Order to the supplier

The «Supplier Orders» mode in the Torgsoft software is a comprehensive tool for automating inventory replenishment. Its main purpose is to help a business owner track stock levels on time (both at a specific location and across the entire chain) and create orders to avoid sales interruptions due to out-of-stock items.

Working with this mode includes two main stages: demand planning (analysis) and processing the created order.

1. Creating an order (Demand analysis)

This stage takes place in the menu Document — Create supplier order. Here the software helps analyze what exactly needs to be purchased and in what quantity.

Main analysis tools:

• Product filtering. You can select products by categories (product type), manufacturers, or use search by name.

• Analysis type. The software offers several criteria for selecting products:

1. Product with zero or negative quantity.
2. Running low (quantity is less than or equal to the set minimum stock level).
3. Products to order (a combination of the previous two).
4. Ordered products or products with sales.

• Demand calculation («To order»): The software automatically calculates the required quantity based on the minimum stock level. This calculation can be performed in two ways:

1. Across the retail chain: the total stock across all selected accounting centers is analyzed.
2. For each accounting center: stock is analyzed for a specific warehouse (if the product is out at Store A but available at Warehouse B, the software will still suggest ordering it for Store A if this method is selected).

• Selecting a supplier. The logic for choosing a supplier for a product is very important. In the «Supply parameter selection method» block, you can choose:
•    Last delivery: the software will show prices and the supplier from the most recent invoice.
•    Delivery at the lowest price: the software will find the supplier from whom this product was purchased at the lowest price over the specified period.
•    Supplier warehouse: information from uploaded supplier price lists is used.

• Working with the order table. In the table you can see current stock levels, purchase price, and sales statistics for the period.
•    The «To order» column shows the calculated demand.
•    The «My order» column is a field you fill in manually or automatically (you can copy values from «To order»). You can even enter fractional numbers here.
•    If a product cannot be ordered from a specific counterparty, you can mark it as «Not allowed to order», and it will not appear in this list in the future.

2. Creating and saving the order document

After you define the list of products and their quantities in the «My order» column, click Save order.

• An order card will open where you can specify the number, date, and the item blocking period (the date until which this item will not be suggested for re-ordering to avoid duplicates).

• You can also add a new product here that is not yet in the database but that you plan to order for the first time.

• There is a «Group by model» function that allows you to create an order without size-level details (by summing quantities).

3. Working with saved orders

Saved documents appear in the menu Document — Supplier orders. This is a register of all your orders.

Order statuses: An order can have different states, which helps you control its fulfillment:

• No receipts (the order was sent, but the goods have not arrived yet).

• Partially received (only part of the goods arrived).

• Fully received.

Converting an order into a Receipt. This is the key function of the mode. When the goods physically arrive from the supplier, you do not create a receipt invoice manually from scratch. You find the relevant order and click «Create receipt for the order».

• The software automatically creates a receipt invoice and fills it with the products from the order.

• You can adjust quantities (if less/more arrived) or prices.

• There is also a «Add order items to receipt» function if you want to add items from the order to an already open existing invoice.

Additional features and integrations

1. Supplier warehouse. You can import supplier price lists (via Excel or FTP) into the «Supplier warehouse» menu, link their items to your database, and create orders directly from the supplier's current stock.

2. Production. If the production option is enabled, the «Production planning» mode allows you to create supplier orders for materials that are missing for manufacturing products.

This mode saves significant time because it eliminates manual item entry during purchasing and allows you to rely on real sales statistics when planning procurement.