This guide explains the Rackbeat purchase order process and the creation and management of purchase orders from various sources, such as the Purchases tab, widget, sales orders, product listings, and reorder reports.
CONTENTS
- Creating a purchase order via the "Purchases" tab
- Creating a purchase order using the widget
- Purchase order functions
- Creating a purchase order from a sales order
- Creating a purchase order from a product listing
- Creating a purchase order from the reorder report
Rackbeat's purchasing process is based on the purchase order - receipt - invoice chain. Rackbeat offers several ways to create purchase orders. A new purchase order can be created from the purchase order listing, sales order, product listing, or the homepage reorder widget. The method you choose depends on your workflow.
Once a new purchase order is created in the system, it first appears in the purchase order listing. When the purchase order is sent, it moves to Netvisor. The purchase order becomes an undelivered purchase order. When a receipt is made on the Rackbeat side, the purchase order is marked as delivered.
Once the order is sent, the goods appear as incoming, and the lines appear on the Receipt tab awaiting receipt.
Creating a purchase order via the "Purchases" tab
- Select "Purchases" from the top menu.
- Click "Purchases" from the menu.
- Click "Create new" in the upper right corner.
- Select the desired vendor from the dropdown menu or create a new vendor by clicking "Create" at the bottom of the dropdown menu and then "Create and edit".
- Click "Create new" to add one or more product lines for the invoice.
- Select the product, enter the quantity and other necessary information, and click "Save" or "Save and new" if you want to add more lines.
- Once one or more product lines are created, you can specify the necessary information, references, and payment terms for the order.
- Click "Send to vendor" to finalize the purchase order.
- You can choose whether to send the purchase order to the vendor via email by selecting the box in the next window.
- Click "Send" to finalize the purchase order.
Creating a purchase order using the widget
If there are many products to order, it is recommended to use the homepage reorder widget:
By selecting "Reorder all", you can mass select the vendors from whom you want to order products:
- Buy extra = If you want to order a certain percentage more products in addition to the missing quantity, set the desired additional tax rate here
- Stock = If the company has multiple stocks, select where the goods should be delivered. The delivery address for the purchase order is retrieved from the stock information.
- Quantity = How many units of the product you want to order. The system suggests the missing quantity from the stock by default.
- Vendor = The vendor from whom the line is to be purchased
- Note! If a default vendor is set for the product, the system directs the creation of a new purchase order to this vendor.
- Notebook icon = If you want to split the line into multiple lines, press this icon
- Cross = Removes the product line from the selection
- Vendor = Who is the vendor of the order
- Note = Note about the order, visible on the printout. Used, for example, to provide additional instructions to the vendor.
- Expected delivery date = On what day the order's goods are expected to arrive
- Purchase order date = On what day the purchase order is made
- Title = Title of the purchase order, visible on the printout.
Address
- Billing = Vendor's address.
- Delivery address = Where the physical delivery of goods is desired. If the company has multiple addresses where deliveries need to be received, add the addresses in the Company settings on the Addresses tab. Additionally, Rackbeat allows direct delivery. In this case, select the customer as the delivery address, so the customer's address appears on the printout.
References
- Our reference = Own reference. The desired employee can be selected from the Rackbeat employee listing for this field.
- Your reference = Customer's reference
- Additional information = Short additional information about the order
- Currency and exchange rate = What is the currency of the order and what rate is used
- Payment terms = What are the payment terms of the order
- Terms of delivery = What are the delivery terms of the order
- VAT handling = Is the VAT handling of the order different from the vendor's default method
- Layout = What layout model is used for the printout
- Project = Possible project identifier
- Attached pdf = Possible pdf attachment to the order. The pdf attachment is added to the end of the purchase order in the same file as the actual order.
Order lines
A purchase order can include a product line, comment line, or multiple lines using a package product.
A product can be searched for either from the entire registry using the Product field or from the vendor's products using the Vendor code field. The Vendor code field lists those products that have been marked on the vendor card as being purchased from that vendor.
Quantity, unit, and price are determined based on the product settings and possible vendor price list. If unit conversions are in use, the unit shows the default purchase unit.
The unit price comes from the product card's recommended purchase price field, but this can be manually changed on the purchase order.
- Stock = Here you can select which stock the product is expected in and specify the shelf location where it should be stored. When adding a line, the product's stock status is shown at the bottom of the window. The stock status is displayed according to the selected unit. In other words, if ordering in the purchase unit, the stock status is shown in the purchase unit. If the unit is changed, the stock status also updates.
- Discount = Possible discount percentage
- Delivery date = If an expected delivery date per line is desired, it can be specified here. This is used when ordering many different products with varying delivery times.
- Save = Saves the line and returns to the purchase order.
- Save and new = Saves the line and allows the user to directly add the next line.
After adding the first line, the line addition buttons change position:
Additionally, a Load button appears in the view, allowing the order lines to be downloaded to Excel. The file will have three columns: Product code, product name, and quantity.
Product line functions
- Pencil and notebook = Opens the line for editing
- Cross = Removes the line from the order
- Price tag = This function allows the product's sales price to be updated. The function enables updating the sales price for all available currencies at once:
From the bottom of the lines, you can view the purchase order preview, download the file to your computer, and send it to the vendor.
If the purchase order is made outside Rackbeat or sent from the user's own email to the vendor, the order must still be processed in Rackbeat by pressing the Send to vendor button.
If the purchase order has already been delivered to the vendor, it is not sent from Rackbeat.
If you want to send the purchase order from Rackbeat, select the box "Send purchase order to vendor via email?" to activate it.
- Recipients field is completed with the addresses to which the order is sent.
- CC and BCC fields can be used to add copies and blind copies.
- The left side of the screen lists the contacts added behind the vendor.
- Message subject and message field can still be changed or supplemented here if the default text is not suitable for the situation for some reason.
After sending, the order status updates to Sent.
Sent is highlighted in green if it is sent from Rackbeat and yellow if it is only marked as sent.
Purchase order functions
Vendor accepted: If the vendor accepts the purchase order, this is visible in the purchase order list in the accepted field, and the status becomes accepted.
Vendor rejected: If this is selected, the purchase order is rejected, and the status becomes rejected. This also clears the information in the incoming field for the products in the purchase order, meaning those products are no longer incoming.
Accepted: This is visible in the purchase order view in the accepted field and shows who within the company accepted the purchase order.
Reopened: If the purchase order is marked ready for receipt, this can be undone, and the purchase order returns to the point where it is sent again to the vendor and a receipt is created again.
Receive the rest: If the purchase order contains multiple products and is partially received, this option allows receiving the rest of the products.
Create receipt: This creates a receipt, transferring the products to the stock.
Cancel remaining purchase order: The option becomes visible if a partial receipt has been made on the purchase order and not all products have been received in the stock yet. This allows canceling the remaining unreceived products if they are not intended to be received in the stock. The status of the purchase order becomes canceled, but the received products are still transferred to the stock.
Creating a purchase order from a sales order
If a new purchase order is started from a sales order, you can also consider direct delivery (dropshipping) and the use of line descriptions:
- Buy larger batch = If you want to buy more goods than sold on the order, specify the increase percentage here to calculate the order quantity.
- Dropshipping = if selected active, the delivery address for created purchase orders is set to the delivery address of the sales orders. If the order does not have a delivery address, it will not be added to the purchase order even if the dropshipping option was selected.
- Use sales order line descriptions = if selected, the line description of the sales order lines is copied as the line description of the corresponding purchase order line
- Include batch products = If a main product with a product structure is sold on the sales order, this option allows purchasing the sub-products according to the product structure
- Transfer text lines = Whether to transfer comment lines from the sales order to the purchase order
- Product lines = Same as in other purchase functions see below
Creating a purchase order from a product listing
From the product listing, multiple products can be selected, and using the "Buy products" function in the Bulk actions menu, purchase orders can be created in bulk.
The function is similar to operating from the homepage widget.
Unlike the reorder widget, when starting from this function, the user cannot split lines with the notebook icon.
Creating a purchase order from the reorder report
If there are many products to order, it is recommended to use the homepage reorder widget.
By selecting "Reorder all", you can mass select the vendors from whom you want to order products.
- Buy extra = If you want to order a certain percentage more products in addition to the missing quantity, set the desired additional tax rate here
- Stock = If the company has multiple stocks, select where the goods should be delivered. The delivery address for the purchase order is retrieved from the stock information.
- Quantity = How many units of the product you want to order. The system suggests the missing quantity from the stock by default.
- Vendor = The vendor from whom the line is to be purchased
- Note! If a default vendor is set for the product, the system directs the creation of a new purchase order to this vendor.
- Notebook icon = If you want to split the line into multiple lines, press this icon
- Cross = Removes the product line from the selection
Keywords: Rackbeat purchase order
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