Updated: October 13, 2021 9:40am

Multi-Store Purchase Orders

Prism can allocate the merchandise on a single purchase order among their various stores, greatly simplifying the ordering process. When you make a multi-store PO, you can then generate transfer slips from the PO to record the transfer of each store's share of the merchandise. When the merchandise arrives at individual stores, vouchers can be generated from the PO to add the merchandise to Inventory.
You can create a multi-store purchase order using either a Drop-Ship PO or a Marked For PO. The key difference is how the allocations are handled:

  • Allocations on Drop Ship POs represent separate shipments to the individual stores.  When a store manager or associate creates a voucher at the time merchandise is received, only the items and quantities allocated for that particular store will be listed on the voucher.
  • Allocations on Marked For POs represent a distribution plan for the transfer of the received merchandise after it has arrived at a central receiving location.  When the merchandise is received at the warehouse or other central location, transfer orders can be generated from the voucher, so that the merchandise can be transferred to the individual stores.

With both Drop Ship and Marked For multi-store POs, you can manually enter the number of units for each item for each store, or use an allocation pattern. When allocating merchandise using an allocation pattern, you first create the pattern and enter the relative quantities you want allocated among your stores.  As you choose items for the PO, enter a total quantity ordered for each item.  The system then assigns individual store quantities based upon the total quantity ordered and the relative quantities specified in the allocation pattern.  You can apply an allocation pattern to an individual item, an entire style, or to an entire purchase order.

New Multi-Store PO

  1. Select Store Operations from the Prism Menu. Click the Purchasing button.    
  2. Click New Purchase Order    
  3. Select a PO Type: Drop Ship or Marked For.    
  4. Select a Vendor Code from the dropdown.    
  5. List the items being ordered.    
  6. Allocate the items to individual stores. If using an allocation pattern, click the Apply Allocation Pattern check mark and select a pattern.    
  7. Save the PO    

Allocate PO Items to Stores
You can allocate items manually by entering an Order Qty for each store, or you can use an allocation pattern to automatically distribute the ordered quantity. When allocating merchandise manually, enter the item quantities for individual stores in the grid below the item list.  The individual store quantities for each item are then added together to produce the total quantity ordered for the item. 

  1. List the items being ordered.    
  2. Select an item in the item list.    
  3. Click the Show Allocations button.    
  4. A grid is displayed below the item grid. Enter individual order quantities for each item at each store in the Order Qty column.   
  5. Repeat the process for each item on the PO.    
  6. Click the Save button.    

multi store PO allocation

Allocation Patterns
An allocation pattern specifies the relative quantities to be ordered for each store. The system assigns quantities for individual stores based upon the total quantity ordered.  Prism does this by first summing the quantities entered in the allocation pattern for all stores and determining what percentage of the total has been allocated to each store.  Prism then multiplies each store percentage by the total item quantity to determine the quantity of that item to be ordered for each store.  If you change the quantity on the PO, the quantities ordered for each store will be recalculated according to the allocation pattern.

Department Allocation Patterns
You can also assign a default allocation pattern to each department.  If you assign a default allocation pattern to a department, that pattern will be automatically applied to all items from that department as the items are listed on the PO.  However, if you want, you can select a different allocation pattern when making a PO.

New Allocation Pattern

  1. In the Apply Allocation Patterns drop-down, select New Pattern.
    PO alloc pattern menu     
  2. Enter a user-friendly name for the pattern.    
  3. Enter relative order quantities for each store. For example, in the allocation to the right, Store 3 will be allocated twice as many unites as Store 1, 2 and 4. Store 0 and Store 5 will not be allocated any units.    
  4. Click Done when finished.  

New allocation pattern

Apply Allocation Pattern

When applying an allocation pattern, you can apply the pattern to the selected items, the entire document, or the entire style. To apply an allocation pattern to selected items, first select the check mark icon on the left side of the item grid. To apply a pattern to an entire style, select the check mark icon for any member of the style.

  1. Start a new PO and list the items being ordered.    
  2. Select the check mark icon for individual items as needed.    
  3. Select the desired pattern from the Apply Allocation Pattern dropdown.    
  4. Click the check mark icon.     
  5. Select how the pattern will be applied. You can apply the pattern to selected Items (each item with its check mark icon selected), the entire document, or to selected styles (applied to each item in the same style as the currently selected item).    
  6. Complete the rest of the PO.    

Edit Allocation Pattern
If necessary, you can edit the allocations in an allocation pattern. You can add, edit, or delete the allocations specified in the pattern.

  1. Select a Pattern in the dropdown. Click the Pencil icon.    
  2. Edit the Pattern Name and/or Pattern Qty for individual stores. You can also delete an entry, if necessary.    
  3. Click the Done button when finished.    

Showing/Hiding Allocations
The Show Allocation button is a toggle that shows/hides the item allocation grid. You can search the grid for a particular store's allocation. This is especially useful when there are a large number of stores. Simply type in the Store Name or Store Number. The list is filtered automatically as you type or delete characters. This enables you to easily view the allocations for any store. Alternatively, you can use the Up and Down arrow buttons to scroll up and down the list of store allocations. This feature is typically used with Marked For POs, when the merchandise is to be shipped to one central location for subsequent distribution to individual stores. It is not for use on Drop-Ship POs where the merchandise is shipped directly from the vendor to the individual stores.

  1. Use Purchase Order Lookup to find and display the PO.    
  2. Click the Options button.    
  3. Select Generate Transfer Order.    
  4. Click the Marked For button.    
  5. A confirmation is displayed.     

Generating Slips from the Transfer Order
If you generate a transfer order from a PO, keep in mind that the TO is a planning document. To execute the transfers, use Transfer Order Lookup to find the TO and then select Options > Generate Slips.
Generating ASN Voucher from a Multi-Store Purchase Order

  1. Use Purchase Order Lookup to find and display the PO.    
  2. Click the Options button.    
  3. Select Generate ASN Voucher.    
  4. Click the Generate ASN(s) button.    
  5. A dialog displays the number of ASNs generated. Click the Close button.    

Referencing Multi-Store PO on a Voucher
If an ASN voucher was generated from the purchase order, then you can generate a voucher from the ASN. If an ASN was not generated, then you can reference the PO on the receiving voucher. The quantity available on the voucher will be the quantity allocated to that store on the PO. If you create a PO at an HQ, either marked-for or drop-ship, with allocated quantities to multiple receiving stores; and the HQ generates the ASNs, the HQ must also send the PO to the receiving stores.  Prism does not support sending only the ASN to receiving stores.

  1. Select Store Operations from the Prism menu.    
  2. Click the Receiving button.    
  3. Click the ASN Lookup button.    
  4. Enter search criteria and then click the Search button.    
  5. Scroll the list of ASNs until you find the desired ASN. Note: You can filter the list of ASNs, if necessary.    
  6. Click the View button.    
  7. Click the Options button on the voucher and select Generate Voucher.    
  8. Make any needed changes to the voucher (e.g. adjusting the number of items being received). Click Update Only or Print Update to update inventory quantities.    

Printing Multi-Store POs


When printing a multi-store PO, the user has two options:

  • Print a single PO that shows the store allocations for each item
  • Print a separate PO for each store that has allocations. The quantity for each item on a given document will represent the allocation for that document's store

In the displayed print dialog, select a Print design and Printer. Click the Print or Print/Email button.