) are included in the calculation.
Purchase Order Suggestion for Stock turnover now rounding on the required quantity is added. The new parameter rounds required quantities from 0.01 to 0.99 to 1.
Select purchasing conditions for items
Select Apply packing units if you want the ordered quantity of an item to be increased to fit the packing unit of this item. Note: If a supplier only allows packing units, and Only PU is enabled for this supplier, then packing units will always be applied for this item, regardless of how this parameter is set.
Select Apply minimum order quantity if you want the ordered quantity of an item to be increased to fit the minimum order quantity for this item.
Note: If you select both options, first the minimum order quantity is applied, and then the packing unit.
Specify item options
Select Order oversold items (unavailable items with open customer orders) if you want to include items that are not available but have open customer orders into the purchase order suggestion. If this option is not selected, then unavailable items are not considered in the purchase order suggestion.
Select Tags to generate a purchase order suggestion for specific groups of items.
AND: items that have all the selected tags assigned to them will be included in the order suggestion.
OR: additional criteria - items that have all the primarily selected tags (AND), as well as items with the additional (OR) tags will be included in the order suggestion.
NOT: items with these tags will not be included in the order suggestion, even if they match the first two criteria (AND, OR).
Click Next. Wait until all calculations are completed and purchase order suggestions are created by pixi. This can take up to one minute because pixi needs to check all stock levels, stock parameters, open customer orders, open purchase orders, item information, supplier information and purchasing conditions.
Preview purchase orders and finish the wizard
Now you can preview suggested purchase orders. Click an order in the Suggested Orders list to view its order lines below.
Ordered quantity (Ordered Q) for each order line is colour coded:
New order lines created by the wizard are yellow.
Order lines that already existed and were changed by the wizard are orange.
Order lines that already existed but were not changed by the wizard are white.
Click Finish to accept the purchase order suggestions. Created and/or updated purchase orders are displayed in Purchase Orders list.
Do not use the "back" button of the browser after completing the wizard! If you are using the "back" button of the browser after completing the wizard and confirm step 3 again, the suggested purchase orders will be created again.
Note: Supplier order suggestions are created for active suppliers (even if they are locked) and active items. Inactive items, inactive suppliers and suppliers, inactive for specific items, are never included in purchase order suggestions.