Low Inventory Purchase Orders

Can I create purchase orders automatically for low inventory?

Yes, starting with Goldenseal accounting software version 2.9, you can create automatic purchase orders for items that are out of stock or that have low inventory.

Inventory Setup

To set up your Cost Items for automatic purchase orders, follow these steps:

  1. Choose Cost Items from the Costs menu.
  2. Locate the items you'd like to include in purchase orders.
  3. Click on the Low Inventory Action popup field, and enter Ask What to Do or Create Purchase Order.

HINT-- If you'd like to change low inventory actions for many Cost Items, you can use the Replace All command.

To have Goldenseal warn you about low inventory, follow these steps:

  1. Choose Preferences from the Options menu, and choose Income from the submenu.
  2. Turn on the Warn about Low Inventory checkbox.
  3. Click OK.

Entering Sales

To sell Cost Items and take them out of inventory, follow these steps:

  1. Choose Sales from the Income menu.
  2. Click the New button.
  3. Enter Items into the Breakdown popup field on the left side of the window.
  4. Click in the first line of the breakdown table, and enter an item.
  5. When you enter a quantity, Goldenseal will check the current inventory.
  6. If you chose Ask What to Do as an inventory action, Goldenseal will warn you when inventory is low. Click Sell Available Stock and Order more to create a purchase order for this item. If you chose Create Purchase Order, it will automatically jump you to the next step.
  7. If you are creating a purchase order, Goldenseal will show you any 'standard' vendors for this item, with the latest price.
  8. Select a vendor, then click OK.
  9. When you complete the sale, Goldenseal will create a Purchase Order for each item that is out of stock.

Showing and Hiding Vendor Prices

Usually Goldenseal shows you the latest price for each vendor. If you enter sales with customers watching, you may not want them to see that info. In that case, follow these steps:

  1. Choose Preferences from the Options menu, and choose Income from the submenu.
  2. Turn off the Show Prices in Automatic PO's checkbox.
  3. Click OK.

Using Purchase Orders

After Goldenseal has created Purchase Order records for low inventory, you can use the Find command to locate all orders created today. Then use the Print Forms command to create order forms.

Click here to return to sales topics.

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