Rackbeat Purchase Order Creation : Netvisor

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
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. 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 supplier from the dropdown menu or create a new supplier 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 supplier" to finalize the purchase order.
You can choose whether to send the purchase order to the supplier 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 suppliers 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 percentage here
Warehouse = If the company has multiple warehouses, select where the goods should be delivered. The delivery address for the purchase order is retrieved from the warehouse information.
Quantity = How many units of the product you want to order. The system suggests the missing quantity from the warehouse by default.
Supplier = The supplier from whom the line is to be purchased
Note! If a default supplier is set for the product, the system directs the creation of a new purchase order to this supplier.
Notebook icon = If you want to split the line into multiple lines, press this icon
Cross = Removes the product line from the selection
Supplier = Who is the supplier of the order
Note = Note about the order, visible on the printout. Used, for example, to provide additional instructions to the supplier.
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 = Supplier'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
Delivery terms = What are the delivery terms of the order
VAT handling = Is the VAT handling of the order different from the supplier'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 supplier's products using the Supplier code field. The Supplier code field lists those products that have been marked on the supplier card as being purchased from that supplier.

Quantity, unit, and price are determined based on the product settings and possible supplier 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.

Warehouse = Here you can select which warehouse 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 supplier.

If the purchase order is made outside Rackbeat or sent from the user's own email to the supplier, the order must still be processed in Rackbeat by pressing the Send to supplier button.

If the purchase order has already been delivered to the supplier, it is not sent from Rackbeat.

If you want to send the purchase order from Rackbeat, select the box "Send purchase order to supplier 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 supplier.
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.

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
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 suppliers 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 percentage here
Warehouse = If the company has multiple warehouses, select where the goods should be delivered. The delivery address for the purchase order is retrieved from the warehouse information.
Quantity = How many units of the product you want to order. The system suggests the missing quantity from the warehouse by default.
Supplier = The supplier from whom the line is to be purchased
Note! If a default supplier is set for the product, the system directs the creation of a new purchase order to this supplier.
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

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.

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