How to Place Purchase Orders from a Template

Convert recipes into a list of items to order

Published on 08/31/2021Sébastien Vassaux

Melba allows you to place orders from a template of calibrated recipes in the desired quantities.

To order the ingredients needed to make your recipes, go to the list of recipes (left side menu > recipes).

Melba makes it possible to place supplier orders from a model of recipes calibrated in the desired quantities.

To order the ingredients needed to make your recipes, go to the list of recipes (left side menu> recipes).

Templates allow group actions on multiple items and recipes

Create a recipe template

To feed your recipe model you can choose: 

  • The recipes you want to order from the list of recipes - by pressing More actions -> Add to template or individually on a line. Note: you can use filters to apply the action to all filtered items.
  • Or go to the Models module then choose your model and click on the blue bubble at the bottom left to display a search for articles and recipes. You can filter on recipes at the top right.

The banner at the top of the screen shows the number of elements present in the model.

Calibrate your recipe model

Once your recipe model has been established, you can adjust the quantities and units of the recipes. This may correspond to a history of production, sales, etc.

To adjust the quantities, directly replace the values ​​present in the quantity and unit fields of your model.

The recipe units that you can select here are all management units created when editing the recipe data sheet.

Extract items from your recipe template

When you have calibrated all the recipes in the quantities for which you wish to order, click on the Extract button (at the top right of the list) .
A dialog window offers you various options:

  • Extract the ingredients from the recipes: all the ingredients of all the recipes and sub-recipes will be extracted.
  • Extract the sub-recipes: all the recipes and sub-recipes will be extracted.
  • Empty the destination model which contains x elements: the extraction destination, ie another model, will be emptied before receiving the content of the extraction. Leave this option unchecked if you want to combine several successive extractions in a model.
  • Delete the products from the initial model: the items and recipes present in the initial model will be deleted after extraction. This is mainly useful if you are using filters for your extraction.

Choose a destination template. If it is not empty and you do not want to mix elements, remember to check Empty the destination model .

Click Check Out .

Calibrate your item model

Once the revenue model has been converted into ingredients, Melba offers you an aggregated list of ingredients shown in quantities summed up from the initial needs per ingredient, in consumption units = revenue units.
At this point, you may notice that some items show an orange dot next to their name. This notification indicates that the item in question does not present complete purchase information. Therefore, it will not be possible to include the affected items in the purchase order.

Note that at this stage, the quantities associated with the items can still be modified.

When each item in your list is associated with a supply unit (the orange dots no longer appear), you can then convert this list of items into purchase order(s).

Unlike the item model in which all the elements are presented without taking into account the associated supplier or the purchase packaging, the supplier order will list the same items but this time by issuing a list by supplier and showing the need for a supply unit (purchase packaging associated with a supplier).

Prepare orders

To generate the supplier orders associated with your list of items, press the blue Prepare orders button .
A dialog window invites you to choose the suppliers to be taken into account in the order. In the majority of cases, you will not have to enter anything here. In this way, Melba will generate an order for each supplier concerned by the ingredient model.

The Add to current orders from the same supplier option allows you to aggregate the order you are issuing with a potential order from the same supplier issued previously and which has not already been sent. By unchecking this box, you will create a brand new order for this supplier.

The Remove products from model option allows you to empty the model for items converted into orders. Note that you can use this action when selecting recipes to save time.

Confirm the preparation of the orders by clicking on the Prepare button

Find these orders' status indicated In preparation in the Orders tab of the left side menu.

To summarize : 

  • Create a recipe template to produce
  • Convert the recipe model to an ingredient model by extracting items
  • Generate purchase orders from the item template