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Fetching new Next PO # from a supplier not working


If the app displays a warning banner stating that “This PO # is already in use”, it means you’ve already created a purchase order with that number. But why doesn’t fetching the Next PO # from the supplier resolve the issue, and why does the app still warn you?


How the app fetches PO number

When you create a new PO, the app retrieves the Next PO # from the supplier associated with the order.

For example, if the Next PO # is 2, but that number was already used in another PO, why didn’t the app automatically increment it to 3?

This issue can occur in two cases:

  1. Conflicting PO # prefixes across suppliers. If multiple suppliers share the same PO # prefix, conflicts may occur. It’s best to use unique prefixes for each supplier.

  2. Manually overriding the preloaded Next PO #. If you previously created a purchase order and manually specified the PO # instead of using the preloaded Next PO # from the supplier, the app did not increment the Next PO # field. This is because a purchase order created with a number different from the supplier’s Next PO # is ignored. Consider these examples:

    1. Supplier has Next PO # set to 10 and you created PO with number 10. ✅
    2. Supplier has Next PO # set to 10 and you created PO with number 11. ❌

Solution

Take the last PO created for that supplier and set the supplier’s field Next PO # as this last PO number plus one.

Example: If you have last created PO # something like HP-302, then you should set the supplier’s field Next PO # as 303.


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Dan
Written by Dan
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