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  3. How to Manage Supplier Purchases, Supplier Orders & Back Orders
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  3. How to Manage Supplier Purchases, Supplier Orders & Back Orders

How to Manage Supplier Purchases, Supplier Orders & Back Orders

What is a Supplier Order?

A supplier order allows you to order products from your suppliers.

How to Create a Supplier Order

  • Go into the Invoice module.
  • Select Supplier order as the invoice type in the drop down menu.
  • Choose your supplier in the Customer field.
  • Select an arrival date in left side panel if applicable.
  • Select or scan the item(s). You can adjust the quantities and purchase prices if necessary.
  • Click on Finalize transaction.

How to Find a Supplier Order

To find your supplier order, go to the Contact module (make sure to select Company as contact type). Once you have found your supplier, click on the Supplier orders tab at the bottom of the page.

How to Edit a Supplier Order

  • Go to the Contact module
  • Find your supplier’s profile in the company database.
  • Select the Supplier orders tab in the middle of the page.
  • Right click on the order and select “Edit the invoice”.
  • Note

    If your supplier order has been partially received, you can no longer edit it.

  • You will then be able to edit the information on the invoice.
  • Click on Payment to finalize the transaction and save the changes that were made to the order.

It’s impossible to change the supplier linked to an order.

How to Cancel a Supplier Order

  • Go into the Contact module.
  • Find your supplier’s profile.
  • Select the Supplier orders tab in the middle of the page.
  • Right click on the order and select “Cancel invoice”.
  • Confirm the invoice cancellation by selecting “Cancel invoice”.
  • Click OK.
  • You will be prompted to input your credentials to complete the process.
Note

If your supplier order has been partially received, you can no longer cancel it.

How to Add Shipping Fees to a Supplier Order

It’s impossible to add shipping fees to a Supplier Order since the order has yet to be delivered.

Once you have received the merchandise, you will need to add the shipping cost into the Supplier purchase as explained below under How to receive your ordered goods.

What is a Supplier Purchase?

A supplier purchase is the invoice status when finalizing a Supplier order. This is how items are added in Alice POS’ inventory. It’s also possible to create a Supplier Purchase without a Supplier order.

How to create a Supplier Purchase

  • Go into the Invoice module.
  • Choose your supplier using the customer field.
  • Select Supplier purchase as your Invoice type.
  • Select or scan the item(s). Adjust quantities and pricing as needed.
  • In the Payment window, add in the delivery fees by clicking on the “Shipping” button. It is mandatory to add an amount, even if it’s $0.
  • You can select the taxes for the supplier order by clicking on the “Taxes” button at the top, next to the Shipping one.
  • Click on “Finalize transaction”.

How to Edit a Supplier Purchase

  • Go into the Contact module.
  • Search for your supplier’s profile.
  • Select the Supplier purchases tab in the middle of the page.
  • Right click on the supplier purchase and select “Edit invoice”.
  • Alice POS will prompt with a window stating that the invoice needs to be canceled before it can be edited. Click Ok to continue.
  • You will then be able to edit the invoice.

You can edit a supplier purchase only if the items haven’t been sold yet. For example, if a supplier purchase contained a fishing rod and a can of worms and you sold the latter, you won’t be able to cancel or edit the supplier purchase.

How to Cancel a Supplier Purchase

  • Go into the Contact module.
  • Search for your supplier’s profile.
  • Select the Supplier purchases tab in the middle of the window.
  • Right click on the order and select “Cancel invoice”.
  • Confirm the invoice cancelation by clicking on “Cancel invoice”.
  • Click on OK.
  • You will be prompted to input your credentials to complete the process.

How to finalize an Supplier Order

  • Go into the Contact module.
  • Find your supplier’s profile.
  • Select the Supplier purchases tab in the middle of the window.
  • Right click on the order and select “Finalize order”. You will be prompted to confirm finalizing the order.
  • This will prompt the Invoice module where you’ll be able to confirm the quantity of items received under the Qty column.
  • In the Status column, you can select if it’s Complete or Back Order. The Complete status is automatically selected if the received quantity of an item is equal or higher than originally orders.
  • You may also manually set the status of an item to complete should you receive confirmation that you will not be receiving the product.
  • In the Payment window, add in the shipping fees by clicking on the “Shipping” button. This is required, even if the amount is $0.
  • You can select the taxes for the supplier order by clicking on the “Taxes” button at the top, next to the Shipping one.
  • Click on Finalize transaction. Alice POS will then print your product labels.

How to view your Back Orders

You can view your back-ordered items; items that your supplier has yet to send mostly due to being temporarily unavailable for example.

Here’s how to view what’s on back order:

  • Go to the Contact Module.
  • Check Company and search the supplier.
  • Select the tab Back Order.
  • You will then see the list of invoices with items that are on back order.
  • Once you receive the remaining items, right click on the supplier order and select Finalize Order. You will be prompted to confirm finalizing the order.
  • You will be switched to the Invoice module.
  • Confirm the quantity of items received.
  • In the Payment window, add the shipping costs by selecting Shipping; an amount is required even if it’s 0$.
  • You can select the taxes for the supplier order by clicking on the “Taxes” button at the top, next to the Shipping one.
  • Click on Finalize transaction. Alice POS will then print your product labels.
Report - Back order

To see all products on back order from your suppliers, you can generate the Back Order report under Reports Module > Purchases. The report will display all items on Back order as well as the quantities already received.

How to Manually Close a Supplier Order That Won’t be Fulfilled

It is possible that some items might never be shipped from your suppliers. In order to remove any pending supplier orders, it’s possible to manually finalize it.

Here’s how to proceed to manually close a supplier order:

  • Go to the Contact module.
  • Check Company and search the supplier
  • Select the Back order tab at the bottom of the page.
  • Locate the supplier order, right click on it and select Close the invoice manually.
  • Click on the Yes button.
  • Your supplier order is now considered complete and can no longer be modified.
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