<style>p { margin: 0; }span.fr-emoticon.fr-emoticon-img { background-repeat: no-repeat !important; font-size: inherit; height: 1em; width: 1em; min-height: 20px; min-width: 20px; display: inline-block; margin: -0.1em 0.1em 0.1em; line-height: 1; vertical-align: middle; } span.fr-emoticon { font-weight: normal; font-family: "Apple Color Emoji", "Segoe UI Emoji", "NotoColorEmoji", "Segoe UI Symbol", "Android Emoji", "EmojiSymbols"; display: inline; line-height: 0; } blockquote { border-left: solid 2px #5e35b1; color: #5e35b1; margin-left:0; padding-left:5px;}blockquote blockquote{ border-color: #00bcd4; color: #00bcd4;}blockquote blockquote blockquote{ border-color: #43a047; color: #43a047;} table.grid{ border-collapse: collapse;} table.grid td, table.grid th { border: 1px solid #ddd;} .fr-fic.fr-dib{ display: block; margin: 5px auto;}.fr-fic.fr-dib.fr-fir{ text-align: right; margin: 5px 0 5px auto;}.fr-fic.fr-dib.fr-fil{ text-align: left; margin: 5px auto 5px 0;}.fr-fic.fr-dii{ float: none; margin: 5px auto;}.fr-fic.fr-dii.fr-fil{ float: left; margin: 5px auto;}.fr-fic.fr-dii.fr-fir{ float: right; margin: 5px auto;}img.fr-dib.fr-fir { margin-right: 0; text-align: right;}img.fr-dib.fr-fil { margin-left: 0; text-align: left;}img.fr-dib { margin: 5px auto; display: block; float: none;}img.fr-bordered { box-sizing: content-box; border: solid 5px #CCC;}img.fr-shadow { box-shadow: 10px 10px 5px 0px #cccccc;}img.fr-rounded { border-radius: 10px; -moz-border-radius: 10px; -webkit-border-radius: 10px; -moz-background-clip: padding; -webkit-background-clip: padding-box; background-clip: padding-box;}</style><p><strong>In this guide we will cover:</strong></p><p><strong>- How to have purchase orders automatically create when item stock is below a set level</strong></p><p><br></p><p><br></p><p>This functionality helps to automate stock management, rather than monitoring stock manually this allows stock to be monitored and have purchase orders raised accordingly to replenish stock.</p><p><br></p><p><em>Pre-requisites:</em></p><ul><li style="font-style: italic;"><em>You must be using our Use Automation/Event Service to process time sensitive events, customers hosted by us will be using this already.</em></li></ul><p><br></p><p>To set this up first you will need to head to Configuration > Items and Stock Control, here enable the setting shown in Figure 1.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk2NDA1NDU4LWQyNzEtNGVkMy04ZDIwLWZhMjRkZmI5OTQ2MCJ9.GhOfq6hcYux-5syU9yCcGlHJvCa7K0E3ysD8qx9-kdI" class="fr-fic fr-fil fr-dib" width="776" style="width: 778px; height: 370.516px;" height="371"></p><p><strong><span style="font-size: 10pt;">Fig 1. Automatically create purchase orders using a daily scan for Products when they drop below a stock level threshold</span></strong></p><p><br></p><p>Once this is set, a daily scan will take place to check the stock in the system.</p><p><br></p><p>You will now have the option to set a minimum stock quantity against each of your items, as well as some additional settings.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjM5MTY1YTFmLTZhNTAtNGMxMS05NWU1LTk5NWQ4NTJiYmViNiJ9.uq0_g-4Ns-vbym2f-DOJ_jQXO8QyJnlAJKvP59CDLC4" class="fr-fic fr-fil fr-dib" width="716" style="width: 718px; height: 457.48px;" height="457"></p><p><strong><span style="font-size: 10pt;">Fig 2. Additional settings once automatic purchase order creation enabled</span></strong></p><p><br></p><p>Head to Products > select a product > Stock tab, enter the quantity in the 'Minimum Stock Quantity' field. This is the number of items that you would like to have in stock at all times, if the stock for this item drops below this at any time a purchase order will automatically be raised to replenish the stock.</p><p><br></p><p><strong>Automatic restock type -</strong> This is how you would like this item to be restocked.</p><p><br></p><ul><li>Disabled - purchase orders will not create automatically.</li><li>Restock a fixed quantity - Allows you to choose a fixed quantity, each time the stock drops below the threshold a purchase order will be raised for this quantity of items each time.</li><li>Restock back up to a fixed stock level - Allows you to enter a restock level, each time the stock drops below the threshold a purchase order will be raised for a quantity that brings the total stock up to this figure.</li></ul><p>Once set when the total stock for this item drops below the threshold a purchase order will be created in line with the restock type.</p><p><br></p><p style="margin-left: 20px;"><strong>How is the 'total stock' for an item calculated?</strong></p><p style="margin-left: 20px;">The 'total stock' of an item reflects the amount of that item you have in stock, regardless of how many of these items are reserved on orders and how many orders require consignment of this item. </p><p style="margin-left: 20px;"><br></p><p style="margin-left: 20px;">The total stock of an item is reflected by the "In stock" field against a product.</p><p style="margin-left: 20px;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImU0Yjc5MTNhLWM4MjItNDhmYS04MzY1LWE0ODk2ODhkOTZjMSJ9.KZlpw9oEcHNsg66c7d1ejwOewziNwB99lxa1JuJD-Uo" class="fr-fic fr-fil fr-dib" width="687" style="width: 689px; height: 432.519px;" height="433"></p><p style="margin-left: 20px;"><strong><span style="font-size: 10pt;">Fig 3. Total stock for Apple Magic Mouse</span></strong></p><p style="margin-left: 20px;"><br></p><p style="margin-left: 20px;">The total stock will only drop once an item is consigned. In the figure 3 example, we have 18 total stock but 2 of these have been reserved for a specific order and 2 more need to be consigned on other orders. This is important to keep in mind when using automatic PO creation, as a PO will not be created until this total stock drops below the threshold. </p><p><br></p><p>The purchase order created will be against the default supplier for the product.</p><p><br></p><p>If this is enabled for multiple products a purchase order will be created per supplier for every item that needs re-stocking. If an item is already on a purchase order that has not yet been closed, a new purchase order will not be created.</p><p><br></p><p data-pasted="true">Once a daily scan creates an automated PO, the system will not create another PO for the same item on the next scan as long as that original PO is still open.</p><p><br></p><p>From version 2.232.1+, if the Item does not have a default Supplier set against it, then a red warning will show below the Minimum restock type field label to note that a PO will not automatically be created. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImIzMWJmZjIxLTBjNWQtNDdjOC1hZGFlLTc2MmIxZDQ3OGRkNyJ9.-thPD1F9bSBT8QaBh-ehvm6cXtkxSgrjCIet4Rn5DFE" class="fr-fic fr-fil fr-dib" width="1045" style="width: 1047px; height: 584.348px;" height="584"></p><p><strong><span style="font-size: 10pt;">Fig 4. The red warning that shows if you are setting automatic PO creation on an Item that does not have a default Supplier set (v2.232.1+)</span></strong></p><p><br></p><p>You will also be able to see in the Task Scheduler logs if a PO has failed to automatically create due to this reason. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImRiODE1Mjg1LTFmMzYtNDBjNS1hNjI5LWExMjU3NmRiZWYwYyJ9.xHzkLxkn961RPFG-acy6PXaHVWcLJTL1AS6aBDS01lo" class="fr-fic fr-fil fr-dib" width="910" style="width: 912px; height: 65.5223px;" height="66"></p><p><strong><span style="font-size: 10pt;">Fig 5. The error that will show in Task Scheduler logs if a PO fails to create due to no default Supplier set</span></strong></p><p><br></p><p>You can find the Task Scheduler logs by navigating to Configuration > Backend Service Monitoring. </p>
