Create purchase orders – Academy

Purchases from suppliers allow for stock entries in the program and tracking their status, to know at all times what is expected and what has already arrived. Additionally, you can create and enter purchase orders and invoices as well as record payments.

Requirements to create and place purchase orders

The user must have the role of OWNER or WAREHOUSE MANAGER. Different role types can be seen in the section "Create or edit a user".
Although new products can be created from within the purchase creation process, it is advisable to have registered all items before starting the purchase.

Steps to create and place purchase orders

Go to the side menu and click on the PURCHASES button within the INVENTORY section.
The list of purchases will appear, click on the +NEW PURCHASE button.
Once inside the new purchase screen, you must fill in the contact, supplier, and warehouse fields.
At the bottom of the screen, there is an opportunity to replenish products according to:
- Products with minimum stock levels
- Products without stock
- Products with negative stock
- Replenish sales made during the selected time period according to the warehouse
When everything is ready, click the CONTINUE button.
The tab will have changed, and now it's time to start adding the products you want to purchase, there are 4 options:
- Scan the barcode of any product.
  - ⚠️ Note: if you use the scanner, the information will be processed in the "Historical" tab for faster and more agile processing. If, on the other hand, you want to work from the "Summary" tab, you must deactivate the button at the top right of the table.
  - ⚠️ Note: to scan serial numbers for batches or UIDs, you must activate/deactivate the functionality by clicking on the scanner icon found at the top right in the menu.
- Search in the search bar for the product code.
- Advanced search: select multiple products at once and use filters to go faster.
- Click on the "Create product" button, located next to the magnifying glass, which will allow you to add any new product that you have not yet registered.
As you add the products you want to purchase, it will create a matrix with all the variants (sizes, colors, flavors, etc.), with a box for each one, where you will need to enter the quantity to purchase for each.
Additionally, in the product line you can see the previously assigned price excluding tax and edit it if necessary. You will also see that by default the tax previously assigned to the product appears and you can modify it on this screen if necessary. The total cost sum you see at the top right DOES NOT include taxes, it corresponds only to the sum of product costs without any applied rate. You can see the breakdown of cost, tax, and total sum in DELIVERY NOTES and INVOICES.
To send the order to the supplier, click on the top right menu, with three vertical dots, and you will be able to view the following options:
- Create a production order:& nbsp;if your own company manufactures, you can create a production order based on this purchase order.
- Update products: if you make changes to the record of one of the products you have already entered, these changes will not be reflected in the current purchase for security reasons, a change in a product should never modify old purchases or sales. If you really need to update the product in this purchase, you can delete the product and re-add it, or click on this option to update all products.
- Create labels: if the supplier needs us to send them labels, this option will move all the products to the label creation section so that you can print them. For more information on how to create labels see the section on How to create labels.
- Print purchase order with prices: allows you to print the purchase order valued with the manufacturer's prices. You can send this file via email if you want to make sure you are aligned with the prices.
- Print purchase order without prices: allows you to print the purchase order without the valuation.
- Print catalog: allows you to print the purchase order with more detail about the products and including images. This option helps to avoid misunderstandings with manufacturers as with the photo, human error can be avoided.
Once all products are entered, click the PLACE ORDER button for the order to be placed and waiting.
In case you have entered purchase prices different from those in the product, when you receive a purchase note you will see a screen informing about the recalculation of the product cost prices. To calculate the cost price of the products, the weighted average price or WAP is used, which consists of calculating the average value of the stocks that were at the beginning and the weighted inputs according to their quantities. You will see this cost price on the product details screen.