Ordering Stock (Scanner)
Using a scanner to order stock in Supply'd increases accuracy & speeds up the process. It ensures the correct items are selected & reduces errors, making order creation more efficient & reliable.
Creating a purchase order in Supply'd can be done manually or using one of Supply's handheld scanners.
Using a handheld scanner to place orders in Supply’d makes the ordering process faster, easier, and more accurate. Instead of manually searching for products, users can simply scan barcodes to add items directly to your order(s). With Supply’d, you can easily order from multiple suppliers in one go by simply scanning items or selecting them manually and adding them to your order. No need to create separate orders for each supplier. Supply’d takes care of sorting and sending orders to the correct suppliers.
👉 For guidelines on placing an order through the app, see the Placing a Purchase Order document.
👉 For instructions on using 
Supply'd Intelligence for purchase orders, see the Smart Purchase Orders document.
This document will walk you through the process of placing orders using a handheld Supply’d scanner, including:
Creating & Placing an Order
Scan or Search for the Order Items
You can either scan the barcode on the item or you can search for the item manually. Scanning is the quickest and easiest method.
Scanning
To scan the item, point the scanner at the barcode on the item and press the scan button. The item information will display, including stock levels, supplier details, product info, and pricing.
Manual Search
Searching manually is useful if the item doesn't scan, doesn't have a barcode or the barcode is damaged. To search manually, in the Search Products field, start to type the name of the item and a list of matching products will show for you to select from.
Once the item is scanned or selected, a screen will show detailing the item and the pricing. Click the "+" to add the number of items you would like to order, from one or more of the suppliers listed.
If the number is large, you can click the "0" and type the number in.
In our example, when we searched for "Unicorn" and all 3 products show we can add the order amounts for all 3.
Make sure to note whether you purchase this item in units or cartons to avoid over-ordering. In our example, we buy unicorns as single units. However, if they were set up in cartons of 10, ordering 20 cartons would result in receiving 200 unicorns!
Repeat Step 2
Repeat step 2 for any other products you wish to order.
With Supply'd, you can order from multiple suppliers all in once. No need to create separate orders for each supplier. Supply’d takes care of sorting and sending orders to the correct suppliers.
The current total cost of the order is displayed at the bottom of the screen.
Review the Order
After adding all the items you wish to order, click the 
button to proceed. You will then be prompted to review your order.
Here, you’ll see all the items you’ve added to your cart. They will be organised by supplier, with details such as shipping method, preferred delivery date, an optional notes field, and the send timing for each supplier. The total cost of your order will be displayed at the bottom of the screen, along with the option to place the order.
The screenshots below have been split into sections for visibility. On the scanner, this information appears as one continuous order, starting at Review Order and finishing with 
.
If your order doesn't meet the supplier's minimum, a notification will appear on screen, and you won't be able to place the order until the minimum is met. Order minimums are set when adding a supplier.
👉 See Adding Suppliers & Supplier Groups.
Additional Options Before Placing the Order
Should you wish to postpone or remove an order, 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
This option lets you remove items from the cart until a later date. After selecting it, a calendar will appear so you can choose when the items should return to the cart.
Remove
Will remove all items from the cart. You will be asked to confirm.
Place the Order
Once you are satisfied that your order is correct, scroll to the bottom of the screen and click the 
button (or use the option in the 3-dot menu).
You will be asked to confirm. Click 
to proceed.
Order Approvals
Some businesses may require certain orders placed by staff to be approved.
👉 You can find out more about setting up user order approval in the Users document.
If this is the case, the Place Order button will instead say Send for Approval. 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.
An Order Confirmation will appear showing the Order Number(s), where the order(s) will Ship To, the Sub Total, GST and the Total. Every supplier receives a unique order number and total.
You will see that the order says 
and 
. This simply means that this is a custom order and is queued for sending. Once the order has been sent, 
will change to 
.
Viewing Orders on a Scanner
To view the order, click the 3 lines on the top left to take you to the Supply'd main menu.
Select Orders, then the Purchases tab.
Clicking on the order will bring up all the details. You also have the option to add on internal note.
👉 For further details on managing your orders, see the Managing Purchase Orders document.
Order Activity
At the bottom of the form there is an Order Activity section. This lists any activity there has been on the order, such as, when the order was placed, paid, received etc.
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