Overview

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

Reference

Buttons

Image	Field	Description
	Extract Products	Generate the lines for this purchase run
	Add Product	Add a product to the purchase run
	Generate Orders	Generate the purchase orders defined in this purchase run
	Generate Email Batch	Generate an email batch to send orders for the purchases

Fields

Field	Description
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.

Suppliers Tab

Button

Image	Field	Description
	Delete	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	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.
	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	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)

Show me

Field	Description
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
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
Cost Price 1- 10

Product Movements

Field	Description
Date
Transaction Number
Location
Quantity
Card
Transaction Type

Sales Order Lines

Field	Description
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
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

Show me

General Tab

Field	Description
Site
Period
Value Ex Tax
Value Inc Tax

Purchase Orders Tab

Field	Description
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.

Field	What it does	Used in	Tab
Min Reorder Quantity	When the quantity on hand for any product reaches or falls below the value set in the field of 'Min Reorder Quantity', the system will automatically re-order the product in the next appropriate purchase run. Once the Minimum reorder quantity is reached = Maximum Reorder Qty - Nett Quantity on hand .	Min Max	General tab
Max Reorder Quantity	When reordering this product, order enough stock until the Value in the Maximum Reorder. Maximum Reorder quantity - nett quantity on hand.	Min Max	General tab
Min Order Quantity	It is the minimum quantity which the supplier requires you to order in. EG min qty = 2 means if the product is purchased by each, you must buy at least 2. If the product is purchased by box or pack you must buy at least or 2 or by multiples of 2 from the.supplier. The system will always round up. Formula = max reorder qty - net qty on hand / min order qty if the pack break is not in eaches eg max reorder = 100 net qty on hand = 10 min reorder qty = 20. purchase order run will order 100 - 10 = 90. Then the system will divide the 90 by the min order qty of 2 = 45 only if the buy unit is not in eaches or box of 1 etc .	Average Weekly Sales, Min Max	Suppliers tab
Purchase Order	Quantity of stock that is currently on order on an outstanding purchase order.	Average Weekly Sales, Min Max	Quantities tab
Sale Back Order	Quantity of stock that is currently back ordered on an outstanding sale order.	Average Weekly Sales, Min Max	Quantities tab
Allocated	Quantity of stock that is currently allocated to customers on an outstanding sale order.	Average Weekly Sales, Min Max	Quantities tab

All quantities are in Eaches, regardless of the units that are defined for the product.

Items Tab

Product information from all suppliers

(similar like : Suppliers sub tab (The supplier of the product selected above) - Shows the list of products per supplier (there may be more than one),
but this showing all products from all suppliers)

Purchase Run Set fields

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 :

Focus on the great majority of products where the purchasing demand can be fairly accurately forecase. Typically such products have a steady demand profile. If you were to graph sales of those products over time. The demand would be significant and steady. Computers are good at estimating the purchase required quantities for those products.
Identify products that are too hard to forecast. The system should give up on purchasing those products. Those products are handled by the human knowledge of the purchasing office and by sales back orders.Typically such products :

- May have very low demand. Where holding stock of the product is not justified. It might be better to back order the item.
- May have a very lumpy demand profile. If you were to graph the sales of those products. There might be no demand for a long time. A big sale then no demand for another long period. Alternatively the sales may jump around wildly. With very small sales one week and huge sales the next. If the computer was to purchase such items, it may buy a lot of stock then you could get stuck with the stock when the lumpy demand drops back to a lower demand profile.

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.

Field	What it does	Default
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.

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

Reference

Buttons

Fields

Suppliers Tab

Button

Supplier's information

Product information per supplier

Item Details sub tab

Message sub tab

Suppliers sub tab (The supplier of the product selected above)

Outstanding Sale Orders sub tab

General Tab

Cost Prices

Product Movements

Sales Order Lines

Purchase Order Lines

Sales By Period

Message tab

General Tab

Purchase Orders Tab

Product fields

All quantities are in Eaches, regardless of the units that are defined for the product.Items Tab

Purchase Run Set fields

All quantities are in Eaches, regardless of the units that are defined for the product.

Items Tab

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