Overview

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

• Generating Purchase Orders using a Purchase Run
• Creating a purchase run set
• How order quantities are calculated
• Extracting into a purchase run more than once
• How to Merge Suppliers on Purchase Runs

Reference

Buttons

Refer to Common 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

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

Product information per supplier

Item Details sub tab

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)

Outstanding Sale Orders sub tab

Any outstanding sales orders that the selected product above may be on.  (i.e. back orders)

General Tab

Cost Prices

Product Movements

Sales Order Lines

Purchase Order Lines

Sales By Period

Message tab

The amount of stock that will be reordered is equal to weeks of floor stock x the quantity of weekly shipments

General Tab

Purchase Orders

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.

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

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.

If you want to ignore a particular field, you must set it to 0.