1 | Introduction to Purchasing & Receiving

This article is an Introduction to Purchasing Receiving discussing topics

This article is an Introduction to Purchasing & Receiving discussing topics such as Workflows and basic Calculation Methods.

Introduction

This article covers the basic principles of the three main methods of Stock Ordering/Receiving
Bepoz also supports receiving electronic invoices, however, this feature is only available in Australia at this point in time and only for Suppliers that support this mode
The main methods of receiving stock into BackOffice within Bepoz for Stock Control purposes are Manual Receipt, Manual Purchase Order and Automatic Purchase Order
The orders can be based on different factors such as:

Min Max - if below the Min order to the Max.
Min - if below the Min order to the Min.
Max - if below the Max order to the Max
Sales - order a specific period's sales quantities e.g. previous week's sales or current month's

Prerequisites

To access and edit Purchase Order Settings, the applicable Operator Privileges will need to be enabled:

Getting Started

To create a New Purchase Order or Receive an Order, follow these steps after logging into BackOffice

Navigate to the Stock Control from the Side Menu
Click on the Purchasing & Receiving option which will open a window titles Purchase Order List

General Options

Options	Description
New Purchase Order	This button allows creating a New Purchase Order
Edit/Receive	This button is used to Edit the Purchase Order currently highlighted in the list
Manual Receipt	This button is used to create a Manual Receipt (without a P.O.)
Receive Invoices	This button is used to receive Electronic Purchase Orders through Supplier Comms.
Return to Supplier	This option is only available when the "Show Completed" flag is enabled and can then be used to Return all of the Stock on a Fully Received PO
Venue	This drop-down selector allows selecting a Venue for which Purchase order is to be made
View Button	This button is used to Edit the Report View Options including Adding Views
Filter	This button is used to Filter out data
Show Completed Flag	Enabling this flag will list all the Purchase Orders that have been completed
Show Templates Flag	Enabling this flag will change the Purchase order List option

Workflows Manual Receipt Stock Flow

The Manual Receipt method is the most rudimentary
When a purchase order is placed with a supplier nothing is entered into BackOffice
The stock and cost levels are updated by manually entering each receipt

Manual Purchase Order Stock Flow

The Manual Purchase Order enables operators to have more control over the ordering processes
It entails entering the purchase orders into BackOffice and sending them to the supplier
The stock is accepted by checking it against the existing Purchase Order
This eliminates the possibility of double ordering and simplifies and speeds up the receiving process

Automatic Purchase Order

Automatic Purchase Orders are the quickest way of organising stock
It involves setting the stock par levels (Minimum and Maximum) and ordering parameters for each product within BackOffice
The Purchase Orders are then automatically generated in BackOffice
The quantities in the auto P/O can be easily changed before being sent

Re-Order Calculation Methods

Method	Description/ Summary
Min/ Max	Each Product has a Minimum Quantity, Maximum Quantity, and Restock Quantity setting for each store With this option, if the Quantity On Hand of a Product is below the Minimum Quantity, it will be ordered up to the Maximum Quantity, in multiples of the Restock Quantity
Min	The Min. option generates an Order Quantity that will bring the stock level up to the Minimum Quantity setting in the receiving Store
Max	The Max. option generates an Order Quantity that will bring the stock level up to the Maximum Quantity setting in the receiving Store
Use Sales Data	The Use Sales Data option sets the Order Quantity to the Quantity Sold in the selected period