Table of contents

Overview

Each Purchase Order will be received by a warehouse from a supplier.  

• Stock will then be moved from this warehouse to others using Inter warehouse Move Orders
• If a supplier is sending direct to multiple warehouses you will require multiple purchase orders
• Suppliers may send multiple shipments and invoices per purchase order (if flagged)

A purchase order for purchasing perishable stock may be created:

• While Forecasting - see Product Forecasting Based on Sales History
• Manually (described here)

Also used to create inter-company purchase orders

• when a Host Company (your business/s) Creditor is used as the supplier and will use the /wiki/spaces/SI/pages/33054894 linked to AutoEntity Type "HostCompany"
• A Matching sales order will be created in the Host Company (your business/s)
• When Invoices are created - matching invoices will be created in the related company.

For non-stock purchasing use Non-Stock Purchase Order

Purchase Order Flow

Where to find purchase orders

Purchase Order Report

From the Purchase Order Screen - finding a purchase order

Enter PO number.

Enter the supplier then do a search limited by the supplier.

Searching by supplier ref

Searching by shipping company ref

Purchase Order Register - The central list

On the Supplier

In the Forecasting screen

Expected Purchase Orders show in the forecasting screen

For a snapshot of the current situation of the items on this PO

To see detailed planning buckets over time across all products by supplier etc

See Product Forecasting Based on Sales History

In the Warehouse Shipments in/out screen

Used by the warehouse to track things that are arriving and departing the warehouse including purchase orders

Franchisee's receiving a Franchisor Drop Ship Purchase order from a supplier will have an asterix to indicate it is a Franchisor PO.

Building up a Purchase Order

Purchase orders may be created in a number of ways

1. Manually - see below
2. Upload of XLS sheet to Purchase order screen (commonly used if your warehouse holds 3PL stock with non EDI customer or on cutover) - SpreadsheetimporttoaddlinestoaPO
3. From Sales Based Forecasting Screen - Product Forecasting Based on Sales History
4. From Daily Purchasing Requirements Screen - Daily Purchase Order
5. From a Drop Ship Sales Order Line see Drop Shipments - supplier sends direct to customer
6. From Franchisor Replenishment Dashboard see Retail and Warehouse Stock Replenishment

Add Supplier - some fields will pre-populate

Foreign Currency Suppliers

Add multiple lines to the Purchase Order

• Unit Price is AUD price
• FC Price is Foreign Currency Price
• Value = Qty x Unit Price
• Notes is system generated notes
  • Examples
    • Expected Quarantine Start Date
    • Split - multiple use by
    • Split - part receipt
    • if an intercompany purchase order then notes from the order lines
• Other Quantities on the order line
  
  • Shipped - once the supplier notifies you how many they have shipped
  • Received - updated by the counting process as stock receipt
• Line Status - system generated
  • Counted - once counted
  • Cancelled - using right click menu on the line to cancel the line
  • Closed once PO received
• ETA is set by the Purchase Order ETA and is used by planning and and sales orders

Spreadsheet import to add lines to a PO

When there is no default buy price for the item from that supplier

Add attachments to the purchase order

Example shipping documents, supplier documents etc - see Useful things to know

Note that international purchase orders have a list of standard documents expected if they have a ship from port and ship to port - see Purchase Reports Dashboard#ManagingShipments-InternationalPurchaseOrders

Send the Purchase Order documents and track correspondence

See Correspondence explained and Email Templates

Status menu > Email this Purchase Order to Supplier

Status Changes to track progress with suppliers

Change the status to keep track of where you are with this PO

• Planning - internal planning only and still being adjusted
• Plan - has been planned and is expected quantity
• Sent - has been sent to supplier
• Confirmed - quantities have been confirmed by supplier
• Departed Supplier - supplier notifies they have shipped

Confirm Expected Date (and other key dates)

Use the Status Menu to lock the expected date - so you know it has been confirmed.  

It can be unlocked at any time to be updated by using the status menu again - A log entry is written for the lock and the unlock process.

The shipments dashboard will indicate if dates have not been confirmed and are approaching

Users are warned if dates are not in the following sequence

1. Confirmed date
2. Production Start Date
3. Supplier Departure EXW
4. Port Departure ETD
5. Port Arrival ETA
6. Delivery ETA

Purchasing stock requirements for Multiple warehouses (move orders after receipt)

A single purchase order may have requirements for multiple warehouses - this can be managed manually or created via Product Forecasting Based on Sales History

Warehouse to Warehouse Stock Move Orders will be created to manage stock moves.

Review the distribution tab if the stock is being sent to other warehouses when it arrives

Once all the purchase order lines have been counted the system will create the required inter warehouse move orders

International Shipping Tracking and required actions

Where you use a shipping company you can import the details across all your international PO's.   o import from a shipping company the shipping updates the columns required are:

1. Order, Supplier Invoice, ex Factory date, Load port code, discharge port code, ETD, ETA at port, Est Delivered date,  Arrival Vessel

Shipping is updated on the PO screen

Standard documents are required to be attached to international Purchase Orders - if they are missing they are listed as missing on the Managing Shipments Report

Managing Shipping Containers

On the purchase order you can track the shipping details

Multiple shipping containers

It gets more interesting when the PO is across multiple shipping containers - because normally the local transport wants to drop and pick up in a single journey - so want you to tell them which container to bring first (and they then book the pickup times at the port).  To decide which container to bring first you will want to know which container is carrying which products

Link the PO line to a container

Split lines across containers

Count receipt by container

The when a container arrives - filter the PO by the container and do the counts.  These will be added to stock and the PO will remain open waiting for the next container

Landed Costing Estimates

There are two methods you can use for landed cost

1. Complex Landed Costs - Where landed costs are expected to be invoiced some time after the stock is in store (or sold) use the estimated landed cost capability.  Use this method to allow the stock cost to reflect your expected costs and be updated later when the actuals come in.  See Landed Costing for complete details

2. Simple Landed Costs - If not using estimates - you can use simple landed costing after the PO has been receipted. see Simple Landed Costing

Building a landed cost estimate (complex landed cost required before stock receipt)

Enter details into the estimate

Note that multiple charges or actuals can be entered. See Landed Costing for complete details for example using actuals before stock arrives

Review the calculations

When ready set it ready to use.

Purchase Order Deposits

Any purchase order may have a deposit recorded.  Use the Payments section to enter how you expect the deposit / final payment to be split.

Any number of deposits may be paid on a single purchase order.  The amount of the deposit is added as a credit to the final invoice amount.

A creditor may have default payment terms

Entering a PO Deposit Payment

FX suppliers will have an FX value and FX rate to enter

Creates a Creditor Prompt Payment (Payment without Invoice)

Balance required to be paid

Foreign Currency Purchase Order Deposit Payments

Note after the first deposit - any number of deposits can be added to the PO and the paid amount will reflect the total value

The deposits paid reduce the final invoice amount to be paid

Payments via a clearing account - eg FX service

Some organisations may a single payment to a FX management company with instructions of payments to make.   

• Link all the payments to a single Batch and to a clearing account
• Create a journal from the clearing account to the bank the amount was transferred from

Create a journal batch - and link the deposits to it

Note - in order for the batch to show up on the journal screen - select the journal type

Deposits will be to the clearing account

Create a journal from the clearing account to the bank

Adjust the journal type on the batch so the payment journal can be linked

Then check all the journals you want to link are linked

Close the batch

Batches that remain open will have new journals auto added to them until they are closed

Purchase Reports - Required Payments Tab

Indicates when payments are required for Purchase Orders in the system.

Purchase Reports - Shipments Tracking Tab

Can see if a purchase order has had a deposit paid - this can be critical to ensure the supplier has started.

Receiving the Purchase order - In Out Dashboard

The In/Out dashboard lists all inbound and outbound stock and is where to find PO's that are expected in a warehouse.  Only items that are expected in the date range are displayed.

Inbound:

1. Purchase Orders
2. Franchisor Drop ship Purchase Orders arriving direct at Franchisee
3. Franchisor Drop Ship via Warehouse Purchase Orders arriving after being checked at the Franchisor Warehouse
4. Move Orders from other warehouses in the same ABN
5. Special Orders expected from a Francisor
6. Fabrications Expected

Outbound

1. Sales Orders being picked up or sent to customers or Franchisees
2. Waybills departing on a vehicle
3. Franchisor Drop Ship via Warehouse Purchase Orders that have been checked
4. Special Orders ready to ship
5. Deliveries for Project Orders

There are multiple ways to receive Purchase Orders

Simple Stock Receipt without count

Where the stock does NOT require expiry dates or batches or counting - it can be receipted in a single click

Scan every stock item that has arrived to compare with expected

When stock does NOT require batch or expiry details - can scan all items received and compare with ordered quantity

Count the stock and enter batch and expiry dates

Select a purchase order from the list on the Warehouse in/out Dashboard

If an order has not been marked as received the user will be prompted

The system will prompt if the PO should be marked as Received - note you can review the list of items on the PO before making it as received.

If perishable items are included the temperature of each container can be tracked.

Staging Locations

Each warehouse may have multiple staging locations

Choose the locations you will put the stock after counting and before put away.  Staging locations are temporary locations where stock is check counted before putaway.

If you are not using a staging location - the system will recommend put away based on stock history / available spaces.

Count the Stock

1. Enter the quantity reported by the supplier (found on the shipping documents)
2. Count the stock - capture useby / batch number / Serial number (if capture is on receipt not on sale)

Short dated stock is captured at point of receipt

If expiry dated products are received and the expiry days is less than the minimum required

The date on the stock is compared with:

• Field on Article (Article form, Extended Attributes, Sell Rate and Forecast, 'Default Expiry Days')
• if not found then Field on Supplier (Creditor form, Supplier tab, 'Default Use by days')

An email is sent to the Roles with the secure feature Secure Features#ReceiveShortDatedReceiptAlert for this branch on each event of short dated items.

The stock is indicated as a short dated receipt on Short dated stock exception report in the 'Short dated receipt' column at the right of the report. The column will be blank if the stock was not short dated on receipt.

When the supplier sends you more than you have ordered

When the supplier has sent you less than you have ordered (or you need to split the receipt to account for multiple use by dates or container or partial put away)

When the supplier has sent you at item you did not expect

Add the new line to the purchase order

When a JIT Kit is been purchased from a supplier

The kit is never stocked.  Only the components are in stock and kitted together when a kit is sold

The counting screen will shows the kit components - JIT Kits lines are created for the components when the PO is marked as received.

• A line will be added for each different component of a kit.
• The Ordered quantity of the component will be the Ordered quantity of the kit multiplied by the number of that component in each kit.
• If the kit has been split between containers it might not have an Ordered quantity so neither will the component.
• The Shipped quantity of the component will be set to the Shipped quantity of the kit, if any, multiplied by the number of that component in each kit.
• The component will have a setting of Not Billable.
• The component will have a zero price and value.
• The kit will have a setting of Exploded.

The average cost used is the price of the kit divided by the number of components.  A kit with qty 3 of item A and qty 2 of item B will have average cost of JIT / 5 for each component.

The kit is not counted - it has the count updated by the count of the components on the PO to the minimum number of kits that could be assembled by the count.  Ie if one item is short the kit count will be short.

The counted items are not invoiced - only the kit item is invoiced using the counted qty

Updating Sell prices based on Purchase Prices

Can update the sell price and RRP price on an item from the purchase order

Partially shipped (and invoiced) Purchase Orders

If the supplier has only shipped some items - and has sent an invoice for those items - count only those lines, leave the other lines uncounted.

If the supplier has "Allow Partial PO invoices" then an invoice can be created for lines counted but not invoiced leaving other lines awaiting counting.   

• Purchase Order > Status > Create Partial Invoice
• Can create invoice only for lines with an invoice quantity instead of all lines counted > Create a partial invoice, of lines with Inv Qty, in Counted status, but not invoiced

Notes

1. If a PO line has been invoiced in a partial invoice then 'Invoiced' will show in the Settings column of the PO form Order Lines grid and 'YES' will show in the Invoiced column of the Standard Stock Receipt grid. 
   1. The Invoiced column will not show unless the supplier of the PO has 'Allow PO partial invoice' ticked.
2. If the PO being partially invoiced has a Delivery charge then 
   1. this will be on the first supplier invoice created.
   2. If the PO being partially invoiced has a Delivery charge then this will be apportioned to the PO lines by value calculated as ordered quantity x price.
   3. If there is less stock than the ordered quantity at the time that the PO line is received then only a proportion of the delivery charge will be allocated to the stock asset account.
   4. The average cost of the article will be recalculated to include the allocated delivery charge.
3. Status menu option 'Create a partial invoice, of lines with Inv Qty, in Counted status, but not invoiced'.
   1. Similar to 'Create a partial invoice, of lines in Counted status but not invoiced' but it will not invoice using the Counted quantity if no Invoice quantity is entered.
   2. 'Part invoice total' will show in place of 'Invoice total' at top of Ship/Invoice Qty tab.
   3. Shows total of items in Counted status, with an Invoice quantity and not yet invoiced, i.e. the total that would be invoiced by the 'Create a partial invoice, of lines with Inv Qty, in Counted status, but not invoiced' status menu option.

Process All Counted Lines in Plan Status to Create Stock (updates Average cost )

This can be done multiple times for each purchase order as stock is counted.

When the PO is ready to invoice any discrepancies in counted vs ordered quantity are prompted for action

What do you want to do with the additional items ?

• An adjustment invoice is a separate invoice (or credit) for the additional items received (see below)
• A general journal example is shown below

Example of JIT item variance in Goods Received Not Invoiced Account

JIT items are a special case 

1. stock is created of the components - but that SKU is never invoiced
2. An invoice is created for the JIT item - but no stock is created
3. Hence a variance is recorded to account for both these differences (you can find it linked to the PO)

Adjustment Journal to write off excess stock received

Both short deliveries and over deliveries will be journaled

Used if you are not expecting to be charged by your supplier for the additional items counted - the qty counted is receipted at average cost and the additional stock value for the additional items is then removed.

Put the stock away

Stock that is going into the warehouse is then put away from the staging locations 

Creating the Creditor Invoice/s

Anytime - can enter the supplier invoice number and supplier invoice date. 

Note that entering the supplier invoice number will cause the purchase reports to show the date the invoice has been received from the supplier

The Supplier Invoice Number and Date PO form Ship/Invoice Qty tab. Both of these fields are saved in the PO when the Save Supplier Invoice button is clicked.

• If the invoice has not been created 
  • then the Supplier Invoice Ref will be copied to the "Their Invoice No" field of the invoice and the date will be used as the Invoice Date when the invoice is created.
• If the invoice has already been created 
  • then these fields will be copied to the invoice when the Save Supplier Invoice button is clicked and over-write the existing values.

There is also an Invoice Total field on the  PO form Ship/Invoice Qty tab that shows the PO total value including tax and Delivery.

This field will change when the Delivery, Unit Price or Inv Qty are updated.

Update the Invoiced Quantities from the supplier invoice

If you have the secure feature :Set P O Inv Qty To Counted

• New Status menu option 'Set Inv Qty to Counted where Counted = Ordered' if:
  • PO is Received, Counted or Closed.
  • At least one PO line is eligible.
  • Option will set Inv Qty to Counted if:
    • Inv Qty has no value.
    • Counted = Ordered.
    • Line is not cancelled

If the Invoiced amount is less than the ordered amount - or you need to split the line for pricing reasons or are partially invoicing the PO

If splitting the line

If adding an unexpected item to the PO

Result

Create Creditor Invoice

When finished - Status > Close and invoice.  Any discrepancies will be prompted for action as per above.

If price on the creditor invoice is different to the price on the purchase order and used on the stock receipt journal - see Purchase Order Variations

If supplier has "Allow PO Partial Invoice" ticked then the PO will only become closed and invoiced once all lines have been invoiced.

Stock that is to be moved to another warehouse (Move Orders)

This only applies for Warehouses that are part of the same Host Company.  Stock going to a franchisee or different host company are being sold.

Move orders are created for you by the Purchase Order

When the stock is counted into the temporary locations - move orders are created by the system to move the stock to other warehouses based on the purchase order distribution

Enter a planned date

Review the move orders and enter a planned date they are to be sent - they will then show in the shipments expected screens

Enter the delivery method.  The list of delivery methods are

1. Your company
2. Any Supplier with Standard Profile value = "Courier" (note turn on this profile on Host Company (your business/s))

Right click from the shipments expected screen to pick the move order

Pick the move order

Enter the Consignment Note Number to mark the stock as in transit

Delivery method can be entered as text - or chosen from a list of previously used delivery methods.

Delivery Entity can be your Host Company (your business/s) or any Supplier flagged as "Is Courier" (enable this flag on Host Company)

The stock is no longer in either warehouse - but because you still own the stock - a temporary warehouse will have been created in the Despatching warehouse

Receive the stock when it arrives in the other warehouse

The expected shipments screen will show the move in order in the receiving warehouse

Count the stock and mark any discrepancies created

Then put the stock away (as shown in stock put away above)

Resetting Sell Prices after stock has arrived

It is common that the price stock is sold at is related to it's recent cost.  To make this easier there is a tab on the purchase order for this

Configurations Required

Min Stock Days of expiry on the Article - used to test if the expiry date entered is as agreed by the supplier as min they will send you

Default use by days on the supplier - if no value on the Article the supplier value for min agreed useby days will be used.  Normally you will set this to the value for the majority of the stock they send you so you only have to over-ride on the Article those that need it.

Working with 3rd Party Warehousing

3rd party warehouses do not normally update the system for you directly.

Receiving Stock into a 3rd Party Warehouse

• Update the purchase order as counted and stocked as normal

Picking stock from a 3rd party warehouse

Use the 3PL Picking Dashboard to find all orders to pick, select an email template to use, update it and then send an email with all picking slips

The picking slips will be created and then zipped and emailed (note that this may involved multiple emails depending on the volume)

Use the Despatched Orders (3PL) to update the list of orders that were sent once you have been notified the results - this will update the orders and the stock as picked

Settings

To enable the setting "Allow PO Partial Invoice" on the supplier - enable on the host company > Entity and Debtor / Creditor Profiling

Working as a 3rd Party Warehouse

If your warehouse holds other companies stock

1. Set the average cost, the sell price and buy price to zero
2. Create Purchase Orders to receipt stock at zero dollars
   1. can import xls sheet on PO screen to create easily
   2. can provide the stock owner a screen to upload directly to your system
3. receipt and put away same as other stock
   1. Stock will be created at zero dollars and will not affect your balance sheet
   2. Creditor invoice will be created at zero dollars and can be emailed as proof of processing
4. Create Sales Orders to ship the stock at zero dollars
   1. Can import xls sheet on sales orders screen to create large orders easily
   2. Can import xls sheet on sales orders screen to mass create large number of orders in single process
   3. Can provide the stock owner a screen to upload directly to your system
5. then pick / pack / ship the stock
   
   1. Sales Invoice will be created but at zero dollars and can be emailed as proof of processing
   2. If using Marketplace Orders - a tracking number will be added by the scanning process