How do I place a purchase order to a vendor and receive it in Stayflexi once the vendor delivers it?

Below is the step-by-step guide to placing a purchase order with a vendor and receiving it in Stayflexi’s Stock management once the vendor delivers it:

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1. Log in to Your Stayflexi Dashboard:
   • Enter your username and password to log in.
2. Go to Stock management:
   • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
   • From the dropdown menu, select Stock management (as shown in Image 1).
3. Go to Configuration to add the vendor details:
   • Click on the three horizontal lines in the top right corner of the Stock management (as shown in Image 2).
   • First, you need to configure the vendor details by clicking on the Add new vendor button in the Vendors option under Configuration to purchase an order with a vendor (as shown in Image 3).
4. Purchase an order from the Vendor:
   • Click on the Purchase option in the left-sidebar on the Stock Management page(as shown in Image 4).
   • Click the Add Purchase Order button on the right of the Purchase Order list page(as shown in Image 4).
   • Add items for purchase from your chosen vendor, then confirm your selection by following the below-given steps(as shown in Images 5 and 6):
   • Supplier Dropdown:
     • Purpose: Select the vendor or supplier from whom the materials are being purchased.
     • Action: Click the dropdown arrow, then choose the supplier’s name.
   • Delivery Charge Included in Invoice (FLAT):
     • Purpose: Enter the fixed delivery charge amount that will be included in the invoice.
     • Action: Input the flat amount (e.g., “0” if no delivery charges apply).
   • Payment Type:
     • Purpose: Select whether the order will be paid immediately (“PAID”) or later (“UNPAID”).
     • Action: Click the dropdown arrow and choose the appropriate option.
   • Item Details Section:
     • Raw Material Name
       • Purpose: Choose the raw material or item to be ordered.
       • Action: Use the dropdown to select an item.
     • Quantity
       • Purpose: Specify the number of units of the selected item.
       • Action: Input the desired quantity (e.g., “0” if no items are currently being ordered).
     • Unit
       • Purpose: The unit of measurement for the item (e.g., kilograms, liters, or pieces). This may be pre-defined.
     • Price Per Unit
       • Purpose: Enter the cost per unit of the item.
       • Action: Input the price (e.g., “0” for no cost yet).
     • Tax Percentage
       • Purpose: Enter the applicable tax percentage for the item.
       • Action: Input the percentage (e.g., “0”).
     • Tax Amount
       • Purpose: This field auto-calculates the tax amount based on the tax percentage and unit price.
       • Action: No manual input is required here.
     • Total
       • Purpose: Displays the total cost of the item, including quantity, unit price, and taxes.
       • Action: Automatically calculated.
     • Description
       • Purpose: Optionally provide additional notes or details about the item.
       • Action: Input a short description, if needed.
   • Add Purchase Order
     • Purpose: Add another item to the order if you are purchasing multiple goods.
     • Action: Click this button to open a new row for adding a new item.
   • Cancel
     • Purpose: Discard the current purchase order and return to the previous screen.
     • Action: Click the Cancel link.
   • Confirm
     • Purpose: Finalize the purchase order.
     • Action: Click the Confirm button to save and submit the purchase order.
   • This page displays your orders from a specific supplier, order dates and payment status. You can track orders using a request number and view items that have not been received. Once received, orders are removed.
   • To obtain raw materials, visit Configuration Raw Material Centralized and select Receive Raw Material Vendor.
5. Receive the Purchase order (as shown in Images 7 and 8):
   • Click on the Configuration dropdown and click on the Raw Material – Centralized option.
   • In the Centralized Raw Material List page, click on the Receive Raw Material – Vendor button on the right side of the page.
   • To receive the raw materials from the vendor, do the following:
     • Select Supplier:
       • Click on the dropdown under Supplier and choose the vendor.
     • Choose Date:
       • Confirm the delivery date range. This may already be pre-filled.
     • Select Raw Material:
       • Click on the dropdown under Raw Material and pick the item.
     • Check Unit:
       • Verify the unit.
     • Enter Quantity:
       • Type the quantity received.
     • Confirm or Cancel:
       • Click Confirm to save the details or Cancel to discard and exit.

By following the above steps you can purchase an order from the vendor and receive it in Stayflexi’s Stock management.