Introduction
Use this area to create and place your orders with your suppliers
Assumptions
You have the permission set to create orders
Order Sheets and Stock Locations have been set up
Suppliers must be set as a favourite for your Outlet
Where to find this
Outlet > StORM > Orders
Step by Step Guide
From the StORM menu, click on Orders
To start creating your order, click on Add, then choose the relevant Stock Location for the items you want to order.
The available items will be listed.
Enter the required quantity for each item. You can do this by line by line.
Click on the plus button to add the item/s, or enter the quantities for each item then click on Add Items at the bottom of the page. Once items have been added to your basket they will be greyed out (unless you have the client option activated to prevent this). You will see the items have been added to the Review Selected Products button.
Placing the order -To place the order click on Review Selected Products either next to the Add Item button or at the top left of the page.
The items will be organised by supplier and you will have the options below to complete the creation of the order.
Additional items - To add additional items, click on Add Product. Choose your stock location from the dropdown and add the quantities against the items you require as you did previously.
Non Catalogue Items - To add Non Catalogue items (items not listed in the supplier catalogue), click on Add Non Catalogue Item (this needs to be activated by your Head Office) and complete the mandatory fields, identified by a red star and then click on the Add Non Catalogue Item button.
Edit Items - click on any item with a hyperlink to:
Add notes to the supplier - this is item by item.
Change quantities - click on the quantity.
Click on the X at the end of the item line to delete the item from the order.
Delivery Date - Choose a delivery date from the dropdown and add if required add a comment in the Comments box.
Sending the order to the supplier - To place the order either click on Confirm for each supplier or Confirm all to send all the orders at once.
Note, some suppliers have a set minimum order value. If that value is not met, a warning message will pop up giving you chance to change the quantities or add items to meet the value. However, if that minimum order value has been met, any subsequent orders for the same delivery day can be sent without individually needing to meet the minimum value.
Hold Orders - If you have the option to Hold Orders, tick the box if you are not ready to send the order. This can be released later.
To release an order that is on Hold, click Release and confirm by selecting Yes or No.
Order Status - Orders will appear on your orders dashboard with a status of View PO or PO Failed. On Hold orders will show the word Release in yellow.
EDI order's status will be updated through it's journey, for example once sent to the supplier it will show as Order Sent, then Order Confirmed or Order Modified (if the supplier has made modifications to the items). If their is a problem it will show as Order Failed or Order Rejected.
Copy Order - To create a new order from an existing one click on the order number in the dashboard, select Copy Order, make any amendments, select the delivery date, add any comments, then confirm the order.
Once you have received the order, it will need to be booked off. This will be covered in a separate user guide.
FAQ's
Unavailable items
You may have some items in your stock location which show as Unavailable or Discontinued. Hover over the question mark to find more info about why. This is normally because the supplier had removed the item from your catalogue. This stays in your stock location until you remove it as you may have stock of the item.
Theoretical Stock On Hand
There is a client option to show the theoretical stock on hand figure in a separate column. If you have this option switched, on you will see the calculated amount of stock based on your recorded sales (if we are integrated with your epos provider), your purchases, stock transfers, opening stock count and wastage.
Why can't I see all items in my stock location?
The page will show 50 items but you can change this to show more or less
Can I add items from multiple stock locations to my basket?
Yes. Once you have finished with one stock location simply select the next one to work through.
Why can't I see a stock location I have set up?
Check you made the stock location available for ordering by going to the set up page and clicking Edit next to your stock location.
Can I create a standing order?
There is no standing order functionality but there is a client option to let you copy an order an order you have previously sent.
If the client option is activated for you you can click on the PO number from this page and you will see a Copy Order button underneath the order. Click on this and then you can edit the quantities and add more items in the basket.