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Using the purchase planning board

The Purchase Planning Board allows you to see purchase requests, track low stock items, and generate RFQs all in one place.

View & search for item requests

In Purchasing > Purchase Planning Board you can view all of your purchase requests in a list organized by the associated supplier.

When you create a new request with no supplier, it will appear under the No Associated Supplier category until you choose a supplier. By default, this category stays at the top of your list.

Purchase Planning Board highlighted in the feature menu.

The icon displayed next to the item name indicates the item’s part category. To learn more about assigning part categories, see Asset hierarchy rules.

To refine the list, do any of the following:

  • To search for a purchase request, enter at least 3 characters in the search field, and then press Enter.

    Purchase Planning Board with search bar highlighted.
  • To switch sites, click the drop-down arrow and select the desired site in the pop-up window.

    Purchase Planning Board with the search bar and drop-down icon highlighted.
 

Create an item request

Purchase requests are generated in 3 ways:

  • In the quick actions list in the feature menu

  • From a low stock alert

  • As a new record in the Purchase Planning Board

In the quick actions list in the feature menu

You can access the Purchase Request form through Dashboard > Submit Purchase Request or directly from a work order. To learn more about how to submit a purchase request, see Submit a purchase request.

purchase_request_form.png
 

From a low stock alert

When an item is consumed in a work order and falls below your specified minimum quantity, a purchase request is automatically generated in the Purchase Planning Board.

The fields in the request form are auto-filled with the information from the part record. If there is no information available, you can edit the purchase request in the Purchase Planning Board. To learn more about how to edit a purchase request, see Edit purchase request details.

If your Dashboard shows the Low Stock Items widget, you can also create a purchase request directly from the widget.

Low Stock Items widget highlighted on the administrator dashboard.

To learn more about how to submit a purchase request, see Submit a purchase request.

 

As a new record in the Purchase Planning Board

You can create a new purchase request directly from the Purchase Planning Board. To create a new record:

  1. Navigate to Purchasing > Purchase Planning Board.

  2. Click New.

    Purchase Planning Board with the New button highlighted.
  3. Fill out all relevant fields in the Purchase Request form.

  4. Click OK.

To learn more about how to submit a purchase request, see Submit a purchase request.

 
 

Edit purchase request details

The following fields can be edited by clicking the gray background of the purchase request and resubmitting the purchase request form with your changes:

Cursor on the grey background of a line item.

Field

Description

Example

Requested Item (non-inventory)

The name of the item being requested. 

To edit this field, update the description under Not in inventory? Describe what you need and press OK.

Note: Only items that aren’t in your inventory can be edited.

Forkfilt

Need By

The date the item is needed by.

To edit this field, click the calendar icon and select a date.

Jun 15, 2021

Account

Use these fields to assign accounts and charge departments to your equipment.

Before you can use these fields, you must first create accounts and charge departments in Settings > CMMS Settings > Lookup Tables. To learn more, see Charge departments & accounts.

To edit this field, click the drop-down and select a different Account or Charge Department from the list.

Charge Department

The following fields can be edited by entering a value in the field and clicking Save:

Line item with open fields highlighted.

Field

Description

Example

Part Code (non-inventory)

The unique number assigned to the item from the supplier.

MP45

Qty

The amount of the item needed to be purchased.

20.000

Unit Price

The cost of one unit of the item.

$5.00

The following fields can’t be edited directly but link to another section in the CMMS:

Line item with hyperlinks highlighted.

Field

Description

Example

Part Code (inventory)

The unique number assigned to the item from the supplier.

To edit this field, click the link, enter your Supplier Part Number and click OK.

MP45

Quotes

Use this field to view and edit a linked RFQ’s details.

To learn how to edit an RFQ’s details, see Create an RFQ or PO.

 

Delete an item request

To delete an item, hover over the item request and click the Delete icon (trash_icon.png).

To delete multiple items under a specific supplier:

  1. Select the checkbox next to any requests you want to delete.

  2. Click Delete.

    Purchase Planning Board with 2 requested items selected and the Delete button highlighted.

To delete all items under a single supplier:

  1. Select the checkbox next to the supplier name.

  2. Click Delete.

    Purchase Planning Board with a supplier selected and highlighted with the Delete button.
 
 
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