Usage#
Settings, information and tasks relating to purchases can be found under the [] main menu item.
Making products purchasable#
Before you can add a Product to a Purchase it must be marked as purchasable. When you do this you will also be able to set some additional properties such as the Unit of Measure the product is normally bought in, and which suppliers are used and their details about the product.
Setting bulk prices#
Suppliers may offer different prices depending on how much of a Product is purchased. In Tryton you can record these prices using the Product Supplier concept.
Tip
You can set these prices by opening one of the Suppliers lines shown when viewing a product’s details.
Note
To ensure the correct price is chosen when entering in a Purchase you must ensure that the prices are ordered correctly. The lowest quantity must appear first, going up to the largest quantity last.
This is because Tryton searches through the price lines in Sequence order, and uses the last price it finds where the ordered quantity is equal to, or more than, the price line’s quantity.
Creating a purchase order#
Creating a new purchase order is simply a matter of creating a new Purchase and adding the lines that are required. Most of the fields are optional or have sensible default values.
Tip
Product prices are automatically converted to the Currency used on the purchase. To keep the prices fixed when ordering in a foreign currency set the currency and prices in the Product’s list of Product Suppliers.
Tip
The purchase’s reference field is intended to be used to keep track of the supplier’s reference for the purchase. This can be filled in at any time, even when the purchase is done.
Changing a purchase order#
To be able to change most of the values in the fields on a Purchase the purchase must be in a draft state.
There are also a few fields, such as the Party and Currency, which become read-only when any lines are added to the order. To be able to change these without needing to remove the lines from the purchase you can use the Modify Header button to start the Modify Header wizard.
Receiving a shipment#
Goods that are bought as part of a Purchase are received from the supplier using a Supplier Shipment.
Suppliers sometimes send a single order on multiple different shipments, or group several orders together into a single shipment. As it is not possible to know how a supplier will ship products the Purchase Module does not automatically create any supplier shipments for you.
A purchase does, however, create draft Stock Moves for any goods or assets that have been purchased. Once you receive the information about what’s been shipped you create a new supplier shipment and add these moves to it.
If not all the stock has been sent, then new stock moves are automatically created for any remaining quantities when the shipment is received, or the purchase gets processed again. These can be added to later shipments, split up further, or cancelled.
Tip
The supplier shipments that are related to the purchase can be found using the purchase’s Shipments link.
The Shipments and stock Moves related to a purchase can also be found using the items in the purchase’s Open related records menu.
Getting invoiced#
The Purchase’s invoice method determines whether the purchase will automatically generate draft Invoices.
When you receive the invoice from the supplier you can then find the draft supplier invoice and check it for any discrepancies, before validating or posting it.
Tip
The supplier invoices that are related to the purchase can be found using the purchase’s Invoices link, or the Invoices item found in the sale’s Open related records menu.
Handling shipment and invoice exceptions#
Sometimes you may cancel Stock Moves or Invoices that are related to a Purchase. You may have done this because you no longer need these items, or you may now need to recreate them. As Tryton does not know if a cancelled item needs to be recreated, or not, it shows this as an exception in the purchase’s shipment or invoice state.
For purchases that have a shipment or invoice exception you can use the Handle Shipment Exception or Handle Invoice Exception wizards to recreate the items that need recreating, and ignore the rest.
Tip
When using the wizard the moves and invoices to recreate will, by default, already be selected. This means you will need to deselect any that you do not want to recreate.
Note
If you have ignored by mistake a move or an invoice, you can remove them from the corresponding ignored list and after click on the Process button.
Finishing a purchase#
In Tryton once a Purchase is being processed there is no button that moves the purchase into a done state. This will happen automatically once the purchase’s Shipments and Invoices are completed.
Cancelling purchases#
You can easily cancel Purchases that are not yet confirmed using the Cancel button.
Confirmed purchases cannot be cancelled, but you can put them back to a state where they can be cancelled. However, as soon as a confirmed purchase starts to be processed it can no longer be cancelled. This may happen immediately when it is confirmed, or after a delay if one has been correctly Configured.
Once a purchase has started to be processed, to effectively cancel the purchase, you must cancel its Stock Moves and Invoices. Once you have done this you must handle the exceptions, ensuring that none of the moves or invoices are selected for recreation.
Returning purchases#
There may be times when you need to send a Purchase, or part of a purchase, back to the supplier. In Tryton this is represented by a purchase that has negative quantities.
One way of creating a supplier return is to select the purchases that you want to return and then use the Return Purchase wizard. This creates a draft return purchase for the whole of the selected purchase.
If only part of the purchase is being returned, then the return purchase can be altered as required. When it gets processed it will automatically create Credit Notes and Supplier Return Shipments where required.