You can create a new purchase from:
- The Purchase Overview
- The Resource Management View
- The Group Structure (last group level)
- The Order View (specific item)
Create Purchase from the Purchase Overview
Click the "New Purchase" button. The default selection is the type "purchase." Select the supplier and which products you want to order. You can choose a group (last group level), a model, or a product as the basis for the order. When you have finished adding the desired product(s), click the "Create" button.
Click the blue information icon to display the rule set for creating purchases:
The supplier’s product number, product description, and price must be entered manually before sending the order to the supplier. Also enter the desired delivery deadline and any notes.
Tip: You can set a preferred supplier at the last group, model, and product level. This information will then be filled in automatically when creating new purchases, so you don’t have to enter it manually each time.
Send Order to Supplier
Once you have entered the relevant information, you can click the "Send" button to email the order to the supplier. You can also preview or print/save a PDF here.
Confirm Order
When you have received confirmation from the supplier, click the orange "Confirm" button. The button will then turn green with the text "Confirmed." The "Reception" and "Invoice" tabs will then become available for editing. The product will be created and available for ordering in the resource management view and product search. However, you cannot deliver the product on a packing slip until you have received it.
When you enter the reception tab, you will see that the product has been created and assigned a number (retrieved from the number series) and a description (retrieved from the basis). You can override these if desired. You can also see if you have created an order for the product and click the button with the truck image to open the product card.
Product Card > Inventory Movements tab. Here you can see that a registration has been created linked to the purchase. The agreed delivery deadline is the basis for the registration date. The "in" quantity remains 0 until you receive the product.
The product is available in the resource view from the agreed delivery deadline, and you can create future orders.
I create an order but get a message that the product is not yet in stock:
You are stopped when trying to change the status from ordered to delivered on the packing slip:
Reception
When the product has arrived at the depot, check the box for received here:
Once you have checked "Received" on the purchase, you are allowed to change the packing slip status from ordered to delivered:
Invoice
In the "Invoice" tab, you can record whether the invoice is OK or if it is incorrectly invoiced. You can enter the invoice number and notes.
Tip: If you have multiple purchase lines, you can select all (or desired lines) and click the "Approve Invoice" button, so all lines are approved in one procedure.
Create Purchase from the Resource Management View
In the resource management view, you can create a new purchase by either clicking in the calendar view or by clicking on the product number/product description. If you click on a specific date in the calendar, that date is automatically selected in the delivery deadline field. However, you can override all values. The creation procedure is the same as described above.
Create Purchase from the Last Group Level
You can also create a new purchase when you are at the last group level in the tree structure by clicking the "New Purchase" button at the top right.
Cancel Purchase or Purchase Line
You can cancel the entire purchase in the order tab as long as none of the products have been received.
You can cancel purchase lines that are confirmed in the reception tab by clicking the button with the three dots.
If you have received the product, it is no longer possible to cancel:
If you have not yet confirmed the purchase line, you have the option to delete it here: