How to create Vehicle Purchase Order Forecast & Planning – A Step-by-Step Guide

This document explains the step-by-step process for reviewing vehicle purchase forecasts, creating a purchase plan, obtaining manufacturer approval, and converting the approved plan into an actual Purchase Order in DMS.

Gain DMS Forecasting and Planning Tutorial Video

Introduction

The Forecast & Planning process helps dealerships estimate future vehicle requirements based on sales trends and operational demand. It supports better inventory planning, minimizes stock shortages, and streamlines communication between dealers and manufacturers.

This document covers:

1. Reviewing Purchase Forecast
2. Creating a Purchase Plan
3. Submitting Plan for OEM Approval
4. Manufacturer Approval Process
5. Converting Plan into Purchase Order
6. Configuring Reusable Orders

Section 1: Navigate to Product Purchase Planning

Step 1: Open Product Purchase Plan Worksheet

1. Login to DMS.
2. Click Sales.
3. Select Product Purchase Plan Worksheet.

You will arrive at the Product Purchase Plan Worksheet, where all previously created plans are displayed.

If no plans exist, the worksheet will remain blank.

Manual Plan Creation (Optional)

To create a plan manually:

1. Click + (Plus).
2. Add products individually.
3. Enter required quantities.

However, for demand-driven planning, it is recommended to use the forecasting process.

Section 2: Access Product Purchase Forecast

Step 1: Open Forecast Screen

Click Product Purchase Forecast.

The system opens the Product Purchase Forecast Screen.

Understanding Forecast Data

Forecast values are automatically generated using the previous three months average sales data.

The forecast predicts expected requirements for the upcoming month.

The system considers multiple parameters:

• Average sales of last 3 months
• Open vehicle bookings
• Physical stock
• Transit stock
• Total available stock
• Pending order quantity
• Suggested quantity
• Planned quantity
  

Example Scenario

Average sales may display as 0, but products can still appear in the forecast if:

• Open bookings exist
• Future invoicing requirements are expected

Example:

If two customer bookings are open, the dealer may require two additional units.

The planned quantity can be updated accordingly.

Important Forecast Rules

Planning Window

Purchase plans can only be created between:

24th to 28th of every month

Forecast Period

Forecast values are:

• Generated from the previous 3 months sales average
• Used to estimate next month demand
  

Section 3: Create a Purchase Plan

Step 1: Select Required Products

1. Review forecast recommendations.
2. Update required quantities if needed.
3. Select products.
   

Step 2: Create Plan

Click Create Plan.

The system generates a Purchase Plan and redirects to the Product Purchase Plan Screen.

A unique Plan Number is generated.

Section 4: Modify Plan Quantity

After plan creation:

Only quantity modification is allowed.

Users can:

✔ Increase quantity
✔ Decrease quantity

Users cannot:

✘ Delete products
✘ Change products

Example

Initial Quantity: 2

Modified Quantity: 1

After updating quantity:

Click Save

Section 5: Submit Plan for Manufacturer Approval

After reviewing:

Click Submit Plan

The plan is now submitted to the manufacturer for approval.

The submitted plan becomes visible in the worksheet.

Status indicates:

Waiting for OEM Approval

Section 6: Manufacturer Approval Process

This process is performed by the OEM/Manufacturer.

Step 1: Open Approval Screen

Manufacturer navigates:

Sales → Product Purchase Plan Approval

The screen displays:

• Total dealer requests
• Pending dealer requests
• Approved dealer requests
• Total quantity requested
• Total approved quantity
• Order values
  

Step 2: Review Dealer Request

Manufacturer:

1. Reviews requested products
2. Reviews quantities
3. Reviews order value
4. Clicks View

The submitted plan opens.

Step 3: Approve Quantities

OEM can:

• Approve requested quantity
• Modify approved quantity

Example:

Requested Quantity: 1
Approved Quantity: 1

Step 4: Complete Approval

1. Select Approve
2. Enter remarks
3. Click Save

System confirmation:

Saved Successfully

The plan is now approved.

Section 7: Convert Approved Plan to Purchase Order

After manufacturer approval:

Dealers receive an option to create orders.

Step 1: Create Order

In Product Purchase Plan Worksheet:

Click Order

The system displays a message:

Only active products will be considered during order creation.

Important Note

Products that:

• Were active during plan creation
• Become inactive before order creation

will automatically be excluded from the Purchase Order.

Click OK

Step 2: Select Order Information

The system redirects to Order Creation Screen.

By default:

• Delivery Branch loads automatically
• Delivery Date loads automatically

Select products and review details.

Click Create Order

Step 3: Submit Purchase Order

After order creation:

A unique Order Number is generated.

Click Submit Order

Order status becomes confirmed.

Section 8: Configure Reuse Order

Frequently ordered products can be configured as reusable templates.

This helps users create repeat orders quickly.

Step 1: Enable Reuse Order

After order submission:

Select Reuse Order

System asks for:

Reuse Caption / Order Name

Example:

"Fast Moving Scooters"

Click Save

System confirmation:

Updated Successfully

Benefits of Reuse Orders

Reusable orders:

• Generate new order numbers automatically
• Retain product configuration
• Reduce repetitive order creation effort
• Improve operational efficiency

Remove Reuse Configuration

If reuse is no longer needed:

Click Remove Reuse Order

Process Flow Summary

Forecast → Review Requirement → Select Product → Create Plan → Update Quantity → Save → Submit Plan → OEM Approval → Order Creation → Submit Order → Configure Reuse

Completion

You have successfully completed the Vehicle Purchase Order Forecast and Planning process in DMS. This functionality enables dealerships to forecast demand accurately, streamline procurement planning, and efficiently convert approved plans into Purchase Orders.