Purchase orders - receiving goods, requisitions between branches and transfers between warehouses

Applies to the Invu Admin Panel (Suppliers, Purchase Order and Inventory menus) and Invu Supply 6.8.1. Labels are shown as they appear when the panel is in English; some screens show English text in both languages. For adjustments, counts, shrinkage and how sales deduct stock, see "Inventory - adjustments, counts and shrinkage without throwing off your stock".

Most important:

• The order only finds products related to that supplier in Suppliers > Products by supplier.
• Only a Processed order can be received or emailed. Only a Pending order can be edited.
• When receiving, check the Receive Warehouse: sales deduct from the Inventory discount warehouse. If they are different warehouses, move the stock with Transfers.
• A Partially Received order cannot be received again: order what is missing with Process partially order.

1. Set up (once)

1. In Settings > System > Settings, Administrative section, check:
   • Default inventory reception warehouse: where purchases come in;
   • Inventory discount warehouse: where sales come out of;
   • Allow to update product cost on receive a purchase order.
2. Create the supplier in Suppliers > Manage suppliers > Create Supplier: Name, Email (several, separated by ;), Currency and Status. If you leave the Code empty, it is generated automatically.
3. In Suppliers > Products by supplier, relate each ingredient with:
   • the Buy Unit;
   • the Quantity that one presentation holds (for example, 24 in a box);
   • the Cost of one presentation.

If the buy unit is different from the ingredient's unit, create the conversion from the buy unit to the ingredient's unit (Create Conversion). To relate every ingredient at once, check Assign all unrelated products to provider? when creating the supplier.

4. Optional, on each ingredient: Min, Max, Default Warehouse and Waste (%).

2. Create and process the order

Order statuses: Pending, Processed, Received, Partially Received, Cancelled and Paid.

1. Go to Purchase Order > Purchase Orders and tap Create PO.
2. Choose the Supplier. The order is created right then as Pending, and the supplier can no longer be changed.
3. Add the products:
   • one at a time: type the Request Amount, find it in Available Products and tap Add Product;
   • Add All: every product of the supplier;
   • Add Pending Products: the ones below the minimum, up to the Max;
   • By Grouping: by category, family, group or another grouping.
4. Check each line: Unit (the presentation), Price and Tax %. Changes are saved when you leave the field. For a new presentation, choose - Add new presentation - in Unit.
5. In Status, choose Processed and tap Save Purchase Order. Confirm: you will not be able to change the values until you receive it.
6. Optional: in the list, tap the envelope icon to email it to the supplier with the PDF. It goes to all their email addresses.

Other ways to create orders:

• Quick PO: creates and receives the order in one step. It does not work for internal suppliers. Check the Receive Warehouse: the default one is not preselected.
• Massive Import/Export: creates a Pending order from an Excel file with the columns codigo, nombre, cantidad, unidad, costo, impuesto and descuento (code and quantity are required). Each product must be related to the supplier.
• Supplier invoice upload (Beta): creates a Pending order from a photo or PDF of the invoice. Check the lines before processing it.
• Automatic orders: see section 5.

Dominican Republic: with Royalties on Purchase Orders? on, the order adds a Royalty % column and the 18% tax on the royalty (Royalty Tax 18%).

3. Receive the goods

1. In the list, on the Processed order, tap the ✓ icon (Receive purchase order).
2. Fill in the Receipt Code (required), the Invoice number and, if it applies, the Import Cost (in % or $).
3. Check the Receive Warehouse. The default one is selected. With - Product default warehouse -, each product goes to its own default warehouse.
4. In the Received Qty column, type what actually arrived.
5. Tap Save Purchase Order.

What happens when you save:

• Stock: what you received × the presentation's Quantity comes in. For example, 2 boxes × 24 = 48 units. If the buy unit is different, the conversion is applied too.
• Waste: if the ingredient has a Waste %, that percentage is deducted and a shrinkage entry is recorded with the note "Automatic waste from Purchase Order receipt".
• Cost:
  • the ingredient's Average cost per unit and Supplier Cost are always recalculated. The average uses the line price, without tax or discount;
  • the Product Cost only changes if Allow to update product cost on receive a purchase order is on.
• Supplier: the debt with the supplier goes up by the received total.
• Status: the order becomes Received, or Partially Received if any line arrived short.

Goods were missing: a Partially Received order cannot be received again.

1. In the list, tap the cart icon (Process partially order) and then Accept & create.
2. The order becomes Received and a new Pending order is created with only what was missing, linked as Related PO.
3. Process the new order and receive it when the goods arrive.

I made a mistake when receiving (it needs the permission to revert):

• Revert purchase order: asks for a reason. It deducts from the warehouse what came in, deletes the receipt and the supplier invoice, lowers the debt, and the order goes back to Processed.
• Partial Revert purchase order: in Amount to Return, type only what you want to return for each product.
• The Average cost per unit does not go back to its previous value. Reverted orders show in Purchase Order > Reverse purchase orders.

Pay: on a Received or Partially Received order, tap Send to pay / Pay PO, type the amount and the Pay purchase order reason (required). The order becomes Paid and the debt with the supplier goes down.

4. Transfers between warehouses

1. In Inventory > Transfer Inventory, tap Create Inventory Transfer.
2. Fill in:
   • the Date: from 1 week before to 2 weeks after today;
   • the Sending Warehouse and the Receiving Warehouse (they must be different);
   • the products, with quantity and unit. The Inventory in … column shows the stock in the sending warehouse.
3. Save. The transfer is Pending.
4. Open it and tap Process transfer. It is deducted from the sending warehouse and added to the receiving one.

• It cannot be undone. To return the stock, make another transfer in the opposite direction.
• If stock is short, the transfer does not leave the warehouse negative. Choose Process only the available ones. Then, within the next 7 days, use Create transfer for pending products for what did not move.
• Only Pending transfers can be edited, cancelled or deleted.

5. Automatic purchase orders

1. In Settings > System > Settings, Others section, turn on Allow Purchase Orders Automatically? and check the Automatic Purchase Order days.
2. On each supplier, turn on Automatic Purchase Order?.
3. On each ingredient, set the Min.

On each checked day, at 3:00 a.m. (Panama time), a Pending order PO-A-… is created per supplier. It includes the products whose total stock is below the Min, for the quantity Min − stock.

• They show in blue in the list and are counted on the cart icon at the top.
• They are not sent automatically: review them, process them and send them to the supplier.
• If the supplier already has a pending automatic order less than 15 days old, no new one is created. Older ones are cancelled automatically.

6. Requisitions between branches (franchises)

A requisition sends inventory from the supplying account (head office, central kitchen or warehouse) to another branch of the same franchise.

• The branch orders and receives with a purchase order to an internal supplier.
• The head office ships in Purchase Order > Inventory Output (Requisitions).
• A single-location business has no requisitions: to move stock between warehouses, use Transfers (section 4).

Set up:

1. At the branch: create a supplier with Internal Supplier? and the head office in Supplier Branches.
2. At the head office: create one internal supplier per branch, with that branch in Supplier Branches.
3. In both accounts: use the same product codes.

The branch orders:

1. Branch: create the order to its internal supplier (the Stock column shows the head office's stock) and save it as Processed. A Pending requisition R- + the order number is created at the head office, for example R-PO-1050.
2. Head office: in Inventory Output (Requisitions), open the requisition with the pencil (Edit requisition). In Assign quantity, type what you will send. Save it with Status = Processed.
   • This cannot be reverted.
   • If a product does not have enough stock, Accept sends it anyway (the stock goes negative) and Cancel adjusts the quantity to what is available.
3. Branch: receive the order as in section 3. The receive icon shows once the head office has processed the requisition. You cannot receive more than was sent.
4. Head office: the stock is deducted from its Inventory discount warehouse and the requisition email arrives.

The head office ships without an order: tap Create Requisition, choose the Branch and the products, and save it as Processed. A Processed order shows up at the branch, ready to receive.

When does the head office's stock go down?

• By default: when the branch receives, by the received quantity.
• With "Deduct inventory when changing status to "Processed" in requisition" on at the head office (Settings, Administrative section): when processing, by the assigned quantity. In that case no email is sent.

The email "InvuPOS has finished processing the requisition #PO-…":

• It goes to the email of the panel user who saved the receipt at the branch, in the branch's Language. The number is the branch's purchase order number, not the requisition's.
• It is sent whether it went well or not. Read the body:
  • "was processed successfully": nothing to do;
  • "was processed with observations": some products were partially received or not received. Check the codes it lists. For what is missing, use Process partially order at the branch;
  • "exceed the quantity sent in the requisition" or "could not be completed": nothing was deducted. At the head office, open the requisition with Discount Requisition (next section).

Requisition statuses:

Discount Requisition: at the head office, on a Received requisition, tap Discount Requisition. If what was sent and what was received do not match, in Quantity differences detected choose, per product or for all, whether to deduct the Sent (requisition) or the Received (purchase order) quantity, and tap Complete requisition. This path sends no email.

7. Invu Supply

From the Invu Supply app you can create, receive, pay, cancel and email purchase orders, and see Missing Products. When receiving from Invu Supply:

• the order always becomes Received, even if goods are missing;
• the stock goes into the Default inventory reception warehouse, with no option to choose another;
• the Product Cost is always replaced.

Invu Supply has no requisitions or transfers. Receive orders to internal suppliers from the panel: if they are received in Invu Supply, the head office's requisition is not processed.

8. Where to check

• On the ingredient (Inventory > Ingredients, view), tabs:
  • Warehouse: stock per warehouse;
  • Historical Records: movements. Purchases show as "Purchase Order Received" and requisitions as "Requisition";
  • Purchase Orders and Requisitions.
• In Reports > Reports 2.1, Inventory section: Purchases, Requisitions and Reverted Purchase Orders. Under Finance, By Supplier.
• Missing Products: icon in the top bar. It lists the ingredients with Min and Max set and stock below the Min.

Common problems

• The product does not show when searching in the order. It is not related to that supplier in Products by supplier, or it is inactive.
• The receive icon does not show. The order is not Processed. If it is to an internal supplier, the head office has not processed the requisition yet.
• The email icon does not show. It only shows when the order is Processed.
• "Could not send email. The provider email is not registered or incorrect." Check the supplier's email addresses: if one is invalid, it is not sent to any of them.
• "You must select the Unit of all products in the purchase order!!". A line has no Unit.
• "Purchase order already received". The order was already Received or Partially Received. For what is missing, use Process partially order.
• The stock went up in another warehouse. It was received in the reception warehouse and sales deduct from the discount warehouse. Move the stock with Transfers.
• More or less stock came in than expected. The presentation's Quantity is wrong, the buy unit conversion is missing (there is no warning), or the ingredient has a Waste %.
• A shrinkage entry "Automatic waste from Purchase Order receipt" shows that nobody made. It is the automatic shrinkage from the ingredient's Waste.
• The Product Cost did not change when receiving. Allow to update product cost on receive a purchase order is off. Only the Average cost per unit changed.
• I cannot change the price when receiving. The panel role is missing the permission to edit the cost when receiving a purchase order (or, when creating, the one to edit the cost when creating it).
• Automatic orders are not created. Check the general setting, the checked days, Automatic Purchase Order? on the supplier and the products' Min. No order is created either if the stock is not below the minimum or if there is already a pending automatic order less than 15 days old.
• The order to the head office cancelled itself: "The code of any of the selected products does not match the records of…". A product does not exist with the same code at the head office.
• The head office processed, but the order did not show at the branch. The branch has no active internal supplier pointing to the head office.
• "The quantity received cannot exceed the quantity sent from the requisition". Type at most what the head office shipped.
• The requisition stayed in Received. The deduction did not finish. At the head office, use Discount Requisition.
• The requisition email did not arrive. The head office deducts when processing, the user who received has no email, or the order was received in Invu Supply.
• Transfer: "Not enough inventory of … in …". The sending warehouse is short. Use Process only the available ones.
• Transfer: "Missing unit conversion…". Create the conversion between that unit and the ingredient's unit.
• Transfer: "Product … does not exist in the sending warehouse inventory". That product never had stock in that warehouse.
• "You do not have permissions to access this page". The panel role is missing the permission for that action.