Orders management in Stock&Buy

Stock&Buy is an integrated system composed of various interconnected sub-systems which work together to accurately and efficiently manage your orders and inventory. 
The orders management sub-system is tightly connected to the inventory sub-system. Each order flowing through the system has a direct impact on the inventory levels and value.
This article covers purchase and sales orders in Stock&Buy and how these impact your inventory levels.

Purchase orders

A purchase order (PO) is a commercial document issued by a buyer to a seller, indicating products or services to be purchased, quantities, and agreed prices. A PO document is used to control the purchasing of products and services from external suppliers and acts as a purchase agreement between the buyer and seller.
There are 4 steps a purchase order goes through in Stock&Buy:


This is the very first stage each PO goes through. New POs are also created in this state. Orders in quote state have no impact on inventory levels and are meant to be draft orders until they are approved by the inventory manager.


When a PO gets approved, the line items and the orders quantities are locked and can no longer be modified (unless the order is voided). The received quantities fields will be enabled when a PO is set to this state.


A PO goes into this state when you start receiving the ordered goods. This state allows the reception of a given PO in batches


The PO is set to this state as soon as all the items in the order are received. Inventory levels of all ordered items are updated in this phase. Each ordered item's moving average cost (MAC) is also updated at this stage accounting for all recorded landed costs.

Sales orders

The Sales order, also known as SO, is an order issued by a business to a customer. A sales order may be for products and/or services. A sales order is an internal document which records the customer's originating purchase order which is an external document. Sales orders are slightly more complicated than purchase orders for the various steps a sales order goes through along which invoices, payments and shipments have to be recorded


Just like Quote purchase orders, a draft sales order is a non approved document representing the initial sales order a business wants to issue. Orders in this state have no impact on inventory levels. 


Allocated sales orders reduce the available inventory on hand levels. Orders in this state will reserve the amount of inventory necessary for fullfilling the customer needs. It is therefore important to keep orders in this state under control.


A sales order is this state allow you to create an invoice for the corresponding order. You can start recording payments in this state.


This is the final step a sales order can be in. A sale order is meant to be set to this state when the goods are shipped out. It is in this level that the available inventory levels are reduced to reflect the fact that the goods are out of the warehouse. Payments can also be captured at this state.

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