What an order is
A purchase order is a promise, not stock. Writing one and sending it moves no stock and posts nothing to your books. The goods count when they are received, under Retail › Receiving, where a delivery says which order it answers.
Buying has four views: Orders, Sent back to suppliers, What to order and Suppliers.
Writing and sending an order
- Press New order. Choose the supplier and the store the goods are for. Suppliers are the same ones as in your books.
- Add each product with how many: a quantity in its own unit, or packs and how many are in each. Somebody who may see costs can enter what one costs. Left empty, it is what that supplier charges for the product, where that is recorded under the product's suppliers.
- Add the day the goods are expected, if you know it, and press Save as a draft.
- When the supplier has the order, open it and press Send. Accmerio does not email the order: Send records that it has gone, which is what lets a delivery be received against it.
An open order shows each line with what was ordered, what has been received, what is still to come and what arrived over. Its deliveries are listed under it. A sent order that is not all in by the day it was expected is marked Late.
Edit changes a draft. An order that has been sent is not changed: press Close short, with a reason, to stop expecting what has not arrived, and write another. Cancel the order, with a reason, is for one that never went. Neither is deleted.
An order over your limit
If an order limit is set under Retail setup › General, an order that comes to more shows Waiting for approval when it is sent, and nothing is received against it yet. Somebody who approves exceptions opens it and presses Approve, which sends it. That may be the person who wrote it: the order then says Written by you, and the Audit Trail records that one person did both. An order sent by somebody who approves exceptions needs no second person. Changing an order while it waits makes it a draft again.
Sending goods back
- Press Send goods back.
- Choose the supplier, the store and the reason: damaged, wrong goods delivered, expired or short-dated, more than was ordered, recalled by the supplier, or another reason.
- Choose the delivery it came in on, if you know it.
- Add each product with how many. Enter what the supplier charged for one, or leave it empty to use what their last delivery of it cost. For a product tracked by batch you may choose the batch. A product with serial numbers needs the number of each unit.
- Press Send back and take out of stock.
The goods leave the store's usual place for stock at once, at what the supplier is to credit. Sending goods back is on every edition: without purchase orders it is done from Retail › Receiving, where a goods receipt also has Send goods back.
When the supplier's credit note arrives, open the return. Draft the supplier's credit note takes the credit note's number, and the date on it if you like, and makes a draft debit note under Purchases › Debit Notes from what went back. It posts nothing until somebody who may approve purchases approves it there. A return has one debit note at most: once it is drafted, the return says so, with Open the debit note for somebody who may open it. If your company enters its credit notes in Accounting itself, enter it there instead and note its number here under Note the supplier's credit note, so the two can be matched.
What to order next
What to order lists each product whose stock on hand, together with what is already on a sent order, is at or under its reorder level. Each row shows what is on hand, what is on order, the reorder level, the amount suggested, the supplier and why. The reorder level and the reorder quantity are set on the product.
On the Enterprise edition the amounts follow how fast each product has been selling over the last four weeks: enough for the days a delivery takes and a week on the shelf. On the Organizational edition a product is suggested at its reorder quantity, or up to its reorder level when it has none. Either way the amount is rounded up to whole packs where the supplier packs it.
- Tick the products to order. A product with no supplier cannot be ticked: choose a supplier on the product first.
- With several stores, choose the store the orders are for.
- Press Draft orders. One draft is made for each supplier and listed above the table. Nothing is sent.
A draft is not yet on order, so a product stays on the list until its order is sent.
How suppliers deliver
Suppliers shows, for the dates you choose, each supplier's orders sent, how many came in full, how many came on time, how much of what was ordered arrived and the average days to the first delivery. Somebody who may see costs also sees the value sent back. Left empty, the dates are the last 90 days.
What reaches the books
| What you do | What is posted |
|---|---|
| Write, send, approve, close or cancel an order | Nothing. |
| Receive a delivery against an order | As for any goods received: debit Retail inventory, credit Goods received not invoiced. |
| Send goods back | Debit Goods received not invoiced, credit Retail inventory, at what the supplier is to credit. |
| Draft the supplier's credit note | Nothing until the debit note is approved under Purchases › Debit Notes. Approved, it takes what the supplier is to credit off what you owe them. |
| Note the supplier's credit note | Nothing. The credit note itself is entered in Accounting. |