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

• Creating Standing Purchase Orders

• Standing Purchase Orders (Supply'd Lite)

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The Standing Tab

Selecting Suppliers from the main menu opens the Suppliers page.

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 Orders are regular repeat orders you have created with your suppliers. Here, you can create, view, and manage Standing Purchase Orders.

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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.

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Creating 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

• Standing Purchase Orders (Supply'd Lite)

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Creating a Standing Purchase Order from the Suppliers Page

1

Select the Supplier

Select Suppliers from the main menu and select the supplier.

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2

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.

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3

Click Add +

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

The button appears only when no standing orders have been created. For any additional orders, use Add +.

The Add Standing Purchase Order form will open.

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4

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.

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5

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.

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6

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 set for the product for this customer. Automatically entered from the customer's settings.

• 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.

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7

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.

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8

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.

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9

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.

Standing Purchase Orders will show under the Orders tab on the scheduled date, with a status of either or .

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

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

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Creating a Standing Purchase Order from the Purchases Page

1

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.

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2

Click Add +

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

The Add Standing Purchase Order form will open.

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3

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.

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4

Complete the Form

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

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Managing 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:

1. Select Purchases from the main menu.

2. Go to the Standing tab.

3. Click on the order you would like to manage.

Alternatively:

1. Select Suppliers from the main menu.

2. Select the supplier the order belongs to.

3. Go to the Standing tab.

4. Click on the order you would like to manage.

The order details will open.

Clicking on Inc Tax give 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.

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.

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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.

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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.