Creating purchase order schedules

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To create a purchase order schedule:

1. Go to Purchases.
2. Under Catalogs, click Recurring purchases.
3. In the Recurring purchases list, click Create.
4. On the Settings tab of the displayed window, specify general settings of a purchase order schedule:
   • Select the Enabled checkbox to indicate that a purchase order schedule is currently active.
   • Set Document type to Purchase order.
   • Fill in Description to indicate the name of a purchase order schedule.
   • Select Company that a purchase order schedule is created for.
5. On the Settings tab, in the Schedule section, specify the frequency and schedule settings. These settings are used to create and run a scheduled job that issues purchase orders. To specify the settings:
   1. Select Frequency to indicate how often purchase orders must be issued: Day (once a day) or Month (once a month), or Year (once a year).
   2. Set a schedule when the job must run. To do this, click Fill in schedule and specify the schedule settings. For example, a scheduled job runs several times a month, while Frequency is Month. This means a purchase order is issued only during the first successful job run in a month.
      If Frequency is Month, you can set a custom schedule instead. To do this, select the Use custom schedule checkbox, click Custom schedule, and specify the schedule settings. Use this option if a company has a specific business calendar and you want to issue a purchase order according to its working days. For example, issue a purchase order on the third working day of a month.To learn more, see
   3. Examples of schedule settings.
6. In the Products section, specify the products or services that you want to include in a purchase order. To do this click Add and fill in the product or service details, including quantity and price. For details, see Products section.
7. On the Suppliers tab, specify the suppliers to issue purchase orders to. To do this, click Add and fill in supplier details:
   • Counterparty. A supplier name.
   • Start date. The start date of the period during which purchase orders must be issued to a supplier.
   • End date. The end date of the period during which purchase orders must be issued to a supplier.

   Note. If you set a custom schedule in step 5, Start date and End date are populated from that schedule. They are non-editable in this case.

8. Click Save and close.

Purchase orders issued according to a purchase order schedule appear on the Purchase orders tab of the subscription plan. You can also view these purchase orders in the Purchase orders list.

If you have Administrator access rights, you can check the status of the scheduled job that issues purchase orders. To do this, go to Settings > Support and service > Scheduled job > Scheduled and background jobs. Locate a job with the description matching the description of the purchase order schedule. Then, check the Status column value for this job. To view the detailed event log for the job, select the job line and click .

Examples of schedule settings

Consider the following examples of schedule settings for a job that automatically issues purchase orders:

Example 1

A company needs to issue a recurring purchase order during a calendar year 2024, on the last day of each month, from 9:00 AM to 10 AM.

In this case, create a purchase order schedule, set Frequency to Month, click Fill in schedule and specify the schedule settings as follows:

1. On the General tab of Schedule window, specify the period when purchase orders must be issued. In this example, it is from 1/ 1/2024 to 12/ 31/2024 (a calendar year 2024):
   
2. As a purchase order must be issued each month of the year, open the Monthly tab and, in the Months section, keep all the checkboxes cleared.
   To indicate that a purchase order must be issued on the last day of the month, set Run on 1 day of month before end.
   
3. To indicate that a purchase order must be issued from 9:00 AM to 10:00 AM, open the Daily tab and set Begin at to 9:00:00 AM and End at to 10:00:00 AM.
   
4. Click OK.

Example 2

A company has a business calendar with five working days per week, starting from Monday. The company needs to issue a recurring purchase order during a calendar year 2024, on the third working day of each month.

In this case, create a purchase order schedule, set Frequency to Month, select the Use custom schedule checkbox, click Custom schedule and specify the schedule settings as follows:

1. In the Settings section of Custom schedule window:
   • Set Period during which a purchase order must be issued. In this example, it is from 1/ 1/2024 to 12/ 31/2024 (a calendar year 2024).
   • Select Business calendar of the company. In this example, it is Five days calendar meaning a business calendar with five working days per week, starting from Monday.
   • To indicate that a purchase order must be issued on the third working day of each month, set Every 3 working day from beginning of month.
     
2. To fill in the schedule according to the specified settings, click Generate.
   1C:Drive populates the dates when a purchase order will be automatically issued.
   

   Note. You can manually add or delete dates in the generated schedule. To add a date, click Add and specify a date. To delete a date, right-click a date line and select Delete.

3. Click Save and close.

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