Purchase orders

The Stocky app helps you process, edit, and receive purchase orders (PO).

Creating a purchase order

If you're creating a PO using a suggestion from Stocky, then you need to pick the number of days you want your stock to last for. POs can be regenerated at a later point in the process.

• Step 1: Open a purchase order
• Step 2: Edit a purchase order
• Step 3: Add Discounts to a purchase order
• Step 4: Send a purchase order
• Step 5: Confirm a purchase order

Step 1: Open a purchase order

1. In Stocky, click Purchases.
2. Click Create Purchase Order.
3. Using the drop-down menu, select which vendor or supplier the PO is for.
4. Depending whether you selected a vendor or supplier, do either of the following steps:
   • If you choose Vendor, then select which vendor your PO is for from the drop-down menu.
   • If you choose Supplier, then select which supplier your PO is for from the drop-down menu. A supplier is a group of vendors. If you want to create a multi-vendor purchase order, then you have to create a new supplier first.
5. Use the Generate drop-down menu to choose the PO generation type. You can generate a blank PO or a PO based on Stocky's suggestion.
6. Optional: If you choose to generate your PO based on Stocky's suggestions, then use Suggest for (days) to enter the number of days that you want your new stock to last for.
7. Use the Location to receive stock drop-down menu to select the location that you want the PO delivered to.
8. Optional: If you choose to generate your PO based on Stocky's suggestions, then use Base forecast on to select how you want Stocky to generate your PO.

Step 2: Edit a purchase order

You can add, edit, or remove any items from a PO, or change the forecast options.

To add an item, use the Add Products form in the PO.

To edit the quantity of an item, click in the Quantity column which lets you make changes.

You can add or update any of the item cost prices by clicking in the Cost Price column. You can also change the forecast type and adjust any of the forecast parameters in the Add Products form.

Step 3: Add Discounts to a purchase order

To add a discount to a PO, click New > Other and then enter the discount amount in the Cost Price field, as well as a description and a Quantity of 1. When you're done, click Add.

Step 4: Send a purchase order

There are multiple ways to send a PO to a supplier:

• From Stocky: You can send the PO directly from Stocky as a PDF or CSV file via email.
• By email: You can download the PO and manually send your copy of the PO via email.

Step 5: Confirm the purchase order

When your PO is ready, click Mark as ordered. Clicking Mark as ordered marks all items in the PO as "not delivered". Items included in your PO display as incoming inventory in your Shopify admin.

Receiving the purchase order at your store

After your new stock arrives at your store, you can sync it with Shopify by clicking Receive & Sync Selected. If an item is missing, then you can sync it at a later date by unchecking the item before clicking Receive & Sync Selected. To change the quantity of an item, click the Quantity column before you click Receive & Sync Selected.

• Partially receive and backordering
• Receiving an order with a barcode scanner

Partially receive and backordering

If your supplier has sent a different amount of items than you expected, or some items have been damaged in transit, then you can partially receive an item and place the remaining items on backorder.

Steps:

1. Click the arrow button in the Quantity column of the item.
2. In the drop down menu, select Partially receive.
3. Select the number of items to receive later by backorder.

The item is now split into two rows.

Receiving an order with a barcode scanner

You can receive items on a PO using a standard USB barcode scanner.

Steps:

1. In the Stocky app, go to Barcode scanner receive.
2. Scan each item to increase the scanned count, or update the quantity manually in the Receive section.
3. After you scan all your items, click Receive Scanned > Receive & Sync to update your Shopify stock levels.

Note

Any items that had a lower scanned count than ordered quantity have the option to be placed on backorder so that the items can be scanned and received at a later date.

Stock level restrictions

Stocky lets you set stock level restrictions when you use the PO forecast feature.

The minimum order is the minimum number of items that you need to order. For example, if your PO forecasts that you need to order 67 of an item but the minimum order is 100, then 100 items are added to the PO.

The minimum stock is the minimum amount of stock that you should have available. For example, if you have 40 of an item already in stock and your minimum stock level is 100, then your PO forecast suggests to order at least 60.

The maximum stock is the maximum amount of stock that you can have available. For example, if your PO forecasts that you need 30 of an item but your maximum stock limit is 20, then 20 items are added on to the PO.

The minimum order always takes precedence over maximum stock. Suppose that you have a maximum stock limit of 100 and a minimum order of 20. If you have 90 in stock, then the PO forecast suggests that you order 20, even though that means you'd exceed your maximum stock limit.

The demand forecast types Fill Shelves, Fill Shelves (if below min), and Target stock level take precedence over minimum order when using the PO forecast feature.

Set minimum and maximum stock values

1. In the Stocky app, click Locations.
2. Select a location.
3. Enter your minimum and maximum stock values.

Set minimum order quantities

1. In the Stocky app, click Vendors.
2. Select a vendor.
3. Click Settings.
4. Click Order limits.
5. Enter your minimum order quantities.