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Buy Module

Overview

The Buy module is where users manage all purchase orders across selected sites. It provides visibility into order status, vendor details, due dates, and financial totals.

Key Elements

  • Site selector to filter data by location
  • Purchase order table with sortable and filterable columns
  • Status indicators such as Complete, Cancelled, Waiting for Payment, Waiting for Delivery, Overdue
  • Total Order Value displayed in selected currency
  • Actions for creating, scanning, exporting, and managing purchase orders

How to Use

  1. Choose a site in the Site Dropdown
  2. Review purchase orders in the table
  3. Use filters under each column to narrow results
  4. Click on an Order Number to open full details
  5. Use the action menu on each row for additional actions
Notes
  • Data shown is always scoped to the selected site
  • Status labels reflect real-time order progress
Best Practices
  • Always confirm the selected site before taking actions
  • Use filters instead of scrolling through large datasets

Update Status

Allows users to change the status of a purchase order.

How to Use

  1. Open the action menu on a purchase order
  2. Select Update Status
  3. Review the current and new status
  4. Click Continue to confirm

Warning

Status updates affect workflow progression and reporting.

Best Practices
  • Only update status when the real-world action is completed

Mark as Failed Inspection

Used to flag a purchase order or item as failed during inspection.

How to Use

  1. Trigger the Mark as Failed Inspection action
  2. Enter the reason for failure in the input field
  3. Click Continue to confirm

Notes
  • Reason input is required
Warning

This action may impact downstream processes such as inventory or supplier evaluation.

Best Practices
  • Provide clear and specific reasons for traceability

Order Arrangement

Users can reorder items within the table using rank input.

How to Use

  1. Click the reorder control on a row
  2. Enter a new rank position
  3. The table updates based on the new order

Notes
  • Ranking affects visual arrangement only
Best Practices
  • Use ranking for prioritization during review sessions

Filters and Dropdowns

The Buy table includes advanced filtering options for better data control.

Available Filters

  • Order Total range
  • Issue Date
  • Due Date
  • Status
  • Site

How to Use

  1. Click any filter field under a column
  2. Select or input desired values
  3. Table updates automatically

Site Selection

Filters purchase orders by site.

How to Use

  1. Click the Site dropdown
  2. Select a site or choose All
  3. Data updates based on selection

Add New Site

Allows users to create a new operational site.

How to Use

  1. Click + Add a new site from the dropdown
  2. Fill in required fields:
    • Site Name
    • Legal Name
    • Address details
    • Primary Currency
  3. Select enabled functions:
    • Sell
    • Make
    • Buy
    • Check
    • Fix
    • Stocks
  4. Click Add

Notes
  • Site functions determine module accessibility
Warning

Incorrect site configuration may limit system functionality.

Best Practices
  • Only enable functions relevant to the site's operations

Active Scanner

The Active Scanner allows real-time item scanning using connected barcode devices.

How to Enable

  1. Toggle Active Scanner on
  2. Ensure a barcode scanner is connected

Notes
  • Scanner must be physically connected before activation

Scan Item

Opens the scanning interface for processing items.

How to Use

  1. Click Scan Item
  2. Choose scanner type or device
  3. Scan the item using the selected device

Scanner Error Handling

Displays when scanner activation fails.

Common Cause

  • No barcode scanner device connected

Resolution

  1. Connect a valid barcode scanner
  2. Retry activating Active Scanner
Warning

Scanner features will not function without a connected device.

Active Scanner Setup

Configures the scanner device before use.

How to Use

  1. Open Active Scanner settings
  2. Choose a device in the dropdown
  3. Click Save

Notes
  • Webcam devices are only usable via Scan Item, not Active Scanner

Camera Scanner

Allows scanning using a camera device such as a webcam.

How to Use

  1. Open Scan Item
  2. Switch scanner to camera
  3. Position barcode within the camera frame
  4. System detects and processes the item

Item Detected

When an item is successfully recognized.

Behavior

  • Item details populate automatically
  • User can confirm the action

How to Use

  1. Verify item details
  2. Adjust quantity if needed
  3. Click Confirm

Unassigned Item Detected

Occurs when scanned item is not linked to a purchase order.

How to Use

  1. Select an item manually
  2. Assign a purchase order
  3. Confirm the action

Warning

Unassigned items require manual intervention before confirmation.

Barcode Scanner

Supports hardware barcode scanners for faster and more precise input.

How to Use

  1. Ensure barcode scanner is connected
  2. Open Scan Item
  3. Scan the barcode
  4. System processes automatically

Barcode Item Detected

Recognized barcode linked to a known item.

How to Use

  1. Review item details
  2. Adjust quantity if needed
  3. Click Confirm

Barcode Unassigned Items

Barcode is detected but not linked to a purchase order.

How to Use

  1. Select item manually
  2. Assign a purchase order
  3. Confirm

Warning

Confirming without correct assignment may cause tracking errors.

Best Practices
  • Always verify item and purchase order before confirming
  • Use barcode scanning for high-volume operations to reduce manual errors

Create Purchase Order

This is the main screen where you create and manage a Purchase Order before submitting it.

How to Use

  1. Review or input order header details
  2. Add items under the Items table
  3. Fill in Delivery Details
  4. (Optional) Add tracking
  5. Click Create Order when complete

Notes
  • Draft status means nothing is finalized yet
  • Totals update automatically based on items, tax, and shipping

Add Supplier Details

Used to define or select the supplier for the Purchase Order.

How to Use

  1. Select an existing supplier or input a new one
  2. Fill in:
    • Contact person
    • Email
    • Phone
    • Billing address
  3. Click Add

Notes
  • Incorrect supplier details may result in failed communication or delivery issues
Best Practices
  • Use existing supplier records whenever possible to maintain consistency

Add Business Details

Defines internal contact or representative tied to the order.

How to Use

  1. Select a sales representative or contact
  2. Fill in:
    • Email
    • Phone
    • Billing address
  3. Click Add

Notes
  • This identifies internal ownership of the order
Best Practices
  • Assign a responsible person to ensure accountability and follow-through

Add Delivery Details

Specifies where the order will be delivered and any relevant instructions.

How to Use

  1. Click the edit icon in the Delivery section
  2. Select a site and address
  3. Assign a contact person
  4. Input phone number and delivery instructions
  5. Click Add

Notes
  • Delivery instructions guide logistics and receiving teams
Warning

Incorrect delivery details can cause delays or failed deliveries.

Best Practices
  • Provide clear and specific instructions for handling and receiving

Add Items to Purchase Orders

Allows users to define the items being purchased, including quantity, cost, and tax.

How to Use

  1. Click Add Item
  2. Choose an item in the dropdown
  3. Enter quantity
  4. Review or input unit cost and tax rate
  5. Repeat for additional items
Notes
  • Totals update automatically based on item entries
Warning

Incorrect quantities or pricing will affect inventory and financial records.

Best Practices
  • Double-check item selection and pricing before finalizing

Order Summary

Displays a financial breakdown of the purchase order.

Key Elements

  • Subtotal
  • Tax
  • Shipping
  • Total

Notes
  • Values are calculated automatically
Best Practices
  • Review totals before creating the order to ensure consistency

Add Delivery Tracking (Optional)

Allows users to attach a tracking link to monitor delivery progress.

How to Use

  1. Click Add Tracking above the Delivery Details section
  2. Input the tracking link
  3. Click Add

Notes
  • Tracking links provide visibility into shipment status
Best Practices
  • Always include tracking information when available

Manage Purchase Order

Allows users to manage order status, actions, and workflow progression after creation.

Key Elements

  • Order status indicator
  • Action dropdown
  • Receive Item and Scan Item buttons
  • Items table with receiving status

How to Use

  1. Open a Purchase Order
  2. Use the Actions dropdown to update status
  3. Monitor item status in the table
  4. Proceed with receiving items when delivered

Notes
  • Status changes are logged in order history
Best Practices
  • Keep status updated to reflect real-world progress

Update Status (from Purchase Order)

Allows users to change the status of a Purchase Order.

How to Use

  1. Click Actions
  2. Select a new status
  3. Review the confirmation modal
  4. Click Continue

Warning

Status changes impact reporting and workflow progression.

Best Practices
  • Only update status after confirming the real-world action is completed

Mark as Failed Inspection (from Purchase Order)

Flags an item or order as failed during inspection.

How to Use

  1. Trigger Mark as Failed Inspection
  2. Enter the reason
  3. Click Continue

Notes
  • Reason input is required
Warning

This action may affect inventory and supplier evaluation.

Best Practices
  • Provide clear and specific reasons for traceability

Receive Item

Allows users to record items received from a Purchase Order.

How to Use

  1. Click Receive Item
  2. Select the item
  3. Verify purchase order and supplier details
  4. Enter quantity received
  5. Click Confirm

Notes
  • Receiving updates inventory levels
Warning

Incorrect quantities will lead to inventory discrepancies.

Best Practices
  • Verify actual received quantity before confirming

Scan Items (Receiving)

Allows users to receive items using barcode or camera scanning.

How to Use

  1. Click Scan Item
  2. Select scanner or camera device
  3. Scan the item barcode
  4. Verify detected item
  5. Adjust quantity if needed
  6. Click Confirm

Notes
  • Scanning reduces manual input errors
Best Practices
  • Always verify detected item before confirming

Add Delivery Tracking (Post-Creation)

Allows users to add or update tracking information after order creation.

How to Use

  1. Open a Purchase Order
  2. Click Add Tracking
  3. Enter tracking link
  4. Click Add

Notes
  • Update tracking as soon as shipment is dispatched

Related Orders

Displays all orders linked to the current Purchase Order.

Key Elements

  • Order ID
  • Issue Date
  • Due Date
  • Status

How to Use

  1. Navigate to the Related Orders tab
  2. Use filters to refine results
  3. Click an order to view details

Notes
  • Provides visibility into dependencies across workflows
Best Practices
  • Use this view to track linked manufacturing or sales processes

Order History

Tracks all actions performed on the Purchase Order.

Key Elements

  • Date and time
  • Action owner
  • Activity log

How to Use

  1. Open the Order History tab
  2. Review changes and actions

Notes
  • All updates are recorded for traceability
Best Practices
  • Use order history for audits and issue investigation
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