Hello,

Thank you for your question.

In short, "Creating Purchase Orders from Deficiency Stock" will create purchase orders so that articles which have a set minimum stock level meet that minimum level.
On the other hand, “Create Purchase Orders” will create purchase orders based on the following calculation for the articles: [Quantity missing] = [Quantity available in stock] – [quantity in sales orders] + [quantity in purchase orders already]

Here is some more information coming from our documentation:

>>>> Creating Purchase Orders from Deficiency Stock

Enterprise allows you to control stock levels for critical items so that they are never below a certain level. Using reports “Deficiency list” you can check items that are below the required stock level. The same list is used in maintenance “Create Purchase Orders from Deficiency Stock” maintenance. There are number of settings that need to be setup before using this functionality:


• Setting “Minimum Inventory levels” in the Inventory module. Enter the relevant inventory levels for each item in the necessary locations. Alternatively you can use “Minimum Level” in item record (in case this is needed for one stock only).

Items that are included in the Deficiency Stock report and match the user defined criteria of maintenance will be included in the Purchase Order record.

Register “Purchase Items” in the Purchase Orders module. Refer above on entering a new Purchase Item.

Setup deficiency stock records. Run the report “Deficiency list per Location” in Inventory module and create the deficiency stock when necessary. Run report “Deficiency Inventory” in Purchase Orders module to check that there are items registered in deficiency stock.

>>>> Maintenance “Create Purchase Orders”

Maintenance “Create Purchase Orders” in Purchase Orders module. This maintenance will create orders from purchase items determining the quantity by using the following formula.

[Quantity missing] = [Quantity available in stock] – [quantity in sales orders] + [quantity in purchase orders already]

If the above formula gives a positive result, the theoretical item quantity is less than the minimum quantity and needs to be ordered. So this quantity is added to a purchase order.

Specification Window

Item No. : Enter the Item code or range of Item codes that you want to include in the maintenance

Group: Enter the Item group that you want to include in the maintenance

Supplier: Limit purchase orders to only one specific Vendor. Items with this Vendor as the default Vendor will be included in the maintenance.

Location: Inventory levels/orders/minimum levels etc. will be checked in a single location only.

Create a new purchase order If there are already UnOK'd Purchase Orders for the same vendor, then the maintenance will add the items and quantities to this Purchase Order. Check this box if you want the maintenance to create a new Purchase Order.

Items that need to be ordered can be checked in report “Deficiency list” in the Purchase Order module. Column “Defncy” shows the quantity needed to order. This column will be included in the maintenance if there is an appropriate purchase item in the purchase item register with a default supplier specified.

Kind regards,

HansaWorld Support