This guide explains how StoreFeeder suggests purchase orders on the Requisitions page, how each supplier Purchase Order Mode works out what to order, and how to turn those suggestions into purchase orders.
What's this page used for?
The Requisitions page gives you a list of suggested purchase orders, one per supplier and warehouse. StoreFeeder builds each suggestion from your stock, your sales and the Purchase Order Mode set on the supplier. You review the suggestions and decide which ones to raise as purchase orders.
A supplier only appears on the Requisitions page when both of these are set on the supplier:
- a Purchase Order Mode
- Include Supplier in Requisitions switched on
Setting up the Purchase Order Mode
The Purchase Order Mode is set per supplier, so different suppliers can use different modes.
- Go to Products > Suppliers.
- Click Edit/View Supplier next to the supplier. For a new supplier, click + New Supplier instead.
- Under Supplier Information, choose a Purchase Order Mode.
- Under Purchase Order / Drop Shipment Information, switch on Include Supplier in Requisitions.
- Click Save.
Once saved, requisitions for that supplier are generated whenever products meet the rules of the mode you chose.
How each Purchase Order Mode works
The mode decides which products are suggested and how many units. In every mode, stock already on open purchase orders counts towards what you have, so StoreFeeder won't suggest ordering the same units twice.
| Purchase Order Mode | Suggested quantity | Good for |
|---|---|---|
| On Demand | The units on backorder (orders in Waiting Part Stock) that aren't already covered by an open purchase order. | Products you only buy once a customer has ordered them. |
| Below Reorder Level | For products below their manual reorder level: the reorder level minus available stock (including stock on order). This tops the product back up to its reorder level. | Keeping a set minimum of each product on the shelf. |
| Below Reorder Level Plus On Demand | The Below Reorder Level quantity and the On Demand quantity added together. | Holding a minimum stock level and also covering orders already waiting for stock. |
| Sold Last 7 / 30 / 60 / 90 / 120 Days | The units sold in the chosen number of days, minus available stock (including stock on order). This replaces what you sold in that window. | Products with steady sales, where recent sales are a good guide to what you'll need. |
Worked example
A product has a manual reorder level of 20. You have 8 available, 4 more on an open purchase order, and 3 units on backorder. You sold 25 in the last 30 days.
- On Demand suggests 3 (the backordered units).
- Below Reorder Level suggests 8 (20 − 8 available − 4 on order).
- Below Reorder Level Plus On Demand suggests 11 (8 + 3).
- Sold Last 30 Days suggests 13 (25 sold − 8 available − 4 on order).
Other supplier settings that affect requisitions
These settings are on the same View Supplier page and change which products are included:
| Setting | What it does |
|---|---|
| Include Products Equal To Reorder Level | When on, products sitting exactly at their reorder level are suggested too, not only products below it. |
| Exclude Out of Stock Products With Zero Manual Reorder Level | When on, out-of-stock products with a manual reorder level of 0 are left out of requisitions. |
| Include Unpaid Business Orders | When on, unpaid orders from customers marked as business customers are counted when working out what to order. |
| Exclude Products With Zero Supplier Stock | When on, products the supplier has no stock of are left out of requisitions. Off by default. |
| Minimum Order Value | The supplier's minimum order. The Requisitions page shows whether each suggestion meets it. |
The Requisitions Page
Go to Products > Purchase Orders and click Requisitions in the left-hand menu. Each row is a suggested purchase order waiting for your review.
| Column | What it shows |
|---|---|
| Supplier Name | The supplier the purchase order would go to. |
| Purchase Order Mode | The supplier's current Purchase Order Mode. |
| Warehouse | The warehouse the stock is for. |
| Products Suggested | How many different products are on the suggestion. |
| SKUs | The product SKUs suggested. Search here to find a specific product. |
| Units Suggested | The total number of units across all products. |
| Subtotal / Total | The cost of the suggestion, based on the supplier cost of each product. |
| Accepts Back Orders | Whether the supplier is set to accept back orders. |
| Last PO | When you last raised a purchase order with this supplier. |
| Meets Minimum Order Value | Whether the suggestion reaches the supplier's Minimum Order Value. |
| Existing Purchase Order | Whether there's already an open purchase order for this supplier. |
Use the filter row under the headings to narrow the list, and Reset Filters to clear it. To raise purchase orders:
- click Raise Purchase Order on a row to turn that suggestion into a new draft purchase order, or
- tick several rows (or the box in the header to select them all) and click Raise Selected.
Each purchase order raised from a requisition keeps a record of the Purchase Order Mode used at the time. You'll see it in the Purchase Order Mode column on the Purchase Orders page, even if you change the supplier's mode later.
Troubleshooting
A supplier never appears on the Requisitions page
Check the supplier has a Purchase Order Mode chosen and Include Supplier in Requisitions switched on, then save the supplier.
A product I expected isn't suggested
For the Below Reorder Level modes, check the product has a manual reorder level and is below it (or at it, if Include Products Equal To Reorder Level is on). Also check whether Exclude Products With Zero Supplier Stock or Exclude Out of Stock Products With Zero Manual Reorder Level is excluding it.
The suggested quantity is lower than I expected
Stock on open purchase orders is subtracted from the suggestion. Check the Purchase Orders page for open orders containing the product.
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