Ordering Consumables Without Reference to an Event^M

Not every purchase is related to a specific event, such as orders for cleaning products, uniforms or house wine. These unlinked purchases do not appear in the overview under   Home >  Purchasing >  Consumables, but can be found by clicking on  Home >   Purchasing >   Search or in the  Supplier >  Purchasing >   Deliveries.

• Enable items for purchasing

  Sales items, but also items used as components only (production items or ingredients), must first be enabled for purchasing if they are to appear in the list of possible purchase items or in the purchasing overview.

  1. Open an item.
  2. Click on   Supplier items in the side navigation. An input window for supplier items will open.
  3. Enable   Purchasing by clicking on the button in the toolbar of the  Supplier items tab.
  4. For better filtering, flag an item as   Stock item if it is usually available in large quantities in the warehouse.
     Example: salt, pepper, flour, etc.
  5. Enter one or more supplier items with a price (Creating suppliers and supplier items). Items are only listed for purchasing if at least one supplier item is specified with a price and is also enabled for purchasing.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Open a new purchase order

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

  1. Go to the   Home tab and click on   Purchasing >   New and select a company if applicable.
  2. A list of all  Suppliers will open (Creating suppliers and supplier items)
  3. Select a supplier by double-clicking.
  4. An input window for a new purchase will open. The supplier is already pre-assigned and can no longer be changed.
  5. Select a Name for the purchase order from the expandable picklist or add a new one.
  6. Link the purchase to an event by opening the "Events" window and clicking on  Add  to open the search.
  7. Select an existing event from the search results or create a  New event in the toolbar of the list. If the event contains a segment with purchase items, it will appear on the given date in the   Purchasing overview.
  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 multiple deliveries. Enter separate details for each delivery concerning dates, 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  Show items at the top of the side navigation.

  1. Click on   New in the side navigation and select a delivery with the status you want (from non-binding enquiry to invoice).
  2. Select a Name for the delivery from the expandable picklist or add a new one.
  3. Select the Cost centre for the purchase order from the expandable picklist or add to the list.
  4. Enter the delivery Location and Date and, if applicable, a different Delivery address .
  5. Tick the box for Self-collection if you will not deliver yourself.
  6. For rental and staff items, be sure to enter the Return date and a Return address if applicable.
  7. Tick the box for Own returns if 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.
• Add items to the delivery as line items

  Insert items in the input window as Line items .

  1. Click on Line items >  Add in the bottom part of the input window. Only the items that have been created as supplier items for the selected supplier are offered for selection (Creating suppliers and supplier items).
  2. A list of all items available from this supplier will open.
  3. Double-click on one item or select several items by holding down the Ctrl key, left-click 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 these and  Confirm, a  New supplier item will open which is pre-assigned to the master item and the currently open supplier.
  5. Enter a Count (of packaging units) or Quantity (of content units) 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 by mail or email

  Orders are usually placed with the supplier in writing by email or fax.

  1. Select an individual delivery with the left mouse button to send only this delivery, or go to  General to send all deliveries to the supplier.
  2. Click on   Send >   Mail/Email and select a template (Writing an email).
  3. Click on   Send >   Print to 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 blocked 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.
  2. Select a line item by holding down the left mouse button.
  3. In the toolbar above the "Line items" window, click on   Create new order and select a status.
  4. Give the new delivery a name, quantities etc. (Create a new delivery).
• Document a phoned-in purchase order in a contact note^M

   Phoned-in orders are recorded in Contact notes^M.

  1. Click on   Send >   Contact note. The input window for the contact note will open and the data from the order will automatically be copied into it.
  2. Enter the Contact person and add 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.
• Change the status of the delivery

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

  1. Open the delivery from the   Supplier account by clicking on   Purchasing >  Deliveries.
  2. Alternatively, find the delivery through   Purchasing >   Search either under   Purchasing or   Purchase deliveries.
  3. Right-click on the delivery in the side navigation to assign a new Status .
  4. As soon as the status is changed, a new segment is created that contains the older segment and can be changed independently of it.
     Note: Only the latest segment can be edited, all other segments are blocked.
• Change the delivery at a later date

  If the goods actually delivered differ from the order in terms of type, quantity or price, you can adjust that data in the segment.

  1. Right-click on the order in the side navigation and change the status to "Delivery" or "Invoice".
  2. Add new - not ordered, but delivered - items in the input window Line items .
  3. Enter a different Quantity or Count in the corresponding columns.
  4. Enter the actual Price of the delivered goods in the column PP. To copy the new price directly to the supplier item, click on   Adjust prices in supplier item in the toolbar.
  5. You can also copy  Prices from supplier items.