Purchase Orders

Purchase Orders create the interface for ordering inventory from your suppliers. The purchase order can automatically match the current inventory state and needs, or you can manually select items to order. This helps you plan purchasing more accurately and avoid running out of stock.

• Add a purchase order
• Purchase quantity prediction
• Update purchase order status
• Export purchase orders
• Email purchase order

Add a purchase order

• Go to Inventory -> Purchasing -> Purchase Orders
• Click New Purchase Order
• Fill out:
  • Order Date - the date when the order is placed. This helps track its status and processing time.
  • Supplier - select the supplier who will be creating the order.
  • Purchase QTY - define how the default product quantity should be calculated in the Purchase Order. The quantity can be based on the product's Purchase Quantity value or calculated according to Sales History.
  • Comment - add any internal comments related to the order, supplier, or related products.

Purchase quantity prediction

Valigara can help calculate the suggested quantity for products added to the Purchase Order. The prediction can be based on Sales History, selected Purchase Period, existing inventory, and seasonality settings.

• According to Purchase QTY
  • Uses the product's predefined Purchase Quantity value.
  • This option works as before and is useful when you already have a fixed quantity that should be ordered for the product.
• According to Sales History
  • Calculates the suggested quantity based on product sales during the selected Sales History period.
  • Set the Sales History period, for example: 30 days, 10 weeks, 3 months, etc.
  • Set the Purchase Period, which defines how long the new purchase should cover, for example: 2 weeks, 120 days, 6 months, etc.
  • Valigara calculates the required quantity according to the selected sales history and the period you want to cover.

Example:

• Sales History: 30 days
• Purchase Period: 120 days
• Product sales during the last 30 days: 50 units
• Suggested Purchase QTY: 50 / 30 × 120 = 200 units

Deduct existing inventory

When creating a Purchase Order, you can choose to deduct existing inventory from the suggested purchase quantity. This helps avoid ordering items that are already available in stock.

• Enable the Deduct existing inventory checkbox.
• Select one or multiple stock locations.
• Valigara will deduct the available quantity in the selected locations from the suggested Purchase Order quantity.

Example:

• Suggested quantity: 100
• Available quantity in selected stock locations: 70
• Final suggested Purchase Order quantity: 100 - 70 = 30

Seasonality

Seasonality can be managed on the Stock Locations level. Each stock location can have monthly seasonality multipliers that reflect expected sales changes during different months.

• Go to the relevant Stock Location.
• Use the Seasonality settings to review or edit monthly multipliers.
• Seasonality can be calculated automatically by Valigara based on order history, or entered manually.

When creating a Purchase Order, enable Seasonality and select the planned sales months. Valigara will use the monthly multipliers from the selected stock location to adjust the suggested purchase quantity according to expected demand.

This is useful for planning inventory before high-sales periods, seasonal campaigns, holidays, or slower months.

• Products are added to the PO in 3 ways:
  • Add all recommended
    • The system compares the current products' inventory with the Red Level.
    • If the quantity in one of the stock locations is below the Red Level, the product is added to the PO.
    • If Sales History, Purchase Period, inventory deduction, or seasonality settings are enabled, Valigara uses them to calculate the suggested quantity.
  • By SKU
    • Manually add relevant product(s) to the PO.
    • Start typing the SKU, 3 or more characters, in the search field.
    • Select the product and click Add.
  • Select products
    • Click to open the products search popup.
    • Select relevant products and add them to the PO.

• Set the required Quantity and Cost, and click Save or Save and Exit to return back to the Purchase Orders page.

Update Purchase Order status

• Statuses:
  • Open
  • Partially Closed
  • Closed
  • Canceled

To update the status, select the order and click System Actions -> Change Purchase Order status

Export purchase orders

• Select the purchase order/s and click System Actions -> Export Datasheet
• Or click the green Export Datasheet button next to the Status column

• In the Export Datasheet page:
  • Format - choose a new or previously saved export format from the drop-down to use.
  • New format title - to save a specific export format for future use, add an easily identifiable title.
  • Fields - list of the fields to include in the export. Adding purchase order, product Basic, Commercial and channels related fields for products is available. Already added fields appear in green in the drop-down.
  • Click Export to start.

Email Purchase Orders

Once the Purchase Order is ready, it can be sent to the supplier, or any other recipient.

On the Purchase Orders page:

• Single PO
  • In the Tools column, select the Email option.
  • Define the recipient(s).
  • The results of sending are displayed in the relevant batch.
• Multiple POs
  • Select the POs.
  • Click Actions -> Send email.