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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)

How To Create a Purchase Order
How to Review and Authorise Purchase Orders
How To Place Purchase Orders
How To Check In Stock
How to Set Up Automatic Reordering
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