--- title: The Purchase Order Assistant description: "> 📍 **How to access this feature?** > *Customer quote or order record > \"Purchase Order Assistant\" button* The Purchase Order Assistant automatically generates supplier purchase orders from a customer quote or order, based on the supplier offers for your…" url: "https://www.kafinea.com/en/help/catalog/the-purchase-order-assistant/" updated: "2026-04-03" category: Catalog --- # The Purchase Order Assistant > 📍 **How to access this feature?** > *Customer quote or order record > "Purchase Order Assistant" button* The Purchase Order Assistant automatically generates supplier purchase orders from a customer quote or order, based on the supplier offers for your standard products. --- ## 1. Overview When a customer quote or order contains **standard products**, the assistant analyzes available supplier offers and proposes to generate the corresponding purchase orders, **grouped by supplier**. > **Note:** The assistant only processes lines containing standard products. Regular products (non-standard) are not handled by the assistant. ### Difference with "Create Purchase Order" Customer quotes and orders offer two distinct actions for creating supplier purchase orders: | Action | Function | | --- | --- | | **Create Purchase Order** | Creates a single supplier purchase order by directly copying the document lines. The supplier must be chosen manually. Works with all products. | | **Purchase Order Assistant** | Analyzes standard products, automatically selects the best suppliers from available offers, and generates one purchase order per supplier. Works only with standard products. | > **Tip:** Use **"Create Purchase Order"** for simple procurement from a single supplier. Use the **assistant** when your lines contain standard products with multiple supplier offers. --- ## 2. Launching the Assistant 1. Open the record of a **quote** or **customer order** 2. Click the **"Purchase Order Assistant"** button in the document actions The assistant opens and automatically analyzes the document lines. > **Note:** The button only appears if you have creation rights on the Supplier Purchase Orders module. --- ## 3. Assistant Screen The assistant displays a table with the document lines containing standard products: | Column | Description | | --- | --- | | **☑** | Check or uncheck to include or exclude the line | | **Standard Product** | The product from the quote or order | | **Specific Product** | The actual product to order (editable) | | **Supplier** | The selected supplier offer (editable) | | **Purchase Price** | Unit price of the selected offer | | **Lead Time** | Delivery time in days | | **Quantity** | Quantity taken from the source document | | **Line Total** | Price × Quantity | The **grand total** is displayed at the bottom of the table and updates in real time. --- ## 4. Customizing Choices Before generating the orders, you can adjust each line: - **Change specific product**: select another specific product from the dropdown list - **Change supplier**: select another supplier offer from the dropdown list - **Exclude a line**: uncheck the box on the left - **Select all / deselect all**: use the checkbox in the column header > **Note:** Quantities are taken from the source document and cannot be modified in the assistant. If you need to adjust a quantity, modify it directly on the supplier purchase order after creation. --- ## 5. Generating Orders 1. Review your choices in the table 2. Click **"Generate Purchase Orders"** 3. The system automatically creates **one supplier purchase order per distinct supplier** 4. You are redirected to the first purchase order created **What is created:** - One supplier purchase order per distinct supplier among the selected lines - Each purchase order contains the lines for the corresponding specific products - Prices are those of the selected supplier offers - Quantities are identical to the source document - Purchase orders are created in **draft** status > **Important:** Supplier purchase orders are created as drafts. They must be reviewed and validated manually before being sent to the supplier. --- ## 6. Warnings The assistant may display warnings in a banner at the top of the screen: | Warning | Cause | Recommended Action | | --- | --- | --- | | "No specific for..." | The standard product has no linked specific product | Create a specific product linked to the standard | | "No valid offer..." | No valid supplier offer for the specific products | Add supplier offers | Lines with warnings are disabled (grayed-out checkbox) and cannot be included in the generation. > **Note:** Offer validity is evaluated at the **source document date** (for example, the quote date), in order to select offers applicable to the relevant period. --- ## 7. Typical Workflow Here is the complete usage workflow: **Step 1 — Prepare the catalog:** 1. Create your standard products with their pricing parameters 2. Link specific products to each standard 3. Create supplier offers on the specific products **Step 2 — Sell:** 4. Create a customer quote or order with the standard products (sales prices are already calculated) **Step 3 — Procure:** 5. From the quote or order, click **"Purchase Order Assistant"** 6. Review the choices in the assistant and adjust if necessary 7. Click **"Generate Purchase Orders"** 8. Review and send the supplier purchase orders --- ## 8. Frequently Asked Questions ### The "Purchase Order Assistant" button does not appear Verify that your profile has creation permission on the **Supplier Purchase Orders** module (*Settings > Profiles*). ### The document does not contain any standard product The assistant displays an information message. Only lines containing standard products are processed by the assistant. For other products, use the **"Create Purchase Order"** button. ### Can I modify purchase orders after generation? Yes. Purchase orders are created as drafts and are fully editable: you can adjust quantities, prices, add or remove lines before validating them. ### What is the difference with "Create Purchase Order"? **"Create Purchase Order"** copies the document lines to a single purchase order, without analyzing supplier offers. The **assistant** automatically selects the best offers and creates one purchase order per supplier. See the comparison table in section 1. --- ## Related References 🔗 - [Products](https://www.kafinea.com/en/documentation/catalog/products/) - [Sourcing Management](https://www.kafinea.com/en/documentation/catalog/sourcing-management/) - [Supplier Purchase Orders](https://www.kafinea.com/fr/documentation/achats/les-bons-de-commande-fournisseur/) - [Customer Quotes](https://www.kafinea.com/en/documentation/sales/customer-quotes/) - [Customer Orders](https://www.kafinea.com/fr/documentation/ventes/les-bons-de-commande-client/)