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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:

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)

How To Create a Purchase Order

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To create a purchase order, proceed as follows:

Go to Stock Control > Stock Purchase Orders in the IRP Admin left navigation menu.
The main StockPurchaseOrders.aspx page appears as follows:
(Note that 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 screen. For more details, see the How to Review and Authorise Purchase Orders help topic.)
Click the Create Purchase Orders button at the top of the page.
The StockPurchaseOrdersCreate.aspx page appears – if there are other purchase orders in progress, they will be shown in the grid called 'Place Purchase Orders' in the lower section of the screen:
You can see various information within the 'Purchase Order Summary' section of the Place Orders tab (note that these values will all be zero if there are no in-progress purchase orders on display in the lower part of the page):
- Suppliers: The total number of Stock Suppliers and ultimately Purchase Orders within the stock basket for the selected Stock Location and your Admin User account.
- Items: The number of items linked to a Stock Supplier in your Stock Basket for the selected destination.
- Quantity: The total quantity of Items in your Stock Basket for the selected destination.
- Total Cost: The total cost of the items in your Stock Basket for the selected destination.
- Total Retail: The total retail value of the items in your Stock Basket for the selected destination.
- Average Markup: The average markup percentage: (Retail Price Ex Tax - Cost Price) * 100 / Cost Price of the items in your Stock Basket for the selected Destination.
If there are automatic orders that can be created, a Place Automatic Orders button will be displayed to the right of the summary with the number of orders that will be created. You can click the button to create purchase orders for stock items where the stock level (for the Destination it's being ordered for) falls below the Minimum Stock Level. Note that automatic purchase orders will only be placed for stock items that meet the following criteria:
- Available, or previously available, at Destination Location
- Stock level at Destination Location < Minimum Stock Level
- Out of stock status not 'Discontinued'
- Brand allows automatic reordering
- Assigned stock supplier that allows automatic reordering
- Reorder quantity > 0 for Destination Location
- Item not in open purchase order (Authorised | Placed with Supplier | Dispatched by Supplier | Goods In | Labelling)
Note that the on-order calculations for automatic and manual purchase orders are affected by the Stock Location that is assigned as the Main Location for Unassigned Back Order Calculations See the Stock Locations help topic for more information.
Above the main grids at the top of the page, you can use the Destination selector to select the Stock Location where the purchased items should go.
If there are no in-progress purchase orders on display in the lower part of the page, you can click the button called Select Stock for Purchase (if another purchase order is in progress you instead have the opportunity to Select More Stock or Review Selection – you can use these features after you have configured the initial purchase order, as described below).
After you have clicked Select Stock for Purchase, you will be directed to the Select Stock tab. On this tab you can use the Search feature to locate the items that you want to purchase. Search by Stock ID, Model ID, Partcode, External Stock ID and individual search terms by Brand, Category and Model (product name). You can use comma-delimited lists of Stock IDs and Model IDs in the search. Click Other Options to further filter by:
- Stock Active: Select from: All, Active Only, Inactive Only.
- Brand: Select a brand from the drop-down list.
- Category: Select a category from the drop-down list.
- In Previous Purchase Order: This returns the results for a previous purchase order. Select the purchase order from the drop-down list. This can save you time if you are ordering the same products from the same Supplier many times.
- Supplied Previously By: Select the Supplier from the drop-down list.
- Marked Supplier: Select the Supplier from the drop-down list.
- Custom Flag: Select the Custom Flag from the drop-down list.
- Exclude Stock In POs & Transfers: Check this box to exclude stock that you already have on order.
- Exclude Stock Already Selected: Check this box to exclude stock that is already in the purchase order basket.
- Show Products Low In Stock Only: Check this box to return only items that are low in stock.
- Show Products On Back Order Only: Check this box to return only products that have been ordered and that are low in stock.
- Sold More Than: Enter a figure for the number of items.
- Value In Stock: Enter a figure and check 'Greater Than' or 'Less Than'.
- Num In Stock: Enter a figure and check 'Greater Than' or 'Less Than'.
- Stock Levels: Select from: All, Out Of Stock Only, In Stock Only.
- Out Of Stock Status: Select from: All (Except Discontinued), All, Normal, Special Order, Discontinued, Available In.
In the main grid, you can view key information about each stock item, click through to see advanced information. Note that the In Open Orders column shows how many (if any) of the items are present in open purchase orders. In addition, the Order Qty box hover-over will show a ReOrder quantity and an On Back Order quantity (if any):
Note the following:
- You can set up one stock location as the Main Location for Unassigned Back Order Calculations in the 'Other Location Details' section of the StockLocationEdit.aspx page in IRP Admin (see the Stock Locations help topic). If the 'Main Location for Unassigned Back Order Calculations' box is checked for a stock location, that location will be accommodated on order items that have yet to be assigned a stock location. The on-order calculation is currently calculated via: Local ReOrder Quantity + On-Order Value (for location). When this setting is checked, that on-order value will also include orders where the stock location has yet to be assigned.
- For automatic purchase orders, the requested quantity will be set to: ReOrderQuantity + OnBackOrderQuantity. 'OnBackOrderQuantity' includes by default any items that are in an order status before picking and packing for that stock location AND items that are OnBackOrder with no assigned stock location if 'Main Location for Unassigned Back Order Calculations' is enabled for that stock location.
Check the box on the right side of the row for each item that you want to purchase.
When you are ready, click the Add Selected Items To Stock Basket button to add the items to the purchase order.
Note that, if necessary, you can select items that you want to discontinue and then click the Discontinue Selected Items button.
You can now review the purchase order on the Review Selection tab.
Optionally, you can use the Update Supplier against Selected Items setting at the top of the Review grid to bulk update the Supplier against all the items in the grid. Use the drop-down list to select a Supplier and click the Update button when you have made your selection. (Ideally you should have previously defined Suppliers at a brand level or a stock level; see the Stock Suppliers help topic for details). Alternatively, use the Supplier setting in each row to select the Supplier individually for each item (available in in 'Supplier View' as described next).
Optionally, if you want to split quantities for a stock item across multiple Suppliers, click the More button and update the details in the StockBasketItemEdit.aspx window.
You can select to view either the Supplier View or the Cost View of the order in progress using the blue toggle switch above the grid:
The Cost View includes details of the Supplier Currency, Supplier Unit Cost and Supplier Total Cost for each of the stock items you have selected. Any changes that you make to these values or the 'Quantity' value (shown on both views) cause the IRP to automatically recalculate related values.
If necessary, you can remove an item from the purchase order by checking the box on the right of the row and clicking the Delete Selected Stock Basket Items button.
Ensuring that you have a Supplier assigned to all stock items, that all the other details are correct and that you have checked the boxes for the items that you want to add to the purchase order, click the Update Stock Basket Items button to save the details.
The purchase order will now be shown in the 'Place Purchase Orders' grid on the Place Orders tab on the StockPurchaseOrdersCreate.aspx page. Use the check box on the right side of the grid to select the purchase orders that you want to create and then click the Add Selected Purchase Orders button.
If necessary, you can empty the stock basket by clicking the Empty Stock Basket button.
If you have clicked the 'Add Selected Purchase Orders' button, the purchase orders will now move to the 'Awaiting Authorisation' status and will be shown in the Results grid on the 'Awaiting Authorisation' tab on the main StockPurchaseOrders.aspx page. To progress the purchase order from here, see the How to Review and Authorise Purchase Orders help topic).

How to Review and Authorise Purchase Orders

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To review and authorise purchase orders, follow these steps:

Go to Stock Control > Stock Purchase Orders in the IRP Admin left navigation menu.
The main StockPurchaseOrders.aspx page appears with the 'Awaiting Authorisation' tab showing by default:
You can use the Search bar to find any 'Awaiting Authorisation' 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. 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 screen. You can see the following details for each purchase order in the 'Awaiting Authorisation' status:
- 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.
If you do not need to review the purchase order before authorising it, you can check the box on the right side of the purchase order row and click the Authorise Selected Purchase Orders button. This moves the purchase order to 'Authorised' status – see the last step below for more details.
Otherwise, to review the purchase order, click the Review button on the right side of the purchase order row that you want to review. The StockPurchaseOrderEdit.aspx page is displayed, 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.
- Export/Email: This tab allows you to email or export the purchase order using a selection of formats and a configurable assortment of data.
- 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. You can also view any notes related to the order.
- At the top of StockPurchaseOrderEdit.aspx page you can also click the View Printable Version button to carry out that function.
If necessary, the Order Details tab you can move items back to the basket by clicking the Decline and Move Items Back to Basket button, or you can fully decline the purchase order by clicking the Decline Purchase Order button.
Otherwise, when you are ready to authorise the purchase order, click the Authorise Purchase Order button on the Order Details tab on the StockPurchaseOrderEdit.aspx page or the Authorise Selected Purchase Orders button in the grid on the StockPurchaseOrders.aspx page.
The purchase order now moves to 'Authorised' status and into the Place Orders stage which you can view on either the tab that appears on the StockPurchaseOrderEdit.aspx page or on the 'Place Orders' tab on the StockPurchaseOrders.aspx page. To progress from here, see the How To Place Purchase Orders help topic.

Automatic Reordering

Note that you can also set up 'Automatic Reordering' – 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. For more details, see How to Set Up Automatic Reordering.

How To Place Purchase Orders

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To place purchase orders, follow these steps:

Go to Stock Control > Stock Purchase Orders in the IRP Admin left navigation menu.
On the StockPurchaseOrders.aspx page, click the Authorised tab:
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.
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.
At the top of StockPurchaseOrderEdit.aspx page you can also click the View Printable Version button to carry out either of that function.
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.
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).

How To Check In Stock

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To check in stock, follow these steps:

Go to Stock Control > Stock Purchase Orders in the IRP Admin left navigation menu.
On the StockPurchaseOrders.aspx page, click the Open tab:
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. If there are any purchase orders in the 'Placed With Supplier' status, they will be shown in the Results grid in the lower section of the screen. You can see the following details for each purchase orders:
- 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.
If you do not need to review the purchase order before checking in stock, you can click the Check-In button – see the steps further below for more details about this stage.
Otherwise, to review the purchase order, click the View button on the right side of the purchase order row that you want to review. The StockPurchaseOrderEdit.aspx page is displayed, 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.
- Placement Details: This shows the key placement details for the purchase order – note that at this stage you can only edit some of these fields:
  Update Placement Details:
  - Placement Method: This shows the Placement Method for this purchase order (Email, Telephone, B2B, Post).
  - Payment Method: This shows the 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: This shows the date by which you expect this purchase order to arrive.
  - Purchase Order Name: This shows the name to identify this purchase order.
  - Supplier Reference: If given, this shows the Supplier Order Reference for this purchase order.
  - Shipping Method: This shows the method by which this purchase order will be shipped / delivered.
  - Shipping Cost: This shows the Shipping Cost for this purchase order.
  - Total Price Paid: This shows 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).
  Note that if you make any changes to the any of the editable fields above, click the Update Placement Details button to save your changes.
  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.
When you are ready to check in stock, click the Check-In Stock button on the right side of the row for the purchase order on the Open Orders tab on the StockPurchaseOrders.aspx page. The StockPurchaseOrderCheckInStock.aspx page appears.
If still necessary at this point, you can click the Edit Purchase Order button at the top of the page to return to the StockPurchaseOrderEdit.aspx page where you can view details of the purchase order.
Otherwise, click the Mark Purchase Order as Dispatched By Supplier button (alternatively, if necessary, you can also click the Mark Purchase Order as Cancelled button to cancel any outstanding items within this purchase order):
The purchase order will move to 'Dispatched By Supplier' status.
When the goods come in from the Supplier, click the Mark Purchase Order as Goods In button to move the purchase order to the 'Goods In' status (alternatively, if necessary, you can also click the Mark Purchase Order as Cancelled button to cancel any outstanding items within this purchase order):
If you clicked the Mark Purchase Order as Goods In button and there are any outstanding items, you will be able to check those in at this point by clicking the Check-In Outstanding Items button. You can also bulk update the outstanding items within the purchase order (note that the file must contain at least 'CheckInQuantity' and 'StockID' and that any non-outstanding items in the file will be removed).
You will now be able to select the Picking Location for items and select labels to print.
Otherwise, when you are ready, you can click the Mark Purchase Order as Labelling button to move the purchase order to the 'Labelling' status.
The purchase order will now move to the 'Complete' status and will be shown in the Complete grid on the main StockPurchaseOrders.aspx page.

How to Set Up Automatic Reordering

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Note that automatic purchase orders will only be placed for stock items that meet the following criteria:

Available, or previously available, at Destination Location
Stock level at Destination Location < Minimum Stock Level
Out of stock status not 'Discontinued'
Brand allows automatic reordering
Assigned stock supplier that allows automatic reordering
Reorder quantity > 0 for Destination Location
Item not in open purchase order (Authorised | Placed with Supplier | Dispatched by Supplier | Goods In | Labelling)

Note also that the on-order calculations for automatic and manual purchase orders are affected by the Stock Location that is assigned as the Main Location for Unassigned Back Order Calculations See the Stock Locations help topic for more information.

To set up automatic reordering of products, proceed as follows:

Important: As all reordering is carried out on a Stock Location basis, first make sure that all your Stock Location levels are accurate before enabling automatic reordering.
Ensure that the following Common Tasks are running:

Add Automatic Orders (set the interval to an appropriate value)
Update Automatic Reorder Levels (you could run this once per week)
Update Sales Velocities (you could run this once per week)

Update whichever Stock Suppliers should allow automatic reordering. You can do this by checking the Implements IRP Automated Ordering box on the StockSuppliersEdit.aspx page for each Supplier.
Update Brands to allow automatic reordering. You can do this easily on the BrandsDefaultSuppliers.aspx page which you can access by selecting Suppliers in the IRP left navigation menu and then clicking the Set Brand Default Suppliers button. For more information, see the How To Add or Edit a Stock Supplier help topic.
Ensure that Stock Location minimum stock level values are set correctly. You can set these values automatically based on sales velocities, however you can also manually set initial values. You can do this on the Stock Operations page (StockOperations.aspx) by filling in the Min Stock Level column and updating the grid.

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Stock Purchase Orders

StockPurchaseOrders.aspx page

Purchase Order process

How To Guides (5)

Automatic Reordering