StockbeamCreate orders from the list
- On Reorder, tick the products you want, or leave them all.
- Press Create purchase orders. You get one draft per supplier.
- Open a draft to change quantities or costs. Nothing is sent to anyone yet.
Send it
If the supplier has an email address, press Send to supplier. Stockbeam shows you the exact email first, then sends it to the supplier with the purchase order PDF attached, and replies come back to you. On a draft, sending also marks the order as sent. If you would rather send it yourself, or the supplier has no email address on file, open the order's … menu and choose Print, Download PDF or Download CSV, or choose Open in your email app to start an email of your own, then attach the PDF and send it. The PDF carries the supplier's own product codes if you have recorded them, and the date you expect it.
When part of an order never arrives
If some of an order arrived and the rest never will, press Close this order short on the order. Stockbeam asks first. The units that never came stop counting as on the way, so those products can come back on the reorder list. If nothing at all arrived, press Cancel PO instead.
Bill to on your orders
Under Settings, Purchase orders, Bill to on purchase orders, you can enter a company name, address, VAT or tax number and invoice email. They are printed on every purchase order PDF and page so your supplier knows which company to invoice. If you leave it all blank, Stockbeam prints your store name. Stockbeam prints the invoice email on the order and sends nothing to it.
Tax on an order
On a supplier's page, the Default tax rate % box sets the rate that new order lines from that supplier start at. 0 is zero-rated and blank means none set. Orders already raised keep their rates.
On a purchase order, Set tax for all lines puts one rate on every line in one go. Type the rate in Tax rate % (it starts at the supplier's default, if they have one) and press Set tax for all lines. On a draft it sits under the lines, and once the order is sent it is in Costs. Only lines with no rate yet are filled in, unless you tick Replace rates already set. On a draft, save any changes to the lines first.
Change the order number
While an order is a draft or sent, press Change number in the order's Details, type the new number under Purchase order number and press Save number. It is printed on the purchase order and used when you open the order in your email app. It can be up to 40 characters, and no other order can use the same number. Stockbeam's automatic numbering carries on as before.
Change or cancel
Costs stay editable after sending, so you can correct them when the invoice arrives. Cancelling stops the outstanding units counting as on order; a cancelled order can be reopened from its page.