Standing Purchase Orders

If you are a supplier and a buyer you will see 5 tabs on the orders page.

Sales

Sales Orders your customers have placed with you. You can read more about managing these in the Managing Sales Orders document.

Purchases

Purchase Orders you have placed with suppliers in Supply'd. You can read more about these in our Managing Purchase Orders and Placing a Purchase Order documents.

Quotes

Quotes that have been generated for new business. You can read more about creating and managing Quotes in the Quotes document.

Standing

Standing Orders which are repeating orders for consistent order schedules.

Postponed

Postponed Orders for completion at a later date.

This document will guide you through managing Standing for purchase orders, which are Standing Orders (regular repeat orders) that you have placed with suppliers, including:

• Standing Purchase Orders

• Managing Standing Orders

Creating Standing Purchase Orders

1

Go to the Orders Page

Select Orders from the main menu, then click on the Standing tab on the Orders page.

The Standing tab contains a list of all the standing orders your customers have placed with you (you'll see beside these orders) or that you have placed with your suppliers ().

2

Click Add +

To create a new Standing Order, click on the Add + button on the top right-hand corner.

3

Select the Standing Order Type

Select Purchase Order.

(For Standing Sales Orders see the Standing Sales Orders document.)

The Add Standing Purchase Order form will open.

4

Complete the Standing Purchase Order Form

Complete the Add Standing Purchase Order form by selecting:

1. The Supplier the order is from.

2. The required Frequency* [required field]. (Frequency ranges from weekly to Yearly.)

3. The Next Order Date* [required field].

Once these fields are completed, the fields for adding the products will show.

At this stage the Supplier field cannot be changed. If you wish to change the supplier then you will need to create a new order.

To have orders for different days in the same week you would create multiple orders with "Weekly" Frequency* and set the Next Order Date* to the appropriate day of the week.

5

Add the Order Products

Select the products and add the desired quantities.

An Inventory pop-up will tell you how many units you have of that item available and On Hand.

6

Perform Additional Options

Perform any Additional Options for Order Items or Additional Options for the Order as explained below.

7

Save the Order

If you would like to continue editing the order at a later stage, simply close the form by clicking the X at the top right and it will be saved as .

Once the order is complete, click .

will change to on both the list and the order.

Purchase Orders will show under Purchases tab on the scheduled date, with a status of either Draft or Order Placed, depending on the Standing Orders settings in Order Settings.

• Draft: If you wish to review each order before placing.

• Order Placed: Have the order automatically approved ready to go.

Additional Options for Order Items

Once products and amounts are selected, prior to saving the order, clicking the 3 dots beside an item will give you the following options:

Edit Price

• Default Price: The default price of the product set in Supply'd.

• Discount %: Optionally set a discount percentage. This will apply from the Customer Price if it is different to the Supply'd Price.

• Discount $: Optionally set a discount dollar amount. This will apply from the Customer Price if it is different to the Supply'd Price.

• Item Price ex Tax: Price of the item before GST is applied. You also can set a new price for the item here. The Item Price Inc Tax will automatically adjust.

• Item Price Inc Tax: Price of the item after GST is applied. You can also set a new price for the item here. The Item Price Ex Tax will automatically adjust.

• Tax %: The tax percentage that applies to this item.

• Tax Amount: The tax amount for that item. (Automatically calculated.)

Click to apply the new item price. Repeat with any remaining items that you wish to edit.

Remove Item

Will remove the item from the order. You will be asked to confirm.

Once all items have been added and any desired modifications made, select the Shipping rate to complete the form.

Additional Options for the Order

Prior to saving the order, clicking the 3 dots at the top right corner of the order will bring up an additional menu:

Save Order

Will save the order. An alternative to the button.

Show Prices Inc Tax

Will show prices including taxes such as GST. Will change to Show Prices Ex Tax when clicked.

Remove

Will remove the order. You will be asked to confirm.

Managing Standing Orders

The Standing tab contains a list of all the Standing Orders you have created.

To manage a Standing Order, select Orders from the main menu, click on the Standing tab on the Orders page and click on the order you would like to manage.

Clicking the three dots on the top right-hand corner of the order gives you the following options:

Modify Future Orders

Opens the order for editing. Follow the steps for Standing Purchase Orders above to edit.

Remove

Remove the order. You will be asked to confirm.

Standing Order Statuses

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

Order Activity

At the bottom of the page there is an Order Activity section. This lists any activity there has been on the order, such as, when the order was placed, paid, picked etc.

You also have the option to add an internal note. Simply click on the button. Click to add the note to the Order Activity.

Filtering & Searching Standing Orders

With the Standing tab selected on the Orders page, the three lines next to the three dots in the top right corner allow you to filter the Standing list, while the magnifying glass lets you search for specific orders.

Clicking on the magnifying glass, you can search the sales list by customer name, order number, products etc.

Clicking the three lines opens the Filter Standing form, where you can access all available filtering options.

Order Status

Select the status(es) you would like to filter for from the drop-down menu.

Buy/Sell Status

Choose whether to filter by products you purchase or products you sell.

Next Order Date Range

Select next order date range you would like to filter for. Clicking on the field will open a calendar for you to select the date range.