24. Stock Room

The Stock Room is where you would go to create, print and edit purchase orders and receive stock.

24.1 Overview

There are certain assumptions that need to be made when working in the stock room. These assumptions are as follows:

• Any time you receive stock, it is assumed that it has already been paid for.
• Products have only one default supplier, but they can be ordered from other suppliers if needed.
• Purchase orders are created for one supplier only and can never include more than one supplier. If a second supplier is used, a second purchase order needs to be created.
• Purchase orders are assumed to be open until every product on that order has been received.

On the main screen of the stock room, you will see it split into 2 columns. On the left side of the screen is the purchase order overview section. This list looks similar to the order and invoice lists. This screen shows both open and closed purchase orders. To differentiate, look in the far left column. Any purchase orders that have been received and completed will have a check mark in the left column. In the far right column, it will also be denoted by saying it has been completed. If the purchase order remains open, the far left column will have an icon that looks like a sheet of paper. The far right column will denote how many items have been received so far. The only way to change the status of a purchase order to completed is to receive all items on that order or delete a partially received purchase order.

24.2 Creating a Purchase Order

To create a purchase order, first click on the Stock Room icon in your menu bar. Once in the stock room, click on the button labeled New Purchase Order. You will be asked to select a supplier from a pop-up list. Highlight the supplier you wish to use and click the New Purchase Order button at the bottom of that window. The screen now looks just like it does when you are creating an order for a customer. To add products to the purchase order, you can either double click on the products or drag them from the product list on the right to the purchase order window. As with customer's orders, the quantity will default to be 1, but can be edited. If you need to adjust the purchase price, you can do that at this time. Checkout will automatically default the price to be the product's standard cost. When you have populated your purchase order with the necessary products, click the Leave button in the bottom-left corner and you will now see your purchase order on the list to the left. Keep in mind that at any time, you can look at your items list and see how many pieces of a given product you need. This amount will be denoted by a bar graph and followed by a numerical figure. This number is calculated by taking the amount of that specific product that is currently on customer orders, adding in the minimum on-hand value from the product profile and then subtracting what is currently in stock. To filter the list to show only the products needed, click on the check-box labeled Needed Only. To filter by a specific supplier, select that supplier from the drop-down list to the left of the Needed Only check-box. This will help to make purchase order creation a much easier task and will save you time sorting through lists.

24.3 Editing a Purchase Order

Once a purchase order has been created, you can always go back and edit it at any time, providing it is still open. Once a purchase order has been completed, it can only be viewed, it can no longer be edited. By clicking on the arrow to the left of each line item, you can expand or collapse the details on how many pieces were received. These details show which employee received the products, how many pieces were received, when they were received, and at what price they were received. On the purchase order itself, the quantity column denotes how many pieces of a specific product had been ordered. The received column denotes how many pieces have been received into stock from this order. The price column denotes what price the product was ordered at, and the total column multiplies the purchase price by the quantity. If no product has been received on the order, you can choose to enable or disable the tax by clicking in the check-box to the left of the Tax label. Just as with customer orders, you can add notes by clicking on the bar to add a note and beginning to key your note. When you are done with entering the note, click on the return icon to the right or press the return key on your keyboard. To view history on the purchase order, click the History button at the bottom menu bar. The history screen will show you all actions taken on the order, which employee took those actions and when that action was created. You also have the option to add further notes to the purchase order for internal use.

24.4 Receiving Stock

To receive stock, first select the purchase order you need to receive the stock for by double-clicking it from the purchase order list. At the bottom of the purchase order, click on the Receive button. You can receive stock by scanning items with a barcode scanner, dragging products over from the product list or changing the received quantity in the quantity column by clicking on that number and typing in what was received. At the bottom of the screen, there is a check-box that will allow you to show only the items received during this specific session. Checking that box will filter out anything that hasn’t been marked as received during this session. Once you are done editing this screen and you have received all products that have come in, click the Submit button. All products that were marked received will be added to your available stock and you will now be able to allocate these products any open orders.

24.4 Printing Purchase Orders and Labels

You can print a Purchase Order while viewing the order and selecting the Print icon. The last option is to print labels. For more detailed information on label printing, please see Chapter 23: Daily Usage - Printing Labels..