Do you buy goods, supplies or services as part of your business?
Do you need to edit purchase orders, track deliveries and stock levels?
Do you want to manage all your expenses, actual and forecasted, to get a better overview of your cash flow?
The "Purchasing" application lets you place orders, manage stock levels, track expenses and pay suppliers.
The"Purchasing" application, adds a new tab to your application named "Purchasing".
This new tab contains the following menus:
- Supplier contacts: access your supplier directory
- Supplier catalog: find all products purchased from your suppliers, along with purchasing conditions and prices.
- Purchasing: enter your daily expenses and view a list of upcoming ones
- Disbursements: to consult the list of expenses paid to your suppliers
- Outstanding purchases: to view your company's unpaid expenses to your suppliers, with an indication of the delay in payment.
- Purchase orders : to place orders with your suppliers
- Order tracking: keep track of deliveries of items ordered
- Stock: manage your inventory
- Latest stock movements: to view the latest stock entries and withdrawals.
1. Entering a purchase and an outgoing payment
To enter an expense, go to the"Purchases" menu in the"Purchases" tab. Click on the"Add a new purchase" button and complete the form. If your purchase has been fully or partially paid for, record the value of the payment in the"disbursement" field.
The list of payments made can then be consulted in the "disbursement" menu.
If this is a regular company expense, such as an internet or telephone subscription, you can plan your future expenses using the"recurrence" field. To do this, when creating your purchase, check"yes" in the"recurrence" field and program the period and interval at which your purchase will be repeated. Future purchases are then automatically added to your application. They will be displayed in current purchases, on the due date set for the expense. At this point, you can record the disbursement. These future purchases are included in your activity forecast, and are visible on your input/output balance sheet.
2. Printing purchase orders and tracking deliveries
The"Purchase orders" menu, located in the"Purchasing" tab, enables you to create, print and send orders to your suppliers, then transform them into expenses.
Quickly edit your purchase order using data already entered in your application:
- your company details
- your suppliers' contact details
- your catalog products
When you create your purchase order, the date and reference number are automatically generated by the application.
The billing and delivery addresses are yours by default, and are based on the elements entered in your company details, but can be modified.
If you invoice a distributor and deliver directly to its customer, you can customize the delivery address to the customer's address.
To create your purchase order :
- Select your supplier from your contact list
- Enter the designation (name of your products or services), the unit price, the amount of VAT applied and the quantities.
If you regularly place the same orders with your suppliers, you can duplicate your purchase orders: the order date and number will be automatically updated, and you will be able to modify products or quantities if necessary.
To track your deliveries, go to the"order tracking" menu. All orders whose status is "sent to supplier" are listed here. This module allows you to indicate, for each item, whether delivery has been received, as well as the volumes entering stock.
3. Stock management
To view the list of products in stock, go to the"Stocks" menu in the "Purchasing" tab. From here, you can add or remove stock for each of your items.
In the shortcut block at the top left, a"stock valuation" link provides a view of the value of your current stock.
To observe your stock movements, go to the " latest stock movements" menu in the"Purchasing" tab.
You can also view the movements of each product in your catalog, corresponding to stock entries and withdrawals. A block lists all these movements.
