Purchasing

Purchasing keeps track of who you buy from and what you have on order. It tells you what to order and when, makes purchase orders (POs), and brings deliveries into stock at what they really cost, shipping and fees included.

What Purchasing does

Purchasing works with Inventory. It needs Inventory switched on. It covers four things:

• Suppliers: who you buy from, how you order from them, and how long they take to deliver.
• Each item's suppliers: their part number, the pack it comes in, the pack price, and which supplier is preferred.
• Reorder: a list of what to order today, this week and soon, worked out from how fast you use each item and how long each supplier takes.
• Purchase orders: from a draft, to ordered, to received, to the supplier's invoice and paying it.

You find it in the menu under Purchasing: Reorder, POs and Suppliers. The gear opens Purchasing settings.

Who can do what

Each role has a level for Purchasing (see People and roles):

Prices and money show only to people who can see costs. People who can't still see quantities and dates.

See settings is a separate yes/no on the role. Managers have it. Changing the settings needs the right to change settings; ship-to addresses need Manage.

Suppliers

A supplier is anyone you buy from. Open Purchasing › Suppliers to see them all, with How you order, how long they Usually land in, how many items you buy from them, and what is going on Now.

To add one:

1. Press New supplier.
2. Type the Name. That is all you need now.
3. If you know them, fill in Website, Ordering (On their website or Email a PO), Email for POs, Delivery time, Minimum order and Payment terms.
4. Press Add supplier.

A supplier's page shows how long they usually take, how often they are on time, and what you spent this year. You change these on the supplier's page:

• How you order from them: website or email. This decides the main button when a PO is ready.
• Minimum order: Reorder and New PO show how close you are. A PO is never blocked by it.
• Delivery time until they have history: Ordryx uses this until the supplier has 3 orders. After that it uses the real times.
• Payment terms (such as Net 30 or Due on receipt): an invoice's due date fills in from these.

Under More, Turn off hides a supplier from new POs and Reorder. Delete is offered only when nothing is bought from them yet.

Who sells each item

Ordryx needs to know which supplier sells each item, in what pack, and at what price. You can set this from either side:

• On a supplier's page, under What you buy from them, press + Link an item.
• On an item's page in Inventory, the Suppliers card has + Add a supplier.

For each link you can fill in Their part number, Product page, Comes in packs of, A pack is called (roll, bag, reel), Price of a pack, Fewest packs they sell, Delivery time (days) and Preferred for this item. When an item has more than one supplier, Reorder plans with the preferred one.

The item's page also has a Reordering card. It shows when to order the item next and why, each supplier's real delivery time, and the item's own safety margin. Stop tracking it on Reorder leaves an item out of Reorder.

Reorder

Purchasing › Reorder answers "what should I order, and by when?" It looks at the last 90 days of use, open orders, planned makes (the screens use your shop's own word for making), and each supplier's real delivery time.

For each item, the Order by date is the day it runs out, less the supplier's delivery time, less your safety margin. Items are grouped by supplier, so you can order everything from one supplier at once and share the shipping. The amount suggested lasts for the delivery time, the safety margin and the Order enough for days, in whole packs.

The tabs are Today, This week and Coming up. Tick the items you want and press Start PO. Items that can't be planned yet (no use, or no supplier) are listed at the bottom with what to fix.

See Reorder supplies for the steps.

Purchase orders

A PO moves through these stages: Draft, Ordered (or Late), Partially received, Needs invoice, then Closed. A PO can also be Cancelled.

Purchasing › POs lists them under Open, Drafts and History. Each row has a button for its next step: Finish (a draft), Receive or Invoice. Open means not everything has arrived, or the invoice isn't in yet. The list downloads as Excel or CSV.

Making a PO

Press New PO (or Start PO on Reorder). The page has three steps:

1. From who? Pick the supplier. Suppliers with something due are shown first.
2. What from them? Set how many of each item, in whole packs. Under the list you see where it ships, when it should land, and the total against their minimum. Under More you can add Their order number, Need it by, Shipping, Tariffs, fees & tax and Notes for the supplier.
3. Place it. If you order on their website, press Open their site, use Copy the list to paste into their cart, then press I've ordered it. If you email a PO, press Email the PO. It goes as a PDF from your shop's email, with a copy to you.

Save as a draft keeps it without sending anything. Email needs your shop's email set up (see Settings).

Changing or cancelling a PO

On the PO's page, More has Email the PO, Cancel the PO (only before anything arrives), Cancel the rest (when part has arrived and the supplier won't send the rest) and PDF. Cancelled amounts stay on the PO, marked as cancelled.

Tracking

While a PO is on its way, press + Add tracking on its page. Pick the Carrier (UPS, USPS, FedEx, DHL or Other) and type the Tracking number. A PO in several boxes can have one number for each. The number links to the carrier's own tracking page.

Receiving and landed cost

When a delivery comes, press Receive on the PO. Set what is in the box, choose where it goes into stock, and press Receive. Anything short can stay as Still coming or you can Cancel the rest. The day it arrived counts toward the supplier's delivery time.

Ordryx gives each item its landed cost: its price plus its share of the PO's shipping, tariffs and fees. The share is spread by value or by quantity, as you choose. So each item costs what it really took to get to you.

See Receive a purchase order for the steps.

The supplier's invoice

When everything is in, the PO says Needs invoice. Press Add the invoice and fill in Invoice #, Invoice date, Their total, Due, and the shipping and fees. If there were none, press No charges on this one. The PO closes then.

If the bill is not what the PO comes to, Ordryx asks What's the difference? You can say it is Shipping, Fees or tariffs, Tax, A price change or Something else. Then choose Spread it into the items' costs, or Leave it: don't change costs.

Mark paid today records that you paid it. Only people with Mark invoices paid (managers and the owner) can do this. Everyone who sees the PO can see whether it is paid.

Ship-to addresses

A ship-to address is where a supplier delivers. Each one lands in a stock location. They are kept in Purchasing settings under Ship-to addresses. Press + Add a place to add one. The first one becomes the default.

On a PO you can change where it ships, or type a one-off address. Save as a place keeps a one-off address for next time. Past POs keep the address they printed.

Order-by alerts and the morning email

Each person who makes POs can get a morning email on days something should be ordered. It lists what to order, with no prices.

1. Open My account.
2. Under Notifications, turn on email for Order today (each morning).
3. Pick the hour in Morning email at.

The Order today card switch puts a card on your Overview when something should be ordered today. These are each person's own choices. See My account and Notifications.

Purchasing settings

Open the gear in Purchasing.

• Plan delivery time on: Usual delivery (the typical time from past orders) or Slowest delivery (safer, more stock). An item can have its own.
• Safety margin: extra days of stock, so Reorder says to order sooner. It is set in Inventory settings with alert levels.
• Order enough for: how many days one order should last after it lands. The default is 30.
• When an item has no Keep on hand, order up to: its alert level, or its alert level plus some days' cover.
• Numbering: the PO prefix (PO- by default) and the next number.
• Spread shipping and fees by: Value or Quantity. Each PO can change it.
• Ship-to addresses and Stock locations.

Press Save at the top.

Reports

Purchasing adds two reports to Reports: Supplier spend & prices (what you spent with each supplier, and each part's price over time) and Supplier performance (how long each supplier takes and how often they are on time).