Supplier Orders: From Creation to Shipping

Create an order specific to a supplier, edit it and then send it off.

Published on 08/31/2021Hind Andaloussi

Different methods of ordering are offered by the software. One of the most classic: order a list of items with defined quantities from one of your suppliers.

On the left side menu tab "Supplier orders", you will find all the orders created. They are listed under three statuses: " In preparation ", " Sent " and  "Received". It is in the orders in preparation that you can find the supplier orders just created. They are classified by supplier name, order number and creation date in particular. You will also find information on the number of products concerned and the total amount of the order.

Create an order

To create a new order:

  • Click on the floating button " Create " at the bottom left
  • Select a supplier
  • Click on the "Add ingrediens" button to access the list of ingredients from this supplier
  • Select the items to order

You can also create an order from a template of recipes

Edit an order

The supplier order presents the list of items associated with the supplier concerned and shown in quantity of supply unit (number of purchase packaging).

If you have created an order for a given supplier, edit the quantities that are initially automatically calibrated on a single packaging unit.

If you created it through a template of recipes, it is always calibrated according to the initial need of the recipe (it can therefore include fractions of purchase units). To issue a final purchase order, it is therefore necessary to round the quantities of personalized supply units to the next higher value. Example: we will round the 0.78 crate of carrots into 1 crate of carrots because the supplier does not split the purchase of packaging.

Do not hesitate to review your lines of articles to check that the roundings are relevant for your business:

  • reconcile the order with the state of your stocks to order only what you need and avoid unnecessary expenses
  • make trade-offs on certain items: if to produce 12 strawberries, I need the equivalent of 4.1 crates of strawberries, maybe it is better to produce only 11 strawberries and order only 4 crates of strawberries (less stock, no unnecessary purchase of goods... optimization of purchases specifically when talking about products with short DLC)

Place an order

Once your order has been verified and validated, you can choose: 

  • Download the order form in Excel format
  • Print it out to make a shopping list
  • Send the order directly to your supplier by email. You can choose to email at this point or even configure your profile and the suppliers' in order to have this field pre-filled.

Once the order has been placed, find it among the "orders sent".

Receive an order

Once your supplier's orders have been physically delivered, find them in the "sent orders"   of the application in order to receive them.

You will thus be able to see your stocks increased by the corresponding quantities. And see your orders automatically classified in the last column  "orders received".

If, however, the quantities received do not comply with those ordered: before receiving, simply click on the line of the article then edit, if necessary, the quantities actually received.

Similarly, if the unit cost of items from your supplier has changed, you can adjust it before the final receipt. It will be automatically updated in the item information and factored into the cost of revenue calculation.

Confirm receipt of orders by clicking on the blue button " Receive "

To summarize : 

  • Create an order by choosing a supplier
  • Add items to order
  • Edit and round off purchase quantities
  • Send purchase orders to suppliers
  • Receive orders