{"id":444464,"date":"2026-04-03T11:26:04","date_gmt":"2026-04-03T09:26:04","guid":{"rendered":"https:\/\/www.kafinea.com\/documentation\/uncategorized\/the-purchase-order-assistant\/"},"modified":"2026-04-03T11:26:04","modified_gmt":"2026-04-03T09:26:04","password":"","slug":"the-purchase-order-assistant","status":"publish","type":"docs","link":"https:\/\/www.kafinea.com\/en\/help\/catalog\/the-purchase-order-assistant\/","title":{"rendered":"The Purchase Order Assistant"},"content":{"rendered":"
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\ud83d\udccd How to access this feature?<\/strong>
Customer quote or order record > “Purchase Order Assistant” button<\/em><\/p>\n<\/blockquote>\n

The Purchase Order Assistant automatically generates supplier purchase orders from a customer quote or order, based on the supplier offers for your standard products.<\/p>\n

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1. Overview<\/h2>\n

When a customer quote or order contains standard products<\/strong>, the assistant analyzes available supplier offers and proposes to generate the corresponding purchase orders, grouped by supplier<\/strong>.<\/p>\n

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Note:<\/strong> The assistant only processes lines containing standard products. Regular products (non-standard) are not handled by the assistant. <\/p>\n<\/blockquote>\n

Difference with “Create Purchase Order”<\/h3>\n

Customer quotes and orders offer two distinct actions for creating supplier purchase orders:<\/p>\n

\n\n\n\n\n\n\n
Action<\/th>\nFunction<\/th>\n<\/tr>\n<\/thead>\n
Create Purchase Order<\/strong><\/td>\nCreates a single supplier purchase order by directly copying the document lines. The supplier must be chosen manually. Works with all products.<\/td>\n<\/tr>\n
Purchase Order Assistant<\/strong><\/td>\nAnalyzes standard products, automatically selects the best suppliers from available offers, and generates one purchase order per supplier. Works only with standard products.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n
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Tip:<\/strong> Use “Create Purchase Order”<\/strong> for simple procurement from a single supplier. Use the assistant<\/strong> when your lines contain standard products with multiple supplier offers. <\/p>\n<\/blockquote>\n

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2. Launching the Assistant<\/h2>\n
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  1. Open the record of a quote<\/strong> or customer order<\/strong><\/li>\n
  2. Click the “Purchase Order Assistant”<\/strong> button in the document actions<\/li>\n<\/ol>\n

    The assistant opens and automatically analyzes the document lines.<\/p>\n

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    Note:<\/strong> The button only appears if you have creation rights on the Supplier Purchase Orders module.<\/p>\n<\/blockquote>\n

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    3. Assistant Screen<\/h2>\n

    The assistant displays a table with the document lines containing standard products:<\/p>\n

    \n\n\n\n\n\n\n\n\n\n\n\n\n
    Column<\/th>\nDescription<\/th>\n<\/tr>\n<\/thead>\n
    \u2611<\/strong><\/td>\nCheck or uncheck to include or exclude the line<\/td>\n<\/tr>\n
    Standard Product<\/strong><\/td>\nThe product from the quote or order<\/td>\n<\/tr>\n
    Specific Product<\/strong><\/td>\nThe actual product to order (editable)<\/td>\n<\/tr>\n
    Supplier<\/strong><\/td>\nThe selected supplier offer (editable)<\/td>\n<\/tr>\n
    Purchase Price<\/strong><\/td>\nUnit price of the selected offer<\/td>\n<\/tr>\n
    Lead Time<\/strong><\/td>\nDelivery time in days<\/td>\n<\/tr>\n
    Quantity<\/strong><\/td>\nQuantity taken from the source document<\/td>\n<\/tr>\n
    Line Total<\/strong><\/td>\nPrice \u00d7 Quantity<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

    The grand total<\/strong> is displayed at the bottom of the table and updates in real time.<\/p>\n

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    4. Customizing Choices<\/h2>\n

    Before generating the orders, you can adjust each line:<\/p>\n