The Purchasing and Receiving system is the origin of inventory in the Bypass system. In order to begin tracking counts on hand, you need to receive inventory into a warehouse. We support multiple workflows, including creating purchase orders and receiving them, receiving without purchase order creation, and keg returns.
Managing the purchasing and receiving of Stock Items in Bypass Manager
|NOTE: Bypass does not automatically send Purchase Orders to your Suppliers. You will still need to contact your Supplier to place your order.|
Purchasing and Receiving Workflows
Receive with a Purchase Order
Receiving with a purchase order is the most commonly used workflow to use in order to get inventory into the system. It allows you to create a new purchase order, send it to the supplier, and then receive it into the system.
Once you submit a Purchase Order, it will go into a Submitted state and can be received. You do so by clicking Receive on the Purchase Orders index and then filling out the received quantity. When receiving a Purchase Order, the system will only put the quantity you specify that you received into inventory. This allows you to correct an incorrect Purchase Order or accommodate for being shorted inventory upon delivery.
For more information on creating a Purchase Order, view the article Creating a Purchase Order.
Receive without a Purchase Order
Receiving without a purchase order allows you to skip the Purchase Order process and immediately receive goods into inventory. The only difference between this workflow and the more common "Receive with Purchase Order" is that you effectively start the process after the Submitted state. This cuts out the process of submitting a Purchase Order and then receiving, and fast-forwards to simply receiving the Stock Items.
To learn how to receive Stock Items without a Purchase Order, review the article Receiving without a Purchase Order.
Undo a Purchase Order
You can only undo a purchase order that is in the Received state. When you undo it, the system will reverse the inventory movements and cost queue created by that Purchase Order and set it back to the Submitted state.
Read the article Undo a Purchase Order for more information on this process.
Returns allow you to manage situations like Keg Credits. When you mark an item as a Return, you can still enter positive numbers and the system will automatically convert them to negative numbers. You can only return items that have cost queue tracking disabled.
If I would like to be able to return keg shells and purchase kegs of beer then I need to setup two different stock items. First, I will set up a stock item called "Shiner" to represent the beer in the keg. Second, I will set up a stock item called "Keg Shell", mark it "Don't Track Cost Queues", and set the default cost to the value of the keg shell.
On my purchase order, when I buy new kegs of beer, I will add both the stock item "Shiner" and "Keg Shell". If I have keg shells to return, then add the "Keg Shell" again and mark it as a return.
Purchase Order fields
|PO #||An automatically generated number to easily track the Purchase Order.
To manually enter a specific P.O. Number, uncheck the Auto generate P.O. # checkbox and enter a number into the field provided.
|Ship By||The expected Ship Date of the order as provided by the supplier. Included on the PDF printout of the Purchase Order.|
|Supplier||Supplier fulfilling the order.|
|Shipping Method||Shipping method used for order. Included on the PDF printout of the Purchase Order.|
|Terms||Terms of the order. Included on the PDF printout of the Purchase Order.|
|Invoice #||Invoice number for order. Included on the PDF printout of the Purchase Order|
|Destination||Warehouse location where Stock Items from order will be received.|
|Notes||Any notes to include on the order. Included on the PDF printout of the Purchase Order.|
Requested Stock Items fields
|Return||A checkbox that allows you to mark a Stock Item as a return.
NOTE: This should only be used on Stock Items that do not track cost queues.
|Qty||Quantity of the Stock Item being purchased.|
|UOM||Unit of Measure of the Stock Item you are requesting your quantity in. (Defaults to Purchasing Default set in the Stock Item's properties.)
For more information on Units of Measure, visit the Units of Measure article.
|Cost||Automatically populates the cost of the item per the Unit of Measure. Amount can be adjusted in this field.|
|Est. Cost||Displays the estimated cost of the Stock Item based on the Quantity, Unit of Measure, and Cost specified.|