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Let’s look at how to purchase in inFlow.
The purchasing section manages vendors, purchasing and receiving inventory. From the homepage
you can easily access the vendor list. It is also accessible via the Main Menu under
Purchasing.
The vendors you see in your list can be filtered with the boxes at the top. Filters can be
changed by clicking the field name and selecting another filter type. Filters can also be added
or removed in this dropdown menu. Double clicking opens the full vendor record so that you can
make changes to preferences like taxing schemes and payment terms. You can set a vendor’s
currency (if other than your own) from this window as well.
At the top you’ll find the toolbar, including buttons to create a new record, save, deactivate
or add attachments. More information can be entered in the extra info tab and the vendor
products tab lists products for this vendor and their prices. Once entered, the vendor
and their price will appear in the product vendors tab of the items listed. Past orders
can be tracked in the order history tab. Double clicking on any of the orders opens it in
a new tab. You can also access the purchase order list through the main menu or through
the homepage under purchasing.
The toolbar appears in this window as well, with many of the same capabilities. This button
will allow you to export or print sales orders, invoices packing slips etc. First select the
action: Print, Preview or Export, and then selecting the document. Documents can be exported
to Excel, to Word or to PDF from this window and this is also where you will have access
to custom documents if you have imported any. Custom documents will be opened in Word and
can be printed or saved to PDF from there.
The purchase order screen is set up much like an invoice. Vendors can be selected from the
dropdown list at the top left and if you’re purchasing from a new vendor you can create
a new entry by clicking add. If you have a large vendor list you can use the filters
at the centre of this dropdown to help you find a specific vendor.
Products can also be selected from a dropdown list, and as with the vendor field, filters
can be used to narrow down what you’re looking for. For products which have had barcodes
registered you may choose to scan their barcodes in order to have inFlow select them for you.
Along the bottom of the PO you will see options for Payment Method, taxing scheme and Currency
which will allow you to change the various payment related items in the order quickly
and easily. You can also change the currency of the order by choosing it from the dropdown,
you will be asked for the conversion rate.
Hold your mouse over any number in the order to see it converted back to your local currency.
Once you’re finished with the order you can click “Receive and Pay” to complete
the order and move the stock listed in the table above into your inventory. You can also
choose to simply receive inventory and leave the order open if you will be paying the vendor
at another time.
When you receive your stock, inFlow will use the pricing information in your order to determine
the cost of the items you’re receiving. This allows the system to track for cost and
profit reporting at a later date. The costing method can be chosen in your product record
and is explained in more detail in other tutorials.
Switching to Advanced mode lets you to work through the various stages of your order,
one at a time. If you stock in multiple locations you can receive your stock into multiple locations
from the receive tab. This is also helpful if not all of your order was shipped as you
can receive what has arrived and leave the order open. To change the location for all
your items quickly, try right clicking the first instance of that location and choosing
“fill down”. The Payment tab will allow you to manage your vendor payments. If the
items received are different than the payment to be sent to the client simply un-check the
“auto invoice” option here and you will be able to make the necessary changes. Once
you’re ready to complete the order simply click “Paid in Full”.
For more information on the features you’ve see here please have a look at our other tutorial
videos and at the Knowledge Base at www.inflowinventory.com