WEBVTT

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A purchase order is your order to a supplier. In this episode we raise one, send it,

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and receive the delivery, and we see how the costs are recorded.

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In the menu, under Inventory, choose Purchase orders.

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This is every order you have raised. Each row shows the number, the supplier, the

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store it is going to, the status, how many lines, how much has been received, and

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the total. The buttons above the list filter by status: draft, ordered, partial,

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received, or cancelled.

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You do not have to build every order by hand. Auto reorder makes a draft order for

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each supplier, for every product that is at or below its reorder point. Let us look

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at what it says.

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It sizes each order from the product's reorder quantity, minus what is already on

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order. We will make one ourselves instead, so we cancel this.

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Click New purchase order.

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First the supplier, and where the goods are going. We order from Pet Wholesale, to

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Main Street.

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There are optional boxes for the date you expect the delivery, the supplier's own

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reference, and notes.

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Now the products. Add low-stock items is the reorder suggestion. It adds this

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supplier's products that are at or below their reorder point at this store.

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One product was added, with its on hand, a suggested quantity, and the cost from the

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product. You can change the quantity and the cost on any line.

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You can also add products yourself. Click Add product, and search by name, S K U or

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barcode.

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We pick the four pound bag, and order ten.

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The supplier charges fifteen dollars for delivery, so we put that in the shipping

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cost. The totals at the bottom add up as you go.

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Click Save draft.

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The order has a number and the status Draft. A draft is only a plan. You can still

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change it, and nothing is counted yet.

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When it is ready, click Mark ordered.

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The back office explains what this does. The order is treated as sent to the

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supplier, its products count as on order, and it can be received. Lines can no

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longer be edited. Click Mark ordered.

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The status is now Ordered. The progress shows nothing received yet. On the stock

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levels page, these units now show as on order.

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The truck arrives, with only part of the order. Click Receive.

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Each line shows what was ordered, what has been received, and what is outstanding.

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The Receive box says how many arrived today. The unit cost is what the supplier

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charged. If the invoice shows a different price, change it here.

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Only six of the four pound bags came. So we change that line to six.

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The switch at the bottom spreads the shipping cost over the units received. It is

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added to the cost of each unit, which is the cost used when the system works out

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your average cost. The button shows how many units you are receiving. Click it.

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The stock has gone up, and the order is marked Partial. The progress bar shows how

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much has arrived, and the columns show what is still outstanding.

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When the rest arrives, click Receive all. The back office asks you to confirm,

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because it receives everything that is outstanding.

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Confirm, and the order is complete.

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The status is Received. Every line shows what came in, and the stock is up to date.

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If a supplier cannot deliver the rest, the Close short button ends a partial order

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instead.

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In the next episode, we move stock between stores from the back office.