'Suggested Ordering' is used in conjunction with the Par levels feature of the stock control system. Minimum and maximum levels of stock can be set, so that once a Stocktake has been completed, an order can be created by filling stock levels to the par levels set for each stock item. This can later be changed into an invoice so that any stock ordered can be easily brought into the system once received via an Invoice.
Step 1 - Setting up Par Levels
See Par Levels (They must be set up for any items that are required on a suggested order).
Step 2 - Complete a Stocktake
A Stocktake will determine the amount of stock on hand.
Step 3 - Creating the Suggested Order
Navigate to the Suggested Ordering screen in OfficeMate
The suggested order will be by default blank. To generate the information required set the following fields.
|1. Supplier||Choose the supplier to see the suggestions only for this supplier.|
|2. Area||Choose the Stock Area the order is for .|
|3. Par Level||Set which par level the order is for.|
|4. Round Up||Set the round up rule to determine the quantity to suggest; None: will suggest to the exact quantity required to bring the total stock on hand to the maximum par level. Unit: will suggest the quantity to the nearest whole unit required to bring the total stock on hand to the maximum par level. Outer: will suggest quantity to the nearest outer container required to bring the total stock on hand to the maximum par level.|
|5. Group Results||If selected the 'Group results' box will display items grouped by their stock group.|
|6. Show All||If selected the 'show all' box will include all items that have a par level set regardless of their stock on hand values.|
The items will be displayed as below;
Step 4 - Editing the Purchase Order
If a single supplier has been selected, the 'Create Purchase Order' button on the right of the screen will be available. Select to create the purchase order. The edit purchase order screen will be displayed and can be edited as required.
To add a new item to the purchase order, select the 'New' icon.
To edit an item that is on the purchase order, select the item and then select the 'Edit' icon.
To Delete an item from the purchase order, select the item and then select the 'Delete' icon.
To Print the purchase order, select the 'Print' icon.
The purchase order will now be available from the 'Invoices' screen, ready to be converted to an invoice once the stock arrives.
Step 5 - Converting to an Invoice
A purchase order can be converted into an invoice once the order has been delivered.