The Suggested Order report is designed to help automate the process of sending purchase orders to your vendors. It aggregates data from your sales history and from item-level settings in the inventory module. The report is viewable as a PDF for informational purposes. The Suggested Order report can also generate a pending purchase order, thereby suggesting items to reorder to maintain stock on hand within your store.

This article provides instruction and information on the following:

How to create the Suggested Order report

  1. In Paladin, on the top ribbon, select the Reports module.
  2. In the Reports tab, in the Report Area pane, select Inventory > Purchase Order.
  3. In the Report List pane, select Suggested Order Report.
  4. In the Choose Report pane, click F12 Next.
  5. In the Suggested Order Report window, in the Report Settings pane, in the Supplier row, select a supplier in the Beginning and Ending lists.
  6. To create a purchase order using the Suggested Order Report, go to the Additional Settings pane, check Create working PO(s) from this data, and in the PO Name box, enter a name for the purchase order. Note: This does not automatically send the purchase order to your vendor. You will still have the opportunity to recall and edit the purchase order before sending it. These steps are covered later.
  7. Select any additional filters that you may want from the lists in the Report Settings pane.
  8. When you are done selecting options, click F12 Run Report.
  9. The Suggested Order Report will appear as a PDF. The PDF is viewable only, and cannot be edited to send to the vendor.

Optional: To sort the report with the most expensive items at the top, in the Sorting Options pane, choose Extended Cost from the Sort By list, and then select the Descending radio button.

Note: Inventory Stock Days refers to the number of days the report will suggest ordering items for. By default, it is set to two weeks, but this can be adjusted at any time. By default, department level and item level stock days will override the Inventory Stock Days. To disable this, simply uncheck those check boxes. For more information, see the How to edit item level and department level stock days section. 

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How to read the Suggested Order report

The following are the steps for reading the Suggested Order report:

Step Field Description
1. Record Number Refers to the primary part number.
2. Description The item’s primary description.
3. Last Rec’d Last time this item was received on a PO.
4. Order #1 and Order #2 Order numbers that can be set in the Inventory module by navigating to the Order Control tab. The order number is tied to a supplier and appears on a PO when that supplier is selected.
5. Lst Count Last time this item was counted.
6. SOH Item’s current stock on hand.
7. On Order Item is currently on an open PO.
8. Qty Req’d Amount suggested to order for this item. It is the result of the algorithm that generates the Suggested Order report.
9. Sup Ratio Supplier ratio is set on this item.
10. Demand Calculated from sales history.
11. Sup qty Amount of product the supplier requires ordered.
12. MFG Number

Manufacturer part number

13. EXT Cost multiplied by Qty Req’d. This is what you will pay to the supplier if you decide to send the PO based on this report.
14. Numbers 1-13 Last 13 4-week periods (one year). Beneath each number is how much you have sold for that item in the given 4-week period.
15. Min Display / Max Quantity

Min / Max that can be set in the Inventory module.

16. Suggested Min / Suggested Max Calculated based on sales history (are just a suggestion and cannot be manually changed).
17. OrdQty

Affects the order multiples for this item. If a supplier ratio is set, then the OrdQty must also be set.

18. Ord %

Determines the percentage of stock days to order for this item. It is set to 100 % by default.

19. Department, Location, Supplier 1, and Supplier 2

ID numbers for each, respectively.

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How to recall, edit, and submit a PO built with the Suggested Order report

If you select the option to Create Working PO(s) from this data, you can recall the PO to edit before sending it off to the supplier

  1. In Paladin, on the top ribbon, select the PO module.
  2. From the bottom ribbon of the module, select F6 Recall PO.
  3. In the Recall PO window, highlight and double click the PO titled Suggested Order.
  4. If you created the PO with multiple suppliers selected, you can split the PO based on supplier. To do this, simply select Yes in the Split Purchase Order popup window. If your store has more than one EDI supplier, the PO will be split based on the most recent lowest cost. Stores with only one EDI supplier will have their PO split based on the supplier’s name. If you do not want to split the PO based on supplier, simply select No in the Split Purchase Order popup window.
  5. Once the PO has been recalled, you can add items, delete items, change quantities and cost.
  6. Add a supplier on the top ribbon.
  7. To send the PO, select F8 Confirm PO,
  8. At the checkout screen, select F1 Buy.
  9. Enter a PO number if desired (this step is optional).

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How to prevent the Suggested Order report from ordering an individual item

  1. In Paladin, on the top ribbon, select the Inventory module.
  2. On the Inventory tab, enter the part number in the Part # box.
  3. Click the Order Control tab.
  4. In the Stock Information pane, in the Order Qty box, enter 0, and then click the lock icon.
  5. On the bottom ribbon, click F12 Save.

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How to edit sales “anomalies” from affecting the Suggested Order report

Your store might receive an unusual sales amount for a certain item. This can be due to events happening nearby, or from a customer who ordered a large amount of a certain item. To prevent this anomaly sale from affecting the Suggested Order report, you can set the adjusted sales quantity for a specific item. If an adjusted quantity is set, the Suggested Order report will ignore the actual sales history and generate the report based on the adjusted quantity only.

  1. In Paladin, on the top ribbon, select the Inventory module.
  2. On the Inventory tab, enter the part number in the Part # box.
  3. From the Inventory tab, click the magnifying glass next to Sales Figures.
  4. In the Recent Sales History window, find the sales amount you wish to adjust in the Qty Sold column.
  5. Enter the desired amount in the Adj Qty column.
  6. Click Done.

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How to edit seasonal date ranges for the Suggested Order report

Seasonal dates can be set for a specific item. This does not prevent you from ordering the item, it simply prevents the item from showing up on the Suggested Order report during those seasonal dates.

  1. In Paladin, on the top ribbon, select the Inventory module.
  2. Select the Order Control tab.
  3. Enter the part number in the Part # box.
  4. In the Seasonal Dates pane, check Seasonal.
  5. Set the desired date range for this item.
  6. Click F12 Save.

Note: The stock days will affect this range. If you want the Suggested Order report to begin ordering before the start of your seasonal date, then a best practice would be to add the number of stock days to the starting date range. Similarly, if you want the suggested order report to stop ordering before the end of your seasonal date range, then you should take your stock days into account for your ending date.

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How to edit item level and department level stock days

The Order % in the Order Control tab allows you to edit the item-level stock days. The default is 100 %, which generates two weeks of suggested ordering.

To edit stock days for a specific item:

  1. In Paladin, on the top ribbon, select the Inventory Module.
  2. Enter the part number in the Part # box.
  3. Select the Order Control tab, and in the Order % box, change the percentage to reflect the number of stock days.

Example: 50% would generate a single week; 200% would generate four weeks, and so on.

Stock days can also be changed for an entire department. For example, if you always want a certain department to fulfill a month’s worth of ordering, you can edit this setting in the Dept tab in Paladin Configuration.. The department level default is 100%, which generates two weeks of suggested ordering.

To edit department level stock days:

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Dept tab.
  3. In the Departments pane, highlight the department you want to edit.
  4. In the PO system number-of-days % column, change the percentage to reflect the difference in stock days for suggested ordering on that item.
  5. Click Save, and then click Close.
  6. Close and restart Paladin.

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How to view related Suggested Order report information in the Inventory module

Some of the information shown on the Suggested Order report can also be viewed in Paladin’s Inventory Module.

The Suggested Order report shows a Qty Req’d number, which is a suggestion for how much the store needs based on the stock days entered. In the Inventory module, this number is shown under the Forecast pane.

To view this number:

  1. In Paladin, on the top ribbon, select the Inventory module.
  2. On the Inventory tab, enter the part number in the Part # box.
  3. In the Forecast pane, the Need number is the same as the Qty Req’d on the Suggested Order report.
  4. The stock days are set to a default of 14 days. To view the Need for a different number of days, edit the stock days to show how much the store needs for your given date range.

The Suggested Order report shows 13 4-week periods of sales history. This same information is displayed on a bar graph in the Inventory Module under the Inventory tab whenever a part number is displayed. The arrow refers to the Current Week, and it goes back 13 4-week periods to give an approximation of the item’s sales history. If the item has an adjusted quantity set, this information can be viewed by selecting the Adjusted radio button at the top of the Sales History Table pane.

Suggested Min and Suggested Max can also be viewed in the Inventory Module under the Order Control tab. This information is just a suggestion based on past sales history. It shows what the system recommends should be your minimum and maximum for that item.

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How to create the All Items report

You can create this report in PDF format only. It will look similar to the format of the Suggested Order report. This report can be used to view sales history and suggested order quantities for all items in the store. If you choose to run the report based on a specific supplier or department, it will show all items within your specified search results.

To create an All Items report:

  1. In Paladin, on the top ribbon, select the Reports module.
  2. In the Report Area pane, select Inventory > Purchase Order.
  3. In the Report List pane, click Suggested Order Report.
  4. In the Choose Report pane, click F12 Next
  5. In the Suggested Order Report window, in the Report Settings pane, enter ALLITEMS (as one word) in the Beginning box and the Ending box of the PartNumber row.
  6. Optional: In the Beginning box and the Ending box, enter a range of values for one or more of the following options:
    • Department
    • Supplier
    • Class
    • Subclass
    • Location
  7. In the Additional Settings pane, select additional criteria, if any, that you want to include.
  8. In the Sorting Options pane, select additional criteria, if any, that you want to include.
  9. Click F12 Run Report.  A red bar will indicate that the Writing Report status is occurring. When the report is completed, the report will appear as a PDF document.

Note: If you receive an error message that the report could not be created, it is probably because it included too many items. Go back to step 7, enter additional range values for any or all of the options, and then recreate the report.

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If you have questions or suggestions about this information, contact support@paladinpos.com.

*Content is subject to change. For the most recent version, visit the Help Portal.
Printed on: 7/04/22