How to set minimum Purchase Order amount

By | October 27, 2021

In a normal business scenario, purchase orders play an important role as it is a key part of any business process. A purchase order (PO) is a commercial document and first official offer issued by a buyer to a seller indicating types, quantities, and agreed prices for products or services.

Purchase orders are a critical element of the whole purchase cycle and production cycle.

Purchase orders are also called Supplier orders and it is used to control the purchasing of products and services from external suppliers. Purchase orders can be an essential part of enterprise resource planning system orders.

Companies use purchase orders for several reasons. Purchase orders allow buyers to clearly and explicitly communicate their intentions to sellers. They may also help a purchasing agent to manage incoming orders and pending orders. Sellers are also protected by POs in case of a buyer’s refusal to pay for goods or services.

 So the Purchase process involves purchase order followed by receipt and then invoice. So all the above processes which we discussed are an integral part of the Purchase cycle and without any of them the cycle may not be able to complete depending on the circumstances.

 In some business scenarios, there might be a situation where we want to give a user control of the minimum order amount, like if the minimum order amount is not reached for any particular supplier then we want to give a warning message or block the creation of the order itself.

 So in this blog we will show you the process which can help you to set up a minimum order amount and if the amount is not reached then how we can block order creation.

Steps to follow:

First, we need to set up a minimum order amount which can be set for any particular supplier on the ‘Commercial’ tab of supplier screen. The amount is expressed in folder management currency.

So, in order to block the control, we need to navigate to All -> Setup -> General Parameters and open the ‘AUZ’ group (i.e., Authorizations) of the ‘Purchase’ chapter. Kindly refer below screenshot for the same.

Fig 1: Parameter values

After opening the ‘AUZ’ group of ‘Purchase’ chapter, just change parameter POHMINAMT (i.e., Order min amount control) from ‘Warning’ to ‘Blocking’. Kindly refer below screenshot for the same.

Fig 2: Parameter values

So this parameter can be set to either folder wise or legislation wise or company wise whichever way is preferred we can set the same.

The parameter has only three values ‘No Control’, ‘Warning’ and ‘Blocking’ and below is the use of the same.

Blocking control: The order line or order cannot be created.

Warning: A warning message is displayed when creating or modifying an order line, and when creating or saving the order. This warning message stops the creation or modification and resumes the amount entry.

No control: The minimum order quantity is ignored and no message is displayed.

Note : In order entry, if an order line is loaded from the requirements consideration window, the warning message is not triggered on the order line, but when saving the order.

By the help of the above blog, we can set the minimum supplier order amount in X3.

About Us

Greytrix – a globally recognized and one of the oldest Sage Development Partner is a one-stop solution provider for Sage ERP and Sage CRM organizational needs. Being acknowledged and rewarded for multi-man years of experience, we bring complete end-to-end assistance for your technical consultations, product customizations, data migration, system integrations, third-party add-on development and implementation competence. 

Greytrix caters to a wide range of Sage X3, a Sage Business Cloud Solution, offerings. Our unique GUMU™ integrations include Sage X3 for Sage CRMSalesforce.com, Dynamics 365 CRM and Magento eCommerce along with Implementation and Technical Support worldwide for Sage X3. Currently we are Sage X3 Implementation Partner in East Africa, Middle East, Australia, Asia, US, UK. We also offer best-in-class Sage X3 customization and development services, integrated applications such as POS | WMS | Payment Gateway | Shipping System | Business Intelligence | eCommerce and have developed add-ons such as Catch – Weight  and Letter of Credit and India Legislation for Sage X3 to Sage business partners, end users and Sage PSG worldwide. Greytrix Sales Commission App for Sage X3 simplifies commission calculations and postings on sales transactions.

The GUMU™ Cloud framework by Greytrix forms the backbone of cloud integrations that are managed in real-time for processing and execution of application programs at the click of a button.

Greytrix is a recognized Sage champion ISV Partner for GUMU™ Sage X3 – Sage CRM integration also listed on Sage Marketplace; GUMU™ integration for Sage X3 – Salesforce is a 5-star rated app listed on Salesforce AppExchange and GUMU™ integration for Dynamics 365 CRM – Sage ERP listed on Microsoft AppSource.

For more information on Sage X3 Integration and Services, please contact us at x3@greytrix.com, We would like to hear from you.