Mass Purchase Order

Guide for creating many Purchase Orders from minimum reorder stock analysis. This page helps purchasing users review products that need replenishment, group them by division, department, and supplier, then create purchase orders in one process.

Menu Route

Purchasing Tools

/masspurchaseorder

When to Use This Page

Use this page when purchasing needs to create Purchase Orders for many products whose stock is already below minimum reorder. The page reads stock analysis, calculates suggested purchase quantities, and creates PO documents from selected lines.

This page does not replace purchasing review. Users still need to check supplier, price, discount, tax, unit, and suggested quantity before creating PO.

Relationship with Purchasing Module

Product Master
Source of minimum reorder, maximum stock, default supplier, base unit, cost price, purchase discount, and purchase tax.
Inventory
Source of stock balance per division, department, and product. Balance is calculated from sum(invin - invout).
Purchase Order
Final result of the process. The system creates purchaseorder header and purchaseorderdetail lines.

Data Prerequisites

  • The application has pre_transactions and tools packages active.
  • Products are active and have default supplier, minimum reorder, maximum stock, and unit with quantity 1.
  • Inventory has been posted correctly by division and department.
  • Division has Purchase Order number format frmpurchaseorderid and sequence purchaseorderidno.
  • The supplier used by the line is active in supplier master data.

Workflow

  1. Open Purchasing / Mass Purchase Order.
  2. Fill stock minimum reorder analysis filters in the report component at the top.
  3. Run the report until data appears in the working table.
  4. Review each line: division, department, supplier, product, suggested purchase quantity, unit, price, discount, tax, minimum reorder, maximum stock, and stock balance.
  5. If default supplier is not correct, change the supplier on the line. The system retrieves the latest purchase price history for that supplier and product.
  6. Click Grouped Data. This step is required before Create Purchase Order is enabled.
  7. Select product lines that should become PO.
  8. Click Create Purchase Order, read the confirmation, then choose OK when the data is correct.
  9. After success, the system shows notification with the generated PO numbers.

Stock Analysis Filter

FilterExplanation
Transaction DateLimits inventory balance up to a certain date. The report query uses a.transdate.
DivisionLimits results by division. Default follows user role and can be locked by role rules.
DepartmentLimits results by department within the selected division.
SupplierLimits products by default supplier in product master data.
ProductLimits result to selected product.
 
Line appears when:
product is active
inventory balance < minimum reorder

Inventory balance = sum(invin - invout)
Suggested purchase = maximum - inventory balance
Lines with suggested purchase <= 0 are removed

Result Table

ColumnExplanation
DivisionStock division and PO division to be created.
DepartmentStock department and PO detail department.
Supplier CodeSupplier that will become the PO vendor. It can be changed through autocomplete.
Supplier NameSupplier name from master data or selected purchase history.
Product Code and NameProduct whose stock needs replenishment.
Suggested PurchaseQuantity used as purchaseqty in PO detail.
Product UnitUnit sent to PO. Default comes from unit quantity 1 and can change when supplier is changed from purchase history.
Cost PricePrice used in PO detail.
Percent DiscDiscount percent sent to percentdisc.
Purchase TaxTax setting sent to PO detail.

Changing Supplier on a Line

When the supplier is changed, the page looks for the last purchase history for that supplier and product. If history is found, the line can update supplier name, unit, price, discount, tax, and related purchase values. Review the result before grouping data.

Why Grouped Data Is Required

Grouped Data prepares selected lines by division, department, and supplier so the system can create the correct PO header and detail groups. Without this step, Create Purchase Order is disabled because the page has not prepared document grouping.

Creating Purchase Orders

After grouping and selecting lines, click Create Purchase Order. The process creates PO headers based on the grouped supplier/division data and creates PO detail lines from the selected products. Each generated PO follows the division numbering setup.

Result After OK

  • Purchase Order headers and detail lines are created.
  • Generated PO numbers are shown in notification.
  • Users can open Purchase Order to review, edit, approve, print, or continue to Goods Receipt according to company workflow.

Limits to Understand

  • The page creates suggestions from current stock analysis; it does not decide purchasing policy by itself.
  • Supplier history may be empty, so users must check supplier and price manually.
  • Changing filters and rerunning analysis can produce different suggested quantities.
  • The process should be used by users who understand purchasing and stock planning.

Common Issues

  • No data appears: check stock balance, minimum reorder, product active status, division, department, and supplier filter.
  • Create Purchase Order is disabled: click Grouped Data first and make sure at least one line is selected.
  • Wrong supplier or price: change supplier on the line and review purchase history result.
  • PO number cannot be created: check division PO numbering format and sequence.