Purchase Orders

  • Updated

Purchase orders are used for supplying the stores with products that need to be restocked. To do so one can use reorder suggestions or create new purchase orders from scratch.

 

Creating Purchase Order

To create a new empty purchase order you can navigate to Products -> Purchase orders and click “+ New purchase order”. The warehouse that will receive the goods must be selected before clicking “OK” to finish the creation which will take you to the details page.

The order details page displays the current content and status of the purchase order. This page can be used for editing the warehouse, supplier and requested delivery date. You can also add products and select them before creating a delivery.




There are also three other tabs for the purchase order:

  • Products - A product search page with more advanced filters
  • Deliveries - Shows all deliveries connected to the purchase order
  • Reservations - Any orders that have a reservation to the purchase order will be displayed here.

 

Orders to Purchase

The second page related to purchase orders is the “Orders to Purchase” page. It contains orders that have been marked with “to be purchased” that are without a reservation to a purchase order or a purchase order line. The marking can be done by the workflow step “Set all orderlines not reserved to be purchased”. Note that the order must also have a supplier but no cancelled quantities to be shown in the list.

 

Reorder Suggestions

To make purchase orders easier you can make use of reorder suggestions that are based on the average sales of each product. The sales dates used to find the average sales can be set in the top left hand corner. The default sales period is the last 100 days unless the tenant setting "Average daily usage (days)" is set to another number. The lead time (number of days for a product to arrive) can be set both on the supplier or on each separate product. You can also set a lead time safety margin in the tenant settings to ensure that the stock will not go empty. The following configuration can be found in the product inventory settings which also will affect the calculated suggestions:

  • Minimum quantity - Predicted level of inventory at which a reorder will be triggered
  • Max quantity - The highest inventory level serving as the reorder quantity
  • Minimum reorder quantity - The minimum quantity allowed to be ordered
  • Product lead time - The number of days it takes for the products to arrive
  • Supplier lead time - Used if the product lead time is not set


FAQ

How does the progress bar for statuses work?

The progress bar shows one status per index number. The status per index will either be the first one in the settings for that index or the current purchase order status. For instance, if step 1 contains the statuses “New” and “Error”, the first one will always be shown when the purchase order is on step 1 unless the status has been set to “Error”.

The purchase order was completed with the wrong warehouse. What to do?

To fix the purchase order you can create a new internal transfer to the correct warehouse. Complete the transfer and create a new delivery as normal. The goods will then be moved to the correct warehouse.
 



 

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