Inventory Management Software – Creating Purchase Orders

When you’re running a business with a significant number of product SKUs and thousands of customer orders per week, it can be a tough gig to keep up with the demand. You need to be able to replenish stock in the most efficient way possible.

Qdos ERP software makes it easy to submit purchase orders to suppliers and receipt stock. It offers a range of methods for purchase order creation, so franchise, retail and wholesale businesses can choose the approach that best suits their needs. Some of these methods are explained in this article:
 

Suggested Purchase Orders

Some Qdos clients use the ‘suggested purchase order’ functionality, whereby purchase orders are auto-created based on replenishment rules. These rules might be associated to minimum order levels (eg when a specific product quantity gets down to 5, order 100 more of that item) or historical sales figures (eg order quantity is based on the last 3 months of sales).
 

Auto-create Purchase Order from supplier DDO File

In this scenario a supplier sends a DDO file via email (and of course the file includes key details such as product name, code, quantities, pricing and so on). Qdos ERP automatically creates a purchase order using the information in the DDO file. We have franchise stores that utilise this functionality – an imperative feature that saves them enormous amounts of time due to the large volumes of orders and order items. Once stock is received from a DDO, it is added to all other store price lists across the franchise group (however these business rules can be changed to suit your unique requirements).
 

Scan and Count Stock

Some retailers prefer to receipt stock using the scan and count method, and build (or confirm) their purchase order using this technique. This involves scanning the barcode of every single item in the shipment. As the item is scanned, it is added to the purchase order. Multiple quantities of the same item are represented as one line item in the order. This functionality works in two ways – the order either starts off with zero line items, and as items are scanned the line items appear in the order, or items already exist in the order and the scan and count process confirms the products and quantities, with business rules dictating the next step if the items and quantities do not match.
 

Upload Excel File

Using this method, all you need to do is ensure the product barcodes and quantities are detailed in an excel file. Qdos then consumes the file to create a purchase order. This suits clients who prefer to scan barcoded items into an excel spreadsheet rather than manually select items to associate to a purchase order.
 

Manual Purchase Orders

Qdos provides extensive features for speeding the process of manual order creation. Products are searched for using basic criteria (product code, vendor, categories) or advanced search criteria. New products can be added during the order creation stage, you can view current stock levels, previous sales history, and whether the product is already on order.

 

Then there are other benefits such as emailing purchase orders to suppliers, managing part shipments, ability to update purchase/sell prices directly in the order screen which is reflected in the price list, print barcode labels corresponding to purchase order items and quantities. All of this plus much more, available in the Qdos retail software solution.