The Purchase Order (P/O) can be generated using the Vendors/Purchase Orders option, by entering needed items manually.
However, if you want a faster way to generate a P/O and see other critical information such as stock levels and sales history, then the system's Suggested Order routine can help you.
For the Order Sheet system to work you must have the following setup properly.
- Vendors - All Vendors that you want to order from must have a valid entry in the Vendor Maintenance section
- Inventory Items - All Items you wish to order must have an entry in the Inventory Item database and be active.
- The Case Cost, Packs Per Case and Units Per Pack for each item must be setup properly in Inventory/Item Maintenance.
- Locations/Bins must be setup properly so that you can do a walk around the store, following the Locations and Bins on the sheet in a logical order.
- Each Item in Inventory should have a valid Location and Bin Number
- Optionally, each of the Bins can belong to a Purchase Group - at minimum,
create 1 Purchase Group called 'All Items'.
Purchase Groups allow you to put your Bins in sub-groups for ordering purposes.
- Select the Vendor required by clicking in the Vendor Box and selecting a name from the list that appears..
- Do the same for the Buyer Entry and Optionally, select an 'Order For' Purchase Group ID.
The Purchase Group ID is a Group of Classifications (Setup - Store - Purchase
Groups), that can be attached to Bins. e.g - If a Vendor supplies Cigarettes
and Candy, and you only want to see Candy in the List, then setup a Purchase Group
called Candy then attach it to all the Bins that contain Candy items. (Setup - Item
- Bins)
- To Generate a list of all active items that the Vendor carries in your store, click the 'Create Order Sheet' button.
- The list generated will then contain all the items but no suggested order quantity.
- This type of build is provided for the people that want to fill in their own quantities on an order and are at their happiest when wandering around their store holding a clipboard and a well chewed pencil.
For those that like to order from their armchairs, there are options on the form, that when selected, will provide a suggested order.
Suggested Order (Sheet Creation) options -
(The Min Stock Units, Re-Order/Max and Pack Quantity fields refered to in the options are setup in the Inventory/Item Maintenance form for each item.) Use Reorder Quantity -- Reorders the amount of stock in the Re-Order/Max field IF the stock on hand level is equal to or less than the figure in the (Item Maintenance) Min Stock Units field.
- Reorders the difference between the stock on hand level and the Re-Order/Max field - ONLY IF the stock on hand level is equal to (or less than) the figure in the (Item Maintenance) Min Stock Units field.
This option orders based on Sales Performance in a selected period of time, and allows provision for a percentage projected increase in sales.
The math behind the History Reorder is as follows ; -
- First the Sold Quantity is added up between the dates specified Inclusive
- Days History = the difference in days between the Starting date and the Ending date Inclusive of the Ending date. E.g. April 1st to April 7th = 7 days not 6.
- Days Stock On Hand required is entered on the form.
- Quantity to Order = (Min Stock OH)+ (((Sold Quantity/ Days History)* Days Required) - Units on Hand)
- Base Order = Round up and convert to an integer ([Quantity To Order]/[Pack Quantity])
- Base Order = 0 If Base Order < 0
- Cases Suggested are calculated accordingly and shown if the Packs Per Case > 1
In more simple terms:
- The formula decides what you should sell based on sales History,
- deducts the stock on hand,
- if you require more than what you have, it reorders that amount,
- the minimum stock on hand figure is taking into consideration to avoid sell outs.
Be aware this has limitations for new items that have just started selling.
-
Items with no sales are shown if the ‘Show zero’ check mark is set ON (checked).
The printed Order Sheet runs in the same order as the list on the form, making it easy to edit the list sequentially.
Purchase Orders have to be made for Individual Store/Vendors.
Once you are happy with your suggested order, you can make a Purchase Order, by clicking on the 'Make a New Purchase Order' button.
The Suggested Order form will disappear and be replaced with the Purchase Order form, the New Purchase Order being highlighted and ready for further processing...
The purchase order may then be edited or ordered as explained in the 'Purchase Order - Ordering' page. Additional Options... Click the 'Exit' button to close the form.
If you have not yet sent the current order to a Purchase Order, you have a chance to 'Reload' the last order by clicking on the 'Reload Data' button at the top when you first enter the form from the menu.
If you compile a new order then the last order is lost.
If items are set to Back Ordered when items on the P/O are received, then a report is a available from the 'Back Orders' option. Items on Back
Orders are not shown when an order is generated.
The 'Make New Store Transfer' button is only enabled in the case of Multiple Stores, where one Store is setup as a Central Warehouse AND setup as a Vendor.
Clicking it creates a Transfer Out of the Central Warehouse going to the Store you are ordering for, instead of a Purchase Order.
The Transfer has to be 'Finalized' as usual.
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