Printed from https://zeropos.shop/help/purchase-orders
Order from a supplier and receive it
Raise a purchase order, split each line across your shops, and receive it when the goods arrive. Receiving is what adds the stock.
Owners can change what each role may do.
Orders keep the paperwork of buying stock: who you ordered from, what, for which shops and at what cost. Stock only changes when you receive the order.
When to use it
For stock bought from a supplier. A one-off correction is quicker with Correct stock by hand (Stock adjust).
Before you start
- The products exist in BACKOFFICE › Inventory › Products (Products and stock).
- An order belongs to one region, and its lines can only go to shops in that region (Regions and shops: who sees what).
Steps
Add a supplier (once)
- Step 1
Open BACKOFFICE › Inventory › Suppliers and tap New Supplier.
- Step 2
Choose the Region, type the Name, and add the contact details, Default currency and Payment terms.
- Step 3
Under Typically supplies, tick what you usually buy from them, then tap Create Supplier.
- This only narrows the order form's product list; you can still order anything from them.
Place an order
- Step 4
Open BACKOFFICE › Inventory › Orders and tap New Order.
- Step 5
Choose the Region and, if you like, the supplier; set Placed at and Expected at.
- Step 6
Tap Add product, pick a product and type its Qty and Unit cost.
- The search finds a name without its accents: “creme” finds Crème.
- Step 7
Split the line's quantity across your shops in the shop columns.
- The split must add up to the line's Qty. A new line puts its 1 unit in the first shop; change the split whenever you change the quantity.
- Step 8
Add any Order-level discount, Shipping cost and Clearance / customs.
- Shipping and customs count in the order's total, not in the products' cost.
- Step 9
Tap Save as pending, or Save + receive now if the goods are already here; it asks Received on first, as below.
Receive it
- Step 10
When the goods arrive, open the order from the list.
- Step 11
Check the lines and each shop's Allocation against the delivery; use Edit to correct them first.
- Step 12
Tap Receive now.
- Step 13
Check Received on, the day the goods arrived (today unless you change it), and tap Receive.
- Any day up to today. The INSIGHTS › Accounting › Overview overview counts the order in that day's month. If the day is before the order's Placed at, the dialog says so and Placed at moves back to that same day: an order can't arrive before it was placed.
What happens next
- Receiving adds each line's units to the shops in its split, and the order turns Received. While it is Pending, stock doesn't change.
- Deliveries show in the Stock Movements report (INSIGHTS › Reports), and received orders in the Purchase Orders report (INSIGHTS › Reports).
- Payments logged on an order leave the chosen account and appear in INSIGHTS › Accounting › Payments as Supplier / PO payment.
Start from the Reorder list
BACKOFFICE › Inventory › Reorder lists products at or below their minimum at each shop, with a suggested quantity that brings them back to twice the minimum.
Tick the rows you want, change the Reorder quantity if needed, and tap Create draft PO. The order form opens filled in; every row must be in the same region.
Paying the supplier
With Expert accounting (Simple or Expert accounting), an order has a Payments panel: tap Log payment, choose the Account the money left from, type the Amount and check Paid on, the day the money left (today unless you change it). You can also add payments while creating the order; there Paid on starts at the order's Placed at day.
To correct a payment's day or note, tap the pencil beside it, change Paid on or the note and tap Save: the payment moves to that day's month in INSIGHTS › Accounting › Expenses and in the account. To change the account or the amount, delete the payment and log it again; deleting reverses its entry in the account. The panel doesn't appear in Simple accounting, or for roles that can't see cost prices.
Questions
Can I change an order after saving it?
How do I cancel an order?
I received an order by mistake. Can I undo it?
Does receiving change the product's cost price?
I logged a supplier payment on the wrong day. Can I change it?
I received an order with the wrong day. Can I change it?
The goods arrived before I entered the order. Which day does it count on?
If you see this…
On screen
“Line 1: allocations add to 4, total is 6.”
What to do
The shop columns of that line don't add up to its Qty. Change the split or the quantity until they match.
On screen
One region per purchase order
What to do
On the Reorder list you ticked rows from different regions. Filter by region, or untick the others, and create one order per region.
On screen
This PO isn't pending anymore — reload the page to see the current state.
What to do
Someone received or canceled it meanwhile. Reload the page and check its Status.
Good to know
- Set Expected at on every order: the Pending orders figure then tells you what is still on its way.