Retail: Purchasing Overview

Retail: Purchasing Overview



Key Takeaways:

Requests
  1. Staff can request inventory items.
  2. Requests may be:
    1. Converted into a purchase order (PO).
    2. Converted into a transfer.
    3. Sent to the Order Desk for evaluation (to decide what and where to order).

Purchase Orders (POs)
  1. Created to send to vendors for purchasing.
  2. Can include pre-allocation: assign incoming quantities to specific locations at the time of receiving.
  3. If PO approvals are enabled, they can be reviewed before processing.

Receipts
  1. Represent receiving goods from a PO.
  2. Recommended workflow: receive directly into an invoice to capture full expenses.

Invoices
  1. Track all product costs and associated expenses (shipping, taxes, etc.).
  2. Part of the “three-way match” with POs and receipts.

Transfers
  1. Move products between locations.
  2. Requests can also be converted into transfers.

Return to Vendor (RTV)
  1. Send items back to the vendor in a controlled, documented process.

Worksheets
  1. PO Worksheet
    1. Used for creating multiple POs across several locations (e.g., order from one vendor for 4–5 stores with different item quantities).
    2. Requires multi-location setup.
  2. Order Desk
    1. Consolidates one or more requests.
    2. Helps identify best vendors and products based on business rules.

Three-Way Match
  1. Retail process: Purchase Order → Receipt → Invoice.


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