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