Replenish inventory

Use the Replenish inventory page to identify when to reorder inventory for the items you sell, and automatically create the purchase orders for reordering.

Like any other purchase orders, the automatically generated purchase orders flow directly into the approval process, if applicable, or can be immediately emailed to the vendors. They can also be viewed, edited, and deleted from the purchasing transaction lists.

Step 1. Set filters and review reorder information

Apply filters to generate a list of items to reorder.

1. Go to Purchasing or Inventory Control > All > Replenishment > Replenish inventory.

2. In the Reorder options section, set the options that will apply to the generated purchase orders.

   1. You can select a different transaction definition from the Transaction definition dropdown list. However, the best practice is not to change the selection and to use the default. The default is selected for the Transaction definition for purchases field on the Configure Inventory Control page.
   2. In the Purchasing transaction date field, use the calendar tool to select the transaction date for the generated purchase orders.

3. In the Filters section, set the filters to select the desired criteria for displaying the items to reorder.

   1. In the As of date field, use the calendar tool to select a date. Sage Intacct uses this date in the replenishment calculations to start assessing which items need reordering. The default is the current date.
   2. Use the Vendor ordering option dropdown to choose which vendor displays when the item can be purchased from multiple vendors. In the results, the Vendor name field is a dropdown list, which you can use to select a different vendor for a specific item.
   3. Select any other filters to narrow the list of items to reorder.

   4. When you've finished selecting the filter options, select Apply filters.

      The page displays a Summary of suggested items to reorder. The list is sorted by warehouse by item, and only displays items that require replenishment.

      The replenishment table displays 30 rows at a time by default. To change the number of rows, go to More actions > Table size.

4. If you do not see the desired results, adjust the filter criteria and select Apply filters again.

   If you change data in the replenishment table and want to create the purchase orders with the changed data, generate the purchase orders immediately. Your changes are not saved if you apply different filters, which causes the page to refresh, or leave the page.

5. Optional: To analyze the replenishment information in greater detail, you can create a preview snapshot of the currently displayed data and use the preview snapshot in a custom report. When you run the custom report, you can export the results to an Excel spreadsheet and use the spreadsheet to perform further analysis.

   Learn more about replenishment preview snapshots.

See all Field descriptions.

Step 2. Select items and edit reorder details

Before you generate replenishment purchase orders, you need to select the items to reorder and validate or update the vendor, quantity to purchase, and purchase price for each item. By default, no items are selected.

1. On the Replenish inventory page, do one of the following in the replenishment table:

   • Select the checkbox in the far left column next to each item you want to reorder.

   • Select the checkbox in the Selected column header at the top left of the replenishment table to select all items on the list.

     The column header checkbox selects or deselects all items displayed across all of the table pages, if there are multiple table pages.

2. Deselect a checkbox to exclude an item from being reordered.

3. In the row for each item selected, make any changes that are appropriate to the three editable fields:

   • Vendor. The dropdown list displays the vendors from which the item can be purchased.
   • Quantity to purchase. Enter a positive value.
   • Purchase price. Enter a positive value

   If you make any changes, the Extended amount for the item is recalculated.

At the top of the replenishment table, you can see a summary of the total purchase amount (in the base currency) of the items being reordered, the number of items being reordered, and the number of purchase orders that will be created to order the items. Sage Intacct combines the items being reordered from the same vendor into one purchase order if the transaction currency is the same and, in multi-entity environments, if the warehouses are in the same entity.

Step 3. Generate purchase orders

After you've selected the items to reorder and have edited any reorder details for the items, you're ready to generate the purchase orders to replenish the inventory items. Sage Intacct runs an online or offline process to create them.

1. Go to Purchasing or Inventory Control > All > Replenishment > Replenish inventory.

2. On the Replenish inventory page select Create purchase orders.
3. Depending on how many purchase orders need to be created, Sage Intacct creates them either online or offline.
4. If less than 10 purchase orders need to be created, Sage Intacct immediately runs the process which tries to create the purchase orders and then displays a link to the replenishment run in a bar at the top of the page. This does not necessarily mean that all the purchase orders were created successfully. The best practice is to always view the replenishment run to see if there were any errors.

5. If more than 10 purchase orders need to be created, Sage Intacct prompts you that the purchase orders need to be created in a background process:

   1. Select OK in the Process Offline page to continue.
   2. Check for the email notification that is sent when the background processing finishes. The email summarizes the results of processing.

   3. Go to Purchasing or Inventory Control > All > Replenishment > Runs.

      The list of replenishment runs appears.

   4. Select View next to the replenishment run that was generated offline to review the details of the run.

Learn more about replenishment runs.

Edit purchase orders

You can review the purchase orders generated from the Replenish Inventory page in the Purchasing transactions list (Purchasing > All > Other transaction activity > View transactions). The same rules that apply to editing purchase orders created manually through the Purchasing application apply to editing purchase orders created through the replenishment process.

To edit a purchase order, see Editing a transaction.

Delete purchase orders

Suppose you just ran the replenish inventory process only to realize you included an item that shouldn't have been reordered. You can locate the purchase order in the Purchasing transactions list and delete the purchase order. Alternatively, if the purchase order includes other items to reorder, you can edit the purchase order and delete the line item for the item you do want to reorder.

To delete a purchase order, see Deleting a transaction.

Print or email purchase orders

You can print or email purchase orders from the Purchasing transactions list. The same print and email rules that apply to Purchasing transactions created manually through the Purchasing application apply to purchase orders created through the replenishment process.

To print or email a purchase order, see Print or email purchasing documents.