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Ordering

Adding Suppliers

  1. Within 'Ordering', select ''Suppliers;
  2. Click ‘Create Supplier’ and add the relevant information, including:
    1. Code;
    2. Company (created within the ‘Finance Structure’ module);
    3. Name;
    4. Contact Details, including address;
    5. Delivery Address;
    6. Account Number;
    7. Select the relevant delivery days;
    8. Add a max. order value;
    9. Select whether or not you wish to send an email to the supplier upon completion of an order;
    10. You can also add a secondary email to be contacted upon approval of an order if required.

How can I create an order template?

If you wish to create a standard template for frequent orders:

  1. Go to ‘Templates’ within;
  2. Add a name;
  3. Enter the relevant zone relating to the standard order;
  4. Select the supplier;
  5. Click ‘Submit’;
  6. This template will now be available to select whenever you create a new order.

How do I create an order?

  1. Within ‘Orders’, select ‘Create and Order’;
  2. Choose the relevant:
    1. Zone (Outlet);
    2. Account (Supplier);
    3. Template (if required);
  3. Click ‘Submit’ and the order will then be added to your list.

How can I view any incomplete orders?

  1. Select ‘Ordering’ from the tab on the left;
  2. Select ‘Orders’ – this will show all incomplete orders currently in progress.

How can I change a Delivery Date for an order?

  1. Select the ‘Modify’ button for the relevant order;
  2. Amend the delivery date and click ‘Submit’.

How do I add items to an order?

  1. Select the ‘Items’ button, which will take you to the order’s page;
  2. If you selected a template when you created the order, the products will have populated onto this page;
  3. If you need to add items to your order individually, search for them using the ‘Sale Unit Box’ and select the correct product(s);
  4. Then select the correct tier that you are ordering in;
  5. The correct cost of the tier will then be populated (double check that the total is correct – if there are any issues with this please contact [email protected]);
  6. Enter the quantity of tiers that you want (the yellow box on the page will turn green confirming any changes to your order have been saved);
  7. Once you have added all items onto the order, click ‘Submit’;
  8. Click ‘Ok’ in the box that shows;
  9. The page will then reload and a green box will show above saying ‘The Order has been Submitted for Approval’.

How do I authorise an order to be sent?

  1. Navigate to the order as if you were going to add further items;
  2. Scroll to the bottom and select ‘Approve’;
  3. The order will automatically be emailed to the supplier.

How can I view any outstanding deliveries?

  1. Within ‘Ordering’, select ‘Deliveries’ to view your outstanding deliveries, including:
    1. Zone;
    2. Supplier;
    3. Order Date;
    4. Expected Delivery Date.

How can I set an authorisation limit?

  1. Select ‘Authorisation’;
  2. Click ‘Create Authorisation Limit’ and enter:
    1. User Group;
    2. Type (is this a limit for a particular 'Zone' or 'Supplier');
    3. Name of the Zone/Supplier;
    4. Limit.

If the value of the order is above your organisation’s authorisation limit, you will need to request approval from whoever has the relevant authorisation to do this.

Can I log a stock transfer?

You can log stock transfers for:

Zone Stock Transfers:

  1. Within ‘Zone Stock Transfers’, select ‘Create Transfer’ and enter the following information:
    1. Zone to transfer from;
    2. Sale Unit;
    3. Tier;
    4. Quantity;
    5. Zone stock has been transferred to;
    6. Relevant Sale Unit.

  2. Click ‘Submit’ to log the transfer.

    Once you have logged this transfer, the form you have just completed will remain, retaining the zones tthat you previously selected to and from which your transfer had been submitted.

    This is to allow you to log multiple transfers for the same zones without having to click the ‘Create Transfer’ button and enter the Zone information multiple times.

    This is to allow you to log multiple transfers for the same zones without having to click the ‘Create Transfer’ button and enter the Zone information multiple times.

    For auditing purposes, once you have logged your transfers, the main page will list all entries, including the sale units to and from which you transferred the product. This makes it easier for managers and staff to review transfers and ensure products are being logged against the correct sale units.

Internal Stock Transfers:

  1. Within ‘Internal Stock Transfers’, select ‘Create Transfer’ and enter the following information:
    1. Zone to transfer from;
    2. Sale Unit;
    3. Tier;
    4. Cost Price;
    5. Quantity;
    6. Company;
    7. Cost Centre;
    8. Department;
    9. Nominal.

How can I create a stock period?

  1. Select ‘Stock Period’ within ‘Ordering’;
  2. Click ‘Create Stock Period’;
  3. Enter a name for the stock period;
  4. Enter the start and end dates;
  5. Click ‘Submit’.

Updated on 16th February 2022