Transcript
Order from a supplier, use reorder suggestions, receive a delivery in parts and see how costs and shipping are recorded.
0:00 Introduction
A purchase order is your order to a supplier. In this episode we raise one, send it, and receive the delivery, and we see how the costs are recorded.
0:11 The purchase orders list
In the menu, under Inventory, choose Purchase orders.
This is every order you have raised. Each row shows the number, the supplier, the store it is going to, the status, how many lines, how much has been received, and the total. The buttons above the list filter by status: draft, ordered, partial, received, or cancelled.
You do not have to build every order by hand. Auto reorder makes a draft order for each supplier, for every product that is at or below its reorder point. Let us look at what it says.
It sizes each order from the product's reorder quantity, minus what is already on order. We will make one ourselves instead, so we cancel this.
0:55 Raising an order
Click New purchase order.
First the supplier, and where the goods are going. We order from Pet Wholesale, to Main Street.
There are optional boxes for the date you expect the delivery, the supplier's own reference, and notes.
Now the products. Add low-stock items is the reorder suggestion. It adds this supplier's products that are at or below their reorder point at this store.
One product was added, with its on hand, a suggested quantity, and the cost from the product. You can change the quantity and the cost on any line.
You can also add products yourself. Click Add product, and search by name, S K U or barcode.
We pick the four pound bag, and order ten.
The supplier charges fifteen dollars for delivery, so we put that in the shipping cost. The totals at the bottom add up as you go.
Click Save draft.
The order has a number and the status Draft. A draft is only a plan. You can still change it, and nothing is counted yet.
2:04 Sending the order
When it is ready, click Mark ordered.
The back office explains what this does. The order is treated as sent to the supplier, its products count as on order, and it can be received. Lines can no longer be edited. Click Mark ordered.
The status is now Ordered. The progress shows nothing received yet. On the stock levels page, these units now show as on order.
2:30 Receiving the delivery
The truck arrives, with only part of the order. Click Receive.
Each line shows what was ordered, what has been received, and what is outstanding. The Receive box says how many arrived today. The unit cost is what the supplier charged. If the invoice shows a different price, change it here.
Only six of the four pound bags came. So we change that line to six.
The switch at the bottom spreads the shipping cost over the units received. It is added to the cost of each unit, which is the cost used when the system works out your average cost. The button shows how many units you are receiving. Click it.
The stock has gone up, and the order is marked Partial. The progress bar shows how much has arrived, and the columns show what is still outstanding.
When the rest arrives, click Receive all. The back office asks you to confirm, because it receives everything that is outstanding.
Confirm, and the order is complete.
The status is Received. Every line shows what came in, and the stock is up to date. If a supplier cannot deliver the rest, the Close short button ends a partial order instead.
In the next episode, we move stock between stores from the back office.