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Using the Smart Buyer

Last updated 13/03/2017

The Smart Buyer can be used to quickly create purchases based on sales or production jobs in your system.

Overview


The Smart Buyer is a special module that consolidates transactions you have made and suggests what Purchases should be made. The suggestions can be further refined by a number of filters.

The Smart Buyer will look at all stock across your company, regardless of branch. If you require branch level detail, it may be better to use the re-order or replenishment reports.

There are a few prerequisites for the Smart Buyer to work. Products to be purchased must:

  • Have either FIFO, Batch or Serial stock control methods.
  • Have a preferred supplier assigned to them.

Below are some suggestions for how to use the Smart Buyer, followed by an explanation of each filter.

Purchasing Based on Sales


The Smart Buyer can be used to create a Purchase Order for items that have been sold but are out of stock.

Let's assume you have already created a Sales Order for a number of items, all of which are out of stock. Each item is sold to you by a different supplier. You will need to create a Purchase for each product from each supplier.

To purchase these products:

  1. From the left navigation, select Purchases, then Smart Buyer.
  2. Change the Stock Status filter to Open Sales Orders - No Stock to Meet Sale.
  3. Make sure the Group By filter is set to Supplier.
  4. Find a supplier and review the products suggested. Click New Purchase Order to create a new purchase.
    A new purchase order will be created with the products from the Smart Buyer.
  5. Finally, approve the Purchase Order to create an open Purchase.

This process should be repeated until all stock has been purchased.

Purchasing Based on Production


The Smart Buyer can also look at Production Jobs, and suggest purchases for those materials of which you are out of stock.

To do this:

  1. Whilst in the Smart Buyer, change the Stock Status filter to Open Production Jobs - Materials Out of Stock.
    Each new Purchase Order will be grouped by the supplier.
  2. Find a supplier and review the products suggested. Click New Purchase Order to purchase them.
    A new purchase order will be created with the products from the Smart Buyer.

This process should be repeated until all stock has been purchased.

Purchasing Based on Replenishment Values


Replenishment Values

The process for purchasing based on Replenishment Values has been improved - please see our Stocktake Advanced webinar for more information.

Explanation of the Filters


Top Left

Last Stock Count

Filter by the stock numbers between certain dates.

Last Transaction

Filter for transactions made between two dates.

Search Suppliers

This field enables you to filter the list by a particular supplier. You need only type the first three letters for suggestions to appear.

Search Products

This enables you to filter the list by a particular product. You need only type the first three letters for product suggestions to appear.

Top Right

Group By

Here you can choose to group by Supplier or by Order Ref.

When grouped by supplier, all products that are required to be purchased are grouped by supplier - this is useful for creating a purchase for one particular supplier.

Grouping by Order Ref will group the purchases that are required by order - useful if you want to make a separate purchase for each order.

Type

We recommend leaving this setting to All Suppliers.

Stock Status

This is the primary filter that you will use to change the function of the Smart Buyer. The functions are as follows:

Function Explanation
Open Sales Orders - No Stock to Meet Sale Looks at all Sales Orders that have been created without stock to fulfil them.
Open Sales Orders - With Buy to Order or Dropship Filters for all products that are out of stock and have been assigned Order Type 'Buy to Order' or 'Dropship' or the line items within the Sales Orders have been assigned 'Buy to Order' or 'Dropship'.
All Open Sales Orders Shows products for all open sales orders, regardless of stock numbers.
Open Production Jobs - Materials Out of Stock Filters all products required to be purchased in order for open production jobs to be completed.
All Stock Shows all products, regardless of stock numbers.
Stock Available less than Min Stock Level Shows all products where the Stock is less than the Minimum level specified in the products module, and creates a Purchase Order for product quantities to return to the Minimum level.
Stock Less then Min - Order to Reorder Level Shows all products where the Stock is less than the Minimum level specified in the products module, and creates a Purchase Order for product quantities at the Reorder level. Please note this functionality has been improved - see above.

Order Ref

This field enables you to filter the list by a particular order reference number.

Center

Link Transactions

When a purchase is created, transactions can be linked to each related Purchase Order. This can be done at a detailed level (select Itemise) or a basic level (select Basic).

Rows Per Page

Determines the number of rows that are shown per page. More rows may affect load times.

Export

Exports the line items into a .CSV file.

FAQs

Are products purchased through the Smart Buyer reserved for their related sales/production jobs?

Even if products have been purchased through the Smart Buyer, they are not 'reserved' - they can be used to dispatch through any Sales Order or Production Job.

Once a Purchase Order has been received, is there any way to find out what Sales Orders can be dispatched?

Once you've received a Purchase Order you can check through 'Stock Avail' column of the Sales Order list page to see what can be dispatched.