To enter purchase terms for an item:

• Open the item in Stock -> and then the Stock items section.

• Mark the item as a ‘Procured’ item.

• Scroll down to the ‘Purchase’ terms table and then click on "+" to add something new.

Whenever possible, ‘Purchase Terms’ should be defined for all purchased articles (i.e. the article’s vendor(s), lead time(s), the price per unit, etc). This allows for prefilling POs, but it also enables the ability to estimate cost and lead times for production (which is also useful information for quoting!).

Read more about how to define purchase terms.

Go to the ‘Procurement’ section of the software and click on the "+" button to create a new ‘Purchase Order’ (PO).

When a ‘Purchase Order’ (PO) has been created its status is ‘New’. You can use the ‘Created’ date to create a plan for sending the PO in the future.

POs with a ‘New’ status should be sent to vendors. From ordering to receiving, all actions can be recorded in the same document, the PO’s status will progress accordingly as well. After filling out the ‘Order’ date field, the status of the PO will change to ‘Ordered’. After filling out the ‘Shipping’ date, its status will change to ‘Shipped’. After filling out its ‘Arrival’ date, its status will change to ‘Received’.

Stock lots will be created for the items you purchase. The items will be in ‘Planned’ status until the ‘Arrival’ date has been marked on the PO, once the items are received. Then the stock lot will be updated as ‘Received’. 

Read more about purchase orders.

To change the PO status to ‘Received’, enter the ‘Arrival date'.

Read how to receive purchased items.

1. Open the purchase order.

2. If some item was received partially, enter the arrived quantity into the field ‘Expected quantity’.

3. Enter the ‘Arrival date'.

4. Save.

Read more about partial arrivals.

The vendor's unit of measurement (UoM) can be easily converted to your stock unit. You can make purchases in the vendor's preferred UoM and have it automatically converted to your preferred UoM.

To do that you need to open the stock item from the ‘Stock’ section, and in the item's ‘Purchase Terms’ you need to specify the vendor-specific UoM. 

Read more on how to convert vendor's units of measurement.

You need to define additional currencies in ‘Settings’ beforehand. See how to configure currencies.

Currency can now be chosen when creating a ‘Purchase Order’. A default currency can be assigned to a vendor in the vendor's details.

Yes, forecasting functionality (Procurement -> Forecasting) allows you to enter your predicted sales numbers and will calculate material requirements for the production. You can directly generate ‘Purchase Orders’ and ‘Manufacturing Orders’ from the forecast.

If you are using an ‘Enterprise’ package, you can enter a ‘Due’ date when these items need to be in stock. In that case, the software will use backward scheduling to plan ‘Manufacturing Orders’ to finish just in time. Also, it will indicate the last order dates for raw materials, so that they can arrive just in time. 

Read more about manufacturing and procurement forecasting.

Yes, vendors can be imported from:

1. A spreadsheet, see here;
2. Quickbooks Online, see here; or
3. Xero, see here.

On the ‘Dashboard’ there is an indicator known as a ‘Late PO’ - this shows the number of POs that should have been received already, but have not. Clicking on it will bring up the list.

In general, the PO table filtering will help you with all this. For example, to bring up a list of items that need to be there in the next five days:

1) Open the ‘Purchase Orders’ screen and view it by items.

2) Choose the statuses: ‘New’, ‘Ordered’, and ‘Shipped’. 

3) Choose your ‘Expected’ date and mark it as 5 days from today.

4) Click on ‘Search’.

There are some reports in MRPeasy that make it easy to find out what you need to purchase:

Creating Purchase Orders (POs) from Critical on-hand list:

• For each item, it is possible to set its critical low available quantity, the Reorder point, under its details in Stock -> Items. After falling below, the available quantity will turn red, notifying of the need to purchase it.
  
  
• Even if you do not keep stock for some items, it is recommended to have the Reorder point quantity for each item at least defined as 0. Then, if there is a need to order it, the item will show up in the list. 
  
  
• If the Reorder point quantity has been assigned to all items, the Critical on-hand report will show all material requirements for Purchasing. This includes materials that are required in manufacturing orders, but there is not enough available in stock or on order. 
  
  
• To see the list of items whose quantity is below their reorder point, go to Stock -> Critical on-hand. This can also be accessed from the Dashboard from Items below reorder point indicator.
  
  
• To create POs you need to click on the shopping cart icon on the end of the materials line. MRPeasy will also look for other materials on that list that can be purchased from the same vendor and add them to the same PO. 

See more in User Manual

Populating the "Critical on-hand" list from a Customer Order (CO):

1. When the CO is open click on “Check stock and book goods”
2. Click “To book items”

For more details, see also the answer to the question "How to raise purchasing or manufacturing requirements from a Customer Order?"

Automatic PO creation from a Customer Order (CO):
If the sales manager in the CRM uses the option “Generate Purchase Orders for missing raw materials” for booking goods for a CO, then POs will be automatically created.

1. When the CO is open click on “Check stock and book goods”
2. Check “Generate manufacturing orders for missing products” and “Generate Purchase Orders for missing raw materials”
3. Click “To book items”

See more in User Manual

Creating POs directly from Manufacturing Orders (MOs):
Materials can be ordered in the planning phase or after the MO has been saved.

If the MO hasn’t been saved:
1. Click on the edit button on the Bill of Materials line.
2. Click on the edit button on the material’s line.
3. Then on the bookings screen click “Create a purchase order or input purchase invoice”.

See more in User Manual

If the MO has been saved:
1. When the MO is open, click on the button “Add a booking” on the material’s line.
2. Then on the bookings screen click “Create a purchase order or input purchase invoice”.
3. Fill the PO.
If the material has a vendor assigned, then the PO is prefilled.
The software will try to group all missing materials from this MO that can be purchased from the same vendor.

NB! Once the PO is saved, goods are not booked for the MO yet!
When the PO is saved, MRPeasy will ask you whether the software should automatically book these goods for a MO. Alternatively, you need to click on “Back” to go to the booking screen and then confirm the booking.

See more in User Manual

Creating POs directly from a Forecast:
A forecast automatically finds the material requirements for the products entered in the forecast. Along with the material requirements, the forecast will give you the option to generate POs. When using the Enterprise package, it is possible to backward schedule POs in a way that they will be received just in time for manufacturing.

Steps:
1. Create and save a Forecast.
2. Tick the materials you wish to procure.
3. Click on “Create purchase orders”

See more in User Manual

When calculating a forecast, the software groups the same products on the same date. If manufacturing orders are planned for different dates, parts are shown separately, so that it would be possible to only order parts that are required. 

If you want to order the same parts for different dates in one purchase order, please tick the checkboxes of all these parts and then click the button "Create purchase orders". This will group all the selected parts by vendors.