Create Purchase Document with Carts

This chapter describes how you can use carts in your company to create purchase documents. Beyond Carts allows you to transfer item lines for a vendor from one or more carts and generate a large purchase quote or purchase order from these item lines.

The contents of this chapter are divided into the following sections:

Transfer Item Lines from Carts for a specific Vendor
Create Multiple Purchase Quotes with Carts

Transfer Item Lines from Carts for a specific Vendor

This chapter describes how to transfer item lines from carts to a purchase document for a specific vendor. You can use the function described below in purchase quotes and purchase orders. You have the option of requesting items from carts from several vendors. The corresponding number of documents linked to the item line is displayed on the cart card under the Purchase Documents column. By clicking on the number, you can display the purchasing documents linked to this item line.

Warning

Delete item lines from the document
Please note that when deleting one or more item lines in the document, the item lines are NOT written back to the cart. The link to the document in the item lines of the cart remains.

Note

Color Highlighting of Item Lines
Item lines in the shopping cart are color-coded. The highlighting follows the traffic light system (red, yellow, green) based on the date specified in the Required Until field and the status of the document linked to the item line.
• The item line is highlighted green if no date is entered in the Required Until field or if the specified date is still in the future. Additionally, the item line must be used in a purchase document (either a purchase quote or a purchase order) for it to be highlighted green.
• The item line is highlighted yellow if it is used in a purchase document but the Required Until date is already in the past.
• The item line is highlighted red if the Required Until date is in the past and no purchase document has been linked to the item line.
The color highlighting remains until the item line is posted through a purchase order. After posting, the item lines are removed from the shopping cart.

Note

User permissions required
To be able to carry out the following steps, your user account must be assigned at least the BYD CR User (or BYD CR Admin) permission set. If none of these permission sets have been assigned to your user account, you will not be able to carry out the following procedure in your system. Please contact your system administrator or, if necessary, your Business Central consultant at your partner. For more information on the permission sets and how to assign the permission sets to user accounts, see Assign User Permissions.

Note

Less Documents
The procedure in this section allows you to transfer item quantities from different carts to a single document. With the collected item quantities, you put your company in a better negotiating position with your vendor and may be able to negotiate better conditions (such as lower purchase prices). In addition, you ensure fewer documents in goods receipt and optimize logistics through larger item deliveries.

Tip

Multiple selection possible
You can select several item lines in one step. To do this, hold down the SHIFT key to select a range of item lines. Hold down the CTRL key to select the item lines individually. Click again to deselect the item lines.

To transfer item lines from carts to a purchase document for a specific vendor, proceed as follows:

Open the search function from the role center (ALT+Q).
Search for Purchase Quotes and click on the corresponding search result.
The Purchase Quotes list is displayed.
To create a new purchase quote, click on the New option in the Purchase Quotes list in the menu bar.
A new card is displayed for a Purchase Quotes.
Complete the information in the document header.
To transfer item lines from all carts for the vendor, click on the Get Cart Lines option in the menu bar.
The Cart Lines window is displayed.
The items in the lines originate from the carts in your system. All items in these lines are sourced from the vendor specified in the purchase document.
Select the item line(s) that you want to transfer to the purchase document.
To transfer the selected item lines to the purchase document, click on OK in the Cart Lines window.
The screenshot above shows how this function transfers the item lines from two carts to a purchase quote. After the transfer to a purchase document, the transferred lines in the carts are highlighted in color.

You have transferred one or more item lines to a purchase document.

Create Multiple Purchase Quotes with Carts

This chapter describes how you can create several purchase quotes at the same time by transferring the same item lines from carts, i.e. you create X purchase quotes that share the same items + item quantities but are addressed to different vendors.

Warning

Note

User permissions required
To be able to carry out the following procedure, your user account must be assigned at least the BYD CR User (or BYD CR Admin) permission set. If none of these permission sets have been assigned to your user account, you will not be able to carry out the following procedure in your system. Please contact your system administrator or, if necessary, your Business Central consultant at your partner. For more information on the permission sets and how to assign the permission sets to user accounts, see Assign User Permissions.

Note

Tip

To create several purchase quotes at the same time for different vendors, proceed as follows:

Open the search function from the role center (ALT+Q).
Search for Purchase Quotes and click on the corresponding search result.
The Purchase Quotes list is displayed.
In the menu bar of the Purchase Quotes list, click on the Create multiple Quotes from Cart option.
The Cart Lines window is displayed.
The items in the lines originate from the carts in your system. All item lines that are contained in carts are displayed.
Select the item line(s) that you want to transfer to purchase quotes. If you have selected several item lines for which different default vendors are stored, the Vendor Selection window is displayed. Here you can select the vendors for which purchase quotes are to be created. Please note that the same item lines are used in the purchase quotes for all vendors.
Confirm the selection with OK.
A dialog box is displayed.
To create multiple quotes, confirm the dialog box with Yes.
After the transfer to the purchase quotes, the transferred lines are highlighted in color in the carts.

You have transferred one or more item line(s) to purchase quotes.