Purchasing overview
Purchasing is the buying side of Yessort: everything that happens between deciding you need more stock and having it on the shelf, paid for.
The chain
Buying stock runs through a chain of documents:
- A supplier holds the contact details, payment terms and agreed prices you buy against.
- A purchase order records what you want, at what price, and where it should arrive.
- A goods receipt records what actually turned up when the delivery reaches a site.
- A supplier invoice settles what you owe the supplier for it.
- A supplier return sends stock back the other way, when something needs to go back.
Two separate events
Receiving is what puts stock on hand and sets what it cost. Posting a goods receipt is the moment the stock becomes yours to sell, valued at whatever it took to get it there.
The invoice is what settles what you owe. It is a separate event, raised by the supplier and checked against the order and the receipt before Yessort lets it post.
Because these are two separate events, they can disagree — a receipt might record ten units at £5.00 each, while the invoice charges for eleven at £5.20. That disagreement is exactly what the three-way match is for: it compares the invoice against the order and the receipt, and holds anything that does not line up for someone to approve.
Concepts
- How purchasing works
- Suppliers and supplier price lists
- Purchase orders
- Receiving deliveries
- The three-way match
- Supplier returns
- Prepayments
- Reordering
- Reconciliation
How-to
- Add a supplier
- Set supplier prices
- Raise a purchase order
- Approve and send a purchase order
- Receive a delivery
- Receive stock without a purchase order
- Close or backorder a short delivery
- Record a supplier invoice
- Resolve a held invoice
- Record a credit note
- Add landed costs
- Record and allocate a prepayment
- Return goods to a supplier
- Record a supplier credit for a return
- Set up reorder rules
- Raise orders from the worklist