Purchase Orders (STOK)

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 and manage a purchase order.

To create a purchase order, open the 'Purchase Order (Stock)' module and switch to edit mode . 

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

A new line appears at the end of the purchase orders list.

Its number is ‘Pending…’ until the Purchase Order is saved. It will then be filtered by date.

Add an item to the order.

Click on the 'Material Req.' radio button to display all the material requests.

Click on the radio button on top of the pop-up window ‘Inv. Status’ to display the list of parts and tools that are currently in the inventory status module of the selected stock.

Select the appropriate stock thanks to the selector.

Select one or more items and click on ‘Purchase’ to add it/them to the order.

Click on 'Unfilter Selected References' to be able to add several times the same Part Number.

This is useful when you add batches to the order because if you add one batch to the order and set a quantity of 5, you will have just one line in your stock representing that batch. The batch will contain 5 items, but you will only need to enter one batch number to identify the entire group. 

Add as many lines as the number of batch numbers you need to enter.

If necessary, you can later split the batch into smaller groups or individual parts. However, initially, it will be considered as one batch containing 5 items, simplifying the entry process by requiring only a single batch number.

When you add a serialized part with a quantity of 5, each individual part will be treated as a separate entity with its own unique serial number.

So, if you place an order for 5 parts, you will have 5 different lines in your stock. In other words, each part will be tracked individually, and the system will prompt you to enter 5 serial numbers, one for each part.

You can also create new references or add an existing reference to the inventory status of one inventory in particular by using the 'New Reference' section. 

You just need to type the reference and the description and click on .

When you use this function, if you don't fill in the 'Description' field and the system doesn't find the existing reference, it will ask you to fill in the field in order to create one.

If it finds the reference, it will be automatically added and selected in the 'Available Reference' section, where you'll see its description even though you didn't enter it in the 'New Reference' section.

Once you have added your item(s) to the order, you can override the information if needed.

Then, validate .

The item is now part of the order.

Indicate the ship in cost and the unit cost.

You can change the type of an item if needed by using the selector of the type field of the ‘Item Information’ panel.

If the order contains purchase items and exchange items for example.

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

When the quotation is accepted, click on ‘Accept Quotation’ (icon).

Click on the below button to update the expected reception date. 

Click on this button (icon) to delete order item.

Click on this button to cancel order item.

Click on this button to reset order item.

Click on the below button to apply a discount.

You can change the type of an item, if needed.

If the order contains purchase items and exchange items for example.

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.

Select the service and click on the purchase 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 to add a shipment.

Fill in the required information on the line.

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

You can print out this document to include it in the shipment.

Click on the ‘Pro-Format Invoice’ button in the ‘Report’ box and click on ‘Show Report’ to display a Pro-Forma Invoice.

Here is the pro-forma invoice.

Clicking on ‘Process all items’ (icon) generates an incoming GRN. 

Click on this button (petite ardoise) to receive the selected ordered item and generate an associated GRN. 

Fill in the information related to the acceptance of the item in the ‘Details’ tab.

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

Then, validate .

You will be asked if you want to print out a label for the item.

If you click on ‘Ok’ the label will be printed out thanks to the label printer you have set up.

If you click on ‘Cancel’, you will be able to keep working without printing anything.

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 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.

Purchase Order Closure

The GRN we generated is now displayed in the ‘Order Details’ panel.

Once everything is set and done, you can tick the ‘Payment Performed’ box in the ‘Status’ panel on the right and click on ‘Close P/O’.

The order is now closed.

Click on ‘Save’ .

The Purchase Order status is updated.

If you do not set payment as performed before saving, you will get an alert. You will still be able to close the purchase order and come back later to set the payment as performed by switching to edit mode and ticking the ‘Payment Performed’ box.

If you open the ‘Preview’ tab, you will get a report of the operation.