Contents - Index

Supplier 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 using stock orders enter your customer number/code against the relevant supplier in Stock Configuration

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 settings and is created automatically
  • If the order is for a customer check the Client Order box.  You can select an existing customer.  Or add a new one if required.  If you are ordering from multiple suppliers for a single customer it is quicker to create a client order and then run the order process to consolidate ordered items for the relevant suppliers.
  • 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.  Buy price is G.S.T. exclusive is unchecked by default.  If you check it, when the inventory is updated, buy price is the price entered, plus G.S.T.  From then on it shows as inclusive of G.S.T. when you order that item again. Front Counter sales has the buy price as inclusive of G.S.T. If you are ordering an existing stock item leave the box unchecked or G.S.T. will be added to the price. Which already includes G.S.T.  Check the box if the order is to an overseas supplier.
  • If ordering from your existing inventory leave Buy price is G.S.T. exclusive unchecked.  Existing inventory items include G.S.T in their buy price.
  • 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.  If this is a new item an inventory item is created when you save the line.
  • If the item has a supplier stock code that will be placed in the field.  Supplier stock code is used as the item code in the order if it differs from the stock code.
  • 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.
  • 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.  It does not appear on the order form should you send it.
  • Enter the Number Ordered.  If you are making up an order that includes returns, and this line is a return, then entre a minus value.
  • If you are recording receipt of items enter the Number provided.  For returns this should be zero.  If you are entering the order after you have sold the items the stock level may be negative.  In practice you want it to be zero, or less than the total ordered for that item. For example 6 items may have been delivered, you sold 4 and the stock level is -4. In that case make sure the box Zero negative stock level and add balance (if any) is checked.  The stock level will be set at 2 when you enter 6 as being provided. Uncheck the box if you fulfill any orders prior to selling the items.  To activate this option you must fulfill the order item manually.

    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 fulfillment.

    You can fullfill the entire order by clicking Fullfilled.  This results in each line having the number provided being equal to the number ordered.  If the order is not, already, marked as placed that is done, and the order is closed.  The inventory is also updated with the number provided being added to the number of items in stock.

    Alternatively click the Selected button in the Fullfillment panel. The following form actives:

    If all items have been fullfilled click All.  Or enter each field under Provided if the amount is less.

    This list only displays items that have not been fullfilled.