Purchase Orders

Purchase orders allows you to identify low stock and re-order from your favourite suppliers seamlessly. With your own ordering dashboard, keep track of items that will expire soon or have already expired as well as items which are low on stock. Once identified, create a purchase order to automatically send an order to your suppliers with your required quantity and price.

Finding a purchase order

1. Go to the ‘Settings’ page.
2. Click on the ‘Purchase orders’ button.
3. An ordering dashboard with a summary of important item information and a list of previous purchase orders are shown including the contents and status of the order.
4. Once found click on ‘View’ button to view the purchase order or click on an item name to begin editing the item purchase order.

Creating a new purchase order

1. Go to the ‘Settings’ page.
2. Click on the ‘Purchase orders’ button.
3. Click on the ‘Shopping List Items’, a new page will now display any items existing in the list grouped by supplier.
   • See Ingredients tutorial for more information on adding a default ingredient supplier and preferred purchasing details such as quantity and price.
   • Items in the shopping list are only available for purchase orders once a supplier is selected in the ingredients page.
   • The supplier can be quickly added or changed by clicking on the 'Search Supplier' field or the current supplier to display a list of registered suppliers to be selected. Note: A tick next to the supplier indicates this is the specified preferred supplier.
4. Add items to the shopping list by searching for an item in the search bar which will bring up a new search bar with more search options. Find the desired item within the three tabs:
   1. ‘All Stock’
   2. ‘Low Stock’
   3. ‘Expired or Expiring’
5. For quick access to different search tabs from the dashboard either:
   1. Click on the ‘Ingredients that will expire soon’ to show a searchable list of ‘Expired or Expiring’ ingredients.
   2. Click on the ‘Expired ingredients’ to show a searchable list of ‘Expired or Expiring’ ingredients.
   3. Click on the ‘Low stock ingredients’ to show a searchable list of ‘Low Stock’ ingredients.
   4. Click on the ‘Low stock devices’ to go straight to the search bar
6. Click on the add_circle_outline button once the desired item has been found to add it to the shopping list.
7. Once added to the shopping list, the ‘Pack size’, ‘Quantity’ and ‘Price’ can be edited as necessary for ingredients.
   • Devices/ retail products/ external batch stock and drugs will not display an option for ‘Pack size’
8. Once all desired items are in the shopping list, click on the check box for each desired item from a supplier or click on a the check box for the supplier to select all items from the listed supplier.
9. Click on the ‘Create Purchase Order’ button once ready to make an order.
   • • Purchase orders are made for each supplier separately, therefore if multiple items from multiple suppliers are desired then multiple purchase orders must be made.
     • Purchase orders are not sent to the supplier or recorded as sent immediately until the order has been processed as ‘Mark as Sent’ or ‘Send’.
10. Once the purchase order has been created the page will automatically be changed to the purchase order page.
11. A list of items in the purchase order are shown including the pack size, quantity and price which can be edited by clicking on the number.
    • Devices/ retail products/ external batch stock and drugs will not display a ‘Pack size’
12. Click on the item's name to display further ordering information. Record any comments, SKU and tax information which will automatically be displayed onto the purchase order.
13. The date of the purchase order is displayed under ‘Date’.
14. The Subtotal cost, Tax, Shipping / Handling and Total cost are shown below and can be edited by clicking on the text or price.
    1. Change if the order is taxable or not, or if tax is to be included in the final price.
    2. Change the Shipping / Handling cost as desired.
    3. Change the Total order cost as desired.
15. Add special notes to the order by clicking on the add_circle_outline button for the following sections:
    1. Add a note to supplier.
    2. Add special delivery / transit instructions.
    3. Add a footer.
    4. Add a custom section.
16. Under ‘Contacts’ view the designated supplier and key contacts.
    1. Click on the suppliers name to edit supplier details.
    2. Click on the ‘Key Contact’ drop-down menu and select a key contact from the list to be displayed as the main contact in the purchase order.
    3. Click on the ‘Shipping Contact’ drop-down menu and select a contact from the list to be displayed under ‘Ship to’ in the purchase order.
    4. Click on the ‘Billing Contact’ drop-down menu and select a contact from the list to be displayed under ‘Bill to’ in the purchase order.
    • See Pharmacy Workspace Settings tutorial for more information on creating new contacts or click on the Create New Contact button in the drop-down menu.
17. View notes and other changes under ‘Order History’.
18. Under ‘Tags’, current order tags can be seen, added, or removed.
    • Tags are used to aid in searching and can also be used as a form of communication to other users. E.g. indicating an order is urgent or for a particular account.
19. Under ‘Documents’, an automatically generated purchase order based on the default template, Tax and Shipping / Handling costs is generated and can be viewed as a PDF by clicking ‘Download Purchase Order’.
    1. The purchase order will show important information such as the items, item code, package size, quantity, price and more.
    2. The purchase order will change depending on changes made to the order including item comments and SKU.
20. Click on the ‘Archive’ button to archive the order.
21. Once complete click on the ‘Save’ button to save all changes.

Editing a purchase order

1. Go to the ‘Settings’ page.
2. Click on the ‘Purchase orders’ button.
3. Find the desired purchase order and click on the ‘View’ button to view the purchase order or click on an ingredient name to begin editing an ingredient directly.
4. Remove items from the order as desired by clicking on the item and clicking ‘Delete line item’.
5. Change the item units if needed.
6. Edit special notes to be displayed in the purchase order as desired.
7. Edit the purchase order date and contact details as required.
8. View notes and other information under ‘Order History’.
9. Under ‘Tags’, current customer tags can be seen, added, or removed.
10. Under ‘Documents’, an automatically generated order can be viewed by clicking ‘Download Purchase Order’.
11. Click on the ‘Save’ button when finished to save changes to the order.

Sending a purchase order

1. Go to the ‘Settings’ page.
2. Click on the ‘Purchase orders’ button.
3. Find the desired purchase order from the list and click on the ‘View’ button to begin making changes.
4. Once on the purchase order page if the selected supplier has a registered email click on the ‘Send’ button.
5. There is an option to ‘Send to Recipient’ if you would like to send the order to the supplier or not. If selected:
   1. Click on the ‘CC Invoice To’ drop-down menu and choose who you would like to CC on the email sent to the supplier.
   • See Your Workspace tutorial for more information on how to set up new administration contacts.
   1. Click on the ‘Reply To’ drop-down menu and choose which email contact the supplier can reply to.
   2. Click on the box for ‘Create placeholder stock batches’ if desired to generate a placeholder stock batch and move the item from out-of-stock to in-stock.
6. Click on the ‘Send’ button to send a PDF order document and an automated message to the supplier.
7. If the selected supplier does not have a registered email, click on the ‘Mark as Sent’ button to mark the order as sent. This can be used to record when the order is sent manually.
   1. Click on the box for ‘Create placeholder stock batches’ if desired to generate a placeholder stock batch and move the item from out-of-stock to in-stock.
8. Click on the ‘Confirm’ button to mark the order as sent.
   • Under ‘Contacts’ -> ‘Supplier’ click on the listed supplier to view supplier details and edit email contact information.
9. Once orders have been sent their progress is displayed under ‘Progress’ which displays the status and can has room to record the ‘Estimated Arrival Date’ and ‘Supplier Order Reference’ for record.
10. Click on the ‘More Actions’ drop-down menu to cancel the order.

Fulfilling a purchase order

1. Go to the ‘Settings’ page.
2. Click on the ‘Purchase orders’ button.
3. Find the desired purchase order and click on the ‘View’ button to view the purchase order or click on an ingredient name to begin editing an ingredient directly.
4. For ingredient purchase orders:
   1. Once the order has been physically received click on the ‘Fulfil’ button next to each respective ingredient.
   2. Confirm the item has been received by entering:
   3. The ‘Lot Number’, *'Price', 'Prefix', 'Suffix' and order details to record the received lot.
   4. Click on the ‘Confirm’ button to move to the next screen.
   5. Expiry date of the item. Upload any relevant certificate of analysis.
   6. Record the appropriate ‘Adjustment Factor’ using the correct calculation.
   7. Edit the ‘Packing Statistics’ if necessary.
   8. Click on the ‘Confirm and Save’ button when finished to register the item into the system.
   9. Once confirmed print a label if desired or approve the batch for use.
   10. Click ‘Done’ when finished.
   11. Once all items in the purchase order have been ‘Fulfilled’, archive the purchase order.
5. For all other item purchase orders:
   1. Once the order has been physically received click on the ‘Fulfil’ button next to any item in the order.
   2. A list of all items in the purchase order are displayed. Confirm the items have been received and change the quantity and unit price as required.
   3. Click on the 'Save' button when finished.
   4. Once all items in the purchase order have been ‘Fulfilled’, archive the purchase order.