Order from suppliers and receive deliveries

Suppliers

On Suppliers, choose Add supplier and give its name. On the supplier's page, add the order email, account number, the days they deliver, the time to order by, the days to deliver, the minimum order, the delivery charge, payment terms and notes. You can link the supplier to a Contact. A new order's expected date is set from the days to deliver.

Under Items on supplier**'s list**, choose Add an item to the list and give each item in the pack the supplier sells it in, such as Case of 24, with its price per pack and their product code. You can also add an item to a supplier's list from the item's page. When more than one supplier has an item on their list, one is its Usual supplier; Running low orders from it. When a price changes, the supplier's list shows what it was before.

A supplier you no longer use can be archived from More on its page, and restored from Archived on Suppliers.

Minimum and order-up-to levels

On an item's page, under Stock, set a Minimum and an Order-up-to level for each pool. When usable stock in a pool is below its minimum, counting what is already on open orders, the item is listed under Running low on Items and on the pool, with the number of the usual supplier's packs that brings it up to the order-up-to level. Tick the items and choose Draft orders to start one draft order per supplier. An item on no supplier's list is listed without an order; add it to a supplier's list to order it.

Orders

Orders has three views: Orders, Deliveries and Differences. The Orders view lists open orders, with Received or closed and All beside it.

New order asks for the supplier and the pool the delivery goes to. On the order, add a line from the items on the supplier's list and the number of packs, or choose Add an item not on the list to order another item in its own unit. Change the number of packs and the price on each line. Notes for the supplier are included below the lines when the order is emailed. The pool and the expected date can be changed on the order.

Lines can change only while the order is a draft. To change an order that is waiting for approval or approved, choose More, then Change the lines; it becomes a draft again.

• Approve order marks it ready to send. If a team admin set Orders that need approval in Settings, an order at or above that total from another member shows Ask for approval instead. A team admin can then approve it or send it back with a note. Magpie does not notify team admins, so tell one when an order is waiting.
• Send to supplier emails the order to the supplier's order email, with replies going to you, or marks it sent by phone, the supplier's website, in person or another way. If the email cannot be sent, the order is not marked sent.
• Mark as confirmed records that the supplier accepted it.
• Close order, in the order's More menu, ends a partly received order: nothing more is received against it, and what did not arrive is recorded as a difference.
• Cancel order, also in More, needs a reason once the supplier has it.

Receive a delivery

Open the order and choose Receive. Each line starts with what is still to come. Change it to what arrived, enter anything refused and why, the price charged per pack, and the lot and expiry date when the item tracks them. If more of the order is still coming, tick More of this order is still coming; the order stays open. Otherwise the order is complete, and lines still short are recorded as differences.

For a delivery without an order, choose Receive a delivery on Items, on a pool, or on Orders, Deliveries. Choose the pool and, if you know it, the supplier, then each item, quantity, unit and total cost. You can add the invoice or delivery note number. Saving adds the stock to the pool.

Deliveries lists every delivery received, newest first, a page at a time. Open one to see each line as expected, arrived and refused.

Supplier differences

Differences on Orders lists what arrived differently: short, more than ordered, refused, not ordered, or at a different price. A different price also becomes the supplier's price for that pack. When you have settled a difference with the supplier, such as with a credit note or a redelivery, enter how and choose Mark settled. Settled differences are listed under Settled, where Mark to follow up returns one to the list. Differences do not change stock.

Members of a team whose members can only view do not see prices or order totals.

For questions about stock records, contact Contact support.