Create Purchase order

Article06/12/20244 min read

You can create a purchase order based on one of the options, such as Pallet Type, GTIN, Container, Attribute, or File, in the Purchase Order Per field on the Manifest page. This process can help you streamline your purchasing process, improve inventory management, enable more efficient data analysis, and reduces the likelihood of errors.

To create one or multiple purchase orders from a manifest page, you can follow these steps:

  1. Select the Search icon , enter Manifests, and then choose the related link.
    The Manifests list page opens.

  2. On the action bar, click New.
    The Manifest page opens.

  3. Fill in the necessary fields. For more information, see here.

  4. On the action bar, select Actions > Create Purchase Order.

    Note

    The Create Purchase Order action is activated only if no errors are detected during the import process.

    • The system creates the purchase order header based on the following information from the Manifest header, and Manifest Line includes: Buy from Vendor No, Location, Planned Receipt date, Manifest No, Port of loading, Port of discharge, Vessel, and Shipping Agent.
      Important

      The purchase order will not be created if errors occur while performing the Create Purchase Order action, such as a blocked vendor. Whereas, if errors occur during the release of the purchase order while performing the Create & Release Purchase Order action, you must resolve the error on the purchase order before taking any further actions.

    • The system creates the purchase order lines based on the selected option in the Purchase Order Per field. These options (GTIN or Pallet Type) may have multiple Pallet Types or GTIN numbers. Therefore, multiple purchase order lines are created for each Pallet Type or GTIN in such scenarios.

    For example: Let’s assume you have specified the following manifest lines.
    You have selected option GTIN, and the lines are filtered and summarized in association with values found in the Pallet Type field. When different values are provided in the Pallet field, the resulting Purchase Order lines will have the number of lines based on the number of types. A similar process is followed when determining the Pallet Type instead of the GTIN.
    The purchase order is created.

  5. On the Purchase Order page, on the Lines FastTab, the Assigned Container(s) field displays the total number of the assigned container for this line.

Trade Information on Purchase Order

Use the Trade Information FastTab to fill in the details of trading on the Purchase Order.

FieldDescription
Lines FastTab
Assigned Container(s)Specifies the total number of containers that are linked to this document.
Trade Information FastTab
Port of Loading CodeSpecifies the code of the location or port where cargo is loaded onto a ship, protected, and prepared for transit. This code refers to international trade and transport locations, including seaports, airports, and other inland destinations.
Port of Loading NameSpecifies the name of the loading code.
Port of Discharge CodeSpecifies the code of the location or port where the ship or any transport vehicle unloads all its cargo or only a portion of it.
Port of Discharge NameSpecifies the name of the discharge location code.
Vessel CodeSpecifies the registered vessel code, which defines the types of vessel structure.
Vessel NameSpecifies the name of the vessel.
Shipping Company CodeSpecifies the shipping container code that companies can use to identify a logistic unit.
Shipping Company NameSpecifies the description of the shipping company.
Note

The Trade Information FastTab is also available on the Purchase Return Order page.

View Trade Information on Posted Purchase Receipts/Invoices

When posting a receipt or invoice from a purchase order, the trading information is inherited from the purchase order to the posted purchase document. Similarly, when posting a shipment from a purchase return order, the trading information is inherited from the purchase return order to the posted purchase return shipment.

Most Common Errors when Creating and Release Purchase Orders

ErrorSolution
Standard Business Central Errors
Invalid VendorVerify that the vendor is set up correctly in Business Central by checking their information and vendor ledger entries. If necessary, create a new vendor or update the existing vendor information.
Invalid ItemVerify that the item is set up correctly in Business Central by checking its item card and associated information such as a unit of measure, vendor, and inventory settings. If necessary, create a new item or update the existing item information.
Missing Required InformationFill in all required fields on the purchase order, including vendor, item, quantity, unit price, andother relevant information. If necessary, check with the vendor or review previous purchase orders for the correct information.
Insufficient Quantity AvailableReduce the quantity of the item on the purchase order, or place a backorder to receive the item later when it becomes available. You can also check inventory levels to see if the item is available in another warehouse or location.
Unknown ErrorConsult the error message for further details or contact Business Central support for assistance.