Exchange Orders

This article is an introduction to the ‘Purchase Orders’ module of the Blue STOK section.

We are going to see step-by-step how to create an exchange order.

To create an exchange order, open the 'Purchase Orders' module and switch to edit mode .

Click on the ‘Add’ button in the main ribbon to create a new exchange order.

A new line appears at the end of the list. Its number is ‘Pending…’ until the Exchange Order is saved. It will then be filtered by date.

Choose the category from the dropdown menu of the category field.

Fill in the vendor information and the shipping information.

You can use the ‘Currency / Note’ section to change from one currency to another. The system is connected to ‘Currency Layer’, a Reliable Exchange Rates & Currency Website.

Click on the plus button of the ‘Order Details’ panel to add items to the order.

Add an item to the order.

Click on the radio button ‘Inv. Items’ on top of the pop-up window to display the list of parts and tools that are currently physically in your stock.

Select the appropriate stock thanks to the selector.

Pick one or more item from the ‘Available Items’ list.

Once you have selected one or more items, click on ‘Exchange’ .

Once the item added to the order, you will find it in the ‘On Order Items’ panel.

Then, validate .

Amend the price according to the quotation content. You can modify this information in the ‘Order Details’ panel or in the ‘Price / Quantity’ panel.

Indicate the ship-in and ship-out costs in the ‘Price / Quantity’ panel.

Once you have received and approved the quotation from the vendor:

First of all, you need to accept the quotation by clicking on the ‘Accept Quotation’ button (icon).

Click on this button (icon petite ardoise) to create an outgoing GRN.

The expected date can be overridden, this information will influence the ‘Order Alerts’ panel of the ‘Dashboard’ module. 

Click on the ‘Type’ cell in the ’Inventory Moves’ panel and choose ‘Outgoing’ if you first need to create an outgoing move.

You can open the ‘Related Files’ tab to upload files and/or folders.

Click on the ‘Serial / Batch’ field to select an item that is in your stock.

Additional

If you do not want to add the ship in/out cost to the part because you do not want it to impact the value of your stock, you can create a line dedicated to the shipment cost. Click on the plus button  of the ‘Order Details’ panel.

Click on ‘Services’ on top of the pop-up window to display the reference of service type.

Select the service and click on the exchange arrow to add the service to the ‘On Order Items’ list.

You can modify the unit cost and validate .

The shipping cost is now part of the order details.

Arrange the Shippment

Open the ‘Shipments’ tab.

Click on the plus button of the ‘Shipments’ panel to add a shipment.

Click on the plus button to add items to the selected shipment.

Select one or more items from the ‘Available Order Items’ list.

Click on the orange arrow to add the item(s) to the shipment content.

The item is now part of the shipment content.

Validate to close the pop-up window.

Click on the ‘Delivery Sheet’ button in the ‘Reports’ box and click on ‘Show Report’ to display a delivery sheet.

You can export it in the format of your choosing (icon).

You can e-mail it (icon).

GRNs

Once the item comes back to your stock:

Click on the ‘Receive order item’ button (icon petite ardoise) to create an incoming GRN.

Create an incoming move.

Select the item that is subject to the creation of an associated GRN and fill in the ‘Serial / Batch’ field.

You can open the ‘Related Files’ tab to upload files and/or folders.

Then, validate .

The system asks if you would like to print out the label.

The status of the item is now closed.

Both moves are displayed in the ‘Associated Moves’ table.

If you have created a move that should be associated with the order but is not because you did not process the item while using the Purchase/Sales Orders module or did not selected the order while processing the item via the iPad, you can still link it to the order.

This process in explained in the 'Inventory Moves (GRN)' article.

Set the exchange order as paid.

Tick the ‘Payement Performed’ box.

Close the exchange order.

Click on ‘Close P/O’ .

The order is now closed.

Click on ‘Preview’ to display a form that summarizes the Exchange Order.

Click on ‘Reports’ on top of the main ribbon to be able to export and send the document.

Export (icon) or send (icon) the document in the format of your choosing.