Purchase Orders Overview

Reaching "Purchase Orders" 

To reach "Purchase Orders": 

1. Log into Control Center
   
2. Choose Point of Sale
   
3. Choose Inventory
   
4. Choose Reorder 
   
5. Choose Orders
   

                                                                                 Figure 0.0

Understanding "Purchase Orders" Layout

Please see the images labeled Figure 0.1 for descriptions of the buttons and fields that appear on the screen.

                                                                    Figure 0.1

The buttons that you see on the Purchase Order form are described below:

1. Add New Order: This button lets you create a new purchase order.
   
2. Edit Order: This button lets you create a new purchase order.
3. View Notes: This button lets you view the notes history of the selected order.

1. Print Order: This button lets you print order details in report format.
2. Copy Orders: This button allow you to copy the order template of the selected order.
   
3. Order Logs: It allows you to view the items associated with the selected order, along with details such as the order date, order number, order method, and location.

 

1.  Add New Order Form Fields:

See Figure 1.0:

1. Location: This field lets you select one or many locations for which you wish to create an order of products/items.
   
1. Single Location: If you create an order for a single location, it will create the order for that location. Clicking on "Create Order" will redirect you to the product draft page. See Figure 1.1.
   

                                                                     Figure 1.1

1. Multiple locations: For two or more locations, the orders will be added individually to the list of purchase orders on the purchase order home screen. From there, you can add, edit, and review the created purchase order.
   

1. Vendor: Select the name of the vendor from whom items are going to be purchased. The drop-down will show the names of all vendors allocated to the selected locations. 
   
2. Order Comments: Mention any general comments that support/explain the purchase order. 
   
3. Order Filters: This field further gives you two choices (explained below): 
   

1. All: If selected, it will include all the items that the vendor supplies. 
   
2. Custom: If selected, this will customize the item order according to a category, department, manufacturer, and tags. See Figure 1.2 for a more detailed description.                                                                                             Figure 1.2

                                                                               Figure 1.3

1. Filter Options: Here, you will see different options to filter products for adding a new purchase order. Once you have selected the filter option, related options will display the related data in the Results area. 
   

1. Next: Once you have selected the options from the selected filter, click on  to move the selected options to the Selected List Area.
   
2. Clear Selection: This button will clear all the options selected under the selected list.
   
3. Delete Single Option: You can also clear a single option by clicking on  placed right next to the selected options.
   
4. Buttons: Click on "Close" to discard the changes, and click on "Apply" to implement the changes.
   

1. Save Filters: You can also save the configured custom filters for future use. By clicking the "Save Filters" button, a pop-up will appear to allow you to enter the name of the custom filter.
   

                                                           Figure 1.4

1. Manage Filters: All the filters that you have saved that will appear here to directly apply the filter that you have created.
   
1. The filter applied will be visible, as displayed in Figure 1.5
   
2. You can apply multiple filters in one go.
   

                                          Figure 1.5

1. Check for Alternate Vendors: This field check is used to determine if the item has multiple vendor parts. If the item has multiple vendor parts, then the system will notify you that the item you are ordering is available at a lower cost from other vendors. Toggle this option to "Yes" to save money on orders. 

You can only choose another vendor if there is no contract with a specific vendor for the product that you are adding to the purchase order.

1. Use Order Requirements From: If this toggle is set to "Yes," it will choose a predefined Order Requirement that consists of rules that determine when a daily/weekly inventory replenishment order is to be issued and with what quantity or quantity percentage. It can be utilized to assist in making sure these requirements are followed and met, along with the store's ordering policy.
   

                                                    Figure 1.6

It is done because even if there is a price hike, your vendors wouldn’t want you to stop doing business with them. They would want you to buy at least 20% of the products bought last month. 

1. Create As Transfer From Store: If this option is toggled to "Yes," it will create a transfer instead of creating an order. If you toggle this option to "Yes," it will direct you to the Transfer form. 

1. Store Review Not Required: This option is not for the store but for corporate users. If this is toggled to "Yes," the status of the order will be Open Order and store review is not required.

1. Send to Store: This option is for the company that generates an order and sends it to the store for review. This option is not available if the above option, “Store Review Not Required,” is toggled to "No." 
   

To automate an order, it is necessary for a product to have a vendor part associated with the vendor you are generating an order for. 

1.1. Order Methods 

This field offers a variety of methods for a system to generate an order. See Figure 1.1.0. 

                                                                                Figure 1.1.0

1.1.1. List All Products from Vendor 

When you select this option, this method will list all the items that the selected vendor, e.g., DemoVendor1 is selling. If you have selected some departments through order filters, this method will display items from all the selected departments only. See Figure 1.1.1.                                       

                                                    Figure 1.1.1

1. Create a Negative Order: This option reverses the flag of the items in an order and is only used when you wish to return items to the vendor. This option is occasionally used, as there is an entirely different method to return items. 
   

This method is less likely to be used as analyzing sales history is a better metric than min/max.

1.1.2. Reorder by Min/Max 

This method will allow you to order items based on min/max values. Each product is tagged with its minimum and maximum value.  Whenever the system goes below the item’s minimum value, it will order whatever is needed to get you up to that maximum value. It is done for each item. In short, this method allows you to fine-tune your inventory level to have a specific quantity per item. See Figure 1.1.2.0.

The percentage actually defines the direction in which it is used to round off the value (lower or higher).

                                                    Figure 1.1.3.0

See Figure 1.1.3.0

Taking current day = Friday, if the default value for Start Date Offset is set to 0, and the value of Date Range From is set to 2 weeks. Then: 

1. The value 0 represents yesterday, i.e., Thursday.
   

         The system will count 2 weeks backward from Thursday.

1. 1 represents 1 day before yesterday, i.e., Wednesday. 
   

        The system will count 2 weeks backward from Wednesday.

1. 2 represents 2 days before yesterday, i.e., Tuesday. 
   

        The system will count 2 weeks backward from Tuesday.

1. Days of Inventory: If you enter 10 as the “Days of Inventory” value and the average sales per day of an item is 1, it means you have 10 selling days of inventory on hand. If you have QOH for that item equal to 3, then you have to order 7 more to meet that requirement. However, in this case, you already have 10 items as "Quantity on Hand" value, so you don't need to order anything.
   

This method uses real historical data to generate average sales per day. So, if you already have 10 units of any item in the inventory whose average sales per day are 1, then you don’t need to order anything at all because you already have what you need.  

1. Use item Min Qty: If this option is checked, it will make sure that regardless of what the system is ordering, it will have some fixed (minimum) quantity on hand (say 10). For example: If the system is suggesting 7 units of any item whose minimum quantity is set as 10, and you have 1 quantity on hand, then the system will automatically add 2 more quantities so that the ordered quantity becomes equal to 10 (the preset minimum quantity). This option, when checked, will never let the item go down to the minimum quantity. 

1. Include Sold Items with 0 Order Qty: When you tick this checkbox, the system will include the items that are sold during the specified period, but based on the system’s calculations, they have 0 quantity in the order and offer you further options to choose from, as Figure 1.1.3.1 or Figure 1.1.3.2 shows. Please choose the appropriate option.
   
1. For example, when you choose any of the following options under "When QOH <= 0," the system will check the item's current QOH and perform the action based on your choice when the current QOH is <= 0: 
   
1. Do Nothing: The system will do nothing.
   
2. Add with Zero Qty: The system will add the items with the zero-order quantity to the order. You can edit or remove it, as shown in Figure 1.1.3.1. 
   
3. Add with Qty 1: The system will add the items with the order quantity as one in the order.
4. Add with 10 Week High (Summary Only): The system will add the items with the order quantity as the highest sold in the last ten weeks in the order. This will override the time range you selected in "Date Range From," and the system will consider the last ten weeks from the current date.  
5. Add with 52 Week High (Summary Only): The system will add the items with the order quantity as the highest sold in last fifty-two weeks in the order. This will override the time range you selected in "Date Range From," and the system will consider the last fifty-two weeks from the current date. 

 

Figure 1.1.3.1

1. Similarly, when you choose any of the above options under "When QOH < 1," the system will check the item's current QOH and perform the action based on your choice when the current QOH is < 1.

The percentage actually defines the direction in which it is used to round off the value (lower or higher).

                                            Figure 1.1.4.0

1. For example: If you are selling cigarette packs (not cigarette cartons), and you enter a value above 50%, say 70%, and since there are 10 packs in a cigarette carton, the system will round up and order a carton. Alternatively, if the value is below 50%, then the system wouldn’t order anything at all. 
   

1. Include Sold Items with 0 Order Qty: In the round-up field, if you enter 50%. and if you don't sell 50% of the sub-units that is needed to create an order, the item will still be there on the order form but with 0 quantity. You can keep/edit, or remove the item(s) with '0' quantity with the help of “Remove Products with 0 Quantity" on the Edit Order form. See Figure 1.1.4.3 below for reference.          

                                                                                    Figure 1.1.4.1

1. Still, you can order any number of quantities for such items on a purchase order, even if the system suggests 0 as order quantity. 
   

1.1.5. List All Products from Vendor with Replenishment

This method is a combination of the “List All” and “Replenishment” order methods. It allows you to place an order for all items with the filter, e.g., department, category, tag, etc., from the selected vendor. Then, it is going to look for the date range for the sales history for that item and place an order (same as replenishment). See Figure 1.1.3.0 and its form for reference, except for "Include Sold Items with 0 Order Qty."  This method is used in rare cases. 

For fields, refer to Reorder by Products Sold (Replenishment). 

1.1.6. Reorder Using Blank Order Method 

When you generate an order using a blank order method, it will create a blank order no matter how many filters you have applied. You must manually add items that you wish to order. See Figure 1.1.5.0.

                                         Figure 1.1.5.0

                                                                        Figure 1.1.7.0

1. For example: If you enter 14 days and the item is newer than 14 days and filtered by category, department, manufacturer, tag, or department tag, then that item is going to be ordered based on the replenishment order. Any item that is older than 14 days will be ordered by days of inventory. 
   

1. Include Sold Items with 0 Order Qty: When you tick this checkbox, the system will include the items that are sold during the specified period, but based on the system’s calculations, they have 0 quantity in the order and offer you further options to choose from, as Figure 1.1.7.0 or Figure 1.1.7.1 shows. Please choose the appropriate option.
   
1. For example, when you choose any of the following options under "When QOH <= 0," the system will check the item's current QOH and perform the action based on your choice when the current QOH is <= 0: 
   
1. Do Nothing: The system will do nothing.
   
2. Add with Zero Qty: The system will add the items with the zero-order quantity to the order. You can edit or remove it, as shown in Figure 1.1.4.3 above.
   
3. Add with Qty 1: The system will add the items with the order quantity as one in the order.
4. Add with 10 Week High (Summary Only): The system will add the items with the order quantity as the highest sold in the last ten weeks in the order. This will override the time range you selected in "Date Range From", and the system will consider the last ten weeks from the current date.  
5. Add with 52-Week High (Summary Only): The system will add the items with the order quantity as the highest sold in the last fifty-two weeks in the order. This will override the time range you selected in "Date Range From," and the system will consider the last fifty-two weeks from the current date. 

                                                 Figure 1.1.8.1

Example: Consider a regular product that you order every week and is out of stock every week; then you might possibly lose sales. You can manually edit the "Order Qty" and increase the quantity by 1 the following week. If it is still not sufficient, then you can increase the quantity accordingly. 

Doing so will make the system aware of the actual sales number and let it suggest the true needed value for products (not too few, not too many, just what is needed). 

1.1.9. Items with Zero QOH 

This method will allow you to create a purchase order only for the items in the selected location that have Quantity on Hand for those items for the selected department/category/manufacturer/tag equal to 0.

                                                 Figure 1.1.9.1

1. Default Quantity: If the QOH for any item at a location is zero, and the default quantity for the Items with 0 QOH order method is set to e.g., 20, then the system will suggest 20 quantities to order and will overlook the Require Multiples of and With a Min Order % of value for this order method.
   

1.2. Action Buttons

2.1. Creating Order

Follow the steps mentioned below to create an order: 

1. On the Add New Order form (see Figure 1.2.0), fill in the form with the right order method.

                                                                           Figure 1.2.0

1. Click on "Create Order." 
   
2. The order form highlighted in Figure 1.2.1 will appear on your screen. 

                                                                          Figure 1.2.4

1. After the purchase order is sent back to the corporate side, and this point the corporate user can use the system suggested quantity, or quantity suggested by the store manager to find the true order quantity.
   

1. Search: This option lets you search a specific product on the purchase order either with its name or UPC.
2. Add: This button helps you add item(s) to a purchase order directly. Upon clicking, Figure 1.2.5 appears.
   

                                                                  Figure 1.2.6

                                  Figure 1.2.7

3. Settings  : Clicking on the "Settings" button will display the screen highlighted in Figure 1.2.8.

1.  Remove Products with Zero Qty: Clicking on this button helps in deleting the products that have zero Quantity on Hand.

                                                Figure 1.2.8

1. Refresh QOH: This button lets you refresh the data in the QOH column.
   
2. Add Back Order Items: This button will help you Append, Replace, or Ignore the items on the back order to the purchase order. 
   

                                                    Figure 1.2.9

1. When the Back Order form has items listed, clicking on "Apply to Order" will Add, Replace, or Ignore (as per the Manage Quantity option selection) on Edit Purchase Order form.                                                                         

1. Days Left From: This column lets you select the number of weeks that will help you identify the estimated survival time for the Quantity On Hand value for that product at the store.

1. Columns: This option will let you select the number of columns that are to be displayed in the purchase order form. Check the boxes against the options that you wish to include in the purchase order form.
   

1. Reset Columns: This button will allow you to reset the column in the purchase order form.
   

1. Show All Products: This option lets you choose the list of products, i.e., the data you wish to display in the purchase order form: Show All Products, Show Only Products with 0 Qty, or Show Deleted Records.
   

                                      Figure 1.2.10

Column Labels on Purchase Order Form:

Please see Figure 1.2.11 to know about the column labels.

                                                                  Figure 1.2.11

1. Product: This defines the product's or item's name that is to be ordered.

2. Sug. Qty: The suggested quantity is auto-calculated and generated by the system. This value is calculated as per the values in Manage Location: Min/Max and On-Hand Quantity Value from the "Products" module.

                                                      Figure 1.2.12

                                                           Figure 1.2.13

1. (See Figure 1.2.12 and Figure 1.2.13) In the "Products" module for the location Cobleskill, the Min quantity is set to be 5 and Max quantity is said to be 50. As soon as Quantity on Hand reaches below 5 for a selected product, it will suggest the suggested quantity as Max Quantity Order for that product with maximum quantity, i.e., 50.

3. Store Qty: If the order is created by the corporate user and the Send to Store toggle is set to "Yes," then this field will appear for the store manager to enter the products quantity that is needed at the store.

4. Actual Qty: This column can be edited with the product quantity value that is actually needed at the store location.

5. Order Qty: This field by default displays the value equals to the Suggested Quantity value, but it is finalized after taking store quantity, actual quantity, and suggested quantity into account. Once done, it becomes the final order quantity for the purchase order.

6. Back Order Qty: This column describes the items that are not fulfilled by the vendor in the previous order.

7. On Hand: This column displays the value of item quantity on hand that the store currently has.

8. # Days Left: This column gives an estimation based on past inventory data/trends in order to make inventory management effective for the future. This column will display the number of days for which the listed item in the inventory will survive with respect to the selected "number of weeks" values under "Days Left From." 

1. Say, if the number of weeks selected here is 3 weeks, now based on the last 3 weeks of sales data, the system will calculate the average sales per week in the Avg Sales column and give out the lasting estimation for that product in terms of days in the # of Days Left column, which implies that the product has enough Quantity on Hand for that product to last for the "x" number of days given in that column. See Figure 1.2.14.

                                                                              Figure 1.2.14

The red-colored data in "# of Days Left" denotes the shortage of the inventory for that many number of days, and the green-colored data denotes that the inventory is sufficient for that many number of days.

         Figure 1.2.15

If the Store Review Not Required toggle is set to "Yes," then the order will be directly sent to the vendor that the corporate user has created.

1.2.2 Right-Click on Item Added to Purchase Order Form:

1. View Logs: The View Log screen lets you see all the details of the product added to the order. It displays all relevant information in this context, and the data is for viewing purposes only.

                                                                        Figure 1.2.17

1. Item Analysis: This feature helps to analyze a particular product at a particular store location from the purchase order screen itself. A variety of information from different modules is used together here to analyze the item.

1. At this stage, the order will be created and sent to Store for Review.
   
2. The store will be informed via dashboard message. The store will then review the Created Order and whatever changes that store makes in the order will be highlighted in yellow so that the corporate user understand what 
   

1. The benefit of this feature is that you can assign the purchase order for different locations.
   
2. This feature lessens the burden of creating the regular order manually every time. And, if the Auto Send EDI toggle is set to "Yes" as highlighted in the Figure 1.2.3.1, the system will automatically send the purchase order to the vendor in EDI format.
   
3. When you click on Schedule Order, the form highlighted in Figure 1.2.3.1 will appear on your screen.
   

                                    Figure 1.2.3.1

1. Click the Modifying Order button highlighted in Figure 0.1 above to edit (make changes) a created purchase order before sending it to the vendor.
   
2. The form highlighted in Figure 2.0 will appear on your screen.                                                                 
   

The labels, fields and buttons are described above under Create Order.

3. Add/View Notes

3.1. Add Notes

This feature lets you add a quick note for each change to a purchase order that's already been created: 

                                                                                    Figure 3.1.0

1. Write the note explaining it under 255 characters.
   
2. Click on "Add" to save the note.

3.2. View Notes

This option lets you view the history of all the created notes for the changes made in the purchase order with a timestamp, note, and the user who made the change.

                                                                                  Figure 3.2.0

4. Print Order 

The options related to print order are mentioned here: 

                                            Figure 4.0

4.1. Print Order Guide

See Figure 4.1.0.

                                                                              Figure 4.1.0

1. Sort By: Select the option from the drop-down list by which you want to sort the report.
   
2. Group By Department: Set it to Yes/No to print the report grouped by department.
   
3. Export Type: Select the report format i.e., PDF, CSV, XLXS.
   
4. Include Header: The system enables this button by default. Please turn it off to exclude the report's header from the report.
   
5. Repeat Header on Every Page: Enable this button to repeat the header on every page.
   
6. Print Title on Every Page: This button is enabled by default. Turn it off if you want to remove the report's title from showing on each page.
   
7. Send As Email: Enable this button to send the report's PDF file via email. The Email Address field will appear. Enter the email address and click "Send Email." 
   

Once clicked, the purchase order details are printed in the predefined format (the headers of the columns are predefined) and as per the selected export type (PDF, CSV, or Excel). The order report in PDF format is displayed as highlighted in Figure 4.1.0. 

"Print Guide" is used for making an informed decision by looking at the details of the order guide.

                                                                     Figure 4.1.1

1. When you wish to print order details in report format, this option is chosen. See Figure 4.1.0 (same as Print Order Guide), if the same options are chosen.
   

1. The order is printed as highlighted in Figure 4.2.0.
   

                                                                                                                                                                                                                                              Figure 4.2.0

4.3. Print Altered Items 

4.4. Convert to Order

1. When the purchase order is drafted/added, edited from the sides i,e., stores and corporate side, then, it will Convert to Order as explained below.

1. See the Add New form (Figure 1.0). This button will convert the items added into an order. If there are items selected in the list, then Figure 4.4.0 appears. 
   

                                                                                                                                                                                                                 Figure 4.4.0

1. At this stage, the order can be sent to the vendor in EDI format on the FTP side or sent via email to the respected vendor. 

This will be the step that is marked when the purchase order is completed.

1. On the Add New Order form (see Figure 1.0), fill in the form to create an order.
   
2. Click on "Complete Order" the form highlighted in Figure 4.5.0 will appear on your screen.
   

                                                Figure 4.5.0

1. Click on "Yes, mark completed" to proceed with the order completion process.

4.6. Convert to Invoice

1. Next step is towards receiving the inventory. This option lets you convert the completed order when the physical inventory is received from the vendor.

1. An invoice can also be from a purchase order to have an inventory movement trail that can be tracked against the vendor(s) with quantities and costs.
   

1. Enter the name for the invoice and click on the "Create" button.
   

                                                 Figure 4.6.1

1. Click on "Refresh Order" to refresh the Order list, or click on "Load Invoice" to load the invoice created from the purchase order.

4.7. Copying Purchase Order:

                                                       Figure 4.7.0

1. For the selected Purchase Order, click on the "Copy Order" button to copy the attributes of that particular order.
   
2. Select the desired location from the associated drop down menu and click Copy.
   
3. The form highlighted in Figure 4.7.1 will appear on your screen.

                                           Figure 4.7.1

1. Clicking on "Go to the New Order" button will take you to the Edit page for the copied order.
   

4.8. Order Logs

                       Figure 4.8.1

Order logs provide all the detailed information of all the items that are bought on the selected order. The information displayed is just for view purposes.

5. Deleting the Order 

                                           Figure 5.0

1. Click “Yes, Delete” to continue the process of deleting the order record.
   
2. Click “Cancel” to close the pop-up and skip the deletion process.
   

6. Merging Orders

Merge Order is used when multiple orders for a particular product share a single location as well as vendor, and you want to combine all of the orders into a single order. Doing so appends the order quantities.

Whenever multiple orders share a single location and single vendor, the system will merge all the orders together into one single order. If one order has 5 units of an item and another has 7 units, then the system will merge these two. This way, the orders are easier to manage for the store as well as for the vendor.

1. Click the "Merge Orders" button highlighted in Figure 0.1 above to merge an order.
   
2. The form highlighted in Figure 6.0 will appear on your screen.          
   

                                     Figure 6.0

1. Single Location: This option will merge all the selected orders for a single vendor and single location into one order, as depicted in Figure 6.1.
   
2. The orders listed in Figure 6.1 are all the orders under the Show Entries label.               
3. Select the orders by checking them against their order numbers. Click on "Merge Orders" to merge the selected orders.

                                                                              Figure 6.1

1. Doing so will merge all the selected locations into one order. The system requires a minimum of two orders to merge. The "Merge Orders" button will be disabled unless two or more orders are selected.
   

1. Multiple Location: This option also lets you choose multiple orders (OPEN ORDERS) for different locations while sharing a single vendor.               
   

                                                                                Figure 6.2

1. In Figure 6.2, we see two purchase orders from a single vendor for two different locations.
   
2. Click on the "Merge Orders" button, a dialog, as highlighted in Figure 6.2 shows up.
   
3. Select "Multiple Location" in this case.

                                   Figure 6.3

1. After that, select a vendor and location(s) for whom you wish to merge orders for, and select the date range for it.

                                                                                     Figure 6.4

1. Select the vendor name, location(s), and date range, and click on "Review Orders."

                                                                                                                                                                                                                                 Figure 6.5

1. Select the orders you wish to merge (a minimum of 2 should be there; otherwise, it will lead to an error message) and click on "Proceed To Merge Order."

                                                                           Figure 6.6

1. On clicking on "Proceed To Merge Order," the dialog box as highlighted in Figure 6.7 appears.
   

                                           Figure 6.7

1. Clicking on "YES" will merge the selected orders. See Figure 6.8.

                                          Figure 6.8 

1. The order quantity for both orders gets appended in this case. You can now send this order in EDI format.
   

6.1 Split Order

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     Figure 6.1.0

1. Select the orders (all those were merged) to split them into original individual order.

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  Figure 6.1.1

1. Once the orders are selected, click on "Proceed to Split Order."
   

                                             Figure 6.1.2

1. Click on "Yes" and the merged order will be reversed.
   

                                                                                   Figure 6.1.3

7. Mass Merging Orders

1. For example, if a location, say Middletown, has 5 orders and another location say, Oneonta, has 10 orders, the Mass Merge feature will merge all 5 individual orders for Middletown into 1 order and for Oneonta's 10 orders into another 1 order. 

1. Choose the vendor from the drop-down list and also the set of locations.
   

1. Click on "Review Mass Merge Orders" to select the open orders for merging.     
   

1. After reviewing the set of orders for different locations, click on "Proceed To Mass Merge Order."
   
2. A dialogue box will appear, as highlighted in Figure 7.2.

                                                  Figure 7.2

1. Click on "OK" to proceed with the merging process.

8. Send EDI

If you have your EDI/FTP connection set up for your store, then the "Send EDI" button will help you send the order electronically.

1. You can select multiple orders ordered within the selected date range for a single vendor in different locations and send them electronically.

                                                                    Figure 8.0

1. Click on "Send EDI," and the order list will be sent to the vendor side.

 

                                                                    Figure 8.1

1. By clicking "Yes," the selected order(s) will be sent to the respected vendor as an EDI format either through FTP/SFTP connection or via email.
   
2. To Configure EDI Settings, refer to the EDI Setup article. 

The system removes the items with 0 Order Qty from the physical file sent during the EDI process. Please note the system will not remove those items from the actual order; it will only remove the physical file.