Page Comparison

Legend
ForeX	Foreign Currency
PO	Purchase Order

Table of Contents

Note: When using the purchase order area, you will be required to setup set up purchase order statuses, purchase order document templates and email templates (refer to these sections in the help document for assistance)

Email Templates

Document Templates

Purchase Settings

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

...

Add the Inventory items (components) into the spread sheet 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 invetory inventory item in BUZ.

You must have supplier havSupplierer selected for purchase orders to Auto generate

Field	Details	Note
Code	Your Code for the item
Description	Item Description
Last Purchase Price	The price you last purchased it for
Standard Cost	The

suppliers normal

supplier's average sell price
Tax Rate	Your tax rate
Units Purchase	What unit do you purchase in IE: BX is Box (These units of measure can be edited in inventory settings Purchase Orders )
Min Quantity	The

Min

minimum Qty you need to keep on hand

Wont

(Based on stocking units)	Won't show in the spreadsheet
Max Quantity	Max Qty to keep on hand

Wont

(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

order

-or as (

E

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

Wont

Won't show in the spreadsheet
Last Purchased ForeX	The price you last purchased it for in ForeX

Wont

Won't show in the spreadsheet
Purchasing Lead Days	lead time for stock to be received
Stocking Multiplier	Multiple "Unit Stock" by "Units purchased"
Units Stock	What unit do you stock in IE: BX is Box
Selling Multiplier
Units Sell	What unit do you sell in IE: BX is Box.
Cost Method	What cost do you want to default to (Average, Standard, Last purchased)
Product Size
Product Type	Component,

Serivce

Service, Manufactured
Supplier	Enter

you Supplier

yoSupplierer here
Supplier Product Code	Enter the Code your Supplier provides you for the

item

item.
Supplier Product Description	Suppliers' Description of

goods

Goods
Operation	If this is a new item, then the operation is A, E is to edit

and

an existing item, and D

in

is to Deactivate

...

Manual Purchase Orders

Creating a New Purchase Order

Field	Description
Supplier	Supplier of the product
Branch

Branch

The branch you are ordering from
Order No	Auto-Generated, or you can enter

in

an order number of your preference
PO Date	Date the PO has been entered
Status

Current

The current status of the purchase order

,

will initially

will

be set to "Pending Order."
Description	Description as should appear

in the

in the purchase order
Line Number	Item

number,

numbers can be edited to re-arrange items in order
Inventory Group Code	Inventory Groups are used to group products into logical lists.

Theses

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

Code
ETA Date	Estimated Time of Arrival Date
Quantity Originally Ordered	QTY

ordered

order was placed for
Quantity Ordered	QTY

the supplier

thSupplierer can fill
Units	Units of measure that the item comes in (Each

,

Meter, Box)

Unit Cost

Cost

The cost of the Unit

as

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 per inventory item (If your BOM is setup 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.Image Removed

...

Field Heading	Details	Where this data is from	Notes
Inventory	Inventory item Description

Total PurchasedTotal Amt you are orderingTotal AdjustmentsTotal OrderedUnit x Total purchasedTotal Ordered To DateTotal order for this item to dateTotal Ordered OutstandingOutstanding orders not processedTotal Current StockStock on hand according to the stock take Inventory StocktakeIs Less Then Min StockTrue means you are low in stock (Less than Minimum Stock QTY)Stk Qty To OrderAmount to order that will get you to the Max on hand you setQty To OrderIf you need 80 and you order per box of 20 this could be 4 ??Unit CostPer unit cost

Total Amount

Unit xETA DateEstimated Arrival DateNotes

	Inventory item
Supplier	Supplier linked to the inventory item	Inventory item
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
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
Projected SOH	Stock on Hand minus orders in production	BUZ Calculation
Stk Min	Minimun Stock required	Inventory item
Stk Max	Maximum stock required	Inventory item
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
Stocking Multipler	Conversion from supplier to your storage area	Inventory item
Selling Multipler	Conversion from storage area to product unit of measure	Inventory item
SQTO	Stock Quantity to Order	BUZ Calculation
Supp QTY	As above but taking Muliplier in account	BUZ Calculation
Unit Cost	The cost of the Unit is above	Inventory item
$	Total value of the order if processed	BUZ Calculation
ETA	Estimated date of stock arrival if ordered today	BUZ Calculation
Notes	User Notes if required	Manual entry in Stock re order area

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 comes in arrives, you can edit the purchase order and update the "Received Stock Adjustment" box to apply the stock to the stock control system as well as update the purchase order to 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 all 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.Image Removed