Embedded Files
This page will cover how to create a Simple Purchase from start to 'Ordered' status.
1. Creating a Purchase Order
a. Dear Main Menu: Purchase → 'Search' section → 'Purchases' → + button next to the Search box
Ideally we want to avoid double handling so if you're creating a purchase because the stock has just arrived in the warehouse and needs to be entered, search for the relevant supplier within the Purchases list first to double check that it hasn't already been created (e.g. back when the stock was ordered - often this will be the case for key pack stock and sometimes Beer Club beers).
b. Open Dear Main Menu → Purchase → '+New' section → 'Simple Purchase'
This will take you straight to a fresh purchase order
2. Supplier details
Once you’ve opened a new Simple Purchase, the first thing to do is select or create the supplier.
a. Existing supplier:
Enter the name into the Supplier box. A dropdown will appear showing any suppliers that match your search.
b. New supplier:
Click the + button next to the Supplier box and enter their name, payment term if you know it (should be on the invoice e.g. 7 days, 14 days, etc.) and ‘tax number’ (ABN). The other boxes should default to the correct settings for most suppliers.
3. Order
Now you’ve chosen the supplier, move down to the Order section. Here is where you will choose the product/s ordered.
Click ‘+Add more items’ and use the box in the Product column to search for the product.
Select the Master product, the SKU ending in -BUF.
(Brick Lane One Love Pale Ale as an example).
Note: If it is a new product (i.e. doesn’t exist in Dear yet), create a new product by opening the dropdown menu and selecting the teal ‘+Add a new item’ option.
(See New Product Creation for how to create a new product step-by-step)
4. Quantity
Under ‘Quantity’ enter in the number of single units ordered.
(e.g. if ordering 3 cases of 24 cans, the quantity would be 72)
5. Price
If you’re creating the PO because you’ve just placed an order with the supplier, no need to enter pricing at this stage as you may not have that information yet or it may change between ordering and being invoiced.
Note: If the SKU has been ordered previously through the same supplier you've selected for this PO (e.g. Brick Lane), Dear will autofill the price with the most recent cost from that supplier.
If it has been ordered previously but only through a different supplier (e.g. eBev), the price will not autofill.
If you do know pricing (e.g. if you have the invoice/the stock has arrived), enter the ex-GST cost per unit into the ‘Price’ column.
Most invoices will only have a case price but Dear will do the math for you - in the Price box just type the case price followed by a / followed by the units per case and click out of the box.
E.g. Brick Lane One Love Pale comes in at $54.10 ex GST and a case has 24 cans in it, so you would enter 54.1/24 and Dear will give you the unit cost of $2.2542.
6. Discount
If there is any percentage discount on the line item, enter that in the ‘Discount’ column. If there is a $ amount discount just include that in the unit cost entered into ‘Price’.
7. Repeat steps 3-6 for any additional products in the order and when you’re done, click Authorise.
The PO now has the status of ‘Ordered’ and to make any changes to the supplier or to the products in the order you will have take it back to draft status by clicking ‘Undo’ at the top right of the page.
At this point you can either leave the PO as is (if it is just an order and no stock has arrived yet), or continue through to the ‘Invoice’ tab if you’re entering stock that has arrived.
See Purchase Order (Invoice & Receiving) for entering invoices and receiving stock.
Page updated
Report abuse