Items awaiting procurement

The Items awaiting procurement page shows which items of your closed customer orders you do not have enough stock for, that is, what you still have to buy from your suppliers. From here you can start a supplier order from the selected item: manually, checking the item data, or automatically with one click.

How does it work?

The supplier order process is built on three item-level worklists that follow the procurement one after another:

1. Items awaiting procurement (this page): what you still have to order from the supplier.
2. Itemized confirmations: whether the supplier has confirmed the ordered item and when it promises delivery; the customer can receive an email about the confirmation.
3. Incoming items: what is on its way, what you are still waiting for, and what has arrived.

An item is listed here if you have not yet started a supplier order for the customer order item. As soon as you save the procurement in the Open window or run the Automatic purchase function, the item disappears from here and continues on the next lists.

• Default filtering: by default the page shows only items that are not in stock and whose customer order is financially settled.
• Stock picture in one place: in the procurement window you see the physical, reserved, available and incoming stock together with the selling and purchase price.
• Manual and automatic procurement: you can order one item at a time, or select several and let Automatic purchase create the supplier orders.
• Dismissing an item: if an item does not have to be procured, you can remove it from the waiting list with the Delete button.

1. Opening the page

Click Main menu / Procurement / Supplier orders / Items awaiting procurement to open the page. At the top you see the Actions, Search and View and layout tabs, and below them the table of items awaiting procurement. Because the default filters are set, the page opens on the Search tab. The screenshots in this guide were taken in the Hungarian interface; in the captions the Hungarian labels are given in parentheses.

Items awaiting procurement – Search tab (Keresés) with the default filters

2. When does an item appear in the list?

A customer order item is listed if all of the following conditions are met:

• both the customer order and the item are Closed or Partially fulfilled;
• the ordered quantity of the item is greater than the quantity already completed;
• the item has no active procurement link yet, that is, you have not started a supplier order from it (and have not dismissed it with Delete);
• the product type is not the service type (this can be changed with the Product types filter);
• according to the default filters, the item is not in stock (the physical stock is lower than the ordered quantity) and the customer order is financially settled.

The physical stock is summed over all non-virtual warehouses, unless you choose with the Sites/Warehouses filter which warehouses should count.

3. Filtering the list

On the Search tab you can narrow down the results. Two filters are active by default: Items in stock is set to No and Financially settled is set to Yes. If you also want to see items that are in stock, or whose payment has not been settled, change or clear these. The Expand button opens further filters (for example Primary supplier, Product manufacturer, By incoming). You can also save a search: the page then loads with the saved filters next time.

Search tab (Keresés) with the filters opened by the Expand button (Bővítés)

4. Selecting an item and the actions

Select the item (or items) in the table, then choose one of the buttons on the Actions tab:

• Open: opens the procurement window where you can order the item from the supplier one at a time, with checked data (see step 5). Choose this if you also want to review the quantity, the price or the supplier.
• Product card: opens the card of the selected product in a window: stock, stock history, price list and related customer orders in one place.
• Open order: opens the customer order the item belongs to in a new tab.
• Delete: after confirmation, dismisses the item from the waiting list, so it will not be procured. It does not delete the customer order.
• Automatic purchase: creates the supplier orders from the selected items at once, without extra settings. Choose this if many items have to be sent to order quickly and the supplier data is already set up on the products.
• Issue to barcode collector: issues the selected item to a barcode collector.

Actions tab (Műveletek) with a selected item

Product card (Termékkarton) window

5. Procurement in the Open window

The Open button opens the procurement window of the selected item. At the top four cards show the stock: Physical stock, Reserved stock, Available stock (with the quantity of the open order) and Incoming stock. Below them you see the item data: Item number, Name, Selling net price, Selling currency, Purchase net price, Purchase currency. Enter or check three fields: Quantity to purchase, Shipping company (the supplier) and Comment. The Save button saves the procurement, that is, the supplier order item is created and the item disappears from this list. The Close button leaves without saving.

Procurement window after the Open (Megnyitás) button

The window has more tabs to support your decision: Product information, Product feed, Related documents, Agreement and Incoming invoices. The panels show the data of Selling price, Purchase price, Stock in warehouses and Stock in location codes.

6. Columns, rows, sorting

On the View and layout tab the Oszlopok (columns), Sorok (rows) and Sorting buttons let you customize which columns are visible, how many rows appear on a page and in what order. The names of the first two buttons are shown in Hungarian only. This page has no preview window.

View and layout tab (Nézet és elrendezés)

Basic filters of the Search tab (none of them is required):

Further filters opened by the Expand button:

Columns of the result table:

Fields of the procurement window (Open):

Columns, rows and sorting can be customized on the View and layout tab.