Duplicating a Purchase Order allows you to create new orders from an existing Purchase Order without entering each product line again.
This video explains how to locate an existing Purchase Order, generate one or more copies, assign their delivery Outlets and manage the new orders in Purchase Order Manager.
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Chapters
Timestamp | Chapter |
|---|
00:06 | Overview |
00:12 | Accessing Duplicate Purchase Orders |
00:18 | When to Duplicate a Purchase Order |
01:18 | Finding and Duplicating an Existing Order |
01:43 | Assigning Delivery Outlets |
02:09 | Reviewing the Created Purchase Orders |
02:24 | Finding Duplicated Orders in PO Manager |
02:59 | Editing and Placing an Order |
03:35 | Placing Multiple Orders at Once |
Transcript
Duplicating a Purchase Order saves time when the same or similar products need to be ordered again. Retail Express copies the original order information into new Purchase Orders, which can then be assigned to different Outlets, reviewed and placed on order.
Accessing Duplicate Purchase Orders
In Back Office, navigate to: Inventory > PO Management > Duplicate PO
The Duplicate PO feature allows you to create one or more Purchase Orders from an existing order.
When to Duplicate a Purchase Order
There are several situations where duplicating a Purchase Order can be useful.
You may place the same set order with a supplier regularly. Instead of manually recreating the Purchase Order line by line, you can copy the previous order and send the new version to the supplier.
You may also need to order a large quantity of a product but receive it through several deliveries because of storage limitations.
For example, when ordering 1,000 televisions, you could create five Purchase Orders for 200 televisions each. Each order can then have a separate estimated delivery date.
For a multi-store retailer, you may test a new product range at one store before introducing it at other locations. When the range performs well, you can duplicate the original Purchase Order and create copies for delivery to the other stores.
Finding and Duplicating an Existing Order
Enter the number of the original Purchase Order you want to duplicate.
Select Search.
Retail Express displays the original order and its total cost.
Select the number of duplicates you want to create. In the example, three copies are required.
Select Generate.
Retail Express assigns a new Purchase Order number to each generated copy. The new Purchase Order numbers are displayed on the left side of the screen.
Assigning Delivery Outlets
Select the Outlet where each new Purchase Order should be delivered.
All duplicated orders can be delivered to the same Outlet, or each order can be assigned to a different location.
In the example, the three orders are assigned to warehouses in:
- New South Wales
- Queensland
- Victoria
After selecting the delivery locations, select Assign.
Retail Express creates the Purchase Orders using the product-line information from the original order.
Reviewing the Created Purchase Orders
After the orders have been created, Retail Express displays a confirmation at the top of the screen.
The new Purchase Orders can then be reviewed in Purchase Order Manager.
Finding Duplicated Orders in PO Manager
Open Purchase Order Manager.
Purchase Order Manager allows you to search for orders using criteria such as their creation date and status.
Purchase Orders created through duplication or another automated process are initially assigned an Incomplete status.
To locate the new orders, search for Purchase Orders that:
- Were created on the relevant date.
- Have an Incomplete status.
The results display the duplicated Purchase Orders created through the previous process.
Editing a Duplicated Purchase Order
Open a duplicated Purchase Order to review or change it.
The order can be managed in the same way as a manually created Purchase Order. You can edit the order information or email a copy to the supplier where required.
Any necessary changes should be completed before the Purchase Order is placed on order.
Placing an Individual Purchase Order
A duplicated Purchase Order must be placed on order before it becomes an active supplier order.
Open the required Purchase Order and change its status to On Order, then save the changes.
Alternatively, use the available action at the bottom of the Purchase Order screen to place the order and return to Purchase Order Manager.
Placing Multiple Purchase Orders at Once
When the supplier is already expecting the orders and the individual Purchase Orders do not need further review, you can place several orders on order at the same time.
From Purchase Order Manager, select the required Incomplete Purchase Orders.
Use the Action menu and select the option to place all selected Purchase Orders on order.