Purchase orders, goods receipts and supplier bills
Order from a supplier, count what arrives against the order with the supplier's bill number and any damage, and book the supplier's bill. A purchase order over your limit waits for a manager's approval first.
PLANSFrom Growth
Built; not yet tried end to end at a customer.
The problem it solves
- Goods arrive and nobody can say which order they were for, or whether all of it came.
- Short and damaged cartons are noticed after the supplier has been paid in full.
- A large order goes to a supplier on a phone call, with nobody's approval.
How it works
- Start from an approved indent, from Reorder, or press New under Trade > Purchase > Buying > Requests for Quotation. Add items with quick add, the supplier's usual items, Repeat Last Order, Paste a List or Add from Shortage.
- Send the request to the supplier, compare quotes from other suppliers, and press Confirm Order on the one you choose.
- If the order's total is over the Purchase Order Limit, it is held instead. A Trade Manager, or your Trade hold approval chain, approves it and the order confirms by itself.
- When the goods reach the shop or godown, open the receipt under Goods Receipts. Enter the quantity received, the supplier's bill number and date, and per item the damaged quantity and a remark.
- Validate. What is short stays on a backorder for the next delivery, and the stock goes into that shop or godown.
- Book the supplier's bill under Supplier Bills from the purchase order, and pay it from Payments Due when it falls due.
Everything it does
Requests and purchase orders
- Made by hand, from an approved indent (one per supplier), or from the Reorder list
- Alternatives on a request let you set several suppliers' quotes side by side and keep the best
- Add from Shortage: this supplier's items below their reorder minimum, with the quantity up to the maximum, ticked to add
Big orders held for approval
- Purchase Order Limit in Trade settings: an order whose total is over it is held (kind Purchase)
- Zero, the starting value, means no order is ever held
- Approved: the order confirms by itself in the name of the person who asked
- Rejected: the order stays as it was, with the reason on the hold
- An order approved at one total is held again if it grows past that total
Goods receipts
- Supplier's Bill Number and Supplier's Bill Date on the receipt
- Damaged quantity and a remark (short, excess, damage) on each item received
- Short goods stay on a backorder; batches and expiry are taken on the receipt for batch items
- The SmartMy Trade app's Goods In counts what arrived on the phone; short goes to a backorder
Supplier bills and payables
- Supplier Bills under Trade > Purchase, made from the purchase order
- Payments Due: posted supplier bills not fully paid, for Accounts to pay, several at once from the list
- Purchase Analysis under Trade > Reports: by supplier, item and month
Who uses it
Purchase OfficerMakes requests for quotation, compares suppliers, confirms orders and books supplier bills.
StorekeeperTakes in the goods on the web or in the app, with the supplier's bill number and any damage.
Trade ManagerApproves purchase orders over the limit, from the web or the app.
AccountsPays suppliers from Payments Due.
Where you use it
- Web: Trade > Purchase > Buying > Requests for Quotation, Purchase Orders, Goods Receipts, Supplier Bills, Payments Due
- Web: Trade > Sales > Orders > Holds for the orders waiting for approval; Trade > Reports > Sales and Purchase > Purchase Analysis
- The SmartMy Trade app: Goods In to count a receipt, and Holds to approve a big order. The app is built and in testing, not in the app stores yet
- Not in the app: the supplier's bill number and damaged quantities, which are entered on the web
What you control
Settings
- Purchase Order Limit: zero to start with (no order is held)
- Same Item Adds to Its Line: on (entering an item already on the order adds to its line)
- Reorder minimum and maximum per item and godown, used by Add from Shortage
Approvals
- Trade hold: a purchase order over the limit; the Trade Managers with no set-up, or the levels you add. Whoever asked may approve at a level they hold, unless you turn Requester May Approve off
Notifications
- Request Waits for Your Approval: to the approvers of the next level, in the app inbox and by email, with a to-do
- Hold Decided: to the person who asked, when the order is approved or rejected, in the app inbox and by email
- Phone notifications are built and not switched on yet
Questions
Can we stop large orders going out without approval?
Yes. Set the Purchase Order Limit in Trade settings. Any order over it waits for a Trade Manager, or for the levels of your Trade hold chain, and confirms itself once approved.What happens when the supplier sends less than we ordered?
Enter what arrived and validate. The rest stays on a backorder, so the next delivery is taken against the same order.Where do we note damaged goods?
On the receipt, each item has a Damaged quantity and a Remark. Raise a supplier claim to follow the credit note.Can the storekeeper take in goods on the phone?
Yes, in Goods In of the SmartMy Trade app, which is built and in testing. The supplier's bill number and damage are added on the web for now.Related features
ORDERS, PURCHASE AND CREDITPurchase indents with approval and requests for quotationA shop or godown asks for what it needs on an indent. A manager approves it, or rejects it with a reason, through your approval chain. The approved indent makes requests for quotation, one for each supplier, delivered to the place that asked.ORDERS, PURCHASE AND CREDITReorder from what is shortGive each item a minimum and a maximum per shop or godown. The Reorder list shows what has fallen below its minimum and how much to buy. A purchase order pulls in a supplier's short items in one step.ORDERS, PURCHASE AND CREDITSupplier claims followed until the credit noteEvery amount a supplier owes you back is a claim with the date you expect it. That covers scheme free goods, turnover discounts, rate differences, expiry and breakage returns. It stays open until you pick the supplier's credit note or write it off with a reason.CUSTOMERS, BROKERS AND REPORTSRevisions of quotations, orders and POs, comparedChange a sent quotation, a confirmed sales order or a purchase order and keep every earlier version. The order keeps its number with Rev 1, Rev 2. Any version can be compared with the order as it is now, line by line.ACROSS SMARTMY TRADEApproval chainsHeld sales, big purchase orders, write-offs and indents go to the right people in order before they go through. With no set-up the Trade Managers approve; you add levels, such as the owner for credit above an amount, without code.BILLING AND STOCKSeveral godowns, racks and transfers between shopsKeep stock in as many shops and godowns as you have, down to the rack and bin. Stock sent from one place to another leaves on a delivery, stays in transit at its value, and arrives on a receipt. What never arrives is written off as short on the transfer.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.