Manufacturing · Infor CloudSuite Distribution

How to Turn Purchase Recommendations into a Vendor PO in Infor CloudSuite Distribution

A nightly replenishment run in Infor CloudSuite Distribution (SX.e) flags products that have fallen below their order point and suggests how many to buy. Those suggestions are a starting point, not a purchase order: someone still has to check each line against what is already on order, round to the vendor's pack size and minimum, and make sure the cost comes from a quote that is still valid.

Skip those checks and you get cut-length orders a vendor will not accept, double orders, or a PO priced from a quote that expired weeks ago. This guide follows a conceptual walkthrough of one warehouse's run: ten flagged lines, one rounded up to full reels, an expired quote replaced with a current one, and one line held because the supplier quoted a different part.

  • Who does itBuyer or inventory replenishment planner
  • How oftenDaily, after the nightly replenishment run
  • Steps12 steps · 8 systems

Watch the full workflow

a conceptual walkthrough of the agent's run, with sample data.

In this conceptual walkthrough, an AI agent picks up the nightly replenishment notice for warehouse WH10, which flagged 10 lines below order point for vendor 20410 Keystone Fluid Power and created no POs. In Infor CloudSuite Distribution-style screens it works only its own warehouse, checks line 1 (HC-R2-06 hose) for on hand, on order and open supply, and rounds the recommended 130 FT up to 150 FT because the vendor sells 50 FT reels with a 100 FT minimum (policy RPL-03). The quote on file, KFP-Q-0814, expired on 10/13, so under PRC-02 it holds every line and emails Keystone for current pricing. When quote KFP-Q-1102 arrives it checks the sender, validity and each part number; nine lines pass but line 5 (HF-2210) was quoted as a different 10 µm part, so the agent holds it and asks buyer01, who decides to keep it on hold. The agent drafts PO 100482 for nine lines, replaces the expired costs, saves and reopens it, issues it within the 5,000.00 limit (total 2,731.80) and emails buyer01 a report.

Conceptual walkthrough: the screens are generic stand-ins modeled on how Infor CloudSuite Distribution lays out this work, not the product's own interface, and every company, vendor and value is sample data. Workflow and screens vary by ERP version and configuration. No vendor partnership is implied.

  1. 0:27Read the replenishment notice
  2. 0:47Check which lines are yours
  3. 0:59Pull the purchase recommendations
  4. 1:25Check the line detail and vendor product record
  5. 2:07Round to the order multiple and minimum
  6. 2:41Is the quote on file still valid?
  7. 3:17Ask the vendor for current pricing
  8. 3:47Does the new quote match vendor and items?
  9. 4:51Hold the mismatch and create the draft PO
  10. 5:48Buyer decides on the held line
  11. 6:11Save, reopen and issue the PO
  12. 7:03Report purchased vs held to the buyer

Systems involved

You need access to each of these before you start. In the walkthrough the agent works in all of them from one desktop, signed in as the user.

  • Infor CloudSuite Distribution – replenishment queue and purchase recommendationsFlagged lines by warehouse, buyer assignment, buy quantities, line holds and Create PO
  • Infor CloudSuite Distribution – product warehouse setup and vendor inquiryVendor part number, order multiple, minimum order quantity, last cost and price source; vendor quote contact
  • Infor CloudSuite Distribution – PO entry and inquiryDraft PO 100482, unit costs, price source, issue to vendor and PO history
  • GmailReplenishment notice, Supplier Quotes folder, quote request and reply thread, report to the buyer
  • PDF viewerKeystone price confirmations KFP-Q-0814 and KFP-Q-1102
  • Google SheetsRPL-WH10-evidence-2026-11-02.xlsx evidence log, one row per recommendation
  • SlackWH10 buyers channel for the held line decision
  • LaunchAI agent run panelRun plan, policies RPL-03 v2 and PRC-02 v4, issue limit and closing summary

What you start with

  • Nightly replenishment notice (run RPL-20261102-0500)
  • Purchase recommendations for warehouse WH10 and vendor 20410
  • Product warehouse setup: vendor part, order multiple, minimum order quantity, last cost and price source
  • Supplier quotes on file and any new quote from the vendor
  • Policies RPL-03 (rounding, 5,000.00 issue limit) and PRC-02 (valid quote, 5.00% increase cap)

What you end with

  • PO 100482 for nine lines, total 2,731.80, issued to vendor 20410
  • Line 5 HF-2210 held with the reason 'supplier item mismatch' and a recorded buyer decision
  • Quote request email to the vendor and the current quote KFP-Q-1102
  • Evidence log and report to buyer01 with what was purchased and what was held

The workflow at a glance

Action Decision Human review Select a step to jump to how it's done.

  1. 01 Action · Gmail Read the replenishment notice
  2. 02 Action · Infor CloudSuite Distribution – replenishment queue Check which lines are yours
  3. 03 Action · Infor CloudSuite Distribution – purchase recommendations Pull the purchase recommendations
  4. 04 Action · Infor CloudSuite Distribution – product warehouse setup Check the line detail and vendor product record
  5. 05 Action · Google Sheets + Infor CloudSuite Distribution Round to the order multiple and minimum
  6. 06 Decision · Gmail + PDF viewer Is the quote on file still valid? Yes Use the quoted costs on the PO. No Hold every line on price source and ask the vendor for a current quote.
  7. 07 Action · Gmail Ask the vendor for current pricing
  8. 08 Decision · Infor CloudSuite Distribution – vendor inquiry + PDF viewer Does the new quote match vendor and items? Yes Line goes on the PO at the new quoted cost. No Hold the line and ask the buyer; do not substitute.
  9. 09 Action · Infor CloudSuite Distribution – purchase recommendations and PO entry Hold the mismatch and create the draft PO
  10. 10 · Human review · Slack Buyer decides on the held line
  11. 11 Action · Infor CloudSuite Distribution – PO inquiry Save, reopen and issue the PO
  12. 12 Action · Gmail Report purchased vs held to the buyer

Step-by-step: how to do it

  1. Action · Gmail · 0:27 in the video

    Read the replenishment notice

    Open the notice from the nightly replenishment job and note the run ID, warehouse, vendor and number of flagged lines. Check whether the job created any POs itself; if not, every line still needs review before anything is bought.

    In the video
    From
    ERP Scheduler, 5:04 AM
    Subject
    Replenishment run complete — WH10: 10 lines below order point
    Warehouse
    WH10 (Toledo DC)
    Vendor
    20410 Keystone Fluid Power
    POs created
    None
    Run
    RPL-20261102-0500

  2. Action · Infor CloudSuite Distribution – replenishment queue · 0:47 in the video

    Check which lines are yours

    Open the replenishment review queue your team uses and find the warehouse and vendor assigned to you. Leave lines assigned to other buyers alone, even when they are for the same vendor.

    In the video

    Nightly replenishment 11/02/2026 05:00 · 16 flagged lines across all warehouses.

    • WH10 · Toledo DC · 20410 Keystone Fluid Power In scope
      Flagged
      10
      Buyer
      agent-buyer
    • WH20 · Akron branch · 31877 Lakeshore Fastener Co. Out of scope
      Flagged
      4
      Buyer
      buyer02
    • WH30 · Erie branch · 20410 Keystone Fluid Power Out of scope
      Flagged
      2
      Buyer
      buyer03

  3. Action · Infor CloudSuite Distribution – purchase recommendations · 0:59 in the video

    Pull the purchase recommendations

    Filter the purchase recommendations by your warehouse and vendor. For each line, read the product, on hand, on order, order point and recommended buy quantity, and note any line that already has stock on order so it is not bought twice.

    In the video

    10 recommendations · WH10 · vendor 20410, for example:

    • Ln 1 · HC-R2-06 Hose 2-wire 3/8 in.
      On hand
      220 FT
      On order
      0
      Buy qty
      130 FT
    • Ln 5 · HF-2210 Return filter 25 µm
      On hand
      4
      Order pt
      12
      Buy qty
      16 EA
    • Ln 7 · BV-050-2W Ball valve 1/2 in.
      On hand
      6
      On order
      5
      Buy qty
      20 EA

      Open PO already counted in the recommendation

    • Ln 10 · SL-KIT-08 Seal kit, 2 in. cyl.
      On hand
      5
      Buy qty
      12 EA

  4. Action · Infor CloudSuite Distribution – product warehouse setup · 1:25 in the video

    Check the line detail and vendor product record

    Open the recommendation detail to see how the quantity was calculated and confirm there is no open PO, transfer or other recommendation for the same product and warehouse. Then open the product's warehouse and vendor setup and note the vendor part number, order multiple, minimum order quantity, last cost and where that cost came from.

    In the video

    Line 1 · HC-R2-06 at WH10.

    Calc
    Line point 350 − on hand 220 = 130 FT
    Open supply
    No open POs, transfers or other recommendations
    Vendor product
    KFP-R2-06-50
    Order multiple
    50 FT (1 reel)
    Minimum order qty
    100 FT
    Last cost
    1.92 / FT from quote KFP-Q-0814
    Vendor note
    Hose ships on 50 ft reels only

  5. Action · Google Sheets + Infor CloudSuite Distribution · 2:07 in the video

    Round to the order multiple and minimum

    Round each recommended quantity up to the next order multiple and make sure it is not below the minimum order quantity. Write the calculation in your evidence log, then change only the lines that needed rounding in the recommendations and mark why.

    In the video
    Rule
    RPL-03: round up to the order multiple, never below MOQ
    Line 1
    130 ÷ 50 = 2.6 → 3 reels × 50 = 150 FT · ≥ MOQ 100
    Buy qty
    130 → 150 FT, status 'Adjusted · RPL-03'
    Other nine lines
    Already a multiple · no change

  6. Decision · Gmail + PDF viewer · 2:41 in the video

    Is the quote on file still valid?

    Find the vendor quote the last cost came from and check its date and how long its prices are firm. If the PO date is past that, do not use any price from it.

    • If yes Use the quoted costs on the PO.
    • If no Hold every line on price source and ask the vendor for a current quote.
    In the video

    KFP-Q-0814 from the Supplier Quotes folder.

    Quote date
    08/14/2026
    Prices firm through
    10/13/2026 (60 days)
    PO date
    11/02/2026 — 20 days past expiry
    Sample prices
    Hose 1.92/FT · elbow 7.42 · seal kit 22.15
    Evidence log
    All 10 lines HOLD on price source

  7. Action · Gmail · 3:17 in the video

    Ask the vendor for current pricing

    Reply to the vendor's quote contact and ask for current prices, lead times and their part number for every item, with the item list attached. Nothing is ordered while you wait.

    In the video
    To
    quotes@keystone-fp.test
    Subject
    RE: Price confirmation KFP-Q-0814 — current pricing needed
    Attachment
    RFQ-items-WH10-2026-11-02.xlsx
    Sent
    7:44 AM
    Run status
    Paused · no PO drafted

  8. Decision · Infor CloudSuite Distribution – vendor inquiry + PDF viewer · 3:47 in the video

    Does the new quote match vendor and items?

    When the reply arrives, check that the quote names your vendor number and comes from the quote contact on the vendor record, that it is valid on the PO date, and that every line's part number is the vendor product set up in the ERP. A different rating or spec is a different item, even if the supplier calls it a replacement. Check price increases against your cap.

    • If yes Line goes on the PO at the new quoted cost.
    • If no Hold the line and ask the buyer; do not substitute.
    In the video

    KFP-Q-1102: 'KFP-HF-2210-A (25 µm) is discontinued. Quoted KFP-HF-2210-B (10 µm) in its place.'

    Vendor / sender
    20410 · quotes@keystone-fp.test, matches vendor record
    Valid
    11/02/2026 through 12/02/2026
    Largest increase
    Seal kit 22.15 → 22.90, +3.39% (cap 5.00%)
    • Lines 1–4, 6–10 PASS both rules
    • Ln 5 · HF-2210 HOLD · item identity
      ERP
      KFP-HF-2210-A · 25 µm
      Quoted
      KFP-HF-2210-B · 10 µm · 41.60

  9. Action · Infor CloudSuite Distribution – purchase recommendations and PO entry · 4:51 in the video

    Hold the mismatch and create the draft PO

    Put the mismatched line on hold with a reason, select only the lines that passed, and create the PO. On the draft, check the rounded quantity carried over, set the price source to the current quote and replace any unit cost that defaulted from the old quote. Check every other cost against the quote rather than assuming it is right.

    In the video
    Held
    Ln 5 HF-2210 · 'Hold · item mismatch'
    Selected
    Lines 1–4 and 6–10
    Draft PO
    100482 · vendor 20410 · WH10 · Draft, not sent
    Price source
    Quote KFP-Q-1102
    Costs replaced
    HC-R2-06 1.92 → 1.98 · KF-1212-ELB 7.42 → 7.55 · SL-KIT-08 22.15 → 22.90
    Total
    2,731.80 for 9 lines, under the 5,000.00 RPL-03 limit

  10. Human review · Slack · 5:48 in the video

    Buyer decides on the held line

    Tell the buyer why the line is held, with the ERP vendor part, what was quoted and at what price, last cost, stock position and the evidence. Let the buyer decide whether to approve the substitute, source elsewhere or keep holding; record the decision.

    In the video
    Message
    HF-2210 is held off PO 100482 — supplier quoted a different part.
    ERP vendor product
    KFP-HF-2210-A · 25 µm
    Quoted
    KFP-HF-2210-B · 10 µm · 41.60
    On hand / order point
    4 / 12 EA
    Decision
    buyer01, 9:23: keep on hold, do not order the -B part

  11. Action · Infor CloudSuite Distribution – PO inquiry · 6:11 in the video

    Save, reopen and issue the PO

    Save the draft, close it and reopen it from PO inquiry. Check warehouse, items, quantities, costs, price source and total against your evidence log. If the PO is within your issue limit, issue it to the vendor, then reopen it once more to confirm the status, that received is 0 on every line and that the history shows each change.

    In the video
    Saved
    09:24:40 · status Draft
    Reopened
    WH10 · line 1 HC-R2-06 150 FT @ 1.98 · source KFP-Q-1102 · total 2,731.80
    Issued
    Issued · sent to vendor 09:26
    Received
    0 on every line
    Recommendations
    9 on PO 100482 · 1 on hold

  12. Action · Gmail · 7:03 in the video

    Report purchased vs held to the buyer

    Finish the evidence log with each line's quantity rule, price source and PO line, then email the buyer one report covering what was ordered, what was adjusted, what was re-quoted and what is held, with the evidence log and quote attached.

    In the video
    To
    buyer01@greatlakes-isd.test
    Subject
    WH10 replenishment 11/02 — 9 of 10 lines on PO 100482, 1 held
    Attachments
    RPL-WH10-evidence-2026-11-02.xlsx, KFP-Q-1102.pdf
    Sent
    9:29 AM
    • 9 lines (1–4, 6–10) On PO 100482 · issued · received 0
    • Ln 1 HC-R2-06 Qty rounded 130 → 150 FT
    • Price source KFP-Q-0814 expired → KFP-Q-1102
    • Ln 5 HF-2210 Held · buyer01: hold

Rules, exceptions and controls

Rules to follow

  • Work only the warehouse and vendor assigned to you; other buyers' lines are left alone.
  • Buy quantity is the recommended quantity rounded up to the vendor's order multiple and never below the minimum order quantity (RPL-03).
  • PO cost must come from a quote valid on the PO date (PRC-02); an expired quote's prices are never reused.
  • Unreviewed increases are capped at 5.00% over last cost (PRC-02).
  • Each quoted part number must match the vendor product in the ERP; a substitute is a different item and needs the buyer.
  • A passing replenishment PO under 5,000.00 may be issued without further approval (RPL-03).

When something doesn't match

  • Expired quote: KFP-Q-0814 firm through 10/13/2026, PO date 11/02/2026 — all lines held and a current quote requested.
  • Supplier substitution: HF-2210 quoted as KFP-HF-2210-B (10 µm) instead of -A (25 µm) — line held, buyer01 decided to keep it on hold.
  • Cut length not allowed: 130 FT of hose rounded to 150 FT because it ships on 50 ft reels only.
  • Stock already on order: line 7 has 5 on an open PO, already counted in the recommendation.
  • Draft PO costs defaulted from the expired quote — replaced from KFP-Q-1102 before saving.

Controls and audit trail

  • Evidence log row per recommendation: quantity rule, price source, old and new cost and result.
  • Quote identity check against the vendor record's quote contact and vendor number.
  • Save, close and reopen before issuing; reopen again after issuing.
  • Received stays at 0; issuing a PO is not a receipt.
  • Substitutions need a recorded buyer decision.

Practitioner tips

  • Look at the price source on the product record, not just the last cost; the date of the quote behind it is what matters.
  • Keep a Supplier Quotes folder or label so the quote for a cost is quick to find.
  • Reply on the same thread when asking for current pricing so the new quote lands next to the old one.
  • Read the supplier's covering note on every new quote; discontinued parts and substitutes are usually mentioned there.
  • After creating the PO, check the costs on the draft. Defaults often come from last cost, which may be from the expired quote.

About this walkthrough

In the walkthrough, the agent reviews 10 flagged lines for WH10, rounds one to the vendor's reel size, replaces an expired quote with a current one, holds the substituted HF-2210 line for buyer01, issues PO 100482 for nine lines at 2,731.80 after reopening it to verify, and emails the buyer a report.

Documented the way you'd train a new hire — and the same way an agent learns it.

See it on your workflow

Frequently asked questions

How do you turn purchase recommendations into a PO in Infor CloudSuite Distribution?

Filter the recommendations to your warehouse and vendor, check each line's quantity against on hand, on order and the vendor's order multiple and minimum, confirm the cost comes from a valid quote, then select the passing lines and create the PO. Review the draft, save, reopen it and issue it.

How should replenishment quantities be rounded?

Round up to the vendor's order multiple and never go below the minimum order quantity. In the walkthrough 130 FT became 150 FT because the hose ships on 50 ft reels with a 100 FT minimum.

What if the supplier's quote has expired?

Do not use its prices. Hold the lines, ask the vendor for a current quote and check the new one for validity, vendor identity and part numbers before building the PO.

What should a buyer do when a supplier quotes a substitute part?

Treat it as a different item. Hold the line, give the buyer the ERP part, the quoted part and price and the stock position, and order only after a recorded decision.

How do you avoid ordering stock twice?

Before ordering, check for open POs, transfers and other recommendations for the same product and warehouse, and confirm the recommendation already counts anything on order.

Can an AI agent turn replenishment recommendations into purchase orders?

This video is a conceptual walkthrough with generic stand-in screens and sample data, not a recording. It shows how an agent could apply written rounding and pricing rules, issue a passing PO within a limit and hold anything outside the rules for a buyer.

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