Purchasing

Tracking your purchases is an important step in maintaining your inventory. By knowing what you have on order, how many and when it will be received, you can keep your inventory at an optimum level. CORESense can help you create purchase orders for the appropriate items and quantities, and help track just-in-time (JIT) and drop ship orders as well.

Purchasing Inventory

Create purchase orders to get items and materials you need for replenishing stock and selling to customers. By entering a purchase order, you initiate the purchase and record all aspects of the purchase:

when the items are ordered
which items are ordered
what quantity is ordered
which vendor items are ordered from
when the items are expected
where the items will ship
which items have been received from the vendor

Knowing this information about your purchases helps you keep your stock streamlined.

For example, your item ABC sells at an average rate of 1 unit per month. You have one unit in stock and wonder if you need to order more now. When you track your purchase orders, you can check the quantity on order and see that you already placed an order for three units of item ABC. Because this is an average three-month supply, you do not need to place another order now.

Purchase Order setup

CORESense provides the ability set Purchase Order General Attributes default values by Vendor or Globally.

To set them by Vendor go to Inventory Manager > Vendor Manager > Vendor record > Purchasing.

To set them Globally (for all Vendors) go to Systems Settings>Purchasing.

To set them by Vendor Manager go to the Vendor Manager. Vendor settings override Global settings.

Creating Purchase Orders

You can create purchase orders manually using the Purchase Order Builder, Inventory Manager or during import of new products and skus.

Create a Purchase Order using the Purchase Order Builder
Create Purchase Order using the Purchasing option in the Inventory Manager
Create Purchaser Orders using Product SKU import.

You can also have purchase orders created automatically for:

Stock items using Reordering automation.
Drop Ship items using Drop-ship Fulfillment Automation
Just-In-Time Items using Just-in-time Fulfillment Automation

Reordering automation create purchase orders for items that are needed based on preset reorder points and quantities. Reordering is ideal because it takes the guesswork out of how much you need and when to order it.

Creating and Managing Purchase Orders

The table below describes how each of the managers is used for grid and non-grid setups.

Manager	Grid	Non-Grid	Description
Purchase Order Builder	X	X	POs are constructed using the New Purchase Order function. Saved POs can be edited and submitted System generated reorders are listed under the Recommended section for review and transmission
Purchase Order Manager	X	X	Search for, View and Manage Purchase Orders (PO) Receive against a Purchase Order Close or Void a Purchase Order Can also access Purchase Order Builder
Purchase Order Queue	X	X	Review all pending POs and determine if ready to process. Send to PO Manager for processing. List any SKUs that have meet their reorder points threshold (reorder points are setup at the SKU level in the Inventory Manager)
Inventory Manager	X¹	X	Search for SKUs requiring inventory (i.e., backordered SKUs) using the Filter by SKU Information search criteria Select SKUs for PO Enter desired quantity for each SKU Determine whether to send PO to process immediately or send to PO Queue

¹Grid products can be purchase in the Inventory Manager just not in a grid or matrix format.

Purchase Order Types

Stock, Drop-ship and Just-in-time Purchase Orders

CORESense provides three types of purchase orders. These include Stock, Drop-ship and Just-in-time Purchase Orders, where each type corresponds to a fulfillment method available in CORESense. For more information on fulfillment methods, see Inventory Fulfillment Methods.

Stock Purchase Order

Used for replenishing stock inventory in your warehouse(s). Inventory can be purchased from vendors using purchasing level discounts, case sizes and incentives.

Inventory received from the purchase order is first assigned to orders containing backordered inventory (from oldest to newest) before In Stock inventory levels are increased.

Drop-ship Purchase Order

Used for purchasing inventory shipped directly from the vendor to your customer. Drop-ship purchase orders are typically sent directly from the customer's order in CORESense.

Shipments are generated when the PO is created.
Once the vendor ships the inventory, you may be notified with a confirmation including the tracking number based upon your agreement with the vendor.
Once notified, you can complete the process by updating the customer's ship date and tracking number to the shipment, which sends a shipment confirmation email.

Just-in-time Purchase Order

Used for purchasing inventory from the vendor for a customer's order, where inventory is shipped from the vendor to your warehouse, then from your warehouse to the customer.

Just-in-time purchase orders can contain inventory for a single customer's order or multiple customer orders.
Inventory received from the purchase order is assigned to orders for which the inventory was originally purchased (from oldest to newest).
Shipments are created once the you receive the inventory.

NOTE: JIT (Just in Time) POs are filtered into a single PO if the vendor, warehouse, PO delivery method (email or fax) and shipping method all match.