Purchase - detailed instructions

The “Purchases” section consists of two types of documents:

·         Purchase  

·         Purchase cost

Purchase is a document that, as the name suggests, is the purchase of goods and services. 

General information about the purchase:

• ·         Purchases can only apply to one warehouse and one supplier. 
• ·         Purchase, like most documents in the system, has a sub-document “Purchase realization”
• ·         Upon completion of Purchase realization, the entrance to the warehouse is automatically created. 
• ·         The entry price of the SKU into the warehouse is calculated based on the price in the “Purchase” document as well as the costs of purchasing the SKU (if any). 
• ·         From the Purchase, we can automatically send an email to the supplier with a predefined text and a list of ordered products attached. We can send an email from a Purchase that is in any status other than "Completed", but it is recommended that this be done when both the Purchase and the realization are in the "Placed" status.

Prerequisites for the purchase process:

• ·         Create a warehouse if it does not already exist. 
• ·         Enter the dimensions of the SKU we want to procure. Dimensions can be entered at the SKU level (in which case the dimensions only apply to that SKU) or at the product level (in which case the dimensions apply to all SKUs of that product)
• ·         Create a supplier if it does not already exist
• ·         Connect the supplier with The SKU we want to get. We can connect through the SKU settings or through the vendor settings
• ·         If we use the option to send an email to the vendor from Purchase, we need to define in the settings the email address that will be used for sending.

Purchase process:

• ·         Create a purchase, add a vendor, warehouse, and course. Purchase is in “Unprocessed” status
• ·         Add the SKUs we want to purchase, and the appropriate quantity. The price of the purchased item is automatically populated based on the supplier's relationship with the SKU. If we want, we can change the price of the purchase item on the purchase itself. 
• ·         Optional - Add a rebate, at the purchase level or at the purchase item level
• ·         Switch the purchase to the "Placed" status (Click on the "Place" button on the purchase). This action does not produce any inventory changes. At this point, a purchase realization is automatically created that contains all the purchase items. The realization of the purchase is in the status "Unprocessed"
• ·         Switch the realization of the purchase to the status "Placed" (Click on the button "Order" on the realization of the purchase). This action affects the inventory - the required amount of all SKUs that are in the process of purchase is reserved. 
• ·         Optional - On the purchase you can enter the delivery method, delivery date, travel order number, tracking code...
• ·         Optional - Send email to the supplier
• ·         When the goods arrive, it is possible to update the exchange rate, price, and quantity of each item
• ·         Important - Before At the end of the purchase, it is necessary to create all possible purchase costs and in an appropriate manner related to the realization of the purchase. Examples of purchase costs are customs, shipping, transportation costs, etc. Purchase costs affect the entry price of the SKU, and after the realization of the purchase goes to the status of "Completed" they are no longer possible
• ·         Transfer the purchase to the status of "Completed"