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MainBoss has detailed facilities for reporting which inventory items need to be restocked, for creating purchase orders, and for tracking shipments received. This section outlines the usual sequence of events for purchasing and receiving. For more information, see Purchase Orders.
- You begin by asking MainBoss to list inventory items that are currently below their minimum stock level. You can then reduce this list by showing which of the items you have previously purchased from a particular supplier.
- In the simplest case, you just ask MainBoss to prepare a purchase order to buy an appropriate number of items that need to be restocked, from the same supplier that you used the last time. If necessary, you can also adjust the purchase order to include additional items (ones that aren't below their minimum yet or that aren't included in your standard inventory).
- Once you have created an appropriate purchase order, you print off the order. The printed purchase order may be submitted to management for approval or may be sent directly to the supplier.
- As goods are received, receipts can be compared to the purchase order and checked off against it. MainBoss updates your inventory records to reflect the items that have been received. It also keeps track of items on back order so that you know which items you should be receiving in future.
- When all the goods associated with a purchase order have been received, you close the purchase order.
At any point, you can make corrections. For example, you might prepare a "draft" version of a purchase order and submit it to your management for approval. If some items are not approved, you can remove those items from the purchase order before printing a copy and sending it to your supplier.
If your supplier tells you that some prices have been changed or that there will be extra charges (e.g. for faster delivery), you can add those charges to the purchase order. Finally, if some of the requested items cannot be supplied (or if you cancel your order and buy from someone else), you can make appropriate adjustments to MainBoss's records.
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