Purchasing

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Purchase Transactions in the Web App

A list of exising purchase transactions (Purchase Orders and Item Receipts) is available in the web app under Purchases → Purchase Transactions.

The Purchase Transactions page of the web app

Here you can:

  • enter new purchase orders and item recepts;
  • receive items based on existing purchase orders;
  • filter transactions by vendor, type, status and date;
  • search transactions by number or inventory site;
  • view, print and edit existing transactions;
  • view purchase orders linked to a specific item receipt, or vice versa.

To enter a new purchase order or item receipt, click Hfo-plus-button.png and choose the transaction type.

To view a purchase order or item receipt, click anywhere in the corresponding row of the list.

To edit an existing purchase order or item receipt, click Hfo-dropdown.png in the Action column, then click Edit.

To print an existing transaction, click Hfo-dropdown.png, then click Print.

You can view linked transactions for a certain PO or item receipt. Click View in the Lnk Txn column and then click on a transaction number.

The Action menu also lets you clone a PO or receipt, if you need to create a new transaction that exactly repeats an existing one.

Finally, if you want to mark a PO as closed without receiving it, use the Close command in the Action menu.

Creating and Receiving a Purchase Order

In the Web App

In the web app you can enter and receive purchase orders in Purchases → Purchase Transactions.

To create a purchase order, click Hfo-plus-button.png and choose "Purchase Order".

Creating a new purchase order in the web app

Here you can use the Scan Barcode field to scan products into the PO.

To receive items against an existing purchase order, find the order on the list and choose Receive in the Action column.

In the Mobile App

New P.O. Screen in the Android app

In the Android app

In the Android app, purchase orders can be created, edited, and received in Inventory → P.O. Center.

To create a new purchase order, tap New, select a vendor, scan or choose the desired items and enter the quantities you wish to order. When you are finished, tap Save.

There are a few ways to add products to the order:

  • Tap Find to select products from your item list, possibly using search and filtering. When you’ve marked all the required items, tap Add and enter correct item quantities via the keyboard.
  • Enter the exact item name in the text field and tap the Add button next to it, then enter the correct ordered quantity via the keyboard.
  • Scan product barcodes, possibly multiple times to set the correct quantities. See Barcoding.
When you’ve added all the required items, tap Save to finish.
Info-sign.png Note: If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the purchase order, select it in the list → tap the tax name, which is located in the information string above the items list → select the necessary tax in the drop-down list → tap OK.

To edit an existing purchase order, highlight one in the list and tap Edit.

To print an existing purchase order, highlight the order you wish to print, tap the Menu button (Mobile-menu.png), then tap Print. This will generate a document that can be sent to your printer, emailed, faxed, or saved as a picture.

To receive items, highlight a purchase order in the list and tap Receive. Here you can either scan the received items or enter the received quantities by hand. For any given line, the P.O. field displays the quantity that was originally ordered, while the BO field displays the quantity still remaining to be received.

In the iOS app

IOS Purchase Order HFO.gif

In the iOS app, purchase orders can be created, edited, and received in the Purchases tab.

To create a new purchase order, tap Plus iOS HFO.jpeg and select a vendor in the Create P.O. screen and tap OK, then go to the Items tab. You can scan the item's barcode with the rear camera. Alternatively, tap the Plus iOS HFO.jpeg button to open the Add Item screen. You can scroll through the list and select several items at once. It is possible to filter the items by typing the keywords in the Look for field and selecting the desired category (All fields, Name, Description, SKU, Category). Tap Add when you are finished to add items to the sales order. When you are finished, tap OK checkmark iOS.jpeg to apply your changes, or press the back button to leave without saving.

Info-sign.png Note: If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the purchase order, tap it in the list → tap the tax name → select the necessary tax in the drop-down list → tap OK → Close.

To edit an existing purchase order, tap one in the list and tap Edit.

You can filter purchase orders by the Vendor by typing their name in the Look for Vendor field, or by their status: Not received, Received, Closed and All P.O. by tapping the respective button below the Look for Vendor field.

To print an existing purchase order, tap it in the list and tap the Print button in the pop-up window.

To receive items, tap the purchase order in the list and tap Receive in the pop-up window. Here you can either scan the received items or enter the received quantities by hand or check the Receive All checkbox.

Reorder Points and Desired QOH Levels

Desired QOH & Reorder Points Page

HandiFox lets you define reorder points and desired QOH levels for every item on every site. Based on this information, HandiFox web app can generate purchase orders to replenish your stock when needed (see Automatic Replenishment).

Reorder Point is the minimum quantity that you would like to have in stock at all times. Items that are below their reorder points will be included on the next purchase order you generate with HandiFox (based on reorder points and desired levels).
Desired QOH is the quantity you want HandiFox to target when generating a replenishment purchase order.
Case Size comes in handy if your vendor supplies items only in batches of the defined quantity.
Reorder Rounding allows selecting whether to round up or down or to the nearest value when the item has a certain case size. For example, the case size for an item is 10, and your inventory lacks 3 items. If you chose to round down, then the replenished amount would be 0.

To assign these values for your items, go to Inventory → QOH Viewer and click Reordering at the top-right corner of the page. Select the Site for which you will be defining these parameters, then enter them in their respective columns. When you are finished, click Save.

Automatic Replenishment

Automatic Replenishment Screen

HandiFox can automatically compile purchase orders to replenish your stock. To use this feature, go to Purchases → Automatic Replenishment and select the Site where you want to replenish inventory.

There are multiple ways to automatically replenish inventory:

Based on sales information for a chosen period. Items will be added on the purchase order based on the current quantities on hand, sales made since the selected date, existing open sales orders and purchase orders. The goal of this algorithm is to make up for items sold during the chosen period and also ensure you have enough inventory to fulfill your current sales orders.
Here you can also Include Future Needs on the order, based on the assumption that your average daily sales will be the same as during the chosen period.
Based on average weekly sales. Average quantities sold weekly will be calculated for every item based on the data for the last N weeks, and added to the order, so that the replenishment is enough to last the set number of weeks.
According to set Reorder Points and Desired QOH. See above how to set these. Every item that is currently below its Reorder Point will be added to the order, with a quantity that will bring it up to its Desired QOH.
Info-sign.png For items whose Desired QOH and Reorder Points have not been set, they are considered equal to 0 by default. This means any such items whose quantities on hand have gone negative will be brought back up to 0 with the generated order.

When you have chosen the method, click Retrieve to populate the list with items to be replenished. Use checkboxes in the rightmost column to mark the items you want to include on the purchase order, select the Vendor for items, then click Generate P.O.

Purchase Order Numbers

If you'd like to change how reference numbers look for purchase orders, see Transaction Numbering.