Purchase Process Automation and Coordination

Purchase process automation includes the following steps:

• A. Use Min/Max to control inventory stock levels.
• B. Create requisitions when inventory stock falls below the minimum stock quantities.
• C. Route requisitions to supervisors for approval
• D. Create a PO when a requisition is approved
• E. Email a PO print in PDF format to vendor when a PO is approved

1. Ordering by Min/Max Automatically

Min/Max can be configured at site inventory for automating the creation of requisitions when stock levels fall below minimum stock levels.

• Set Min/Max stock levels
• Set Order type to Min/Max
• Set Order creation to Automatic
• Requisitions are generated when stock levels fall below minimum levels

2. Ordering by Min/Max Manually

Manual ordering can be enabled based on Min/Max stock levels. Calem will not generate requisitions in this case. Instead, inventory staff review items to order and manually create requisitions.

• Set Min/Max stock levels
• Set Order type to Min/Max
• Set Order creation to Manual
• Inventory staff review orders to generate from reports:
  • Inventory | Report | Order List by Min/Max
  • Inventory | Report | Order List by Min/Max with Vendors
• Review an order row and manually create a requisition by menu "

3. Generate a PO at REQ Approval

The screenshot below shows the "Approved" menu to approve a REQ. The checkbox "Create PO" can be checked to generate a PO upon approval of the REQ.

 4. Purchase Process Coordination

Maintenance and accounting teams may work together to complete POs:

• Maintenance team receives a PO, attach package slips, change a PO's status to "Received" when a PO is fully received.
• Accounting team reviews POs with receipts (Purchase Home | Open PO Lines | POs of partial/fully receipts).
• Partial or full payment may be made to vendors depending on PO terms. 
• Accounting team changes a PO's status to "Completed" when invoices are processed for the PO.

Additional resources

• Requisition Approval Routing
• User Guide and Admin Guide (customer account required)
• Calem Enterprise Training Site
  
• Calem Enterprise Blogs
  
• Calem Enterprise demo