Stock Requistition

Manage all aspects of your Stock Requisition

Stock Requests

Stock Requests are created on the Charity Suite APP before being reviewed and used to create Purchase Orders on the Charity Suite Portal.

The Stock Requests section of the Charity Suite Portal is where you REVIEW the created stock requests, either accepting all the items in the stock request or going through each item in the request accepting/rejecting the quantity as you progress. Should any items have minimum or maximum order quantities they will be shown under the approved quantity/packs.

On pressing SUBMIT, you are offered options to Save as in Review, Request Changes or Finalise and Submit which will add the approved items to the stock request and the stock request will now have a PROCESSING status which can be used to prepare a Purchase Order.

Purchase Order

A list of existing Purchase Orders with filters to limit the tables results is shown on the Purchase Order page. Click on the VIEW action beside each purchase order on the list to see the details of that purchse order.

Creating a new purchase order is facitiltated through the Action --> New Purchase Order.

When creating a new purchase order you must first select a supplier with which to associate this purchase order with. Should any draft purchase orders already exist for your selected supplier you will be offered a list with an option to select an existing draft purchase order or to create a new purchase order.

You will then be offered approved stock requests and will be able to see any stock requests still awaiting review in the In Review tab.

Purchase Order Bulider

Approved items on the left can be selected through the purchase order builder and moved to the right hand side to build up the purchase order.

There is also the facility to ADD ALL APPROVED items or ADD CUSTOM ITEMS.

Customs items are items setup through the category/item screens and the same items and quantity can be added to the purchase order for multiple locations as shown here.

The total £ value for the custom inventory item being added is also shown in the pop up screen in the bottom right hand corner.

As you build up the purchase order, the total order value will update, along with the total number of items, packs and units.

Once you are happy with the purchase order, on submit it can be Saved as Draft for further editing another day or Issued - Finalise to issue the purchase order saving the purchase order items with the allocated quantity.

Update Purchase Orders

Once your purchase order has been issued, the actions available for updating are Set Status / Update Invoice Details/ Update Reference and Exports CSV (Comma Separated File). These are all available via the ACTIONS menu on the purchase order.

Only once your purchase order has a status of ACCEPTED will it be ready to create stock transfer(s) for the stock in the purchase order. If there are items for more that 1 location in the purchase order, a stock transfer will be created for each location. The purchase order below will create 3 stock transfers as it has 3 desitnation locations.

Each purchase order has various tabs showing the items and stock transfers associated with it.

The Purchase Order Items TAB shows the stock requests against which the purchase orders items were generated from plus additional inventory items added via the purchase order builder.

The Stock Transfers TAB shows the stock transfer created for the purchase order for the supplier and location which will have a DISPATCHED status.

The Attachments TAB shows any CSVs which have been download.

Home Portal

Page updated

Report abuse