Reorder from what is short
Give 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.
PLANSFrom Growth
Built; not yet tried end to end at a customer.
The problem it solves
- The fast-moving items run out first, and you learn it from a customer at the counter.
- Reordering depends on one person walking the racks and remembering.
- Each godown orders on its own, so one is short while another is full.
- A purchase order to a supplier misses half of what was running low from that supplier.
How it works
- Set a reorder rule for an item in a shop or godown: the minimum to keep and the maximum to fill up to.
- Open Trade > Purchase > Buying > Reorder. It lists each item and place under its minimum, with what is forecast and the quantity to order.
- Order from the list: it makes a request for quotation to the item's usual supplier, delivered to that shop or godown.
- Or start a purchase order to one supplier and press Add from Shortage. The supplier's items below their minimum come up, ticked, with the quantity up to the maximum and why.
- The owner sees the count of items below their minimum on Today in the SmartMy Trade app.
Everything it does
Reorder rules
- One rule per item and shop or godown: minimum and maximum quantity
- The forecast counts stock on hand, goods on order and goods promised to customers
- Rules can order on their own or wait for you to order from the list
- The quantity to order fills up to the maximum
The Reorder list
- Trade > Purchase > Buying > Reorder: every item and place under its minimum
- Shows the place, the item, the forecast, the minimum, the maximum and the quantity to order
- Ordering makes a request for quotation to the item's usual supplier
- The request then goes through the normal purchase steps: compare quotes, confirm, receive
Add from Shortage on a purchase order
- On a request for quotation or purchase order, once the supplier is chosen
- Lists the items this supplier sells that are under their minimum, in any of your places
- Each line says why: the godown, the forecast and the minimum
- Lines come ticked; change the quantity or untick before Add Ticked Items
On the phone
- Today, the owner's screen in the SmartMy Trade app, shows how many items are below their minimum
- It counts the rules that order on their own
Who uses it
Purchase OfficerWorks through the Reorder list and adds short items to purchase orders.
StorekeeperKeeps the minimum and maximum of the items in their godown right.
OwnerSees on the phone how many items are running short.
Where you use it
- Web: Trade > Purchase > Buying > Reorder, and Add from Shortage on requests for quotation and purchase orders
- The SmartMy Trade app: the low-stock count on Today (built and in testing, not in the app stores yet)
- Not built: suggestions worked out from average sales; you set the minimum and maximum yourself
What you control
Settings
- Minimum and maximum per item and shop or godown: none until you set them
- Whether a rule orders by itself or waits for you
Approvals
- A purchase order made from the list is held for approval when it is over your Purchase Order Limit (Trade hold chain)
Questions
Does SmartMy Trade work out the minimum from our sales?
No. You set the minimum and maximum for each item and place. Suggestions from average sales are not built.Can each godown have its own levels?
Yes. A rule is per item and per shop or godown, so a busy shop can keep more than a back godown.Which supplier does the order go to?
The item's usual supplier. With Add from Shortage you start from the supplier and pull in only that supplier's items.Is the order sent without anyone checking?
The list makes a request for quotation, which a purchase officer confirms. Orders over your Purchase Order Limit also wait for approval.Related features
ORDERS, PURCHASE AND CREDITPurchase orders, goods receipts and supplier billsOrder 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.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.BILLING AND STOCKStock on hand, goods in and out, and stock countsStock moves by itself when you bill, return, receive or dispatch, so the stock on hand is the real figure. Storekeepers receive and dispatch goods by scanning on the phone, and a count started on the floor is applied by a manager.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.BILLING AND STOCKThe owner's daily summaryEvery evening the owner and the Trade Managers get one short message for each Entity. It has today's sales by shop, returns, money collected, purchases and what parties owe you. During the day, the Today screen in the app shows the same figures live.
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.