Create a purchase order

This article covers purchase orders creation within Stock&Buy.

To create a purchase order, go to the Stock Control page and click on New Purchase order button located on the right hand side navigation menu.

This will create a draft purchase order and bring you to the order details page.

Order details view

The order details view is a page where you can view all details related to a purchase order.

The page has two sections, a main pane where the order line items are displayed and a secondary pane located on the right hand side of the screen where you can perform various actions on the purchase order.

To fill out the purchase order:

  1. Choose a supplier name from the Suppliers dropdown list. If the supplier is not listed, you will need to create it first
  2. Select the location you want the products to be shipped
  3. Select the Bill to location
  4. Click on Add a new line to add a new order item 
  5. Start typing your product name or SKU in the Product name column, Stock&Buy will display a list of items which match the search term
  6. Enter the line item details: quantity, discount, purchase price and tax rate
  7. Click on Add landed cost to add extra charges such as shipping and handling

Stock&Buy will automatically populate the order line item prices from the last used purchase price list.

Hit the Save button to save your order. 

Purchase order statuses

Every purchase order in Stock&Buy goes through 4 stages. Draft, Approved, Partially Received and Received.

The table below outline each order status and the different actions which can be taken at each stage.

Order status Stock level status Actions which can be performed
Draft The order has no impact on stock levels at this stage.
  • Add notes
  • Saved
  • Emailed
  • Changed – add, update or remove order items and extra charges
  • Deleted
  • Approved
Approved The order has no impact on stock levels at this stage
  • Add notes
  • Saved
  • Emailed
  • Remove order line items
  • Add, update or remove extra charges (landed costs)
  • Deleted
  • Receive items
Partially Received The system will automatically update the stock levels of all items marked to be received
  • Add notes
  • Saved
  • Emailed
  • Changed – add, update or remove extra charges.
  • Received order items are locked at this stage and cannot be modified
  • Receive items
Received

The system will automatically update the stock levels of all items part of the order. Stock&Buy will automatically distribute the landed costs on the received items and calculate their moving average costs.

  • Add notes
  • Saved
  • Emailed
  • No changes allowed at this stage

 

 

Was this post helpful?

Close Menu