Purchase Orders
Legend |
|
|---|---|
ForeX | Foreign Currency |
PO | Purchase Order |
Note: When using the purchase order area, you will be required to set up purchase order statuses, purchase order document templates and email templates (refer to these sections in the help document for assistance)
Setup
Step 1: Create an Inventory Group
Settings -> Inventory Settings: Set up a new Product for your components (as you would for Options)
Example "Roller Components"
Step 2: Import Inventory Items
Settings -> Inventory Items -> Import /Export
Add the Inventory items (components) into the spreadsheet that you want to be able to select/populate and order (remember to add in the below).
Some of the below fields will not appear in the exported spreadsheet but will be under your inventory item in BUZ.
You must have havSupplierer selected for purchase orders to Auto generate
Field | Details | Note |
|---|---|---|
Code | Your Code for the item |
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Description | Item Description |
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Last Purchase Price | The price you last purchased it for |
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Standard Cost | The supplier's average sell price |
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Tax Rate | Your tax rate |
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Units Purchase | What unit do you purchase in IE: BX is Box (These units of measure can be edited in inventory settings Purchase Orders ) |
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Min Quantity | The minimum Qty you need to keep on hand (Based on stocking units) | Won't show in the spreadsheet |
Max Quantity | Max Qty to keep on hand (Based on stocking units) | Won't show in the spreadsheet |
Re-Order Multiplier | In terms of the stocking unit, how many multiples are required to re-or as (e.g. controls come in packs of 10, so you have to order 10 or 20, not 15) | If your "Unit purchase" is in Meters, your "Unit stock multiplier" needs to be entered as MM |
ForeX Code | Code used for ForeX | Won't show in the spreadsheet |
Last Purchased ForeX | The price you last purchased it for in ForeX | Won't show in the spreadsheet |
Purchasing Lead Days | lead time for stock to be received |
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Stocking Multiplier | Multiple "Unit Stock" by "Units purchased" |
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Units Stock | What unit do you stock in IE: BX is Box |
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Selling Multiplier |
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Units Sell | What unit do you sell in IE: BX is Box. |
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Cost Method | What cost do you want to default to (Average, Standard, Last purchased) |
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Product Size |
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Product Type | Component, Service, Manufactured |
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Supplier | Enter yoSupplierer here |
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Supplier Product Code | Enter the Code your Supplier provides you for the item. |
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Supplier Product Description | Suppliers' Description of Goods |
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Operation | If this is a new item, then the operation is A, E is to edit an existing item, and D is to Deactivate |
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Manual Purchase Orders
Creating a New Purchase Order
Field | Description |
|---|---|
Supplier | Supplier of the product |
Branch | The branch you are ordering from |
Order No | Auto-Generated, or you can enter an order number of your preference |
PO Date | Date the PO has been entered |
Status | The current status of the purchase order will initially be set to "Pending Order." |
Description | Description as should appear in the purchase order |
Line Number | Item numbers can be edited to re-arrange items in order |
Inventory Group Code | Inventory Groups are used to group products into logical lists. These lists are often based on product type but also may be for pricing reasons. |
Inventory Group Description | Inventory item for the Inventory group |
Supplier Descn/Code | Inventory item supplier description or Code |
ETA Date | Estimated Time of Arrival Date |
Quantity Originally Ordered | QTY order was placed for |
Quantity Ordered | QTY thSupplierer can fill |
Units | Units of measure that the item comes in (Each Meter, Box) |
Unit Cost | The cost of the Unit is above |
Order Amount | Order amount based on Quantity and Unit cost |
Unit Cost Forex | Foreign Currency |
Automatic Purchase Orders
Stock Re-ordering
Once an order is accepted and processed, it will appear in "Purchase order-> Stock Re-ordering." per inventory item (If your BOM is set in your job sheet)
Here, you make any changes and Save
Once saved, you will be asked if you want to generate a purchase order, which can then be edited and processed.
Field Heading | Details | Where this data is from | Notes |
|---|---|---|---|
Inventory | Inventory item Description | Inventory item |
|
Supplier | Supplier linked to the inventory item | Inventory item |
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PO | Purchase Order | BUZ Calculation | Items Purchased but not received yet) |
SOH | Stock on hand - this does not account for stock in production | BUZ Calculation |
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OE | Order Entry | BUZ Calculation | Items Ordered by customers - from a BOM most likely |
Qty ordered in last lead days | Qty ordered in purchase orders | BUZ Calculation |
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Projected SOH | Stock on Hand minus orders in production | BUZ Calculation |
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Stk Min | Minimun Stock required | Inventory item |
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Stk Max | Maximum stock required | Inventory item |
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Purchasing Multipler | Order multiples amount | Inventory item | Ie order these individually or in groups of 5 or other amount |
Lead Days | How many days before the Purchase order will be actioned by the supplier | Inventory item |
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Stocking Multipler | Conversion from supplier to your storage area | Inventory item |
|
Selling Multipler | Conversion from storage area to product unit of measure | Inventory item |
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SQTO | Stock Quantity to Order | BUZ Calculation |
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Supp QTY | As above but taking Muliplier in account | BUZ Calculation |
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Unit Cost | The cost of the Unit is above | Inventory item |
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$ | Total value of the order if processed | BUZ Calculation |
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ETA | Estimated date of stock arrival if ordered today | BUZ Calculation |
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Notes | User Notes if required | Manual entry in Stock re order area |
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Process Purchase Order
Once you have saved your changes to Stock-Reordering, the purchase order will appear in Purchase orders "Pending" (Purchases→ Purchase Orders→ Pending)
Receiving Stock
When stock arrives, you can edit the purchase order and update the "Received Stock Adjustment" box to apply the stock to the stock control system and keep track of what stock has arrived.
This process is designed so that in circumstances where not all stock for a purchase order arrives at the same time, you can keep updating this until it has all arrived. If, for whatever reason, the full amount of stock is not going to arrive, you can tick the complete box to notify the system that this item is complete even though we have not received all the stock requested.
Units of Measure
Units of measure are already set up in BUZ; these can be edited in (Settings→ Inventory Settings→ Import/Export Units of Measure)
Code | Description/Meaning |
|---|---|
BX | Box |
CT | Create |
EA | Each |
LG | Length |
M | Metres |
MM | Millimetres |
PK | Pack |
PR | Pair |
RL | Roll |
ST | Set |
M2 | Square Metre |
WM | Width Metres |
Webinar step by step and Overview
Overview BOM and Purchase Orders.pdf