Procurement Assistant
Procurement Assistant
The Procurement Assistant is a service that creates order proposals based on sales in periods, stock status, and active procurements.
Overview
The assistant looks at your sales in a given period and suggests what you need to procure based on what you have in stock and that sales for the coming period are the same as the previous period.
Example:
You choose to create a report on the last two weeks. The report then shows that you have sold 10 of an item. The current stock balance is 5.
The assistant then assumes that you will sell the same number, i.e. 10, in the next two weeks, and therefore need to procure 5 to have a high enough stock balance for the next two weeks.
Start Procurement Assistant
You can find the Procurement Assistant in the left-hand menu in the "Procurement & receipt" module.
How to Generate a Procurement Report
- Select supplier:
A report always starts with a supplier. - Select one or more manufacturers (optional):
After the supplier has been selected, you can select one, several, or all manufacturers linked to the supplier. If you do not select manufacturers, all products linked to the supplier will be included in the selection. - Order status (optional):
The selection of order status is optional and does not have to be included to generate the report.
If you select order status, the report will be based on sales that are in that specific order status. - From/to date:
To generate a report, you must select the date period the report should be based on.
Here, it is possible to set the from/to date manually, or you can use predefined periods: - Category selection (optional):
With this, you can choose to either only show products in specific categories, or exclude products from specific categories. - Generate report:
When the selections have been made, click "Generate report" to start generation.
Options in Generated Report
After a report has been generated, you get a number of options and views.
Increase order by (%):
Increases the number to be ordered by the percentage set.
Exclude items from stock group:
This option is available if your store has "Advanced Stock Management" activated.
The option allows you to exclude products that are linked to stock groups. For example, there may be products in a stock group that apply to discontinued items that cannot be ordered, these can then be excluded from the report.
Adjust for available in procurement:
If this is switched on, the "Number to be ordered" will be adjusted down by the number that is already available in procurement.
An example of this may be that the report thinks you need to order 10, but you have already ordered 5 from your supplier. When activating the option, the "Number to be ordered" will then be adjusted down to 5.
Show all items:
Shows all items from the selected supplier and manufacturer(s). In the overview, all items that have been sold in the date period will be displayed first, then all items from the supplier/manufacturer without sales. Items without sales will have "N/A" in the "Sold in period" field.
Display Options
In the "More options" section, there is a button for display options. This allows you to expand the view with more options.
- Show note:
Shows the note on the product if it exists. - Show stock location:
Shows the stock location if set. - Hide items in stock:
Hides all lines where the item has available stock. - Show item no. supplier:
Shows the supplier's item number. - Show profit:
Shows the profit on each item line. Calculated based on the product's purchase price and sales price. - Show minimum stock balance:
Shows the minimum number that is set on the product and the number until you reach the minimum number.
This view is only available if you have the service "Minimum Stock Balance". - Show purchase price:
Shows a column with the product's purchase price.
Transfer to Purchase Order
When you are finished with the report and want to transfer products to a purchase order, there are three ways to select products:
- Select one product at a time by ticking the check box to the left of the product name
- Tick the top check box to mark all products
- Use the banner at the top to change the selection to only apply to item lines that have a value in "Number to be ordered"
When you have selected the products you want to transfer to procurement, click on "Transfer to purchase order" at the top or bottom of the page and a new window will open.
To transfer the items, you must select one of the purchase orders in the list.
The list only shows purchase orders that are in "Draft" status and can therefore be updated with new/more item lines.
If the list is empty, it means that no purchase order for the selected supplier is in draft. The "Transfer to purchase order" button will then be deactivated, and you must select "New purchase order" to continue.
When you click "New purchase order", a new purchase order will be created in the background, which can then be selected from the list.
Transfer Number 0
A purchase order requires that each item line has a minimum of 1 in the number to be ordered. If you have item lines with the number 0, it will not be possible to send the purchase order.
If you transfer number 0 from the procurement assistant to the procurement, this will be corrected up to number 1 automatically.
Options in "Actions"
In the "Actions" menu, you get several options after the report has been generated.
- Download CSV
Downloads the entire report to CSV. - Download XLS
Downloads the entire report to XLS. - Reset report
Resets all selections and adjustments that have been made to the report and allows you to build a new report. - Clear number to order
Sets the value to 0 in the "Number to be ordered" field for all rows in the report.
Support for Product Synchronization
If you have one or more sub-stores with product synchronization, it is possible to use data from these in the procurement assistant.
Ps! To activate product synchronization in the "Procurement Assistant", contact support here or via the chat in your control panel.
Synchronize "Sale in Period"
By activating synchronization, the "Sale in period" column will include sales data from the sub-store(s).
In the example, we have one main store and three sub-stores. Only sales from the sub-stores are synchronized with the procurement assistant and affect the calculation for order proposals.
Synchronize "Sale in Period" and Summarize Stock Balance
In the example, we have one main store and three sub-stores. Both sales from the sub-stores and the stock balance are synchronized to the procurement assistant so that the calculation is correct.
The calculation will not specify the number per sub-store, only a total summation.