Make purchases, transfers and sales with batches/UIDs

Efficient inventory management is paramount to the success of any business handling physical products. In this context, the creation of purchase orders, transfers, and batch product sales play a crucial role. These operations not only ensure a continuous flow of goods but also facilitate precise stock tracking, supply chain optimization, and customer satisfaction.

In this article, we will explain how to perform the aforementioned operations effectively using Stockagile to maximize operational efficiency and improve your business's profitability.

Valid for UID's and batches.

Requirements for making purchases, transfers, and retail sales

• You must have at least one batch created. You can learn how to create a batch in the section Assigning a UID or unique reference to a product or batch.

Purchases and transfers

• You must have at least two warehouses or stores created in the system to perform transfers between locations. You can learn how to create a store in the section Creating a store or warehouse.
• The user must have the role of OWNER or WAREHOUSE MANAGER. You can view the different types of roles in the section Creating or editing a user.

Sales

• The user must have the role of OWNER, STORE MANAGER, or STORE SALES. You can view the different types of roles in the section Creating or editing a user.
• Have the cash register open. You can learn how to open it in the section Opening the cash register.

Steps to make batch purchases

1. Complete the entire purchase order with the batches as indicated in Creating purchase orders up to the Receive step.
   • ⚠️ In the case of batches, if they are added from the scanner, you must activate the "Scanner UID / Batches enabled" option that appears at the top right.
2. Once inside the order, there are two options:
   • Partially receive the purchase: this is used in most cases and allows for receiving multiple supplier delivery notes.
   • Receive: in case you know that the supplier has only made one delivery note for the purchase order, this will be the fastest option.
3. If you choose to receive partially, the list of delivery notes will open, which will be empty the first time. To continue, you must click on + NEW DELIVERY NOTE.
4. On the delivery note page, you must confirm what you are receiving. It may happen in many cases that what was ordered at the beginning is not received, and it may also happen that something has already been received in previous delivery notes. To control this, just in the matrix of each variant, you will see two boxes that indicate what you ordered and what you have already received.
5. To confirm the purchase, you can:
   • Manual: select the number within the batch matrix that you want to receive from the purchase.
   • Scan: scan the batch codes. This will take you directly to the history tab, where the data will be processed more quickly.
6. In both cases, you can define the quantity, batch reference, and expiration date in the "Details" tab.
7. Once all the received stock has been entered and confirmed, click the CONFIRM button.
8. Finally, once we click CONFIRM, if any changes are detected in the cost prices of the products added to the purchase, the program gives us the option to "Recalculate the weighted average price" of the products; a value which, if chosen to recalculate, will be modified in the details section of each product, in the "Current cost price" field.

Step 1: Make purchase and activate UID/Lot scanner

Step 5: Confirm purchase

Step 6: Lot details

Step 8: Recalculate purchase price

Once the goods are received, you can link the purchase order to the delivery notes and invoices you have received, as well as track payments to the supplier.

Steps to perform batch transfers

1. Carry out the transfer until Create and Add Products as indicated in Create, prepare, and receive a transfer. Where you will see the "Prepare" button.
   • ⚠️ In the case of batches, if they are added from the scanner, you must activate the option "UID/Lot scanner activated" that appears at the top right.
2. Once Prepared and Sent, you will see in the "Details" tab that the selection of these batches will be the inventory policy defined previously in the product detail, as we indicate in this article.
3. Next, you can confirm the quantity of items received in the transfer. The quantities entered previously will be there so you only have to confirm the stock.
4. Once everything is validated, you must click on the "Confirm" button and you will have the transfer "Received".

Step 2: Details tab

Step 4: Confirm and transfer Received

Steps to make batch sales

1. You must make a sale normally as we explain in how to Make a sale.
2. When you manually enter a batch, by default it will choose the one defined in the Inventory Policy within the batch detail.