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Supplier requests are used for managing the purchase of stock items for your venue.
Depending on the structure of your venue and how you manage stock reserves, either your purchasing manager can create supplier requests directly or you can use original requests, which are created for each store.
There are two types of supplier requests: supplier requests based on original requests and planned supplier requests created directly by purchasing managers.
Planned supplier requests contain three dates: the date when the request was created, the date until which the stock item demand will be covered by the created request, and the estimated stock item arrival date.
The planned purchase quantities are determined by the current stock on hand, the minimum stock item levels set for the store, and the standard daily consumption rates.
A planned request can be created to cover either the usage of a stock item in the current store or its usage in all stores within the current store group.
The recommended stock item quantity for order is calculated using the following formula:
Recommended stock item quantity to be purchased = (Number of days * Standard daily consumption rate) – Actual on hand + Minimum level – Ordered quantity, where:
Standard daily consumption rate is the standard daily consumption of the stock item for the current store or the total standard daily consumption of the stock item in all stores within the current store group.
Number of days is the duration of the planned period, i.e. the number of days between the creation of the request and the end of the planned period. This value indicates the period during which the stock item demand will be covered by this supplier request.
Actual on hand is the remaining amount of the stock item in the current store or in all stores within the current store group on the request creation date.
Minimum level is the minimum level of the stock item as specified for the store (stock cannot go below this level) or the total minimum stock item level for all stores in the current store group.
Requested quantity is quantity of the stock item included in previous requests and intended to cover this request’s planned period in part or in full.
Let us consider an example of how to calculate the stock item quantity to be requested for the current store:
standard daily consumption rate for the stock item in question = 10 units/day,
minimum level = 15 units,
current stock on hand = 45 units,
planned period = 15 days,
amount ordered in previous requests = 40 units.
The quantity that needs to be requested is = (10*15)-45+15-40 = 80 units
After all necessary stock items have been included into the request, it needs to be confirmed with the supplier.
After the ordered stock items arrive at the store, stock-in records can be created based on confirmed supplier requests. Stock items from the supplier request specification will be copied to the stock-in record specification automatically.
If the supplier declines the request (entirely or in part), you can create other requests and send them to the same or other partners to cover the stock item demand.
Supplier requests can have one of the following statuses:
Not ready – the request is being processed by the purchasing manager; it is open for changes.
Sent – the request has been prepared by the purchasing manager and sent to the supplier for confirmation. In this request, only its status can be changed.
Confirmed – the request has been confirmed by the supplier. Based on this request, you can create a new stock-in record to account for ordered stock items.
