Contents - Index

Stock Orders 

Use stock orders to place orders with your suppliers and to update your inventory.  You can email stock orders to your supplier.  Before sending stock orders to your supplier enter your customer number/code against the relevant supplier in Stock Configuration

Stock orders can also be generated from job quotes/estimates.  In that case make sure all the stock items included as part of the quote have been attached to the required suppliers in the inventory.

To create a stock order select the supplier.  Include a description of the order if you wish to. For example if the order is for a particular job.

If the item being ordered is not currently in the inventory it will be created when you save the line.  If selecting existing inventory items make sure the relevant item is linked to the current supplier. If it is not you are warned and will not be able to save the current line.

  • Order number is obtained from the stock configuration and is created automatically
  • If the order is for a client check the Client Order box.  You can now select an existing client.  Or add a new one if required.
  • Enter the date of the order.  The default is the day it is created.
  • The order defaults to not invoiced. If you create a supplier invoice when you have finished the order the box will be checked.  Once an invoice has been created from an order you cannot create another one from that order.

    Once you are satisfied save the header and enter the details.

  • The value of the stock order is based on the buy price.  Add G.S.T. to buy price is checked by default.  Uncheck if ordering an existing stock item.  Other wise the buy price will change by having additional G.S.T. added to it. Existing stock items must include GST in their prices. Prices show as inclusive of G.S.T. when you order the item again. If Retail Business is installed buy price is inclusive of G.S.T. on the Front Counter form. Check the box if the order is to an overseas supplier.
  • The stock code can be obtained from the inventory, or you can enter a new one. If you enter a new code the description field displays "New stock item".  Enter a description of the item.  The new item is created in the inventory when you save the line.
  • If the item already has a supplier stock code that is placed in the field.  The Supplier stock code is used as the item code in the order if it differs from the stock code.  This is to make sure the supplier's staff can use their own, internal, codes if they differ from the retail codes.
  • You can load the stock order with sold items sourced from the supplier by clicking the From Sales button.  You have the option of loading all items sold within a selected period, or selecting items.  Uncheck the Add G.S.T. to buy price box.
  • If this is a new item enter the description.  Other wise the description is that of the selected stock item.
  • Enter the Buy price per unit.  This is required to calculate the total value of the order. If using existing stock items the buy price is already entered. It does not appear on the order form when you send it.
  • Enter the Number Ordered.  If you are making up an order that includes returns, and this line is a return, enter a minus value.
  • If you are recording receipt of items enter the Number provided.  For returns this should be zero.
  • Stock orders provides the facility to zero the stock level, and add the new items to a balance of zero (rather than a negative level), by checking the box "Zero negative stock level and add balance (if any)".

    For more on stock returns.

    You can create a supplier invoice, add items to an existing invoice, and pay for the order from the stock order form.  To do so click the Invoice button.  You may not create another invoice if one has already been created.  

    To email a stock order to a supplier click the Email button.  The current stock order is placed in the Attachments list.

    Order fulfilment can be carried out in three different ways:

    1. For each individual item - line by line.  Edit the details. And enter the actual number provided.
    2. All items at once - click Fulfilled. All items, for each line, will be recorded as provided and the inventory updated accordingly.
    3. All items but different amount each - click Selected.

    If you click Selected the following form activates:

    To record the number of items provided enter the number in the Provided field.  The next time you use this form, for the same order, the number provided defaults to the balance not provided.