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Documentation to assist with the setup and configuration of the HaloPSA platform

Guides > Automating Procurement

Automating Procurement

In this guide we will cover:

- How to have purchase orders automatically create when item stock is below a set level



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.


Pre-requisites:

  • You must be using our Use Automation/Event Service to process time sensitive events, customers hosted by us will be using this already.


To set this up first you will need to head to Configuration > Items and Stock Control, here enable the setting shown in Figure 1.


Fig 1. Automatically create purchase orders using a daily scan for Products when they drop below a stock level threshold


Once this is set, a daily scan will take place to check the stock in the system.


You will now have the option to set a minimum stock quantity against each of your items, as well as some additional settings.


Fig 2. Additional settings once automatic purchase order creation enabled


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.


Automatic restock type - This is how you would like this item to be restocked.


  • Disabled - purchase orders will not create automatically.
  • 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.
  • 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.

Once set when stock for this item drops below the threshold it a purchase order will be created in line with the restock type.


The purchase order created will be against the default supplier for the product.


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.

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