Creating a Recurring Purchase Order

You can create recurring purchase orders from:

• New or existing approved purchase orders.
• Active purchase contracts.

When you create a recurring purchase order, a number of purchase orders reflecting a recurring purchase are created. These new purchase orders are created with a status of "Open". The recurring settings that you specify for the recurring purchase order determine the number of purchase orders to be created and the time between each order. They also determine the following date fields on the recurring purchase order line items:

• Requested Delivery Date
• Supplier Commitment Date
• Supplier Current Promise Date

For example, if you create 2 recurring purchase orders with a recurrence period of a week and a recurrence interval of 3, the date fields listed above are set to the current date for the first purchase order. For the second purchase order, a period of three weeks is added to the current date and reflected in those fields.

Creating a Recurring Purchase Order from a New or Existing Purchase Order

To create recurring purchase orders, you must fill in the fields in the Recurring Settings section of the source purchase order. You can do this:

• At the time you are creating the purchase order.
• After the purchase order has been approved by clicking Edit on the purchase order and then completing the fields.

You can find below a detailed description of the steps required.

To create recurring purchase orders:

1. On the Recurring Settings section of the purchase order, select the Recurring Purchase Order? checkbox.
2. Select the Recurrence Period from the drop-down list.
3. Enter the required Recurrence Interval.
4. Enter the Number of Recurrences required.
5. Click Save.
6. If the purchase order has not been approved yet, click Submit for Approval.
   
   Note: You can only create recurring purchase orders for purchase orders that have a status of "Approved".
7. Once the purchase order is approved, click Create Recurring Purchase Orders. A confirmation message displays. Using Classic: Once the purchase order is approved, click Create Recurring POs. A confirmation page opens.
8. Click Create. Using Classic: Click Yes and then click Back.

Creating a Recurring Purchase Order from an Active Purchase Contract

You can create a recurring purchase order from an active purchase contract as follows:

1. Click the Purchase Contracts tab.
2. Open the active purchase contract you want to create a recurring purchase order from.
3. Click New Recurring Purchase Order. The New Recurring Purchase Order window opens.
4. In the Ship to Warehouse field, select the warehouse that you want to ship the orders to. If a warehouse was indicated on the related purchase contract, this field is automatically populated with the value specified on the contract.
5. In the Recurring Interval field, enter the recurring interval for the purchase orders.
6. In the Recurring Period field, select the recurring period for the purchase orders.
   
   Note: The recurrence period and the recurrence interval value determine the time between each recurring purchase order. For example, if you specify a recurring interval of 1 and select Month as the recurring period, the time between each recurring purchase order will be one month.
7. In the Number of Recurrences field, enter the total number of purchase orders that you want to create.
8. In the Purchase Order Lines section, enter a quantity for each line in the Quantity column.
9. Click Save.

Notes:

• The lines displayed in the Purchase Order Lines section correspond to the active purchase contract lines on the purchase contract that you are creating the recurring purchase order from.
• The quantity that you specify for a purchase order line must not exceed the quantity in the Maximum Quantity to Order field of its associated purchase contract line. In the same way, the total amount for the specified quantity must not exceed the amount in the Maximum Amount to Order field of the associated contract line.

When you create recurring purchase orders from a purchase contract, the Purchase Contract field on the purchase orders and the Purchase Contract Line field on the purchase order lines are automatically populated with the values of the originating purchase contract and purchase contract lines.

Deleting Lines

You can delete a line in the Purchase Order Lines section so that it is excluded from all the purchase orders to be created. To do this:

1. In the Purchase Order Lines section, click in the row of the line that you want to delete.
2. Click Delete.