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Stock Purchase Orders

How Tos (5)

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.

Stock Purchase Orders 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 screen. When there are no purchase orders awaiting authorisation, the StockPurchaseOrders.aspx page appears as follows:


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 cancel the purchase order.
  • Place 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 Orders: 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.
  • Issues: These are purchase orders that have issues flagged against them.
  • Complete: These are fully completed purchase orders.
  • Purchase More Stock: You click this button to create new purchase orders, as described in How To Create a Purchase Order later in this topic.

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:

  • Payment Outstanding: Check this box to return only POs with payments outstanding.
  • Placed By: Select a specific Admin User from the drop-down list.
  • Stock Location: Select a specific Stock Location from the drop-down list.
  • Stock Supplier: Select a specific Stock Supplier 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.

The 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)

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

  1. 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.
  2. 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)
  3. 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.
  4. 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.
  5. 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.
  6. Once automatic reordering has been enabled for Suppliers and Brands, any items belonging to those Brands will be added to new Purchase Orders every time the Add Automatic Orders task is run. These new Purchase Orders will be added with the status ‘Awaiting Authorisation’ and can be viewed on the StockPurchaseOrders.aspx page (automatic orders are flagged as ‘Is Auto Order’). You can then either place these Purchase Orders as normal or delete them.
  7. Items matching all of the following will be automatically reordered:
    – Low in stock (current location level is lower than the minimum for the item)
    – Non-discontinued
    – Brand allows automatic reordering
    – Item is not already in an open Purchase Order

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