Purchase Order Wizard

Demo Video

Start Screen

The Purchase Order Wizard starts with an empty workspace. Use this screen to load requested items, add extra items if needed, choose vendors, and set the order date before creating Purchase Orders.

The usual starting point is Load Requests. This brings in items and quantities from Order Request sheets. Add Item and Add Vendor are optional helpers for manual adjustments after the request items are loaded.

When the screen says No items loaded, no Purchase Orders are ready yet. Load Order Requests or add items manually before assigning vendors.

Recommended First Action

1. Click Load Requests.
2. Search for the Order Request sheets you want to order from.
3. Review each selected sheet and confirm the sheets that should be included.
4. Return to this screen and assign vendors to the loaded items.

Load Requests

Use Load Requests to bring requested items into the wizard automatically. Search by author, item name, or note, then choose the Order Request sheets that should be included in this purchase run.

After the selected Order Requests are loaded, KTPv5 adds the requested items and quantities to the wizard. It also loads any active Vendor Code records for those items, so the wizard can show existing vendor suggestions item by item.

After clicking Load, the wizard opens a sheet review step. Check each selected Order Request, then choose Confirm & Load for sheets that should be included or Skip for sheets that should not be included in this purchase run.

Loading a request does not archive, delete, or mark the Order Request as done. It only copies the request information into the Purchase Order Wizard.

Two Ways To Assign Vendors

After items are loaded, the wizard gives two working views.

• Items view is best when you want to check each item and choose its vendor one by one in a side-by-side assigned/unassigned workspace.
• Vendors view is best when you want to work vendor by vendor and assign many matching items at once.

The assigned and unassigned counts at the top update as you work. Only assigned items are included when Purchase Orders are created.

Items View

Use Items view to make item-level decisions. The left side shows unassigned items and the right side shows assigned items. Each row shows the item, barcode, quantity, vendor suggestions, and delete action.

1. Change the quantity directly in the row when the requested quantity should be adjusted before ordering.
2. Choose one of the vendor buttons to assign the item to that vendor. These buttons come from existing Vendor Code records for the item.
3. Use Other... when the correct vendor is not shown in the suggestions.
4. After an item is assigned, use Switch when it should move to a different vendor.
5. Use the trash icon to remove the item from the wizard. This works for both assigned and unassigned items.

Removing an item from the wizard does not delete the item master record or the original Order Request row. It only excludes that item from this Purchase Order generation.

Vendors View

Use Vendors view to work from the supplier side. Each vendor section lists the items currently assigned to that vendor and provides bulk assignment buttons.

1. Change quantities directly in the vendor list when needed.
2. Use + Unassigned to assign only currently unassigned items that have this vendor as a Vendor Code suggestion.
3. Use + All to assign every loaded item that has this vendor as a Vendor Code suggestion, even if some of those items are already assigned to another vendor.
4. Use Switch on an individual row when only one item should move to another vendor.
5. Use the trash icon to remove an item from the wizard.

Submit Modal

Click Submit after the items have been assigned to vendors. The wizard opens a review modal so staff can check the Purchase Orders before creating them.

If any items are still unassigned, KTPv5 asks for confirmation before opening the review. At this stage, unassigned items are not included. The modal reviews only the items that will become Purchase Order rows.

1. Review each vendor one at a time.
2. Check that the correct items and quantities are listed under that vendor.
3. Use Next and Previous to move through the vendor orders.
4. Click the X button if something needs to be changed. This returns to the wizard so editing can continue.
5. Click Finish Review only when the vendor groups are correct.

Closing the review modal does not erase the wizard work. It simply returns to the assignment screen.

Create Purchase Orders

After all vendor groups have been reviewed, the wizard shows a final Review Complete summary. This screen lists how many Purchase Orders are ready and how many items each vendor will receive.

Click Create N Orders to create the Purchase Orders. KTPv5 creates one draft Purchase Order per vendor group.

For example, if the review summary says 7 orders ready, clicking Create 7 Orders creates seven draft Purchase Orders.

Use Back to Review if you need to check the vendor groups again before creating the orders.

Required Roles

Common Problems