Purchases from suppliers allow for stock entries in the program and tracking their status, to know at all times what is expected and what has already arrived. Additionally, you can create and enter purchase orders and invoices as well as record payments.
Requirements to create and place purchase orders
The user must have the role of OWNER or WAREHOUSE MANAGER. Different role types can be seen in the section "Create or edit a user".
Although new products can be created from within the purchase creation process, it is advisable to have registered all items before starting the purchase.
Steps to create and place purchase orders
Go to the side menu and click on the PURCHASES button within the INVENTORY section.
The list of purchases will appear, click on the +NEW PURCHASE button.
Once inside the new purchase screen, you must fill in the contact, supplier, and warehouse fields.
At the bottom of the screen, there is an opportunity to replenish products according to:
Products with minimum stock levels
Products without stock
Products with negative stock
Replenish sales made during the selected time period according to the warehouse
When everything is ready, click the CONTINUE button.
The tab will have changed, and now it's time to start adding the products you want to purchase, there are 4 options:
Scan the barcode of any product.
⚠️ Note: if you use the scanner, the information will be processed in the "Historical" tab for faster and more agile processing. If, on the other hand, you want to work from the "Summary" tab, you must deactivate the button at the top right of the table.
⚠️ Note: to scan serial numbers for batches or UIDs, you must activate/deactivate the functionality by clicking on the scanner icon found at the top right in the menu.
Search in the search bar for the product code.
Advanced search: select multiple products at once and use filters to go faster.
Click on the "Create product" button, located next to the magnifying glass, which will allow you to add any new product that you have not yet registered.
As you add the products you want to purchase, it will create a matrix with all the variants (sizes, colors, flavors, etc.), with a box for each one, where you will need to enter the quantity to purchase for each.
For each product line, you’ll also see:
The product’s shipping date
The unit price excluding tax, which can be edited
Any discount applied to the price (excluding tax)
The tax assigned to the product, which can also be modified here
To send the order to the supplier, click the three-dot menu at the top right and you’ll see these options:
Create production order if you manufacture in-house
Update products to reflect recent changes (requires removing and re-adding or clicking the update button)
Create labels to send to the supplier if needed. For more information on how to create labels see the section on How to create labels.
Print purchase order with or without prices, depending on whether you want to share cost details
Print catalog with detailed product info and images to reduce the chance of errors with the manufacturer
Once all products are entered, click the PLACE ORDER button for the order to be placed and waiting.