Ordering consumables unrelated to an event^M

Not every purchase is related to a specific event: think of cleaning supplies, uniforms or house wine. These unrelated purchases do not show in the overview on the  Home tab under  Purchases >  Consumables. Find previous purchases by clicking on Purchases >  Search or go to the  Supplier account and look under  Purchases >  Deliveries.

• Activate items for purchase

  Sales items, but also pure components (production items or ingredients), must first be activated for purchasing if the item is to appear in the list of possible purchasing items or the requirement in the purchasing Summary.

  1. Open the desired item.
  2. Click in the item navigation on the side on  Additional information. An input window for supplier items opens.
  3. In the horizontal toolbar of the tab Supplier items , activate the button  Purchasing.
  4. To filter even more precisely in purchasing, activate the button  Stock items for all items that are generally available in larger quantities in the warehouse
     Example: salt, pepper, flour, etc.
  5. Geben Sie einen oder mehrere Lieferantenartikel mit Preis an (Creating suppliers and supplier items). Nur wenn mindestens ein Lieferantenartikel mit Preis angegeben und ebenfalls für den Einkauf aktiviert ist, wird ein Artikel für den Einkauf aufgelistet.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Open a new purchase

  A purchase always concerns exactly one supplier, but can include several deliveries to different delivery locations and times, which can also have a different processing status.

  1. Go to the tab  Basis >  Purchasing >  New and select the company if necessary.
  2. Eine Liste aller  Lieferanten öffnet sich (Wie lege ich Lieferanten und Lieferantenartikel an)
  3. Select the desired supplier by double-clicking. If necessary, you will be asked whether you want to order a consumable or a rental item.
  4. An input window for a new purchase opens. The supplier is already pre-assigned and can no longer be changed.
  5. Select the name of the purchase order from the expandable selection list or complete the list.
  6. To link the purchase to an event, open in the "Events" window and click on  Add to open the event search.
  7. Select an existing event from the search results or create a new one via New in the horizontal toolbar of the list. If the event contains a segment with purchase items, it appears on the given date in the  Purchase Summary.
  8.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Create a new delivery

  A purchase can include several deliveries. For each individual delivery from the supplier, separate details are provided for the delivery, returns and cost centre. Each delivery comprises its own order items and has a processing status independent of the other deliveries. To see not only the names of the deliveries but also the ordered items in the left-hand side navigation, activate the button  Show items at the top via  Basis.

  1. Click in the left navigation bar on  New and select a delivery with the desired status (from non-binding enquiry to invoice).
  2. Select the name of the delivery from the expandable selection list or complete the list.
  3. Select the cost centre for the purchase order from the expandable selection list or add to the list.
  4. Enter location and date of delivery and, if applicable, a different delivery address .
  5. Tick the box for Self-collectionif you do not carry out the delivery yourself.
  6. For rental and personal items, be sure to enter the return date and a different return address .
  7. Tick the box for Own returnsif you are organising the returns yourself.
  8.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Assign items to the delivery as purchase items

   The desired items can be inserted in the input window Items . 

  1. Klicken Sie auf Positionen >  Hinzufügen im unteren Bereich des Eingabefensters. Es werden nur die Artikel zur Auswahl angeboten, die für den ausgewählten Lieferanten als Lieferantenartikel angelegt sind (Creating suppliers and supplier items).
  2. A list of all items from this supplier will open.
  3. Select the item by double-clicking it or select several items by holding down the Ctrl key, left-clicking and  Apply.
  4. Click on  Add >  Supplier item to search for other items for which supplier items from other suppliers already exist. If you select one of them Take over, a  New creation opens for a supplier item that is preset with the master item and the currently opened supplier.
  5. Enter the desired number (of packaging units) or quantity (of content unit) of the items in the appropriate column. The packaging units specified in the supplier item are taken into account and the values are automatically rounded up.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Send the purchase order by mail or email

   Orders are usually placed with the supplier in writing by e-mail or fax.

  1. Use the left mouse button to highlight a single delivery to send only that delivery, or go to baseto send all deliveries to the supplier.
  2. Klicken Sie auf  Senden >  Brief / E-Mail und wählen Sie eine Vorlage (Writing an email).
  3. Click on  Send >  Printto print and send a fax.
     Note: Once a delivery has been sent, it is assigned a number and can no longer be changed.
• Copy items from a locked delivery to a new delivery

   Existing items in deliveries that are already blocked can be copied into new deliveries.

  1. Open the list of items by left-clicking on the existing blocked delivery in the side navigation bar.
  2. Mark the desired positions by holding down the left mouse button.
  3. Click on  Create new delivery in the horizontal toolbar above the "Items" window and select the desired status.
  4. Give the new delivery a name, quantities etc. (Create a new delivery).
• Document a telephone purchase order as a contact note

   Telephone orders are recorded as contact note^M.

  1. Click on  Send >  Contact note. The input window for the contact note opens and automatically copies data from the order.
  2. Enter the contact person and write details of the order in the comments field.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  ^M
• Change the delivery status

  A delivery changes its status when it is processed further. The status is assigned manually and it is not necessary to go through every status.

  1. Open the delivery via  Supplier account >  Purchasing >  Deliveries.
  2. Alternatively, you can find the delivery via  Purchasing >   Search either at  Purchasing or  Purchasing deliveries.
  3. Right-click on the delivery in the left navigation bar to assign a new status .
  4. As soon as the status is changed, a new process is created that contains the older process and can be changed independently of it.
     Note: Only the last operation can be changed, all other operations are blocked.
• Change the delivery subsequently

  If the goods actually delivered differ from the order in type, quantity or price, you can adjust the data in the process.

  1. Right-click on the order in the left navigation bar and change the status to "Delivery" or "Invoice".
  2. Add new - not ordered, but delivered - items in the input window Items .
  3. Enter the different quantity or number in the corresponding columns.
  4. Enter the actual price of the delivered goods in the column EK. To transfer the new price directly to the supplier item, select  Adjust prices in the supplier itemin the horizontal toolbar.
  5. You can also transfer  prices from the supplier item.