Overview
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This feature is not available in Readysell Lite. |
A purchase run is used to determine what products need to be ordered and in what quantities. Readysell provides two basic ways to calculate this: by defining minimum and maximum stock levels for a product (Min Max), or by considering average weekly sales.
Getting Started
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| Field | Description |
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| Type | This is the transaction type for this purchase run (i.e: PURSUG (Purchase Suggested Order)) |
| Number | The unique number for the transaction of this Purchase Run |
| Status | The status for this Purchase Run (e.g: open, posted etc) |
Date | The date and time the purchase run was created |
| Description | The description for reference of the purchase run |
| Purchase Run Type | Purchase run type is selected when a "Extract Products" occurs on a purchase run.
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Suppliers Tab
Button
| Image | Field | Description | |||
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 | Delete |  | Extract Products | Allows you to delete a selected supplier or selected suppliers off the purchase run without deleting the whole purchase run | |
| Extract Products | Brings up the purchase run selection window so that you can extract products and their suppliers based on the criteria of this window onto the purchase run | |||
 | Change Supplier | Allow Allows all products on a single purchase run to have their supplier set to one common supplier with a single button Once a day. A purchase order run is created for the wholesale supplier. Their may be many suppliers on the purchase run. The user clicks a single button, selects the required supplier and all purchase order lines on the purchase run change supplier to the supplier that was entered.
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 | Filter | There is a filter on the purchase run window which can show Order Required and Order Not Required and All. This filter is just above the lines to be ordered. Change the filter to Order Not Required, the product should show in this list, the Message tab at the bottom of the screen will show why it doesn't want to order it, you can change the Qty field to read as the quantity you wish to order of this product. |
Supplier's information
| Field | Description |
|---|---|
| Site | |
| Supplier | |
| Value Ex Tax | |
| Value Inc Tax | |
| Min Order Value | |
| Minimum Order Variance | |
| Product | |
| Qty | |
| Unit | |
| Unit Quantity On Hand | |
| Price Ex | |
| Value Ex | |
| Value Inc | |
| Lead Time | |
Item Details Tab
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Product Suppliers Tab
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Outstanding Sale Orders Tab
| The site for this proposed purchase order from this supplier. If you have more than one site, your purchase run may be for all sites which means the supplier could appear more than once to show a purchase run for each site's supplier | |
| Supplier | The supplier the products are to be ordered from (this can change should you wish to change them to a different supplier) |
| Value Ex Tax | The value ex tax of the purchase run generated for each supplier |
| Value Inc Tax | The value inc tax of the purchase run generated for each supplier |
| Min Order Value | The minimum order $ value of the purchase run/order required to order from this supplier. This is Inc GST |
| Minimum Order Variance | The difference between what the minimum order value is and what you've so far added to the purchase run for that supplier |
Product information per supplier
Field | Description |
|---|---|
| Product | Product ID and Product Name appear in this field |
| Qty | Qty that the system thinks you need to order based on the criteria you used in the extract products window |
| Product Unit | The unit the qty refers to that is being proposed to be ordered |
| Unit Quantity On Hand | The qty on hand based on the default sell unit |
| Price Ex | The price ex per unit |
| Value Ex | The total value ex per line (Qty x Price Ex) |
| Value Inc | The total value inc per line (Qty x Price Inc) |
| Lead Time | The date the product will be due to come in to your site. From the point in time that you send the order to the supplier, to the point where it lands in your site. |
Item Details sub tab
| Field | Description |
|---|---|
| Count of Weekly Sales | The count of time it sold per week - used when processing a purchase run based on average weekly sales. |
| Qty of Weekly Shipments | The total qty of shipments per week - used when processing a purchase run based on average weekly sales. |
| Stock Required | This is the stock required for this item |
| Qty on Sales Back Order | The qty on sales back order for this item |
| Qty on Purchase Order | The qty on outstanding purchase orders for this item |
| Qty Allocated | The quantity allocated for this item |
| Qty On Hand | The quantity on hand for this item |
| Unit Qty on Hand | The qty on hand based on the default sell unit on the product |
| Qty Available | The quantity available for this item |
| Quantity Sold | The quantity sold for a recent range of dates. The criteria that determine the number of days used is locked in the program and does not change based on which method you use to extract the lines. The sales for the previous two months starting from today are always used, but only for the product from the selected supplier( Technically Product movement supplier is current supplier, date from two months ago up to today) If today was 14/12/2021. The criteria would be Date >= 2021-10-14 and Date < 2021-12-15 and the supplier is the supplier for this purchase run item. |
| Net Qty On Hand | The net quantity on hand |
| Lead Time | The number of days that the product takes to get to your site. From the point in time that you send the order to the supplier, to the point where it lands in your site. |
Message sub tab
This feeds off the product you've selected on the Item Details tab and the filter selected (i.e. All, Order Required, Order Not Required)
- If you've selected a product to be ordered, the Messages tab will have a message along the lines of...
Min Reorder Qty: 2
Qty of Weekly Unit Shipments: 0.000
Min Qty of Weekly Unit Shipments: 0.5
Weeks of Floor Stock: 5
Calculated Stock Required: 0
Count of Weekly Sales: 0
Min Count of Weekly Sales: 0.9
Net Qty on Hand: 2
Max Reorder Qty: 10
Final Stock Required: 0.000
Stock to Order (Each): 6.000
Rounded Stock to Order (Unit): 16.8
--- Additional Figures ---
Qty on Hand: 2
Net Qty on Hand: -3
Total Qty of Unit Shipments for Date Range: 0
Total Count of Sales for Date Range: 0
Min Order Qty (for Rounding): 12
Qty Per Box (for Rounding): 1
- If you've selected a product to be ordered, the Messages tab will have a message along the lines of...
Qty of Weekly Unit Shipments: 0.000
Min Qty of Weekly Unit Shipments: 0.5
Weeks of Floor Stock: 5
Calculated Stock Required: 0
Count of Weekly Sales: 0
Min Count of Weekly Sales: 0.9
Net Qty on Hand: 4
Final Stock Required: 0.000
Excluded because:
- Net quantity on hand (4) is already greater than or equal to the stock required (0.000)
- Count of weekly sales (0) is less than the minimum weekly sales count required (0.9)
- Quantity of weekly unit shipments (0) is less than the minimum weekly unit shipment quantity required (0.5)
--- Additional Figures ---
Qty on Hand: 4
Net Qty on Hand: 4
Total Qty of Unit Shipments for Date Range: 0
Total Count of Sales for Date Range: 0
Suppliers sub tab (The supplier of the product selected above)
Shows the list of products per supplier (there may be more than one)
| Field | Description |
|---|---|
| Supplier | The supplier code and the supplier name |
| Minimum Order Quantity | The minimum order qty for the selected product above per supplier record |
| Is Primary | Flagged with a tick for the 1 supplier who is the main supplier you get that product from |
| Supplier Product ID | Supplier's code for the product |
| Stock Level | Level of stock for this product (relevant for those suppliers we are able to get that feed from) |
| Stock Level Updated | Date the stock level was last updated |
| Cost Price 1 | This field shows the cost price per supplier for the selected product above |
Outstanding Sale Orders sub tab
Any outstanding sales orders that the selected product above may be on. (i.e. back orders)
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| Field | Description |
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| Product | Product Id and Name |
| Qty Ordered | This field shows the quantity on an order |
| Qty Allocated | This field shows the quantity allocated to an order |
| Qty Back Ordered | This field shows the quantity backordered on an order |
| Qty On Shipments | This field shows the quantity on shipments for an order |
| Product Unit | Product unit |
| Price Inc Tax | This field shows the price inc tax on an order |
| Discount Percent | This field shows the discount % |
| Tax Code | This field shows the product tax code |
| Value Inc Tax Ordered | This field shows the product value inc tax ordered |
| Supply Type | Product supply type |
| Note | Product note |
| Backorder Date Due | Product backorder due date |
General Tab
| Field | Description | |
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| Supplier Product ID | ||
| Min Order Qty (Each) | ||
| Default Buy Unit | ||
| Buy Ship Unit | ||
| Default Order Unit | ||
| Is Primary | ||
| Default Order Unit | ||
| Archived | ||
| Supplier |
Cost Prices
| Field | Description |
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| Cost Price 1- 10 |
Product Movements
| Field | Description | |
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| Date | ||
| Transaction Number | ||
| Location | ||
| Quantity | ||
| Card | ||
| Transaction Type |
Sales Order Lines
| Field | Description | |
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| Product | ||
| Product Name | ||
| Unit Quantity Ordered | ||
| Unit Quantity Allocated | ||
| Unit Quantity Back Ordered | ||
| Unit Quantity On Shipments | ||
| Product Unit | ||
| Unit Quantity On Hand | ||
| Unit Price Inc Tax | ||
| Discount Percent | ||
| Tax Code | ||
| Tax Value Ordered | ||
| Value Inc Tax Ordered | ||
| Supply Type | ||
| Has Notes | ||
| Backorder Date Due |
Purchase Order Lines
| Field | Description | |
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| Product | ||
| Product Name | ||
| Unit Quantity Ordered | ||
| Unit Quantity On Order | ||
| Product Unit | ||
| Unit Quantity On Hand | ||
| Unit Price Inc Tax | ||
| Discount Percent | ||
| Value Ex Tax Ordered | ||
| Tax Value Ordered | ||
| Value Inc Tax Ordered | ||
| Has Notes | ||
| Date Due | ||
| Return Reason | ||
| Expected Supplier Product ID |
Sales By Period
| Field | Description | |
|---|---|---|
| Period | ||
| Product | ||
| Quantity | ||
| Value Ex Tax | ||
| Value Inc Tax | ||
| Original Cost Ex Tax | ||
| Cost Ex Tax | ||
| Discount Value | ||
| Margin | ||
| Margin Percent | ||
| Gross Profit Percent | ||
| Number of Sales | ||
| Average Sale Value Ex Tax | ||
| Last Year Value Ex Tax | ||
| Last Year Value Ex Tax Variance | ||
| Internet Sales Value Ex Tax | ||
| Last Year Internet Sales Value Ex Tax | ||
| Last Year Cost Ex Tax | ||
| Last Year Cost Ex Tax Variance | ||
| Last Year Cost Ex tax Variance Percent | ||
| Last Year Margin | ||
| Last Year Margin Variance | ||
| Last Year Margin Variance Percent | ||
| Last Year Gross Profit Percent | ||
| Last Year Gross Profit Percent Variance | ||
| Last Year Gross Profit Percent Variance Percent | ||
| Diff From Last Year Value Ex Tax | ||
| Diff From Last Year Value Ex Tax Percent | ||
| Sale Value Less Than Last Year | ||
| Sale Value Greater Than Last Year | ||
| Internet Sales Value Ex Tax Percent | ||
| Cost Ex Tax At Cody P1 | ||
| Margin At Cost P1 | ||
| Margin Percent At Cost P1 | ||
| Gross Profit Percent At Cost P1 | ||
| Last Year Cost Ex Tax Variance At Cost P1 | ||
| Last Year Cost Ex Tax Variance Percent At Cost P1 | ||
| Last Year Margin At Cost P1 | ||
| Last Year Margin Variance At Cost P1 | ||
| Last Year Margin Variance Percent At Cost P1 | ||
| Last Year Gross Profit Percent At Cost P1 | ||
| Last Year Gross Profit Percent Variance At Cost P1 | ||
| Last Year Gross Profit Percent Variance Percent At Cost P1 |
Message tab
The amount of stock that will be reordered is equal to weeks of floor stock x the quantity of weekly shipments
| Expand | ||
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General Tab
| Field | Description | |
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| Site | ||
| Period | ||
| Value Ex Tax | ||
| Value Inc Tax |
Purchase Orders
| Field | Description | |
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| Site | ||
| Transaction Number | ||
| Supplier | ||
| Value Inc Tax Ordered | ||
| Value Inc Tax On Order | ||
| Minimum Order Variance | ||
| Status |
Product fields
Each product has a number of fields that govern how it behaves in a purchase run. These fields are set on the Products screen. The table below shows how each field is used in a purchase run, and the tab within the Products screen where each one is located.
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All quantities are in Eaches, regardless of the units that are defined for the product.
Purchase Run Set
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fields
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Each purchase run set has a number of fields that govern how products are selected to order. The table below gives a brief description of each field. A key feature of any practical automatic reorder system is to :
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Readysell's average weekly sales reorder strategy has three fields that help identify products which are setup to be reordered. But should not be automatically reordered due to the unpredictability of demand. Those fields are 'Minimum Weekly Sales Count', 'Minimum Weekly Sales Quantity' and 'Average Weekly Sales Variance'. By adjusting those settings you can configure Readysell to take a more aggressive or more defensive purchasing strategy.
Readysell's suggested workflow for implementing automated purchasing is as follows :
- Elect to use only the average weekly sales reordering strategy. Average weekly sales always uses the most current sales figures. So it is more up to date then the older style min/max reorder strategy.
- Decide how often you are going to run automatic purchasing each day. Then Build a list on a spreadsheet of reordering strategy names by week of month, day of week and hour of day. For example Week1MondayMorning, Week2WednesdayMidday etc.
- For each time you are going to run automated purchasing each month. Decide how aggressive you want to be in respect to purchase order quantities. For example, early in the month buffer up stock. Around the middle of the month reduce purchase order quantities. Until on the last afternoon of the month. Just purchase enough to cover sales back orders. Make this a shared document. Perhaps pin it on the wall next to your desk.
- Create a set of purchase runs that implements the purchasing strategy defined on your spreadsheet.
- Train an assistant to run each purchase run at the appropriate time each day. Then to tell the purchasing officer that the purchase runs are ready for review. This approach :
- frees up the purchasing officers time,
- provides a backup person who is able to keep purchasing functioning reasonably when the purchasing officer is away sick or on holidays.
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| Field | What it does | Default |
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| Minimum Weekly Sales Count | The product will only be ordered if the average number of sales per week is greater than or equal to this number. Count of Weekly Sales = the average number of sales per week over the date range that contained at least one line with the product in it. | 0.9 |
| Minimum Weekly Sales Quantity | The product will only be ordered if the average quantity of products sold per week is greater than or equal to this number. Quantity of Weekly Shipments = the average weekly each quantity of products shipped over the date range | 0.5 |
| Weeks of Floor Stock | Readysell multiplies the average quantity sold per week by this number to get the amount of stock required. The amount of stock that will be reordered is equal to weeks of floor stock x the quantity of weekly shipments | 5.0 |
| Average Weekly Sales Variance Threshold | Readysell multiplies the average quantity sold per week by this number to get the acceptable sales variance. If a week's total sales differ from the average by more than this amount, that week's sales are excluded from the calculation. This is particularly relevant for products where the quantity sold varies significantly in some weeks (such as seasonal stock). | 2.0 |
If you want to ignore a particular field, you must set it to 0.
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