Add Stock Order
The stock order function allows one to create supplier purchase orders automatically without having to create purchase orders for each supplier individually and adding each item individually.
This feature does require a few setups to be in place for optimum use:
| Default supplier setup on each item | This is so that the system knows which supplier to create the Purchase order against |
| Min / Max quantity levels on each item | Used on some of the options to determine order quantities. |
To Create a new stock order, go to Creditors Module > Activity > Stock Order Search
| Search | Allows you to search for an existing Stock Order. |
| Add | Allows you to create a new Stock Order. |
| Edit | Allows you to edit an existing Stock Order. |
| Cancel | Allows you to cancel/Delete an existing Stock Order |
| Process | Allows you process a Stock Order once you are happy with it. |
| Allows you to Print Out the Stock order into an excel format. |
Click Add to create a new Stock Order batch.
| Type | Select the type of Item you are wanting to process a Stock order for, normally this would stay as Stock. |
| Brand | Select the brand from the drop-down menu to refine your selection for your Order |
| Make | Select the Make from the drop-down menu to refine your selection for your Order. |
| Model | Select the Model from the drop-down menu to refine your selection for your Order. |
| Supplier From / Supplier To | Select a Suppliers/ you wish to create an Order for. |
| Item From / Item To | If you leave the stock item fields blank, all stock items will be displayed. If you choose specific stock items, the Stock Order will include only those items. |
| Exclude Promotions | If you tick this box, it will exclude items that are currently on Promotion. |
| Priority Level | Priority levels are setup at the Item Setup stage, if you use Priority Levels you can refine your Order here by filtering for the desired items. |
| Stock Category | Stock Categories are setup at the Item Setup stage, if you use Categories, you can refine your Order here by filtering for the desired Stock Category. |
| Warehouse | If you have multiple warehouses, you can select all warehouses the system will fetch stock items from all warehouses. If you want to filter by a specific warehouse, select the warehouse from the drop-down menu. |
| Min / Max | Select Min/Max if you want to filter your inventory items by stock level, leave it on none if you do not wish to filter by min/max. |
| Doc Type | Select the document type from the drop-down menu. |
| Doc Number | Add the document number to filter for items that are associated with that specific document. |
| Items per Job | If you are ordering stock for specific jobs, by ticking this box it will separate the order by job. |
| Year From / Year To | Select the year From and Year To Dates from the drop-down menu |
| Period From / Period To | Select the period From and the Period To from the drop-down menu |
| Use Groups | If you would like to create a Stock order using groups tick the box, this will open two columns which you can shift stock items from what is available to the second column that will filter for your order. |
| Group Selection | If you have groups set up, you can select a group from the drop-down menu to refine your stock order. |
There are 2 option to add items to the order batch in bulk:
| Using Brand / Make setup | Using Item Group setup |
|
This is the Brand and Make the item is linked to.
Using this option, selecting a particular Brand, will result in all items linked to the selected Brand being automatically added to the batch without you having to select each item individually. |
This option looks at the Group code the Item is linked to and pulls through all items linked to the selected Group(s).
Click on the Brand Drop down to see the list of Brands. To use the group code option, tick the box “Use Groups”. Double click on the required item Group code in the left (available) box to move the group to the selection box on the right. |
When using Groups to filter your stock items for your order:
Click on the Select Groups button as shown below
Double click on the group under the available list, this will add it to the Selected List
Once the require Brand/ group code(s) have been selected, click Save and Close, and then click Next at the bottom of the screen
This will open a window with all items linked to Group code you have chosen. You will see how many items this group has pulled through to your Stock Order to the right just about the grid.
Enter a description (Yellow Block) that will be used on this Purchase order
Click Save
This will activate the Update button.
When you look at the stock items and scroll to the right you will see many fields that need to be filled.
You now need to determine which calculation you wish to apply in order to update the required order quantities for each item.
The order quantities applied to each respective item can be determined from a number of options:
Click the Update Qty drop down to see the list of options:
| Max Value | Populates the order quantities to equal the Maximum qty as per item setup |
| Preferred Value | Populate the order quantities to equal the Preferred Quantity as per item setup |
| Min Order Qty (MOQ) |
Will populate the Order Quantities to equal Minimum order quantity as per item setup. Note the Minimum quantity and the Minimum order Quantity are different Minimum quantity is the minimum holding quantity. Minimum order quantity is the minimum quantity that can be ordered from the supplier. |
| Order To Max + Purchase From On Hand | Populates the order quantities to be Item Maximum Qty less Qty on Hand less qty on open Purchase orders |
| Order To Max From On Hand | The difference between the maximum quantity and the on hand quantity |
| Order To Preferred From On Hand | The difference between the Preferred item Quantity and the on hand quantity |
| Order To Reorder From On Hand | |
| Order to Job From On Hand | |
| Order To BOM (Bill of Material) From On Hand | |
| The difference between the Reorder quantity and the quantity on hand |
In this example, we are going to be using the Reorder from on hand option This will calculate the difference between the Reorder level on the item setup and the current on hand quantity. And update the order quantity on this batch with this difference. |
| 1. | Click the Select All Button |
| 2. | Select: Order to Reorder from on hand |
| 3. | Click the Update button |
| 4. | You will notice the order quantities on the grid have been populated with the respective quantities |
You can then review the quantities to be ordered
Should you wish to override any of the quantities, click the select box
Then click on the order quantity field
Enter the amended quantity
Once you are satisfied with the quantities to be ordered from supplier, click the Process button to create the Purchase order(s)
Select Create PO
Click Ok
To view the Purchase order:
Go to Activity > Purchase Orders
Search
You should now see the purchase orders listed and can process these using the normal purchase order authorisation and order procedures.
Note: you may find several purchase orders, this is because a purchase order is created for each of the default supplies (if the items have different default suppliers linked)
You can still edit the supplier and any other details before finalizing the Purchase order.
Updates Dropdown
Update Doc Columns
Update Wip
Update Forecast Values
