Purchase Stock
Purchase-inventory integration with receipts, dropshipping, and automatic reordering
The Purchase Stock module tightly connects purchasing with inventory management, automatically creating receipts from purchase orders, supporting dropshipping, and managing reordering rules.
The system automatically updates inventory when receiving goods, calculates stock valuation, and creates purchase orders automatically when stock falls below thresholds.
Key Features
Key points
• Automatic Receipts: Auto-create receipts when confirming purchase orders
• Dropshipping: Direct delivery from vendor to customer, bypassing warehouse
• Reordering Rules: Auto-create RFQ when stock below minimum level
• Stock Valuation: Update inventory value based on actual purchase prices
• 3-Way Matching: Reconcile PO - Receipt - Bill before payment
• Lead Time Management: Calculate delivery times to order at right moment
• Multi-location: Support receiving to multiple warehouses/locations
• Batch Receiving: Receive goods in parts for large orders
Purchase-to-Stock Workflow
Steps
1. Create Purchase Order: Create PO, select products and quantities. Confirm PO.
2. Auto-create receipt: System automatically creates receipt (expected incoming) with "Ready" status.
3. Receive goods: When goods arrive, go to Inventory → Operations → Receipts. Open corresponding receipt.
4. Validate receipt: Check actual quantities. Adjust if different from PO. Click Validate.
5. Update inventory: Stock automatically increases. Inventory value updates per PO price.
6. Create vendor bill: Create bill from PO. System reconciles with receipt (3-way matching).
Dropshipping
Key points
• Route Configuration: Set up "Dropship" route for products
• Auto PO from SO: Auto-create PO when confirming sales orders
• Direct Delivery: Vendor delivers directly to customer address
• No Stock Movement: Bypass warehouse, no inventory impact
• Cost Tracking: Track purchase costs and sales margins
Reordering Rules
Key points
• Min/Max Quantity: Set minimum and maximum stock levels
• Automatic RFQ: Auto-create RFQ when stock < Min
• Lead Time: Calculate order timing based on lead times
• Preferred Vendor: Select preferred vendor for reordering
• Multiple Routes: Support Buy, Manufacture, or both
• Scheduler: Run scheduler periodically to check and create RFQs
Real-World Scenarios
Purchase Stock Applications
| Scenario | Process | Result |
|---|---|---|
| Partial receiving | PO 1000 products. Vendor delivers 600 first. Validate receipt for 600, backorder 400. | Stock increases by 600. Remaining 400 receipt auto-created, awaits next delivery. |
| Dropship to customer | SO from customer A. Product has Dropship route. System creates PO with delivery address = customer A. | Vendor delivers directly to customer. Bypass warehouse, save time and costs. |
| Automatic reordering | Product X: Min=100, Max=500, current stock=80. Scheduler runs. | Auto-creates RFQ for 420 products (to reach Max). Never out of stock. |
| Receive wrong quantity | PO 100 products. Actually receive 95. Adjust quantity in receipt to 95. | Stock increases by 95. Vendor bill only pays for 95. No overpayment. |
| Multi-location receiving | PO 1000 products. Receive 600 to warehouse A, 400 to warehouse B. | Create 2 separate receipts per warehouse. Stock updates correctly per location. |
Optimization Tips
Key points
• Configure reordering rules: Set up for fast-moving products to never run out
• Run scheduler regularly: Set up cron job to run scheduler daily
• Use barcodes: Scan barcodes when receiving for speed and accuracy
• Batch receiving: Receive goods in parts for large orders, don't wait for complete delivery
• Accurate lead times: Update actual lead times for correct reordering timing
• Dropship for special items: Use dropship for slow-moving products, no inventory needed
• Quality checks: Integrate quality control into receipt process