This video demonstrates how to convert a multi-pack item on an ordered purchase order into individual items for receiving. Using a four-pack of water filters as an example, it shows how the item can be replaced with the corresponding single-unit item while ensuring the unit cost, quantity, and receiving reason are accurately reflected so each filter can be received separately.
SOP: Split a Multi-Pack Item into Individual Items on an Ordered Purchase Order
Objective
This SOP explains how to convert a multi-pack item on an ordered purchase order into individual units so each item can be received separately. Follow these steps when the purchase order must reflect individual items instead of a bundled pack.
Key Steps
1. Open the Purchase Order and Identify the Multi-Pack Item 0:10
Locate the ordered purchase order containing the multi-pack item.
Confirm the item is currently listed as a pack (for example, a 4-pack).
Verify that the goal is to receive each unit individually rather than as a bundled pack.
2. Use Edit to Replace the Pack with the Individual Item 0:29
Click the Edit button (paper with pencil icon).
Select Replace Item.
Click Find Replacement Item.
Search for and select the individual version of the item.
Enter or update the unit cost when prompted.
Click Replace Item to apply the change.
3. Update the Quantity to Match the Number of Individual Units 1:22
Click Edit again on the purchase order line.
Change the quantity to the total number of individual units needed.
In the example, change the quantity from the original amount to 4.
Click Change Quantity to save the update.
4. Enter the Reason for the Quantity Change 1:31
When prompted for a reason, enter a clear explanation.
Use a reason such as Receiving Individually.
Confirm the change so the system records the adjustment properly.
5. Verify the Item Is Split for Individual Receiving 1:41
Review the purchase order to confirm the multi-pack has been converted into individual items.
Ensure the system now reflects each unit separately for receiving.
Proceed with receiving the items one at a time as needed.
Cautionary Notes
Do not simply add a new item if the purchase order is already ordered; use the replace-item process instead.
Make sure the unit cost is entered correctly before replacing the item.
Confirm the quantity matches the number of individual units in the original pack.
Use a consistent reason for the quantity change so the audit trail is clear.
Tips for Efficiency
Have the individual item SKU or name ready before starting the replacement.
Double-check the pack size before changing quantity to avoid receiving errors.
Use a standard reason phrase like Receiving Individually for consistency.
Verify the final line item immediately after saving to catch mistakes early.