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Purchase Orders

How Tos (2)

You can find this section under Stock Control > Purchase Orders in the IRP Admin left navigation menu.

The Purchase Orders screen is where you can review and authorise purchase orders (assuming you have the entitlements to do so). You can also add automatic orders: this will add 'Awaiting Authorisation' automatic orders for any items that are judged to be low in stock relative to their sales velocities (where automatic orders are allowed). The unit cost for an item will be taken from its previous stock order.

The main Purchase Orders screen appears as follows:

Purchase Orders screen

You can see the stages that a purchase order can move through along the top of the screen:

  • Awaiting Authorisation: Any stock previously selected for purchase appears here as an unauthorised purchase order. Once reviewed, you can either authorise the items for purchase or send them back to the buyer to be changed.
  • Place Purchase Orders: These are authorised purchase orders that are ready to be placed with Suppliers. You can continue to review authorised purchase orders at this stage. Note that payments are not currently processed in the IRP for purchase orders. The feature is used only to log when purchase orders have been placed; payment will be made external to the IRP.
  • Open Purchase Orders: Purchase orders in this section also appear on the Goods In pages. The page allows you to keep track of purchase orders and update some details, such as whether or not the purchase order has been paid for. You use the Goods In pages for checking in and restocking items.
  • Issues: These are purchase orders that have issues flagged against them.
  • Complete: These are fully completed purchase orders.

You can use the Search bar to search by stock order ID, stock Supplier ID, purchase order name, user, location or Supplier name. Click Other Options to further filter by:

  • Payment Outstanding: This returns all purchase orders with an outstanding payment.
  • Status: Select from:
    • Awaiting Authorisation: This returns purchase orders that are awaiting authorisation by an Admin user with appropriate permission. Any stock previously selected for purchase will appear on this page as an unauthorised purchase order. Once reviewed the items can either be authorised for purchase or sent back to the buyer to be changed.
    • Authorised: This returns purchase orders that have been authorised.
    • Placed with Supplier: This returns purchase orders that have been placed with the stock Supplier.
    • Dispatched by Supplier: This returns purchase orders that have been dispatched by the stock Supplier.
    • Goods In: This returns purchase orders that are at the Goods In stage.
    • Labelling: This returns purchase orders that are at the Labelling stage.
    • Restocking: This returns purchase orders that are being restocked.
    • Cancelled: This returns purchase orders that have been cancelled.
    • Complete: This returns all historically-placed purchase orders for reference.
    • Issue: This returns purchase orders with any issues flagged by the Admin user checking in the items.
  • Location: Select a stock location from the drop-down list.

The main Purchase Orders section contains the following fields:

  • P.O. ID: This is the unique IRP ID of the Purchase Order.
  • Is Auto Order: This shows whether the purchase order is an automatic order.
  • P.O. Name: This is the name of the Purchase Order.
  • Placed By: This is the name of the IRP Admin user who placed the order with the Supplier.
  • Supplier: This is the name of the stock Supplier.
  • Destination: This shows where the stock is being sent.
  • Items: This shows the number of items in the purchase order.
  • Status: This shows the status of the purchase order (Awaiting Authorisation, Authorised, Placed with Supplier, Dispatched by Supplier, Goods In, Labelling, Restocking, Cancelled, Complete, Issue).
  • Date Requested: This shows the date and time when the purchase order was requested.
  • Currency: This shows the currency involved in the purchase order.
  • Total Cost: This shows the total cost of the purchase order.
  • Outstanding Payments: This shows any outstanding payments associated with the purchase order.

As with many other screens in IRP Admin, you can click the Export Product Data icon under the Search bar to export the data in one of several formats.



How To Guides (2)


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