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Stock Purchase Orders

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

The Stock Purchase Orders section is where you can create, review and authorise purchase orders (assuming you have the entitlements to do so – see Stock Control Overview for more information). You can also use this section to place purchase orders and check in goods from Suppliers.

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.

StockPurchaseOrders.aspx page

When you first click on the 'Stock Purchase Orders' heading in the IRP Admin left navigation menu, the StockPurchaseOrders.aspx page is shown and, by default, the 'Awaiting Authorisation' tab is opened. If there are any purchase orders in the 'Awaiting Authorisation' status, they will be shown in the 'Results' grid in the lower section of the page. When there are no purchase orders awaiting authorisation, the StockPurchaseOrders.aspx page appears as follows:

IRP Admin image

You can see the status changes that a purchase order moves through along the top of the page. Click on any of these headings to view the details in a separate grid:

  • 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 cancel the purchase order.
  • Authorised: 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: The section 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 this section for checking in and restocking items.
  • Complete: These are fully completed purchase orders.
  • Issues: These are purchase orders that have issues flagged against them.
  • Cancelled: These are purchase orders that are cancelled.

You can use the Search bar to find any purchase orders. You can search by Purchase Order ID, Stock Supplier ID, Purchase Order Name, Admin User, Stock Location or Stock Supplier. Click Other Options to further filter your search results by:

  • Status: Select a specific status from the drop-down list: All Order Statuses, Awaiting Authorisation, Authorised, Open, Complete, Issues or Cancelled.
  • Location: Select a specific Stock Location from the drop-down list.
  • Supplier: Select a specific Stock Supplier from the drop-down list.
  • Outstanding Product: Search for outstanding products by name or ID.
  • Placed By: Select a specific Admin User from the drop-down list.
  • Date Range: This returns purchase orders placed within the 'From' and 'To' values you enter.

You can use the Results drop-down list at the top-right of the page to define the number of results you want to view in the 'Results' grid in the lower section of the page.

Purchase Order process

At a high level, the end-to-end process for managing a purchase order (PO) for more stock is a multi-stage process:

  • Stage 1: Create the purchase order by defining the stock, quantities and Suppliers for the order. See How To Create a Purchase Order.
  • Stage 2: Review and authorise the purchase order. See How to Review and Authorise Purchase Orders.
  • Stage 3: Place the purchase order with the Supplier. See How To Place Purchase Orders.
  • Stage 4: Check in the stock when it arrives from the Supplier, complete the order and print labels for the stock. See How To Check In Stock.

For details of how to set up Automatic Reordering, see How to Set Up Automatic Reordering.

How To Guides (5)

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How To Create a Purchase Order
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How to Review and Authorise Purchase Orders
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How To Place Purchase Orders

To place purchase orders, follow these steps:

  1. Go to Stock Control > Stock Purchase Orders in the IRP Admin left navigation menu.
  2. On the StockPurchaseOrders.aspx page, click the Authorised tab:
    IRP Admin image
    You can use the Search bar to find any purchase order. You can search by Purchase Order ID, Stock Supplier ID, Purchase Order Name, Admin User, Stock Location or Stock Supplier. Click Other Options to further filter your search results by:
    • Status: Select a specific status from the drop-down list: All Order Statuses, Awaiting Authorisation, Authorised, Open, Complete, Issues or Cancelled.
    • Location: Select a specific Stock Location from the drop-down list.
    • Supplier: Select a specific Stock Supplier from the drop-down list.
    • Outstanding Product: Search for outstanding products by name or ID.
    • Placed By: Select a specific Admin User from the drop-down list.
    • Date Range: This returns purchase orders placed within the 'From' and 'To' values you enter.
    You can use the Results drop-down list at the top-right of the page to define the number of results you want to view in the 'Results' grid in the lower section of the page. If there are any purchase orders that are waiting to be placed, they will be shown in the Results grid in the lower section of the screen. You can see the following details for each purchase order:
    • ID: This is the unique IRP ID of the Purchase Order.
    • 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.
  3. Click the Place button on the right side of the purchase order row that you want to review. The StockPurchaseOrderEdit.aspx page appears, showing the following details on separate tabs:
    • Order Details: This tab shows details of the purchase order, including the delivery and Supplier address, the order status and other key details. You can use the Notes section to enter any additional notes about the purchase order – make sure that you click the Add New Note button when you are finished, to save your notes.
    • Items: This section shows details of the products in the purchase order. To change the Unit Cost, enter a new figure in the Unit Cost box and click the Update Unit Costs button. You can also change the Total Cost and then recalculate the unit costs by clicking the Recalculate Unit Costs Based on Total Cost Value button. As with other parts of IRP Admin, you can click the Export Product Data icon to export the data in one of several formats.
    • History: This tab has a toggle switch for 'Purchase Order History' and 'Item History' which you can use to view an audit trail of actions taken on the purchase order.
    • Place Order: This is where you enter the key placement details:
      Place Purchase Order:
      • Placement Method: Select a Placement Method for this purchase order (Email, Telephone, B2B, Post).
      • Payment Method: Select a Payment Method for this purchase order. If you need to create new Payment Methods, click the Edit Methods button. This opens the StockSupplierEdit.aspx page in a new window. For details, see the Stock Suppliers help topic.
      • Expected To Arrive: Select the date by which you expect this purchase order to arrive.
      • Purchase Order Name: Optionally, enter a name to identify this purchase order.
      • Supplier Reference: If given, enter a Supplier Order Reference for this purchase order.
      • Shipping Method: Optionally, enter the method by which this purchase order will be shipped / delivered.
      • Shipping Cost: If known, enter the Shipping Cost for this purchase order.
      • Total Price Paid: Optionally, enter the Total Price Paid thus far for this purchase order.
      On the right side of the page you will see values for the following fields if they have been set for the Supplier: Account Number, Sort Code, IBAN, SWIFT, PayPal Email Address and PayPal Merchant ID (see the Stock Suppliers help topic for more details about these fields).
      Download / Email Purchase Order Summary:
      • Include Partcode: Check this box if you want the Partcode to be included in the generated purchase order file.
      • Include EAN13 Partcode: Check this box if you want the EAN barcode to be included in the generated purchase order file.
      • Include Product Name: Check this box if you want the product name to be included in the generated purchase order file.
      • Include Stock Images: (Non-CSV only.) Check this box if you want product imagery to be included in any non-CSV Purchase Order file generated.
      • Include IRP Stock ID: Check this box if you want the IRP Stock ID to be included in the generated purchase order file.
      • Message: Optionally, enter a message to be included in the non-CSV generated file for this purchase order.
      • Format: Select the format of the generated purchase order file (CSV, PDF or Excel).
      If you want to download a copy, click the Download Copy button. When you are ready to email the purchase order summary to the Supplier, click the Email To Supplier button.
  4. At the top of StockPurchaseOrderEdit.aspx page you can also click the View Printable Version button to carry out either of that function.
  5. When you have completed all of the placement details and you are ready to place the purchase order with the Supplier, click the Mark Purchase Order as Placed button on the 'Place Order' tab of the StockPurchaseOrderEdit.aspx page. When successfully entered, the name of this tab will change to Placement Details. Note that you can subsequently change some, but not all of the details on this tab – if you make any changes, click the Update Placement Details button.
  6. The purchase order will now move to the 'Placed With Supplier' status and will be shown in the Open Orders tab on the main StockPurchaseOrders.aspx page. To progress from here, see the How to Check In Stock help topic).
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How To Check In Stock
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How to Set Up Automatic Reordering

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