Buy missing stock for an order

When a job needs equipment you'll use again and again, buying it can make more sense than renting it in. Say the Landmark Venues wedding needs 120 Chiavari chairs and you have 100. You can buy the 20 you're missing straight from the order.

A stock purchase adds the chairs to your own stock at once, so the order is covered. You then record the purchase with the supplier in a purchase order.

Buy or rent in?

The other way to cover what's missing is a subrental, which rents the equipment from another supplier just for this order.

To rent the equipment instead, see Subrent missing equipment.

Buy the missing chairs

1. Open «Add stock» On the chairs' line, open its availability and click «Add stock».
2. Keep «Stock purchase» «Stock type» already has «Stock purchase» selected. Leave it.
3. Choose the warehouse In «Location», pick where the chairs will go. It's required.
4. Set the quantity It starts at 1. Change it to 20.
5. Confirm Click «Add stock».

«Delivery» and «Return» stay greyed out, because stock you own has no end date. There's no supplier or price in this window either: you add them in the purchase order. To remember to place the order with the supplier, turn on «Add reminder» and pick a «Reminder date»: it adds the «Manage stock purchase» task to the order.

The chairs are now part of your own stock, in the warehouse you chose. Nothing on the order itself changes, so there's nothing to save. The «Stock purchase» card appears in the order's right column and shows them as pending until the purchase is recorded.

Create the purchase order

1. Open the «Stock purchase» card In the order's right column, click «Purchase order».
2. Pick what to include In «Create stock purchase PO», choose the items and their quantities.
3. Create it Click «Create purchase order». The purchase order opens in another tab.
4. Complete it The type «Stock purchase», the order and the chairs are already filled in. Choose the supplier and enter the price.
5. Approve it Click «Approve». The purchase order becomes «Pending» and gets its number.

Approving needs a supplier. You can also save it as a draft with «Save as draft» and approve it later.

When the chairs arrive

1. Open the purchase order Click «Receive».
2. Enter what arrived Type the quantity on each line, or click «Receive all».
3. Save Click «Save reception».

The 20 chairs appear under «Stock added from order», so receiving them doesn't add them a second time. If the purchase order asks for more than you added from the order, only the extra becomes new stock, and you choose its warehouse in «Select warehouse where stock will be added». Once everything is received, the purchase order is «Completed» and the «Stock purchase» card shows the purchase as resolved.

Good to know

• An approved purchase order can't be deleted. Only a draft can.
• The purchase order counts as forecast cost of the order from the moment it's saved, even as a draft. The supplier invoice, once validated, counts as actual cost. See Order profitability.
• You can receive a delivery in several goes: each reception adds to what's already been received.
• Each addition shows on the item's «Stock entries» tab, with the type «Stock purchase».

If you see an error

Related resources

• Subrent missing equipment
• How equipment availability works
• Order profitability