| Legend | |
|---|---|
| ForeX | Foreign Currency |
| PO | Purchase Order |
Note: When using the purchase order area you will be required to setup purchase order statuses, purchase order document templates and email templates (refer to these sections in the help document for assistance)
Setup
Step 1: Create 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 spread sheet 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 item in BUZ
You must have supplier 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 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 Qty you need to keep on hand | Wont show in spreadsheet |
| Max Quantity | Max Qty to keep on hand | Wont show in spreadsheet |
| Re Order Multiplier | In terms of the stocking unit how many multiples are required to re order 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 | Wont show in spreadsheet |
| Last Purchased ForeX | The price you last purchased it for in ForeX | Wont show in 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, Manufactured | |
| Supplier | Enter you Supplier here | |
| Supplier Product Code | Enter the Code your Supplier provides you for the item | |
| Supplier Product Description | Suppliers Description of goods | |
| Operation | If this is a new item then the operation is A, E is to edit and existing item and D in to Deactivate |
Manual Purchase Orders
Creating a New Purchase Order
| Field | Description |
|---|---|
| Supplier | Supplier of the product |
| Branch | 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 status of the purchase order, initially will be set to "Pending Order" |
| Description | Description as should appear in the purchase order |
| Line Number | Item number, can be edited to re arrange items in order |
| Inventory Group Code | Inventory Groups are used to group products into logical lists. Theses 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 ordered was placed for |
| Quantity Ordered | QTY the supplier can fill |
| Units | Units of measure that the item comes in (Each, Meter, Box) |
| Unit Cost | Cost of the Unit as 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 setup 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 | Description |
|---|---|
| Total Purchased | Total Amt you are ordering |
| Total Adjustments | |
| Total Ordered | Unit x Total purchased |
| Total Ordered To Date | Total order for this item to date |
| Total Ordered Outstanding | Outstanding orders not processed |
| Total Current Stock | Stock on hand according to the stock take Inventory Stocktake |
| Is Less Then Min Stock | True means you are low in stock (Less than Minimum Stock QTY) |
| Stk Qty To Order | Amount to order that will get you to the Max on hand you set |
| Qty To Order | If you need 80 and you order per box of 20 this could be 4 ?? |
| Unit Cost | Per unit cost |
Total Amount | Unit x |
| ETA Date | Estimated Arrival Date |
| Notes |
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 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 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.
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 | Crate |
| 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