In this article:

  • About the Purchase Orders page
  • Create a purchase order (Hospitality mode)
  • Create a purchase order (Retail mode)
  • Edit purchase order
  • Stocking in purchase orders
  • Create new purchase orders based on old purchase orders
  • Display minimum quantity and estimated delivery time

About the Purchase Orders page

View all of your Purchase Orders here.

Not stocked in

Purchase orders that have been sent but not yet received by the supplier have an orange bar

Received order

Purchase orders that have been received by the supplier have an invoice tick icon.

Stocked in

Purchase orders that have been received by you and stocked in have a green bar.

Creating a Purchase Order (Hospitality mode)

  1. Tap the + button in the top right corner.
  2. Select a supplier.

3. Select a day range. The system will look at the previous sales in this range and automatically forecast how much stock you will need to order for the next week.

4. Make any changes if desired, then Submit the purchase order.

5. Enter the Manager PIN to validate the submission. A purchase order will only send if it has been validated.

6. The new purchase order will appear at the top of the Purchase Orders list.

7. Once received by the supplier, it will be marked with the invoice tick icon.

Create a Purchase Order (Retail mode)

Reading the Purchase Orders screen

Tap the Purchase Orders (shopping trolley) icon to view the purchase orders you have placed on the stock management app.

The page icon appears when the supplier has viewed the purchase order.
The tick icon appears when the supplier has approved the purchase order.

Creating a Purchase Order

  1. Tap the + button
  2. If you have ticked Prompt Supplier in Settings, you will be prompted to select one supplier whose products you intend to order. Press the x button to view products of all suppliers.

3. You will see all stock items that have a supplier attached. 

To order more of one product in the Stock Management Application, tap the grey box next to the product name and type in the quantity you wish to order. Tap the return key to save the information for that field.

In this example, there are -5 Morning Porter in stock, and 20 more are going to be ordered, so there will be 15 in stock.

You also have the option to automate a Safety Stock Order by pressing this button:

A Safety Stock Order will automatically calculate how many more of each product you will need to reach Safety Stock levels, as determined on the Back End for each product. Products which are above the Safety Stock level will not be ordered unless you tap the stock number of a particular product and enter the quantity that you wish to order.

Tap the tick when you are satisfied with the order quantities.

Review the Purchase Order Information, ensuring that the Delivery Address has been entered, and tap the tick again to place the order.

If there are several different suppliers, an e-mail will be sent to each one of them ordering the products listed which are assigned to them.

Purchase orders which have been sent but not stocked in will have an orange bar. Purchase orders which have been sent and stocked in will have a green bar.

Edit Purchase Order

On the Purchase Orders page, tap the pencil button to view and edit the order details. If you change the quantity, the supplier will be e-mailed with a quantity change request.

Stocking in Purchase Orders

Purchase orders which have been sent but not stocked in will have an orange bar. Purchase orders which have been sent and stocked in will have a green bar.

To automatically stock in any given order, tap the Box button 

Scroll down and click Stock In.

If you change the cost, stock in amount, or price, the primary company contact will be notified - these contact details can be viewed on the Back End (app.abacus.co) in Configuration > Company Profile > Contact.

Create new purchase orders based on old purchase orders

If you wish to make a new order based on a past order, tap the pages icon.

A new purchase order will create with the same products that you had ordered last time. You may change the quantity of these products before pressing the tick to confirm the order.

Display minimum quantity and estimated delivery time

The minimum quantity of a product required for an order and its estimated delivery time will be displayed if you have input Delivery Time (Days) and Minimum Order Quantity (Supplier) on the Back End under Product > Product Details > Stock Management.

Product > Product Details > Stock Management > Suppliers > Delivery Time (Days)

Product > Product Details > Stock Management > Stock Quantity > Minimum Order Quantity (Supplier)

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