Standing Purchase Orders (Supply'd Lite)

Creating Standing Purchase Orders in Supply’d Lite helps automate regular ordering, saving time and ensuring you never miss essential stock.

Standing Orders in Supply’d Lite allow you to automate recurring purchases by setting up orders that generate on a regular schedule. Whether you order the same products weekly, fortnightly, or monthly, Standing Orders help streamline your workflow, reduce manual entry, and ensure you always have the stock you need when you need it.

This document will guide you through creating and managing Standing Purchase Orders, including:

The Standing Tab

Standing Purchase Orders are recurring purchase orders placed with suppliers, either created by you or set up by the supplier on your behalf through their Supply’d account. Here, you can create, view, and manage Standing Purchase Orders.

You can view your standing orders from either the Purchases Page page or the Suppliers Page page.

Purchases Page

Select Purchases from the main menu to view all your purchases. The Standing tab on this page lists all your Standing Purchase Orders.

Suppliers Page

Select Suppliers from the main menu to open the Suppliers page. Select a supplier to view their details.

The Standing tab on a supplier's page in Supply’d Lite displays any Standing Purchase Orders you have set up with that supplier.

Standing Purchase Order Statuses

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

- The order is being prepared but not yet completed.
- The order has been created.
- The order is in the process of being modified.

Standing Order View Options

Depending on the supplier's Order Settings in their Supply'd account and their account type, their standing orders may be displayed either as Individual Standing Orders or in a Weekly View. Because suppliers control their own settings, you may see a mix of views on the Standing tab of your Purchases page depending on each supplier

The view options available to you depends on the supplier's setting and also the supplier's account type:

Custom Supplier: Uses Individual View only.
Hub Supplier: Also uses Individual View.
ERP Supplier: If the supplier has enabled Weekly View in their Order Settings, it will appear in Weekly View. In this mode, you can adjust quantities and add items directly within the weekly schedule.

Individual Standing Orders

Each standing order is managed separately. This option is best suited for businesses that do not have frequent recurring orders for the same supplier.

Weekly View

In Weekly View, you can manage your standing orders with a supplier using a weekly schedule, making it easier to review and update deliveries that occur every day or almost every day. This is particularly useful when you order different products or quantities on different days of the week.

You will see only the Weekly View if:

Your supplier has opted for the Weekly View in their Order Settings,
The supplier has created the Standing Purchase Order on your behalf,
Your supplier is a Supply'd ERP user and
You are a Supply'd ERP or LITE user.

Any Standing Purchase Orders you create yourself will appear as Individual Standing Orders.

In Weekly View, all standing orders are grouped by supplier .

Clicking on a supplier opens the weekly standing order schedule, making it easy to manage all of your recurring orders with a supplier from a single weekly view.

The date field in the top right, allows you to select the week that you would like to view.

Weekly View Options

Within the Weekly View, there are 2 ways to view the standing orders - Calendar View (as above) & List View.

To change to a list view, click on the 3 dots in the top right and select Switch to List.

To return to the calendar view, click on the 3 dots in top right and select Switch To Calendar.

Creating Individual Standing Purchase Orders

Standing purchase orders can be created from either the Suppliers page or the Purchases page.

Creating a Standing Purchase Order from the Suppliers Page

Select the Supplier

Select Suppliers from the main menu and select the supplier.

Go to the Standing Tab

Click on the Standing tab on the supplier's page.

The Standing tab will list of all the standing purchase orders that you place with that supplier.

Click Add +

To create a new Standing Order, click Add + in the top right.

The Add Standing Purchase Order form will open.

Complete the Form

Complete the Add Standing Purchase Order form as follows:

Supplier

The supplier the order is from. This is entered automatically and cannot be edited. To change supplier you would need to create a new order.

Location

The location the order is for. If you have more than one location set up in Supply'd Lite, select the location for the order from the drop-down menu.

Frequency* [required field]

Select how often the order is required from the drop-down menu. Frequency options range from weekly to yearly.

Next Order Date* [required field]

The next date for the order delivery. Clicking the field opens a calendar for you to select the date.

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.

Add the Order Products

Select the products and add the desired quantities.

Click or type in the Product field to display the supplier’s product list and select a product.

Type the amount in the Qty field. The Subtotal ex tax will be automatically calculated for you.

Repeat for any other items you would like to add to the order.

Perform Additional Options for the Items

Clicking the 3 dots beside an item will give you the following options:

Edit Price

Opens the Edit Price form, allowing you to update the pricing or apply a discount.

Supply'd Price: The default price of the product set in Supply'd. Automatically entered from the product's settings.
Customer Price: The price assigned to the product by the supplier for you.
Discount: Optionally set a discount to apply to this price. Select a discount type from the drop-down menu: either % (percentage) or $ (dollar amount). This will apply from the Customer Price if it is different to the Supply'd Price.

Tax: The type of tax that applies to this item, eg. GST.
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.

Click to apply the new item price.

Repeat with any remaining items that you wish to edit the price for.

Remove Item

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

Perform any Additional Options for 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 at the bottom of the form.

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.

Select Shipping, Ship To Location & Add Notes

Once all items have been added and any desired modifications made, select the applicable Shipping rate, Tax that may apply to shipping, and add any Notes that you might want to add.

The Subtotal and Total are displayed on the lower right.

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 a .

Once the order is complete, click .

will change to on both the list and the order.

Creating a Standing Purchase Order from the Purchases Page

Go to the Standing Tab

Select Purchases from the main menu, then go to the Standing tab.

The Standing tab lists all standing purchase orders you have created with all your suppliers.

Click Add +

To create a new Standing Order, click Add + in the top right.

The Add Standing Purchase Order form will open.

Add the Supplier

In the Supplier field type or select the supplier the order is for.

Once the supplier has been added, the fields for adding products will appear.

Complete the Form

Proceed as explained from step 4 onwards in Creating a Standing Purchase Order from the Suppliers Page above.

Managing Individual Standing Purchase Orders

The Standing tab on the Purchases page contains a list of all the Standing Purchase Orders you have created.

The Standing tab on a supplier's page lists all the Standing Purchase Orders you have created for that particular supplier.

To manage a Standing Purchase Order:

Select Purchases from the main menu.
Go to the Standing tab.
Click on the order you would like to manage.

Alternatively:

Select Suppliers from the main menu.
Select the supplier the order belongs to.
Go to the Standing tab.
Click on the order you would like to manage.

The order details will open.

Clicking on Inc Tax gives you the option to view the order including tax - Inc Tax - or excluding tax - Exc Tax.

Clicking the three dots on the top right corner of the order will open a menu with the following options:

Modify Future Orders

Opens the order for editing. Follow the steps for Standing Purchase Orders (Supply'd Lite) above to edit.

This will update the standing order for all future orders, it will not update existing orders.

ou can modify or add to existing Standing Purchase Orders set up by an ERP supplier, or create a new standing order if needed. However, in most cases, it is recommended to contact the supplier directly if changes are required to existing standing orders.

Place Order Now

Allows you to send the order immediately instead of waiting until the scheduled date. You will be asked to confirm.

Remove

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

Managing Standing Purchase Orders in Weekly View

Editing Standing Orders in Weekly View

Select the Order

Select Purchases from the main menu.
Go to the Standing tab on the Purchases page.
Click on the order you would like to manage.

Alternatively, select Suppliers from the main menu, choose the supplier, go to the Standing tab, and click the Standing Purchase Order you want to manage.

Make Changes

In this view you can:

Change existing quantities by clicking the field and updating it.
Change delivery days by entering the amounts in a different day.

Greyed-out fields cannot be changed, typically because the order date has passed the cutoff for modifications.

Any field you have changed will appear shaded blue. Hover over the field to see the quantity you normally order on that day.

Add additional products to the order by typing in or clicking in the "Type To Add Product" field to bring up a list of products to select from.

Ensure that Update All Standing Orders is ticked for that day if you want the changes to apply to all future orders. Leave it unselected to apply changes only to the selected date.

Click Save

Click to apply your changes.

Changes can also be made in the same way as outlined in the Standing Purchase Orders doc:

Select the customer from the list.
Click on the 3 dots in the top right and select Switch to List.
Choose the order you would like to manage.

If you need to edit details such as pricing or shipping, you will need to use this method.

Although you can still add an Individual Standing Order by clicking Add + on the Standing tab in the Weekly View, it is not recommended as it can create conflicting schedules with existing supplier-created standing orders and may cause clashes or display issues in the weekly calendar.

In most cases, it’s recommended to contact the supplier directly if changes are required to existing standing orders.

Removing Standing Orders in Weekly View

If you need to remove standing orders, you can either:

In the calendar view, remove the quantities on the relevant day, tick “Update All Standing Orders” for that day, then click .
Click the 3 dots in the top right and select to Switch to List View, then select the specific standing order. Click on the 3 dots in the top right of the order and select Remove.

Bulk Actions

Selecting one or more orders from the Standing Purchase Orders list and then clicking the button will open a menu with the option to cancel those orders.

Ticking the check box to the left of the actions button will select all orders in the list.

Only actual orders can be selected; orders that are still in draft status cannot be selected.

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, etc.

PreviousManaging Orders (Supply'd Lite)NextSuppliers

Last updated 1 month ago