Pinogy POS Training Guide: Purchasing & Receiving - Purchasing

• Your current Min and Max Stock Days. https://pinogy.atlassian.net/wiki/spaces/PP/pages/3636068686

• That your current inventory is correct. https://pinogy.atlassian.net/wiki/spaces/PP/pages/1568309285

• What is getting returned and if it’s going back on the shelf or back to the supplier.

• If items are special order products or regular products.

• If products are seasonal products.

• How frequently you purchase from your supplier.

• How long does it take for the products to make it to you once you have placed your order.

• It will adjust the quantities needed based on Out of Stock periods.

• Expired Products

• Store use

• Shrinkage

This is best way to generate a purchase order. The more you use it, the smarter it gets.

When you are just starting out with our system, unless you had your sales history imported, you will not have enough history in the system for Safety Stock Replenishment to accurately forecast what you need to order.

For this reason, we have Sales Qty Replenishment.

For your first 2-4 weeks with the system, you may want to use this method of ordering. If you are running this style of order, please be aware that if you sell 3 cans from a case of 12, the system will want to order 12 replacement cans.

You will want to keep an eye on any item with a minimum order quantity.

You can use this method to add all products that a supplier provides and remove any products that you do not want to place on the order.

All quantities associated with the purchase order will be set to their minimum order quantity, and you can adjust the quantities as necessary.

You should use this method anytime you know exactly what you would like to order and don’t need the system to generate the order for you.

For example, if you need to place a small order with four products on it, this is your go-to PO.

This method will add every product that you can order, from a supplier where that supplier has the lowest cost, to a purchase order.

All quantities associated with the purchase order will be set to their minimum order quantity, and you can adjust the quantities as necessary.

This purchase order method is great if you want to review what items can be ordered and are cheapest from a particular supplier and allows you to quickly train the system for any adjustments you might want to make.

This method will add every product that you can order, from a supplier where that supplier has the more expensive cost, to a purchase order.

All quantities associated with the purchase order will be set to their minimum order quantity, and you can adjust the quantities as necessary.

This purchase order method is great if you want to review what additional items can be ordered from a particular supplier and allows you to quickly train the system for any adjustments you might want to make.

This method will add every disabled product that you can order from a supplier,

For example, you have specific products that have been set to where they cannot automatically be added to a purchase order for you.

This purchase order method can be used to review and re-train the system for any product that has been disabled, but now needs to be re-enabled for the system to automatically order again.

This method will add every Special-Order product that you can order from a supplier.

This purchase order method is to review and re-train the system for any product that you might have marked as Special Order in the past, but now want to change to be a regularly stocked product.

This method will add every product that you can order from a disabled supplier,

Disabled supplier meaning, you told the system you don’t want to ever auto order from that supplier.

This purchase order method is great to review and re enable those products from the selected supplier again.

Duplicate can be used for POs that you want to re-order.

Open a closed PO and select ‘Duplicate’ and it will send it back to the Purchasing tab for submission.

You can add or remove products that were not on the original order, or a duplicated order can be used as a template for future orders.

Example: If you order from a supplier every Sunday, the ‘Schedule’ button allows you to generate POs automatically.

Once you have set up the parameters, next Sunday the PO will be sitting in the ‘Purchasing’ tab for you to review.

1. Go to the ‘Purchasing’ tab.

2. Select the ‘Schedule’ button.

3. Select ‘New’

In Manage Scheduled PO you can:

1. - Enable the system to schedule the POs for this supplier.

- Select the supplier you want to schedule for.

- Set which locations the system will order for.

2. - Limit what products are ordered, based on if this supplier has the lowest cost.

- Delete the PO if the minimum order amount is not met. If the option to automatically delete under-minimum POs is not enabled, the PO will remain in the Purchasing tab. Upon attempting to submit it, the system will issue a warning if it does not meet the minimum order amount required.

- Auto Submit PO to supplier is the goal for Purchasing and Receiving. After you have trained the system to the point you rarely have to correct the scheduled POs, you can check this box, and it will create and send the POs to the supplier without you having to look at it. The system is usually fully trained for this at about six months to a year.

3. - Set your start date.

- Set how often you want it to order.

- Set what time you want it to generate.

- Set what days you want it to generate.

When you have all of the parameters set, click ‘Add’ and the system is ready to go.

Select New PO from Receiving. Choose your Supplier and Generate

From here press Add. Scan or add in your items then finalize.