Placing a Purchase Order

Placing purchase orders in Supply’d is a simple and efficient way to manage supplier relationships and restock inventory. From selecting suppliers to confirming and receiving deliveries, Supply’d offers flexible tools to streamline your procurement process and keep everything organised.

Purchase orders can be created through the app or using a Supply’d handheld scanner. See the Ordering Stock (Scanner) document for information on ordering stock with a scanner.

This document will guide you through placing Purchase Orders through the app, including:

• Adding Items to the Cart

• Creating a Purchase Order from a Supplier

• Creating a Purchase Order from the Orders Page

• Reviewing the Cart & Checking Out

• Order Approvals

Adding Items to the Cart

With Supply'd you can add items to your cart from anywhere in the app. Whether searching the marketplace, browsing suppliers or viewing favourites you can place your order.

Simply click the "+" button next to any product to add it to your cart. You can also click the "-" reduce the number of that particular item in your cart.

You can add items from as many suppliers as you'd like to the cart. Supply'd streamlines the checkout process for all your suppliers to allow you to checkout for all of them at once.

When you have products in your cart a button will appear at the bottom of the page that says Checkout and the amount in your cart.

You can click this button at any time to review the order and/or adjust items in your cart.

Additional Options

Clicking on the 3 dots on the right beside the supplier's name will bring up a menu.

The options are:

Place Order

An alternative to the button at the bottom of the screen.

Postpone

Allows you to postpone the order sending until a later date. After selecting this, a calendar will show for you to select the date.

Remove

Will remove all items from the cart. You will be asked to confirm.

Creating a Purchase Order from a Supplier

In addition to adding items to your cart from anywhere in the app, you can create a Purchase Order from a specific supplier.

Select Suppliers from the main menu, go to the Orders tab and select the supplier. Click Add + in the top right.

The Edit Purchase Order form will open.

Supplier

Automatically entered when you selected the supplier.

Location

Select the location for the order from the drop-down menu.

Order Number

Unique number pre-populated by Supply'd.

Product

Clicking or typing in the field will display a list of the supplier’s products for you to select from.

Qty

Enter the number of this product you would like to order.

Subtotal Inc Tax

The total price for that particular item including tax (eg. GST).

Shipping

Select a shipping rule from the matching rules in the list, or write a custom shipping name to manually set a price.

Tax%

The applicable tax percentage for that shipping method (eg. 10% GST)

Subtotal Inc Tax

The subtotal for shipping.

Notes

Add any desired notes to the order.

The totals for the order are shown on the bottom right.

Item Options

Clicking on the three dots next to an item in the order will open a menu.

Edit Price

Opens the Edit Price form, allowing you to adjust the item's price or apply any available supplier discounts prior to placing the order.

Remove Item

Will remove the item from the order.

Order Options

Prior to placing the order, clicking on the 3 dots in the top right will open a menu:

Place Order

An alternative to the button at the bottom of the screen.

Show Prices Ex Tax

Will show the prices in the order without any taxes.

Remove

Will remove all items from the cart. You will be asked to confirm.

Creating a Purchase Order from the Orders Page

Similarly to creating a purchase order from a supplier, you can create a purchase order from the Purchases tab on the Orders page.

Select Orders from the main menu and go to the Purchases tab. Click Add +.

The Add Purchase Order form will open. Complete as in Creating a Purchase Order from a Supplier above.

Reviewing the Cart & Checking Out

Checking out on Supply'd is really quick and easy.

If you have multiple locations the first thing you will see is a drop down to select which location you are ordering from. In your Users settings (see User Restrictions), you can also define a default location for each user which will be pre-selected when that user reviews an order.

When viewing the cart you can see all your orders for all of your suppliers. You can review the order for each supplier and adjust the quantities as required. If the option is available (ie. for Supply’d suppliers -this isn’t available for custom suppliers you’ve added to your account), be sure to review the payment and shipping methods for each supplier. If there are multiple options available you can use the drop down to select alternative methods for each supplier.

If there are any errors for any suppliers such as not meeting order minimums you should address these before attempting to finalise the order.

Once you are happy with your order simply click to finalise the order. If the order was successful all the suppliers will be notified of your order and can begin fulfilling.

You can find out more about how to manage your orders in the Purchase Orders document.

Order Approvals

Some businesses may require certain staff orders to be approved. You can find out more about setting up user order approval in the Users document.

After a user requiring order approval sends through an order the approvers will be sent an email to review the order. If the approver is happy with the order they can simply click Approve in the email and follow the steps on the website, or view the orders in question in the Orders section of the website.

If there is an issue with the order they can opt to modify the order. By modifying the order, the order will be added to their cart then they can add or remove items as per the instructions above. It is important to note, if you have items in your cart already when you choose to modify the order, the existing items in your cart will be removed. It is best to finalise any outstanding orders before modifying an approver order.

Order Statuses

Order statuses will appear on the Purchases list in various colours for easy identification.

Below are some examples of statuses:

• Order Placed: You have placed the order with the supplier

• Completed: Order has been fully received.

• Cancelled: You have cancelled the order with the supplier or the supplier has cancelled the order.

• Receiving: The Receiving process has been started but not Completed or Finalised.

• Partially Received: Order has been partially received.

• Queued: Queued for sending, will generally take 1-2 minutes to send.

• Modifying: You are Modifying, or editing, the order.

• Draft: An order you have been putting together but have not yet placed.