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Purchase orders and vendors

Keep your vendors, raise a purchase order, place it, receive the goods and link it to a repair order.

For
Service advisorOwner
Hosting
Office server
Devices
Web browser
Business
Repair shop

Checked against Pop Dispatch 0.1.0

A purchase order is your written order to a vendor for parts. When the goods arrive you receive them against the order, and the stock counts on your shelf go up by the quantity received. A purchase order raised for a repair order keeps that order's parts status up to date.

Before you start #

  • You need the owner, manager or advisor role.
  • Parts you order by part id (from the Parts list) keep their stock counts in step when you receive. A line with only a part number and description records the order and the receipt.

Add a vendor #

  1. Open Purchasing in the main menu.
  2. Under Vendors, fill in Add a vendor: the name, phone, email, your account number with them and payment terms such as Net 30.
  3. Choose Add. The vendor appears in the table with its count of open orders. A name that already exists is refused.

Raise and place a purchase order #

  1. Under New purchase order, choose the vendor.
  2. To link the order to a repair order, type that repair order's id in For repair order (id).
  3. Fill in a part number, description, quantity and cost on each line. Choose Add a line for more rows. Blank rows are ignored.
  4. Choose Create purchase order. It starts as a Draft with the number PO-2001 and counts up from there.
  5. In the table, choose Place order. The status becomes Ordered. When the order is linked to a repair order, that order's parts status becomes Ordered.

Receive goods #

  1. In the table, open Receive goods on the order.
  2. Type the quantity that arrived on each line, or leave every box blank to receive everything still due.
  3. Choose Receive goods. The order becomes Part received until every line is complete, then Received.
  4. Each received part adds its quantity to the stock at the main location and writes a stock move. When every purchase order for a repair order is received, that order's parts status becomes Received.

Cancel an order #

Choose Cancel on a Draft or Ordered purchase order that has nothing received.

Technical details
  • Routes: GET/POST /shop/vendors, PATCH /shop/vendors/:id, GET/POST /shop/purchase-orders, POST /shop/purchase-orders/:id/order, /receive, /cancel.
  • A receipt larger than the quantity still due is refused with a validation error.
  • Purchase orders keep their goods total and an optional freight amount.

If something goes wrong #

  • A vendor with that name already exists. Open the table and use the existing vendor.
  • Only a placed purchase order can be received. Choose Place order first.
  • This purchase order has goods received. An order with a receipt stays on record; receive the rest.