Creating Purchase Orders

Manually creating a new purchase order can be done in several ways:

• Hover over the menu item 'Purchase Orders' and click on the '+' sign
• Click on the menu item 'purchase orders' and then click on the '+' sign to the right below (centered at the bottom of the screen on smartphone)

Important Fields

When manually creating a purchase order, there are some mandatory fields and fields that require your attention:

Mandatory

• Supplier
• Order items (which products and how many)

Pay Attention to

• Status of the purchase order (when creating it you can choose from 'draft', 'ordered', 'in transit' or 'delivered')
• Expected delivery date
• Warehouse

Supplier

When the supplier already exists in Stoqflow, the suggest field will give you options to select from, allowing you to choose the correct supplier. If needed, you can also create a new supplier without leaving the purchase order screen. To do this, click on the '+' sign.

Order Items

You can easily enter products that have already been created in the purchase order. Making a purchase order but realizing one of the products is actually a new product? No worries, you don't need to leave the purchase order screen to create it. Click on 'new product' and then you can create a new product following the known procedure. If you save the product, the screen will close automatically and you'll be taken back to the purchase order.

Delivery

Once the order items have been entered, you can fill in additional information about the delivery. The more information you enter, the more precise everything will be tracked. You can specify the expected delivery date, indicate a warehouse and add tracking numbers. Are there any special comments regarding the delivery? Then you can use the delivery notes.

Special Properties and Attachments

Finally, it is possible to mention some special properties and add attachments. For example, you might think of attaching the supplier's invoice or a photo of the delivered order.

Have you entered all the necessary information? Then give the status and save the purchase order. Each status has a clear meaning. Choose the status that best fits the current situation. Is the purchase order already on its way? Then choose 'in transit'. We recommend following this flow as closely as possible to optimize deliveries.

?> Tip To make it easier for yourself later, fill in the supplier reference number. This is e.g. the number of the invoice from the supplier or a self-chosen (PO) number that you can assign to the supplier. When the purchase order arrives, you can find the correct one again in the app using this reference.